HomeMy WebLinkAboutCoop TOS & Village of Greenport I DO NOT VVRITE IN THIS SPACE
Local Government Records Management Improvement Fund Log Number ~ Date Received
Grant Project Application (LC-AP) 2009-2010
I
Lg~cat Government (Name)
Town of Southold
Di,~.ii~,,~,b'U ~t (REQUIRED)
Rsco~l$ Management
Co~r~y
Chief Admlals~'Mtve Officer (Last Name, First Name, Mr./Ms,)
Russell~ Scott A. Mr.
Title
tE-mall Address
Supervisor, Town of Southatd
Addre~ (S~t. C~, Z~p Cod*)
ITelephone NumberlE~e,-.~.n [ Fax Number
(631)765-1889 (631) 765-1823
~_3__~95_ Mal~ Road, PO Box 1179, Southold, NY 11971
s.meaeil~town.soat hold,ny, us
Project OlredM (Lest Name, Fttst Name, Mr./Ms.)
Neville, F:..h.:h A., Ma.
Telephone Number/E~er,~:,r, I Fax Number E-m~H
TitleTown Clerk, RMO (631)765-1800 228 ] (631) 765-6145 e,nevtlle~town.scuthold.ny.oa
Address (s~et, c~y, z~p Cod~)
_r-_ 3t) _~5 Main Road, PO Box 1179, Sou*hold, NY 11971
Recuede Maea~ement ~ (RMO) (Last Name, Rr~ Name, MrffM~.) I Same pemon ea Project Dtre~or~J
/
Neville, Elizabeth A.
Town Clerk, Records Maoa~ment Officer (63t) 765-1800 228 (631) 765-6145 e.nevllle~town.aou~hold.ny.u~
A~dre~ (Street C/fy, Z/p C~de)
53095 Main Road, Po Box 1179, Southold, NY 11971
RMO appointed? I~yea [] No I-'IN/A Appropriate schedule .d~,pt~-~? I~lyea [] No F'IN/A
Year RMO was appointed: 1988 ~ I Year schedule was adop~ed:lssO
Application Type (Check one,: F"]lndi'vKJual~Cooperativ~(~=-'~: Disaster Recovery
''- ~E I [] Planning an~_D.e?ign,
RECORDS I ~ Storage-and RetrieVal
AND
PLANNING
[] MICROFILM (no sub-categories) I [] EDUCATIONAL USES (no sub-categories)
tel Bus ness Process Analysis [] County Land Records Initiative E] DisasterlBiii~n~ P, ec~ry Planning
[~ ACTIVE [] eGovernment [] Email Management [] Files Management [] Geographic information Systems
RECORDS [] Imaging a~d Document Management E]lndexing and Access ~;~ Records Systems
[] Assessing Your Historical Records []Facility Improvement
[] HISTORICAL [] Improving Access [] Outreach and Public Programs [] Preservation RECORDS
Amount Re-,~,-~ed: I $ 122,420.00 I Number of Grants Previously Received: 10
Project Summary (Complete in this box. Describe project, including scope, objectives, and description of records.)
) This coo-erative orant annlication seeks fupdlnu to acquire and implement property information set. are to
improve property-related business processes m thc Town of Southold and Village of Greenport. Property
records are among the most important information resources maintained by municipal govemme, ts in New
York State. The p~oposcd sof~ware will be used to manae~ information about ap0roximately 1~ 5.00 parcel.q in
-. I t,he Town and Village limits..~A n, eeds assessment funded by the LGRMIF in the 2008-9 ~ant cvc!e ,
~'1 reco. mmended that the Town ,and Village cooperate to acquire and implement such software to replace manuat
'x] bus~ness processes and aging computer applications..If this grant application is funded, the Town and Village,
X'~will be able to create and maintain a comprehensiv~ online repository of up-to-date property-related
information. The proposed project will facilitate decision-making and other business activities that require
access to property descriptions and historical information. It will enhance employee productivity and improve
public service by expediting permit processing, evaluation of subdivisions and site plans, zoning variance
.a.p. plication.s, and other information-dependent business operations initiated by property owners, Town and
~ ~developers and others. The proposed property information system will complement aha ne
integrated with the town's digital imaging implementation and will lay the foundation for future integration
with the Town's GIS application and web-based public information services. ,
000001
Local Government Records Management Improvement Fund - Grant Project Appl;.cation (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.
Grant Project Application (LG-AP)
Checklist for Participants (LG-PA) (only if a cooperative project)
Appendix A and Appendix A-1 G
Payee ID Porm and Data Capture Form
Application Narrative Form ~.G-NA)
Pmject-Specitic Forms and Materials
Budget Narrative Forms
Budget Summary (FS-20)
Applicant
DO NOTWRITE IN
THIS SPACE
Amhives
Staff
0
[]
[]
[]
[]
D
0
[]
Certification and Approval ~
The following signatures certify that the local govem~t agrees to the c~nditions outlined in Appendix A and Appendix
A-1 G. -~.~..w.~~'
I hereby certify that I am either the applicant's Chief Administrative Officer or the Records Management Officer (RMO),
and that the information contained in this application is, to the best of our knowledge, complate 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 renegotlated to acceptance, will form e binding agreement, t also
understand that immediate written notice will be provided to the grants program office if at any time I learn that its
certification was erroneous when submitted, or has become erroneous by mason of changed circumstances.
CHIEF ADMINI~TRAllVE OFFICE~/~
Signature (in b~ue ink) /// ~ / Date
...........................
Type or print the name and title o~ the CNef Administrative Officer
Scott A. Russell, Supewlsor, Town of Scuthold
~ECORDS MANAGEMEHT OFFICER (RMO)
Type o~ pdnt the name and title of tl~Records Management Off. er
Elizabeth A. Neville, Town Clerk, RMO, Town of Scuthold
Date
1/31109
Telephons Number/Extension
631 765-1800 x228
DO NOT laRITE IN THIS SPACE
Date
Reviewed by
Submit an original and seven (7) copies to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
OOOO02
Required for Federal and State Discretionary Grant Programl
APPENDIX A
STANI~ARD CLAUSES FOR NYS CONTRACTS
The parttac to the altached conbact, Iloenae, lease, amendment or other agreement of any kind (hereinafter, "the c~x~racf'
or 'this cenbact') agree to be bound by the fMlswing clauses which are hereby mede a part of the contract (the wont 'Contractor'
herein refers to any party other than the State, whatbe~ a centrac~r, licenser, licensee, lessor, lessee er any Miter party):
1. EXECUTORY CLAUSE. In ace.~'dance with Section 41 of the State Finance Law, the Slate shall have no lishilty under this
contract to the Contractor or to anyone else beyond funds appropriated and available for this contract.
2. NQN-AS~IGNMENT CLAUSE. In accordance wi~ Section 138 of the State Finance Law, ttas centmof may not be
aas;gnad by Ute Cenbact~r or ~ dght. title or interest therein assigned, transferred, conveyed, sub~ or ~mw~e ~ of
wifheut the previous consent, in wrltthg, of the Slate and any attempts to es~gn the contract vathout the State's written consent are
null and void. The Co~actor may, however, ae~gn Its rlgl~t to receive payment without the State's pder reldan consent unless U~s
centmct concerns Ce~natos of Participation pursuant to Article 5-A of the State Finance LaW.
3. COMPTROLLER'S APPROVAL. Uniess exemp~ by law or the Office of the State Comptroler's pe~/, in aouordance with
Section I t 2 of the State FInanoe Law (or, if this contract is wfth the State University er City University of New York, Seotkm 355 or
Section 6218 of the Education Law), if thle contract eaceeds $50,000 (or the minimum thresholds agreed to by the Of~e 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 whlcfl, ee so
amended, exceeds said ctattJtory amount, or if, by INs correct, the State ngmes to g~ve something ofhe~ than money v/nan the
value or rsseenably estimated val~e of such consideratien exceeds $10,000, it shall rmt be valid, effective or binding upon the Stats
until it has been appro~:l by the State Complre41er and filed in his office. Comptroller's approval of contracts let by the Office of
General Services is required when suc~h ¢ontreets exceed $85,000 (State Finacoe Law Section 163.6.a).
4. WI~IRKER. S' COMPENSATION BENEFITS, In accordance wilh Sactien 142 of the State Finance Law, thle
be v(Hd and of no rome and atfect 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 provlsiens of the Workers' Compensation Law.
5. NON4)ISCRIMINATION REQUIREMENTS. To the extent required by Ar~cle 15 of the Executive Law (also know~ aa the
Human Rights Law) and ail other State and Federal atatutoq, and ~enatit ufionei non-disudmthaifon provisions, the CoHzacto~ w~l not
dis~mlnate against any employs or applicant for employment because of race, creed, color, sex, national orig., sexual
orientation, age, c~ability, gancllc predispeMion or carrier status, ar ma~al status. Furthermore, in accordance with Seeflen 220-e
of the Labor LaW, if this is a contract for the con~zuctien, attershee or repair of any public Ixriiding or public work or for the
maoufacture, sale or dil~btbutlen of materials, equipment or supplies, and to the extent that this contract shall bo ped'ormed wttbln
the Slate of New York, ConVantor agrees that neither it nor ifa subcontm~om shbll, by resaen of mca, creed, color, dleabilty, sex,
or national origin: (a) disuflraJnata in hiring against any New York State citizen who is qualified and available to perform U~e work; or
(b) discriminate against er intimidate any employee hired for the perfom~once nt work under this centract. If this is s building service
contract as defined in Sedien 230 of the Labor Law, then, in accordance ~ Section 239 thereof, Cenbacler agrees that neither il
nar its suboentractors shall by mason of race, creed, c~Jor, national origin, age, sex or diasblF~y: (a) discriminate th hiring against
any New York State citr~zen who is qualified and available to perform the work; or (b) di~minate against er intimidate any employee
hired for the pafformance of work under this c~ntract. Centractor is ent~ to fines of $50.00 per poreen per day for any viMatlon of
Ser~ion 220-e or SeMJen 239 as well as poas;ble termthatlon of this oontract and ~'orfeifere of ail moneys d~ta here~Jnder for a second
o~ subsequent violation.
6. WAGE AND HOURS PROVISIONS. If this is a public work eontrant covered by Artic~ 8 of (he Labor Law or a building
service centm~ covered by Afflcle 9 thereof, naifher Contmcto;'s employees rm~ the employees of Its sulx~Nreetors may he
required or permitted to werk mere than the number of Imum or days stated th said statutes, sxcep~ as othe~wloe prevtded In the
Labor Law end sa set froth In prevailing wage and suppJement schedules issued by the State Labor Department. Fu~hermora.
Contrantor and Its sabou~Y(ractors must pay at lean the prevailing wage rate and pay or provide the preveiting supplements,
including the premium rates for overllme pay, as d~e~mthed by the State Labor Depa~meet in accordance with the Labor Law.
7. NON-COLLUSIVE BIDDING CERTIFICATION, In ac~danoe with Section 139.d of the State Finance Law, if ~
centract was awarded based upon the submlacinc of bids, Contractor afIVn~, under penalty of perjur/, that as bid was arrived at
independently and without collusion aimed at reetrloflng competition. Contractor ~urther affirms that, at the time Contractor
submitted as bid, an aulhoHzed and responsible pers4~l exeeMed and delivered to the Stats a non-colluNve bidding certiflcatton on
Cont~aMor'a behalf.
8. INTEI~NATIONAI,. BOYCOTT PROHIBITION. th accordance with Section 220-! of the Labor Law and Sectien 139-h of
the State F~ulce Law, if this oontracl exceeds $5,000, the Confl'actor agrees, as a material condition of the cof~act, that neither
the Contractor nor any substantially owned or affiliated person, firm, partnership or coq~oration has perti¢lpated, is parUciputing, or
shall pan'i~=ate in an international bnyr, o~ in viotsifon of the fedora) Export Administration Act of 1979 (50 USC ~op. Seotlone 240~
et seq.) or re~la§ons thereunder. If such Contractor, or any of the aforesaid aff~letea of Contractor, Is convicted or is ~herwise
Sound to have violated eaid isws or regulations upon the ileal deterrnin~en of the United States Commerce Department or any other
apprupdate agenoy of the United States suheequer~ to the contraot'a execution, such contmot, amso~nsnt or medfilcation thereto
shall be rendered foff~ and void. The Contractor shatl so notify the State Comptroller within five (5) tsmineso days of such
convio~len, determination or dispusll]on of appeal (2NYCRR 105.4).
9. SET-OFF RIGHTS, The State shall have all of its oummon law, equitable and statutory dghts of sot-off. Thexe rights
include, but not be limited to, the State's option to withhold for the p~puses of sot-off any moneys due to the Cofif~actor under this
cenfl'eet up to any amounts due and owing to the Stale with regard to this contract, any ether ooNraot with any State department or
agency, Incluitlng any contract for a term commm~cing prior to the term of thla oontrac~ ~ any amounts due and owing to the
State for any other reason ioc~uding, wi~out limitation, tax delinquencies, fee delinquencies of moneta~/pansltias raluttve thereto.
The Stale shall exemiso its set-off ifgl~s in accordance with normal State practices including, In osons of set-off pursuant to an
auclit, the flnal~etlon of such audit by the State agency, its represorttatives, or the State Comptroller.
10. RECORDS, The Contractor shall establish and maIntaIn compile and accurate books, re<=ords, c~=umento, ecoounth and
other evidence directly perUnont to performance under this contmot (herelnattor, collectively, 'the Records'). The Records must be
kepi for the balance of the calendar year in which they wars made and for Ax (6) additional years thersalter. The State Comp~oiter,
the Attorney General and acy other pumon or entity authof~zed to conduot an examination, as wall as the ogeno¥ or agencies
involved in this contract, shall have accoso to the Records during normal business ho~s at an office of the Contractor within the
State of New York or, if no such office la aveilat~e, at a m,eualiy agreeable and reasonable venue within the Stale, for the term
specified above for the purpcoes of inspection, auditing and copying. The State shall take reeacnsble steps to pr~eot from public
di~ofnsurs any of the Records whioit ere exempt from elleclcoure ureter Section 87 of tho Publio Officers Law (the"Statute') provided
that: (~ the Contractor shall timely inform an approprtate State ofricisl. In wrling, that said rscords should net be dlscJueed; and (i)
said records shall be sufl',=ieetiy identified; and (iii) destgnatior~ of said records as exempt under the Stalute is reasonable. Nothing
contained herein shall diminioh, or in any way adversely affect, the State's right to discovery in any panding or future litigation.
11. IDENTIFYING INFORMATION AND PRIVACY NOTIFICATION. (a) FEDERAL EMPLOYER IDENTIFICATION
NUMBER end/or FEDERAL SOCIAL SECURITY NUMBER. All invoices or New Yo;k State etandsrd vouchers submittod for
payment fo; tho sale of goods or services or the lease of real or personal prope~y to a New York State agency must Include the
payee's idsnitfioatiorl number, Lo., the seller's or lesso~s identification number. The number is either the payee's Federet employer
identification number or Federal soolal seourity number, or Ix~h such numbam when the payee has bofh such numbers. Failure to
include this number or numbers may datay payment. Where the payee does not have so~h number or numbam, the payee, on its
Invoioo or New York State standard voucher, must give the reason or reasons why the payee does not have such number or
numbers.
(b) PRIVACY NOTIFICATION. (1) The authority to request the above personal information from a seher of goods or services
or a lessor of rsal or personal property, and the authority to maintain suoh information, is found in Sebllon 5 of the State Tax Law.
Dtsolo~um of this Information by the seller or lessor to the State is mandatory. The principal purpose for v, fllsh the Information is
collected is to enable the State to idenitfl/indlvlduela, businesses and etbara who have been dela~ent In filing tax relun~ of may
have undsmtatnd their tax liabilities and to generally identify persons affected by the t~xes administered by the Commissioner of
Taxation and Finanoe. The inflxmaflon will be used th~ tax admints~ation purposes sad for any other purpose authmized by law.
(2) The pemonat information is requested by the purchasing unit of the agency contracting to purchase the goods or servioea or
lease the real or personal property covered by this contract or lease. The Information is maintained in Now York State's Central
ACCOUflting System by the Director ot Aocounting Operations, Office of the State Comptroller, 110 State Street, Albany. New York
12236.
12. EQUAL EMPLOYMENT OPPORTUNITIES FOR MINORITIES AND WOMI~N. in acc~dance with Section 312 of
the Executive Law, if this coutraot is: (}) a wr~on agreement or purchase order tnatmment, providing for a tc~l expenditure in
excess of $25,000.00, whoreby a contracting egenoy is commKted to expend or does expend funds in return for labor, as~vioso,
supplies, equipment, matorlais or any cornbinatien of the fo~goiag, to be performed for, or rendered or furntstted to tho cosh'~lCUng
agency; or (ii) a w~i~en agreement in excess of $100,000.00 whereby a contracting agency is com~ttnd to expend or does expend
~'~nds for the ecquislfien, construction, demoitllon, replacement, major repair or ~%~'nsvetion of real p~*opafty and llnprouemeots
thereon; or (ii~ a wrlten agrasment in excess of $100,000.00 whereby the owner of a State assisted housing project is c~mmitted to
expend or does expend funds for tho acquisition, construction, demolition, replacement, major repair or renovshen of real propan*y
and improvements tbarecn for such project, then:
(a) The Coutraofor will nnt discriminate againet ernployeas or applicants ror employment because of race, creed, o~or, national
origin, sex, age, disability or marital status, and will undertake or continue existing programs of affirmative action to ensure that
minority group mambem and women are aiforded equal employment opportunities without diac~minetion. Affirmative action shall
mean recruitment, employment, job assignment, promotion, upgradings, demotion, transfer, layoff, or termination and rates of pay or
uther fon~s of compensation;
(b) at the request of the contracting agency, the CcrRractcr shall request each employment agency, labor union, or authcrizad
representative of workers with which il has a collective bargaining ~x other agreement or understanding, to furnish a written
statement that such employment agency, labor union or representative wig not disurimlnate on the basis of race, creed, color.
national origin, sex, age, disability or marital status and that such union cr repreea~afive wffi affirmative'/ cooperate in the
implementation of the contractor's obligations herein; and
(o) the Coobactor shall state, in all soifcitationa or adver~semonts for employees, that, in the pergormance of the State contract, all
qualified epplicar~ will he afforded equal employment opportunltins without discrimination because of race, creed, co;or, national
origin, sex, age, disability m' marital status.
C~trac~cr will include the provisions of 'a", "b", and "c" above, in ever/ suboor~'ast over $25,000.00 for the constru~on,
demolition, replacement, major repair, renovation, planning or design of real property and improvements thereon (the 'VVo~'IC)
except where the Work is for the banal;iai usa o! the Contractor. Section 312 does not apply to: (I) work. go~$ cr services
un~elalad to this contract; or (i~ employment outside New York State; err (ii~ benking se~4cse, insurance policies cr the sale of
securities. The State shall co~lder compliance by a contrav"tor or subcontractor with the requirements of any tede~l law
concerning equal employment opportunity which effectuates the p*Jrpuse of this section. The oontreoting agency she# determine
whether the imposition of the requirements of the provisions hereof duplicate or oenflict with any such federal law and if such
dupinahen or ceofl~ e~ts, the contracting agency shall waive the applicability of Section 312 to Ihs extent of s~ch dup&~flon cr
conflict. Contractor will comply with all duly promulgated and lawful rules and regulations of the Governor's Office of Minonty and
Women's Business Develepment pertaining hereto.
13, CONFLICTING TERMS. In the event of a conflict between the te~ms of the coofraof (including any and all attachments
therete and amendments thereof) and the te~rns of this Appendix A, the terms of this Appendix A shal control.
14. GOVERNING LAW. This contract shall be govemad by the laws of the State of New York except where the Federal
supremacy clause requires Mhef~ise.
15. LATE PAYMENT. TtmeUnase of payment and any interest to be paid lo Centraofor for late payment shall be governed by
Articie 11 -A of the State Finance Law to the extent requb'ad by law.
16. NO ARBITRATION. Dtsputes Invoivln{) this contract, including the breach or alleged breach thereof, may not be submitied
to binding a~b~atloo (except where ststutorily authorized), but must, in~ead, ba heard in a couit of competent )urladicfien of the
State of New York.
17. SERVICE OF PROCESS. In addition to the methods of service allowed by the State Civil Prac~e Law & Rules ("CPLR'),
Contm~or hereby consents to sar~ce of process upon il by registered cr ~ mail, return reusip~ requested. Sedco hereunder
shall be complete upon Contractors actual receipt of proons~ cr upon the Stales receipt of the return thereof by the Unlt~l Stat~
postal Service se refused or undalivembta. Contractor must prompify nndfy the State, in writing, of each and eveiy change of
address to which service of process can be made. Sen;ice by the State to the last known address shall be sufficient. Contractor will
have thirty (30) calendar days after service hereunder Is complete io which to respond.
18. PROHI~TION ON PURCHASE OF TROPICAL HARDWOODS. The Cont~ctor certifies and wan'ants that all
wood products to be used under this contract award will be in accordance with, but not limited to, the sbeci§cations
and provisions of State Finance Law §165. (Use of Tropical Hardwoods) which prohibits purchase and use of tropical
hardwoods, unless specific, ally exempted, by the State or any governmental ageccy or political subdivision or public
benefit corporation. Qualification for an exemption under this law will be the responsibility of the contyactor to
establish to meat with the approval of the State.
In addition, when any portion of this contract involving the use of woo~s, 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 infom~ed and is in compliance with specifications and provisions regarding use of tropical
hardwoods as detailed in §165 State Financo Law. Any such use must meet with the approval of the State; otherwise,
the bid may not be considered responsive. Under bidder certifications, proof of qualification for exemption will be the
responsibility of the Con,actor to meet with the approval of the State.
19. MACBRIDE FAiR EMPLOYMENT PRINCIPLES. In accordance with the Ma;Bride Fair Employment Principfas
(Chapter 807 of the Laws of 1992), the Contraof~x hereby stipulates that the Contracter either (a) has no business operations in
Northern Ireland, or (b) shell take lawful steps in good faith to conduct any business eperations in N~xlhem Ireland in acoontaace
with the MacBride Fair Employment Principfas (as described in Section t 65 of Ihs New York Sta~a Finance Law), and shall permit
independent monilodng of compliance with such principles.
20. OMNIBUS PROCUREMENT ACT OF 1992, ~t is the policy of New Yod¢ State to maximtae opportunitias for the
pmtinipation of New York State business ont~, including mlnorky and women-owned business entefp~sa as bk~dera,
subconb*octora and .upplis~ on its procurement contracts.
Infonnstion on the availa~ of New York State eubcnntractom and suppl~em is available trom:
NYS Department of Economic Development
D~v~on for Small Business
30 South Pearl St - 7~' Floor
Nbany, New York 12245
Telephone: 518-292-5220
Fax: 518292-5884
htr p://www.em plra.st ate.ny.u,s
A d~roctory of us~tlfled minority and women-owned bu~dneea er~orpr~es is avaitable from:
NYS Department of E~onomlu Development
DJvimon of Mthodty and Womon'a Business Development
30 South Pearl St - 2nd Floor
Albany. New York 12245
Telephone: 518-292-5250
Fax: 518-292-5803
hif p:l/www.em p~re.state, ny.u~
The Omnibus Procurement Act of 1992 requirus that by signing this bid propusnl or oontraut, as applicable, Contractors cmtify that
whe~ever the total bid amount is greater than $1 million:
(a} The Contraofor has made reasonable efforts to encourage the pentclpetlon of New York State Bu~nasa Enterprises aa aulNdisrs
and sub~ontra~ors, including certified minor~ and womec-ovmed business entarprisus~ on th~ project, and has retained the
documentation of these efforfs to ho provided upon request to the State;
(b) The Contractor has cemplied with the Federal Equal Opportunity Act of 1972 (P.L. 92-261), as amended;
(o) The Contraclor agrees to make reaconable efforts to provide natilication to New York State residents of employment
opportublflas on this project through I~tthg any m,m,m,m,m,m,m,m,m,m~h ix~tluns with the Job Service Division of the New Yolk State Dopadment of
Labor, or providing such notification in such manner as is consistent with existing collective bargaining contracts or agreemeNa.
The Contr~tor agrees to document these efforts and to provide said dacumentation to the State upon requust; and
(d) The ColY;ractor acknowtedgas notice that the State may seek to obtain offset credits from fol'eigrt oour~riea as a resu~ of this
cuntract and agrees to cooperate v4th the State in these efforts,
21. RECIPROCITY AND SANCTIONS PROVISIONS. Bidders are hereby notified that If their prlnnipal place of buelr, e~ is
located In a couni~y, nation, provthce, state or political subdivision that penalizes New York State venders, and if the goods or .
asrvlce~ they offe~ will be sub~tantislly produced or performed outsk~e New Yo~ State, the Ornnibtz~ Procurement ~ 1894 and
2000 amendmerfm (chapter 684 and Chapter 383, respectively) require that they be denied c, ontrac~ which they would otherwise
ol~ain. NOTE: As of May 15, 2002, the itat of dlocrtmthsto~y jurisdictions aubjec~ to this provision includes the states of South
Carbltha, Alaska, West Virginis, Wyoming, Loulslana and Hawaii. Conta~ NYS Department of Economin Development for a current
list of jurisdictions subject to this provision.
22. PURCHASES OF APPAREL. In occe~acoo with State Finance Law t62 (4-a), the State shall not purchase any apparel
from any vendor unabta or unwilling to certify that: (1~ such apparel was manufactured in compliance with all applicable laix~ and
occupatisnel safety laws, ir, cludthg, but hot limited to, chitd labor laws, wage and hours laws and wort(place aofaty taws, and
vendor Will supply, with its bid (or, if net a bid situatthn, prior to or at the time of signing a c~a,~,.,~ with the State), if known, the
names and addreasus of each su~or and a list of aa manufacturing plants to be utilized by the I~dder. (June
PX (9/06)
THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF ~ YORK /
ALBANY, NY 12234
PAYEE 'NFORMATTON
Zn order to receive funds from the NYS Education Department, ~ SEE~ONS of th~s form will need bo be completed
and returned with ~ to the Education Deparlntent program office as part of your grant application.
Sect~n Z.. Znstlt:uflon ~lentlfying ZnfoflnaUon
[~aKt Legal Name ~ Agency
Toval of Southold I Contact Person[Telephone Number
Blzabe~ A. Nevi e 631 765-1800
~usiness name, (if dlfremm ~ ateve )
~ Age~ ~ ~ ~ a~)
A~ (num~, ~ ~ a~ ~ ~ ~.) ~ ~ c~ ~11 ~ ~1~
O~, S~ a~ ~P c~ (+ 4 ~) ~ ~ O~, ~ & ~ ~
~d, ~ 11971
* Provide FErN of recipient agency regardless of payment/fiscal agent
~ Agency Profile
1. This agency is a (check one) [] Non-Profit Organization [] For Profit Organization
2. This agency IS a (chedc one) [] Sectarian Organization [] Non-secladan OrgonlzaUon
3. ~s this agency chartered or Incorporated by the Now York S~ab~ Board of Regents? (Check one) [] Yes
¢, Zs any member of the Board of Directors an employee of the NYS Education Department?
[] Yes, pleasename [] No
Section ~: Charity Regbtmtion Number Status (NON-PROFTr ORGANiZATiONS ONLY)
Ar~ver ONE of the ~our questions listed below.
1. The chadty mg;:,boi~On number (NOT a tax exempt or Federal iD number) of this organizaUon is:
[] This organization has applied for a charity reglstra~n number from the Department of State but has not as yet
been notmed of the authodzed number granted.
[] 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,
[] This organization is exempt f~om the requirement of registering ~th 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).
[] Exemption Category 1 [] Exemption Category 2 [] Exemption Category 3 [] Exemption Category 4
[] Exemption Category 5 [] Exemption Category 6 [] Exemption Category 7 [] ExempUon Category 8
Section ZV: CertificaUon
! hereby certify that the information herewith provided is to the bes~ of my knowledge both accurate and true.
Scott A/Russell, Supervisor, Town of Southold
Chief Administrative A~:y Official/Authorized Designee (Please Print)
Si na ur
1/31/09
g t e - (~f~ief Administrative Agency Official/Authorized Designee Date
SED USEONLY: DeputyArea/Program Office
InstitutionlD: r8 l0 io io 1010 I ~
i have reviewed the payee information contained herein and hereby approve this agency for payment.
Deputy Area (Please Print)
Program Manager (Please Print)
Program Office (Please Print)
Signature - Program Manager Date
SED USE ONLY: Grants Finance
SED Agency Number/BEDS Code (if applicable):
Institution Type:
Interest Eligible: [] yes [] no
Reviewer:
Institution Subtype:
Date:
kn e w york
archives
state
Gl'aiits .A fimini~tration U~t
Cuttural Education Center, Albany, NY 12230
Standard Data Capture Form
In order for your institution or agency to be officially registered wtth the State Education Department we need to
accurately collect some basic information from you. Please provide the following basic infoffnation 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 o~ganization Is located): Street $30ti5 Main Road
City Southold
State NY Zip code 11971
Mailing Address (check here - -- if this is the same as your physical address)
Street Post Office Box 1179
City Southold
State NY 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 Bouthold ~10 NYS income tax return number
Date Established (the date or year that your o~lanlzaflOn or institution was originally established):
1640
Phone number:. (631 765-1800) Fax number: ( 631 765-6145)
Web URL: eoutholdtown.northfork, net
Entail address: e.neville~town.aouthold, ny.ue
Name and Title of Chief Executive Officer (CEO): Scott A. Russell, Supervisor, Town of Southold
CEO's e-mail address: s.mesell~town.eouthoM.ny.ue
CEO's phone number:. (631) 765 - 1889
CEO's fax number:. (631) 765 - 1823
Parent Organization (if applicable):
Please include this form with your completed and signed Payee Information Form
Local Government Records Management Improvement Fund
Application Narrative (LG-NA)
ILocat Government Nami Town of Southold
Population Served Annual Operating Budget Total Number of Employees
22,334 37,131,755. Full-time: 211 Part-time: 66
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 the specific records that will be involved, and any previous grant-funded projects
related to these records and this project. (5 points)
Explain why funding from this grant program is essential to accomplishing the project. (For
example, explain why you need funding if you've previously received funding for a similar
project.) (5 points)
Narrative:
I .a. Describe the specific records management problem the project will address,
provide qualitative descriptions and quantitative data about the problem.
In thc 2008-2009 grant cycle, the Town of Southold, the lead agency for this coooerative grant
annlication, received a grant from the Local Government Records Management Improvement Fund for
a needs assessment related to the management of property records by the following departments of
Town government: the Board of Assessors, the Board of Town Trustees, the Building Department
(including Historic Preservation and Code Enforcement), the Land Preservation Department, the
Planning Department, and the Zoning Board of Appeals. To obtain a complete picture of the Town's
practices and requirements for property records management, the needs assessment also encompassed
the Town Engineer, Town Attorney, Department of Public Works, and Receiver of Taxes. To perform
the needs assessment, the Town hired a consultant, Dr. William Saffady, who is a Professor in the
000003
College of Information and Computer Science, Long Island University. A copy of Professor Saffady's
needs assessment report is appended to this grant application.
The Town of Southold maintains various records for approximately 18,500 parcels, including
residential, commercial, agricultural, and exempt properties. All of the departments covered by the
needs assessment deal with property-related matters: the ownership and valuation of property,
subdivision of parcels, construction of new buildings or modification of existing structures, compliance
with zoning and other restrictions on the use of property, and so on. The consultant's report
concluded that the Town's property-related business processes accomplish the objectives for which
they were originally developed, but the report noted several problems and concerns that this grant
application is intended to address. Specifically:
The departments covered by the needs assessment are information-dependent and information-
interdependent, but the Town's property-related business processes operate in isolation without
coordinated recordkeeping or integration of information resources. Each department maintains
its own records in its own office area according to its own filing methods. In order to obtain
information to support specific business processes, Town employees must visit other
departments. This requirement is inconvenient and time--consuming. Employee productivity
and job performance are correspondingly impaired, as Town employees must work harder and
require more time to obtain the information needed for specific business purposes.
2. The Town has a very successful LaserFiche implementation that provides online access to
digital images of property-related documents, but the LaserFiche implementation is document-
oriented and limited to case files. While it is effective for its intended purpose, it cannot
000004
accommodate all information resources associated with the Town's property-related business
processes. The Town does not have a unified database that contains current and historical
information about property ownership and valuations, pending permit applications, zoning
complaints, subdivision of parcels, or other matters. Instead, property-related databases are
created and maintained by different, incompatible sofnvare products that are limited in scope
and operate in isolation. In the absence ora comprehensive centralized repository of property-
related information, Town employees must consult multiple files to obtain needed information.
Information about protected properties, for example, is scattered in several places. The
completion time for business processes, such as issuing building permits or resolving zoning
complaints, is lengthened.
The Town does not utilize commercially available software packages that are designed to
simplify and expedite the evaluation of permit applications, inspection of property, resolution
of zoning complaints, and other operations. The Building Department has an aging permit
tracking application that is overdue for replacement.
4. In the absence of information sharing, work is sometimes duplicated, lfit is known, for
example, that the Planning Department conducted a right-of-way inspection, the Zoning Board
of Appeals would not need to order another inspection by the Town Engineer. Similarly,
duplication of effort by building inspectors and the Code Enforcement Officer can be avoided.
5. There is a risk of poor decision-making due to incomplete or inaccessible information. The
Town Board of Trustees relies on the Building Department to identify projects that must be
referred to the Trustees before a building permit application can be submitted, but some
New York Stale Archives Form LG-N A 9/2008
00000
property owners have received building permits without indicating that a project involves
wetlands. Building permits have been issued in error for properties that require a zoning
variance or approval by the Board of Town Trustees. If the Zoning Board of Appeals had
access to a property's code enforcement history, it could make better-informed decisions about
variance applications. Without convenient access to appropriate records, protected status may
be overlooked when property owners submit applications for building permits, wetlands
permits, or variances.
6. The Town's existing business processes and manual recordkeeping practices provide no
foundation for the future implementation of advanced property-related information
management technologies, such as the integration of non-spatial land records with the Town's
geographical information system.
7. With its reliance on manual recordkecping and isolated computer applications, the Town is
poorly positioned to implement computer-hased information services for the public, such as
web-based access to information about pending applications for building permits or zoning
variances.
To address these problems, the consultant's report recommended that the Town increase its reliance on
electronic recordkecping by acquiring soRware to implement an integrated property information
system, This cooperative -,rant annlication reouests fundin~ for that nuroose. The consultant's report
further recommended that the Town consider oartnerin~ with the Vii lace of Greem>ort. which has a
similar need for effective management of property-related records--albeit on a smaller scale. As nan
of the needs assessment, the consultant discussed this matter with the Village of Greenport.
000006
If this grant application is funded, the Village of Greenport will have online access to the proposed
property information system's database, which will include information about P~'operties within the
'~ Village limits. The.Village's building inspector will also be able to utilize the proposed property
information system for issuin~ and trackin~ building permit applications, a process that is now
performed manually.
Explain why the project is a high priority.
The Town and Village have targeted this proiect as a top prigritv because nroperty-related r~c~rd~ ar~
~'~ amonl~ the most important information resources maintained by local governments in New York State.
Currently an inordinate amount of stafftime is spent determining current status of applications and
property history. The length of time to access these records is measured in hours and days when it
could be measured in seconds and minutes. Property records are needed for permit processing,
approval of zoning variance applications, code enforcement, and other mission-critical government
operations that directly impact property owners, Town residents, property developers, and others.
Systematic management and convenient access to property information is essential to providing
effective government services to constituents. As a ioint venture of the Town of Southold and Village
of Greenport~ this cooperative grant application is in keeping with other local government projects that
emphasize the consolidation of services,.
I .b. Identify the specific records that will be involved, and any previous grant-funded
projects related to these records and this project.
system.
3.
4.
Mu-I Schedule [847] Real property history data file contained in taxation/assessment data system.
MU-I Schedule [657] Building/property history data file contained in building/property history
MU-I Schedule [663]
MU-I Schedule [665]
New York State Archives
Planning action data file
Zoning action data file
Form [~G-NA 9/2008
0000O7
This project will involve property information that is currently contained in electronic databases,
including the Town's implementation of the Real Property System (RPS) from the New York State
office of Real Property Services; the Building Department's custom-developed Cobol application,
which contains information about building permit applications; and custom-developed Access
databases maintained by the Town's Planning Department and Zoning Board of Appeals. Grant
funding was not involved in the creation of these property information resources. The proposed
property information system will replace the custom~developed Cobol application and Access
databases. The RPS database will remain in service.
I.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 project.)
· Gram funding for this prelect is necessary because the operatin~ bud_~ets al'the Tom and Villno~,
not sufficient to support sofavare procurement and imolementation. They continue to suffer
significant hardship as education, healthcare, and security costs are pushed down to the local municipal
level. Escalating costs of insurance, pensions, and other employee benefits must be factored into
budgets and reduce the funds available to support other projects. The Town and Villac~e have net
previously received ~3rant support for implementation of a property information system or any similar,
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)
000008
Narrative:
II. a. Identify each intended result (specific products, time and cost savings, or
services), and describe the anticipated benefits.
ganong its benefits for the Town and. Village, implementation of an integrated property information
system will:.
Create and maintain a computer database as a comprehensive, authoritative repository for up-
to-date property-related information required by specific business processes.
2. Enhance employee productivity through rapid online retrieval of information about specific
properties.
3. Improve public service by expediting building permit applications, subdivision and site plan
applications, wetlands permit applications, zoning variance applications, resolution of zoning
complaints, and other information-dependent business operations initiated by property
~_ owners, ~,l'own and Village residents, developers, and others.
4~
Facilitate decision-making and other business activities that require access to property
descriptions and historical information about real-estate transfers, assessments, construction
activity, zoning, code enforcement, land preservation, subdivisions, and other property-
related matters.
Promote uniform, consistent recordkeeping among departmental applications while '
minimizing redundant recordkeeping and data entry.
Form LG-NA 9~200S
000009
..~ 6. Promote sharin8 of property-related information amonl~ Town and.Village departments. <
7. Provide a reliable mechanism for identification of historical landmarks and other protected
properties.
Complement and work in conjunction with the Town's LaserFiche installation by permitting
the integrated retrieval of data and documents related to specific properties.
Facilitate the future integration of non-spatial property information with the Town's
geographical information syste~n.
10.
Permit a phase-out of some manual recordkeeping practices, such as the creation and
maintenance of property record cards, which are time-consuming and require considerable
floor space. (It is expected that this phase-out will occur gradually as Town and Village
employees become more familiar and comfortable with electronic information resources.)
11. Provide a convenient mechanism for protection of mission-critical property records through
routine database backup operations.
II, b. Describe in detail how the project will contribute to the development of a records
management program.
The proposed project will contribute to the continued development of records management initiatives
in the Town of Southold and Village of Greenport by yielding significant improvements in the ·
management of records that support mission-critical operations. As a cooperative grant application.
- 000010
this project will facilitate sharing of information between the Town and Village. From time to time,
the Town has a need to obtain property-related information from the Villase of Greenport~ As an
example, the Town's plannin[~ initiatives and land use efforts require information about the Villas,e's
sewer system, which extends outside the Village's boundaries. Similarly, the Town would like to hay9
,more convenient access to information about the Village's zoning in order to provide such information
to the County for regional plannin8 purposes.
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
2010. (15 points)
b. Address each of the requirements of the relevant project category and subcategory. (10
points)
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)
Narrative:
IlL 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 that the project's goals are attainable by 30
June 2010.
.__If this grant application is approved;.the Town and Villase will purchase, install, and operate sot~ware
create the proposed property information system, which will be implemented in phases:
1. In the first phase, the proposed property information system will maintain and provide online
,J
access to information about each parcel of land in the Town .and Villase. This information will
Form LO-NA 9/2008
000011
3. Project Planning/R~view Meeting: The Project Director, RMO will schedule a mecting
between the vendor, Data Processing Department, and key personnel in the departments to
confirm work schedule and work responsibilities and discuss any issues.
4. Acquire Software: The Town o£Southold, the lead agency for this cooperative grant
application, will purchase the Municity Integrated Parcel Management Software product
from General Code, a leading provider of software for local government applications.
5. Pre-installation analysis - Vendor will host an on-site process assessment to gather
information to load into the database.
6. Install and Configure Software: The Municity product will be installed on a servgr
operated by the Town, which will be the host agency for this implementation. The Town's
Data Processing unit will work with General Code to configure the software to meet the
requirements of Town and Village government.
7. Perform Data Migration: Data from the Town's RPS database and the existing Building
Department database will be migrated into the Municity product.
8 Conduct Training: General Code will conduct training sessions for technical persnnnel
'~ and users in Town and Villal~e departments. ~/
Provide 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 20t0.
X~The Town and Village are confident that the proposed project is of manageable scope, that it can be
completed on schedule, and that it will realize the anticipated benefits outlined above. The Town's
New York Slate A~chivcs
Fo~m LG-NA 9C200S
000013
be imported fi.om the Town's RPS database and the Building Department's database. In the
initial phase, the proposed property information system will support the issuing and tracking of
building permits. As such, it will provide a highly functional replacement for the aging Cobol
application currently used by the Town's Building Department and manual methods used by
the Village. This phase will be fully implemented during the 2009-t0 grant period
When the property database and building permit components are fully operational, the
proposed property information system will be expanded to include issuing and tracking of other
types of property-related permits, tracking of zoning variance applications, tracking of code
enforcement actions, and planning initiatives. Implementation of this phase will begin during
the 2009-10 grant period.
3. Ultimately, the proposed property information system will be integrated with external
applications, including the Town's LaserFiche implementation and its geographical information
system. LaserFiche integration will be completed during the 2009-10 grant period. GIS
integration will occur at a later time.
During the grant period, the proposed property information system implementation will involve the
following work steps:
1. Accept Grant Award: The Project Director, RMO will have Supervisor execute the grant
acceptance form and return it to the Grant Administration Unit, thereby formally accepting
the grant award.
2. Execute contract with vendor: The Project Director, RMO will work with the Town
Attorney's Office to execute the contract with the vendor.
O0001g
Data Processing unit has the required technical expertise to successfully implement and operate the
proposed software. The following schedule presents a reasonable timetable for successful completion
of the proposed project before June 30, 2010:
Task Completion Date
· Accept Grant Award
· Execute contract with vendor
· Project Planning/Review Meeting
· Software acquired
· Pre-installation analysis
· . Software installed and tested
· Property records imported
from existing databases
· Training sessions conducted
* Software operational for building
permits
· LaserFiche integration
· Implementation for planning
and zoning modules
· Complete & submit final report
July 1, 2009 - August 3 !, 2009
September 1, 2009
September 15, 2009
October 15, 2009
November 15, 2009
December 30, 2009
January 30, 2010
Febmary 15, 2010
March 1, 2010
April 1, 2010
May l5,2010
June 30,2010
000014
III. b. Addresses each of the requirements of the relevant project category and
subcategory.
This brant application addresses thc requirements of the Active Records category, Record Systems
subcategory:
· Category Requirement-Records Management Focus: The project is specifically intended
to improve the management of and access to property-related intbrmation. ~
by using technology to create and maintain a unified repository of property information that.
,vill be conveniently accessible to Town and Village employees who process applications for
permits and variances, evaluate subdivisions and site plans, enforce zoning codes, and
otherwise perform government operations that depend on up-to-date information about property
characteristics and property-related activities.
Category Requirement--Record Retention and Disposition: The proposed project will
create and maintain a database of property-related information. As an official government
record, this database will be retained for the period of time specified in Schedule MU-l, which
the Town has adopted as its retention policy. According to Schedule MU-l, items [657], [663],
& {665], records in a building history/property data file can be discarded when no longer
needed,.but the Town, and Villal~e intend to retain this information permanently as
Form LG-NA 9/200g
000015
recommended by the New York State Archives. This practice will comply with Schedule
MU-l, item 60a, which specifies permanent retention for a master summary record of building
permits. Should the proposed property information system be replaced by an incompatible
product in the future, the Town will implement a data migration procedure to ensure the
continued usability of property-related information until its retention period has elapsed.
Database records from the proposed property information system will be converted to the
format required by a future replacement system. The cost of data migration will be included in
the cost of the replacement system. Because it is not intended to replace paper files, the
proposed property information system will not have an immediate impact on retention of paper
records.
Listing of records with item number and retention period:
· Building/property history data file contained in building/property history system - [675]
RETENTION: 0 after no longer needed.
NOTE: Municipalities should consider permanent retention of the basic data elements of these
property/property history systems for ail parcels of property in the municipality. This
information may be useful for long-range planning purposes, and for community, urban
planning and architectural history research. More importantly, this data provides for ease of
access to summary data on individual parcels of real property and the structures located on
them. In addition, this file data may be used to access more detailed records maintained in
electronic data output or maps, plans, permits and other paper records in inactive storage.
· Planning action data file - [663]
RETENTION: 0 after no longer needed
NOTE: Municipalities should consider permanent retention of the basic data elements of this
000016
planning action data to all parcels of propeay in the municipality, unless that data is preserved
by the building/property history system overall summary data file (see 657, above.) This
information may be useful for long range planning purposes, and for community and land use
history research. More importantly, this data provides for ease of access to summary building
permit data on individual parcels of real property and the structures located on them. In
addition, this data file may be used to access more detailed building permit records in electronic
data output or maps, plans, permits and other paper records in inactive storage.
Zoning action data file - [665]
RETENTION: 0 after no longer needed
NOTE: Municipalities should consider permanent retention o£the basic data elements of this
zoning action data for all parcels of property in the municipality, unless that data is preserved
by the building/property history system overall summary data file (see item no [657[, above.)
This information may be useful for long-range planning purposes, and for community and land
use history research. More importantly, this data provides for ease of access to summary
building permit data on individual parcels of real property and the structures located on them.
In addition, this data file may be used to access more detailed building permit records in
electronic data output or maps, permits and other paper records in inactive storage.
The Town will retain the above listing of records permanently.
· Subcategory Requirement--Improved Records Management: While the proposed project
uses technology components, technology is not an end in itself. It operates in the service of
New York State Archives Form LG-NA 9/2008
000017
improved recordkeeping. The proposed project will provide a unified repository for the
property i~fformation, which is currently scattered in multiple locations. As discussed in the
needs assessment report, the Town now has limited provisions for coordinated recordkeeping
among departmems. The proposed property information system will replace the Building
Department's aging Cobol application and several Access databases developed for specific
departments. In the Village of Greenport, the proposed property information system will
provide a more effective alternative to laborious manual recordkeeping processes.
C
Subcategory Requirement--Continued Funding: This gram application seeks funding to
acquire software and hardware components to implement the proposed property information
system. Out of its operating budget, the Town of Southold will provide all future funding
required to maintain the proposed property information system and the electronic records it
creates. The Town's Data Processing unit will provide the technical expertise and resources
required to operate, update, and otherwise support the system. The Town's Data Processing
unit will also provide technical support to the Village of Greenport. In the future, the Town
may expand the proposed property information system through the addition of hardware or
sol'are components that provide additional functionality or other enhancemems---for
example, the acquisition ora customized module for processing of wetlands permits issued by
the Board of Town Trustees or integration of the property information system with ESRI GIS
products, which the Town plans to acquire in the future. The Town's operating budget will
fund expansions and enhancements for any software components that are acquired through this
grant application.
III. c. Explain who will be responsible for performing each project activity, including
000018
project management. Indicate the qualifications of key project staff (including
consultants and vendors) in terms of education, training, and experience.
As the lead agency' for this cooperative grant application, the Town of Southold will be responsible for
project management, workin~ with the vendor, and operating and supporting the proposed property
information system for both the Town and Village. General Code, the vendor selected for this project,
is a leading supplier of software for local government applications, including land records
management. (Education, Training & Experience attached) Internally, the Town's RMO will serve as
the project director. (Education, Training, and Experience attached). The Town's Data Processing
unit will work with General Code to ensure that the proposed software is property installed, tested for
reliability, and fully operational. The Town's Data Processing unit has extensive experience with
Windows servers and mid-range computers. It has a highly trained staff that is well qualified to handle
a software implementation of this type. (Education, Training, and Experience attached). The Data
N~, Processin8 unit will provide all required technical support for the Villal~e of Cn'eenport. General Code
will be responsible for product configuration, database setup, staff training, and LaserFiche integration.
General Code is well positioned to do this work. In addition to its experience with property
information systems, it is one of the country's largest LaserFiche resellers.
Project Activity
Responsibility
Completion Date
Accept Grant Award and Execute Project Director/RMO July-August 2009
Procurement contract with vendor
Hold project planning meeting and
review meeting
Project Director/Il. MO
Vendor/IT Teclmical Staff
September 2009
Form LO-NA 9/2 W0 8
000019
· Software acquired
Project Director/RMO
October 15, 2009
Pre-installation analysis
Project Director/liMO
Vendor/IT Technical Staff
November 15, 2009
· Software installed and tested
Vendor/IT Technical Staff
December 30, 2009
Property records imported
from existing databases
Vendor/IT Technical Staff
January30,2010
· Training sessions conducted
Vendor
February 15, 2010
Sot~ware operational for building
permits
IT Technical Staff
March 1, 2010
· LaserFiche integration
Vendor
April 1, 2010
Implementation for planning
and zoning modules
Vendor/IT Technical Staff
May 15, 2010
· Complete and submit final report
To NYS Archives
Project Director/liMO
June 30,2010
000020
The budget for the proposed project is calculated as follows:
· Software $106,553.
· Software maintenance 11,061.
· Server hardware 4,806.
· Grant funding requested
$122,420.
The following explanations apply:
· A Request for Quotations, which contained detailed technical specifications, was issued to
solicit competitive pricing from qualified suppliers of property information system software.
The suppliers and their quotes are listed in the accompanying vendor quote form. Copies of
the RFQ and responses received are appended to this grant application. The Municity product
from General Code offered the most favorable combination of price and compliance with
specifications presented in the I~Q. General Code also provided the lowest quote.
Additional details about software components are provided in the budget narrative section of
this grant application. The budget amount includes software installation, database
configuration, data migration, and training to be provided by General Code.
· The cost ora software maintenance contract, which includes technical support, applies to the
first year of software operation. The Town will pay software maintenance charges in
subsequent years.
New Y~k Slate Archives Form LG-NA 912008
000021
Municity software will operate on a dedicated Windows server to be purchased for this
project. The server cost is the New York State Contract price for a Dell PowerEdge 840
configured with an Intel Xeon processor, 4 gigabytes of random-access memory, 750
gigabytes of hard disk storage in a RAID configuration, and integral tape backup. This
complies with the server configuration recommended by General Code for Municity software.
. As its cost-sharing contribution to the proposed project, the Town of Southold will provide all other
required computer resources, proiect management, and technical support? includin8 the cost of
.telecommunication hardware, software, and services to reliably and securely connect the Village of
G-reenport to the Town's computer network and to the server on which Municit¥ software will
operate.
IV. Local Govemment 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)
b. Describe how this project and records management in general will be maintained over the
long term. (5 points)
Narrative:
IV. a. Demonstrate contributions to this project.
000022
The Town of Southold, the lead agency for this cooperative grant application, has a well-developed
records management infrastructure and a demonstrated track record of successful records management
initiatives. To support its records management initiatives, the Town of Southold has made significant,
continuing investments in its information technology infrastructure. Those investments will have a
beneficial impact on the proposed project.
As its cost-sharing contribution to the proposed project, the Town of Southold will provide all other
. required computer resources~ project manasiement, and technical support, includin~ the cost of
telecommunication hardware, software, and services to reliably and securely connect the Village of
Gmenport to ~he Town's computer network and to the server on which Municity software will operate.
The Town's RMO will serve as the project director. The Town's Data Processing unit will designate
knowledgeable employees who will work with General Code to configure, install, and test the
Municity soPtware product and to operate it post-installation.
Town of S~nthold contributions to this proieet:
Staffing: The Town of Southold has allocated significant staffresources to records and
information management functions. The Town Clerk, who is the Town's RMO, dedicates 25
percent of her time to records management and will serve as the director for the proposed
project. The Town provides salary and benefits for a full-time Records Management
Assistant and salary for one part-time data entry clerk and several part-time clerks in the
Records Management Office. The Town's Data Processing unit, which will be involved in
the proposed project, has a full-time Network Systems Administrator and two full-time
Technical Coordinators. The Town's Data Processing unit will designate knowledgeable
employees who will work with General Code to configure, install, and test the Municity
software product and to operate it post-installation.
Form LG-NA 9/2008
000023
· Space: The Town has allocated substantial, well-configured space in Town offices for record
storage. Vault and storage rooms in the basement of Town Hall are equipped with temperature
and humidity controls and a water intrusion alarm. The Records Management Office, which is
located on the ground floor of Town Hall, is equipped with temperature and humidity controls
and alarms. The vault room is equipped with a personal computer with records management
sof'cware for locating records. A portion of the vault room is dedicated to historical records,
which are housed in acid-free boxes at the Town's expense. The Town budgets $5,500 per year
for restoration and preservation of old vital record books.
· Equipment and Suoulies: The Town provides and operates all equipment and provided all
supplies required for records management operations, including the LaserFiche digital imaging
system and the ArchiveWriter. The Town's Data Processing unit is equipped with Windows
servers and three iSeries processors. A dedicated Windows server maintains the RPS database,
which contains property-related information. Other servers run the Town's email system and
recordkeeping applications from Business Automation Services and ACS.
· Annual Maintenance costs: The Town pays for annual maintenance and technical support for
all of the above equipment and software applications now in their possession. The Town also
budgets annual funding to replace personal computers and other devices.
· Training: The Town will provide on-going user assistance by the Town's Data Processing
Department to Town and Village Employees involved in property-related business processes
as end users of the system.
The Town Board takes a strong interest in and is very supportive of all records management projects
and initiatives that the Town has undertaken. The Town Board has supported the RMO's participation
as President of the Long Island Nassau/Suffolk Town Clerk's Association and Director for Long Island
District #1 in NYSTCA. The Town supports and encourages the RMO's attendance at New York
000024
State Archives workshops as well as educational training at NYALGRO, NYSTCA, NYSAT annual
conferences, IIMC Municipal Clerk Education and Certifications at Comell University. All of these
include records management education and training.
IV. b. Describe how this project and records management in general will be maintained
over the long term.
When this project is completed, the Town of Southold will be responsible for continuing operation of
the proposed property information system and will pay for annual maintenance and technical support
in the second year of system operation and beyond. ,.The Town's Data Processing unit will operate the
sot~ware and will provide ongoing user assistance to Town employees involved in property-related
~ btlsiness processes and to employees of the Village of Greenport. The Data Processing staffperforms
routine electronic back-ups on all systems in accordance with Disaster Preparedness Procedures.
Policies and procedures will be developed to ensure consistent data entry, consistent scanning
practices, and adherence to standards~ In the future, the Town may expand the proposed property
information system through the addition of hardware or software that provide additional functionality
or other enhancements--for example, the acquisition of a customized module for processing of
wetlands permits issued by the Board of Town Trustees or integration of the property information
system with ESPd GIS products, which the Town plans to acquire in the future. The Town's operating
budget will fund expansions and enhancements for any software components that are acquired through
this grant application.
Forra LO-NA 9/2008
000025
Checklist for Participants in a Cooperative Project
Instructions: Provide the name of each local government participating in the cooperative project. Indicate
whether each local government has appointed an RMO and has adopted the appropriate schedule. Please
indicate the year the schedule was adopted. Also, vefiSj that you've included a letter of intent for each
participating government.
These two items are eligibility requirements that must be met by the lead local government and by EACH
participant in the project BEFORE the grant application is submitted. For exceptions to this, see the section on
Eligibility Requirements in Grant Application and Reference Mate~fals.
Attach copies of fftis form as needed to accommodate all participants.
1.. Name of Cooperatin9 Local Govemment: Town of Southold - Lead Agency
RMOappointed? [] Yes [] No [] N/A Appropriate schedule(s) adopted? Letter of intent included?
Year current RMO was appointed: [] Yes [] No [] N/A [] Yes [] No
1988 Year schedulewas adopted: 1980
,2. Name of Cooperating Local Government: Village of Gmenport
RMOappointed? [] Yes [] No
Year current RMO was appointed:
2009
[] N/A Appropriate schedule(s) adopted?
[]Yes [] No []NIA
Year schedu e was adopted: 2009
Leffer of intent included?
[] Yes [] No
3. Name of Cooperating Local Government:
RMOappointed? [] Yes [] No [] N/A
Year current RMO was appointed:
Appropriate schedule(s) adopted?
[]Yes []ilo [] N/A
Year schedu e was adopted:
Letter of intent included?
[] Yes [] No
4. Name of Cooperating Local Government:
RMOappointed? [] Yes [] No [] N/A
Year current RMO was appointed:
Appropriate schedule(s) adopted?
[]Yes [] No [] N/A
Year schedule was adopted:
ILatter of intent included';'
[] Yes [] No
000026
SCOT'r A. RUSSELL
SUPERVISOR
Town Ha11,53095 Route 25
P.O. Box 1179
Southold, New York 11971-0959
Fax(631)765-1823
Telephone(631)765-1889
OFFICE OF THE SUPERVISOR
TOWN OF SOUTHOLD
Letter of Intent
January 28, 2009
To Whom It May Concern:
This letter is to express the firm commitment and strong interest of the Town of Southold in
participating in a 2009-20'10 LGRMIF Active Records Cooperative Grant Application as the lead
agency together with the Village of Greenport which will be submitted to the New York State
Archives. The town recognizes the need and importance of updating technology and is very
desirous of implementing an integrated property management system. Property related records
ara among the most important information resources of the town. A needs assessment
recently completed by a professional records management consultant recommends the
implementation of this technology and is included with this application.
The town will provide the appropriate amount of personnel time of the Town Clerk RMO,
Network Systems Administrator, Technical Coordinators, data entry operators and other
personnel necessary to ensure that this project meets all of its goals. The Town of Southold
has a very positive track record of supporting record management initiatives and pledges to
continue to do so in the future.
The Town of Southold looks forward to working with the Village of Greenport in a cooperative
effort to make this project a success and enable them to share in the benefits.
Town of Southold
000027
M A~t'OR
CLERK
January 27, 2009
Letter of Intent
To Whom It May Concern:
This letter is to express our firm commitment and interest in participating in a LGRM1F
Cooperative grant application together with the Town of Southold as lead agency. The
application will be in the active records category for a records system to implement an integrated
property management system. If funded, the Village of Greenport will benefit by having online
access to the proposed property information system database, which will include information on
properties within the Village of Greenport. The Village's Building Inspector would also be able
to utilize the proposed property information system for issuing and tracking building permit
applications.
The Village of Greenport supports this project, and is looking forward to working with the Town
of Southold in a spirit of cooperation to provide access to the records. We will work with the
project staff of the Ton n of Southold as lead agency to ensure the project's success.
Sincerely,
/
David Nyce,
Mayor
Village of Greenport
DN/ma
000028
VILLAGE OF GREENPORT
BOARD OF TRUSTEES
REGULAR MEETING
MONDAY, JANUARY 26, 2009 at 7:00 P.M.
RESOLUTION OF THE BOARD OF TRUSTEES
At the Village of Greenport Board of Trustees regular meeting held on Monday,
January 26, 2009; via a motion by Trustee George Hubbard Jr. and seconded by
Trustee Michael Osinski; the Board adopted a resolution to adopt Records
Retention Schedule MU-1 issued pursuant to Part 185, Title 8 of the Official
Compilation of Codes, Rates and Regulations of the State of New York and
containing minimum legal retention periods for village records, for use by the
Village Clerk.
Trustee Valerie Shelby Yes
Trustee Michael Osinski Yes
Trustee George Hubbard Jr. Yes
Trustee William Swiskey Yes
Mayor David Nyce Yes
Motion Carried
STATE OF NEW YORK
COUNTY OF SUFFOLK ss:
THIS IS TO CERTIFY THAT I, Sylvia Pirillo, Village Clerk of the Village of Greenport
of the County ol Suffolk, have compared the foregoing copy of the resolution now
on file in this office, which was adopted by the Village of Greenport Board ct
Trustees on January 26, 2009 and that the same is a true and correct tra. nscript of
said resolution of the whole thereol.
IN WITNESS WHEREOF, I have hereunto set my hand and the official seal of the
Village of Greenport ol the County of Suffolk.
Dated: January 26, 2009
000029
VILLAGE OF GREENPORT
BOARD OF TRUSTEES
REGULAR MEETING
MONDAY, JANUARY 26, 2009 at 7:00 P.M.
RESOLUTION OF THE BOARD OF TRUSTEES
At the Village of Greenport Board of Trustees regular meeting held on Monday,
January 26, 2009; via a motion by Trustee Michael Osinski and seconded by
Trustee Valerie Shelby; the Board adopted a resolution to appoint Village Clerk
Sylvia Lazzari Pirillo as Records Management Officer for the Village of Greenport.
Trustee Valerie Shelby Yes
Trustee Michael Osinski Yes
Trustee George Hubbard Jr. Yes
Trustee William Swiskey Yes
Mayor David Nyce Yes
Motion Carried
STATE OF NEW YORK
COUNTY OF SUFFOLK ss:
THIS IS TO CERTIFY THAT I, Sylvia Pirillo, Village Clerk of the Village of Greenport
of the County of Suffolk, have compared the foregoing copy of the resolution now
on file in this office, which was adopted by the Village of Greenport Board of
Trustees on January 26, 2009 and that the same is a true and correct transcript of
said resolution of the whole thereof.
IN WITNESS WHEREOF, I have hereunto set my hand and the official seal of the
Village of Greenport of the County of Suffolk.
Dated: January 26, 2009
S)/lvia Pirill~¢ -
Village Clerk
000O3O
Addendum to Grant Application Narrative, III.c.
Education, Training, & Experience of responsible persons performing project activities:
Project Director
IT Staff
Vendor
Elizabeth A. Neville, RMO
Lloyd Reisenberg, Network System Administrator
John Sepenoski, Technical Coordinator
Zachary Tomaszewski, Technical Coordinator
General Code Publishers
CompanyProfile
President
Director of Sales-
Regional Representative-
Gary Domenico
Bruce Cadman
Anthony Craparo
000031
ELIZABETH A. NEVII.I.E, RMO
Project Director
Experience, Education, Training,
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 Sonthold in 1968 as Secretary/Stenographer to the Building Department,
Planning Board, and Zoning Board of Appeals
Appointed Deputy Town Clerk in 197S and served in that position until 1997.
· Responsible for Records Management Program from 1989 to 1997 as Deputy Town Clerk
· Responsible for Records Management Program from 1998 to present as Town Clerk
Served as Project Director for ten (10) LGRMIF Grants
· Also serves as Registrar of Vital Statistics, Freedom of Information Officer,
Records Management Officer, Marriage Officer, Passport Acceptance Agent
· Southold High School
· Suffolk County Community College
· Received the designation of"Registered Municipal Clerk" in 2002 and pursues continuing education on
a regular basis.
· Awarded the designation of"Certlfied Municipal Clerk" in 200S upon completion of the three year
Cornell University Municipal Clerks Institute at Ithaca, NY
· Currently working on "Master Municipal Clerk" certification through Cornell University
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, attends aH regional directors meetings and Annual Conferences
· Member New York Association of Local Government Records Officers, attends Annual Conferences
· Member IIMC currently serving on Records Management Committee
· Grant Reviewer for the New York State Archives Local Government Records Management Grant
Program for $ years.
· Member of Executive Board of the New York State Association of Towns and Member of Resolutions
Committee, attends Annual Cmfferences in NYC
· All Associations, conferences, and training include "Records Management'
Major Accomplishments since taking office in 1998: Implemented the following technolog~y in Town Hall:
BAS Town Clerk Cash Receipting Computer Software Program~ LASER]FICHE digital imaging system;
ARCHIVE WRITER Micr0filmin~: MINUTE TRAQ Agenda, Minutes, Legal Notices, Public Hearings, &
Communications Software Program. MEDIA TR~Q On-line video of Town Board Meetings at
www.townclerk, com
000032
LLOYD H. REISENBERG
P.O. Box 161 Laurel, NY 11948 631-298-2686
Last Updated January 2004
Technology Expedesce:
Software Appticatlons: Kronos, FlexiFinanciais, MS SQL Enterprise Manager & Utilities, MS Access, FrontPage, AS400
Operations Manager, Client Access Express for Windows, BAS Tax Receiver and Town Clerk Applications, LaserFiche,
Crystal Reports, FRx Reporting, ONYX, SQA Team Test, WinFrame,
Databases: Microsoft Sequel Server, Sybase, MS Access, and familiar with Oracle and DB2
Operating Systems: Windows, OS/400, DOS
Languages: Visual Basic, Transact SQL, HTML
Work Experience:
Town of Southold, NY
Netwo~ and Systems Administrator
1/04 to Present
n
Determine the data processing needs of the Town of Southold. Devise the best means of mestJng those needs,
recommending acquisition of new equipment~ promoting efficient cellection and processing of data and maintaining the
day-to-day operations of the data processing center and its staff. Maintain a close liaison ~n the various Town
departments and the data processing center, insurfng the highest possible quality of customer service to all of the
various departments.
o Develop the Data Processing Depa.,tment yearly budget. Responsible for department expendifums making sure that
they do not exceed budgeted funds allocated to the department
Q Special Projects
Annex relocation - Appointed to the position of Project Manager in charge of the facets involved with
relocating vartous 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 sum that all the communications and networking infrastnJctum 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 selection, implementation, and post installation
maintenance of an automated time management system and payroll interface.
Technical Coordinator II 9/00 to 1/04
Part of the To~n of Southold Oaa Pa;easing Department team. Responsibilities encompassed maintenance of all of the
Town's computer ham'ware including savers and wod(stations, netwod( and WAN, apprmations management of various
govemmentel software appr~ations, and development of software applications as user requirements arise.
O 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 Deparlment.
n Project Leader for the Town's Tax Receiver's Lock Box Project. This includes coordinating all project miated activities
and developing Ihe required integration be{v~en the BAS Tax Receiver software apl~cetion, Tax Receiver
ap~ developed in house and ~ Fork Bank applications. In addition to the project management I reviewed
the current Tax De~ ~ and made recommendations for process changes which would increase
deparlment efficiency.
o Town of Southold Web Master
000033
RESULTS 1 LLC, Laurel, NY.
Partner 3/98 to 12/05
I started RESULTS 1 with the vision of high quality indivldua~s providing business solutions in software application
developl~ent as well as soltware consulting solvices. ~ my technical a~d project management backgrounds, we offer
the expediso required to scope and create specifications for development projects, develop the software applications
resulting from this process, build, test, and then document the applications. In addition my professional cervices
background enhances the value our development process, for our applications as well as tot consulting on existing
software packages.
o Highly' motivated wiih s~tid backgrounds in project management, system design and development, implementation
and support ce~ and most importantly strong interpersonal skills enable me to attract new business and maintain
Organizational and time management proficiencies permit me to handle multiple projects at the same time while
staying focused on the quali~y of the individual projects.
Q Concrete SQL experience used in conjunction wilh exceptional knowledge of client's databace table structure and
retstJonsttips expedites necessary _re~3~ _;~rs to their data and databases. ~, developed improved data integrity scripts
that assist in ~ investtgatien of data reliability.
a Develop software applications using MS Visual Basic interfacing with either SQL Sewer or an Access database.
Flexilntomattonal Software Corporation, Shelton, CT.
8/93 to 10/99
Director Integration Sendce~ 2/97 to t0/99
Direct responsibility for the industry partners such as McKesson/HBOC. FRx and other key accounts.
Supewise all activities beNmen 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 cenior level technical resource.
Instrumental in keeping a strong relationship between Flexi and its partners.
Liaison ~n client services, development, and the quality control departments as required for correcting
system Admin~i,~,[,.,,- of Ftexi's client database.
Responsible for the daveloprnent a~d product integratJon of the 1999 Accounts Payable 1099 module.
~ extensive knowledge of the application and database sb'ucture I was able to perfo~n in the capacity of a cenior
technical reference for issues that arice from internal or external clients.
Manager Maintenance Developme~ 10/95 to 2/97
Coo~inated Ifte msctutton and testing for nit defects to the GA product bace. This involved priorit[zatJon and delegation of
issues to the maintenance engineering sa;;, quality essumnce department and the eventual dis~bufion of cervioe packs
to clients.
Allocated the resources required to conect application related issues.
Assisted in the development of the application maintenance release process.
Shared in the respoflsa)itity for hi,rig the maintenance development engineering team.
Performed all related tasks required fer the resolution of application and database related defects.
Manager Customer Suppmt a/93 to 10/~.
Responsible for the technical and the administralNe aspect of the entire customer support operation. This includes
advisor to b'te Quality Control Depadmont` assisting in development o~ the test parametem for automated testing, bug and
enhancement
o Charged with building and management of the Installatien, Hofline and Training Depadments..
O Design, install, and manage General Ledger and ,N~ou~ds Payable Cliaat/Senmr client apptica'dons.
000034
Actively participate in company management meetings and development design meetings.
Assist Sales Executives in a pre-sales support capacity.
Troubleshoot client application, database, environment and software issues.
~ (I,~pedea Software), Stamford, CT. 6t88 to 8/93
Group Leader Product Support- 12/91 to 8/92. Prod. Expert Support Services - 8/92 to 8/93.
Senior Inslructor- 12/88 to 12/89. Senior Hotline Consultant- 12/89 to 12/9t.
Instructor - 6/88 to 12/88.
Accountant - 11186 to 9/87.
Olin Chemicals, Stamford, CT.
11/86 to 6/88
Senior Cost Accountant 9/87 to 6/88
American Cyanamid, Stamford, CT. 8/85 to 11/86
Senior Cost Accountant- 8/85 to t 1/86.
Waldenbooks, Sta,f,;,:,rd, CT t2/84to 12/85
Inventory Account - 6/84 to 12/85. Senior Inventor/Accountant 12/84 to 8/85
6o~lai Activity:
Ex - Captain Mattituck Fire Department
Commissioner MatUtuck Fire Oisl~ct
Assistant Deputy Emergency Management Coordinator
Mattltuck Board of Education Advisory Committee Member
Education:
Ouinnipiac College, BS degree in Accounting.
000035
John P. Sepenoski
5600 Hortons Lane
Southold, NY 11971
(631) 765-2668
johnsep~optonline.net
EXPERIENCE:
TECHNICAL COORDINATOR H
Town of Southold
53095 Route 25, Southold NY
October 1996 - Present
Responsible for all Town-wide computer hardware and software systems, including 4
Windows servers, 2 IBM iSer/es-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,
Laserfiehe 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 Maplnfo 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 design/ng 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 OPERATOR
North Fork Bank
9025 Main Road, Mattimck 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
sot~varc used include: OS/400, Windows, DOS, 0S/2, PC Support, Lotus,
WordPerfect, Alpha 4. Promoted to supervisor in July 1996.
00003
COMPUTER ROOM MONITOR
Dean of Students
Comell University
Ithaca, NY 14853
Sanuary 1986 - August 1988
Responsible for the lending of software to £aculty and students. Was promoted to He~d
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
Comell University
Ithaca, New York
Bachelor of Science Degree in Engineering, May 1987
Comell University
Ithaca, New York
High School Regents Diploma, June 1983
Southold High School
Southold, New York
REFERENCES: Available upon request
000037
ZACHARY 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 attached Civil Service qn=!ifications
Oaktree Systems Inc. - Systems Support Engineer See Attachment 1
Oaktree Systems Inc. - Systems Support Intern
See Attachment 2
8/97-12/01
5/98-5/02
ll/04-Presem
1/02-11/04
5/01-8/01
000038
Attachment 1
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.
Mo.ved fully configured servers from testing environment to production
envlrom'nent.
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.
Monkored 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 activkies.
Prior to release of new workstations, followed testing procedures to verify
configmation and setup. Recorded and logged all steps of configuration for
future workstation setup and release.
000039
Moved fully configured workstations from testing ~nvironment to
production environment.
Maintained functionality of each production workstation by communicating
with the user and cataloging problem calk and requests. Followed
requirements to resolve issues utilizing software development or hardware
rephcement.
Workstations - Existing
Maintained and upgraded equipment as required.
Logged all occurrences and incidences to manage and maintain each
workstation.
Tested and rephced 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 printen, scanners and external drives.
· Installed and maintained htest drivers for each item.
Maintained a log of user calk 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 Developmem -
Developed specificatiom and pmgramrned web applicafious for in-home
and client use, including e-conm~me, bug tracking, inventory and employee
time log.
Backup Administrator-
Created 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 emure 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 softveare
manufactures for troubleshooting and product or equipment replacements.
000040
Based on user call logs and n~aintenan~e 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 seminan;
Researched hardware and softWare products available that would best fk all
needs and requirements to move forward as well as resolving issues, q~is
required maintaining and reviewing a technical library of reference books,
hardware and software manuals and product guides.
000041
Attachment 2
Software Development -
Created a web-based time reporting 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 accnml and log vacation, sick and holidaythne.
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
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000049
Page 20 of this "Needs Assessment" / Pac~e 000071 of tbs c~rant application
recommend submittin9 a cooperative ~lrant application with the Village of
Greenport, which has a similar need for a systematic approach to the
management of property information, albeit on a much small scale.
RECORDS MANAGEMENT NEEDS ASSESSMENT:
CONSULTANT'S FINDINGS AND RECOMMENDATIONS
Prepared for
The Town of Southold, New York
William Saffady
January 23, 2009
000050
TABLEOFCONTENTS
I Puq~ose of this Report ................................................................................................... 1
2
Departmental Recordkeeping Practices ......................................................................... 1
2.1 Board of Assessors ................................................................................................ 2
2.2 Building Department ..............................................................................................
2.2.1 Historic Preservation .................................................................................. 4
2.2.2 Code Enforcement .....................................................................................
2.3 Land Preservation ................................................................................................. 5
2.4 Planning Department ............................................................................................ 6
2.5 Board of Town Trustees ........................................................................................ 6
2.6 Zoning Board of Appeals ...................................................................................... 7
2.7 Other Departments ................................................................................................ 8
2.8 LaserFiche Implementation .................................................................................. 9
3
Analysis ................................................................................................................. 10
3.1 Exchange of Information Among Town Departments ........................................ 10
3.2 Lack of Coordinated Recordkeeping ................................................................... 13
3.3 Underotilization of Computer Technology ......................................................... 14
4
Recommendations for Improvement ............................................................................ 15
4.1 Basic Concept ..................................................................................................... 17
4.2 Anticipated Benefits ............................................................................................. 18
4.3 Implementation Stratagy ..................................................................................... 19
4.4 Implementation Method ...................................................................................... 19
4.5 Project Budget ..................................................................................................... 20
4.5.1 Computer Sol.are ................................................................................. 20
4.5.2 Database Creation ................................................................................... 21
4.5.3 Project Supervision ................................................................................. 23
4.5.4 Computer Hardware ................................................................................ 24
4.6 Implementation Timetable .................................................................................. 24
Record Retention Considerations ................................................................................ 25
5.1 Regulations for Electronic Records .................................................................... 25
5.2 Relationship to Property Record Cards ................................................................ 26
A: Companies that Offer Property Information Software ........................................... 27
B: Dratt Request for Quotations for a Property Information System ......................... 30
000051
1 PURPOSE OF THIS REPORT
This report presents findings and recommendations regarding recordkeeping practices
and requiremants in the Town of Southold. The report is the outcome of a needs
assessment funded by the New York State Archives through a grant from the Local
Government Records Management Improvement Fund (LORMIF). The needs
assessment, which begnn in Sepi~mber 2008, focused on the Town's property-related
records. Specifically, the assessment surveyed and analyzed practices and requirements
for creation, sternge, re~leval, and distribution of property-rela~d information in the
following departments o£ Town government (listed alphabetically):
· Board of Assessors
· Board of Town Trustees
· Building Department (including historic preservation and code enforcement)
· Land Preservation
· Planning Department
· Zoning Board of Appenls
The opening sections of this report describe business processes and recontkeaping
practices in each of the above gov~amental units, followed by a review of limitntions of
the existing processes end practices, The remainder of the rep~ presents specific
recommendations for improvement of these processes and practices where warranted.
When the New York State Archives provides grant funding for a needs assessmant, it
anticipates that the recipient may submit n follow-on application for further grant support
to implement the assessment's recommendn~iens. In the context of specific
recommendations, this report identifies records manngement initiatives that may qualify
for such support
2 DEPARTMENTAL RECORDKEEPING PRACTICES
The following descriptions of the Town's recordkeeping practices are based on
interviews with knowledgeable employees in the dep~u tments listed above and in other
Town departmems--including the Town ARm-ney, Town Engineer, Receiver of Taxes,
and DeparUnen! of Public Works~that utilize property information created and
maintained by those depamnents. A total of 16 inte~-views were conducted for this
project, Some interviews involved multiple participants and/or multiple government
operations.
The interviews identified the types of property records maintained by each depar~raant,
discussed the government operations that the records support, end examined the manner
and circumst~mces in which the records are stored, retrieved, and used. A written
summna'y w~ prepared for each interview and submitted to the pn~ticipents to review for
correctness and completeness. Descriptions presented in the following sections are Imsed
on the written summaries and comments received from Town employees.
000052
2
It is important to note that this report is limited to incoming practices associated with
properS-related information created and maintained by the Town departments listed
above. It does not provide a complete description of all work functions and
responsibilities of the departments studied nor does it address recordkeeping
requirements in other units of Town government
2.1 Board of Assessors
The Board of Assessom is responsible for determining the fair value of real property in
the Town of Southold, which had 18,389 parcels at the time this report was prepared. Of
these, approximately 72 percent are developed residential properties. Approximately 15
percent are vacant residential lots. The remaining parcels are commercial properties,
public properties, agriculturai properties (farms and wineries), and exempt parcels.
Subdivision activity increases the number of pareels by an undetermined amount each
year,
Assessment activiiy is prompted by new construction, the improvement or subdivision of
property, or other events. The Board of Assessors also performs various other business
operations, including:
· Reconiing property Iransfers
· Processing applications for tax exemptions
· Apportioning special assessments
· Apportioning assessments for subdivided properties
· Preparing assessment mils, on which the Town's tax rolls are based
· Preparing annual reports, County reports, and other documants
· Handling infommtion r~iue~ts from titlo searchers, appraisers, real estate agents,
attorneys, mortgage lenders, prospective home buyers, end others
· Handling appeals and 8rievauces
· Maintaining and updating the Town's official tax maps
· Maintaining rccotxis to support the above activities
The Board of Assessors has a staff of 3.5 employees, including three assessors. All
employees are located in one office in the Town Hall.
The business process for propen'y h'ansfers is similar to that in other towns. Deeds are
downloaded from Suffolk County. Information about each property lransfer is entered
into the Real Property System (RPS) from the New York State Office of Renl Property
Services (ORPS) and entered manually on property record cards. Deeds are scanned into
the Town's LaserFiche system. Tax maps are leased from the County, which provides
annual updates. A paper copy of the tax roll is available to the public. The Board of
Assessors also provides public access to the RPS database, which resides on a server
operated by the Town's Data Processing Department,
3
The Board of Assessors maintains a prop~x'y record card for each pm'cai of land within
the Town. These cards measure 8.5 by 11 inches in size. They contain information on
both front end back. The cards, which arc filed by tax map number, provide a descriptive
inventory of each property, including a sketch end, for some properties, a photograph.
Property record cards are updated when ownership of a property changes, when a
building permit is issued, when construction is completed, when a complaint about en
assess~nent is received, when an improvement is disoovered, or when other circumstances
warrant. Some properties have more than one card.
Property record cards contain the most d~iled desofi~ve and historical information for
parcels and s~ructures. The Town's implumentation of the RPS database provides online
access to deed transactions for the preceding five years, but it con. ins a limited subset of
information from proper~ record cards. In particular, it lacks the descriptive inventory
of property charectefist/cs. The RPS database include~ di~/tal pho~ographs for about
five-percent of Town properties.
Approximn~ly 10,600 Town properties, npproximetely 78 perce~t of the total, qualify for
tax exemptions. In addition to basic and enhanced exemptions associated with New
York State's School Tax Relief (STAR) program, the Town provides exemptions for
seniors, veterans, agricultural property, clergy, volunteer firefighters and ambulance
drivers, and disabled persons. Wholly exempt parcels include government buildings,
churches, libraries, and fire district pwperty. Exemptions are noted on property record
cards and in the RPS database. Applications, supporting documentation, end other
records relating to STAR end v~ans exemptions arc filed with property record cards.
Records relating to other exemptions are filed separately by tax map number.
2.2 Building Department
The Building Dep~u t~'nt processes applications for various ~dpes of permits, including
building permits for residential and commercial property, sanitary permits, sign pmmits,
tent permits, flood plain development p~i~its, accessory apamnen~ permits, end bed end
breakfest permits. It also provides information to the public about building cedes and
zoning regulations. The Building Department steffconsists of 1 chief building inspector,
2 full-time building inspectors, 2 full-time plans examiners, 2 full-time and 1 part-time
clerical employees, and I part-time fire inspector.
The business process for building permits is similar to that in other towns:
The property owner submits application forms and supporting documentation,
including plans, surveys, and contraetor's insurance information. The applicatien
form mast ha accompanied by required approvals from the Bosrd of Town
Trustees, the Planning Board, State agencies, and County agencies. In some
cases, thc applicant requests a pre-submission meeting to discuss the rcqu'h'~d
approvals and documentation,
000054
4
The application is placed in a work queue awaiting depar~nontal review, which
must be performed within 10 days of submission as required by the Town Code.
Prope~y record cards, deeds, and other records may be consulted lo determine the
property's ownership, permit history, and other information. The Town's
LsserFiche system is used to retrieve documents that have been scanned. The
Town Engineer reviews all projects for drainage problems or other issues.
· Ifa zoning variance is required, the building permit application is denied, and the
applicant is referred to the Zoning Board of Appeals.
· Applications for commercial conslruction are referred to the Architecturul Review
Commirt~.
When an application is approved, a building permit is issued, and the application
is referred to a building inspector. The prope~'y owner informs the Building
Department when the site is ready for inspection. Field inspections are pcrfoi~ied
for the foundation, framing, plumbing, and other prop~nW characteristics,
Inspection ~ports are pr~ared by hand in multiple copies. One copy is lei/at
the inspection site.
· When all inspections arc completed and approvals obtained, a certificate of
occupancy is issued.
A file is opened when a building pemlit application is received. It includes the
application and supporting documentation, including surveys and drawings. New
documents are added to the file as inspeet/ons are performed or other matters arise.
Records am scanned into the LaserFiche system when a file is closed--i.e., when a
certificate of occupancy is issued or when an application is denied without any likelihood
of being reopened. All clo~ed perm/t application files from 1957 to the present have
been scanned. The digital images are indexed by tsx map number, the proper~y owner's
name, and permit number. Paper files are retained following scsaning. They are
sometimes consulted when a properly owner wants to see an entire file.
The Building Department uses a computer program to lruck permit applications. The
program, which runs on the Town's iSeries precessor, is a Cobol application that was
developed about 20 years ago.
2.2.1 Historic Preservation
The Building Depa/hiient is responsible for historic preservation. The Town has over 230
properties thai are designated as local, state, or national historic landmarks. These
properties have protected status that must be conside~d when applications for building
permits and other types of permits are reviewed. One or two properties ~ added to the
landmarks list each month. Files are maintained for recently designated landmarked
properties, but some landmarked properties pre-date the filing system. Some landmark
000055
5
files have beenscunned.
2.2.2 Code Enforcement
Until recently, code violations were handled by a separate office, but the Building
Department is now responsible for all enforcements of the Town Code except for matters
that are handled by the Police Depar~nent. If the Police Department encounters a code
enforcement issue when visiting a property, it will refer it to the Building Department for
investigation.
A case file is opened when a complaint about a possible code violation is received. 'l'he
Building Department investigates the matter and, if warranted, a notice of violation is
issued. The propeany owner is instructed to inform the Building Department when the
problem is resolved. Perhaps 30 or 40 eases are trader investigation at any given time.
A spreadsheet and work log arc also maintained for tracking the status of complaints.
2.3 Land Preservation
The Land Preservation Depamnent is responsible for preservation of farmland and open
space within the Town. A property owner who is interested in land preservation submits
an application, which is reviewed by the Land Preservation Depa,~laent and refen~t to
the Land Preservation Committee. The property is appraised and an offer is made,
subject to approval by the Town Board. If thc purchase is approved, a contract is
prepared, signed, and executed, following a public hearing. A title search is performed
and, ultimately, a real estate closing is held.
The Land Preservation Department has a staffof two employees involved in land
acquisition. The Department completes 10 to 15 transactions per year. It usually has a
couple of dozen projects open at one time, but some of these may not result in a land
acquisition. Members of the Land Preservation Committee are volunteers. A land
stewardship committee meets occasionally. One employee in the Planning Department
spends approximately 20 percent of his time planning for purchased propet~y.
A folder is opened for each project. It con~ains sub-fries for various aspects of a project.
Projects are identified by tax map number and name. Some documents are also stored
eleclronically. The Land Preservation Department does not have any databases that
were developed specifically for tracking land preservation projects.
When a land acquisition mmsaction is completed, the Land Preservation DeparUneut
assembles a separate file that contains copies of the most important documents, known as
"baseline documents." These documents arc scanned and made available to the public.
The complete folders, which contain some confidential records, are not available to the
public.
00005'6
6
2.4 pinnn~ng Department
The Planning Department is responsible for standard and conservation subdivisions, re-
subdivisions (lot-line adjustments), site plans, and other planning initiatives and activities
for all residential and commercial developments within the Town limits. The Planning
Department staff includes a director, four full-time planners, and two full-time
administrative support employees.
The business process for review of subdivisions and site plans is similar to that in other
towns:
pphcat~on forms for approval of subdiwslons or site plans are submitted by
property owners, developers, or other pa~es. Typically, a subdivision or site plan
s discussed w~th the property owner prior to submtssion of the apphca'aon.
Site plans and subdivisions require coordination between Town deparlments and
external agencies at the state and county level. During the subdivision and site
plan evaluation process, the Planning Depamnent does extensive rese~ch,
including consultation of records in multiple Town departments.
Upon initial contact with a prospective applicant, a file is created for each
subdivision or site plan. These files are arranged by tax map number. New
documents a~ added to the file as the application review proceeds. Thc Planning
Department uses a custom-developed Access database to track subdivision and
site plan applications. It also uses Excel spreadsheets for tracking purposes.
Files are scanned into the LaserFichc system when the file is closed--i.e., when
the application is approved. The Planning Department would like to scan
documents at an earlier stage in the review process, but that has proven to be too
complicated. The Department does not have its own scanner,
Subdivision applications can ~ three years to process, principally because of delays in
obtaining approvals and permits from external agencies. Approval of site plans requires
about six months, but it can take several years to build out the plan, during which time it
is ~'acked by thc Planning Department. Approved site plans expire in three years.
2.5 Board of Town Trustees
The Board of Town Trustees, known simply as "the Trustees," regulates activities along
the Town's shoreline and inland wetlands as defined in Chapter 275 of the Town Code.
These activities include conslrucfion of new buildings, slructural impwvement to
property, excavation and removal of vesetation, dredg/ng, and construction of boLkheads,
mcorin~s, ramps, floats, duck blinds, and other siructuras. The Board of Town Trustees
has five elected members who meet twice monthly in addition to other working sessions.
000057
7
The Trustees staff consias of two full-lime employees.
The Board of Town Trustees receives applications and issues permits for various
activities that come within its regnletory jurisdietion:
A wetlands l~.uit is required for any activity, such as constmetion or plantings,
within 100 feet of any wetland or surface waters in the Town. The wetlands
permit is the most important type of pmu~ issued by the Board of Town Trustees.
It requires a field inspeetion and public hearing with published helices and
notificalion to adjacent property owners. An emergency I~amit is an expedited
wetlands pemait.
A Trustees Lands permit is required for moorings, docks, duck blinds, or other in-
water slmcivres. Certain Tmstaes Lands p~mits are subjec~ to annual ranewsls.
The Town does not issue new mooring pe.hlts. It only issues replacements for
mooring permits thai are not renewed.
· A coustal erosion permit is required for any activity within the Town's Coastal
I-{s?~rd Ama, which covers file shoreline and designated near-shore areas.
A property owner who applies for a permit from the Board of Town Tms~os may also
require permits issued by oth~r agencies, such as the New York State Department of
Environmental Conservation or the U.S. Army Corps of Engineers,
A file is opened when a permit application is received. Files are au-anged by tax map
number. Files are kept in the Trustees office for five years at, er a permit is issued or
denied. The Board of Town Trustees is not an appellate board. Dealed applications for
coastal erosion permits can he appealed to the Town Board. There is no Town appeal
process for denied applications for wetlands permits and Tmstaes Lands permiis.
Property owners can file an Article 78 proceeding through the New York Stale Supreme
Court.
Closed permit application files are scanned into the LaserFiche system. These images are
indexed by the applicant's surname and the tax map number. Because a permit is valid
for four years, new documents may be added to a closed file. These documents are
scanned upon receipt. An index card file, which pre-dates the LasarFiche
implementation, links applicants' surnames to tax map numbers. The Board of Town
Trustees do~ not mainiain a database to lrack the progress of p~m~it applications.
2.6 Zoning Board of Appeals
The Zoning Board ofAppenls (ZBA) ~ceives, reviews and issues writtan decisions, after
public hearings for area variances, sign and flood law variances, and special exceptions
for commerce uses as well as for accessory apaRments, bed and breakfa.~, and winery
events. The ZBA also interprets the Town's zoning code on an appeal of a building
00005'$
8
inspector permit or decision. Appeals may also be filed an aggmved landowner
(neighbor) of any official's decision related to building, use, or occupancy of a siructure.
The ZBA office has one full-time employee and two part-time clerical employees.
Most zoning variance applications begin with written disapprovals of a building permit
application by thc Building Department. In the case of Trustees permits, zoning variance
applications can begin in the Trustees Office. Trustees permits are then reviewed by the
building inspector if not already done so, for a written disapproval before applying at the
ZBA. Only requests for special exceptions can be submitted directly to the ZBA. The
business process for variance applications is similar to that in other towns:
A property owner submits a variance application and supporting documentation
when a building permit application is denied. The ZBA office performs a
technical review to confirm that the building inspector has addr~sed all code
areas. The applicant will be contacted for additional information as needed.
Applications for some projects may r~luiro additional variances-for lot
coverage, for example.
The application is calendared for a public hearing, surrounding property owners
are notified, and a nolice of the hearing is published. If the application is
approved, a building permit can be issued.
A file is opened when an application is received and a ZBA case number is
assigned. A new file is created for each case. Multiple cases for a given
property are not consolidated. An index card file permits r~trieval of case files by
tax map number. Since 2000, the index is also maintained by a custom-developed
Access database, but the ZBA office continues to updat~ its index card file.
Active case files are kept in the ZBA office. When a case is closed, the file is scanned
into LaserFiche, Index cards are also updated and scanned into LaserFiche.
2.7 Other Departments
To obtain a complete picture of the Town's business practice and requirements for
property-related records, additional interviews were conducted with other departments of
Town government:
The Town Engineer is responsible for storm water management and drainage
issues. The Engineer also develops bid packages for public works projects, works
with consultants and conuactors, and performs reviews for and provides
engineering-related advice to all Town deperlments and boards.
The Department of Public Works is responsible for maintenance and repair of all
buildings and property owned by the Town, including parks and recreational land.
It develops maintenance and repair plans for Town facilities and generates work
00005.9
9
orders accordingly. It also g~nerates work orders for repairs or maintenance
operatior, z guch as replacement of light bulbs--that are requested by Town
departments,
The Receiver of Taxes, an elected official, is responsible for collection of real
property taxes. Bills for Town, School, and County taxes are sent to properly
owners in December of each year. They er~ payable in two installments. The
Receiver of Taxes uses tax collection software from Business Automation
Services (BAS), which also supplies software for the Town Clerk's applications.
The Town Attorney's Office represents the Town in all legal matters and provides
legal advice about government business, including property-related issues, to
Town departments and officials.
The Town's GIS implementation is based on Maplnfo's product line. The GIS
dalabase includes tax maps, zoning, and other information. For example,
protected lands are coded within tax maps. As a planning and land-use tool, the
GIS detabasc also includes build-out information, which helps deiwmine the
number and locations of additional units that can be built within the Town. The
GIS database's principal users are the Planning Department and Land
Preservation Department. The Building Department is an occasional user.
2.8 LaserFiche Implementation
Les~Fiche is the Town's digital imaging platform. Acquired from General Code, it runs
on a Windows server that is operated by the Town's Data Processing DeparUnent. While
evaluation of the LaserFiche installation is outside the scope of this needs assessment,
any proposed changes to the Town's business processes and recordkeeping practices
must ultimately interact with LaserFiche, which is the Town's online repository for
property-related documents. The Town is currently using LasesFiche v. 7.2, which is the
latest version that General Code recommends to ils customers. The Town may upgrade
to LaserFiche v. 8 when Gan~al Code recommends it. The Town has acquired but not
yet implemented the LaserFiche Weblink component, which can make documents
available through the l. nternet.
The LaserFicbe operation has scsamed ali Building Department permit files, Planning
Department subdivision and site plan files, ZBA case files, Land Preservation files, and
Trustees permit files. New files are being scanned on an ongoing basis as they are
closed. The Town is in the process of scanning deeds maintained by the Assessor as well
as Justice Court case files. The Town may expand its scanning operation to include the
Police Department, assure'ms that security concerns can be addressed.
The Town's LaserFiche installation is equipped with four scanning stations, including a
book scanner and a large format scanner that is used for surveys, plans, and other large
documents. Thc Town also owns a Kodak ArchiveWriter. Office documents are
10
scanned at 200 dots per inch. Drawings are scanned at 150 dots per inch to achieve a
reasonable image size. Most images are stored in the TIF fo~ mat. Images of drawings
are sometimes stored in the .lPG format if the drawing is in color or if it poses problems
that render the TIF format unsuitable. The LaserFiche Snapshot module is used to
convert word processing files to T1F images, thereby eliminating the need to scan them.
The Land Preservafion department, for example, submits its meeting minutes as word
processing files for inclusion in the LaserFiche repository.
Within the LaserFiche repository, each Town department has its own folder, which is
subdivided, in most cases, by year. Each department has its own indexing template. All
departmental files are indexed by tax map number, but other indexing parameters vary
from depatmaent to department. The Building Depa, tment's permit files, for example,
are indexed by tax map number, permit number, street addross, and hamlet. Thc
LaserFiche retrieval client is loaded on eve~ personal computer. Each set ofdeparmaeat
files has a retrieval template.
3 ANALYSIS
The Town departments covered by this needs assessment are effectively administered.
Managerial and support personnel in each department are highly capable and work very
hard to provide excellent service to the public. As the preceding discussion indicates, the
missions and business operations of Town departments covered by this needs assessment
are closely related. All of the departments deal with property-related matters: the
ownership and valuation of property, subdivision of parcels, construction of new
buildings or the modification of existing structures, compliance with zoning and other
restrictions on the use of property, and so on.
The Town's property-related business processes are well developed, reasonably
streamlined within limitations imposed by labor-intensive file handling and retrieval
operations, and well understood by Town employees. They accomplish the tasks for
which they were originally developed, but they have several significant limitations that
adversely impact the Town's mission and daily operations. Specifically, the existing
business processes operate in isolation, without coordinated recordkeeping or integration
of property-related information resources. Certain business operations that are now
performed manually should be computerized, and some older or limited-propose
computer programs should he replaced by commercially available software designed
speeifically to manage proper~y in formation. These points are explained in the fnilowing
sections.
3.1 Exchange of Information Among Town Departments
The property-related business operations covered by this needs assessment are
information-dependent. To provide effective public service, Town employees require
00006'l
11
convanient access to reliable info~natinn about current and historical real-ustate transfers,
reassessment actions, permit applications, field inspections, zoning complaints, planning
determinations, and other property-related activities. The departments covered by this
needs assessment create, receive, maintain, and consult various documents and other
records for that purpose.
The depamnents covered by this study are also information-interdependent, While each
depailthent relies principally on the records it creates and maintains, successful
completion of property-related business operations requires access to certain information
held by other departments. For example:
The Board of Assessors' property record cards, which contain the most complete
descriptions of the Town's real property, are an essential resource for many
business processes. The Building Deparlmant consults the cards for every permit
application, The Planning Department consults the cards to verify ownership and
determine previous subdivision activity or other planning involvement for every
subdivision or site plan application. The Board of Assessor's records are also
consulted to identify owners of adjacent properties in order to notify them of
public hearings,
· To perform its work, the Board of Assessors needs information about building
permits and certificates of occupancy issued by the Building Department.
Thc Building Department and Board of Town Trustees consult each other's
records on a daily basis. The Building Depar~'nent needs to know what permits
and violations the Trustees have issued. F~r certain projects, a wetlands permit is
a precondition for issuanc~ of a building permit.
The Building Department interacts with the Planning Deparlment on a daily basis.
Planning Board approval is a precondition for submission ora building permit
application. A propen'y owner sta~s out with the Building Department, which
refers the applicant to the Planning Board as required. Applications for use
dat~minations are referred to the Planning Department for review and comment,
The site plan process and some lot line changes begin with the Building
Department, which determines whether e site plan is required as a precondition
for a building permit. When reviewing a subdivision or site plan application, the
Planning Department needs to know the building pen'nit history for a given
property. It also needs to know whether any applications for building penuits are
curranfly under review.
The Building Daparlment and Planning Depa~nent consult with the Zoning
Board of Appeals regarding variance applications, the zoning history for a given
property, questions about denials of variance applications, and other matters.
· The Planning Department and Board of Town Trustees interact on a regular basis.
The Planning Department needs to know what permits and violations the Trustees
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12
have issued for a given propen'y. The Plnnning Department also consults with the
Trustees staff for verification of wetland lines on subdivision and site plan maps.
The coordinator for the Local Waterfront Revitalizetion Pro/ram (LWRP) is
based in the Planning Department. LWRP applications are received by the Board
of Town Trustees and sent to the coordinator for review. The Trustees staff
initiates inspections at the Planning Board's request.
The Planning Deparlment and Land Preservation unit regularly exchange
information and consult each other's files related to specific projects. The
Planning Department, for example, needs to know whether parcels adjacent to a
proposod subdivision or development site are protected. The Land Preservation
Department consults the Planning Depamnent's files for information about
covenants and restrictions that apply to specific properties. Conservation
subdivisions, in particular, require significant coordination of the two
deparlments' activities.
All Town dep~ huents need to be aware of a property's protected status when
processing applications for building permits, wetlands permits, variances, or other
mattem that involve modification of lendmarked properties.
All Town departments need to be aware of a property's code enforcement history.
If a properly owner has a long history of code enforcement violations, the
Building Department and Board of Town Trustees can withhold permit approvals
until outstanding issues ar~ resolved. If the Zoning Board of Appeals has access
to a property's code enforcement history, it can make more informed decisions
about variance applications.
The Planning Depamnent interacts with the Code Enforcement Officer to identify
violations related to site plans. In some cases, a violation issued by the Code
Enforcement Officer leads to a variance application.
The Board of Town Trustees interacts with the Code Enforcement Officer, who
parforms some inspections for the Trustees, and with thc Bay Constables, who
handle violations end complaints. Bay Constables, who are based in the Police
Department, may need to consult a property's permit history before issuing a
violalion. The Code Enforeement Officer can issue violations on an emergency
basis if a Bay Constable is not available.
The Zoning Board of Appeais must confiau that an applicant for a variance
submitted the same map and supporting documentation to the Building
Department and the ZBA. It must also determine whether a property is within
specified distances t~om water, agricultural property, or a town/vilhge border.
The Trustees staff consults with the Zoning Board of Appeals to determine
whether a property owner has simultaneously applied for variances with both
daparUnents. A conslruction project on the top of the bluff, for example, requires
a wetlands permit and a zoning variance. It is helpful for the Trustees to know
000063
13
whether a variance application is pending for a given project. If it is, the
applicant will be advised io wait until lhe variance is approved before applying
for a Trustees permit.
The Town Engineer interacts with the Building Department, Planning
Department, and other govornmental units r~arding drainage issues, commercial
projects, specifications for Town projects, and other matte~. Applications for
building toe,nits, wetlands permits, or zoning variances may pose cngiaeafing
issues related to access, drainage, and the couslmctability or feasibility of plans.
The Engineer has extensive involvement with the Planning Department from the
earlies~ stages of subdivision and site plan applications. Thes~ projects often
involve significant engineering issues related to access, dr,,innge, and feasibility,
as well as anention to opon spaen, ~monts, covenants and restrictions. The
Engineer must consult reco~de maimalned by those departments.
The Town Attorney is f~quently asked to advise about or assist with property-
related maters, such as code enforo~nant cases. Ifa violation is issued, the Town
Attorney needs to have infon~atinn about the property involved, l~wious code
violations involving the property owner, and other aspects of the cas~. This
infonnafion is obtained by consulting property record cards and other files. The
Town Attorn~'s office also aeeds information about a property's permit and
zoning variance history as well as pending permit and variance applications.
3,2 Lack ofConrdlnated Recordkeeping
Despite the demonstrable ne~d for frequent exchange of information about propeny-
relat~l maii~, the Town has limited provisions for coordinated reconlkeeping among
departments, In particuiar:
The Town's LaserFiche implementation, as previously described, provides online
access to documents created by selected Town departments. In this respect, the
Town is more advanced in its information-sharing capabilities than sc~ne other
local governments, but the LaserFiche implementation's scope is limited to closed
files, Pending permit and varianco applications are not included. These records
ere maintained in paper form in deparimental office areas.
The Building Department uses an aging Cobol program to track penni!
applications, That program was originally intended for use by other Town
departments, including Planning and the Board of Town Trustees, but those
departments have not done so.
Access databases have been developed for the Board of Town Trustees, Town
Attorney, Planning Department, Code Enforcement Officer, Receiver of Taxes,
and Zoning Board of Appeals, but these databases support specific business
processes in a single department. They are not accessible by other departments or
000064
14
integrated with one another.
As discussed above, propen'y record cards maintained by thc Board of Assessors
are an essential resoorce for property-related business processes in all Town
departments, but infonuation from property record cards is not available online.
All Town departments have online access to the Town's RPS implementation, but
the RPS database does not replicate the complete contents of prop~ record
cards. The cards could be scanned, but that is not the best approach to online
access. ProperO] record cards are subject to regular end frequent changes--for
example, when a building p~mit is issued or wlien an improvgment to a given
property is discovered.*
3.3 Underutillz~iton of Computer Technology
While the Town's Data Processing Deparlmem is effectively administered, appropriately
equipped, and well positioned to support the efficient management of property-related
information, the business procezses covered by this nl~xis assessment rely heavily on
menual procedures and paper-based recordkeeping methods that predate tl~ widespread
computerization of government operations. The principal concerns include but are not
necessarily limited to the following:
The Town does not hav~ a unified database that supports properly-related
business processes by providing convenient desktop access to current and
historical information about property ownership and valuations, pending permit
applications, zoning complaints, subdivision of parcels, or other matters. Instead,
properly-related eleclronic records a~ created end maintained by different,
incompatible software products that are limited in scope and operate in isolation.
The Town does not utilize commercially available software packages that are
designed to simplify and expedite the evaluation of pe~nit applications,
inspection of property, resolution ofzouing complaints, and other operations. The
Building Department's aging permit tracking application is overdue for
replacement.
· With their reliance on manual recordkeeping and isolated computer applications,
the Town's existing business processes and manual recordkecping practices
' Evon so, scanning the property record cards does offer some benefits. It can be done
quickly and at relatively low cost using equipment and software that the Town already
owns. In any given year, changes are made to a small percentage of property record
cards, and these could be mscanned on a regular basis. Because property record cards
are updated by erasing and replacing information, historical information about parcels is
lost. Scanning ofproperty record cards would preserve this information and provide an
audit trail of changes.
000065
15
provide no foundation for futuro implementation of advanced property-related
information management technologies, such as the integration of non-spatial land
records wi~h thc Town's developing gcngraphicel information system. The
existing business processes also inhibit the implementation of computar-besed
information services for the public, such as Int~net access to information about
pending permit applications, building inspections, or zoning variance
applications.
4 RECOMMENDATIONS FOR IMPROVEMENT
The departments covered by this study am involved in highly visible activities that are
critical to the mission of Town government. Their business processes require significant
contact with property owners, residents, developers, and others. While the limitations
discussed in the preceding sections are not fatal to the Town's daily operations, they do
have significant implications for public sew/ce and the public's perception of the
efficiency and effectiveness of Town government. In particular:
Time is wasted seeking information that should bc quickly and conveniently
available to Town employees. In order to obtain information to support specific
business processes, Town employees must visit other departments. This
requirement is inconvenient and time-consuming. Employees who need to consult
property record card, for example, must go to the Board of Assessors office,
remove the desired cards from the file, make cepies, and tel'urn the cards to the
file. The Board of Assessors is located in Town Hall. The Building Department,
P!Annjng Department, Land Preservation Depaf, ment, Board of Town Trustees,
and Zoning Board of Appeals are located in the Town Hall Annex. Similarly,
several Town departments need to know about pending building permit
applications and newly approved permits. A visit to the Building Depmimant is
rvquired to consult these records.
Employee productivity and job performance are correspondingly impaired, as
Town employees must work harder and require more time to obtain the
information needed for specific business purposes. Departmental workloads are
heavy and increasing. The Board of Town Trustees, for example, receives over
285 applications per year for wetlanda permits. The Zoning Board of Appeals
processes 150 applications of all types per year. The Planning Department
receives eight to 15 subdivision applications and 20 site plans per year. These
activities require time-consuming technical reviews, published notices,
notification to adjacent property owners, and public hearings, but Town
departments have small staffs in relation to their demanding workloads. As
previously not~d, the Board of Town Trustees has two full-time employees. The
Zoning Board of Appeals has just one full-time employee and two part-time
clerical employees; in 2003, it had three full-time employees. The Planning
Deparlment, which conducts lengthy and detailed reviews of subdivision
000066
16
applications and site plans, has a d/rector and four full-time planners; it formerly
had five full-~ime planners. Compered to other towns, the Building Department
has a smaller number of inspectors in relation to the area covered. Some villages
have more building inspectors. The Department's staffing is acceptable during an
economic slowdown, when construction activity is reduced, but it is too small to
accommodate an increased workload. The Town's commercial development has
been steady and is expected to le,~,ain so, and a resurgenca of building permit and
subdivision applications is likely when the real estate markat rebounds.
The completion time for business processes, such as issuing building permits or
resolving zoning complaims, is langthaned. In the absence of can~alized
repositories and conveniently accessible online d~abasas, Town employees must
consult multiple files to obtain needed information. Information abou! protected
properties, for example, is scattered in several places.
In thc absence of information sharing, work can be duplicated. Ifk is known, for
cxample, that the Planning Department conducted a right-of-way inspection, the
ZBA would nm need to order another inspection by thc Town Engineer.
Similarly, duplication of effort by building inspectors and the Code Enforcement
Officer can be avoided.
There is a risk of poor decision-making due to incomplete or inaccessible
information. The Town Board of Trustees relies on the Building Depan'ment to
identify projects that must be referred to the Trustees below a building permit
application can be subndtted, but some property owners have received building
permits without indicating that a projeet involves wetlands. Building permits
have been issued in error for properties that require a zoning variance or approval
by the Board of Town Trustees. If the Zoning Board of Appeals lind access to a
propeWfs code enforcement history, it could make more informed decisions
about vafianca applications. Withont cunvenlent access to appropriate recerds,
protected status may be overlooked when property owners submit applications for
building perm/ts, Trustees permits, or variances.
The quality of public service rendered by Town daparlmants is currently high and must
be maintained at that level. Produetivity-oriented improvcmants in business processes
are required iftbe dapar~nents are to handle increased workloads and recordkeeping
requirements without additional personnel. While procedural improvements may be
possible, technological change is the most reliable method of improving labor
productivity in both government and the private sector. To reduce ef~rt and
accommodate an increased workload within existing staffing levels, the Town
dapar~nents covered by this study must incorporate additional computer technology into
their business processes.
In perticular, the dapaitments should decrease their reliance on paper recordkeeping and
increase their use of computer-based information resources to suppo~ specific business
processes, but m~ro automation is not sufficient; computer technology must be
17
implcmonted in a systematic manner that will coordinate thc information-oriented
activlties of Town departments end promote in formation sharing among them, Thc
Town's LnscrFichc implementation--clearly a step in the right direction supports that
objective but, as discussed above, it is not suitable for all property-related information.
The business processes covered by this needs assessment depend on timely access to
accurate, up-to-date information about property within the Town. To meet that need, the
Town should implement an integrated property information system comprised of a
centralized database of lend/parcel information and computer prol~m~ that support
specific governmental operations.
4.1 Basic Concept
As previously discussed, the Board of Assessors and Building Department am currently
using computer programs to support certain business processes, Those programs, the
Real Property System and the Building Department's permit tracking application, were
implemented for tactical advantages in specific situations rather than as components of a
strategic plan for systematic organization and management of the Town property-related
information resources. The programs were implemented independently and operate in
isolation. Each program has its own database of property-related information.
An integrated property information system, by contrast, will create and manage a single,
centralized database of lend/parcel information to support multiple business processes.
The proposed database will contain one record for each parcel in the Town. The records
will combine information generated by various business processes. The content of
database ~cords will include, but will not necessarily be limited to:
· Parcel identifier(s), such as a tax map number or street address
· Current and historical ownership information
· I~o~ dee, c~iptions
· Assessment history
· Building end other permit history
· Zoning designations, including applications for zoning variances
· Code enforcement history
· Subdivision and site plan history
· Protected status, including easements and restrictive covenants
° Comments and notes
The proposed propei~y database will reside on a network server to be ot0erated by the
Town's Data Processing Department. It will be accessed by applications that
computerize specific departmental business operations, such as processing of building
permit applications or investigation and resolution of zoning complaints. In addition, any
authorized Town employee, including employees in depsruncots other then those covered
by this study, will be able to access the database to retrieve c~t or historical
information about property ownership, assessments, parcel characteristics, conslruction
00006.8
18
activity, zoning designations, code violations, or oth~r matters. As discussed in the
following section, the proposed property information system will deliver significant
benefits.
4~ Anticipated Benefits
Property-related records are among lhe most important information resources maintained
by locai government in New York State. Among its benefits, implementation of an
integrated property information system will:
Create end maintain a computer database as a comprehensive, authoritative
repnsil~ry for up-to-date property-related information required by specific
business processes.
· Enhance employee preductivity through rapid online retrieval of information
about specific propezties.
Improve public service by expediting building permit applications, subdivision
and site plan applications, wetlands permit applications, zoning variance
applications, resolution of zoning complaints, and other information-dependent
bosiness operations initiated by property owners, Town residents, developers, and
others.
Facilitate decision-making and other business activities that require access to
property descriptions and historical information about real-estate transfers,
assessments, construction activity, zoning, code enforcement, land p~servation,
subdivisions, and other property-related matters,
· Promote uniform, consistent recordkecping among deparlmental applications
while minimizing redundant recordkeapin§ and data entry.
Promote sharing of property-related information among Town departments,
possibly including govemmentel units, such as the Police Dep~ulment, that am
outside the scope of ~his needs assessment.
· Provide a reliable mechanism for identification of histotical landmarks and other
protected properties.
· Complement the Town's LaserFiche installation by permitting the integrated
retrieval of data and documents related to specific properties.
· Facilitate the future integration of non-spatial property information with thc
Town's digitized tax maps.
0000 9
19
Permit a phase-out of some manual recolxikeeping practices, such as the creation
and maintenance of pwper~ record cards, which are time-consuming and require
considerable floor space. (It is expected that this phase-ont will occur gradually
as Town employees become more familiar and comfortable with electronic
information resources.)
Provide a convenient mechanism for protection of mission-critical propen'y
records through routine database backup operations.
4.3 Implementation Strategy
Because the proposed property information system will be a new technological R~source,
the Town cannot expect to assimilate it quickly or bring multiple business operations
online iramediately. To minimize complications and increase the likelihood of
successful deployment, a phased implementation at a measured pace is recommended:
In the first phase, the proposed property information system will maintain and
provide online access to comprehensive information about each parcel of land in
the Town. This information will be obtained from property record cards
maintained by the Board of Assessors. In the initial phase, the proposed property
information system will also support the issuing and Uackin§ of building permits.
As such, it will provide a highly functional mt)lucement for the Cobol application
currently used by the Building Department.
When the prop~x'y database and building permit components are fully
operational, the proposed propeWj information system will be expanded to
include issuing and micking of other types of propen'y-rola~xl l~lmits, tracking of
zoning variance applications, m~cking of code enforcement actions, and plAnnillg
initiatives.
Ultimately, the proposed property information system will be integrated with
external applications, including the Town's LaserFiche implementation and its
geographical information system.
This phascd approach will give the Town's technical support personnel and other
employees time to become familiar with the product, evaluate the suitability of specific
sol,rare components, develop procedures for subsequent expansion, and adjust the
procedures as necessary to realize the anticipated baneflts discussed above.
4.4 Implementation Method
The recommended method of implementing the proposed property information system is
to purchase prewritten software from a qualified vendor that specializes in local
000070
2O
govemmem applications. Appendix A provides a list of companies that offer such
Reliable comparisons of software offered by these companies requires a detailed analysis
of product information, including functional specifications and pricing solicited in the
context of a competitive procurement. For that purpose, Appendix B provides a draft
Request For Quotations (RFQ) with detailed requirements for the proposed software.
The Town can edit, augment, or otherwise modify the draft to suit its procurement
procedures. In particular, the Town should insert information about local purchasing
practices and contracting requirements that are pen'inent for procurements of this type.
With slight modifications, the draft RFQ can be issued as a Request For ProPOSals (RFP).
The draft RFQ is designed to give vendors maximum flexibility in submitting price
quotations for software to meet the Town's requirements, while ruling out components
and capabilities that are clearly unacceptable. The requiremems are delineated in such a
way that multiple suppliers will be able to satisfy them. This will increase the likelihood
that several acceptable proposals will be received. In addition to software specifications
based on the Town's requirements, the RFQ contains instructions to increase the
likelihood that quotations will be submitted in a format suitable for evaluation and
comparison.
It is likely that two or more software vendors can satisfy the Town's functional
requirements foran integrated property information system. Evaluation &specific
product characteristics will require demonstrations and discussion with vendors at or near
the time that the Town intends to initiate procurement.
4.5 Project Budget
The cost to implement an integrated property information system is a composite of
computer software costs, computer hardware costs, data entry labor costs to convert
property information to computer-processible form, and supe~ision costs for the
conversion effort. These costs are explained in the following sections. Proj~ts of this
type may qualify for grant support, in whole or in part, from the Local Government
Records Management Improvement Fund in the Active Records category, Record
Systems sabcategory. The Town should consider the possibility of submitfin8 a
,cooperative ;grant application with the Villal~e of Greenport, which has a .qimilar need for
a systematic avproach to the management ofproperW information¶ alboit on a much
~maller scale.
4.5.1 Computer Software
While the exact cost of software for the proposed pmporty information system cannot be
determined until proposals with firm quotations are received fi.om qualified suppliers, a
likely estimate is $95,000 to $135,000 for the product configuration specified in the
00007.t
21
accompanying draft RFQ. This estimate includos an antc~c~rise license for unlimited
users, technical assistance for installation and d~base setup, user training, and the cost
of inte~ation with the Town's LasorFiche implemantation, which will allow the display
ofl~smit ~pplications, variance applications, and other documents when the database
re. cord for a given property is retrieved. The estimate does not include the cost of
computer equipment required to implernant and operate the software or wages paid to
Town employees who am involved in software implementation and opemtien.
Th~s cost ~sumate is based on pricing presented in vendor proposals for installations of
similar s~ope. It includes the cost of maintenance for the fu-'st year of software operation.
Thereafter, the likely annual cost of software maintenance is $12,000 to $16,000, which
is approximately 20 percent oftbe software's purchase price.
With some products, a lower initial cost is possible if the installation is limited to specific
application modules, such as building I~mit processing and code euforeemant, Other
application modules can be added when needed.
4-~.2 Database Creation
Two options are available for database creation:
The Town can adopt a "day 1 forward" approach in which database records for
specific parcels will be created when applications for permits or variances are
received or when code enforcement actions are initiated. At that time, historical
information about building permits, zoning variances, environmental permits,
sulxtivision activlvA and site plans for a specific properly can be entered into the
database.
· Database records can be creamd for all Town parcels in advance of system
,, operation or at a later time.
If the latter option is selected, the estimated cost of data entry labor to convert descriptive
and historical information from the Board of Aasessors' property record cards to
computer-procossible form is $93.525. This estimate is based on the following
· The information to be convened is entirely contained within propeny record cards
currently maintained by the Board of Assessors.
Data enuy personnel can be lrained to locate property descriptions and historical
information about assessments and construction activity within propeWj record
cards.
· The Assessor has approximately 18,400 parcels for which information will be
entered. Some parcels have multiple property record cards.
0000 2
22
Some information from property record cards was previously entered into the
Town's RPS database. To minimize labor ~quirements, the remaining
information flora property record cards should be entered into the RPS database.
R.PS records will then be imported into the property information system's
database. As an important advantage, this approach will enrich tho RPS database,
which the Town will continue to utilize for the foreseeable future.
The average estimated time to create database records is 20 minutes per parcel or
3 parcels per hour, including the time required to locate relevant information
within each property record card, enter the information into the appropriate RPS
database record, proofread the entry, and correct any errors.
At that rate, tho estimated time required to key-enter property descriptions and
historical information for 18,400 parcels is 6,135 hours. To complete the project
within the timetable outlined below, data entry should be performed by five
temporary employees working simultaneously on a single shi~ An additional 20
hours per employee should be allocated for Iralning prior to beginning the data
cnW/project. The estimated labor requirement, including training, is 6,235 hours.
At a wage rate of $15 per hour, the estimated labor cost to convert propen'y
descriptions and historical information for 18,400 parcels is $93,525, or
approximately $5.08 per card. It is assumed thst tho conversion effort will be
performed in-house by temporary labor rather than outsourced to a data-entry
service bureau. Conversion of property information by a data-entry service
bureau et their fecilifies is impractical for several reasons:
A service bureau will require access to the Real Property System, which it
must acquire and install at its own expense. If a service bureau uses a
different program to key-enter property information, customized programming
will be required to import the resulting data into the RPS database and the
proposed property information system. This will increase the conversion cost.
Assuming that the pwperty record cards must be cont/nuously available in the
Board of Assessors office for information re.oval while the conversion effort
is ongoing, photocopies would have to be produced for the data entry service
bureau. This will add time and co~t to the conversion effort. At 15 cenl~ per
page including photocopying equipment, supplies, end labor, the minimum
co~t to photocopy 18,400 two-sided property record cards is $2,760. The
actual cost will be higher beeause some parcels have multiple propexly record
cards, as previously noted.
· During data enwy, questions about the contents ofproperty records may arise
that can only be answered by a knowledgeable Town employee.
00007.3
23
The two data entry options presented above are not mu~ally ~xclusive. The Town could
initially adopt a "day 1 forward" approach for prope~ies involved in p~l~t processing or
code enforcement actions, while entering database records for other properties as time
and funds pcm~it Alternatively, the cost of incorporating historical information into the
property database may qualify for grant support from the Local Government Records
Management Improvement Fund as part of a continuing augmeniation of the Town's
eleeironic information resources.
4.5.3 Project Supervision
To be successful, the proposed conversion project for property descripfioes and historical
information must be properly organized and supervised. The Town must designate a
project supervisor to guide the conversion effort. The project supervisor's duties will
include, but will not necessarily be limited to, thc following:
Work with the software supplier and the Town's Data Processing Depm tment to
ensure proper technical support and training for software components to be wed
in the conversion effort.
Work with the Town's Data Processing Deparlment to ensure timely delivery,
installation, and technical support for any computer equipment to be used for data
· Hire and supervise qualified tomporary data entry employees to perform the
conversion.
· Develop a realistic ~irnetable for the conversion effort.
Prepare work schedules for individual employees.
Train employees to identify and extract property descriptions and historical
information from within property record cards.
Monitor and make periodic ropoHs about lhe progress of the conversion effort.
· Serve as a referral point for questions relating to the conversion effort.
Thc estimated cost for supervisory labor is $14,030, which is opproxhnately 15 percent of
the estimated labor cost of the data-entry activity to be supervised, as calculated above.
The project supervisor may bo an existing Town employee with other dutics.
Alternatively, one of thc data entry employees might be given supervisory
responsibilities. In that case, the supervising employee should be paid at s higher rote.
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4.~.4 Computer Hardware
The Town must purchase certain computer components to support the data entry initiative
described above. It is assumed that the proposed prope~y information system will
operate on a Windows server (Dell PowerEdge 2900 or equivalent), which can be
purchased on New York State contract for $5,500 to $7,000 depending on the
configuration. It is assumed that data enUy will be performed with desktop computers.
Five desktop workstations (Dell Optiplex 160 or equivalent configured with 2 GB of
random-access memory, 160 GB hard drive, and a 17-inch fiat-panel display), priced at
$1,200 each, will be required for a total workstation cost of $6,000.
4.6 Implementation Timetable
The following table (next page) presents a realistic schedule fi~r specific project
milestones relating to the selection, procurement, and implementation of the first phase
of the proposed property information system, which will support online access to
descriptive information from property record cards and processing of building permits.
It is assumed that information from property record cards will be entered into the RPS
database and subsequently imported into the proposed property information system.
Elapsed time is measured in calendar days from thc date that an RFP, invitation to bid,
or othc~ solicitation ia available to prospective bidders. The total estimated completion
time is 2t0 calendar days (approximately 7 months) l~om the start of the project.
Elapsed Time from
Task Project Start
· Send RFP to qualified suppliers 3 days
· Receive proposals 30 days
· Evaluate proposals 60 days
· Contact with successful bidder 90 days
· Software delivery 120 days
· Information from property record
cards entered into RPS database 210 days
· Software oporational for building
permits 210 days
000O7.5
25
RECORD RETENTION CONSIDERATIONS
None of the recommendations presented in this report should be implemented at the
expense of state-mandated record retention initiatives as specified in Part 188.20, Title 8
of the New York Code of Rules and Regulations (SNYCRR) and in Records Retention
and Disposition Schedule MU-I, which is Appendix H to Sectien 185.11 of 8NYCRR.
5.1 Regulations for Electronic Records
Part 188.20 of 8NYCRR mandates the incorporation ofreenrd retention requirements into
computer systems, such as the proposed property information system, that maintain or
store electronic records. New York State regulations specify requirements and procedures
for retention and long-term usability of eleclronle records maintained by local
government agencies. In particular, the regulations state that local guvemment agencies
must "ensure that eleclxonic records are not rendered unusable because of changing
technology before their retention and preservation requirements are met."
To satisfy this requiremem for the proposed property information system, the Town must
develop a data migration plan to ensure that electronic property records "will remain
usable and accessible through conversion of the records to new system hardware and
sofh~a~." The regulations state that the data migration plan must be developed in
consultation with the New York State Archives, although no mechanism is specified for
this. If the proposed property information system is implemented, the Town should
discuss this matter with a New York Stete Archives representative to develop an effective
and acceptable data migration plan.
Schedule MU-I recommends, but does not mandate, pe,nanent retention for real propa~y
records maintained by computer systems and for histo~'y data files where such files exist.
It is assumed that the proposed property information system, including any historical
information to be catered into it, will be actively referenced for a very long time and must
be maintained online for that pu~oae. Over time, replacement of computer hardware and
software components is inevitable and will have an impact on the usability ofenmputer
databases that contain property-related records.
As a recommended data migration strategy, the Town should maintain the online
availability of computer-processible information about real proparty through p~odic
conversion of database records to new formats or media as computer hardware and
software changes warrant. This can be accomplished by t~taining the ~ property
information system's database, the RPS database, or both. Whenever hardware or
software components are replaced, the Town will perform any data co~versions necessary
to maintain the usability and online accessibility of property-related information. This
will be done until the retentiun periods for specific property-related records have elapsed
or the proposed property information system is supplanted by a different technology. The
impact on usability of property-related information and the practicality and cost of data
conversion will be considered at the time replacement of hardware or software
00007
26
components is considered.
5.2 Relationship to Property Record Cards
As la~viously described, the Board of Asscssors' property record cards are the most
complete source of information about parcels within the Town. Schedule MU-1 specifies
permanent retention for property record cards where they exist, but it does not require the
creation of such cards. In many situations, entry of property descriptions and historical
information from property record cards into a computer database will reduce or eliminate
the need to reference the cards themselves.
Assuming reliable operation of a computer-based alternative, the Board of Assessors may
ultimately decide to discontinue updating the property record cards, but this cannot be
done until property sketches and photo~aphs are added to the proposed property
information system and/or RPS database. Currently, property record cards are the only
source for such sketches and photographs.
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27
APPENDIX A
COMPANIES THAT OFFER PROPERTY INFORMATION SOv[WARE
The following list provides company names, mailing addresse~ t~lephone numbers, and
web sites for sotb~are companies that offer producis compatible with the requirements
specified in Appendix B. While the vendor information p~sented below was checked for
accuracy at the time this list was prepared, addresses, area codes, URLs, and even
company names are subject to change.
Accela
2633 Camino Ramon, Suite 120
Bishop Ranch 3
San Ramon, CA 94583
888 722 2352
www.acc¢la.com
procurement r~,accela .corn
Business Automation Services
636 Plank Road, Suite 207
Clffion Park, NY 12065
518371 6869
www.basny.com
sales(?/~basn¥.com
CRW Systems
16980 Via Tazon, Suite 320
San Diego, CA 92127
858 451 3030
in fo(~crw.com
Des Laurie~ Municipal Solutions
101 Constitution Bird, Suit~ D
Franklin, MA 02038
508 520 0502
www.gcotms.com
infoC4geotms.com
Energov Solutions
1203 Cumberland Trail
Monroe, GA 30656
888 355 1093
www.encrgov.com
sales(/~:energov.com
000078
General Code
72 Hinehey Road
Rochester, NY 14624
585 328 1810
www. gencralcode.com
mailff~generalcode.com
Global Information
1600, Rene-Levesque BIvd West
Suite 620
Montreal, Quebec H3H 1P(
www.t~e~ovcm.com
info(&~g~ovem.com
Hansen Information Technologies
13560 Morris Road, Suite 4100
Alpharetta, GA 30004
866 244 5479
www.hansen.com
publics¢ctorR F P(c~in for. eom
Irff'oTrax
Box 253
Bradford Woods, PA 15015
724 473 1044
www.gcopermitgis.com
intb¢~g¢opcmfitgis.com
Interlocking Software
19362 Powder Hill Place NE
Poulsbo, WA 98370
ww~.interlockingso f~.are.com
sales(&interlockin zsofl~varc.com
MainStreet Software Corporation
1501 S. Salisbury Bird
Salisbury, MD 21801
800 533 0591
wxvw.mainstreetasp.com
sales(2~mainstrceta~p.com
MS Govern
424 South Woods Mill Road, Suite 310
St. Louis, MO 63017
800 383 6029
www.msgovem.com
28
000079
29
mmyers(~msgovern.com
SunGard Public Sector
Corporate/Local Government
1000 Business Center Drive
Lake Mary, FL 32746
800 727 8088
www.hteinc.com
Emsil contact through web site
Tyler Technologies
370 US Route I
Falmouth, ME 04105
800 772 2260
v~a~w.munis.com
Emsil contact through web site
00008-O
3O
APPENDIX B
DRAFT REQUEST FOR QUOTATIONS FOR A PROPERTY
INFORMATION SYSTEM
INTRODUCTION
This RFQ solicits q~otations from qualified software vendors t~ provide,
install, and support a computer-based property information system and
certain related products and services, including Uaining and maintenance
support, for use by the Town of Southold, hereafter known as "the Town."
This RFQ specifies the required characteristics ora computer-based
property information system to support business processes and
recordkeeping practices in the following units of Town government:
· Board of Assessors
· Building Depan'ment
· Zoning Board of Appeals
· Planning Department
· Land Preservation
· Board of Town Trustees
The proposed property information system will maintain and provide online
access to comprehensive information about each parcel of land in the Town,
including commercial, residential, and other properties. In its initial
implementation, the proposed propen'y information system will also support
the issuing and tracking of building permits,
In the futu~, the Town expects to expand the proposed property information
system to include the issuing and tracking of other types of property-related
permits, ltacking of zoning variance applications, tracking of code
enforcement actions, and integration with exiernal applications, including
the Town's digital imaging system and genglaphical information system.
· The Town has not established an implementation timetable for such
futura expansion.
The Town wants to avoid the implementation of different, potentially
incompatible software for its future propeny-rolated initiatives. It
consequently seeks a property information system with capabilities that
transcend the initial uses d~ribed in this RFQ.
0000s.1
31
Any proposed property information sysiem must be fully and
conveniently scalable to allow the future addition of departmental
opplications and/or user licenses. Vendors must specify limltationa on
the number or types of deparimental applications or user licenses
su~ by their pmduets.
The Town understands that future expansion of the proposed property
information system may require functionality, software components, or
customized programming not included in the product configuration
covered by this RFQ. Specific soil,rare requirements for futm~
applications have not been defined,
This RFQ contains information and instructions that will enable qualified
software developers, resellers, systems integrators, and other vendors to
prepare and submit quotations for the proposed property information
system.
PREPARATION AND SUBMISSION OF QUOTATIONS
The preferred method for submisaion of quotations is via e-mail to Elizabeth
Neville, Town Clerk at clizabeth.neville~ltown, southold`ny.us. For
submissions in person or by mail or package delivery services, the address is
Elizabeth Neville, Town Clerk, Town of Somhold, 53095 Route 25, PO Box
1179, Sou~hold, NY 11971. Please respond by [insert date].
To be coosidered r~ponsive, a vendor must submit a complete price
quotation that satisfies all requirements and addresses all system
components specified in this RFQ.
A vendor may submit more than one quotation, but each must satisfy the
mandato~ requirements of this P,.FQ. Alternate quotations may be used to
present different product configurations or system e~hancemeots not
presented in a vendor's initial quotation. All alternative quotations must be
emailed separately and clearly identified,
All responses to this RFQ become the property of the Town. Quotations
will not be returned, Respondents are cantioned that cerm/n information
received by government agencies may be subject to provisions for public
access to information.
GENERAL REQUIREMENTS
· Vendors must be prepared to deliver and fully install all system components
00008£
32
proposed under this RFQ. All soib~are components must be complete,
pretested, fully operationai, and commercially available in generel-release
versions for a minimum of 30 days at the lime that the product is acquired
by the Town. Experimental, developmental, and near-release products ate
unacceptable.
Any proposed software must be fully compatible with the Town's existing
computing and networking infrastructure. The Town's Data Processing
Department currently owns and operates an iSeries Model 520 processor
running OS/400, v. 5.4 and various Windows servers running Windows
Server 2003. Bidders may propose software that operates on either of these
computer plaffo~Tns. Software for other server platforms is not acceptable.
Most ofthe Town's desktop computers utilize Windows xp. Some utilize
Windows 2000,
All software operations for the proposed property information system must
be easily leame~ convenient to use, and suitable for use by non-technical
personnel
Knowledge of programming concepts or other data processing
expertise, apart from broad familiari~ with computer operations in an
office context, must not be required for effective use of the proposed
property information system by Town employees. (The Town
recognizes that its data processing staffmay r~quim technical
knowledge in order to implement and operate the system or to perform
customizations.)
As part of the initial installation, the vendor must p~fonn any
pwgramming required for database setup, data importing, system
integration, or other purposes. AIl otber things being equal, the Town
prefem a system that will allow its data processing staff, with
appropriate training, to develop post-installation cnstomizations
wilhout vendor involvement.
Written documentation must be provided for all software to be
included in the system.
It is expected that the property information system will be made
available on public-access workstations insudled in certain Town
departments, such as thc Assessor and Building DcparUnent. The
system's user interface and operational characteristics must be
appropriate for that purpose.
The propen~y information system must provide convenient, reliable, and
flexible database capabilities appropriate to business processes and
recordkeoping practices in participating Town deparlraems.
OOOO83
33
For the initial implementation, the Town will require licenses for 20
concurrent users.
All other things being equal, the Town prefers a modular software product
that can be implemented in smgss. Depending on budgetary considerations,
the Town may elect to defer the procurement or implementation of some
modules,
All other things being equal, ~he Town prefers products that utilize a single
database to support business processes in participating departments.
The property information system must provide convenient, reliable, and
flexible report generation capabilities appropriate to business processes and
requi~ments in participating Towa deper~ments.
The property information system must provide a convenient, reliable, and
flexible method of defining or limiting access privilnges for data enO'y, data
editing, information retrievai, report production, and other functions, based
on user identification and/or workstation identification.
All other things being equal, the Town prefers a property information
system that supporis web browser compatibility as a standard feature or add-
on capability.
All other things being equal, the Town prefers a property information
system that permits the incorporation of photographs, sketches, or other
graphic information about specific properties into databasc records.
FUNCTIONALITY
Thc property information system's database must maintein records for each
parcel of land in Town. The Town has approximately 18,500 parcels.
Subdivision activity increases that number by an undetarrained amount each
year.
The property information system's database must support fields that
correspond to descriptive and historical information contained on property
record cards maintained by the Town's Board of Aasessors. As part of the
implementation effort, the successful bidder will be expected to set up the
property information system's database, or inslruct the Town's information
technology unit how to set up the database, to accommodate this
requirement.
OooosA
34
The property information system must provide a convenient and roliabl¢
method of entering, editing, and updating database records.
The Board of Assessors currently uses the Real Property System (RPS) v. 4
from the New York State Office of Real Property Services.
The RPS database contains one record for each parcel of land in Town,
but the database records are limited to a subset of information from
property record cards. The Town plans to upgrade the RPS da~oase by
entering full information from property record cards.
This may be done by entering information from property record cards
into the proposed property information system's database and exposing
it into the RPS database or by entering information from property record
cards into the RPS d~base and exporting it into the property
information system's database. The proposed property information
system must support either or both of thase capabilities. RPS can import
and export database records in the tab-delimited or comma-delimited
format. Alternatively, the proposed property information system can
support an interface to RPS that eliminates the need for importing and
exporting of information.
The property information system's database must provide a convenient and
reliable method of recording tax exe~nptions that apply to specific
properties. Tax exemptions must be noted in database records.
The prope~'y information's database must pwvide fields for information
about building permits, wetlands permits, and other permits issued by Town
depar~monts for specific properties. The database must contain information
about p~rmits issued in the past as well as permit applications that have been
submitted to and am under review by specific Town departtnonts.
The property information's database must provide fields for information
about zoning variances approved by the Town's Zoning Board of Appeals
for specific properties. The database must contain information about
variances approved in the past as well as variance applications that are
pending.
The property information's database must provide fields for information
about code violations issued for specific properties.
The property information system's database must provide fields appropriate
to plarming activities, including information about zoning determinations,
subdivisions, covenants, preservation easements, development rights, or
r~strictions associated with specific properties,
00008.5
35
The property information system's databese must provide a convenient and
reliable method of identifying "protected" properties~that is, properties that
sre designated as historical landmarks or that have other characteristics that
limit or prohibit construction, demolition, or other activity. Protected status
is noted on the assessor's property record cards and in the Town's GIS
database.
The property information system must provide a convenient and reliable
method of retrieving database records by p~rcel identifier (tax map number),
owner's name, street address, assessed value, or other parameters.
The properly information system must provide a convenient and reliable
method of issuing and lrecking building permits, f~om submission of an
application throngh completion of a building project, and issuance of a
ce~ificate of occupancy.
The property information system must provide a convenient and reliable
method of seheduling, monitoring, and recording inspection activity
related to building permits.
The property information system must provide a convenient and reliable
method of calculating fees related to building permits.
The property information system must provide a convenient and reliable
method of entering, editing, and updating database information relating
to building permit applications and inspections as well es due dates for
permit renewals,
The property information system must provide a convenient and reliable
method of printin$ building permits, certificates of occupancy, notices to
applicants, notices to property owners, ~'ts, and other documents
relating to building projects.
All other things being equal, the Town prefers a property information
system that can issue and track other types of property-related p~iihits,
such as wetlands permits issued by the Town Board of Trustees.
All other things being equal, the Town prefers a property information
system that can block the issuance of a building permit for which
another permit or zoning variance is a precondition and where such
permit or variance has not been approved.
All other things being equal, the Town prefers a property information
system that can block the issuance of a building permit until other
interested parties, such as the Town's Land Preservation department,
have approved it.
00008 8
36
All other things being equal, the Town prefers a propen'y information
system that can noto conditions, such as compliance with an easement,
that apply to an approved building permit.
The property information system must provide a convenient and reliable
method of tracking applications for zoning variances from submission
through approval, disapproval, or other resolution.
The property information system must provide a convenient and reliable
method of tracking cede violations and code enforcement actions from
receipt of a complaint through resolution. The property information
system's database must maintain a record of code violations and code
enforcement actions associated with specific propenias.
The property information system must provide a convenient and reliable
method of tracking subdivision reviews, site plan reviews, and other
planning projects fix~m submission of an application through approval or
rejection of a project.
All other things being equal, the Town prefers a property information
system that allows the creation of inspection code enforcement reports in the
field.
The property information system must be able to generate and print
preformatted or ad hoc reports, including property record cards, from
database records. The Town must be able to specify the content and format
for such repons. All other things being equal, the Town prefers a property
information syst~n that is compatible with a general-purpose reporting tool
such as Crystal Reports or Active Repons. This will allow Town
departments to develop, generate, and save appropriately formatted custom
reports as needed to address specific requirementa
INTEGRATION WITH OTHER SOFTWARE
The proposed property information system must be able to integrate with the
LuserFiche software applicetion, which the Town uses for digital imaging.
In this context, integration means that authorized users of the proposed
property information system will have the option of identifying and viewing
images of building permit applications, wetlands pem~/t applications,
drawings, deeds, or o~her documents that are stored by the Town's
LaserFiche application.
o When the database record for a given properly is retrieved, authorized
000087
37
usem will be sble to view a list of document images related to that
prope~y. Any image on the fiat can then be s¢lccted for display. Ali
Las~rFicha images are indexed by tax map number, which is a unique
identifier for Town properties.
The Town recognizes that development and implementation of this
capability may require customi=ed progrnmming that is not part of this
RFQ. The Town has not established a timetable for LaserFiche
integration, but it will not occur before the proposed property
information system is fully operational for its initial purposes. At the
lime it is acquired by the Town, however, the proposed property
information system must suppofl an application programming interf~e
or other tools to permit LaserFiche integration.
The proposed property information system must be able to integrate with
GIS software from ESRI. In this context, integration means that authorized
users oftbe proposed propmy information system will have the option of
viewing maps or other information maintained by the GIS for specific
pmpeni~
The Town recognizes that development end implementation of this
capability may require custemized programming that is not part of this
RFQ.
The Town is cunmntly using GIS soflwar~ from MapInfo, but it plans to
switch to ESRI products st an undetermined PaVare time. The Town has
not established a timetable for Maplnfo ~plscemcnt, but integration of
the proposed prope~ information system with GIS software will not
occur before the property information sysl~m is fully operational for ils
initial pu~oses. At thc time it is acquired by the Town, however, the
proposed property information system must support sa application
programming interface or other tools to permit the anticipated GIS
integration.
TRAINING AND DOCUMENTATION
The vendor must provide appropriate customer training for all aspects of
system operation end use.
The Town prefers on-site training involving the system componenls that it
will actually utilize.
The Town prefers live classroom training with ins~m~ors as opposed to
audio-visual or computer-aided insmiction.
000058
38
Training costs must be separately enumerated in the cost section of the
vendor's proposal.
Written ins~uct/ousl and reference documentation must be provided for all
software components and functions.
SOFTWARE MAINTENANCE
· The vendor must specify the warranty period and provisions for ali proposed
software, application modules, subsystems, or other system components.
· The vendor must specify post-warranty maintenance provisions, terms, and
costs for all proposed software, application modules, subsystems, or other
system components.
· The vendor must specify provisions, terms, and conditions for repair or
replacement of defective software.
· The vendor must specify provisions, terms, and conditions for te~hn'lcal
support in response to cus~mer questions.
· The vendor must specify provisions, terms, and conditions for new releases
and other software upgrades.
· The proposed property information system will be/mplemented in an
application that is critical to the Town's mission and daily operations.
Prolonged downtime is consequently intolerable. For software malfunctions
that result in system failure, the vendor must be able to restore system
operability within 24 hours from the time the problem is rapor~ed.
oooos.
TOWN OF SOUTHOLD, NY
REQUEST FOR QUOTATIONS---PROPER'FY INFORMATION SYSTEM
DECEMBER 18,
** IMPORTANT NOTICE **
This is a Request for Quotations (RFQ) not a Request for Proposals (RFP). Lengthy
responses to this RFQ and elaborate, time-consuming presentations of vendor capabilities
are neither required nor desired. Through background research, the Town of Southold is
aware of your company's capabilities.
The purpose of this RFQ is to establish the budget for acquisition and implementation of
a property information system as described herein. Responses must indicate the total cost
to provide software with characteristics specified in this RFQ. Responses must also
indicate the cost of delivery, installation, database set up, training, and related services
pins the cost of an annual maintenance contract for 1 year from the date of installation or
the date that the software's warranty expires, whichever is later.
Pending approval of the budget for the pwposed property information system, the Town
of Southold expects to initiate procurement on or before August t, 2009. At that time,
selected vendors will also be asked to meet with Town officials to review the Town's
requirements, discuss their quotations, demons~'ate their products, explain their
qualifications and competitive advantages, and rcvalidate their pricing. At its option, the
Town may issue a Request for Proposals pr/or to procurement. In that case, the RFP will
be limited to companies that have responded to this RFQ.
INTRODUCTION
This RFQ solicits quotations from qualified software vendors to provide, install,
and support a computer-based property information system and certain related
products and services, including training and maintenance support, for use by thc
Town of Southold, hereafter known es "the Town."
This RFQ specifies the required characteristics of a computer-based pmpecty
information system to support business processes and recordkeeping practices in the
following units of Town government:
· Board of Assessors
* Building Dopartment
* Zoning Board of Appeals
· Planning Depamnent
· Land Preservation
00009,0
· Town Board of Trustees
The proposed property information system will maintain and provide online access
to comprehensive information about each parcel of land in the Town, including
commercial, residential, and other properties. In its initial implementation, the
proposed property information system will also support the issuing and tracking of
building permits.
In the future, the Town expects to expend the proposed property information system
to include the issuing and tracking of other types of property-rclated permits,
tracking of zoning variance applications, tracking of code enforcement actions, and
in~gration with external applications, including the Town's digital imaging system
and geographical information system.
· The Town has not established an implementation timetable for such future
expansion.
The Town wants m avoid the implementation of different, potentially
incompatible software for its future property-related initiatives. It consequently
seeks a property information system with capabilities that transcend the initial
uses described in this RFQ.
Any proposed property information system must be fully and conveniently
scalable to allow the futore addition of depemnental applications and/or user
licenses. Vendors must specify limitations on the number or types of
departmental applications or user licenses supported by their products.
The Town understands that future expansion of the proposed property
information system may require functionality, software components, or
customized programming not included in the product configuration covered by
this RFQ. Specific software requirements for future applications have not been
defined.
This RFQ contains information and instructions that will enable qualified software
developers, resellers, systems integrators, and other vendors to prepare and submit
quotations for the proposed property information system.
Questions about this RFQ should be addressed to William Saffady, who is serving
as a consultant to the Town for this project. He can ha reached at 718 246 4696 or
by email at wsaffady~,,mac.com.
PREPARATION AND SUBMISSION OF QUOTATIONS
The preferred method for submission ofquotatious is via e-mail to Elizabeth
Neville, Town Clerk at elizaheth.neville~town.southold.ny.us. A copy ofthe
emall submission should also be sent to wsaffad¥(~mac.com. For submissions in
person or by mail or peckage delivexy services, the address is Elizabeth Neville,
000091
3
Town Clerk, Town of Southold, 53095 Route 25, PO Box 1179, Southold, NY
11971. Please respond by Tuesday, January 13, 2009.
To be considered responsive, a vendor must submit a complete price quotation that
satisfies all requirements and addresses all system components specified in this
RFQ.
A vendor may submit more than one quotation, but each must satisfy the mandatory
requirements of this RFQ. Alternate quotations may be used to presant different
product configurations or system enhancements not presented in a vendor's initial
quotation. All alternative quotations must be emalled separately and clearly
identified.
All responses to this RFQ become the property of the Town. Quotations will not be
returned. Respondents are cautioned that certain information ~ceived by
government agencies may be subject to pwvisions for public access to information.
The Town intends to share price quotations with the New York State Archives,
which is a prospective funding source for the proposed procurement.
GENERAL REQUIREMENTS
Vendors must be prepared to deliver and fully install all system components
proposed under this RFQ. All software components must be complete, pretested,
fully operational, and commercially available in general-relensa versions for a
minimum of 30 days at the time that the product is acquired by the Town.
Experimental, developmental, and near-relense products are unacceptable.
Any pwposed software must be fully compatible with the Town's existing
computing and networking infrastructure. The Town's Date Processing Department
currently owns and operates an iSeries Model 520 processor running OS/400, v. 5.4
and various Windows servers running Windows Server 2003. Bidders may propose
sofhvare that operates on either of thesa computer platforms. Soflware for other
server platforms is not acceptable. Most of the Town's desktop computers utilize
Windows xp. Some utilize Windows 2000.
All software operations for the proposed property information system must be
easily learned, convenient to use, and suitable for usa by non-technical personnel.
Knowledge of programming concepts or other data processing expertise, apart
from broad familiarity with computer operations in an office context, must not
be required for effective use of the proposed property information system by
Town employees. (The Town recognizes that its data processing staff may
require technical knowledge in order to implement and operate the system or
to perform customizations.)
· As pa~ of the initial installation, the vendor must perform any programming
0000 2
required for database setup, dam importing, system integration, or other
purposes. All other things being equal, the Town prefers a system that will
allow its data processing staff, with appropriate Iraining, to develop post-
installation customizations without vendor involvement.
Written documentation must be provided for all software to be included in the
system.
It is expected that the property information system will be made available on
public.access workstations installed in certain Town deparlments, such as the
Assessor and Building Depa,huent. The system's user interface and
operational chsractaristics must be appropriate for that purpose.
The property information system must provide convenient, reliable, and flexible
database capabilities appwpriate to business processes and recordkeeping practices
in participating Town depamnents.
For the initial implementation, the Town will require licenses for 20 concurrent
users,
Ali other things being equal, the Town prefers a modular software product that can
be implemented in stages. Depending on budgetary considerations, the Town may
elect to defer the procurement or implementation of some modules.
All other things being equal, the Town prefers products that utilize a single database
to support business processes in participating departments.
The pmpen'y information system must provide convenient, reliable, and flexible
report generation capabilities appropriate to business processes and requirements in
participating Town departments.
The pwperlb, information system must provide a convenient, reliable, and flexible
method of defining or limiting access privileges for data entry, data editing,
information retrieval, report production, and other functions, based on user
identification end/or workstation identification.
All other things being equal, the Town prefers a pwperty information system that
supports web browser compatibility as a standard feature or add-on capability.
All other things being equal, the Town prefers a property information system that
permits the incorporation of photographs, sketches, or other ~rephic information
about specific properties into database records.
FUNCTIONALITY
· The pwperty information system's database must maintain records for each parcel
000093
of land in Town. The Town has appwximately 18,500 parcels. Subdivision
activity increases that number by an ma. determined amount each year.
The property information system's database must support fields that correspond to
descriptive and historical information contained on prope~ record cards
maintained by the Town's Board of Assessors. As part of the implementation
effort, the successful bidder will be expected to set up the property information
system's database, or instruct the Town's information technology unit how to set up
the database, to accommodate this requirement.
The pwperty information system must provide a convenient and reliable method of
entering, editing, and updating database records.
The Board of Assessors currently uses the Real Property System (RPS) v. 4 from
the New York State Office of Real Property Services.
The RPS database contains one record for each parcel of land in Town, but the
database records are limited to a subset of information from property record
cards. The Town plans to upgrade the RPS database by entering full
information from property record cards.
This may be done by entering information from property record cards into the
proposed property information system's database and exporting it into the RPS
database or by entering information from property record cards into the RPS
database and exporting it into the property information system's database. The
proposed property information system must support either or both of these
capabilities. RPS can import and export database records in the tab-delimited or
comma-delimited format. ARematively, the pwposed property information
system can support an interface to RPS that eliminates the need for importing
and exporting of information.
The property information system's database must provide a convenient and reliable
method of recording tax exemptions that apply to specific properties. Tax
exemptions must be noted in database records.
The property information's database must provide fields for information about
building permits, wetlands permits, and other permits issued by Town departments
for specific properties. The database must contain information about permits issued
in the past as well as permit applications that have been submitted to and are under
review by specific Town deparlments.
The pwperty information's database must provide fields for information about
zoning variances approved by the Town's Zoning Board of Appeals for specific
properties. The database must contain information about variances approved in the
past as well as variance applications that are pending.
The property information's database must provide fields for information about code
violations issued for specific properties.
00009.4
6
The property information system's database must provide fields appropriate to
planning activities, including information about zoning determinations,
subdivisions, covenants, preservation easements, development rights, or restrictions
associated with specific properties.
The pwperty information system's database must pwvide a convenient and reliable
method of identifying "protected" propertias--that is, properties that are designated
as historical landmarks or that have other characteristics that limit or prohibit
construction, demolition, or other activity. Protected status is noted on the
assessor's property record cards and in the Town's GIS database.
The pwperty information system must pwvide a convenient and reliable method of
retrieving database records by parcel identifier (tax map number), owner's name,
street address, assessed value, or other parameters.
The property information system must provide a convenient and reliable method of
issuing and tracking building permits, from submission of an application through
completion of a building project, and issuance of a certificate of occupancy.
The property information system must provide a convenient and reliable method
of scbeduiing, monitoring, and recording inspection activity related to building
· The property information system must provide a convenient and reliable method
of calculating fees related to building permits.
The property information system must provide a convenient and reliable method
of entering, editing, and updating database information relating to building
permit applications and inspections as well as due dates for permit renewals.
The property information system must provide a convenient and reliable method
of printlng building permits, cen'ificatas ofnccupency, notices to applicants,
notices to property owners, reports, and other documents relating to building
projects.
All other things being equal, the Town prefers a property information system
that can issue and track other types of property-feinted permits, such as wetlands
permits issued by the Town Board of Trustees.
All other things being equal, the Town prefers a property information system
that can block the issuance of a building permit for which another permit or
zoning variance is a precondition and where such permit or variance has not
b~n approved.
All other things being equal, the Town prefers a property information system
that can block the issuance of a building permit until other interested parties,
such as the Town's Land Preservation depa~h.ent, have approved it.
000095
· All other things being equal, the Town prefers a prope~y information system
that can note conditions, such as compliance with an easement, that apply to an
appmved building permit.
The pwperty information system must provide a convenient and reliable method of
tracking applications for zoning vaxiances from submission through approval,
disapproval, or other resolution.
The pmperty information system must pwvide a convenient and reliable method of
tracking code violations and code enforcement actions fi.om receipt of a complaint
through resolution. The property information system's database must maintain a
record of code violations and code enforcement actions associated with specific
pmperties.
The property information system must provide a convenient and reliable method of
tracking subdivision reviews, site plan reviews, and other planning projects from
submission of an application through approval or rejection ora project.
All other things being equal, the Town prefers a property information system that
allows the creation of inspection code enforcement reports in the field.
The pwperty information system must be able to generate and print preformatted or
ad hoc reports, including property record cards, from database records. The Town
must be able to speci~ the content and format for such reports. All other things
being equal, the Town prefers a property information system that is compatible with
a generel-purposa reporting tool such as Crystal Reports or Active Reports. This
will allow Town departments to develop, generate, and save appwpriately
formatted custom reports as needed to address specific l~luirernents.
INTEGRATION WITH OTHER SOFTWARE
The proposed prope~W information system must be able to integrate with the
LaserFicbe software application, which the Town uses for digital imaging. In this
context, integration means that authorized users of the proposed property
information system will have the option of identifying and viewing images of
building permit applications, wetlands permit applications, drawings, deeds, or
other documents that are stored by the Town's LaserFiche application.
When the database record for a given property is reUievec~ authorized users will
be able to view a list of document images related to that property. Any image
on the list can then be selected for display. All LaserFiche images are indexed
by tax map number, which is a unique identifier for Town properties.
· The Town recognizes that development and implementation of this capability
may require customized programming that is not part of this RFQ. The Town
00009.6
has not established a timetable for LaserFiche integration, but it will not occur
before the pwposed property information system is fully operational for its
initial purposes. At the time it is acquired by the Town, however, the proposed
property information system must support an application programming interface
or other tools to permit LaserFicbe integration.
The pwposed property information system must be able to integrate with GIS
software from ESRI. In this context, integration means that authorized users oftbe
proposed property information system will have the option of viewing maps or
other information maintainad by the GIS for specific properties.
· The Town recognizes that development and implementation of this capability
may require customized programming that is not part of this RFQ.
The Town is currently using OlS software from MapInfo, but it plans to switch
to ESRI products at an undetermined future time. The Town has not established
a timetable for Maplnfo replacement, but integration of the proposed property
information system with GIS software will not occur before the pwperty
information system is fully operational for its initial purposes. At the time it is
acquhed by the Town, however, the proposed property information system must
support an application programming interface or other tools to permit the
anticipated GIS integration.
TRAINING AND DOCUMENTATION
The vendor must provide appropriate customer training for all aspects of system
operation and use.
The Town prefers on-site training involving the system components that it will
actually utilize.
The Town prefers live classroom training with insh'uctors as opposed to audio-
visual or computer-aided instruction.
Training costs must be separately enumerated in the cost section of the vendoffs
proposal.
Written instructional and reference documentation must be provided for all software
components and functions,
SOFTWARE MAINTENANCE
· The vendor must specify the warranty period and provisions for all proposed
software, application modules, subsystems, or other system components.
000097
The vendor must specify post-warranty maintenence provisions, terms, and costs
for all proposed software, application modules, subsystems, or other system
components.
The vendor must specify provisions, terms, and conditions for repair or replacement
of defective software.
The vendor must specify provisions, terms, and conditions for technical support in
response to customer questions.
Thc vendor must specify provisions, terms, and conditions for new releases and
other software upgrades.
The pwposed property information system will be implemented in an application
that is er/tical to the Town's mission and daily operations. Prolonged downtime is
consequently intolerable. For software malfunctions that result in system failure,
the vendor must be able to restore system operability within 24 hours from the time
the pwblem is reported.
000098
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 Usfing
(www. ogs.state.ny.us/purchase). Photocopy the form if you must submit more than one Vendor
Quote Form. Instructions for completing the form are on the reverse side,
Vendor's Name and Address Description of Item State Contract Quoted
or Service* Number Price
l.Tyler Technologies, 370 US Property information NA $207,070.00
Route 1, Falmouth, ME 04105 system software and
related services
2. General Code, 72 Hinchey Property information NA $117,614.00
Rd, Rochester, NY 14620 system sof~ware and
related services
3, Business Automation Property information NA $138,360.00
Services, 636 Plank Rd, Suite system sofh~rare and
207, Cli~on Park, NY 12065 related services
Form LG-VQ
000099
tyler
Sales quotation For:
Elizabeth Ncv~e
Town of Southold
53095 Route 25
POBox 11~9
Southold, ~ 11971
Quoted By: Dave Jowctl
Date: 01/09/2009
Quote Expiration: 00/00/n/a
Quote Name: Land Management RFQ
Qume Number: 11704
Phone: (631) 765-1800
Emil:
Tyler Software & Related Services
Accounts Receivable
Business Objecm Bundled
CAMA Bridge
Central Propeay File
Citizen Self Service (client hosted)
MUNIS Connector for La.e, erfiche
MUNIS ESRI Interface
Munis Office
Pemfits & Code Enforcement
Tyler Forms Processing
Workflow Revenue
Sl 1,000
$12,000
S4,400
$2,2(10
$11,000
$10,000
S8,500
$8,500
$22,000
$6,500
TOTAL: $96,100
4 ~ $1,175 $4,700 I (~ S 1,275 Sl,275 fda
3 @$1,175 $3,525 n/a n/a
l ~ S1,175 $1,175 rffa ru'a n/a
I ~ $1,175 $1.175 n/a n/a rea
I ¢~ $1,175 $1,175 n/a n/a n/a
n/a n/a n/a n/a rea
1 ('~ 51,175 51,175 n/a fda
2(351,175 S2,350 rea n/a n/a
15 (~'o~ S1,175 $17,625 5 6i) 51,275 S6,375 SI3,500
n/a n/a n/a n/a n/a
2 (qi S 1,175 S2,350 n/a n/a n/a
30 $3~2fl0 6 $7,650
$16,975
$15,525
$5,575
$12,175
$10,000
$9,675
$10,850
$59,500
$6,500
$2,350
S152,500
$1,980
$3,000
SI,lO0
S550
$1,980
$1,800
$1,530
$l,530
$4,400
$2,000
n~
S19,~0
Other Services
Business Objects Bundled Install
lmqtall Fee - New Server InsmlI-WIN-CD(w/VS & WZ
MUNIS Connector for Laserfiche Installation
MUNIS ESRI Imerface Installation
Project Planning Services - D
Tyler Forms Permits Library - D
Tyler Forms Processing - Configuration - D
Town of SouthOld
1 $5O0 S500
I $6.000 $6,000
I $1,500 $1,500
I $500 $500
I S5,000 $5,000
I S3,000 S3,000
2 S1,000 S2,000
Page 1 of 3
Other Services
Conversion
Pen'nits and Code Enforcement - Option I
Permits and Code Enforcement - Option 2
Permits and Code Enforcement - Option 3
Permits and Code Enforcement - Standard
TOTAL:
I'rl
S4,500
$3,0oo
S3,OOO
$3,000
3rd Party Hardware, Software and Services
4JS Site License I $13,500
:ltd Party Hardware Sub-Total:
3rd Patty SoRware SubTotal:
3rd Party S~vices Sub-Total:
TOTAL:
Summary
Total Tyler SoRware
Total Tyler Services
Total 3rd Party Hardware, Software and Services
$ummaw Total
Comments
Town of Southold
$96,100
$74,900
$13,500
$184,500
$13,500 $2,700 S2,700
$0 $0
$13,500 $2,700
$13,-~0 $2,700
Fees
$19,870
$o
$2,700
$22,570
Page 2 of 3
OIRional Tyler ~oftware & Related ~ervlcee - not Included Iff Totall
MUNIS Disaster Recovery Service n/a n/a n/a n/a n/a
OS/DBA Contract Services Wa n/a eda n/a fda
Tax Billing $30,500 9 Ut $1,175 $10,575 3 (~ $t,275 S3.825
Work Orders. Fleet & Facilities Management $13,750 10 (~) $1,175 $11,750 5 (~ $1,275 $6.375
TOTAL: $44,2~0 19 S22,32S 8 $10,200
Customer Approval: Date:
Pdnt Name: P.O, #:
n/a
n/a
n/a
$0
S44,~00
$76,775
$5,00{)
$2,500
$7,625
$2,475
$17,600
Town of Southold
Page 3 of 3
Response to the Town of Southold's Request for
Quotation
Municity® Integrated Parcel Management
Software
Jalluary 9, 2009
Prices valid until September 1, 2009
Presented by
GENERAL
Regional Representative
Anthony Craparo
(203) 470-3459
Email: acraparo @genemlcode.com
General Code Corporate Headquarters · 72 Hinchey Road · Rochester, NY 14624
(800) 836-8834 · FAX (585) 328-8189 · www.generalcode.com
000103
CONTENTS
Respon~ to the Town of Soul. hold. New York. RFQ
PROJECT SCOPE OF WORK ...........................................................................................................
INVESTMENT DETAIL & OPTIONS ..............................................................................................
APPENDIX A - PROJECT TIMELINE ............................................................................................ 6
APPENDIX B - PC AND SERVER SPECIFICATIONS .................................................................. ?
APPENDIX C - TERMS AND CONDITIONS ................................................................................. 8
00010
Res[}onse to the Town of SoutholdI New York's RFO
PROJECT SCOPE OF WORK
See Appendix A - Project ~tmeline
Pro~ C~mponmt ' l~q~scfll~lon
On-site p~ ~ ~er ~o build a successful Municity installation it is im~flant to undated
~ent how you do busing. ~is will not only shed li~t on how things n~d to be s~ up
in M~icity but m~y ti~s will highlight how Muni6~ will provide
~m~vements in the c~em pr~ess. During &e on site pr~ess ~e~ment o~
~j~t Manger will s~nd ti~ with eye,one involved in t~ Building. Ph~ing
~d ~g p~sses m un~t~d t~ cu~nt functions wi&in each de~nt.
~ese discu~ions ~gin with a ~n~ conv~tion ~uM ~w you do b~in~ss
now ~d will ~nfly lead to discu~ions a~ut how Mun~ity will ~ ~ to
~age th~ precedes in ~e fu~. At t~ completion of ~e on site ~eting the
PM will c~te a p~ flow d~ument Ihat will ~ pmvi~d ~k lo the
~u~ty. ~is d~umem se~es two p~s~; lo ~vide a d~umented p~
flow t~ c~ ~ u~ to ~y~ cu~ent ~es~s or train new ~ople and acts ~ a
~i~ to imple~n~ng Municity.
Wo~k ~ ~der to ~e-~late a Mu~city datables ~r p~m~rs ~d to un~t~d
· e ~c~ of how you do business. For ex.pie, eve~ co~u~ty will have a
different set of ~ilding ~it ty~s that they issue a~ a pr~ess for ~naging
them. Ge~ C~e's Municity work~k is imend~ to ~ke providing
info~tion e~sy. It cons~ of a Wo~ ~cu~nt and an Excel s~adsh~t which
con, ns stud.s ~at we have ~n in the ~t. Using ~e Excel sp~Msh~t will
not only minimi~ ~e w~k Io complete ~e work~k but al~ pmvi~ ~ imi~t
into what othe~ ~ doing. In ~me c~s &~ c~ lead to imp~ved p~s.
~e work~k will ~ ~ovided m the cu~o~r during ~e ~s ~ss~m
m~ngs ~d is &e ~nsibillty of t~ custo~r, with
complete.
Dam gat~flng and ~e co~ of a Municity database is ~e panel data. Eve~hing within Municity is
~ ti~ back to a p~el so i~ is impo~nt that we ~gin with this da~ to build
Municity's data,se. Using infatuation provided in the work~k our PM ~ll
con.ct ~e ~el dina ~u~e ~d p~ure t~ da~ ~. Many ti~s
communities ~My p~ess info~ation elec~ic~ly ~d it is im~n~t t~t this
histofic~ ~fo~a~ion ~ ~sfe~ to the Muni~ty datable to provide a
complete pictu~ hist~ oft~ ~el. lnfo~tion g~emd during ~e press
~ew ~d w~k is al~ l~d~ into the ~ta~ during ~s ~fi~. ~ ~e
info~ation is gathe~ and loaded imo the ~tabase on-line review sessions ~ll
~ held to ~nf~ ~urate i~lc~ntation of ~e dina. T~se renew m~t~
&~ ~ o~unity to explore Municity's fun~o~lity m~tip~ ti~s prior to
ins~l~ion. We find &~ v&uable to the custo~r ~au~ ~is ~es ~em mom
fa~li~ with the interlace which makes ~e tr~ning easier for them.
000105
Respon~ to the Town of Southold. New York's RFQ
Installation and Training Once all of the data is loaded and confirmed during the on-line m~etings the
project is ready to be implemented. Prior to our arrival on site, our programmers
will work with tbe customer's IT staff to begin the Municity implementation
remotely. This is followed by our installer arriving on site to complete the
in~allation on all of the PCs that will access Municity. General Cede has always
believed that thorough training is critical to a successful software implementation.
Training manuals and training are broken down into disciplines; Application I
Permits I Certificates. lnspoctions, Complaints. Planning and Zoning and all
sessions are done in a group setting. Users ne~d only attend sessions that apply to
their job responsibilities. The last day of lraining is spent working one on one with
individual users to give them the opportunity to practice what they have learned.
This also helps users to incorporate Municity imo their day to day activities.
Acceptance i~riod As with any software implememation, there will be a period of adjustment. During
i the first 30 days after an implementation, our Municity tech support and installer
team work closely with the customer to insure that users ar~ comfortable with the
software and any new processes that may have been devised as a result of the
implementation. At the end of the 30 day period, continued support is provided
through the Municity help desk available via 800 number or email.
On-Line Refresher Up to 25 users and a total of 4 hours of online refresher training sessions.
Tlminin?.
~N~NI)AL SERVICE AND SUPPORT
The annual service and support contract provides the Town of Southold's installation with software service
and support for your Municity System. This includes advice for procedural questions, regular software
updates (2 to 4 times per year), sofiwam fixes for problems encountered, and support for restoring the system
to a production state after hardware failures or power outages. Support is generally delivered via telephone
and/or dial up via the lnteraet.
As part of this purchase, the Town of Southold agrees to provida remole intemet access to their system with a
minimum of a 56kb modem. Broadband imernet connectivity is preferred. General Code utilizes softwar~
such as GoToAssist to provide remote support via a web-browser.
The Town is responsible for all data backups and agrees to make regular backups of the software and data on
multiple backup sets.
GENERAL- 4
Pmg<xnal Submitled: lanua~ 9, 2069
0001( 6
~ Response to the Town of $outhold! New York's RF(~
INVESTMENT DETAIL & OPTIONS
Prices hotel for ~ftware, installation, lraining, and other se~ices are valid until Septemher 1, 2009. Pricing
is based an the Town havtng 18,$OO parcels.
Buildln~, Zonin~ and Plannl~lg: $ 97.6 la,
Building Module (unlimited users)
Planning & Zoning Module (unlimited users)
Fire & Safety Module
System Configuration
*Conversion and Importation of Legacy Data
Ins~llation and Training
One GIS/Portable Device user license
Integration with Laseffiche (if imtalled)
Integration with Microsoft Outlook (if installed)
Integration with eCode360(if inatalled)
Web-based refresher training
Project Management and Facilitation
First Year Annual Maintenance
Munleit]t Fall Suite Price
Municity Building Module, Planning & Zoning Module, and Fire & Safety Module - $55.303
Unlimited Users
Customization
Software Customization $ 3,000
Inmgration Customization with La,~rfiche, MS Outlook and eCode $ 750
Municity' s LaseJ'fiche integration has specific Laserfiche template requirements
that must be met. In cases where there is an existing Laserfiche installation,
some modifications m the template and folder structure may be required. This
is a separate sen,ice that GC can provide once the Laserfiche installation is
analyzed and the work effort is determined.
*Conversion and Importation of Legacy Data 20,0(10
Subtotal Software $79r0~3
Municity software Support MSAP $11,061
Note: Second ~ear forward esttmated MSAP ~ $11,061
Subtotal Support $11~061
Installation and Training Number at Days Price Per Da~' Total Price
Installation 2 Days $ 1,500 $3,000
Trainini~ 4 Days $1.500 $6,0~0
Online Refresher Trainin8 $1.000
l~oject Management $17,500
· Process Assessment and Documentation
· Data Collection and Import
· Project Management
· Data Review and Confirmation
*See Appendix A- Project Timeline
Subtotal Installation and Trah~4l
Total S~twar% Supportn Installation and Training $117~614
*Pricing is based on a review of your current data in its electronic format
GENERAL' 5
000107
APPENDIX A - PROJECT TIMELINE
Response to the Town of Southold, Ne York's RFQ
MUNICITY - SAMPLE PROJECT TIMELINE
6
Response to ~ Town of SoutholdI New York's RF~
APPENDIX B - PC AND SERVER SPECIFICATIONS
Municity~ has a number of hardware and software requirements that should be reviewed by your computer
specialist. Please confirm that your network meets all of the following requirements and provide the specifics
indicated below.
erwBr:
CPU Pentium IV 1 OHz or betler required
If server running only Municity: 2 GB RAM recommended
Memory If server runnin~ additional applications: increase b~' I GB per additional a~lication
Operating System Windows Server 2003 with cra'rent service pack
Database Engine MS SQL Server 2005 with nil SQL tools installed
Must be TCPflP: the network address and sub-oet mask must be the same on both the server and
Network Protocol
the workatations
Browser lnternet Bxplomr 6,0 or higher
Assume 20,000 pictures from inspections per I GB of hard drive Space,
Hard Drives RAID array recommended
NIC 'For network connectivity
UPS/Tape Backup ~ UPS and tape or other backup system to easme data integrity
Software Microsoft Outlook version 2000 SP-3 or better
Workstations:
CPU Pentium IV or better recommended
Memor~ 512 MB RAM or petter - IGB RAM recommended
Operating System Windows YaP Professional. Windows Vista Business
Must be TCP/IP; the network address and submet mask must be the same on both the server and
Network Protocol tho workstations
Brow~r lnternet Explorer 6.0 or later
NIC Access to the network server nmnin~ Municit¥
Monitor 17" monilor or beuer recommended for oplimal viewing:
Resolntico Minimum Screen msolurio~ of 1024x768
Scanner It' seannin~ documents into Municit)' is required - a scanner that supports TWAIN driver~
Sof~ware Microsoft Outlook vemion 2000 SP-3 or bnRer
Operating System The Building Inspecior Palm Pilot sollware will run on Palm Ill to the latest Tungsten T3 versions. [
However a palm device running the Palm OS 5.x software is recommended. The software does nnl
I
run on Windows CE/Mobile devices.
Laptop/Tablet PC:
CP~J ' Pontium IV or beuer recommended
Memory IGB RAM recommended
Operating System Windows XP Professional, Windows Vi~a Business
Network Connection Must be TCP/IP; the network address and sub-net mask must be the same on both the server and
the laptop - used for s~'nehronizafion to the main database
Browser lnteroel Explorer 6.0 or later
Remote Support:
As pan of this pmchase, the municipality agrees to allow remote access to your Server and Desktol~
system(s) with a minimum of a 56kb modem. If your municipality has broadband Intemet service~
the preferred access method would be via TCP/IP over the Intarnet utilizing software such
GoToMeetin~: or GoToAss st.
Remote Access
00010,9
Res~onr, e to the Town of $outhold~ New York's RF~
APPENDIX C - TERMS AND CONDITIONS
Respen~blllt7 of General Code,
General Code ,,dudl be responsible fei' the performence of the services provided for in this agreenem in accordance with the
"performance Schedule." General Code shall be responsible for the coneetnes.~ and accuracy of its work, ba~ed upon the material and
information supplied by you. Regardless of your acceptance of completed materials when delivered. General Code shall correct errors
found either by you or General Code. See "Warraoties; Limitations" for General Code's liability for all .*.et'vices.
Your RespemlMHt~,
You shell be responsth~ for the correctness and accuracy of the information you supply to General Code, for pioviding General Code
with timaly decisions nad answers to questions raised by General Code, for inclusion of sumcieot funds in your budget to pay General
Code for sevens, and for the p~mpt payment of invoices. You shall also he responsible for completing your work in aceordance with
the "Performance Schedule."
Protection of Confidential Information.
Dudng the lime this ngreemam is in effect, both you and General Code may have access to or receive information then is of a
confidential nature. This information may include data relating to client information, products, product development, designs.
processes, systems, computer soRware, computer hardware, methods of p~oduction, costs, pricing, finences. ~les or marketing plans,
cu:aome~s, business partners, vendors, vendor pmspucts, employees and municipal records aM data. All such information, including
any materials embodying such information, whether disclosed orally or otherwise and whether or not nmrked "Confidential" o~
"Proprietary." will he considered by you and by General Code and General Code's employees as proprietary and confidential. Both
you and General Code will use reasonable efforts to protncl the confidentiality of the Confidential Information but in no case less ~han
the .same effo~s both parties use to In'c~eot their own confidential information.
Ad}ustments to Performance Sehedule; Delays.
A. Adju~ments to Schedule. Upon mutual con~nt of you and General Code. the "Performance Schedule" may be changed or
extended as provided under "Changes" below.
B. Delays. You must notify General Code. in writing, immedialely upon learning or otherwise becoming aware, of any difficulties
that may delay the delivery of services or deliverables. Such notification must identify the rear. on for the delay, as well as the
aoticipeted period of delay. General Code may r~quire a payment of 50% of the balance due under' the cone'act for any delay on your
part.
Variations from Standard Me~hods or Proeedures.
Variations from General Cede'a slnede~d methods ami procedures must be requested by yon. in writing, specifying the exact nature of
the desired variations. General Code will acconunodata such vai'iations wberever possible, with any additional chetges for such
variations, as determined by General Code and approved by you. to be paid by you.
Payment Terms.
All payments shall be made within 30 days of receipt of the invoice/voucher. You shall nm discount nor withhold any portion of the
amount for any ~nson. Late payments will ha charged interest at the rate of 1.5% for each month or pan thereof that such payment ia
in re're ars.
A. The Softwaxe being delivered pursuant Io ~his agreement is being licensed to you pursuant to the Laserficha Software License
Agreement (the "License"). ettached hereto and made agar hereof, between Compolink Managemenl Center. Inc.. One publisher
of the software, and yon. You agqve then all lerms, conditions and limitations set forth in the License .shall apply to this agreement
If as pat of this agreement, you purchase tbe Lal~ertiche Integrator Toolkit. thc lnlegrators Toolkit Confidentiality and Software
License Agreement will need to be fully executed by you and Compulink Management Center. lac.. before the Integrator Toolkit
can be provided to you. If it ca,not be fully executed, the Integrator Toolkit shall be severable from the project as set forth in this
proposal without affecting the validity of the n:malnder of the agreement.
Computor Hardwaro.
Any computer hardware being delivered in accordance with this agre~meot is hefug delivered with the manufacturer's warranty. The
manufacturer's wammty is tn lieu of all oth~ warranties, express or implied, and General Code shall have no obligation or liability
under 'Warranties; Limitations" or othervAse with mspect to hardware.
l~at Submitted: January 9. 21309
00011-0
Response to the Town of Southold, New York's RFQ
Doenment Seannln~ SaUces,
If applicable, the following provisions shall apply to document scanning ~esvi~es to be provided by General Code or its desigealed
A. You shall be rasponsibla for enmfing that each records storage box alatod for conversion is marked with the main ca~agory
describing its contents and that each file within each box is labeled with a de~fiptioa of its contents.
C. Upon return of the document~, you shall promptly inspect the docurocnLn to determine whether all documents have b~en rammed.
Unless you inform General Code of a di<rapancy within iO days. all claims with respect to completeness or conditinn of thc
documents shall be waived.
Delivery ef Comldeted Materials.
General Code will deliver completed materials via USPS. UPS. motor f~eighi, aiffraighi. FTP or whichever method offer~ Ihe mos~
effieiant delivery at the dine. Defivety. handling, packaging, insurance and/or shipping cber~es will be la,paid by General Code and
added to the invoice/voucher for services to be paid by you.
Tilk.
Ali compoter ~oftware and other intellectual ptape~' of General Cede u~'d in perfunning iL~ ~ice~ shall remain the property of
General Code.
Term and Termination,
A. The initial term of this agreement, unless sooner terminated as he. reaRer provided, shall be for one year. comnlencing on the dete
hereof; and will then be automatically extended for additional successive one-year periods unless either patty notifies the otbet in
writing not less than 90 days prior to the end of the initial term er any extension period that this agreement will nm be extended.
Either ~ shall have the fight Io terminate this ag~ement with immediate effect if the other party fails to cure to such party's
reachable satisfaction any material breach er violation of this agreement within 60 days after aoch pony has given the other
written notice thcreo£
C. Upon termination, all work prepared by Oeneod Code may. at your option, become your property, and General Code shall be
entitled to r~ceive jusl and equitable compensation for all ~rvices performed.
Warranties; LlmitaUon~.
A. General Code wa~ant,, that any servic~ to be provided by General Code hereunder will be performed by qualified personnel in a
good and workmanlike manner and that any delivemble~ will be free of material defects. General Code's liability and your
exclusive remedy for failure of any service or deliverable to meet this warranty shall be limited to rapefformance, at General
Cmic's cost. of s~h service or deliverable. Garter'al Codc's wan'anty does not extend to failur~ arising out of (i) incorrect or
insufficient data. specifieatiom¢ or instructions provided by you or (ii) work or services performed by nt bets.
B. The foregoing warranties are in lieu of all other warranties, whether oral, written, express, implied or sratutoiT. Implied
warrantie.~ of fitness and merchantability ~hall not apply. General Code'.,; warranty obligations and your remedies hereunder are
solely and exclusively am stated
C. Thc limitations and protections against liability afforded General Code herein shall apply to any action or claim in connection
with the services, whetbe~ ~ on contract, toil statute or otherwise (including negligence, wnnanty and strict liability). Thc
cumulative liability of General Code for all obligations, warranties and goarnnli~, whether express or implied, with respect to
services performed hereunder, shall be limited to the amount paid to General Code por.-,uant to this contract. General COde shall
hal be liable Io you or any other person or entity for indirect, special, incidental, punitive or consequential damages arising from
the pesformnnce or no~perfumumce of services, ir~speclive of whether the clalma or actions for such damages are based upon
contra£t, tort, negligence, strict liability, warranty or otherwise.
No aedon may be maintained or proceeding cemmeoced by you cc others against General Code with respect to services unless
such action at pmceethng is cotumencod within one year after completion by General Code of thc pafficuinr ~ervices to which
such action or ptocendin$ relates. Either party shall be entitled to recover reasonable allorney fees incurred in thc successful
enforcement of this agreement, regardless of whether a can,~ of action is commenced.
Changes.
00011.1
R~ponse to the Town of Soothold, New York's RFQ
Notices.
All notices and other communications which an: required or permiRed 1o be given, shall be in writing and ~hall be dellven:d either
pe~onnlly, by facsimile, by reputable overnight courier or by registered or certified mail and shall be deemed cffeClively received (i)
if delivered in person, on the date of such deliv~y, (ii) if transmitted by facsimile, on the date indicated on the sender's receipt of
confirmation, (iii) if delivettd by overnight courier, on the next business day following deposit t bei'~of with such overnight courier, or
(iv) if ~nt by mail. upon the third business day following the deposit tbemof, postage prepaid,
If any performance by any party shall be p~evented, hindered or delayed by reason of any cause beyond th~ reaseonble control of such
pant (such event being hereafter called an "event"), ineioding, without limilatlon, acts of God, riots, lites, flonds, unusually severe
weather, curtailment or tenninetion of sources or supplies of energy or power, inability Io obtain or delay in obtaining malerials ~
supplies, slrlkes or other disputes involving such patty or its subcontractors o~ suppliers, acls of war. insun~:tion, civil unp~sL riot or
discnder, acts of governmental authorities, changes in law or pegulation, or any other canse beyond the reesoanble control of such
pei~y, whether similar or dissimilar to those expfessed hereionbove, such patty shall be excused from performance to the extent thai
performance is ~o prevented, hindered or delayed. Such excu,~ fix~n performance shall entend so long as the event continues to
prevent, hinder ut' delay the performance by such party. The party whose performance is affected shall give the other penies notice
within 15 days oftbe event specifying the event, the peffonaance affected and the anticipated date, if any, performance can be made,
Dlsc~dmet o~ As~nelntlolk
This agroemant shall not he con,rued as creating n parmership, joint ventu~, agency or any other a.~cindon that would impose upon
one party liability for the acta oc omission of the other, and neither party shall have the right to hind the other.
No Waiver.
Any failure by either party hereto to enforce at any time any wrm or condition shall not be considered a waiver of that party's right
thereafle~ to an force each and every term and condition.
GENERAL CODF~ LLC.
72 Hlnchey Road
Rac~c~naler, New York 14624
01/2~7
Proposal Submitted: January 9, 2009
O001L2
*Trans ormin the waF overnment works"
6~6~Jcl~l~b)cldeSM~c~207~Jf~Ol~PCff~eNeM~c)~e1206S· Phorte 51~-~/I-~g, '
January 12, 2009
Ms. Elizabeth Neville
Town Clerk
Town of Southold
53095 Route 25
PO Box 1179
Southold, NY 11971
Dear Betty:
I am pleased to submit our proposal in response to your request for a Property
Information System as described in your December 18, 2008 Request For Quotation.
The BAS Integrated Property System is a comprehensive suite of software that will meet
the needs of the Town of Southold. This system was developed with the latest Microsoft .NET
Windows and SQL database technology. The system is modular, flexible, easy to use and
scalable to meet current and future requirements.
It should be noted that our software is in compliance with the New York State reporting
requirements (Title 19NYCRR Part 1203) of the Division of Code Enforcement &
Administration; our s~tem collects, tracks and summarizes the building permit and code
enfomement data to produce the required annual report for the Secretary of State.
BAS has been in business for 22 years, has a professional staff of 23 employees and
currently serves a municipal client base of more than 700 counties, cities, towns and villages in
New York State. Currently more than 150 NYS Building, Zoning & Planning Departments use
the proposed BAS property software applications.
We appreciate the opportunity to bid on this project and look forward to participating in
the selection process.
Very truly yours,
George L. Vitti
Cc: William Saffady
O001L3
"Transforming the way government works"
636 ~2~flh ~ · SuI~ 207 C31ftcxl ~ · ffqew Vch"h · 12065 · ~ho~e 518-37~--~8~g · Pczc 518-371-8207
TOWN OF SOUTHOLD
t/t2/2009
QUOTATION
INTEGRATED PROPERTY SYSTEM (IPS}
IPS SOFi'WARE APPLICATIONS * Building Permits/Inspection Tracking
* Complaint Tracking/Code Enforcement
* Planning & Zoning
* Periodic Inspections (fire, etc)
* Parcel History
* Field Inspection
* RPS-Link
* Gl$-Link
* Laserfiche-Link
LMPLEMENTATION SERVICES (est)
*P~oject Management, Needs/Work Flow Analysis. System
Integration, System Configuration, Installation Support & Training
(23 days excluding travel expenses)
ANNUAL SOFTWARE SUPPORT & MAINTENANCE FEE
20-Station Network
$ 105,000
16,560
16.800
Total 1'~ Year Investment
$ 138,3~0
OPTIONAL:
* Dala Conversion & File Initialization (est.)
Data Conversion is labor intensive;
these ~timates will be confirmed
after BAS staff has had an opportunity
to review actual sample data. field
definitions and file structures from
your existing systems,
$10,000-20,000 (est)
00011,4
"Transforming the way government works"
6~ P~nhRoc~leSulte207C~,~n~*lqe~Vor~*120~* Phone518--37'l-~69 * PaxS18-.~"rt-8207
Noges on Sol~waee & Services:
Our proposal assumes that your municipality is using the NYS Real Property System and that the RPSV4
assessment data will be on the same computer/network as the BAS property software; if this is not the case, a
custom interface will be required for which estimates will be provided.
2. The Annual Software Maintenance fee covers any State mandated changes and other software enhancements
as well as unlimited telephone support.
3. System configuration refers to the custom setup (at BAS) of the software including the various permits &
inspection types, the forms required (e.g. permits, CO, CC, periodic inspection), etc; If the amount of setup
work required exceeds the estimate it will be billed at our standa~l rates.
4. Installation support and training are estimated costs ba.,v~cl on a rate of $720 per trainer, per day; travel
expenses will be invoiced separately; additional training is available, if needed, at our standard rates.
5. The software will mn on any standard IBM-compatible PC using the Windows 2000/XP PRO operating
system; prospective purchasers should carefully review the BAS Windows Software Hardware/Network
Guidelines.
6. To upgrade from single-user to a network version or to add additional network work.stations, plea~ call for
pricing.
7. The BAS professional rate for consulting, systems analysis, custom software development or technical
support is $125 per hour; estimates will be provided in advance for client approval before this type of work
would be initiated.
Internet Access/Remote Support Connection is required for downloading suftnfare updates, emnil
support and web based technical support. BAS utilizes Citrix's www.aotoassist.com for establishing
remote connections via rite lnternet; no other 3"~ party communications software is nmdod unless
internst access is not available - in this case a 56k modem and pcANYWHERE communications
To order the software, a $0% down payment Is needed along with a s~gned purchase order or letter
of commitment; progress payments will be invoiced as the software is installed and services are
rendered.
0001 5
BAS Integrated Property System
p~r~l H~x'y
Utll~y Billing Permit T~l~kkt9
petl~l~ Insp~-tlo~r~ ~ GI$ da~" ~ Com~ldnt Trot, king
Field
Proper~y Database
Planning & Zoning
Tax C~l~:tlon
"Integration Brings it all Together"
Integrated Property System
The Integrated Property System is an innovative software suite that can consolidate property data from
every department within a municipality into a centralized database system that allows for quick and easy
access to all authorized users. The result is a related set of applications, where each module can work
independently or together as part of an integrated system. The IPS software is 1203 compliant and
produces the NYS annual report.
BUILDING PERMITS: Processes applications, calculates fees, prints permits & reports, tracks inspections, etc.
COMPLAINT$/CODE ENFORCEMENT: Tracks complaints/action, field inspections, produces violation letters, etc.
PlANNING/ZONING: Maintains application status, approvals, calculates fees, produces letters etc.
PERIODIC INSPECTIONS: Includes fire inspections & other regularly scheduled inspections such as elevator etc.
RPSV4/GIS LINKS: Integration with local base maps, federal and/or state databases & assessment records.
PARCEL HISTORY: On-line ability to review all prior activities related to a parcel.
FIELD INSPECTIONS: Use laptops, tablet pc's, etc. to schedule & record inspections on-site.
DOCUMENT IMAGING: Attach electronic file to inspections, permits, violations (Laserfiche Integration options)
WHAT DO OUR CUSTOMERS THINK?
"The Town of Wallkill Building Dept. has had a very positive experience with the IPS program. We are able
to do many involved tasks much more efficiently and in much less time than before. The ease of creating
reports such as individual inspections, cash, monthly permits, Dodge Report, fire inspections & complaints
is incredible! Many in the department also like the capability to scan documents into an individual permit
file and also the ability to put in notes to clarify 'special' situations and directions. The 8AS support staff is
always very helpful and is always open to our individual needs."
- Delores Musone, Building Dept. Account Clerk, Town of Wallkill
'The BAS building department programs have assisted our building department to run more efficiently and
become more effective in assisting our citizens. The staff at BAS has always been available to assist when
ever we have questions." - Don Mekulik, CPCA, Town of Hamptonburgh
Website: www.basny.com
Emaih sales@basny.com
Phone: 518.37~..6869
00011'7'
LGRMIF Grant Application - 2009-2010 - Budget Narrative
PURCHASED SERVICES: Code 40
Description of Item Provider of SeFvices Calculation of Proposed
Cost Expenditure
Sol, ware maintenance
contract General Code $11,061 x 1 $11,061.00
Soft~vare installation
General Code $1,500 x 2 $3,000.00
Training General Code $1,500 x 4 $6,000.00
Online Refresher Training General Code $1,000 x 1 $1,000.00
Project Management General Code $17,500 x 1 $17,500.00
TOTAL (transfer to FS-20 Budget Summary Form) $38,561
Narrative: Proposed expenditures are based on pricing presented in General Code's proposal,
which is attached to this grant application. A Request for Quotations, containing detailed
technical specifications, was issued to solicit competitive pricing from qualified suppliers of
property information system software. The suppliers and their quotes are listed in the
accompanying vendor quote form. Copies of the RFQ and responses received are appended to
this grant application. The Municity product from General Code offered the most favorable
combination of price and compliance with specifications presented in the RFQ. General Code
also provided the lowest overall quote.
All of the followin~ items are necessapj components in order to complete the project:
1. Software Maintenance Contract: The cost ofa soRware maintenance contract, which
includes technical support of General Code, applies to the first year of software operation.
000118
LGRMIF Grant Application - 2009-2010 - Budget Narrative
Maintenance and support on a soft, yarc system is a necessary item. General Code was the
lowest quote for the maintenance contract.
2. Software installation services are priced at $1,500 per day. The two (2) days required for
installation and configuration of software by the vendor, working with the Town's Data
Processing Department are necessary to meet the requirements of Town and Village
governments.
3. Training is priced at $1,500 per day. Four (4) days ofonsite training are required. The
training of your technical personnel and department end users is vital to the success of the
project.
4. Online refresher training costs $1,000. Online refresher training is necessary to maintain the
skills and performance of your employees using the system.
5. Project management includes determination of customer requirements, data collection and
analysis, and project supervision. Project management by the vendor is necessary for a
successful implementation of the project.
3
0001 9
LGRMIF Grant Application - 2009-2010 - Budget Narrative
SUPPLIES AND MAT~:RIALS
AND EQUllSMENT LESS THAN $5,000: Code 45
Description of Item Quantity Unit Cost Proposed
Expenditure
Municity Software $79,053 ~79,053.00
Dell PowerEdge 840 server $4,806.00
FOTAL (transfer to FS-20 Budget Summary Form $83,859.00
Narrative:
Software costs are based on pricing presented in General Code's proposal, which is attached to
this grant application. A Request for Quotations, containing detailed technical specifications,
was issued to solicit competitive pricing from qualified suppliers of property information
system software. The suppliers and their quotes are listed in the accompanying vendor quote
form. Copies of the RFQ and responses received are appended to this grant application. The
Municity product from General Code offered the most favorable combination of price and
compliance with specifications presented in the RFQ. General Code also provided the lowest
quote. Additional details about software components are provided in the budget narrative
sect/on of this grant application. The budget mount includes software installation, database
configuration, data migration, and training to be provided by General Code. Another very
impoctant reason for choosing Municity was because of the ability to easily integrate with Laser
Fiche. This is a task that General Code has performed seamlessly many times in the pazt.
6
0001 0
LGRMIF Grant Application - 2009-2010 - Budget Narrative
Integration of this information source is an integral part of this project. The Town of Southold
has been scanning its permanent records since 2001 and has in excess of* 1.5 million images
which need to be referred to and accessed by town departments in the course o£their daily
business of their active records.
One installation (instance) of the Municity product is required at the indicated cost, which
includes unlimited use~ licenses for the Municity Full Suite plus customizations, integration with
LaserFiche and Outlook, and data migration. The same instance will serve the Town and
Village.
The Dell PowerEdge 840 server is necessary in order to operate the Municity set, ware on a
dedicated Windows server for this project. The server cost is the New York State Contract
price for a Dell PowerEdge 840 configured with an Intel Xeon processor, 4 gigabytes of
random-access memory, 750 gigabytes of hard disk storage in a RAID configuration, and
integral tape backup. This complies with the server configuration recoramended by General
Code for Municity sotCtware. Purchasing this server on the state contract provides the lowest
price possible.
7
O001Zl