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HomeMy WebLinkAboutGIS Needs Implementation Express From 0.~ 12/6/11 US Airbill FedEx T~luCm~r 8697 4649 6529 Senders FedEx Accour~ Number 1067-7029~8 Senders N.m. Elizabeth A. Neville Town Clerk Corn,any Tnwn nf RnHthnld $outhold Town Hall ~d,.~ 53095 Main Road c~ Southold 2 yom' Internal Billing Reference Phc.e(631) 765-1800 s~ NY z,P 11971 3To Recipient's Name NYS Education Department Company Contract Administration Unit Recipie~s Add,es, 89 Washington Avenue,, Room 505W EB Address c,v Albany S~e NY aP 12234 4a F. xpmss Package Smvice 4b Ex~re~s r~eight Sewice 5 Packaging 6 Special Handling I Include Fe~Ex addr~s i" Sec~"[~ Z [] .e [] ¥. [] Y.s [] or,ce ELIZABETH A. NEVILLE, MMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS OF MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD December 5,2011 NYS Education Department Contract Administration Unit 89 Washington Avenue Room 505W EB Albany, New York 12234 Dear Sirs: I wishto protest my NYSED non-award decision on 2011-2012 LGRMIF Grant Pr~ect Number 0580-12-2252. I enclose the following: (1) E-mail notification of non-award with Decision Notes. (2) Reasons for my protest. (3) 2011-2012 LGRMIF application with all attachments. Respectfully yours, Southold Town Clerk To Whom it May Concern: Southold Town Hall closed at 11:30 AM on Wednesday, November 23, 2011 for the Thanksgiving Holiday. It was also closed on Thursday, November 24th and Friday, November 25th. The half day on Wednesday and full day on Friday are legal holidays negotiated by the union. Southold Town Hall re-opened for business on Monday, November 28th, 2011 Elizabeth A. Neville $outhold Town Clerk Neville, Elizabeth From: Sent: To: Subject: Frank Campione < FCAMPION@MAIL. NYSED.GOV> Wednesday, November 23, 2011 1:37 PM Neville, Elizabeth [SPAM] - LGRMIF 2011-12 Announcements - (N) Fund (RMO) - RESENT November 23, 2011 Project Number: 0580 -12 -2252 RMO: Elizabeth Neville Institution: Town Of Southold Amount Requested: 98060 Dear Elizabeth, I regret to inform you that the Local Government Records Management Improvement Fund (LGRMIF) grant application submitted to the New York State Archives has not been recommended for funding in the 2011-2012 grant cycle. With only $5,272,008 available in grant funds, this year's grant review was extremely competitive. Our grant application review process is governed by State Education Department rules and procedures. Panels of independent experts in records management, archival administration, or information technology and a member of the Local Government Records Advisory Council (LGRAC) evaluated each application in writing. Panels then met in Albany to discuss the merits of the applications, taking into account reviewers' written evaluations. LGRAC considered the panels' funding recommendations and forwarded them to the Commissioner of Education for final review and approval. Below is a summary of the comments from the review panel. These same comments may also be found in eGrants at https://eservices.nysed.gov/Idgrants on the Checklist page under the link titled "View Decision Notes". I strongly encourage the Records Management Officer and other interested individuals to take full advantage of the publications, training and consultation available through the New York State Archives. The schedule of records management and archives workshops is available online at http://www.archives.nysed.gov. If you have any questions regarding this matter, you may reach me at (518) 474-6926. Sincerely, Frank Campione Manager, Grants Administration Unit NYSED/NYS Archives Decision Notes: The grant reviewers did not recommend funding for this application for the following reasons: 1)The applicant did not focus on records management issues but instead on the organization and presentation of existing geographic data, for example, a transition from Maplnfo to ESRI software is an ineligible maintenance expense. 2)The grant reviewers determined that some of the large number of software and networking requests must be expenses borne by the towns. 3)The grant reviewers determined that this was too ambitious a project for a first-time implementation and that the applicant did not indicate how and who would implement and support this IT-intensive GIS into the future. 2 Protest LGRMIF 2011-2012 Grant Project 0580-12-2252 of 4 Decision Notes: The grant reviewers did not recommend funding for this application for the following reasons: The applicant did not focus on records management issues but instead on the organization and presentation of existing geographic data, for example, a transition from Maplnfo to ESRI software is an ineligible maintenance expense. As stated in the "Statement of the Problem" section, as a result of the needs assessment, it was apparent that geographic records developed within both the Town and Village were not being efficiently distributed to the user community. Additionally, the knowledge of such geographic data records was limited to a small percentage of employees." As described in the needs assessment, one of the masons these records were not being efficiently distributed was due to the method for which they were managed and organized. The description of a records focus in the New York State Archives, LGRMIF Grant Application Guide 2011-2012 states "Demonstrate that your project focuses on improving the management of records and information in your local government." We believe our project does focus on improving the management of records and ultimately improving the way in which those records are displayed. In addition, by extending the enterprise platform proposed as part of our grant to the Village of Greenport, we are also improving the management of records and access to those records to Village employees and constituents. In our approach to improve the management of records and information in both the Town and Village, we believe the identification and organization of the records outlined in our grant is the first step. Given the fact that the majority of records involved in this grant application were file based and stored in many locations across a network and on local computers, the ability to identify, centralize and organize these records was a critical activity to support improved efficiencies and reduced costs. Once these records are properly organized, the records can be made accessible to government users. We believe our focus on organization and presentation of records, geographic in nature, is in fact a tbcus on managing records and improving access to critical records for all government employees. The transition from Maplnfo to ESRI was recommended as part of the user needs assessment primarily as the Maplnfo software did not meet the needs of the Town or Village. The Maplnfo product was purchased many years ago and done so prior to performing a needs assessment and truly understanding the functionality required to support the Town and Village's G1S needs. In addition, as all the neighboring Towns, Suflblk County and Nassau County, and the majority of NY state agencies have standardized on ESRI products, to effectively collaborate and share information and resources with these municipal organizations, it was critical to implement ESRI technology to facilitate this collaboration. The costs lbr ESRI software, identified under Code 45 (Supplies and Materials), is not for maintenance, but for the initial purchase of required software components. The user needs assessment implementation plan clearly identified the maintenance related costs for ESRI Protest LGRMIF 2011-2012 Grant Project 0580-12-2252 2 of products in year 2 and year 3 and the Town is not pursing funds to pay for those costs. In fact, as stated in the grant under section 4a, the Town has initiated capital budget projects in 2012 and 2013 to effectively support phase 2 and phase 3 of the implementation plan. In addition, it should be noted that the only Maplnfo product that would be replaced is the desktop product (similar to ESRI's AmView product). Additional ESRI based products, such as Spatial Analyst and ArcGIS Server do not exist at the Town, therefore, the procurement of these software components would be for the purpose of further improving the Town's records management program and is not considered a migration or transition from one software to another. In fact, the functionality and capabilities that are included in these ESRI based products further emphasize and justify the need for ESRI within the Town. Couple that with the fact that neighboring Towns and Suffolk County have standardized on this technology, it is easy to see the importance and need of this software within the Town. In your comments, it appears that you are suggesting that the transition to ESRI was a focus of our grant application as opposed to records management. We do not believe this to be the case and if our application came across this way, it was not our intent. While the procurement of ESRI was included in our grant application, it was simply the technology platform necessary to effectively address records management problems stated in our application. Our intent was in fact to solve significant records management problems within the Town and Village and we believe our implementation plan (which includes the procurement of GIS software - ESRI) demonstrates that focus. We strongly believe our grant application has a records focused approach that will ultimately result in increased management of records, increased access to records, increased protection to records and disaster situations and increased security. As stated in the New York State Archives, LGRMIF Grant Application Guide 2011-2012, the grant should "Address specific records management issues, including increased access to records, vital records protection and disaster management, preservation, confidentiality, security, compliance with FOIL and other records laws, and the legal admissibility ofinlbrmation." Would it be possible to provide additional examples of why the reviewers felt our application did not focus on records management? 2. The grant reviewers determined that some of the large number of software and networking requests must be expenses borne by the towns. We believe that we effectively justified the expense of all software and hardware components as part of our grant application. It should also be noted that network hardware expenses were not included in our grant application. As specific software (other than ESRI) or hardware expenses were not specifically identified as ineligible, it is difficult for us to respond to this comment. However, in an attempt to further justify the expenses outlined in our grant application, we submit the following: Hardware (Web and Database Servers) in order to effectively manage the records included in this implementation, it is imperative that hardware is procured for data management and data access. The database server was specified to support large amount 3of4 Protest LGRMIF 2011-2012 Grant Project 0580-12-2252 of data m the Town and Village along with room for expansion in the near future as GIS grows within this cooperative environment. The web server was specified to support the display of these records using various types of web-based application. While the initial phase includes only a few web-based application, future phases will dictate the need for additional web-based applications and further improve the records management program and the Town's ability to improve operations and service delivery to constituents. GIS Software (ESRI) - as previously stated, given the needs of the Town, their ability to collaborate with neighboring municipalities and the general GIS functionality available for ESR1 software, these software expenses are necessary to meet the goals of our grant and effectively improve our overall records management program. Database Software - Microsoft SQL Server, similar to ESRI, is an industry standard software application to support data management. This software easily integrates with ESRI products and provides a very secure, reliable and sustainable environment. Back-up Software - Back-up software is necessary to ensure electronic records managed in the ESRI-Microsoft SQL Server environment is backed up on a regular basis with limited human intervention. Symantec is another industry standard software application for backing up data and also easily integrates with Microsoft SQL Server. The software and hardware expenses applied for as part of our grant application, to our knowledge, is consistent with other GIS implementation LGMRIF grants and in our opinion does not qualify as "ineligible" expenses as defined within the New York State Archives, LGRMIF Grant Application Guide 2011-2012. In speaking with our GIS consultant, Bowne Management Systems, in their experiences working with GIS implementation LGRMIF grants, these hardware and software costs have been funded by the State Archives in past years. As stated in the grant, the Town has initiated capital pro. jects tbr 2012 and 2013 to fund future phases of the GIS implementation plan and if certain hardware or software components are considered unjustified, we would assume those items and the funds associated with those items would be removed from the overall grant application and would result in a lower funding award to the Town. Since comments were general in nature, would it be possible to obtain a more detailed response that specifically identifies which software and/or hardware components were considered ineligible and the reason for their ineligibility. Additionally if possible, we would appreciate an explanation as to why our grant was not partially funded if "some" of the expenses were determined by the reviewers as ineligible. The grant reviewers determined that this was too ambitious a project for a first-time GIS implementation and that the applicant did not indicate how and who would implement and support this IT-intensive GIS into the future. Our implementation approach included experienced personnel that are not only familiar with GIS, but have been very successful in implementing LGMR1F grants in the past. We have dedicated personnel in the Clerk's Office and Information Technology who understand what it takes to complete such a project. And to further increase our capabilities, we have selected Bowne Management Systems, a consulting firm who primarily supports GIS implementation projects in local government. Bowne has a deep bench of GIS resources that will be used to effectively support this project and bring it to a successful completion in a timely fashion. Protest LGRMIF 2011-2012 Grant Project 0580-12-2252 4 of 4 While this may be a "first-time GIS implementation" as indicated by your comments, the team assembled to complete this project is an experienced team with regards to implementing LGRMIF grants and GIS implementation projects. We understand the need to be realistic and believe we have submitted a realistic project and realistic timeline. We would not have submitted the grant if we did not feel absolutely confident in our ability to successfully complete this project. GIS is a critical component of the Town's records management program and as such, the Town is committed to implementing the necessary foundation (through this grant) to effectively support and sustain the growth of the GIS within the Town. We are fully committed to records management, GIS as a technology and the timeline submitted as part of our grant. We are leveraging the experiences of local a vendor who has done similar projects with many other municipal clients and will look to their specialized knowledge and skills in support of our implementation. It should be noted that the approach outlined in our grant narrative is aligned with municipal industry standards regarding GIS implementations and does not possess any more or less technology than other municipalities similar in size. GIS technology can be very IT-intensive, but the personnel within the Town, both in the Clerk's Office and in the Information Technology department are more than adequately skilled to support this technology. In fact, we have clearly demonstrated the capabilities of our IT personnel with the successful implementation of previous LGRMIF grant projects. Furthermore, we believe it is safe to say that successfully implementing this grant within the Town will save technical staff time in the management of records within the overall records management program. The software required to manage, organize and display records will be configured with the support of an experienced consultant. And when this task is done right the first time, the maintenance activities required to support this environment will be minimal. And in the event additional support is needed, the ESRI-based technology is in place in many neighboring municipalities and resources f¥om those municipalities could be leveraged to collaborate on support activities. As part of the overall needs assessment it was recommended that the Town join various local and State GIS organizations which will further extend the resource pool available tbr support related issues and questions. And lastly, while not anticipated, in the event of an emergency where GIS support services are needed, local consultants can be contracted to support the Town. Therefore, while we have identified an aggressive timeline, we feel that we have the appropriate resources aligned to effectively support this project and complete it successfully in the allotted schedule. · Complete items 1, 2, and 3. Also complete Item 4 if Restricted Delivery is desired. so that we can return the card to you. · Attach this card to the back of the mailpiece, or on the front if space permits. New York Archives Gran~ Administration Unit 9A81 Cultural Education Center Albany, NY 12230 PS~orm 3811, February 2004 ~ Dommtic Return .~c,lpt ~ ~;e~re~'-' [] R~tum Rec'[pt for Merchandise I [] !nsured M~ [] c.o.D. I 4. Restricted Delh~y~ ~ F~) [] Yes 70090820 0001 7620 5760 ,~.LI3~t~ ~¥' 3:~lll~rl ~"~' ~. i Po~ge & Fe~ PaidI ' ' ' ~ USPS II1~~;~ ~1 ~,~. ~-~ I Sender: Please p~nt your name, address, and ~+4 ~:~ '<'~*~ Elizabeth A. Neville Southold Town Clerk PO Box 1179 Southold, NY 11971 LGRMIF 2011-2012 Certified Fee ( End orsement Required) OFF CIAL USE I c~, s~te, z~P+4 I UNITED STATES POSTAL SERVICE Sender: Please print your name, address, and ZIP+4 Flint-Class Mail Postage & Fees Paid USPS Permit No. G-10 in this box · Elizabeth A. Neville Southold Town Clerk PO Bxo 1179 Southold, NY 11971 LGRMIF Home Page Archives Parmership Trust I Office of Cultural Education I Online Catalog I Search 1 Ifome Page 1 of 1 Hot~..c.-.[ ~GRMI_E..~9_m_el Help LGRMIF Summary, Guidelines and Instructions: Located on the tfelp Page Creating an Application help _.A_~c e s s ing_~.!L~pp !Lc.0.!j?__n_hc~12 *NOTE: Create a new LGRMIF application for FY 11-12 Create new application Project Number 0580 -12 -2252 .0_580 - 11 -09~37 0580 -11 -1083 Local Government Records Management Improvement Fund Applications Institution Fiscal Year Status Town Of Southold - 2012 Submitted Town Of Southold - 2011 Unsubmitted Town Of Southold - 2011 Submitted Project Number 0580_-! 2 -~g5~2~ LGRMIF Applications as a Participating Institution (read only) Sponsoring Institution Fiscal Year Status Town Of Southold 2012 Submitted Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.gov/ldgrants/lgSubmitApp.do?i=submitinitial 2/1/2011 LGRMIF Attachments Archives Parmership Trust I Office of Cultural Education I Online Catalog I Search I Home Page 1 of 1 tome !~.G....R~_JF Ho__me Application Vi_e.~..&t~a_chnD.~_n.~_,~ Add Attachment Cooperative Agreement Attachments to Application These are the documents that have been attached to this grant application. You must have the appropriate sof~tware to open the document type. Action Document Name ~i~w Bowne Proposal 1.21.11.pdf ,~.~ IIRFQ GIS ~llmplementation 20110129153257.pdf [ Calculation of Bowne Employee [Costs.xls [Reso Authorizing Grant IApplication.doc · Creation of GIS Steering View Committee.doc View GIS UNA Report.doc FINAL.doc · MAIL-IN FORMS View LGRMIF 20110131151457.pdf · Cooperative Shared Services View Agreements.pdf Letters of Intent 20110201142512.pdf Spreadsheet of Implementation Costs.xls · Resumes for Project ~.lg. sy Team 20110201150524.pdf · Vendor Quotes & Forms View _20110201152458.pdf Description Document Type application/pdf application/pdf application/vnd.ms. excel application/octet- stream application/msword application/msword application/pdf application/pdf Size Date Attached By Attached 1323086 01/30/2011 elizabeth.neville bytes 99847 nes 31232 ytes 41472 bytes )1/30/2011 [elizabeth.neville 11/30/2011 [elizabeth.neville )1/30/2011 [elizabeth.neville bytes46080 01/30/2011 elizabeth.neville .14194688l[01/29/2011 [[elizabeth.neville , ytes [I Il 367303 01/31/2011 elizabeth.neville bytes D1/31/2011 application/pdf Cultural Education Center, Albany, New York 12230. Phone: (5181 474-6926 https://eservices.nysed.gov/ldgrants/lgParticipantForms.do?i=attachment 2/1/2011 Local Government Records Management Improvement Fund (LGRMIF) Application Sheet Project Number Institution 0580-12-2252 i[T0wu of Southold - '153095MainRd Mailing Address: Address: Ci~ S[a[e~ Zip: S0uth°!d ~ !!97! Chief Administrative Officer: ' IScott A Russell [~itle: i [supervisor ]mh0nel (631)765-1889 I~mai!: ]s.mssell~town.southold.ny.us [State Judicial District: 10 ' !State Assembly Districts: 1 IS[ate Senate Districts: 1 IState Congressional Districts: ]?ederal ID: 116001939 ' School District: South01d Ufsd Institution Type: [Towns NOTE:The institutional information listed above is pulled from the SEDREF database. SEDREF: the single authoritative source of identifying information about institutions which the NYS Education Department determines compliance with applicable policy, law and/or regulation. If your institutional infomaation is incorrect, it can only be updated once your Payee Information Form is received by the Grants Administration Unit and approved by Grants Finance. Grant Unit staff do not have authority to update SEDREF information. Participating Institutions ITown Of Southold [Village Of Greenport RMO Appointed? Yes Year? 1988 Schedule Adopted? Yes Year? 1980 RMO Appointed? Yes Year? 2009 Schedule Adopted? Yes Year? 2009 pd4ml evaluation copy. visit http://pd4ml.com NYC Department of Records and Information Ifalse IServices (DORIS) Grant? ] Name of DORIS Agency I(if Appropriate Retention Schedu!¢ Ad~pted? es Year Schedule was i1980 lAdopted [Name Elizabeth Neville [Title ' Town Clerk, RMO ~hone [631-765-1800 228 [Email [e.neville~town.southold.ny.us ]Name [Elizabeth Neville [Title -- [Town Clerk, RMO ]Phone [63 !,765-1800 [Email [e.neville~town.southold.ny.us 228 [County ISuffolk [Region IREGION 10 ]Town Type Department/Unit ITown Clerk Population Serve~ ' 122,858 - -- Annual Operating Budget ' ]$37,727,031.00 Number of Employees · Full_time:200 ]Part-time:66 Amount Requested ' [$98,060 pd4ml evaluation copy. visit http://pd4ml.com Application Type ' Icooperative Project Categ0rY "[~0gr~phic Information Systems Project Type First-Time Inventory: false Electronic Records Inventory: false {Email Management: false Project Summary The Town of Southold is requesting funding in the amount of $98,060.00 to implement a shared enterprise GIS environment to increase efficiencies, increase production and improve services to the public. Recommendations from a comprehensive cooperative GIS user needs assessment were used as the basis and justification for this project. The shared enterprise GIS environment will include hardware, software, training and consulting services. The shared enterprise GIS environment will be hosted and managed by the Town of Southold and access will be provided to the Village of Greenport. Hardware purchased as a result of funds received from this grant will be used to establish a server environment that can be used by all Town and Village employees. Hardware to support data management and data distribution will be implemented at the Town. Software purchased will be used to more effectively manage spatial data within both the Town and Village as well as be used to create new spatial information. Training services purchased will provide key Town and Village employees with the proper education and knowledge to effectively manage, secure and distribute data. This knowledge will support increased efficiencies and increased production for those key employees. Consulting services purchased from a qualified GIS professional will provide the Town with the required support and GIS tools to distribute critical records to all Town and Village employees. This shared enterprise GIS implementation will address records management issues by helping to (1) centralizing spatial records; (2) improve access to spatial records; (3) increase ability to distribute spatial records; (4) increase ability to integrate spatial information within departmental workflows/activities; and (5) improving decision making through better access and disPlaY of sPatial records. pd4ml evaluation copy. visit http://pd4ml.com LGRMIF 2011-2012 Grant Narrative Town of Southold 0580-12-2252 Project Narrative (maximum 75 points) 1. Statement of the Problem (maximum 20 points) 1. a. Describe the specific records management problem the project will address, provide anali.tative descriptions and auantitative data. about the problem, and e~_ lam why the pr~_iect is a hi_el~ priority_. (10 points1 The Town of Southold is located on the northeastern tip of Suffolk County, on the North Fork of Long Island. Southold has a population of approximately 22,858, an annual operating budget of roughly $37 million, and is responsible for approximately 18,500 parcels, including residential, commercial, agricultural and exempt properties. The Town was settled in 1640 and has a land area of 53.7 square miles. The Village of Greenport is located wholly within the Town. The Town also includes the area of Fishers Island which is located approximately twelve (12) miles east of the mainland. Fishers Island is accessible only by water or air with ferry service operating between the Island and New London, Connecticut. Specific Records Management Problems: In the 2010-2011 Local Government Records Management Improvement Fund (LGRMIF) grant cycle, the Town of Southold, the lead agency for this cooperative grant application, received a grant from the LGRMIF to conduct a cooperative Geographic Information Systems (GIS) User Needs Assessment (UNA). As a result of the needs assessment, it was apparent that geographic records developed within both the Town and Village were not being efficiently distributed to the user community. Additionally, the knowledge of such geographic data records was limited to a small percentage of employees. This has resulted in the following Town and Village records management problems: · The lack of a centralized spatial database has resulted in increased time and effort by employees to obtain information necessary to conduct Town and Village business, resulting in diminished productivity and job performance. · Risk of poor decision making due to incomplete or inaccessible information. · The Town and Village cannot currently share spatial data and information or implement computer based mapping information services for the public, such as self-service access to property maps, service requests, assessment and tax information. · Time is wasted due to the inability of Town and Village staff to quickly and efficiently access land based (e.g., parcel) and asset based (e.g., street sign) related information. · The Town and Village are at risk of not complying with FHA, NYSDEC, MS4, and GASB regulations. · Town and Village Departments are not able to share spatial data and information, leading to duplicate efforts spent oh business processes. 1 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE the implementation of a shared enterprise GIS, managed by the Town and distributed to both Town and Village employees will greatly benefit both the Town and Village. Ultimately, this shared municipal enterprise GIS model will serve as the standard for many New York State municipal regions. Qualitative descriptions and Quantitative Data about ~e Problem Increased demands at Town and Village for information related to spatial data The Town has seen an increase in population of close to 11% over the past seven (7) years (according to the United States Census Bureau). The Village has seen an increase in population of close to 5% over the past seven (7) years (according to the United States Census Bureau). The increase in population has resulted in an increased amount of inquiries to Town Hall and Village Hall for information related to spatial data (e.g., land records, asset records). This is the largest increase in the Town's population since 1980 and has resulted in increased workload for many departments including the Assessor's Office, the Building Department, the Highway Department, Public Works, Land Preservation, the Planning Department, Police Department, the Recreation Department, Tax Receiver, Town Clerk, Waste Management, and the Zoning Board. As the Town provides certain services for the Village (e.g., Police services), The Town and Village government employees are being asked to provide services to more people each and every year with little to no increase in funding and/or staffing. This increased demand for services has placed increased demands of our government to develop more efficient ways of providing services, thus allowing both the Town and Village to do more with less. Increased Efficiencies A total of nineteen (19) deparhnents (in both the Town and Village) and forty-three (43) employees (in both the Town and Village) were interviewed during the cooperative GIS UNA. In every department interviewed at least one GIS opportunity was identified that would support their ability to be more efficient and address one or more of the issues outlined above. In some departments, there were a multitude of GIS opportunities that would greatly reduce some of the labor intensive worldlows and increase the quality of services provided to constituents. As an example of a GIS opportunity, in almost all departments interviewed, the ability to view an interactive map that provided the user with the ability to search and zoom to a location based upon address or tax map number was requested. Furthermore, the ability to display the current and historic orthophotography with the current and historic tax parcel lines was requested by many. Currently, many depa~iment employees use a combination of Google Earth for orthophotography and a paper-based tax map book to accomplish this task. Both sources are evaluated and used together in an attempt to estimate setbacks, determine the location of the right of way, evaluate variances, support the permit approval process and support code enforcement. In many cases measurements are calculated as part of a field inspection. As expected, using both paper based and electronic products can be a cumbersome task and result in inaccuracies. We anticipate that the manual eval~jation of this data to support the tasks listed above can take an average 20 minutes to complete. We can further estimate that if a web-based GIS viewer that provided access to current orthophotography (issued by New York State through Suffolk County), historic 2 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE orthophotography parcel lines, FEMA flood zones, wetlands, zoning and development rights (among others) and GIS functionality such as measurement tools was implemented, it would greatly improve the department employees' ability to complete these tasks more efficiently. Based upon the interviews conducted, approximately 7,500 transactions (which includes variances, building permits, assessment inspections and code violations) occur each year that involve the use of evaluating paper-based tax maps along with some electronic geographic map (such as Google Earth). Based upon 20 minutes per transaction, this equates to a total of 2,500 hours per year. If a web-based interactive GIS viewer was implemented with access to the required GIS layers and GIS functionality, it is anticipated that the time to complete these tasks can be reduced by 50%. This equates to a total of '1,250 hours in time saved or approximately 0.65 Full Time Equivalents (FTE). Assuming an average salary of $30,000 per employee, this equates to a time savings of approximately $20,000 per year. As a result of the cooperative GIS UNA, a Wtal of thirty-two (32) potential GIS opportunities were identified. Opportunities included storing and managing GIS data, distributing GIS data, analyzing GIS data, producing map products and providing GIS functionality. While we cannot say that every GIS opportunity, if implemented, will yield the same type of efficiencies and cost savings as the example above, we are certain that each and every GIS opportunity identified will provide cost and efficiency savings for both Town and Village employees. As there are a total of 209 full time employees within the Town of Southold, if the implementation of a shared enterprise GIS could save each of those employees 15 minutes per day, a total of 13,585 hours per year of time savings could be realized. This equates to approximately 6.5 FTEs. Therefore, the lack of a shared enterprise GIS within the Town to support the distribution of critical records is potentially costing the Town a total of $195,000 per year in employee costs (assuming $30,000 on average per employee). Additionally, by managing the enterprise GIS environment within the Town of Southold (as dictated by the shared enterprise GIS recommendations), the Village of Greenport will not be required to purchase hardware, software and services associated with developing a Village GIS. As Bowne has worked with many municipal organizations within New York State, they were able to provide the Town with details from another GIS implementation plan delivered to a Village of similar size to that of the Village of Greenport. The total recommended costs for that GIS implementation (which included hardware, software, training and services) was $43,440. Given the limited staff availability and the current economic conditions, the Village of Greenport would never have been able to fund this effort. Therefore, not only will the Village dramatically improve their ability to access, manage and distribute GIS records within the Village, through the implementation of this shared enterprise GIS, they will have saved approximately $40,000. While efficiencies and cost savings are extremely important to the Town and Village, the ability to deliver high quality services to their constituency is just as important. Due to the limited availability and knowledge of critical GIS datasets within the Town, employees without this 3 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE knowledge and access are unaware of improvements that can be made to services based upon the availability of GIS data. For example, currently the Town has their zoning maps located on their website as PDF images as well as on the walls of the Building Department. When looking at the PDF images on the Town's website, it is not always easy to determine which zone certain properties fall within. Residents and professionals who need to know which zone a particular property resides within must either visit Town Hall or make a phone call to the Town. While the Town can provide answers to these queries on the phone or in their office, improvements can be made to the overall service by distributing zoning related records in a more efficient and effective manor over the Internet. Simply by providing display a property zone as a result of an address search on an Internet based GIS land records viewer, this overall service can be greatly improved. The time required by the resident or professional to come into Town Hall is eliminated and the time required by Town and Village employees to service these types of queries is eliminated. Taking this example one step further, by effectively managing GIS records within the Town, the ability to identify additional information from an address can easily be provided to residents. This includes identification of elected officials, road management authority, school district, fire district and park district. Access to this type of information simply by entering an address can be extremely valuable to a constituent. Again, while this type of information is being provided to Town and Village constituents, the use of GIS and the implementation of a shared enterprise G[S program can greatly improve upon existing services. Ultimately, this project is a high priority due to the intended results anticipated by successfully executing the shared enterprise GIS implementation plan. Building a GIS technology foundation that will serve both the Town and Village for years to come will enable the Town to improve efficiencies, increase production and improve services to the public. As the Town has successfully built the foundation for a robust records management software platform through implementing software such as RPS, Laserfiche and Municity and extended that platform to include the Village of Greenport in a cooperative nature, the next logical step in the development of our cooperative records management program is to integrate (GIS) geographical Information systems. This type of integration will allow our cooperative users to easily display property related data in lIPS, Munidty and Laserfiche by simply clicking on a parcel in an interactive map.. While specific information is available and searchable within each system, the integration of GIS will provide a framework that will allow us to display information found in multiple data sources through one common interface. This type of framework will greatly increase our ability to access and analyze records within the Town and Village and will ultimately increase the overall quality of services to be provided to our constituents. In addition, the ability to deliver information through one common interface will reduce the need to deploy additional licenses for RPS, 4 of 23 LGRMIF 2Oll-2012 Narratives ORIGINAL NARRATIVE Municity and Laserfiche to cooperative users, thus reducing the overall cost for software, training and support at both the Town and Village. In addition to displaying information found in multiple data sources through a common interface using a GIS, the GIS will also help support the improvement of data attributes found within those same data sources. Given the spatial capabilities of a GIS, attributes can be created and assigned to a location (e.g., parcel). This newly created attribute can be loaded into the data sources (e.g., Municity) and assigned to the appropriate parcel programmatically. Currently, spatial based data is manually created and assigned to parcels which can be extremely time consuming. This project is a high priority for reasons that include: · The number of business operations that require spatially enabling (e.g. ad-hoc map creation) Town and Village records have increased dramatically within past few years. · Increased regulatory demands from the FHA, GASB, MS4 have forced the Town and Village to pursue GIS inventories and condition assessment of municipal assets. · Developing a cooperative GIS shared services model with the Village of Greenport will increase our ability to communicate effectively with the Village, reduce operating costs for the Village and improve overall services to Town and Village residents. · A shared enterprise GIS implementation is the next logical step in our records management program and it will yield results that will continue to improve our overall program and continue to improve services provided to our constituents. · It supports the evaluation of consolidated services among the Town and Village. As the Town has successfully built the foundation for a robust records management software platform through implementing software such as RPS, Laserfiche and Municity and extended that platform to include the Village of Greenport in a cooperative nature, the next logical step in the development of our cooperative records management program is to integrate geographic information systems (GIS). This type of integration will allow our cooperative users to easily display property related data in RPS, Municity and Laserfiche by simply clicking on a parcel in an interactive map. While specific information is available and searchable within each system, the integration of GIS will provide a framework that will allow us to display information found in multiple data sources through one common interface. This type of framework will greatly increase our ability to access and analyze records within the Town and Village which will ultimately increase quality of services to be provided to our constituents. In addition, the ability to deliver information through one common interface will reduce the need to deploy additional licenses for RPS, Municity and Laserfiche to cooperative users, thus reducing the overall cost for sof~ware, training and support at both the Town and Village. In addition to displaying information found in multiple data sources through a common interface using a GIS, the GIS will also help support the improvement of data attributes found within those same data sources. Given the spatial capabilities ofa GIS, attributes can 5 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE be created and assigned to a location (e.g., parcel). This newly created attribute can be loaded into the data sources (e.g., Municity) and assigned to the appropriate parcel. Currently, spatial based data is manually created and assigned to parcels which can be extremely time consuming. 1. b. Identi _fy the specific records thzt will be involved and any previous ~ant funded pro_iects related to these records and this proiect- (5 The records of interest will include all Town-wide and Village-wide spatial records. However, the following record sets are deemed to be high priority as there is a greater interest in mapping them: · Property Information · Parcels · Public Safety · Real Property Information · Tax Information · Land Use · Transportation · Building and Codes · Water and Wastewater · Zoning Boundaries · Neighborhood Demographics The Town and Village, as part of their 2009-10 LGRMIF grant award implemented a property information system that involves the following records: · MU-1 Schedule [847] - Real property taxation/assessment data system. · MU-1 Schedule [657] Building/property building/property history system · MU-1 Schedule [663] - planning action data file · MU-1 Schedule [665] - zoning action data file history data file contained in history data file contained in The list of all spatial information/data anticipated to be stored within the spatial database management system is as follows: · Audubon Important Bird Areas · Seaview Bike Trails (multiple layers) · Town Preserve habitat types (multiple layers, multiple preserves) · CCE historic eelgrass (multiple layers - 1930, 1947, 1969, 1980) · CCE eelgrass restoration sites (multiple layers) 6 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE · CCE existing eelgrass · CCE eelgrass restoration model · Visual inventory {shoreline structures, photos, videos) Coastline {multiple versions) · Fire districts · Flood map {old version) · Municipal boundaries · School districts · Special Groundwater Protection Area · SLOSH map · Zip codes · Streets · Soils {~rom County soils book) · CPF updates {multiple layers) · Critical Environmental Areas · DEC 1974 Tidal Wetlands lnventury · DEC CEHA · DEC current NYNHP · DEC oldNYNHP · DEC tidal wetland loss · DEC water quality classification · DEC WI-PWL {multiple layers) · DEC fresh water wetlands · DEC shellfish closures · Bird Conservation Areas · Nature Trails · Mile Markers · Significant Trees · Land Preservation photo points · GPS {various field work, various departments) · MS4 catch basins · MS~ conveyances · MS4 outfal{s · MS~ recharge areas · MS4 parkin§ lots {street sweeping) · Streets {edited by TOS) · Longlsland Sound Studyarea · LWRP boat ramps · LWRP marinas · LWRP golf courses · LWRP parks · LWRP shellfish seeding · LWRP reaches · LWRP estuary access 7 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE · LWRP shellfish productivity · Fresh water wetlands (in house) · Tidal wetlands {in house) · NWl wetlands · Archeo sensitive areas · Old circles and squares {archeo) · Beach nesting species areas · DOS Significant Coastal Habitats · PEP Critical Lands Protection Strategy · PEP Critical habitats {multiple layers) · PEP duck habitats {multiple layers) · PEP hardened shoreline {updated by TOS) · PEP Land cover · Land cover {non PEP area, created by TOS) · PEP hydrology · PEP eelgrass (multiple layers) · PEP SAV · PEP groundwater contributing areas · PEP Benthic {multiple layers) · USGS Quads · SCWA water mains (multiple layers including older versions) · SCWA hydrants {multiple layers, not ground truthed) · SCWA properties · Tax map {edited by TOS, includes Protected, Community Facilities, build out, etc.) · Tax map archive {tax map is archived at the end of each year and used for depicting changes through time, e.g. Protected lands) · Tax map {section of Riverhead adjacent to TOS) · Farm land inventory {multiple years) · Ag District · Ag District buffer · Nematode quarantine · Underwater lands · County master preservation lists {farm land and open space) · NYS Open Space preservation list · HALO · Hamlet center · Hamlets · Historic register · Historic districts · SPLIA · Park Districts {TOS draft) · Subdivisions {depicts boundaries of subdivisions, about 90% complete) · Zoning {multiple layers) · Watersheds/subwatersheds {multiple layers from TMDLs, PEP, etc.) · Cell towers 8 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE Water protection zone · Archive layers (multiple layers archived for various projects) Topo (5 foot contours, old County version) · Docks · Waterfront parcels (multiple layers) · Easements (very early version) · Fishers Island mosquito treatment areas · Fishers Island sidewalk hazards · Geo Features (water body names, points, lighthouses, etc.) · Town Deer management program (multiple layers) · LIPA ROW (approximate center line) · LIPA towers · Police map references (GIS map of areas defined in dispatch program) · Bay to Sound project (multiple layers, proposed trails, kiosks, clean up sites, etc.) · Osprey nests · Phragmites (multiple layers) · Plum Island IBA surveys (multiple layers) · RPS Sales (multiple layers) · Waste water district · Watershed improvement strategy areas · Moorings (Town wide map with trustees numbering) 1, C, Ex~lain why funding ~rom this grant propam is essential, to ~q;complis~in_e the pro_iect. (For example, explain why you need fund~n~ if_you have previously received fundin_o for a similar pro.iect.) (5 points) As the economic climate has not changed much since our application last year, we still face the same conditions, obstacles and challenges as presented in our grant application last year. This includes tightening budgets, increased regulatory requirements and decreased staffing numbers. By completing a cooperative GIS user needs assessment with the funds awarded from the LGRMIF 2010-2011 grant cycle, the Town and Village have adopted an effective plan to overcome these challenges and obstacles that have handcuffed our ability to improve quality, services and efficiencies. Through the funding received from this grant application, both the Town and Village will have the ability to establish a model for a shared enterprise GIS environment that will not only allow for the continued improvement of our overall records management program, but provide a platform to allow GIS to evolve successfully. The early successes achieved by implementing the first phase of our plan will further solidify the need for GIS technologies within both the Town and Village and further promote the justification for additional funding. The Town had been awarded a LGRMIF grant in the 2009-10 grant cycle for the implementation of a land management software product (Municity), which is similar to this proiect in the fact that software is being implemented to support the growth of our overall records management plan. This grant was done in cooperation with the Village of 9 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE Greenport, however, that grant's focus was specific to supporting land based data and departments within the Town and Village and did not include GIS capabilities. The implementation of a shared enterprise GIS environment, while a software implementation, provides the foundation for managing and distributing spatial records throughout the entire Town and Village. Additionally, our GIS implementation plan includes integration to the Town's land management software product implemented as a result of funds received from the 2009-10 grant cycle application. 2. Intended Results (maximum 15 points) 2. a. ldenti each intended result (specific products, time and cost savin s, or services) and describe the anticipated benefits. (5 points] The overall intended result of this project will be the implementation of a shared enterprise GIS environment tailored to meet the specific records management needs of Town and Village that builds on past records management projects. The specific result of this project will be to improve the Town's and Village's records management program with regards to creating, storing, updating, retrieving, transferring and sharing spatial data. This improvement will yield improved operational efficiencies, more effective decision making, increased collaboration between Town departments, and increased inter-municipal sharing between the Town of Southold and the Village of Greenport. The Town, as the lead agency for this cooperative grant, will procure the required hardware and software and hire a GIS consulting firm to provide training, mentoring and application development services. The shared enterprise GIS environment will have the following intended results and anticipated benefits. · Establish Shared Enterprise GIS Hardware/Software Environment Managed by Town. The Town of Southold and Village of Greenport do not currently have a hardware environment that can effectively support an enterprise GIS. The successful implementation of a shared enterprise GIS environment will provide robust spatial database management tools, adequate storage to support centralization for all spatial records, software tools to support appropriate management and back-up procedures and concurrent based licenses for desktop GIS software that will allow multiple users to easily access industry standard GIS tools. The use of industry standard hardware and software will increase the Town's ability to support the technology. By managing the environment at the Town and providing secured access to the Village, we anticipate saving the Village approximately $40,000 in hardware, software and consulting services. $40,000 was estimated based upon the costs to implement an enterprise GI$ in a Village of similar size to the Village of Greenport. · Load all Spatial Records into Centralized GiS Database. Using industry standard robust spatial database management tools, the Town will load all the spatial records currently stored on a file server into a relational database management software program. The organization of spatial records will be based upon a government geodatabase structure recommended as part of the GtS user needs assessment. The 10 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE recommended governmental geodatbase structure is one that has been successfully implemented in many other municipal organizations and will enable easy access to spatial records. Currently, in order to locate a specific spatial record, a user (who has knowledge of where the records are located) will have to traverse through a multitude of directories. This can take several minutes and without proper support from knowledgeable resources can be very cumbersome. The recommended geodatabase structure organizes spatial records based upon functional categories. These categories include basemap, land records, public safety, environmental and infrastructure. This logical organization of data will increase the ability of Town and Village users to more easily access spatial records. Provide End User GI$ Training. Through the interview process, Bowne interviewed a total of 43 Town and Village employees within 19 departments. Of the 43 employees, a total of 12 users were or would benefit from the use of desktop GIS software. These employees will be trained on the use and operation of the desktop software. Both a beginner and advanced training class will be offered and based upon the user's need, they can attend one or both of the classes. Training will be conducted by an authorized trainer in the software and will increase the Town's overall understanding, knowledge and ability to perform GIS activities. While this is identified in the first phase of the implementation plan, it should be noted that it will not end in the first phase. Subsequent phases of the implementation plan include various types of training and will be funded by the Town and Village in subsequent years. Training is one of the most critical components of any software implementation plan and is often forgotten after the implementation is completed. The use of industry standard desktop GIS software will greatly improve the Town's ability to share information with and obtain support from other municipalities in the local region who also use this software. Provide Administrative GIS Training. The use, operation and configuration of spatial database management software can be extremely complicated. As part of this implementation, it is our intent to hire a consultant knowledgeable in the software to provide customized training to allow the Town to effectively operate the software. The use of a consultant that has operated and maintained this software in a municipal environment typical to the Town of Southold would greatly benefit the Town and allow us to gain knowledge and information never obtained from a user manual or reference book. The use of industry standard spatial database management software will greatly improve the Town's ability to share information with and obtain support from other municipalities in the local region who also use this software. Establish GiS Governance Model. There are a number of GIS organizational paradigms in use throughout various levels of government (State, County, Town etc.). One very successful approach provides the necessary hierarchical structure while also providing the flexibility needed to adapt to changing needs of the GIS community. This includes the implementation of a GIS Steering Committee. The GIS Steering Committee has been created and is comprised of a small number of technical and executive users from various departments of the Town and the Village. 11 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE The GIS Steering Committee has a set of executive members that will act as the supervisory body for the committee. The Town Clerk, RMO is an executive member of this committee and will ensure that the records management focus is adhered to at all times. It was recommended that at least one executive member be part of either the Town Board or Town Supervisor's Office. The Deputy Supervisor is also an executive member of the committee. The GIS Steering Committee will provide recommendations for initiatives stemming from the direct needs of the user community. In addition the Steering Committee would also be responsible for; (1) preparing recommendations on budget, staffing and projects for the Village Administrator, Village Trustees, Town Supervisor, and/or Town Board; (2) Coordinate the G[S activities of the Town and Village; (3) Create subcommittees as needed and within established guidelines; and (4)Manage and coordinate the activities of its subcommittees. It is recommended that the GIS Steering Committee meets on an as needed basis, depending upon level of GIS activity ongoing within the Town and Village. Meeting agenda's and meeting minutes should be taken by a committee member and posted to the GIS Portal. The implementation of this committee will enable the Town and Village to make the right decisions on records management initiatives that involve GIS. Additionally, this committee will be responsible for maintaining the GIS user needs assessment and implementation plan created as a result of the GIS user needs assessment project. Develop GiS Portal. Implement a GIS Portal that will serve as the central location for Town and Village employees to access GIS information, project descriptions, static maps, interactive maps, links to other GIS related information and GIS data available. An enterprise open source content management system can be used to support the development of this portal. Technology such as QScend, |oomla, Plone and Mambo are popular solutions, however, as the Town is considering upgrading their website, the technology and/or vendor selected as part of that project should be considered to support the GIS Portal. Given the technical ability of Town resources and the use of open source technology, the G[S portal can be developed and maintained by in-house personnel at no additional cost to the Town or Village. Alternatives to an open source solutions include SharePoint and can costs thousands of dollars to procure and implement. While SharePoint provides a robust set of content management tools, open source technology identified provide the required functionality at no additional cost to the Town or Village. The implementation of a GIS Portal will centralize access to all GIS information in one location which will reduce the burden of the current GIS contact person on providing Town and Village users with this information, thus freeing up his time to manage spatial data and produce GIS products. Develop GIS Applications for Distribution to All Town and Village Employees. The Town will hire a consultant to develop a GIS application that is web-based and can be distributed to all Town and Village employees. Open source GIS technologies will be used to implement this GIS web-based application. Open source GIS technology from GeoServer and OpenScales will be used by the consultant to 12 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE develop a Rich Internet Application (RIA) web-based GIS Viewer that displays all basemap and land based GIS layers within the Town and Village. These layers include, but are not limited to, parcels, zoning~ wetlands, FEMA, street centerline, hamlet boundaries, fire district boundaries, school district boundaries, orthophotography, oblique imagery and historical imagery. The GIS viewer should provide functionality that integrates with Google's Street View and Bing Maps. Standard mapping functionality that includes zoom in, zoom out, zoom to full extent, pan, measure tools, identify and an overview map should be included as part of the application. Alternatives to open source technology for web-based deployments include ESRI's ArcG[S Server. While this product is an extremely robust software product that provides advanced GIS capabilities, those advanced capabilities are not needed during the first phase of the implementation plan. As the typical cost for ArcGIS Server is $16,000 (using New York State's OGS contract), the Town can save those costs and use them for other products and services while at the same time obtaining the required level of (ils technology. While it is not anticipated that ArcGIS Server will be needed during subsequent phases of the implementation, the Town will evaluate this software option as needed throughout the continued implementation of GIS technologies within the shared enterprise GIS environment. The deployment of a web-based GIS Viewer to all Town and Village employees will greatly improve upon their ability to more easily access spatial records which will ultimately reduce the amount of time required to perform certain tasks and increase the overall quality of information and services provided to the public. 2. b. Describe in detail how the oroiect will co. ntribute to the development of a records rnana_eement-pro_~ram. (5 points1 The Town of Southold has made significant progress with our records management program over the past ten (10) years, however, we have not yet addressed spatial records and G[S technologies. The development of a shared enterprise GIS environment will further enhance our records management program by linking location data to our existing electronic records and digital images. It is commonly stated that almost 90% of the information used and processed by municipal government is location based, therefore, the implementation of a GIS is essential to our overall records management plan. The proposed project will include the development of a plan to properly organize spatial data which can be managed by industry-standard GIS software and accessed through existing records management systems within the Town and Village. Our goal will be to develop a GIS that enables all Town and Village staff to access, create, share and distribute digital geographic information efficiently. And eventually, our GIS will be extended to provide valuable spatial data to constituents through the Internet. By implementing a shared enterprise GIS environment, the Town's intention is to look at the records management problem from an enterprise perspective that will facilitate share services and encourage consolidation of services. 13 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE 2, c. Describe in detail how the pro~iect will improve local _eovernment services to the public. (5 points) A shared GIS environment will improve the quality of services delivered to residents and increase overall efficiencies. Integrated within the workflow of the government workforce, an enterprise-focused GIS provides tools to further a municipality's goals toward effective government, controlled spending, red-tape reduction and economic development. GIS technology, when effectively deployed within the Town's and Village's workflow, provides the ability to analyze and present information spatially and visually, thereby increasing the effectiveness of the delivery of municipal services. Many of our Federal and State Emergency Depariii-~ents are employing GIS. There is a growing expectation that local governments will do the same in order to be better able to communicate with other agencies and be better prepared to provide the services constituents expect on a daily basis and in an emergency. Fire, Police and Emergency Services could benefit from integraUon within existing software products to support analysis and decisions which could further support the town's ability to save lives in the event of an emergency. GIS will further workflow effectiveness and smart deployment of the Town and Village workforces, coordinate development and open space preservaUon activiUes within the Town and Village, and help to preserve and protect our environment. It will improve analysis and decision making, aimed at improving internal and public services and products throughout the Town and Village. The creation of buffer maps and the ability to export address informaUon for mailing lists would greatly benefit a number of depa~:Lments and save a significant amount of time. Many deparh~ents feel that they could use this type of tool to better target services to residents. The process of linking Laserflche images with a parcel identifier would improve the overall use of Laserflche by the general public who use Laserflche both at Town Hall and over the internet. All of the above mentioned will greatly improve the delivery of government services to the public. 3. Plan of Work (maximum 30 points) 3. a. Provide a detailed outline of the proposed work activiUes and a timetable that shows when each _nhz.~e of the pro!eot will be completed. demnn~trates the soundness of the method proposed, and demonstrates the pro!ect's _eoais are attainable by 30 !une 2012.(15 points1 If this grant application is approved, the Town and Village will hire Bowne Management Systems (Bowne), a local GIS consulting firm to support the implementation of the shared enterprise GIS environment. The Town and Village needs to hire a professional GIS consulting firm because they do not have the expertise or staff resources to complete a project of this magnitude in-house. Bowne responded to a Request for Quote (RFQ) 14 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE submitted on January 21, 2011. As per the LGRMIF requirements for the 2011-2012 grant cycle, quotes from three (3) GIS vendor are not required if the selected vendor has a New York State Office of General Services (OGS). Bowne is an authorized vendor under contract number CMS696A of the Consulting/IT Services Group. Bowne's response to our RFQ is attached to our grant application along with the Town's RFQ. The following tasks will be executed by Bowne, Town and Village staff: Procure. Install and Confi~aure Required Hardware The Town of Southold Data Processing Department will be responsible for procuring the required hardware as outlined in our grant application. These hardware items will be procured off NYS OGS contract or through a competitive bid process. Once procured, the Data Processing Department personnel will also be responsible for installing and configuring the hardware to meet the Town's standards as well as integrating the hardware into the Town's Wide Area Network. It is anticipated that all users at primary locations, secondary locations and the Village of Greenport will have secured access to the database and web servers. The Town of Southold Data Processing Department will work directly with the Village of Greenport Information Technology resources to ensure a secure connection is established and operational. Deliverables: The following deliverables will be completed under this task: · Procure Database Server, Web Server, NAS, Rack · Install and Configure Database Server, Web Server, NAS, Rack · Integrate Database Server, Web Server and NAS with Town's network Procure Required Non-GIS Software The Town of Southold Data Processing Department will be responsible for procuring the required non-GIS software items. The non-GIS software items include SQL Server 2008 and Symantec back-up software. These software items will be procured off NYS OGS contract or through a competitive bid process. Deliverable: The following deliverables will be completed under this task: · Procure SQL Server 2008 and Symantec back-up software Install and Configure Non-GIS Software The Town of Southold Data Processing Department will be responsible for installing and configuring the non-GIS software items on the database server. Deliverable: The following deliverables will be completed under this task: · SqL Server 2008 and Symantec back-up software installed and configured on database server. Procure Required GIS Software 15 of 23 I.GRMIF 2011-2012 Narratives ORIGINAL NARRATIVE Bowne will work with the Town's recently identified GIS coordinator (as outlined within the GIS User Needs Assessment) and with the Town of Southold's Data Processing Department to procure the required GIS software. These software items will be procured off NYS OGS contract through Environmental Resource Systems Institute (ESRI). The following deliverables will be completed under this task: · Procure ArcGIS desktop software, spatial analyst extension and ArcSDE {which is included as part of ArcGIS Server - Enterprise Basic Edition}. Install and Con_fi_aure GIS Sqftware Bowne will be responsible for supporting both the GIS coordinator and Data Processing Department resources in installing and configuring the GIS desktop software for the required users. A total of twelve (12) Town and Village employees will have GIS desktop software installed. A license manager with four {4) concurrent licenses (one for Arclnfo, two for ArcEditor and one for ArcView) will be installed and each desktop software will be configured to access that license manager to obtain a valid desktop license. Bowne will also be responsible for installing ArcSDE and implementing the recommended geodatabase identified in the GIS user needs assessment report. It is expected that Bowne resources will work closely with Town and Village resources in an attempt to provide as much knowledge transfer as possible. Deliverable: The following deliverables will be completed under this task: · Install ArcGIS desktop software on twelve (12) computers. · Install license manager and configure desktop software to access license manager. · Install ArcSDE. · Configure ArcSDE to support recommended geodatabase. Load S_vatial Data Bowne will support the Town's GIS coordinator in loading all spatial data into ArcSDE and the configured geodatabase. As with the installation and configuration of software, Bowne will provide as much knowledge transfer during this task as needed. This support will enable the Town to become knowledgeable in the process of loading data and allow the Town and Village to become self-sufficient in future data loading efforts. Deliverable: The following deliverables will be completed under this task: · Load Town and Village spatial data into ArcSDE Provide End-User GIS Trainin_a Bowne will provide two (2) end-user GIS training classes. These training classes will be offered to both Town and Village users by a certified ESRI desktop GIS instructor. The first end-user GIS training class will be a beginner level class that will provide the basics of the ESRI GIS desktop products to Town and Village users. This class will be offered to all Town 16 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE and Village users that have been involved in managing spatial data within the Town or Village. The second end-user GIS training class will be an advanced level class that will provide more advanced training for a select number of Town and Village users. The following deliverables will be completed under this task: · Beginner training class for ESRI GIS desktop software. · Advanced training class for ESRI GIS desktop sol, ware. provide Administrative GIS Trainin_a Bowne will provide an additional customized training class for the GIS coordinator in support of administering ArcSDE. As ArcSDE integrates with SQL Server 2008 and includes a geodatabase structure, versions and security privileges, it is necessary for training in the use and operation of this product. As this software environment will be responsible for managing all the Town and Village spatial data, it is critical that the Town has the appropriate training to administer this product. The following deliverables will be completed under this task: · Administrative GIS Training in ArcSDE. ~l$ Portal Development The Town's GIS Coordinator will work directly with the Town's Data Processing Department to develop a GIS portal built on an agreed upon open source content management platform. The GIS portal will serve as the central location for Town and Village employees to access GIS informaUon, project descriptions, static maps, interactive maps, links to other GIS related information, and GIS data available. An enterprise open source content management system can be used to support the development of this portal. Technology such as QScend (http://www.qscend.com/), Joomla Chtto://www.ioomla.or~), Plone Chttp://olone.or~), and Mambo Chttp://mambo-foundation.org/) are popular solutions, however, as the Town Is considering upgrading their webstte, the technology selected as part of that project should be considered to support the Gl$ Portal. The following deliverables will be completed under this task: · Development and implementation of a Cooperative G1S Portal. GlS Anolication Development Impl~n~ent a GIS Viewer that contains RPTSA data, tax data, parcel owner information, permit data, code violations, zoning data, ZBA data (variances), wetlands, street names, hamlet boundaries, fire district boundaries, school district boundaries and orthophotagraphy. This viewer will provide access to Google Street View, Blng Maps (for oblique imagery), and measurement capabilities. This viewer will have standard mapping tools that include pan, zoom in, zoom out, print, identify, search by address, search by intersection and search by tax map number. Data from the centralized spatial data management system will be used to support this viewer. The GIS Viewer should make 3.7 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE available GIS and land based data from both the Town and the Village whereas access to the data can be controlled by security privileges. This viewer should be accessible as a website. Data from RPS and Municity will be extracted on a periodic basis and incorporated into the GIS Viewer. The following deliverables will be completed under this task: · Extraction, Transformation and Load CETLi} routine for RPS and Municity data. · Development and Implementation of a GIS Viewer. The Town and Village will submit all required project reports and copies of any documentation to NYS Archives, which will conclude the project. 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 within this grant application. To demonstrate the commitment by the Town to ensure the successful completion of this phase as well as future phases, the Town has passed Resolution 2011-103 establishing a GIS Steering Committee with members recommended in the GIS user needs assessment. The Town and Village will conduct regular meetings starting immediately in an effort to properly prepare for the initiation of this project. Copy is attached to grant application. The following schedule presents a reasonable timetable for successful completion of the proposed project before June 30, 2012. July 1, 2011 - August 1, 2011 - The Project Director will return the grant acceptance form to the State Education Department. August 1, 2011 - August 15, 2011 - The Town will execute a contract with Bowne Management Systems to complete the GIS implementation. August 15, 2011 - September 15, 2011 - The Town and Village will procure the required hardware as outlined in the grant application. September 15, 2011 - September 30, 2011 - The Town will install and configure the required hardware and non-GIS software within the Town Hall datacenter. October 1, 2011 - October 15, 2011 - Bowne will install and configure all the GIS software on the newly installed GIS hardware within the Town Hall datacenter. The geodatabase design recommended in the GIS UNA will be implemented during this task and any security requirements will be configured to support the Town's and Village's needs. November 1, 2011 - December 31, 2011 - The Town will obtain, install and configure open source content management software in support of the GIS Portal. The initial contents of the GIS Portal will be determined by the GIS Steering Committee and implemented as part of this task. 18 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE November 1, 2011 - November 15, 2011 - The Town, with Bowne's support, will load all spatial data within the Town and Village into the centralized geodatabase. During this time, Bowne will provide the Town with the required administrative training. November 15, 2011 - December 15, 2011 - The Town will implement the required data back-up and maintenance procedures required to ensure all spatial data stored within the spatial database management software is properly backed up and available in case of an disaster. November 15, 2011 - December 15, 2011 - Bowne will provide beginner and advanced end-user training to identified Town and Village employees. December 15, 2011 - February 28, 2012 - Bowne will develop and implement a web- based GIS Viewer for the Town and Village users. The task will include user acceptance testing and training for the end users at both the Town and Village. ~, b. Address each of the General catego requirements and the requirements of the specific pro_iect category and _type. Category_: General Categor? Records Focus: The Town's goal is to develop a GIS that enables all Town Deparhnent and Village Deparhl~ent staff to access, create, share, and distribute digital geographic records efficiently based on the proposed GIS user needs assessment. If funded, this project will greatly improve records management practices at the Town of Southold and Village of Greenport and enable shared services to be implemented and possibly extended to other special districts within the Town. Adherence to Archives' Standards and Guidelines: The Town of Southold and Village of Greenport will follow the GIS development process described in State Archives Publication #GIS03, Local Government GIS Development Guides. Increased CapaciW: The development of a GIS system that will enable the Town and Village the ability to access, create, share, and distribute digital geographic records. This will greatly enhance our current capacity to manage records within both municipalities as well as provide us with the ability to more easily share information among the municipalities. Intent and Abili~ to Maintain: A GIS Steering Committee has been created and will be responsible for implementing the recommendations put forth in the GIS user needs assessment and establishing and maintaining GIS policies and procedures. The GIS Steering Committee will also be responsible for review and maintenance of the GIS user needs assessment implementation plan as phases are completed. Supporting Documentation: The Town and Village will include all supporting documentation necessary to justify the need and costs associated with successfully implementing this project. This includes the GIS user needs assessment conducted in the :1.9 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE 2010-11 grant cycle, the Town's Request for Quotes (RFQ) and Bowne Management Systems RFQ response. (~ate~orV: Geo~uranhic Information S~ stems All annlt~ttons for fundlne to imnlement a GIS must be for Coonerative or Shared Services ~ The implementation of a shared enterprise GIS environment as per the recommendations of the G[S user needs assessment involves both the Village of Greenport and Town of Southold. Having both the Town and Village constitutes a cooperative project. Fully explain why your _~overnment npedn GIS and specific GIS applications: The Town of Southold and Village of Greenport need a solid, easy-to-use, GIS technology that allows all Town and Village staff to access, create, share and distribute digital geographic information efficiently. The implementation of a GIS will properly organize spatial data which can be managed by industry-standard GIS software and accessed through existing records management systems within the Town and Village. A GIS will enable all Town and Village staff to access, create, share and distribute digital geographic information more efficiently and effectively. And eventually, our GIS will be extended to provide valuable spatial data to constituents through the Internet. Imaging is not a component of this grant application. 3. c. E~?laln who will be respnn.nible for performin? each pro!ect acttvi _ry. lncludln? pro.lect mana?ement. Indicate the qualifications of key pro.lect staff (includln? consultants and vendors) In terms of education, trainin?, and 8x?erlence. (g points] As the lead agency for this cooperative grant application, the Town of Southold will be responsible for project management. The Project Director will be the project manager who will be Bowne's point of contact at the Town and who will oversee Bowne's work for compliance with the guidelines of the project application. The Town Data Processing Depari~,ent will be responsible for procuring, installing and configuring all hardware and non-GlS software components associated with the shared enterprise GIS environment. Bowne will provide support to Town resources in the event additional support is required. The Town Data Processing Depa~tiiient will be responsible for procuring, installing and configuring the GIS Portal using open source content management software. Bowne will be responsible for supporting the GIS coordinator in installing and configuring the GIS server and database software and the desktop software for the required users. A total of twelve {12} Town and Village employees will have GIS desktop software installed. A license manager with four (4} concurrent licenses (one for Arclnfo, two for ArcEditor and one for ArcView} will be installed and each desktop software will be configured to access 20 of 23 LGRMIF 2011-2012 Narratives ORIGINAL NARRATIVE that license manager to obtain a valid desktop license. Bowne will also be responsible for installing ArcSDE and implementing the recommended geodatabase identified in the GIS user needs assessment report. It is expected that Bowne resources will work closely with the Town's GI$ Coordinator in an attempt to provide as much knowledge transfer as possible. Bowne will be responsible for the loading of spatial data, providing training and developing a web-based GIS application. The Town and Village will support the project by providing staff, including the GIS Coordinator and monetary resources necessary for the timely completion of all tasks related to each GIS user needs assessment deliverable. Resources provided by the Town and Village will include responses to inquiries necessary for the timely completion of project deliverable and project oversight to ensure timely completion of each grant deliverable and final report preparation. Bowne has demonstrated exceptional qualifications necessary to successfully undertake the GIS implementation project. Consultant qualifications necessary for the successful completion of a GIS implementation: · Previous familiarity and experience implementing municipal GIS Needs Assessments implementation plans in New York State. · Experience in GI$ data and technologies. · Documented references and supporting information to substantiate the ability and knowledge to undertake a project of this magnitude. The Town's Supervisor, Mr. Scott Russell, is identified as the Chief Administrative Officer and the government leader for this project. Resumes of Town staff have been included for review as attachment to this LG-NA form. Qualifications Bowne's key staff are included in their respective proposals. Local Government Contributions (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. 4. a. Demonstrate contributions to thi.~ _nro iect (S _nolnts] 21 of 23 I_GRMIF 2011-2012 Narratives ORIGINAL NARRATIVE The Town of Southold and Village of Greenporgs commitment to records management will continue during this project. The project will result in the implementation of a shared enterprise GIS environment which will enable the Town and Village to increase the effective use of relevant Town and Village records. Because traditional allocation of budget items is not directly relevant to this project, the Town will contribute to the project in the following ways: GIS Steering Committee: The long term time commitment of all Town and Village personnel appointed to the GIS Steering Committee. Time Commitment - Town and Village personnel from each department will be involved with the GIS implementation. Department heads and their staff will support the GIS Steering Committee, be involved in training, support testing efforts and provide feedback. The GIS Coordinator and Data Processing will be involved in supporting the installation, configuration, and maintenance of hardware and software. Involvement - Town personnel are interested and excited to learn how GIS technology can be employed to assist with their daily tasks. Staff want to be fully engaged in the process. Review - As products and training is made available, Town personnel will provide new ideas about the GIS technology and its impact on increasing records management efficiency. Funds - To support future phases of the GIS implementation plan, the Town has initiated capital budget projects in 2012 and 2013. The funds available in these capital budgets will be used to effectively support GIS in the near future, implement phases Il and III and ensure the success of GIS over the long term. 4. b. Describe how this project and records management in general will be maintained over the long term. (5 _nointsi If our grant application is awarded, the implementation of a shared enterprise GIS environment will be the next step towards a vast improvement in the Town's records management practices. The Cooperative (Town/Village) GIS Steering Committee will be responsible for making recommendations on budget, staffing and priority projects to the Town Board and Village Trustees. This includes the continued review and update of the implementation plan derived from the GIS user needs assessment. To support future phases II and III of the GIS implementation plan, the Town has initiated capital budget projects for 2012 and 2013. The funds available in these capital budget 22 of 23 LGRMIF 2011-2012 Narratives ORIGiNAL NARRATIVE projects will be used to effectively support GIS in the near future and ensure the success of GIS over the long term. The GIS Coordinator, Network Administrator, Records Management Officer, as well as all other departments will continue with our previous records management standards and will be working the new G[S related standards as outlined in this grant application into our normal work routine. 23 of 23 Budget Narrative Ea_ui_ument (Code 201 Database Server Dell Power Edge R510 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include a database server are required. As the Town has standardized on the use of Dell servers within their datacenter, quotes were solicited from Dell for the database server. Quotes from three (3) hardware vendors are not required as Dell is an authorized vendor under contract number New York State Office of General Services back-drop contract PT54100. The database server recommended by Bowne as part of the implementation plan of the GIS user needs assessment was a PowerEdge R510. The R510 is recommended for small to medium size business environments to support core business applications such as Microsoft SQL Server and Microsoft Exchange. With advanced systems management capabilities, a compact chassis, high- availability and redundancy features and a large amount of internal storage, this server is an ideal server to support the shared enterprise GIS environment. The identified size requirements were recommended to support the needs of the shared environment which includes storage of large amount of spatial data and imagery. Spatial data includes approximately 150 feature classes totaling approximately 76 GB of data, seventeen (17) sets of historical aerial imagery (ranging from 1930 to 1999), three (3) sets of orthophotography (ranging from 2001 to 2007) and one set of oblique imagery from Pictometry. It should be noted that the Town, working directly with Suffolk County is in the process of obtaining additional historical imagery, 2010 orthophotography images, LiDAR (Light Detection And Ranging) data and additional oblique imagery from Pictometry. Additional datasets from local, state and federal agencies will be evaluated by the Town's G[S coordinator and GIS steering committee and incorporated into the shared enterprise environment as needed. As the shared enterprise environment continues to mature, it is also anticipated that special districts (e.g., fire districts) within the Town can be incorporated into the environment to foster continued cooperation and shared services. Based upon these data requirements, a total of 2.4 TB of storage is estimated for the database server initially. While this storage is adequate to support the immediate needs of the Town and Village, the server can be upgraded at a later date by the Town to support additional data requirements as the environment matures. purchased Services (Code401 Bowne Management Systems, Inc. - NYS OGS Contract: CMA696A If this grant application is approved, the Town will hire Bowne Management Systems (Bowne), a local GIS consulting firm to implement the shared enterprise GIS environment. The Town needs to hire a professional GIS consulting firm because the Town and Village currently do not have the expertise or staff resources to complete a project of this type in-house. In addition, Bowne was responsible for conducting a GIS user needs assessment with the Town of Southold and Village of Greenport and is very familiar with our GIS goals, objectives and needs, Furthermore, given the recommended migration to the ESR[ GIS environment as outlined in our GIS user needs assessment to support our shared enterprise environment, we do not have the required skills necessary to install and configure this software and require the expertise of a GIS consulting firm familiar with this software platform. Bowne has significant experience with the ESRI product environment which includes authorized trainers in the desktop software, knowledgeable resources with specialized experience in the use of ArcSDE and skilled developers who have years of experience developing and implementing GIS solutions for local governments. Bowne was also previously awarded the ESRI Foundation Partner of the Year. Bowne responded to a Request for Quote (RFQ) submitted on January 21, 2011. As per the LGRMIF requirements for the 2010-11 grant cycle, quotes from three (3) GIS vendor are not required if the selected vendor has a New York State Office of General Services (OGS). Bowne is an authorized vendor under contract number CMS696A of the Consulting/IT Services Group. Bowne's response to our RFQ is attached to our grant application along with the Town's RFQ. Based upon the experience of Bowne, as noted in their response to our RFOo working with local municipalities within our local region, the fact that Bowne is an approved vendor on the New York State OGS back-drop contract and Bowne's understanding of our needs (through the completion of our GIS user needs assessment), we are confident in the appropriateness and reasonableness of the tasks outlined and the cost associated with successfully completing those tasks. Bowne's tasks were limited to tasks that involved GIS related software, training and development. It should be noted that for tasks that involve non-GIS related activities, such as procurement of hardware, software and the implementation of a content based portal, we have selected to use Town personnel. This approach will allow us to more effective utilize specialized resources to complete the project and enable the Town to be more involved in and committed to the completion of the proje~ Supplies & Materials (Code 45) I~SRi Desktop Solh~are - NYS OSG Contract: P56395 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, desktop solq:ware from ESRI is recommended. A quote was solicited from ESRI for the required desktop software. Quotes from three (3) software vendors are not required as ESRI is an authorized vendor under contract number New York State Office of General Services back-drop contract P56395. As part of the GIS user needs assessment, it was recommended that the Town migrate from Maplnfo to ESRI tools for desktop editing, spatial analysis, spatial data management, and map production. While Maplnfo is a capable GIS desktop tool, it lacks some of the more complex spatial analysis tools required to support the needs of the Town. Additionally, as the majority of neighboring municipal communities (including Town of Riverhead, Town of Southampton, Town of East Hampton, Town of Islip, Town of Babylon, Town of Huntington, and Suffolk County) are currently using ESRI technologies, the transition from Maplnfo will increase the Town's ability to support collaborative projects and will allow the Town to leverage data, maps, applications and knowledge developed in the ESRI environment. ESRI's ArcGIS is rooted in data management and has a great facility for managing geographic features and their related attributes in a computer database. GIS is database-oriented and thus tends to handle data in a single seamless database. GIS employs the concept of layering and segregating different kinds of features into more easily managed layers, typically one layer per feature type. Layers can have different data requirements and behaviors based upon different business rules. To determine the number of desktop GIS users that will require licenses for the ESRI ArcGIS product, an evaluation of all employees interviewed during our assessment was conducted. A total of 43 Town and Village employees were interviewed. Of these interviewed, a total of twelve (12) employees were identified to need desktop GIS software. Knowing that all twelve employees don't need the same level of GIS functionality within the desktop software, each employee was identified as an ArcView, ArcEditor, or Arclnfo user. ArcView provides map creation and interactive visualization functionality. ArcEditor provides multiuser editing and advanced data management functionality. ArcInfo provides advanced analysis, high-end cartography, and extensive database management functionality. As per the recommendations in our GIS user needs assessment, a total of three (3) users were identified as ArcView users, seven (7) as ArcEditor users and two (2) as Arclnfo users. As not all users will be accessing the desktop GIS software at the same time, concurrent use licenses were recommended. A total of one (1) concurrent use ArcView license, two (2) concurrent use ArcEditor licenses, and one (1) concurrent use Arclnfo license will effectively support the needs of the Town and Village during the initial implementation of the shared enterprise GIS environment. We believe this is the most cost effective deployment of GIS desktop software within the Town and will provide an increased production in GIS products. As GIS use grows within both the Town and Village and additional desktop licenses are required, the Town will be responsible for purchasing those licenses. In addition to these desktop products, Spatial Analyst, an extension to the desktop product was recommended in our GIS user needs assessment. Spatial analyst is an extension to ArcGIS Desktop that provides powerful tools for comprehensive, raster-based spatial modeling and analysis. Using ArcGIS Spatial Analyst, you can derive new information from your existing data, analyze spatial relationships, build spatial models, and perform complex raster operations. Self-documenting models make it easy for others to understand the spatial analysis process applied, examine what-if scenarios, and compare results. With ArcGIS Spatial Analyst tools, you can Find suitable locations. Calculate the accumulated cost of traveling from one point to another. Perform land-use analysis. Predict fire risk. Analyze transportation corridors. Determine pollution levels. Perform crop yield analysis. Determine erosion potential. Perform demographic analysis. Conduct risk assessments Model and visualize crime patterns Delineate watershed and subwatershed boundaries One of the most notable functions identified above is the delineation of watershed and subwatershed boundaries. The Town, in complying with MS4 requirements, will be required to map these boundaries and the implementation of spatial analyst will support the Town's ability to comply with MS4 requirements. Other notable functions identified above include demographic analysis which will be key to the Town's efforts in updating our master plan and erosion analysis of storm damage to our shoreline areas. The use of spatial analyst will be critical in supporting these tasks. Relational Database Management Software (RDBMS) Microsoft SQL Server and Spatial Data Engine ESR! ArcSDE Currently, Microsoft SQL Server is the RDBMS solution of choice for the Town of Southold. As the Town has implemented previous records management software products using Microsoft SQL Server (Laserfiche and Municity), it is appropriate for the Town to implement Microsoft SQL Server in conjunction with ESRI's ArcSDE to support the GIS implementation. As part of our GIS user needs assessment and preparation for this grant, the Town evaluated open source database technology to support the Towns needs. PostgreSQL was evaluated in conjunction with PostGIS. It was determined that the advanced functionality required to support database versions and security privileges was not adequately supported in PostgreSQL and PostGIS. Additionally, every local municipality within our region (including Town of Riverhead, Town of Southampton, Town of East Hampton, Town of Islip, Town of Babylon, Town of Huntington, Town of Smithtown and Suffolk County are all using ESRI's ArcSDE and either Oracle or SQL Server. The ability to replicate this environment at the Town was ideal to promote the possibilities of share data, collaborating on similar projects and sharing knowledge moving forward. The recommendations for SQL Server and ArcSDE wilt provide the Town with the appropriate software platform to implement the shared enterprise GIS environment at a reasonable cost. It should be noted that while we did not chose an open source solution for our spatial database management solution, the Town will pursue open source technology to support the distribution of web-based GIS applications as opposed to ESRI's ArcGIS Server Standard or Advanced Editions. While these products offer a robust environment that integrates well with ArcSDE and the desktop GIS software, the costs for this software could not be iustified. Open source solutions from GeoServer and OpenScales can provide similar capabilities in distributing web- based GIS solution to the Town and Village and were selected based upon their capabilities as measure against the Town's needs. In pursuing open source technology for web-based GIS solutions, we have saved the Town and Village $16,000 in additional license costs as well as an additional $7,000 per year in maintenance costs. The Town solicited three (3) quotes from vendors on the purchase of Microsoft SQL Server 2008 software. Quotations were received from CDW-G, Global, and TechDepot (quotations included). Global provided the lowest quotation for the Microsoft SQL Server 2008 R2 software. As the GIS user needs assessment recommended the migration to ESRI's sol,rare platform, a quote was solicited from ESRI for the ESRI software, including ESRI's ArcSDE. ArcSDE is included as part of ESRI's ArcGIS Server - Enterprise Basic Edition Version 10. Quotes from three (3) software vendors are not required as ESRI is an authorized vendor under contract number New York State Office of General Services back-drop contract P56395. Back-up Software Symantec Backup Exec Currently, Symantec Back-up software is the backup software solution of choice for the Town of Southold. As the Town will purchase and install a new instance of SQL Server on the database server, the base back-up software license and SQL Server agent software will be required to support data back-ups. The Town solidted three (3) quotes from vendors on the purchase of back-up software. Quotations were received from CDW-G, Global, and TechDepot (quotations included). CDW-G provided the lowest quotation for the software. Relational Database ~aana~ement Software Licenses Microsoft SOL Server The Town solicited three (3) quotes from vendors on the purchase of Microsoft SQL Server 2008 client access licenses (CALs). Quotations were received from CDW-G, Global, and TechDepot (quotations included). CDW-G provided the lowest quotation for the Microsoft SQL Server client access licenses (CALs). A minimum of five CALs is required to support users accessing the Microsoft SQL Server databases. Any additional CALs required as the shared enterprise environment grows will be purchased by the Town and/or Village. Web Server Dell Power Edge R410 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include a web server are required. As the Town has standardized on the use of Dell servers within their datacenter, quotes were solicited from Dell for the web server. Quotes from three (3) hardware vendors are not required as Dell is an authorized vendor under contract number New York State Office of General Services back-drop contract PT64100. The web server recommended by Bowne as part of the implementation plan of the GIS user needs assessment was a Dell PowerEdge R410. The R410 is recommended for small to medium size business environments to support high performance computing (HPC). The server also provides advanced virtualization capabilities. As many of the thirty two (32) GIS applications identified as part of the GIS user needs assessment includes functionality that can be deployed as server side components within a web-based application, a robust web-server will be required. Additionally, as it is anticipated that approximately 100 users will be accessing the GIS applications developed as part of the phase one implementation which includes users from the Village of Greenport accessing the application via a secured Virtual Private Network (VPN) connection, it is imperative that a robust web server be implemented. The PowerEdge R410 with the recommended configuration (included within the quote from Dell) will be adequate to support the needs of the initial implementation and provide the required flexibility to be upgraded at a later data by the Town to support the growth of GIS functionality within the shared enterprise environment. Network Attached Storage Buffalo TeraStation 111 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include network attached storage (NAS) are required. The Town has adopted Buffalo's rack mounted technology for network attached storage devices. The Buffalo's TeraStation III Rackmount NAS is a high-availability, high performance solution for small to medium sized businesses. Given the large amount of spatial data anticipated for the shared enterprise environment, the current tape back-up procedures the Town uses does not have the required capacity. Therefore, to support this new environment to be implemented as part of this grant, tapes will not be used for daily back ups and replaced with the more efficient and effective NAS. Back-up software from Symantec will be purchased to back-up data within SQL Server and data located on the database and web servers to the NAS. It is anticipated that a full back-up of the data will be performed each week with differential back-ups being performed each night (that include delta changes). Daily and weekly back-up copies will be stored on the NAS for a period of one month at which point the data will be copied from the NAS to tape and taken to an off-site location. Implementing a rack-mounted solution to support data back-ups for the shared enterprise GIS environment will allow the Town to ensure the critical data which is the back-bone of any GIS is adequately backed up and can be easily restored in the event of a disaster or emergency. The Town solicited three (3) quotes from vendors on the purchase of Buffalo's TeraStation III Rackmount NAS. Quotations were received from CDW-G, Global, and TechDepot (quotations included). TechDepot provided the lowest quotation for the NAS. Rack Dell Power Edge Rack 4220 420: To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include a rack are required. Given the limited space available within the Town's datacenter, rack mounted servers from Dell have been adopted as the standard moving forward. Quotes from three (3) hardware vendors are not required as Dell is an authorized vendor under contract number New York State Office of General Services back-drop contract PT64100. This rack will be dedicated to the enterprise shared GIS environment and will be used to house rack mounted hardware devices that support this environment. By isolating this hardware environment to the confines of one rack, the Town Data Processing Department can more easily support, upgrade and troubleshoot issues with this environment. Local Government Records Management Improvement Fund (LGRMIF) Project Budget Project Number 0580 - 12 -2252 Institution Town Of Southold - Professional Staff Expenses Support Staff Expenses Quantity 1 lnst'l Contrib. $0 Equipment Totals Inst Contrib. 0 Equipment Expenses Description Unit Price Vendor Dell - NYS contract Database Server $12,269.79 PT64100 AmtRequested AmtAwarded ExpSubmitted ExpApproved $12,269 $0 $0 $0 AmtRequested AmtAwarded ExpSubmitted ExpApproved $12,269 $0 $0 $0 Minor Remodeling Service Type 2,500. lnst'i Contrib. $0 Purchased Services Expenses Service Provider/Name of BOCES Bowne Mgmt Systems, Inc. AmtRequested AmtAwarded $2,500 $0 Calculation of Cost Install & Configure MS SQL Server, ArcSDE, ArcGIS ExpSnbmitted ExpApproved $0 $0 pd4ml evaluation copy. visit http://pd4ml.com Service Type 2,500. Inst'l Contrib. $0 Service Type 4,000. lnst'l Contrib. $0 Service Type 4,000. Inst'l Contrib. $0 Service Type 5,000. Inst'l Contrib. $0 Service Type 4,000. Inst'l Contrib. $0 Service Type 4,000. Inst'l Contrib. $0 Service Type 15,000. lnst'l Contrib. $0 Purchased Service Inst Contrib. 0 Service Provider/Name of BOCES Bowne Mgmt Systems, Inc. AmtRequested AmtAwarded $2,50O $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $4,000 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $4,000 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $5,000 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $4,00O $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtReqoested AmtAwarded $4,000 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $15,000 $0 Totals AmtRequested AmtAwarded $41,000 $0 Calculation of Cost Design and Develop Database ExpSubmitted ExpApproved $0 $0 Calculation of Cost Load Data into the Database ExpSubmitted ExpApproved $0 $0 Calculation of Cost ArcGIS End User Training - Beginner (2 days) ExpSubmitted ExpApproved $0 $0 Calculation of Cost ArcGIS End User Training - Advanced (3 days) ExpSubmitted ExpApproved $0 $0 Calculation of Cost ArcSDE w/SQL Server Training (3 days) ExpSubmitted ExpApproved $0 $0 Calculation of Cost ETL Development ExpSubmitted ExpApproved $0 $0 Calculation of Cost Develop Land Records GIS Viewer - Intranet ExpSubmitted ExpApproved $0 $0 ExpSubmitted ExpApproved $0 $0 pd4ml evaluation copy. visit http://pd4ml.com Purchased BOCES Services Expenses Supplies, Materials Expenses Quantity Description ESR/ArcGIS- 1 Arcinfo 10CU Inst'l Contrib. AmtRequested $0 $7,320 Quantity Description ESRI ArcGIS - 2 ArcEditor 10CU Inst'l Contrib. AmtRequested $0 $11,476 Quantity Description ESR/ArcGIS - 1 ArcView 10CU Inst'l Contrib. AmtRequested $0 $2,882 Quantity Description ESRI ArcGIS- 1 Spatial Analyst Extension Inst'l Contrib. AmtRequested $0 $2,040 Quantity Description ESR/ArcGIS 1 Server-Enterprise Basic Edition Version 10 Inst'l Contrib. AmtRequested $0 $8,185 Quantity Description Microsoft SQL I Server 2008 R2 lnst'l Contrib. AmtRequested Unit Price Vendor $7,320.00 ESR/ AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Unit Price Vendor $5,738.00 ESRI AmtAwarded ExpSnbmitted ExpApproved $0 $0 $0 Unit Price Vendor $2,882.00 ESR/ AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Unit Price Vendor $2,040.00 ESRI AmtAwarded ExpSubmitted $0 $0 Unit Price Vendor ExpApproved $0 pd4ml evaluation copy. visit http://pd4ml.com $8,185.00 ESRI AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Unit Price Vendor $2,266.99 Global (3 quotes) AmtAwarded ExpSubmitted ExpApproved $0 $2,266 $0 $0 $0 Quantity Description Unit Price Vendor Symantec Backup 1 Exec 2010 $678.29 CDW-G (3 quotes) Software - Base lnst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $678 $0 $0 $0 Quantity Description Unit Price Vendor Symantec Backup Exec 2010 1 $678.99 CDW-G (3 quotes) Software - SQL Server Agent Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $678 $0 $0 $0 Quantity Description Unit Price Vendor Microsoft SQL 5 Server 2008 $129.67 CDW-G (3 quotes) Standard CAL (5) Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $648 $0 $0 $0 Quantity Description Unit Price Vendor Dell PowerEdge Dell (NYS 1 Web Server $4,290.81 contract#PT64100 Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $4,290 $0 $0 $0 Quantity Description Unit Price Vendor Network Attached TechDepot (3 1 $1,695.31 Storage (NAS) quotes) lnst'! Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $1,695 $0 $0 $0 Quantity Description Unit Price Vendor Dell PE Rack 4220 Dell (NYS OGS 1 $2,633.29 42U #PT64100) lnst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $2,633 $0 $0 $0 Supplies, Materials Totals Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved 0 $44,791 $0 $0 $0 pd4ml evaluation copy. visit http://pd4ml.com Travel Expenses Employee Benefit Expenses Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $98,060 $0 $0 $0 pd4ml evaluation copy. visit http://pd4ml.com LGRMIF Vendor Quote Page 1 of 1 Archives Partnership Trust I Office of Cultural Education [ ~!i~e C atalggl Search I Home [ iome ! Q_R._M!__[ Initial Application Forms: Post-Grant Award Forms: t lclp ~ Ii[omc Checklist ~' Checklist ¢' Vendor Quote To add a new Vendor Quote record, either select your vendor name from the List of Vendors or Add a new Vendor to the list. l,ist of Vendors Add new Vendor Vendor Quote Form Please complete this form to provide evidence that you have contected three vendors for price quotes, unless you have one quote for a State Conlra~t, Preferred Source, or Sole Source s~rvice or product. For services rendered, provide more detail in the Buds~ Ca~'8ory end Narrative form, Code 40 Sole PFeferred Selected Source Quoted Price Quote Vendor Description of Item or Service Contract# Vendor Vendor Syst,~ns I)ele_te this vendor quote record DUll/ASAP Sofavam Inc. vendor quote record Consulting Services for GIS Implementation. Calculation of consultant costs, and employees and salaries are atttached to grant application Database Server PE R5IO Quote is attached to grant application ':~ Yes ,:}: Yes .7* yes CMS696A 41o0o (No ,:~ No No .~'Yes .i Yes ~Yes PT 60291 12269.79 'e, No ':*'No No Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https ://eservices.ny sed.gov/ldgrants/saveLgVendorQuote, do 2/1/2011 Task I - Install and Configure MS SQL Server, ArcSDE, ArcGIS C72 [Senior Analyst Il I PMII [Project Manager II Sub-total for Task 178.57[ 2,500.00 2,500.0n Task 2 - Design and Develop Database C72 ISenior Analyst II I PM II IProject Manager II 2,500.00 Sub-total for Task 2,500.00 178.57 Task 3 - Load Data into the Database C72 Senior Analyst II 2,142.84 C71 Senior Analyst I 1,857.16 4,000.00 PM I Project Manager I 12 Sub-total for Task 3 Task 4 - ArcGIS End User Training - Beginner (2 days) C51 IGIS Analyst I I PA I [Programmer/Analyst I Sub-total for Task 3 142.861 4,000.00 4,000.00 Task 5 - ArcGIS End User Training - Advanced (3 days) C51 IGIs Analyst I I PM II [Project Manager II Sub-total for Task 3 42.86 5,000.00 5,000.00 Task 6 - ArcSDE with SQL Server Training (3 days) C72 Senior Analyst II C71 Senior Analyst I I 178.571 2,142.84 PM II Project Manager II I 12 PM I IProject Manager I 2412 154.76 1,857.16 Sub-total for Task 3 4,000.00 Task 7 - ETL Development C51 IGIs Analyst I I PAl IPmgmmmer/Analyst I 28 142.86 4,000.0(~ Sub-total for Task 328 4,000.00 Task 8 - Application Development C71 ISenior GIS Developer Analyst II I PM I I Project Manager Sub-total for Task 100 150.00 15,000.00 100 15,000.00 TOTALI 2671 I 41,ooo.oo VENDOR QUOTE PROJECT BUDGET Equipment (Code 20) DELL NYS OGS Contract # PT 64100 Database Server Dell Power Edge R510 $12,269.79 Rounded offto 12,269. in electronic grant application iRe: Database Server DELL Dell Power Edge R510 Page 1 of 2 QUOTATION QUOTE #: 671880840 Customer ~ 4136135 Contract #: 4?ABU Cu~tomerAgreement #: P'r64100 Quot~ Date: 1120111 D~te: 1nots1 e:01:~ PM Customer Name: TOWN OF SOUTHOLD TOTAL QUOTE AMOUNT: ~' Pl~duot ~ulXotal: Tax: Shipping & Handling: 8hlppillg Methnd: Ground Total Number of ~ystem Groups: I file://C:\UseTs~lloydr. TOWN~AppData~Local~ficrosoft\W'mdows\Temporary Intemet File... 1/21/2011 Page 2 of 2 Mlee: Power Omd, NEMA 6-16P to ~ 3, 8ALE$ REP: I MIKE MAZZARELLA Enroll Addmxe: I Mlke_M&zzerella~Dell.com PHONE: [ 1888~Tt..33M Phone Ext: 87962 Plmmo review thio quote oumfully, ff complete and accurate, you may place your order online It www.dell.comlntD (u~e quote number Ibeva). PO~ aim paymante uhouM be made to D~/I Maffcedng LP. you do not have a uupamte ngmemont wkh Dell that applM to your order, pielme refer to w.dell.con~n.~ ax follow~: If purdtaxlng for your Internal u~e, your order will be subJ~t to De/l'~ T(.'n..~ and Cond/t/~m of .Sa/~-D/r~t Including Dell'. U.8. Return Poliey, at WWw.dell.¢om/retumrmlicv#totM. If purchaxlng for rceMe, your order will be subject to D~//'~ Temm and Condldon of Sale for Perm)n~ orEndde~ Purchasing fo Raxe//, und other temm of DMI~ PuftoerDIreot program at ~il~J~l~J,~O~. W your order include, xerviee~ vier w.dell.con~aervlce(:onblcte for lur~e dce~tptk)~l and torero. Quote InfonmWon ie valid for U.8. cu~tomerl and U.S. iMdree~ee only, and ie subject to change. 8aiee tax on prnducto ohippiM ie baled on "Ship To" iddre~ und for downloude ie baxnd on "Bill To" Iddreax. PIxexe Indicate any w-exempt Itebm on your PO, aim fax your exemption ceWficete, with Nlier listed xe De//Marketing L.P, to Delri Tax Department It 800.433.9093. Pleurae II~lude your Cuotomer Number. For certain producte shipped to ond-u~m In California, u ~ will be applied. For A~et R~oovary/R~mycllng 8ervlce~, vielt yp~v.dMI.com/assatreooverv. file://C:\Users\lloydr. TOWN'~ppData~Local~icrosoft\Windows\Temporary Intemet File... 1/21/2011 ~ PROIECT BUDGET Supplies and Materials (Code45) 1. ESRI NYS OGS contract #P56395 Arclnfo ArcEditor ArcView ArcGIS Spatial Analyst Arc GIS Server Basic Enterprise 7,320.00 11,476.00 2,882.00 2,040.00 8,185.00 Microsoft SQL Server 2008 1. Global 2. Techdepot 3. CDW-G 2.266.00 2,400.03 2,523.67 Symantec Backup 1. CDW-G 2. Techdepot 3. Global 678.29 678.29 703.18 732.97 679.04 707.81 Microsoft SQL Server Licenses (5) 1. CDW-G 2. Bowne 3. Global 648.35 663.30 726.25 Dell Power Edge R410 Web Server NYS OGS Contract # PT64100 4,290.81 Buffalo TeraSmtionlllRackmountServer 1. Techdepot 1,695.31 2. Global 1,740.00 3. CDW-G 1,749.99 Dell Power Edge Rack 4220 42U NYS OGS Contract # PT64100 2,633.29 Please Note: The ~rant total of the Code 45 Buduet is $44.791. due to all numbers being rounded off. esri' ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. 380 New york St Redlend$, CA 92373-8100 Phone: (gog) 793-2853 Fax: (206) 7494)540 DUNS Number:. 06313-4175 CAGE Code: 0AMS3 To exp~ite your order, please effech · copy of this quotation te your purchase order. Quote Is velld from: 01/19/201 f To: 04/19/2011 Quotation # 20379830 Date: January 19. 2011 Customer ~ Contract # 2004MPA3771 TOWN OF SOUTHOLD DATA PROCESSING 53095 MAIN RD PECONIC, NY 11958 ATTENTION: John Sepenoski PHONE: (631) 765-1891 FAX: Mater~al 52382 86353 87143 88282 109066 De~3flptlon Unit Price GIS0001 - Arclnfo Concurrent Use License 7,320.00 GIS0100 - AroEdltor Concurrent Use License 5,738,00 GIS0200 - Ar(View Concurrent Use License 2,882,00 GIS0400 - ArcGIS Spatial Analyst Concurrent Use License 2,040,00 GIS2208 - AmGIS Server Basic Enterprise for Windows Up to Four Cores 8,185.00 License Item Total: Subtotal: Please remove sales tax, municipalities are tax exempt o_-?_-_Tax: Estimated Shipping & Handling(2 Day Delivery): Contract Pricing Adjust: Total: *Pdcing reflects NY State Contract: P56395 Total 7,320.00 11,476.00 2,882.00 2,040.00 8,185.00 31,903,00 31,903.00 2.75~,=4 0.00 0.00 $3,i,654.64 IFor qusetlose eontlct: Tessa Chen Em,li: ~ Phone: (gog) 793-2863 x1296 I A(~eptin~ of thll quotation b limited t~ the Etd !.k~nie Agr~ment and the Que~tttlen Terrr4 and C~nclltionl ' I Thl~ QuoterS1 It mede In oonfldenoe for your review. It may not be dll(~Olecl to third parllel, exoept es required by law, I If sending remittance, plesos a~dreos to: E~rl, File No. ~i630, Los Angeles, Ca 90074-4630 This o.~er .is/irn~p§,tg ,U~ ~ 6e~l~JeltJ iheerpefMed and atta0hed herein. CHENT This offer I$ iimReg tv esrr ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. 380 New York St Rodlande, CA 92373.8100 Phone: (909) 793-2853 Fax: (206) 7494)540 DUNS Number: 06-313.4175 CAGE Code: 0AMS3 To expedita your order, please attach a copy of this quotation to your purchase order. Quota Is velld from: 01/19/2011 To: 04/19/2011 Quotation # 20379830 Date: January 19, 2011 Cuatomer ti Contract ti 2004MPA3771 TOWN OF SOUTHOLD DATA PROCESSING 53095 MAIN RD PECONIC, NY 11958 ATTENTION: John Sepenoski PHONE: (631) 765-1891 FAX: BY aliNING BELOW YOU ARE INDICATING THAT YOU ARE AUTHORIZED TO O~LIOATE FUND8 FOR YOUR ORGANIZATION. DO NOT USE THIS FORM FOR ORDER ACTIVATION IF YOUR ORGANIZATION W1LL NOT HONOR AND PAY AN INVOICE THAT HA8 BEEN ISEUED AT YOUR DIRECTION WITHOUT ADDmONAL AUTHORIZING PAPERWORK. If you have mete ANY llt~utlona to the line items Included tn this quota and have chmn to IIgn the quote to India your ¢¢ceptonna, you muut f~ ged the signed quote In itu entirety In order for the quote to be accepted. You will be cog~ by your Cuetomor ~orvlce Ragranento#ve if addittonel Informutton Ii r~lulrad to complete your ragu~L If your organlxadou II i Ut Fldorll, Itata, or tocld government agency; an educettonal facility; or e company that will flo~ pay Iff Invoice without hiving leeuad i fumTal parchaan order, e eignad quotation will not be icceptad unlean if il lano~lpanled by your purchase order. Thlu quotation il eubJect to the fermi ant forth herein end the tarme of your agreement with Burl, If any, or al ofberwi# provided by leri'u etondord terms and condltinflu ut www,eorl,com/ingll, which Ire tncorlg~retad by f~nce, Federal Govornmeflt efltifMe end prime coutractore buying under GSA prlclng/tarme ire anbJant to Elrl'l ~l~4tarel $u~Dp~ Schedule DS4$P.EO~Ifl, Acceptance Ii limited to tarme of thin quotation, Ead obJncto to and exprna~ly reJanta any dilfurmlt or additional tanlre contained In any purghaan order, offer or conflrmltton #rif or to be lent by buyer. All tarml of thai quototton nc reforlnc~l alive Ihall be incorporetnd into and am part Of uny further or additional ngranmenl reparifing g~d'e anftwere data, web anrvlcan, training, ilrvlC~l led meintanufl¢41. In orifor to expaifha procmlng, pielll retareK! the quotation numW and enylell applicable $erl contract number(I) (e,g, MPA, gL.A, Smll~uy, GSA, BPA) on your ordering document, By signing below, you am euthorlxing $url to Issue an Invoice for the hame Included In the el)eve quota in the amount of: $ tunas if agldlceble. (Note: Shipping costa Ire lutiJect to change.) Pleean check one of the following: agree to pay any applicable eelee tax. -- I em tax ex~wpt, pianan contact me If exempt Information Ii not cur~utly on fill with Eld. Signature of Authodz. nd Radmanntotive Data Name (Plem Pifnt) Title IFor qne-tlone contact: Tessa Chon Em~ll: ~ Phone: (909) 793-2853 x1296 A~oupto~e of thio quotation II limited to the Emi Licenan Agreement and tho Quotation Torme end Conditions This Quototin~ il made in confidence for your mvfew. It may not ha dim:loand to third p~rllec, except Il r~ulr~ by law. If sending rentlftance, please address to: Esrf, File No. 54630, Los Angeles, Ca g0074-4630 CHENT Thll offer 18 limited to the term-, and condlflone Incorporetad End Ettaohed herein. ESRI QUOTATION' TERMS AND CONDITIONS ESRI. 380 New York St,, Redtands. CA 92373-8100 USA · TEL 909-7as-2853 · FAX g09-793-5953 All quotations are valid for ninety (90) days unless otherwise stated on the quotation form. These prices and terms are valid only for items purchased for use and delivery within the United States. This quotation information is proprietary and may not be copied or released other than for the express purpose of the current system selection and purchase. This information may not be given to outside parties or used for any other purpose without written consent from Environmental Systems Research Institute, Inc. (ESRI), To expedite your order, please reference the quotation number on your purchase order. ORDER PROCESS The order process is initiated when ESRI receives an original purchase order or some form of advanse payment. Several additional documents (e.g., Master License Agreement, credit application, Tax Exemption Certificate, etc.) may be required to complete the order process. Generally, the need for these documents varies by the type of soRwere, data, Web.enabled services, subscriptions, pwfessional services or other products ordered, which is determined upon receipt of the purchase order (or advance payment). If delivery must be expedited, please contact your marketing representative for assistance. IMPORTANT{ Collectively, these documents contain the authorizations and information necessary to ship proper versions of the software or data on the correct media, or to initiate Web-enabled services, subscriptions, or professional services. Please return them promptly to avoid unnecessary delays in shipping or delivery. Please return all documents to ESRI Customer Service, or as otherwise directed. Please show the following remittance address on your purchase order: ESRI, File No, 54630, Los Angeles, CA 90074-4630 ESRI LICENSE AGREEMENTS All ESRI software, data, Web-enabled services, and subscriptions offered in this quotation are commercial off-the-sbelf items developed at private expanse and subject to ESRI commercial license terms, You may have a signed license agreement on file that covers this order. If so, please reference the license agreement number on your purchase order. Unless a signed license is on file with ESR. I, ESRI software, data, Web-enabled services and subscriptions are subject to the ESRI License Agreement included with the deliverable item as an on-line or click-through agreement. A copy is enclosed. Certain software or data requires e Master License Agreement signed by both parties. Professional services agreements may also include license tenns. Some ESRI sottwere is copy protected with a soft'ware keycode or hardware key, and some software, data, Web-enabled services or subscriptions require registration or a password. You will be given instructions to access the keycoda, register, or obtain a password through the ESRI Web site or by other means. MAINTENANCE After expiration of any complimentary period of maintenance that may apply to the licensed sottware, ESRI will quote maintenance payable annually in advance. A reinstatement fee applies when maintenance has lapsed. OPTIONAL MULTI-YEAR MAINTENANCE For software and data with optional mnltiyear maintenance for a discounted fee, the discounted maintenance fees are in consideration of, and contingent upon, your commitment to the maintenance term you elect in your order. For such multiyear maintenance, you may cancel the maintenance upon ninety (90) days advanced written notice to ESRI Customer Service, subject to payment of fifty percent (50%) of the outstanding maintenance fees for the maintenance term initially ordered. No other reiknd or reduction for cancellation is available. If you are ordering mnlti-yeer maintenance, please indicate a billing option on your purchase order by selecting a statement as indicated below. Option 1. If you ere purchasing a product with multi-yeer maintenance terms and are issunia the ourchase order for all years uofront, please include the following information on your purchase order: "Thl~ PO is la acceptance of quote # and covers the total amount for all years included in the multi-year maintenance term. ESRI may invoice the entire amount upon shipment." G-272/KMM Page I 10/23/08 Option 2. If you ere purchasing a product with multi-year maintenance terms and ere issninn the nurchase order for the first veer only. please include the following information on your purchase order (PO): "This PO is 1~ aecepinnce of quote # . This order is for the initial year of the multi-year maintenance tenn. We agree to issue a PO for each subsequent year in a pre rata amount per year to be invoiced annually in advance." Option 3: If you are purchasing a product with multi-yeer maintenance terms and are issuinn the ourchase order for all veers uofrotu but want to be invoiced annually, please include the following information on your purchase order: "This PO is in acceptance of quote # and covers the total amount for all years included in the multi-year maintenance term, However, ESRI shall invoice annually in advance a pro rata amount for each year of the term." DATA AND WEB SERVICES DISCLAIMER Data and Web Services may contain some nonconformities, defects, errors, or omissions. THE DATA AND WEB SERVICES ARE PROVIDED "AS-IS" WITHOUT WARRANTY OF ANY KIND. Without limiting the generality of the preceding sentence, ESR[ and its licansors do not warrant that the data and Web Services will meet Licensee's needs or expectations, that the use of the data or web services will be uninterrupted, or that all nonconformities can or will be corrected. ESR[ and its licensurs are not inviting reliance on this data or Web Services, and Licensee should always ver/~ actual data or Web Services. DELIVERY FOB Redlands, CA. USA Software: Allow thir~ (30) days from ESR['s receipt of purchase order, signed Software License Agreement(s), and other documents, as required. Hard.re: Manufacturers terms apply. Lead times depend on make/models purchased. Note: Standard delivery method is ground or two.day air for software and surface carrier for hardware. Actual delivery method may vary depending on weight, Other service is available for an additional fee (e.g,, overnight delivery). PAYMENT TERMS Net thirty (30) days, on approved credit, Orders less than $800 require prepayment by check or credit card unless your organization is a gnvemment agency, university, college, or Fortune ~00 company. TAXES This quote includes applicable sales ur use taxes for the prices quoted as required by law, The tax amount may change depending on the time lapse between this quote and your order to us, ESR[ will include applicable sales or use taxes on your invoice unless you provide proof with your order that your organization or use of the product is tax exempt. G-272/KMM Page 2 10/23/08 Re: SQL Server 2008 I LOBAr TOWN OF SOUTHOLD Accounts Payable 53095 Main Rd $outhold NY, 11971 Dear Accounts Payable, TOWN OF $OUTHOLD Accounts Peyable This document contains your quote summary. Should you have any additional questions or wish to complete your order, please feel frae to call us at 866-310-0145. Please refer to quote number 525934 when contacting us for assistance. Regards, Andrew Asbury Tel: 866-310-0145 Fax: 937-615-1847 andrew.asbury@giohalgoved,com YYT1-41725T 20052~63 BE 2010 AGT MSFT SQL SVR-WIN ML b"VR BDL BP BAS $879.~ 1 $679.04 YY'F1.41770T 20052641 BE 2010 SVR ~VlN ML DVD-SVR BDL BP ESS $707.81 1 $707.81 YYT1-52118R 228.09180 SQL SVR STD ED 200~ R2-32/X64 DVD I 0 CLT $2~6,9~ 1 $2,2~6.9g YYSI-2522157 TS-RXS.0TI./R5 TS-RXL/R5 - NETWORK A'n'ACHED STORAGE - 8.0 $1,740.7.= I $1,740.75 YYT1-40762V 359-05353 OB SQL CAI. 2008 R2 DCAL $145.2~ I 5145,25 SUBTOTAL S5,539.84 FREIGHT (B2B DROP SHIP) $0.00 TAX $0.00 TOTAL $5,~39.84 ADDITIONAL COMMENTS: Please note Qty's may change the pricing structure for ~he software. More than Backup Page: 1 of 2 RE: SQL Server 2008 TE£H'" Product Quote Tech Depot appreciates this opporlunity to provide your o~lanlzation this product(s) quote. Tech Depot stems to make your buying experience sb-aightforemrd and slmamlined by offe~ng intelligent product choices, top brands, end competitive pdces, with the support you demand. Reference~: Date: ~'O-der~2011 Quote#: B110112176 Phone: (888) 707-7040 BILL TO SHIP TO Accounts Payable Uoyd Reisenberg Town of $outhold Town of Southoid Data Procees~ng 53095 Main St. PO BOX 1179 8outhold, NY 11971 Southold, NY 11971 Item # Mfg # PRODUCT QTY PRICE TOTAL 87866161 20052563 Symantec Bacic, up Exec I $703.18 $703.18 2010 Agent for Microsoft SQL Server- complate S7737164 20052641 Symantec Backup Exec I $732.97 $732.97 2010 for Windows Server complete pacicage 'S7825062 22809180 Mlcrosofl SQL Server 2008 1 $2,400.03 $2,400.03 R2 Standard - complete G7601956 TS- Buffalo Terastat]on iii I $1,695.3t $1,695.31 RXS.0TL/R6 Rsckmount NAS sewer Subtotal $5,631A9 TAX (a~ ~ omy) $5.00 SHIPPING & HANDUNG [erred,rd ~mun~ Depot TOTAL $5,$$1.49 FEIN DUN8 Cage Code 106-1526627 I 04-188-3971 - 1LDH8 *Revised C~W COW<:} COW Ca~ada 800.808.4239 ~ Shop~g Cart 4 I{ems Support Log On Shop CDW'G My Account Products Services Solutions Center What CDW Offers Shopping Cart Quantity Product CDWoG Availability Price ExL Price ' (~Li.~~.~j:; i~[~ c~rnoletaSvmanteCoacka~eBeC~u~ Exec 2010 Acont for Microsoft SOL Server- 21333~.7 In Stock $847.87 $847.67 (~l:i~ ....~i~=- pa~1~f;eSymant~c Backup Ex~c 2010 for Window~ S,r~er- ~omplefo 2004430 In Stock $887.~ $~7.7~ ~ Mi=a~ff ~L ~er 2~8 R2 S~n~ - ~le~ pa~e 2~65834 In ~0~ $2,523.67 $2,523.67 C~ Oto m~ve an i~ from your ~ ' 2076971 In Stoc~ $132.66 $663.30 Sub-Total $4,922.61 r. Enter a postal code to quickly estimate shipping cost. Enter a CDW.G part number to RE: SYMANTEC TECH Product Quote Tech Depot appreciates this opportunity to provkle your organization this product(s) quote, Tech Depot strives to make your buying experience straighfforwaml and streamlined by offering intelligent product choices, top brands, and competitive prices, wRh the support you demand. ReferencMt: Date: 20-Jan-2011 QuMe~: 9110112176 Phone: (888) 707-7040 BILL TO SHIP TO Accounts Payable Lloyd Reisenberg Town of Soathold Town of Southold Data Processing 53095 Main bt. ~O BOX 1179 Southold, NY 11971 Southold, NY 11971 Item # Mfg # PRODUCT QTY PRICE TOTAL S7866161 20052563 Symantec Backup Exec 1 $703.t9 $703.t8 2010 Agent for Microsoft SQL Server- comptate 87737184 20052641 Symantec Backup Exec I $732.97 $732.97 2010 for Windows Server - complete package S7825062 228-09180 ~llcrosofl SQL Sewer 2008 I $2,400.03 $2,400.03 R2 btandmd - cornHete package c~t~f N~. G7601956 TS- Buffalo Terabtation III 1 $t,$95.3t RXS.0TL/R5 Rackmount NAS server 6ubtMat TAX (~pMw ~ ~y) $9.00 SHIPPING & HANDLIN~ [stw~ e.~nd Paid t'or TOTAL FEIN DUNS Cage Code 06-! S26627 04-! 85-397! 1LDH$ RE: SYMANTEC SALES QUOTATION BXDHSg2 3172402 1~20~201t TOWN OF $OUTHOLD - DATA PROCESSING PO BOX 1179 'VOUCHER" SHIP TO: TOWN OF $OLITH OLD - DATA PROCESSING Attention To: LLOYD EEISENBERG PO BOX 1179 BOUTHOLD, NY 1197t-0959 Contact: LLOYD REISENBERG 631.765,1591 Customer P.O. # BXDN8~. BUFFALO TERA~TATION lit 6TB NAS RM Mfg#: BUF-'F$-RXS.0'II./R5 Contm~: CDW.~ Quote SYG BE 2010 AGT FR $GL EXP GOV BAS M~: 8Y4.20057902 Cenlm~: ¢ DW,,G Quote MiaMI: $y4-20056160 C(~t~tad: CDW-G Quote EMo~nle d!atdbut;on - NO MEDIA MS MB(3 SQL $RV STO 2008 R2 I~'g~: MBG-228-09435 ElectmNG clltVibutlon · 110 MEDIA H$ MBG ~L DGAL 2005 R2 Mf~. MBG,350,05385 SUBTOTAL FREIGHT TAX 1,749.99 1,745,59 578,29 678,25 578.29 578.29 711,21 711.21 3,947.45 0.00 CDW Oovemmlet 230 North Mk~uk# Ave, Vernon HI~, IL 60051 Phone: 847.371.5000 Pl~e f~mlt payment to: CDW Oovemmmtt 75 Remittsnce Drive Suite 1515 Chk~go, IL 606751515 RE: SYMANTEC globalgoved, com TOWN OF SOUTHOLD Accounts Payable $3gg5 Main Rd Southold NY. 11971 TOWN OF SOUTHOLD Accounts Payable 53095 Main Rd Southold NY, 11971 Phone: (631) 765-1981 Dear Accounts Payable, This document contains your quote summary. Should you have any additional questions or wish to complete your order, please feel free to call us at 866-310-0145. Please refer to quote number 525934 when contacting us for assistance. Regards, Andrew Asbury Tel: 866-310-0145 Fax: 937-615-1847 andrew.asbury@globalgoved.com BE 2010 AGT MSFT SQL SVR-WIN ML SVR BDL BP $679.04 1 $679.04 YYT1-41725T 20052563 BAS YYT1-41770T 20052641 BE 2010 SVR WIN ML DVD-SVR BDL BP ESS $707.81 1 $707.81 YYT1-52118R 228-09180 SQL SVR STD ED 2008 R2-32/X64 DVD 10 CLT $2,266.99 I $2,266.9~ TS-RXL/R5 - NETWORK A~I'ACHED STORAGE - 8.0 $1,740.75 I $1,740.75 YYS1-2522157 TS-RX8.0TUR5 TB- SE YYT1-40762V 359-05353 OB SQL CAL 2008 R2 DCAL $145.25 1 $145.2b SUBTOTAL $5,539.84 FREIGHT (B2B DROP SHIP) $0.00 TAX $0.00 TOTAL $5,539.84 ADDITIONAL COMMENTS: Please note Qty's may change the pricing structure for the software. No contacts listed More than Backup Protect you cdtical data and applications with ARCserve! CA ARCserve Backup unites innovative data deduplication technology, powerful storage resource management (SRM) reporting, disk to disk to tape and virtual tape library (VTL) backup and extensive secudty measures residing on both your physical and virtual servers. Provides more than a backup solution with the potential to receive FREE replication. Ask us more today. Save money on Microsoft software and gain license transfer rights, access to downloads, and host of other benefits thru Volume Licensing. Call your rep for details. Ask your agent about installation. We now offer expert hardware and software deployment services, No job is too big for us to handle from a simple small network to an enterprise level rollout. Page:l of 2 RE: SQL Server LICENSES TOWN OF 8OUTHOCD- DATA PROCESSING PO BOX 1179 'VOUCHER' SOU~0, NY 11871.0959 Cuslomer Phone #631.1~.~ ~HIP TO: TOWN OF ~OUTHOLD. DATA PROCB~ING A~ont~n TO: LLOYD REISENSERG PO SOX 1179 '*VOUCHER*" SOUTHOLD, NY t1971.0959 C, onl~: LLOYD REISENBERG 931,765,1891 C,u~tomer P,O. fi BXDN892 SALES QUOTATION FedEx BUFFALO TE~STA~ON III 9'fa NAS RM M~: BUF-TS~B.0~S ~ CDW~ Quo~ SYG BE ~010 AGT FR &QL EXP OOV BAS M~D~: $Y4.,20057902 C~lre~: CDW-GeQUOm Elontronlo BIl~trlbutlo~l - NO MEDIA I~: C*or4mc~ CDW-G Quote Ele~tmnlo d~MbuUon - NO MEDIA El,~etronle cll~Mbudon. NO MEDIA MS MBO SOL DC, AL 2008 R2 ~: MBG,aSg4)5388 SUBTOTAL FREIGHT TAX 678.26 67&29 678.29 678.29 129,$7 x 5 = 6~8.35 3,~47,45 28.10 0.~ CDW Govtmmem 2~0 Nor~ Mkluk# Avl, Vernon HIItt. IL 60061 PhO~le: 847,371 Shop CDW-G My Accoum S~..,*~ ~.~,,~ E~mc 2010 .a4ent fer ~ SQL StaYer - 2133317 In Stod( $847.87 $847.87 ;: ! .... : $~r~-.~,.~E. mc2OlO~rWmdmmSe~er-~,i~te 2004430 } InStod( $887.77 $887.77 ':' -5 -~ --~": ............................................. 2165834 I In Stock $2,523.67 $2,523~7 iOi~--~J':~ ~Mk;:n~SOl. Server2OOeR2-ic~se : 2076971 InStock ~ $132..! M63.30 ; Sub-Total $4,922.61 8MPl~k~ C4k:: t I EnMr a ix~al _c~e_~ to quk:ldy i EMe~ a CDW-G Imet mm~ber lo 5,~095 Main Rd NY, 11971 Dear Accounts Payable, TOWN OF $OUTHOLD Aa~ount~ Peyab/e 53095 Main Rd NY, 11971 Th~s document contains your quote ~umrnary. Should you trove m~y m~lltfonal ques~ons or wish to complete your order, please feel free to call us at 866-310-0145. Please refer to quote number 525934 when oo~tacting us for assistance. Regards, Tel: 886-310.0145 Fax: 937-6t5-184T e ndrew.aN)ury~globalgoved.com YYTl,,41728T 21X~2563 BE 2010 AGT MSF'r ~QI. 8VR-WlN ML 8VR BI~. BP YYTt-41770T 200~841 BE 20t0 8VR WIN MI. DVD-~VR BDL BP E~8 $707.81 1 $707.81 YYI'1-6211~R 22~-~180 ~IL ~VR STD ED 20~ R2-32/X64 DVO I 0 CLT ~2,26~.99 1 YYSl-2522157 TS-RX&0'II.~B T84~L/~ - N~ ATTAC~ED 81'0¢~GE- 8.0 TB-~E $I,740,75 1 $1,740.75 YYTt-40762V 36~-053~ OB ~tL CAI. 2008 R2 DCAL $145,25 I $14B,2S SUBTOTAl. FP. BGHT (B,1B DROP I~HI~) $0.00 TAX x $726.25 Please note Qly~ may ¢~mge the pstc~g ~tmctum fo~ the seftwem. No o~Mact~ BMe<i ~ave mo~ey on Mtcme~l ea~ and gain liaen~e barmfer right, ac~ee~ to downloads, end hee¢ a~ other be~t~ ~ Volume U~en~eg, Celt ~our mp for detalia, P~ge: 1 of 2 Page 1 of 2 DELL Re: Web Server Data.' 11201tl 5:01:25 PM QUOTE #: Customer #: Contract #: CustomerAgreement #: Quote Date: Customer Name: QUOTATION 571860567 4136135 47ABU PT64100 1/20111 TOWN OF SOUTHOLD TOTAL QUOTE AMOUNT: $4,29e.8t Product Subtotal: $4,290.81 Tax: $0.00 Shipping & Handling: $0,00 Shipping Method: Ground Total Number of System Groups: 1 GROUP: 1'l QUANTITY: 1 SYSTEM PRICE: $4,290.81 GROUP TOTAL: $4,290.81 Base Un~ Pow~rEdge R4~O Cha~i~ v, fup to 4 Cabled HDS, Quad-Pack LED DlagnosUcs (224-8691} ~ roce~sot:. Shipping MatmlaLPowerEdge RA10 Memo~,: 12GB Memo;y (6x2gB), 1333MHz Single Ranked UD~MM. for 2 Prof., Optlmbred (3t7.7296) Video Card: E~03~0GHz,4M.800M HzMaxMem ($t7-40~ 9) Video Memorj: F.S~03~_0GHZ,4M,8~ (317-4081) Video Memoe/: PowerEdge R410 Heat Sync for 2Pm~ (317-12T$) Hard Drive: 146GB 16K RPM ~edal-Aeach SCSi 3Gblm 3.51n Cal~led Hard Drive (34¶ -9200) Hard D~ve Controlle~ PERC 8300 3Gb~ 8A~/~ATA latomal 8oftwam RAID Adal~ter (342-2665) Hard Drive Controller, ~AS, PERC ~/IR CaMe, R410 i330-7B~8) Operating Syttem: Wlndov~ 8~r 2008 R2, 8tonda~ Edition, Inglude~ 5 CAL$ (4;~t -1622) Modmn: Ra~beerd Management Controller (313-~19) CD-ROM ot DVD-ROM D~lve: Optical Cable R410 (313-78~4) CD-ROM or DVD-ROM Drive: DVD ROM, 8ATA, INTERNAL (313-9126} Souml Card: Bezel (313-7839) Do=umematlon Diskette: Dell Managemont Con~ole Servk~e: (~3-7S12) 2s?o) file://C:\Users\lloydr. TOWNVAppData\LocalkMicrosoft\Windows\Temporary Intemet File... 1/21/2011 Page 2 of 2 SALES REP: I MIKE MAZZARELLA PHONE: I 1888-977-3356 Email Address: Mika_M=~-~arellaQDell.com Phone Ext: 87952 Please review this quota carefully. If complete and accurate, you may place your order online at www.dell.condoto (use quota number above). POs and payments should be made to Dell Marketing L.P. If you do not have a separata agreement with Deli that applies to your order, please refer to www. dell.com/terms as follows: If purchasing for your internal use, your order will be subject to Doll's Terms and Conditions of Sale-Direct including Doll's U.S. Return Policy, at www.dell.corrdretumoolicv~total. If purchasing for resale, your order will be subject to Doll's Terms and Condition of Sale for Persons or EntKdes Purchasing to Resell, and other terms of Doll's PartnerDIreot program at www.dell.com/~rtoer. if your order includas services, visit www.dell.con~esrvicecontracts for service descriptions and tarms. Quota information is valid for U.S. customers and U.S. addresses only, and is subject to change. Sales tax on products shipped Is based on "Ship To" address, and for downloads is based on "Bill To' address. Piseso indicate any tax-exempt status on your PO, and fax your exemption cartlflcata, with seller listed as Dell Marketing L.P, to Doll's Tax Department at 800-433-9023. Please include your Customer Number. For certain products shipped to end-users in Califomla, a Stata Environmental Fee will be applied. For Asset Recovery/Recycling Services, visit www. dell.comisesetrecoverv. file://C:\Users\lloydr. TOWN~ppData\LocalWlicrosofl\Windows\Temporary lntemet File... 1/21/2011 Print Summary Dell PowerEdge R4t0 Price $4,591.94 My Selections All Options , Dell PowerEdge R410 1117/2011 10:58:38 AM Central Standard Date Time Catalog Number 84 Retail rc978219 Dateleg Number I Description Product Code Qty SKU Id PowerEdge R410: Powe~l~e R410 Chassis w/up to 4 Cabis0 HDs, R410CW I [224.86§ ] ] 1 Quad-Pack LED Diagnostics Ship Gmap: Shipping MateriaI,Powe~dge R~10 SHIPGRP I [330-4137] 2 Ir~l~ Xeon~ E5503.2.0Gh~ 4M Cacha. 800MHz E5503 I [317-4019] 6 Additional Proce~,or. ¥~e~ Xeo~ E5503, 2.0Ghz, 4M Cache, 800MHz 2E5503 1 [317-1276] 7 MaxMem [317-4081] 12GB Memory (6X2GB). 1333MHz Single Racked 12GU2PO 1 [317-7296] 3 ~O!MMs for 2 Pmcs, Opl~nized Operating ~ ~lrdows Server 2008 R2, Sbandarcl Ed0Jon,~64, WSSE6C 1 [421-1622] 11 Include~ 5 CALS Internal Controller PERC S300 3C-~s SAS/SATA kqtemal So~wam PS300CB 1 [33~7658] 9 RAID Adapter, Cab~d Corflg~aSon [342-2565] Ha~l Drhte ConJ~uratJon: RSPS300 1 [342-2559] 27 RAID 5 for PERC S300 Controler, 3-4HDD$ Hard Drives (MulS-~elegt): 146GB 15K RPM Se~a~Attac~ SCSI 3Gbps 3.5in 146A153 3 [341-9200~ 1209 Cabled Hard Ofl~e Power Supply: Power Supply, Redundant, 500W 500RNDT I [33~-4141] 36 1st Hard Ddve; HOMULTi 1 [341-4158] 8 HD M~ti-Seisc~ Embeddad Manageme.t BMC 1 [313-7919] 14 Baseboard Mar~gernant Conlrolisr I [330-4139] 28 I ~13-7839] 17 1 [313-7834] 16 [313-9126] 1 [330-4148] 21 {310-~509] 38 [310-8509] 1~93-?~2] 1 [993.7712] 29 [994-2670] [994~058] [G,~4-6627] 1 [9D0-9997t 32 La~3~ I De~op~ I Busines~Lapto~ I Bu~ne~[:3e~l<t(~ I Work~on~ I Sentra I Storage I Se~ces I Monitors I Pdn~ers I LCD'tVs I Electronics [ TopE)em'cMs ©2011De# I AboutDell [ Te*'ms of Sale I U/lresolvedls~ues I UPDATED!Pri~acy I About Our ,acW and Ernafls I Dell Recycing [ Contact I Site Map I Feedback snFG03 Re: Buffalo TeraStation III/NETWORK ATTACHED STORAGE TECH ..... '- .... Product Quote Tech Depot appreciates this opportunity to provide your organization this product(s) quote. Tech Depot sa'ives to make your buying experience stmlghtforwa~ and streamlined by offering intelligent product cholcse, top brands, and competitive prices, wah the suppor~ you Quot.~: Bll 0112176 Phone: (888) 707-7040 BILL TO SHIP TO AcC°Unts P~j~ble Uoyd Reisenbe~ Town of Southold Town of 8outhold Data Pmsessing . 53095 Main PO BOX 1179 8outhold, NY 11971 8outhold, NY 11971 Item # Mfg # PRODUCT CITY PRICE TOTAL 87~6161 20052563 Symantec Badmp Esec I $703.t9 $703.t8 2010 Agent for Microsoft SQL 8enmr- complete 87737184 20052041 8ymantoc Ba~tup Exe~ I $732.97 $732.97 20t 0 for Wmdows 8enmr - complete pacl<age 87825062 228-09180 Microsoft 8QL 8enmr 2008 1 $2,400.03 $2,400.03 pa~age G7~01956 T&- Buffalo TemGtotion III 1 $t,995.3t ~;31 ~...~.... RXg.0TL/R5 Radanount NAa server TAX (~ ~ o~y) $0.95 8HIPlaNG & HANDUN~ rs~..dard em-,,~ Pa~d t'or by Tech TOTAL $~,531.49 FEIN DUNS Cage Code 06-1526627 04-]88-3971 - ~ NY. 1 ¶ {171 TOWN OF 8OUTHOLD Aoeoanta 530~ I~ln Rd ~O~.X~I NY, t 1971 (631 ~ 7~5-1 gel Dear Ac~ounls Payable, This documellt contains your quote summary. Should you have nny additional questions (x wish to complete your o~der, ptease feel ~ee to call US at 866-310-0t45. Please refer to quote number 5259,.'.'.'.'.'.'.'.'N. when conta~tlng us for assistance, Regards, Tel: 868-310-0145 Fax: 937-615-1847 endmw,aa~ury~globalgoved.com BE 2010 AGT MaFT SQL 8VR-WIN MI. b~'R BOL BP $679.~ 1 YYT1-41726T 200~ Y~Tt -4 tT, I'0T 200~I BE 2010 ~JR WtN ML DVO~VR BDt. BP E~ $707.81 I $707,81 I 8UBTOI'N. $~,~.84 FREIGHT (BIB DetOP 8HIP) $0.00 TAX S0.00 P~ase note Q<y~ rf~y ~ange the pridng Itn~um fo~' the soltwam. Morethan Backup bael~elu~onwtththep~tomo~v~FREEr~f~:a~,A~k~mom~od~y. Sew money on Mlax~ ~wa~ taxi gain liee~me Imnefer Hghta. aceeel to da,.*mloads, and bom ~ o~er be~efll~ ~ V~ume L~, Ceil your rep for 6Mails, Page: 1 d2 pROCES.~NG "VOUCHER' Custorn~ Phone t~31 PO BOX 1179 REISENBERG 631.765,1 ~91 Ou~tom~ P.O. # BXDN~92 SALES QUOTATION 9XON~2 3172402 1/2J)~2011 BUFFALO T~RJ~'rAI1ON Ill 8TB ~ RI/ ~ IIUF-'T84~.XB-Oll-AR5 1,749.99 87829 129,67 1,749.99 678.29 878.29 711.2;1 129.67 SUBTOTAl. FREIGHT TAX CDW ~ovemmlnt 230 Ho~h Ml4mukee Ave. Vem~ Hi.. IL ~61 F~c 847.None Ple~e remit i~yme~t to: COW Go, emmet Re; Power Edge Rack DELL Date: 1120111 5:01:29 PM QUOTE #: Customer #: Contract #: CustomerAgreement #: Quote Date: Customer Name: QUOTA TION 571861988 4136136 47ABU PT64100 1120111 TOWN OF SOUTHOLD Page 1 of 2 TOTAL QUOTE AMOUNT: $2,633.29 Product Subtotal: $2,633.29 Tax: $0.00 Shipping & Handling: $0.00 Shipping Method: Ground Total Number of System Groups: 1 GROUP: 1'1 QUANTITY: I SYSTEM PRICE: $2,633.291 GROUP TOTAL: $2,633.29 Base Unit: Doll 4220 42U Rack with Doors and Side Panels, Ground Ship NOT for AK I HI (224-4934) Keyboard: IU KMM Console with Touchpad Keyboard and 17 LCD, Rapid Rails (310-9961) Modem: Dell UPS, Rack, 1000W, 2U, 120V,with 0-15P to C13, 3m input cord (330-7504) Service: Bsslc: Business Hours (5X10) Next Business Day Parts Dellvory 2Year Extended (992-1802) Service: Basic: Business Hours (5X10) Next Business Day Parts Delivery Initial Year (992-S080) Service: Dell Hardware Limited Warranty Extended Year (993-4108) Service: nell Hardware Limited Warranty Initial Year (993-41t7) Installation: On-Site Installation Declined (900-9997) Misc: Dell Rack Side Steblllzer (330-3602) SALES REP: MIKE MAZZARELLA Email Address: Mike_Mazzarella(~Dell.com PHONE: 1888-977-3355 Phone Ext: 87952 Please review this quote carefully. If complete and accurate, you may place your order online at www. dell.comlqto (use quote number above). POs and payments should be made to Dell Marketing L.P. If you do not have a separate agreement with Dell that applies to your order, please refer to www.dell.comlterms aG follows: If pumhasing for your internal use, your order will be subject to Dell's Terms and Conditions of Sale-Direct including Dell's U.S, Return Policy, at www.dell.comlreturnpolicy#total. If purchasing for resale, your order will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, and other terms of DeWs PartnerDirect program at www.dell.com/partner. If your order includes services, visit www.dell.comlservicecontracts for service descriptions and terms. Quote information is valid for U.S. customers and U.S. addresses only, and is subject to change. Sales tax on products shipped is based on "Ship To" address, and for downloads is based on "Bill To" address. Please indicate any tax-exempt status on your PO, and fax your exemption file://C:\Users\lloydr. TOWN\AppData\Local\Microsoft\Windows\Temporary Intemet File.., 1/21/2011 Prhl[ Summary Dell PowerEdge R410 ~ '~ ~ Pre~mina~ Ship Date: 1126/201 t My Selections All Options Dell PowerEdge R410 Date Catalog Number Catalog Number I Description PowerEdge R410: powerEdge R410 Chassis v~up to 4 Cabled HDs, R410CW Quad-Pack LED Diagnostics Ship Group: SHIPGRP Shipping MatodaI,PowerEdge R410 Intel~ Xeor~ E5503, 2.OGhz. 4M Cache, 800MHz E5503 Max Mem Additional Processor: intel~ Xeor~) E5503, 2.0Ghz, 4M Cache, 800MHZ 2E5503 Max Mem Memory: 12GBMernery(6x2GB),1333MHzSingle Ranked 12GU2PO UDIMMs for 2 Pmcs, Opfirmzed Operating System: Wirtdows Server 200~ R2. Standard EdifionJ~o4, 1/VSSE6C i~ctodes 5 CALS Internal Cont~olter: PERC S300 3Gb/s SAS/SATA htemal Solt~are PS300CB RAID Adaptor, Cabled Configuration Hard Drive Configuration: RSPS300 RA~O 5 for PERC S300 Cortrolfor, 3-4HDDs Hard Drives (Multi-Select): 146GB 15K RPM SedaI-Altach SCSI3Gbps 3.5in 146A153 Cabled Hard Drive Power Supply: 500RNDT Po~r Supply, Red~dant, 500W 1st Hard Drive: HDMULTI HD Multi-Select Embedded Management: BMC Baseboard Managemer~ Conboller 1117/2011 10:58:38 ~ Central Standard Time 84 Retail rc978219 Product Code Qty SKU Id 1 [224-8691] 1 1 [33~4137] 2 1 [317-4019] 6 1 [317-1276] 7 [317-4081] 1 [317-7296] 3 1 [421-1622] 11 1 [330-7658] g [342-2565] I [342-2559] 27 3 [341-9200] 1209 1 [330-4141] 36 I [341-4158] 8 1 [313-7919] 14 Rails: Sliding Ready Rails witho~ Cable Managemer~ RRNOCMA Arm Bezel: BEZEL Bezel Internal Optical Drive: DVD Hardware Support Services: 3 Year ProSupport 4HR 7x24 Onsite: Non Mission U31P4H Critical 1 [330-4139] 28 1 [313-7839] 17 I [313-7834] 16 [313-9126] 1 [330~148] 21 [330-5280] 1 [310-8509] 38 [310-8509] [989-3439] [993-7512] L993'77~ 2] [994-2670] [~4-6o58l [994~627] 29 Installation Services: NOINSTL 1 [900-9997] 32 No bstal~t~on Lapto~ I Desktops [ Busin~ssLaptops I Business Desktops I Workstations I Servers I Storage I Services I Monitors I Printers I LCD qVs I Electronics I Top Searches ©2011Dell I AboutDell I Terms of Sale I IJnresolvedlssues I UPDA3ED!Privacy I About Our Ads and Ernaits I Dell Recycling I Contact I Site Map I Feedback snFG03 ELIZABETH A. NEVILLE, RMC, CMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD The Town of Southold, NY is in the process of applying for a New York State Archives' Local Government Records Management Improvement Fund (LGRMIF) funding for a cooperative GIS Implementation project with the Village of Greenport in the 2011-2012 grant cycle. We are required to submit price quotations from qualified GIS Consulting firms. Your firm has been selected from the list of GIS Consultants on the NYS Archives website(http://www.archives.nysed.gov/a/records/mr cons gis.shtml). Proposals will be received by the Town of Southold. Interested vendors will submit an electronic version in the form of Adobe PDF and three (3) copies of the proposal to: Ms. Elizabeth A. Neville Town of Southold Town Clerk 53095 Main Road, PO Box 1178 Southold, NY 11971 Proposals must be submitted by 5:00 p.m., EST, Friday, January 21, 2010. Facsimile may be sent to 631-765-6145, with hard copy to follo,w. The proposals will have the following sections: 1) A cover letter 2) Proposed Methodology and Approach 3) Consulting Firm's Relevant Experience and Qualifications 4) Price Quote (Vendor Quotation Sheet) implementation. It is expected that the project will be initiated by September of 2011 and will conclude within eight months of the project's initiation. If you have any questions, please contact Elizabeth A. Neville at 361-765-1800. We appreciate your attention to this matter. Sincerely, Ms. Elizabeth A. Neville SCOPE OF WORK The GIS Needs Assessment study will include the following three parts: 1. Setting up the GIS Software and Loading GIS Data 2. Implement GISGeodatabase 3. Load GIS Data into Geodatabase 4. Conduct GIS UserTraining 5. Application Development The following sections explain tasks and consulting firm's responsibilities. 1. Settinq up the GIS Software & Loadinq GIS Data The Consultant will install, configure, and test ESRI's ArcSDE Version 10 and Microsoft's SQL Server 2008. Once ArcSDE is successfully installed, the appropriate SQL Server security roles will be implemented. The Consultant will not be required to purchase ArcSDE or SC~L Server 2008. 2. Implement GIS Geodatabase The Consultant will review and update the geodatabase design identified in the ~GIS Needs Assessment" and implement the Geodatabase model's structure within ArcSDE. The implementation should include required SQL Server security. 3. Load GIS Data into Geodatabase The Consultant will be required to support the Town in loading approximately 150 feature classes into ArcSDE. The Consultant will not be required to edit any data. 4. Conduct GIS User Traininq The Consultant will provide the following types of GIS training services: · Two (2) day on-site "ESRI Introduction to ArcGIS I Course" · Three (3) day on-site "ESRI Introduction to ArcGIS II Course' · Three (3) day on-site mentoring for the use and operation of ArcSDE within the Town's current environment. The course should cover the following topics: o Configuring Microsoft SQL Server 2008 for ArcSDE Training on Geodatabase Concepts Loading Data o Managing Storage o Administrating ArcSDE and Microsoft SQL Server 2008 5. Application Development Using open source GIS technology from GeoServer and OpenScales, the Consultant will develop a Rich Internet Application (RIA) web-based Land Records GIS Viewer that displays all basemap and land based GIS layers within the Town. These layers include, but are not limited to, parcels, zoning, wetlands, FEMA, street centerline, hamlet boundaries, fire district boundaries, school district boundaries, orthophotography, oblique imagery, and historical imagery. The GIS viewer should provide functionality that integrates with Google's Street View and Bing Maps. Standard mapping functionality that includes zoom in, zoom out, zoom to full extent, pan, measure tools, identify and an overview map should be included as part of the application. The Consultant will develop Extraction, Transformation and Load (ETL) routines within SQL Server 2008 (developed as SOL Server Integration Services or SSIS Packages) that will extract and transform data from Municity and RPS (the Town's Land Management Systems) into the Town's centralized spatial database management software. Cost Estimate Sheet Vendor Name: Contact: Address: Phone Fax Email TOTAL TASK TOTAL COST HOURS Task 1: Setting up the GIS Software and Loading GIS Data Task 2: Implement Geodatabase Task 3: Load GIS Data into Geodatabse Task 4: Conducting GIS User Training Task S: Application Development Totals Resumes for Bowne Management Systems. Inc. are included in their "Proposal for GIS Consultin_e Services" ELIZABETH A. NEVILLE, RMO Project Director Experience, Education, Training, Exuerience & Education · Elected to the office of Town Clerk in 1997. Currently serving in third four (4) year term of office beginning on January 1, 1998. · Began career with the Town of Southold in 1968 as Secretary/Stenographer to the Building Department, Planning Board, and Zoning Board of Appeals · Appointed Deputy Town Clerk in 1975 and served in that position until 1997. · 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, Marrmge Officer, Passport Acceptance Agent · Member of the following Southold Town Committees: Safety Committee; Workplace Violence Prevention Committee; Alternative & Renewable Energy Committee. · Southold High School · Suffolk County Community College · Cornell University Municipal Clerks Institute · Received the designation of "Registered Municipal Clerk" in 2002 and pursues continuing education on a regular basis. (renewal expires 4/24/08) · Awarded the designation of"Certified Municipal Clerk" in 2005 upon completion of the three year Cornell University Municipal Clerks Institute at Ithaca, NY · Awarded the designation of "Master Municipal Clerk" certification through Corneil University presented by (IIMC) International Institute of Municipal Clerks in 2010, · Prgfq~ional 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 all 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 5 years. · Member of Executive Board of the New York State Association of Towns and Member of Resolutions Committee, attends Annual Conferences in NYC · Ail Associations, conferences, and training include "Records Management" Major Accomplishments since taking office in 1998: Implemented the following technology in Town Hall: BAS Town Clerk Cash Receipting Computer Software Program~ digital imaging system; ARCHIVE WRITER Microf'dminn: ~ Agenda, Minutes, Legal Notices, Public Hearings, & Communications Software Program. ~ On-line video of Town Board Meetings at www.townclerk.com, 2009-2010 awarded $88,053. 00 NYS Archives grant for Municity land management software to streamline permits coordination between Building Dept., Planning Board, Zoning Board of Anocals: 2010-2011 awarded $36.000. NYS Archives for GIS User Needs Assessment. w~kw RESULTS 1 U.C, Laund, NY. 8A.{I~ In~'._ _,e*~. - 12J88 tm 12J~. Smtior Hoglne Consultant - 12/89 to 12/61. John P. Sepenoski $oulhold, NY 11971 (631) 765-2668 jo~-~ep~optonline.net EXPECtaNCE: TECltNIC..4J., COORDINATOR H Towu of 8oulhold $~095 Rou~ 25, 3outhold N-Y Windows s~n~ms, 2 mM l~ies-A..q/400 servers, ove~ 100 permnal eompu~ 7 Ve~itas Ix~ckup, as wn{l ns ~t spueifio sol2vntre for various Town deixutments in~ludin~ Properly Ams~sment, Tn.x Rec.~vin~ Town Clerk mud nil Land U~e systems. Responsfbi¢ for Town's C,~c iufo,-,~adon System (GI$) using Maplm'o and {aye~ ~mal/an of printed mr,_ps, a~hiving maps and ~. dn~ analysis, integmlion ~ sy~s~ & datsi~ Uoubleshoodn8 soflv~e & hantws~ ~ solh~u~ & network {roubleshoo~. tm~, restore~, web site development and day to day AS/400 COMPUTER OPERATOR Re~aonsa~ole f~ tho da~'y d~ta proveszing ~puter _~ _.:.pc~ns in a bn,,~.g envimnmem COM~UTI~ ROOM MONITOR Com~ uniw~y ~ 1~- A~ 1~8 R~bb ~~of~ ~~ W~~ ~ M~ ~ ~ 1987. ~ i~l~ ~ ~ of · ~ ~m~ ~DUCATION: J~n~iel~ of 8denceDegree ~n Engin~ ~ 19~7 Corn~ll Unl~ty ~t~ l~w York High Schod Re.nfs Diploma, June ~ 983 · ~hold High Sclmol Southold, New Ymt~ ~C~S: Avail~k uWo ~ ZACI-IARY T. TOMASZE~SKI 32/5/fldfich Im~¢ Westin N~w Enghnd CoB~g~ Tt~mlc~l Managermnt 8/97-1 ~/01 S~oayB~ok Ur~v~t~ity- A~anc~d Graduate Infonm~n Syst~rm $198-5/02 Systems Inc. - $)~ms Supl~xt Engineer 1 l/0~-~t 1/02-1 ll0~ ~ S)~xems Inc. - Systems Suppozt Intern See A__rr~_hm~m 2 5/014/01 At~chment I p~ch~s ~cl uix~, ~-nm~ pro .~cok ct~b~ man.emit for ~b~b~e se~ces ~ apldlcntion seftware for application l',letwo& Se~as - Exhtlng Mahmined and ul~-~d equipment a~ required. Logged all occun~nces and inc~lences to manage and maintain each server. Applied newest vmiom of operating systems, dat~ue, web and application software. 9 l~ved fullyconf'~n~l~-I~taion~ from t¢~.in~ .en~nn~nt to soft-wire. Ma/ntalned a log of user ~ and questions ~ problems and use of 11 ~~1 lop ~ci ~c ~s,.devek,l~l and l~scn~ed · .s~s m ~ .l~2'wer use and ~ o~ ~ hanJwa~ as ~11 as software ap~fions. Th/s w2s piesented iri a ofle on one slmafion and sn~dl ~ semlf~ and software n'~nuals and paxfucc guides. 1l .~chment 2 Systems - Wodmadons - Exinin~ Maintained and upgzaded equipmenz as required. SCOTT A. RUSSELL SUPERVISOR Town Hall, 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 January 18, 2011 To Whom It May Concern: On behalf of the Southold Town Board, and myselfl wish to express the firm commitment and strong interest of the Town of Southold in participating in this 2011-2012 Cooperative LGRMIF Local Government Records Management Improvement Grant Application with the Village of Greenport for an Enterprise (GIS) Geographical Information System. This will be our third cooperative grant initiative with the Village of Greenport to streamline and reduce the costs of operating local government and providing enhanced services to our residents. Both the Town and the Village recognize the benefits and need to work together and share our data and information technology infrastructure to give our employees the tools they need to provide efficient services to our residents in a timely manner. The implementation of"Municity" land management software in the 2009-2010 grant cycle was our first, followed by the preparation of the GIS User Needs Assessment in the 2010-2011 grant cycle. The findings and recommendations of the UNA have shown the Town of Southold and Village of Greenport to be very strong candidates for a shared Enterprise GIS. The UNA is attached to this application and contains the conceptual plan and the three (3) Phase Implementation Plan. Grant funding in the amount of $98,054.12 is requested to initiate Phase I. The Southold Town Board has committed to funding Phases 1I and III in the future Town Capital Budgets in the next two years, contingent on receiving the grant funding for the Phase i initial implementation applied for in this 2011-2012 grant cycle. The Southold Town Board on this date adopted a resolution authorizing the filing of the grant application and the creation ofa GIS Steering Committee. This committee will serve as the catalyst to ensure the smooth implementation of Phase I, as well as initiate the planning for Phases II and IlL It will guarantee the future successful implementation of all phases of our GIS Implementation Plan. This committee will also study the feasibility of further extending GIS capabilities to other entities in the community, (e.g., fire and emergency services). The use of GIS could further support the Town's ability to save lives in the event of an emergency. The Southold Town Board wishes to extend their sincere thanks and appreciation to the New York State Archives and the New York State Education Department for their continued support of the records management programs in the Town of Southold. Very trj~ours, ,-, Supervisor Town of Southold LCiRMIF Institutional Authorization Page I of 1 1~ Initid Applk~tio~ Fo~: Poss-G~nt Award Fmm8: Home, Halo O Institutional AuthorJzlflon LGRMIF Gr.t Project Spoufodq institution: Town Of Southold ProJed Number:. 0580 -12 4252 Ct~ejolT: Cerflflc~tto~ find ApproYd . , · · Thc followin~ signamre~ cefli~ fl~t the local ~)Wmlttant aarees to the conditi(~s outlined in Aprpe~dix A end Appendix A-I O. BMb the CAO and RMO musS si~n h'lo ln~itutieml AullMrlzadon fom~ · i hcveby cer~i~ ~hss I am e/~her tho q~plicant's Chief Adminietmivo Officor (CAO) oF tho Recc~s Maneaemml Officer (RMO), and that die ihl'm:.,ation cc~lned in h~e application is, to the best of o~ knowindae, complete end eccumte~ l f~,flhor ,..,..i~, ~ e,~ h~t d my knowledfm tlet any emuin~ prq~rarn and activity will be caaducled il~ ac~°rdance with ~-';, ......... '--' . -' · · tod b amounts all applieabin stale laws and regulsslons, apglinafl~a ~ulde~r,. ergl ln~-uc~tan~ and that the tuques udget are nec,~_ tT f~' ~ [mplmrealetioa of this projess. I uadera~xl ~SS the applieatioa eomaimtea an offer ~ if ae~q~d by the New Yo~'k Stun FAucatioa Depagmmn~ or ranegMlssed to acceptance, will form a binding ~t. I al~o under, md that immediate written notice will be provkled to the ~ lxogram office if at any time I learn ~hss ia ee~ifmtion was erro~eeus when submitted, or les become erreeeo~ by reason of changed cirv~malenee.. __SgA.tt A. I~..tsll; Supervisor; Town of Southold ......... Print Name mtd Title Of CAO EIIznb~th A. NevilJ~- Tom Clerk. Print Name and Ti~ of RMO 11281H . Da~e Town of_ Sou. ht_~oJd ...... lantr.cttom The Autho~ntion Form must be printed. ¢omplssed. and signed in blue ink. PI,se mail the completed form to: New York Sate Archives Qana Adminisl~fltion Unit 9A81 Cultural Eduossin~ C~, Al~y, NY 1~0 View ~ ~i~ of I~imfi~l Au~nfl~ F~ ~l ~ ~, Al~y, New Y~ 1~0. P~: (518) 474~926 https://e, services.nysed.govfldgrants/lgApplic~nt.do 1/17/2011 LGRM1F Grant Cooperative/Shared Services Agreement Form Sponsoring Institution: Project Number: Town Of Southold 0580 -12 -2252 I hereby give assurance to the New York State Education Department that the undersigned supports the enclosed application and will cooperate to the extent described in the attached application. All records management project outcomes that are a direct result of the support provided by funds from the State are, or will be, made available for on-site examination. Participating Local Government Institution: Date: Signed: 1/28/11 Chief Administrative Officer Print Name: Instructions The Cooperative/Shared Services Agreement Form must be printed and signed by each participating institution of your project. Then scan the signed form(s) and upload the form(s) to your application as an attachment. Please use "Co Agreement" or "SS Agreement" as the description for your attachment. *For applicants who do not have access to a scanner, please fax the document to (518) 486- 1647 or mail it to: New York State Archives Grants Administration Unit 9A81 Cultural Education Center, Albany, NY 12230 pd,Sml evah~at ion copy. vis it http://pd%ml.com LGRMIF Grant Cooperative/Shared Services Agreement Form Sponsoring Institution: Project Number: Town Of Southold 0580 -12 -2252 I hereby give assurance to the New York State Education Department that the undersigned supports the enclosed application and will cooperate to the extent described in the attached application. All records management project outcomes that are a direct result of the support provided by funds from the State are, or will be, made available for on-site examination. Participating Local Government Institution: '~, Date: Chief Administrative Officer Print Name: Instructions The Cooperative/Shared Services Agreement Form must be printed and signed by each participating institution of your project. Then scan the signed form(s) and upload the form(s) to your application as an attachment. Please use "Co Agreement" or "SS Agreement" as the description for your attachment. *For applicants who do not have access to a scanner, please fax the document to (518) 486- 1647 or mail it to: New York State Amhives Grants Administration Unit 9A81 Cultural Education Center, Albany, NY 12230 MAYOR DAVID NYCE Ext. 215 TRUSTEES GEORGE HUBBARD~ JR. DEPLVrY MAYOR MICHAEL OSINSKI MARY BESS PHILLIPS CHRISTINA KEMPNER 236 THIRD STREET GREENPORT, NEW YORK 11944 CLERK SYLVIA LAZZARI PIRILLO Ext. 206 TREASURER SUSAN PISANO Ext. 217 Tel: (631) 477~248 Fax: (631) 477-1877 3anuary 28, 2011 To Whom It May Concern: This Letter of Intent is designed this to be a formal expression of the on-going serious commitment and strong interest of the Village of Greenport to jointly participate and work co- operatively with the Town of Southold in a 2011-2012 Cooperative LGRMIF Local Government Records Management Improvement Fund grant for an Enterprise Wide (GIS) Geographical Information System. In these challenging economic times, both the Town and Village recognize the need to collaborate on this complex and innovative technology to retrieve and analyze spatial data to meet the demands of our residents on a daily basis, to accomplish more with less funds, and provide improved overall delivery of services. The Village of Greenport possesses neither the required funding nor the necessary staffing to accomplish these goals without the benefit of partnering with the Town of Southold. The Village of Greenport participated in two (2) successful cooperative grant projects with the Town of Southold - Municity and a GIS Needs Assessment - and looks forward with great anticipation to this future project of an Enterprise Wide GIS, to build upon and continually improve daily operations and services to the public. A previous 2008-2009 ECMS Needs Assessment which recommended the Municity land management software also recommended the future need of correlating it with GIS in order to increase capacity and substantially expand current capabilities. The creation and implementation of a successful GIS structure is critical and crucial to the Village of Greenport, and the current economic climate necessitates increased levels of cooperation and shared services. The two municipalities will ensure that the required amount of personnel time from the: Clerks, Technical Coordinators, Building Department team members, and any/all other requisite staff is provided, to ensure the successful attainment of the goals as prescribed. The Town of Southold has set an illustrious example for the Village of Greenport, in the respect that the Town clearly and definitively supports record management initiatives and firmly intends to do so in the future. The Village of Greenport will be pleased and honored to continue this fine tradition. The Village of Greenport is thankful and exceedingly appreciative to have been afforded the opportunity to continue worl the mutual benefit of both Sincerely, David Nyce Mayor lng with the Town of Southold in this cooperative effort, towards unicipa ities. STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ~,I.BANY, NY 12234 PAYEE ZNFORlqAT~ON Town of Southold i ~ Town of Southold sem.n ~.' Am.~ Prome 0 YII~ IX~Ill Illme ,,, ONo ENo Th~ c:hli,i~ r~lt~ number rNaT I ~ E~t O~ F~fld ID r~) c~ th~ c~nlz~ I~ than $25,000 In total fro~ gov.mmenWI agenda, EPTt. #: (#1 thru #15) thru [] Duol - BPTI. & ArtJde 7*A Ex~q)flofl Elm. #: (#Z thru #13) ~ 74 #: (#1 th~ #1S) I~me refer tD the ul)dlMd 8UtBlJn G-79 (Pmcmmuflt & ~ ~- ~ ~ ~ _fl. dtn://www.m~d~t~.~.us/ammck~/obull/,'t 79.htm'J. Sm) US~ ~LY= Oeputy Am~lProgmm Of tics I ~ve ~ the peyee Ir~ contained haretn and herd3y approve ~ls agency for payment, SBD USE ONLYt ~rlfltl IRlUMI Pqe3 or'3 Anew york archives state St~mdard Dsta C4ptur~ Form OIt~ Southo I d State New York ,hUh. Amir. (~ ~_ ctt~ 8lrN4 5309S MolnKoBCI ' ZIp Gocle 11971 Pont Office Box 1179 Southo I d New york ZIp~cxSe 11971 Suffolk S~hoo~ D[stdet of primary Ioof#on (the sohoc~ dMdo( w~em ~ur primal/iddres. ~8 Ioolted): IS Southold Dm P. mbllshed ~he dm or ~r mst your ~nlnUon ~ k~eUtut~ wu originally #tWWMd): 16q0 p honenumbm,:(631) 765~1800 Pexnumbec.(631) 765~61q5 Web URL: southoldtown.northfork.net Eme#eddret~e.nevilleetown.nouthold.ny.us Nimeindllt~¢hlMAclmlnl~tritlveOf11~er(OAO):Scott A. IbjsselI,Supervlsor,Tom~ofSauthold CAC)'ePhonenum~,(631)765.f889 CAO~flxnumbec(e3!) 765~1823 Plem~ In,lucia th~ form with your oompletecl and cloned Payee InformaUon Form CA~le~mdleddmas:scott.ruonell~tmm.nouthold. fly.Un Town of Southold ~nlz~tlon: BUDGET SUMMARY PROJECT CATEGORIES CODE COSTS Professional 15 $0.00 Salaries Support Staff 16 $0.00 Salaries Purchased 40 $41,000.00 Services Supplies and 45 $44,791.00 Materials Travel Expenses 46 $0,00 Employee 80 $0.00 Benefits BOCES Services 49 $0,00 Minor 30 $0.00 Remodeling Equipment 20 $12,269.00 Gr~d Total $98,060.00 Agency Code Project # Contract # Agency Name Approved Funding Dates: Program Approval: Date: 581005640067 0580 -12 -2252 Town Of Southold For Department Use Only From To CHIEF ADMINISTRATOR'S CERTIFICATION I hereby certify that the requested budgct amounts are necessary for the implementation of this project and that this agency is in compliance with applicable Federal and State laws and regulations. Date 1128/11 Signature ,~.~:--- Name and Title of Chief Administrative Officer Scott A Russell, Supervisor Fiscal Year First Payment Line~ Voucher~ First Payment Finance: Log:. Approved: pdAral evaluation copy. visit http://pd4ml.com The Unive~ity of the State of New PROPOSED BUDGET SUMMARY FOR A FEDERAL OR York STATE PROJECT THE STATE EDUCATION FS-20 (02/07) DEPARTMENT (~e iasUuctiom f~ nudlin~ addr~s) Proj~t Numbec 0~$0 -12 -22~2 [l~.~po~ ~ By: Nam.o of Appli~an~ lViailiug Addtoss: City, State: E- .M~. Add~: Project F,_mdi~ Dates: Local Government Records Management lm.n~ovement Fund Elizab~m Neville Town Of Southold 53095 Main Rd Southold NY 11971 Stert 7/1/11 Bnd 6/30/12 DO NOT submit this fonu to ~ Grants Please ~ubmit the FS-20 Budget Smumaty as a two page form (not back-to-baok un a single sheet). Enter whole dollar amounts only. The amounta n~,_st agree with the budget category totals from each Budg~ Ca~,ory mud Narrativ~ Forum. For chanBes in aKenoy or payee addrmm contact the Stete Education D~t offi~ indicated on the applioation instructions ibr the gnmt program for which you are applying. An apl~ved copy of Rim FS-20 Budget Summary will be returned to lhe contact pm~on noted above. A window envelope will be used; please make sure that the contact infonnalion is accurate, legible r~ibr to thru Fiscal Guidoliu~s for Fod~'al ami State Aided Omnis at www.oms.nysed.gov/cafe/. BUDGET SUMMARY PROJECT CATEGORIES CODE COSTS Profe~ional 15 $0.00 Support Staff 16 $0.00 40 $41,000.00 Services Supplies and 45 $44,'/91.00 Materials Travel Bxpenses 4~ $0.0~ Employee 80 $0.0~ Banefits BOCBS Services 49 $0.(~) Minor 30 Rcmodelin~ Bquipment 20 $12,269.00 Grand Total Agency Code Project # Contract # Agency Name Approved Funding Dates: Program Approval: Date: 58100564006? 0580 -12 -2252 Town Of Southold For Department Use Only From To ADMINISTRATOR'S CERTIFICATION I hcroby ccrti~ that the requested budget amounts are necessary for thc implemant~tion of this project and that this agency is in compliance with applicable Federal and State laws and regulations. Date. , Name and Title of Chief Administrotive Officer Scott A Russell, Supervisor Fiscal Year First Payment Line# Voucher~ First Payment Finance: Log: Approved: pd4ml evaluation copy. visit http://pd4ml.com The University of the State of New PROPOSED BUDGET SUMMARY FOR A FEDERAL OR York STATE PROJECT THE STATE RDUCATION FS-20 (02/07) DEPARTMENT (s~ instructions for mailing eddr-ws) Project Number: 0S80 -12 -22~2 Fundina Sours: Name of Applicant: Mailing Address: State: Td~Phone~: E-Mail Address: Project Fundins Fund Elizabeth Neville Town Of Southoid 5309~ Main Rd Southold NY 11971 County: Suffolk Start 7/1/11 End 6/30/12 INSTRUCTIONS ~ubmit tbe ~ FS-20 Bud~t Summary with signature in blue ink and the requirgd number of copies along with tho oompl~tad application directly to the appropriate State Education Department office as indicated in the application instructions for the ~rant program for which you are applying. DO NOT submit this fonn to the C. nmts Finance. Please submit the FS-20 Budget Sumnmry as a two page form (not back-to-back on a single sheet). Enter whole dollar amounts only. The amounts must agree with the budget category totals from each For cbunges in aaonoy or payee address ountaot the State Education Department office indicated un the application instmctiuns for the grant program for which you ar~ applying. An approved copy of the FS-20 Budget Smmuau will be t~tumed to the contact person noted above. A window envelope will be used; please make sure that the cuntaot information is accurate, legible and confined to the address field. For information on b~ inoludin~ 2002-06 REVISED ~idelin~ for equipmeat and supplies, refer to the Fisoai C-uidelines for Federal and State Aided Grants at www.omsa~sud.gov/cafd. pd4mi evaluation copy. visit http://pd4ml.com BUDGET SUMMARY PROJECT CATEGORIES CODE COSTS Profezs/onal 15 $0,00 Salaries Support S~ff 16 SO.fi) 40 $41,000.00 Services Supplies and 45 $~,,791.fi) Materials Travel Expenses 46 SO.fi) Employee 80 $0.00 Benefits BOCES Services 49 $0.00 Minor 30 SO.fi) Remodeling Equipment 20 $12,269.00 Cu-and Total $98,060.00 Agency Code Project # Contract # Agency Name Approved Funding Dales: Program Approval: Date: 581005640067 0580 -12 -2252 Town Of Southold For Department Use Only From To Cm~F ADMINISTRATOR'S CERTIFICATION I hereby certify that the requested budget amounts are necessary for the implementation of this project snd that this agency is in compliance with applicable Federal and State laws and regulations. Date 11:*8111 Name sad Title of Chief Admialstrative Officer Scott A Russell, Supervisor Fiscal Year First Payment Line~ Voucher~ First Payment Finance: Log: Approved: pd4ml evaluation copy, visit http://pd4ml.com MIR: TI~ Univ~'~ity ofth~ State of New PROPOSED BUDGET SUMMARY FOR A FEDERAL OR York STATE PROJECT THE STATE EDUCATION FS-20 (02/0'7) DEPARTMENT (se~ iastmction~ fur meiling eddress) Project Number: 0~80 -12 -22~2 Name of Al~ii~nt: Mailing Add. s: City. stm: Tal~ho~: E-Mail Ad~ P~t ~ Dn~s: Local Go~-mm~t It~cords Msna~mmt lm.~v~n~nt Fund Elizabeth N~ville Town Of Southold 53095 ~ Rd Southold NY 11971 County: Suffolk StartT/l/ll End 6/30/12 Submit the ~ FS-20 Budget 8ununary with sisnatum in blue ink and the required numbor of copies along with tl~ completed application direotty to the eppmlaiate Stem Education Department office as ind~atnd in the application instmctiuns for the grant program for which ~ am applldng. DO NOT submit this form to the C.~nts Finano~, Please submit the FS-20 Budget Summary as a two pag~ form (not back-to-back un a single sheet): Ent~ whole dollar amounts only. The amounts must agree with the bud~t cateSo~ toUds ~ each. Budget Cet~o~y and Nm'r~tive Form. For nhnnseS in agency or payee addr~s contact the Stat~ Education II~paflment o~oc indicated on the application ins~'uotio~s for the grant prognm~ for which you am applying, LGRM~ Vendor Quote Archives Pattucrship Trust { Offi!c~o(Cul ~my~l ~igrt [ ~kn¢ ~alog [ Search [ lIo~ne Page 1 of 1 LGRMIF .... [!ome ~ Initial Apphcation Forms: Post-Grant Award Forms: Chectdist ~ Chec~st V~d~r ~G~ To add a new Vendor Quote record, eithe~ select your vendor name fi-om the List of Vendors or Add a new Vendor to the list. Add nex~ Vgndor Vendor Quote Form Please complete this form to provide evidence that you have contacted three vendors for price quotes, unless you have one quote for a State Contract, Preferred Source, or Sole Source service or product. For services rendered, provide more detail in the Budget Category and Narrative form, Code 40 Sole ~ferced Vendor Description of Item or Service Contract~ Vendor Source Quoted Price Vendor Deli/ASAP 8oftwa~e Inc. DcleLe this vendor quote iDatabase Server PE R510 ~Quote is attached to grant application. ~elucted Quote PT 60291 1226099 ~No '*No <~': No Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices,nysed.gov/ldgrants/saveLgVendorQuote.do 1/29/2011 Page 1 of 2 DELL Re: Database Server Date: 1120111 5:01:27 PM QUO TA TION QUOTE #: 571860840 Customer#: 4136135 Contract #: 4TABU CustomerAgreement #: PT64100 iNYS OGS!) Quote Date: 1120111 Customer Name: TOWN OF SOUTHOLD TOTAL QUOTE AMOUNT: $t2,269.79 Product Subtotal: $12,269.79 Tax: $0.00 Shipping & Handling: $0.00 Shipping Method: Ground Total Number of System Groups: 1 GROUP: 1' I QUANTITY: I SYSTEM PRICE: $'12,269.7g I GROUP TOTAL: $12,269.79 ~ Unit:. PE R610 Cl~,~ for Up fo Eight Hot ~ap Hen{ Drlw~, LCD (224~665) P ro;~o~. Powe~Edge R~t0 Shipping (330-6462) Memory: 48GB ~eoto~ (SxSOB), t333MH~ Dell R~nked RDIM~S for 2 proceoson~, Ofl~lzed (3¶7-2220) Video Card: EE~05,2.0G H~4l~80~'-I~m (317-4~19) Video ~emory: PE R$10 Helt~in~ For 2 Proeeosor~ (317-2374} Video I~ntory: Er~O3,2.0G HzAM,80OMHd~XMem (317-4~t) Hard Drive: 60~GB I~K RflM ~A SCS! 6Obp~ 3.9in Hot, lug Hard DriVe (342-20~) - Qua~6ty 3 Hard DHve Controtinn PERC S300 ~Gb/~ 8AS~ATA Internal 8~tware RA~D adaptor (341-0402) Hard DHve C~lroller. PERC~300 Cabis, 8HD (330-~80) 0perat~g System: Wlndow~ 8eflmr 2008 R2, Enterprise Edition, in¢ludeo 10 CALt (42%162~) Modem ~eoeboard Meoagemeot Controller (313-7919) CD4~3M o; D~) JAOM Drive: Opt~al Cable R61~ (330-6~73) CD-ROM or DVD.ROM DHve: DVD ROM, SATA, INTERNAL (313~092) Sound Card: Ba;~ (313-~$~1) Document~inn Diskette: Dell I~nagement Cor~oin (330-~280) Docume~taZloa Dislm~e: Eiectronis System Do~umeotalloa and OpeaManage DVD Kit {313-8552) Feotum Sliding Ready Ralis (33Q-~46S) ~ervl~: Pro~uppo~t: ?X2~ HW I SW Tech ~pport and Assloteo=e, 3 Year (906-04~) (oo9.o269) file://C:\Users\lloydr. TOWl~AppData\LocalhMicrosotl\Windows\Temporaxy Intemet File... 1/21/2011 Page 2 of 2 Irmtallatlon: On-Site Inlta61gon Declined (900~997) MlSC: ?E~ Walt Redundant Power Supply (330-6b'98) MIst: Power Go~d, NEMA 5-16P to C13, t $ amp, wall plug, 10 feet 13 MI~¢: power Cord, HEMA 5-1~ to C13,16 amp, wall plug, 10 feet / 3 meter (3108609) MIce: 40GB Microsoft OS Partition Override I420-6966) Email Address: Mlke_Mazzerelis~Dell.com Phone Ext: 87952 Please review this quote carefully. If complete and accurate, you may place your order online at www.dell.comloto (use quote number above). POs and payments should be made to Dell Marke#ng L.P. If you do not have · separate agreement with Dell that applies to your order, please refer to www.dell.com/terms as follows: If purchasing for your intemel uae, your order will be subject to Dell's Terms and Conditions of Sale. Direct including Dell~ U.S. Rstum Policy, at www.dell.condreturnoolicv~totel. If purchasing for resale, your order will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, and other terms of DeWs PartnerDirect program at www. dell.com/partner. If your order includes services, visit www.dell.comlservicecontracts for service descriptions and terms. Quote Information is valid for U.S. cuatornere and U.S. addresses only, and is subject to change. Bales tax on products shipped is based on "Bhip To" address, and for downloads is based on "Bill To" eddreas. Please indicate any tex*exempt status on your PO, and fax your exemption certificate, with seller listed as Dell Marketing Z.P, to Dell's Tax Department at 800-433-9023. Please Include your Customer Number. For certain products shipped to end-users in Californls, a State Environmental Fee will be applied. For Asset Recovery/ReCycling Services, visit www. dell.comlessetrecoverv. file://C:\Users\lloydr. TOWNSAppData\LocalLMicmsoff\Windows\Temporary Intemet File... 1/21/2011 Print_ Summary Dell PowerEdge R$10 - Newl Pmlimina~/Ship Date: 2/2/2011 My Selections All Options Dell PowerEdge R510 - New~ Date Catalog Number Catalog Number I Description PowerEdge R510: PE R510 Chessis for Up to Eight Hot S~p Hard R5108W Drives, LCD Ship Group: SHIPGRP PowerEdge R510 Shipping i~tel~ Xeon~ E5503, 2.OGhz. 4M Cache, 800MHz E5503 Max Mem Additional Processor: ~el~ Xeon~ E5503, 2.0Gh~, 4M Cache, 80OMHz 2E5503 Max Mere 1/17/2011 10:48:48 ~ Central Standard Time 84 Retail rc978219 Product Code Qty SKU Id I [224-8665] 1 I [330-5462] 2 1 [317-4019] 6 1 [317-2374] 7 [317-4081] 1 [317-2220] 3 1 [421-1620] 11 8 [342-2056] 1209 1 [330-5470] 27 [341-1135] PS3PEH 1 [330-5580] 9 [341-0402] HDMULTr 1 [341-4158] 8 750RPS 1 [330~598] 36 2125V10 1 [310-8509] 38 [31o-~5o9] Embedded Management: BMC I [313-7919] 14 Baseboalfl Managemer~ Conl~olle r Rails: S#dir~g Ready Rails ~thoutCable Management RRNOCMA I [330-5465] 28 Arm Bezel: BEZEL I [313~551] 17 Bezel thtemal Optical Drive: DVD8 1 [313-9092] 16 DVD ROM, SATA, Internal [330-5576] System Documentation: [313~.~552] Electronic System Docume ntation. OpenManage EDOCSD 1 21 DVD Kit with DMC [330-5280] Hardware Support Services: 3 Year PmSupport 4HR 7x24 Onsite: Non Mission U31P4H Critical [9o5-6~671 [9o5-7218] [9o6-o262] [906-0462] [9o~-95so1 [9s9-3439] 29 Installation Services: NOINSTL I [900-9997] 32 No rnsta ~afio n Laptops I Desktops I BusinsssLaptops I Bus/nsssDesktops I Workstations I Servers I Storage I Services I Monitors I Printers I LCD TVs I Electronics I Top Searches ©2011Dell I AboutDell I Terms of Sale I Unresolvedlss~es I UPDA'IED!Privacy I About Our Ads and Emails I Dell Recycling I Contact i Site Map I Feedback snFG06 LGRMIF Project Budget Archives Paflnership Trust [ Office of Cultural Education [ Online Catalo~ ] Suarch [ } tome Page 1 of 2 LGRMIF Hom_c i]ome Ini~al Application Forms: 1. Professional Salaries ~:~u~port Staff Salaries 3. ~qui!!mcnt 4. MLnpLR_emodelm~g 5, l~ch_as~d Services 6. Purchased Services (BOCES) 7. S~uppl~ie_s_~!!d Ma~,erials ~. T~ygl Expenses 9 ~ployee Benefits Post-Grant Award Forms: I[~lp ~ Checklist ~ Institution: Town Of Southold Project Nml~r: 0580 -12 4252 !koiect budget hc~ Briefly describe each item to be purchased, and specify thc associated quantity, unit cost and proposed expenditure. ~ Click here to intreat* an entry under each budget cat*gory, and save any changes before adding a new record. Delete any blank/an~t.~d ~cords that haw been treat*d for a budget cot*gory code. Quunfit7 Description UnitPdce Quantity*Price 1 [[~t~ Sewer , 12269,79 112,2~9 InstContribution AmtRequested N/A !12,2~9 Delete Vendor Dell. NY8 contract PT~ Equipment Totals (Code 20) Amount R~queated Amount Awarded $12~69 $0 Grand Totals for all Budget Categories Amount Requested Amount Awarded S98,0~0 $0 Expense Submitted Expeme Approved $0 $0 Expense Submitted Expense Approved $0 S0 3, Equipment (Code 20) Describe how this equipment will be used to support project activities and goals. Be sure to address how this equipment is impm~snt to records manngeraent needs. Demonstrate that such equipment is critical to the project and will be used on an ongoing besis aft~ the grant to ~upport records numag~n*nt, ?;ljgible/[n~ligi~e E>;.pcnd_i[ttrcsLa0.~i ~)~cr Require0 Forms https://eservices.nysed.gov/ldgrants/BudgetSelect?tab=3&p=lg 1/30/2011 Budget Narrative - Database Server - Enuinment - Code 20 Database Server: * A Vendor Ouote Form and cow o£the detailed ouote is attached to the this gra~t Database Server The database server recommended by Bowne as part of the implementation plan of the GIS user needs assessment was a PowerEdge RS10. The R510 is recommended for small to medium size business environments to support core business applications such as Microsoft SQL Server and Microsoft Exchange. With advanced systems management capabilities, a compac~ chassis, high-availability and redundancy features and a large amount of internal storage, this server is an ideal server to support the shared enterprise GIS environment. The identified size requirements were recommended to support the needs of the shared environment which includes storage of large amount of spatial data and imagery. Spatial data includes approximately 150 feature classes totaling approximately 76 OB of data, seventeen (17) sets of historical aerial imagery (ranging from 1930 to 1999), three (3) sets of onhophotngraphy (ranging from 2001 to 2007) and one set of oblique imagery from Pictometry. It should be noted that the Town, working directly with Suffolk County is in the process of obtaining additional historical imagery, 2010 orthophotography images, LiD,aR (Light Detection And Ranging) data and additional oblique imagery from Pictometry. Additional datasets from local, state and federal agencies will be evaluated by the Town's GIS coordinator and GIS steering committee and incorporated into the shared enterprise environment as needed. As the shared enterprise environment continues to mature, it is also anticipated that special districts (e.g., fire districts) within the Town can be incorporated into the environment to foster continued cooperation and shared services. Based upon these data requirements, a total of 2.4 TB of storage is estimated for the database server initially. While this storage is adequate to support the immediate needs of the Town and Village, the server can be upgraded at a later date by the Town to support additional data requirements as the environment matures. LORIVIIF Project Budget Archives Partnership Trust [ Office of Culmral Education [ Online C~l~o_~l Search [ Home Page 1 of 3 LGRMIF .... H0n~ t t_o_m_e Initial Application Forms: Checklist 1. Professional Salaries 2. Support Staff Salaries 3. Efluipme_t!~ 4. Mico~r R_emodeling 5 Purchased 5~D~ic_~5 6. Purchased Services LBOC}~ 7. Suppli¢~ ~d_.Materia!s 8. Travel Expeg.~q~ 9. Employee Benefits Post-Cmmt Ararat Forms: I telp ~ Checklist ~; Institution: Town Of ~outhold Projec~ N~ber: 0580 -12 -2252 ~ Click h~re to initiate an entry under each budget category, and save any changes before adding a new record. Delete any blank/unusud mcards that have been cr*ated for a budg*t category code. Description Service Provider Calculation of Coat Install & Configure MS ,' Bovine Mgmt Systems, 2,500. lnstContribution AmtRequested NIA 2,500 Delete Description Servic~ Providea' Calculation of Cost I~siSn end I~velcho Oe ~me Msmt 8y$t~m~, 2,$00, InstContribution AmtRequest~d N/A 2,$00 Dele~te Description Service Provider Calculation of Cost Load Dam into ~e Data Bowne Mgmt. System~, 4,000. ~stContribution AmtRequestgd N/A 4,000 Delete Description Service Provide~ Calculation of Cost AmGI8 End Ueer Tratni Bowne Mgmt Systems, 4,000. InstContxibution AmtReq~ N/A 4,000 Delete htips://eservices.nysed.gov/ldgrants/BudgetSelect?tab=S&p=tg 1/27/20H LGR_,XOF Project Budget page 2 of 3 Description Sca'vice Provider Calculation of Cost ArcGI8 End Ueer Treini Bowne Mgmt. 8y~teme, 5,000. InstContributlon AmtRequested N/A 5,000 I)eJe_te Description InslConixibution AmtRequested N/A 4,000 Delete Description Sesvicg Provider Calculation of Cost ETL Develol~nent Bowfle Mgmt. Systems, 4,000. InstCon~bution AmtRequested N/A 4,000 Dc!e~e Description Service l~ovidcr Calculation of Cost Develop Land Re<xwds Bovine Mgmt Sys~srns, 15,000, N/A 15,000 Delete L ~ave P~ ]R~mber to $~ve yov~ s,o~ Purdmsed Service Totals (Code 40) Amount Requested Amount Awarded $41,000 $0 Grsnd Totals for all Budget Categories Amount Requested Amount Awarded $98,0~0 Expense Submitted Expense Approved $o Expcnsc Submit~l Expense Approved $0 S0 S. Purchased Services (Co& 40) In the narrative, describe how the purchased services support project activities and goals. List the names of individual vendors or consultants, if applicable. Clcgrly explain and justify the consultant's role in and time spent on thc project. If you have identffi~l a consultant or vendor, provide information on their qualificatiotm. El~ible/l!v~l!gi~lC.~Aoenffttures and Other Required Forms Remember to Save yov, r ~ork ofto~ https://eservices.nysed.gov/ldgrants/BudgetSelect?tab=S&p=lg 1/27/2011 I LORMIF Project Budget Page 3 of 3 Budget Narrative- Consulfln~ Service~ (Purchased Servites Code 40) If ~ grant application is approved, the Town will hire Bowne Mnnn~oement Sy steins (Bowne), a local GIS consultin~ fwm te impk~nent the shared en~pfise GIS environment The Town needs to bile a pmfe/mional GIS consulting fura because it ctmently does not have the expertise or staff rehouses to complete a project of this ~pe in-house. In addition, Bowne was responsible for canduc~in~ a GIS user needs assessment with the Village of Greenport and is very f~nilinr with oor GIS goals, objectives and needs. Furthermore, given the recommended migration to a more appropriate GIS software enviwnment (to ESRI as outlined in our GIS user needs assessment) to ~pport our shared enterprise envi~nment, we do not have the required skills necessary to operete ibis software and require the expel~se of a GI$ consuliin~ f'n-m familiar with this software platform. Bowne has significant experience with the ESRI product environment which includes authorized ~reinere in the desktop software, knowiedseable resotuces with specialized elq:efience in the use of Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.gov/ldgrants/Budget Select?tab= 5&p=lg 1/27/2011 LGP~V~ Proj ~ Budget Archives Partnership T_~s~t I Office of C]fltural Education I Online Catalog I Search I Holn~ Page 1 of 3 Ho~nq~' ~ ~1~' ~,~ _F Initial Application Forms: Post-Great Award Forms: '5 Cl.mckUst 1. Professional Salaries 2~ S~?og 8taft Salaries .~. E~_u!pmcnt 4. Minor Remodeling 5. purchased Se_ry)~c_cs 6. Purc~hased Serv~c~s (BOCES) 7 Supp!i_~s~an_d Materi~!~ 8. Travel Exl~nses 9. Emplo~ee~ B_enefits Institution: Town Of Southold Project Number:. 0580 -12 -2252 Project.bud~.et help Project B~dget 'l, ,~pp]i~ lad Mll~rllll (Co~' 4~ Eligib!¢/Lneligiblc E ~P~diturcs ar~-tl. Qther Rec~lired_?orms Briefly describe each requested item, and specify the quantity, unit cost, and proposed expenditure. Request any equipment im with a unit cost of less than $5,000 and ALL computer sofh~are, regardless of the mit price, trader tkis budget code. ~ Click hem to ~nit~ate an entry under each budget category, and sa~ ~my changes t~for~ adding a n~w m~ord. Delete any blanMunusud records that have been ereatad for a budget category code. Quantity Description UnitPfice Quantity*I¥ice Vandor 1 ESRI ArcOlS- Arc'info 1~ 7320 ]7,320 ESRI InstContribu~ion Amt. Requested N/A 7,320 DeJ¢3e Quantity Description UnitPrice Quantity*Price Vendor 2 ESRI ArcGl$ - AmEdito 5738 ] 11,476 ESRI N/A 11,476 Del~to Quantity Description UnitPfice Quantity*Price V~dor 1 E$~I AfoOt8 - ArcVisw 2882 [2,882 ESRI InstConlribution AmtRequested N/A 2,882 Delete Quantity Description Unih~ice Quantity*Price Vendor 1 ESRI AmGI$- Spatial A 2040 [2,040 ESRI InstContribution AmtRequested N/A 2,040 Del_et~ https://eservices.nysed.gov/ldgrants/saveLgSupplies.do 1/27/2011 LGRM]I~ Project Budget Qunntity Description UnitPfice 1 ESRI ArcQl$ Server-Er 8185 InstCon~bution AmtRoquested N/A 8,185 D~elete Quantity Description UnitPrice 1 Micmeoft SQL Server 2~i 2266.99 N/A 2,266 Delete Quantity Description UnitPdce 1 i e~enm Becimp Exec 678.20 InsiContribution AmtReqtmsted N/A 678 Delete Q~atit~ Description UnitPrice 11 Symantec Backup Exec 678.99 lnstContribution AmtRequested N/A 678 Delete Quantity Description UnitPfice 5 MiCroeoft SQL Server 2, 129.67 InstContribution AmtRequested N/A 648 Delete Quantity Description 1~ q!0 UnitPrice 1 Dell Power~dge Web $ 4290.81 InstCuntrib~tion AmtReq~sted N/A 4,290 Delete Quantity Description UnitPrice 1 Netw~xk Attached Store 1695,31 InstContribution AmtRequested N/A 1,695 Delete Quantity Description Unitthice 1 Powe~dge Rack 2623.29 InstContribution AmtRequested N/A 2,623 Delete Quantity*Price [8,185 Quantity*Price 12~ Quentity*Price Quantity*Price Quuntity*Pfice Quantity*Price Quantity*Price [1,695 Quantity*Price Save R~xd~ JRa~b~ to $~,~yo~ ~dt o/tm Page 2 of 3 Vendor ESRI Vendor Vendor Vendor ~CDW-Q 0 qumm) , Vendor CDW-Q (3 quotes) Vendor Dell (NY8 conlracfflF'T~ Vendor TechDepot (3 quotes) Vendor Dell (NY8 cona'ect #P~ Supplle~, Ma~erials Totals (Code 45) Amount Requested Amount Awarded Expense Submitted $0 Grand Totals for all B~d~et Categories Amount Requested Amount Awarded Expense Submitled S9~,~0 SO SO https://eservices.nysed.gov/ldgrants/saveLgSupplies.do Expense Approved Expense Approval 1/27/2011 LGRMIF Project Budget Page 3 of 3 7. Supplies ond Materlois (Code 45) Describe how each of the supplies and materials itemized (includia8 ALL computer software, regardless of price) under this code will support project activities and goals. E igible/l ~e g b_ e Ex. Pored ti 'es ~ ~d Other R~4ui~red Fom~s ~ ~ to Savej~sr nan Cultural Education Centex, Albany, New York 12230, Phone: (518) 474-6926 https ://eservices.nysed.gov/ldgnmts/saveLgSupplies.do 1/27/2011 LGRMIF Attachments Archives Partnership Trust I Office of Cultural Education [ Online Catalog I Search I Home Page 1 of 1 LGRM F .... Help~ Home ~]~ ~ lmt~al Apphcat~on Forms: Post-Grant Award Forms: Checklist i~ Checklist Attachments help List of Attachments Action Fhese am the documents that have been attached to this grant application. 2lick on the Document Name to download the document, or click Delete to remove the document from this grant application. n] Document Date Attached By Document Name I)escrlptio Document Type Size Attached _D__elet~e B~owne Proposal 1.21.ll.pdf } GIS flementation 20110129153257.pd_f ~tion of Bowne Employee ,fGIS Steering Committee.doc Delete GIS [INA Report.doc FINAL.doc Delete MAIL-IN FORMS II"e~c~e 11[Si~h]F 5~1101~1 l 51457.~d~f oflntent 10131213312.pdf Services application/pdf bytes 1323086 application/pdf 99847bytes application/vnd.ms- 31232 exce bytes 01/30/2011 elizabeth.nevilh 01/30/2011 elizabeth, neville I01/30/2011 application/octet- 41472 stream bytes application/msword 4194688 ~pplication/msword 01/30/2011 application/pdf application/pdf application/pdf application/pdf application/pdf 1/31/2011 150634 Ibytes 1136972 bytes 322981 bytes 50634 bytes [[01/31/2011 lelizabeth.nevilk [[02/01/2011 .qizabeth.nevilk [[02/01/2011 ~lizabeth.neville [[01/31/2011 lizabeth.neville application/vnd.ms- 61952 01/31/2011 elizabeth.neville excel bytes ~dd an Attachment Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.gov/ldgrants/lgApplicant.do 2/1/2011 LGRMIF Application Page 1 of 31 Local Government Records Management Improvement Fund (LGRMI~ Application Sheet Proiect Number 110580 -12 -2252 Institution ]lTown Of Southold - Mailin~ Address: 1153095 Main Rd Address: Cit~, State, Zip: []Southold NY 11971 Chief Administrative Officer: IIsco A Russell title: IlSupervisor Phone: 11(631)765-1889 Email: IIs.russell~town.southold.ny.us State Judicial District: 10 [Istate Assembly Districts: 1 State Senate Districts: 1 ][State Congressional Districts: 1 Federal ID: 116001939 [ISchool District: Southold Ufsd Institution Type: ][Towns NOTE:The institutional information listed above is pulled from the SEDREF database. SEDREF, the single authoritative source of identifying information about institutions which the NYS Education Department determines compliance with applicable policy, law and/or regulation. If your institutional information is incorrect, it can only be updated once your Payee Information Form is received by the Grants Administration Unit and approved by Grants Finance. Grant Unit staff do not have authority to update SEDREF information. The applicant cannot edit the SEDREF information above on their own. Parfieipatin$ Institutions RMO Appointed? Yes Town Of Southold Year? 1988 Schedule Adopted? Yes Year? 1980 RMO Appointed? Yes Village Of Omenport Year? 2009 Schedule Adopted? Yes Year? 2009 NYC Department of Records and Informafon false Services (DORIS) C-rant? Name of DORIS Agency (if applicable) Eli~ibilit7 Requirements i[RMO Appointed? IIYes II https ://eservices.nysed.govfldgrant s/PrintApp Sendet?i=app& a=false 2/1/2011 LGRMIF Application Page 2 of 31 Year RMO Appointed II 1988 Appropriate Retention Yes Schedule Adopted? Year Schedule was 1980 Adopted Project Director Name IIElizabeth Neville Title IITown Clerk, RMO Phone 11631-765-1800 228 Email ]le.neville~town.southold.ny-us Records Management Officer (RMO) Name IIElizabeth Neville Tire [ITown Clerk, RMO Phone 11631-765-1800 Email Ile.neville~town.southold.ny.us 228 Local Government Information Eounty Suffolk Region REGION 10 type Town [Department/Unit Town Clerk Population Served 22,858 Annual Operating Budget $37,727,031.00 Full-time:200 Number of Employees Part-time:66 Amount Requested Application Application Type Project Category ['roject Type [ICooperative I[Geographic Information Systems First-Time Inventory: false Electronic Records Inventory: false Email Management: false Summary description of proposed project activities: Describe the project, including scope, objectives, and description of records. The summary should be brief, but should provide a clear statement of how you intend to use a LGRMIF grant. Project Summary The Town of Southold is requesting funding in the amount of $98,060.00 to implement a shared enterprise GIS environment to increase efficiencies, increase production and improve services to the public. Recommendations from a comprehensive cooperative GIS user needs assessment were used as the basis and justification for this https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 3 of 31 project. The shared enterprise GIS environment will include hardware, software, training and consulting services. The shared enterprise GIS environment will be hosted and managed by the Town of Southold and access will be provided to the Village of Greenport. Hardware purchased as a result of funds received from this grant will be used to establish a server environment that can be used by ail Town and Village employees. Hardware to support data management and data distribution will be implemented at the Town. Software purchased will be used to more effectively manage spatiai data within both the Town and Village as well as be used to create new spatial information. Training services purchased will provide key Town and Village employees with the proper education and knowledge to effectively manage, secure and distribute data. This knowledge will support increased efficiencies and increased production for those key employees. Consulting services purchased from a quaiified GIS professional will provide the Town with the required support and GIS tools to distribute criticai records to all Town and Village employees. This shared enterprise GIS implementation Will address records management issues by helping to (1) centralizing spatiai records; (2) improve access to spatiai records; (3) increase ability to distribute spatiai records; (4) increase ability to integrate spatiai information Within departmental v¢orkflows/activifies; and (5) improving decision making through better access and display ~f spatiai records. Local Government Records Management Improvement Fund (LGRMIF) Project Number Institution Project Narratives 0580 -12 -2252 Town Of Southold - Ia. Describe records management problem Project Narrative {maximum 75 points} Statement of the Problem (maximum 20 points} 1. 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} The Town of Southold is located on the northeastern tip of Suffolk County, on the North Fork of Long Island. Southold has a population of approximately 22,858, an annuai operating budget of roughly $37 million, and is responsible for approximately 18,500 parcels, including residentiai, commercial, agriculturai and exempt properties. The Town was settled in 1640 and has a land area of 53.7 square miles. The Village of Greenport is located wholly within the Town. The Town also includes the area of Fishers Island which is located approximately twelve (12) miles east of the mainland. Fishers Island is accessible only by water or air with ferry service operating between the Island and New London, Connecticut. Specific Records Management Problems: In the 2010-2011 Local Government Records Management Improvement Fund (LGRIVIIF) grant cycle, the Town of Southold, the lead agency for this cooperative grant application, received a grant from the LGRIVIIF to conduct a cooperative Geographic Information Systems (GIS) User https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 4 of 31 Needs Assessment CLINA). As a result of the needs assessment, it was apparent that geographic records developed within both the Town and Village were not being efficiently distributed to the user community. Additionally, the knowledge of such geographic data records was limited to a small percentage of employees. This has resulted in the following Town and Village records management problems: The lack ora centralized spatial database has resulted in increased time and effort by employees to obtain information necessary to conduct Town and Village business, resulting in diminished productivity and job performance. Risk of poor derision making due to incomplete or inaccessible information. The Town and Village cannot currently share spatial data and information or implement computer based mapping information services for the public, such as self-service access to property maps, service requests, assessment and tax information. Time is wasted due to the inability of Town and Village staffto quickly and efficiently access land based (e.g., parcel) and asset based (e.g., street sign) related information. The Town and Village are at risk of not complying with FHA, NYSDEC, MS4, and GASB regulations. Town and Village Departments are not able to share spatial data and information, leading to duplicate efforts spent on business processes. the implementation of a shared enterprise GIS, managed by the Town and distributed to both Town and Village employees will greatly benefit both the Town and Village. Ultimately, this shared municipal enterprise GIS model will serve as the standard for many New York State municipal regions. Qualitative descriptions and Quantitative Data about the Problem Increased demands at Town and Village for information related to spatial data The Town has seen an increase in population of close to 11% over the past seven (7) years (according to the United States Census Bureau). The Village has seen an increase in population of close to 5% over the past seven (7) years (according to the United States Census Bureau). The increase in population has resulted in an increased mount of inquiries to Town Hall and Village Hall for information related to spatial data (e.g., land records, asset records). This is the largest increase in the Town's population since 1980 and has resulted in increased workload for many departments including the Assessor's Office, the Building Department, the Highway Department, Public Works, Land Preservation, the Planning Department, Police Department, the Recreation Department, Tax Receiver, Town Clerk, Waste Management, and the Zoning Board. As the Town provides certain services for the Village (e.g., Police services), The Town and Village government employees are being asked to provide services to more people each and every year with little to no increase in funding and/or staffing. This increased demand for services has placed increased demands of our government to develop more efficient ways of providing services, thus allowing both the Town and Village to do more with less. Increased Efficiencies A total of nineteen (19) departments (in both the Town and Villagn) and forty-three (43) employees (in both the Town and Village) were interviewed during the cooperative GIS UNA. In every department interviewed at least one GIS opportunity was identified that would support their ability to be more efficient and address one or more of the issues outlined above. In some deparlments, there were a multitude of GIS opportunities that would greatly reduce some of the labor intensive workflows and increase the quality of services provided to constituents. As an example ofa GIS opportunity, in almost all departments interviewed, the ability to view an interactive map that provided the user with the ability to search and zoom to a location based upon address or tax map number was requested. Furthermore, the ability to display the current and historic orthophotography with the current and.historic tax parcel lines was requested by many. Currently, many department employees use a combination of Google Earth for orthophotography and a paper-based tax map book to accomplish this task. Both sources are evaluated and used together in an attempt to estimate setbacks, determine the location of the right of way, evaluate https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 5 of 31 variances, support the permit approval process and support code enforcement. In many cases measurements are calculated as part of a field inspection. As expected, using both paper based and electronic products can be a cumbersome task and result in inaccuracies. We anticipate that the manual evaluation of this data to support the tasks listed above can take an average 20 minutes to complete. We can further estimate that ifa web-based GIS viewer that provided access to current orthophotography (issued by New York State through Suffolk County), historic orthophotography parcel lines, FEMA flood zones, wetlands, zoning and development rights (among others) and GIS functionality such as measurement tools was implemented, it would greatly improve the department employees' ability to complete these tasks more efficiently. Based upon the interviews conducted, approximately 7,500 transactions (which includes variances, building permits, assessment inspections and code violations) occur each year that involve the use of evaluating paper-based tax maps along with some electronic geographic map (such as Google Earth). Based upon 20 minutes per transaction, this equates to a total of 2,500 hours per year. If a web-based interactive GIS viewer was implemented with access to the required GIS layers and GIS functionality, it is anticipated that the time to complete these tasks can be reduced by 50%. This equates to a total of 1,250 hours in time saved or approximately 0.65 Full Time Equivalents (FTE). Assuming an average salary of $30,000 per employee, this equates to a time savings of approximately $20,000 per year. As a result of the cooperative GIS UNA, a total of thirty-two (32) potential GIS opportunities were identified. Opportunities included storing and managing GIS data, distributing GIS data, analyzing GIS data, producing map products and providing GIS functionality. While we cannot say that every GIS opportunity, if implemented, will yield the same type of efficiencies and cost savings as the example above, we are certain that each and every GIS oppommity identified will provide cost and efficiency savings for both Town and Village employees. As there are a total of 209 full time employees within the Town of Southold, if the implementation of a shared enterprise GIS could save each of those employees 15 minutes per day, a total of 13,585 hours per year of time savings could be realized. This equates to approximately 6.5 FTEs. Therefore, the lack of a shared enterprise GIS within the Town to support the distribution of critical records is potentially costing the Town a total of $195,000 per year in employee costs (assuming $30,000 on average per employee). Shared Cost Savings Additionally, by managing the enterprise GIS environment within the Town of Southold (as dictated by the shared enterprise GIS recommendations), the Village of Greenport will not be required to purchase hardware, software and services associated with developing a Village GIS. As Bowne has worked with many municipal organizations within New York State, they were able to provide the Town with details from another GIS implementation plan delivered to a Village of similar size to that of the Village of Greenport. The total recommended costs for that GIS implementation (which included hardware, software, training and services) was $43,440. Given the limited staff availability and the current economic conditions, the Village of Greenport would never have been able to fund this effort. Therefore, not only will the Village dramatically improve their ability to access, manage and distribute GIS records within the Village, through the implementation of this shared enterprise GIS, they will have saved approximately $40,000. Improved Services While efficiencies and cost savings are extremely important to the Town and Village, the ability to deliver high quality services to their constituency is just as important. Due to the limited availability and knowledge of critical GIS datasets within the Town, employees without this knowledge and access are unaware of improvements that can be made to services based upon the availability of GIS data. For example, currently the Town has their zoning maps located on their website as PDF images as well as on the walls of the Building Depa~ hnent. When looking at the PDF images on the Town's website, it is not always easy to determine which zone certain properties fall within. Residents and professionals who need to know which zone a particular property resides within must either visit https://eservices.ny sed.gov/ldgrants/PrintApp Servlet?i=app& a--false 2/1/2011 LGRMIF Application Page 6 of 31 Town Hail or make a phone call to the Town. While the Town can provide answers to these queries on the phone or in their office, improvements can be made to the overail service by distributing zoning related records in a more efficient and effective manor over the Internet. Simply by providing display a property zone as a result of an address search on an Internet based GIS land records viewer, this overall service can be greatly improved. The time required by the resident or professionai to come into Town Hail is eliminated and the time required by Town and Village employees to service these types of queries is eliminated. Taking this example one step further, by effectively managing GIS records within the Town, the ability to identify additional information from an address can easily be provided to residents. This includes identification of elected officials, road management authority, school district, fire district and park district. Access to this type of information simply by entering an address can be extremely vaiuable to a constituent. Again, while this type of information is being provided to Town and Village constituents, the use of GIS and the implementation of a shared enterprise GIS program can greatly improve upon existing services. Ultimately, this project is a high priority due to the intended results anticipated by successfully executing the shared enterprise GIS implementation plan. Building a GIS technology foundation that will serve both the Town and Village for years to come will enable the Town to improve efficiencies, increase production and improve services to the public. High Priority_ As the Town has successfully built the foundation for a robust records management software platform through implementing software such as RPS, Laserfiche and Municity end extended that platform to include the Village of Greenport in a cooperative nature, the next logical step in the development of our cooperative records management program is to integrate (GIS) geographical Information systems. This type of integration will allow our cooperative users to easily display property related data in RPS, Municity and Laseffiche by simply clicking on a parcel in an interactive map.. While specific information is available and searchable within each system, the integration of GIS will provide a framework that will allow us to display information found in multiple data sources through one common interface. This type of framework will greatly increase our ability to access and anaiyze records within the Town and Village and will ultimately increase the overall quaiity of services to be provided to our constituents. In addition, the ability to deliver information through one common interface will reduce the need to deploy additionai licenses for RPS, Municity and Laserfiche to cooperative users, thus reducing the overail cost for software, training and support at both the Town and Village. In addition to displaying information found in multiple data sources through a common interface using a GIS, the GIS will aiso help support the improvement of data attributes found within those same data sources. Given the spatiai capabilities of a GIS, attributes can be created and assigned to a location (e.g., parcel). This newly created attribute can be loaded into the data sources (e.g., Municity) and assigned to the appropriate parcel programmaticaily. Currently, spatiai based data is manually created and assigned to parcels which can be extremely time consuming. This project is a high priority for reasons that include: · The number of business operations that require spatially enabling (e.g. ad-hoc map creation) Town and Village records have increased dramaticaily within past few years. · Increased regulatory demands from the FHA, GASB, MS4 have forced the Town end Village to pursue GIS inventories and condition assessment of municipai assets. · Developing a cooperative GIS shared services model with the Village of G-reenport will increase our ability to communicate effectively with the Village, reduce operating costs for the Village and improve overail services to Town and Village residents. · A shared enterprise GIS implementation is the next logical step in our records management https ://eservices.nysed.gov/ldgrants/PrintApp Servlet?i=app& a---false 2/1/2011 LGRMIF Application Page 7 of 31 program and it will yield results that will continue to improve our overall program and continue to improve services provided to our constituents. It supports the evaluation of consolidated services among the Town and Village. As the Town has successfully built the foundation for a robust records management software platform through implementing software such as RPS, Laserfiche and Municity and extended that platform to include the Village of Greenport in a cooperative nature, the next logical step in the development of our cooperative records management program is to integrate geographic information systems (GIS). This type of integration will allow our cooperative users to easily display property related data in RPS, Municity and Laserflche by simply clicking on a parcel in an interactive map. While specific information is available and searchable within each system, the integration of GIS will provide a framework that will allow us to display information found in multiple data sources through one common interface. This type of framework will greatly increase our ability to access and analyze records within the Town and Village which will ultimately increase quality of services to be provided to our constituents. In addition, the ability to deliver information through one common interface will reduce the need to deploy additional licenses for RPS, Municity and Laserfiche to cooperative users, thus reducing the overall cost for software, training and support at both the Town and Village. In addition to displaying information found in multiple data sources through a common interface using a GIS, the GIS will also help support the improvement of data attributes found within those same data sources. Given the spatial capabilities ora GIS, attributes can be created and assigned to a location (e.g., parcel). This newly created attribute can be loaded into the data sources (e.g., Municity) and assigned to the appropriate parcel. Currently, spatial based data is manually created and assigned to parcels which can be extremely time consuming. 1. b. Identify the specific records that will be involved and any previous grant funded projects related to these records and thin project. (~ points) The records of interest will include all Town-wide and Village-wide spatial records. However, the following record sets are deemed to be high priority as there is a greater interest in mapping them: Property Information Parcels Public Safety Real Property Information Tax Information Land Use Transportation Building and Codes Water and Wastewater Zoning Boundaries Neighborhood Demographics The Town and Village, as part of their 2009-10 LGRMIF grant award implemented a property information system that involves the following records: MU-1 Schedule [847] -Real property history data file contained in taxation/assessment data system. MU-1 Schedule [657] - Building/property history data file contained in building/property history system MU-1 Schedule [663] - planning action data file MU-1 Schedule [665] -zoning action data file The list of all spatial information/data anticipated to be stored within the spatial database management system is as follows: https://eservices.nysedgov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 8 of 31 Audubon Important Bird Areas Seaview Bike Trails (multiple layers) Town Preserve habitat types (multiple layers, multiple preserves) CCE historic eelgrass (multiple layers - 1930, 1947, 1969, 1980) CCE eelgrass restoration sites (multiple layers) CCE existing eelgrass CCE eelgrass restoration model Visual inventory (shoreline structures, photos, videos) Coastline (multiple versions) Fire districts Flood map (old version) Municipal boundaries School districts Special Groundwater Protection Area SLOSH map Zip codes Streets Soils (from County soils book) CPF updates (multiple layers) Critical Environmental Areas DEC 1974 Tidal Wetlands Inventory DEC CEHA DEC current NYNHP DEC old NHP DEC tidal wetland loss DEC water quality classification DEC WI-PWL (multiple layers) DEC fresh water wetlands DEC shellfish closures Bird Conservation Areas Nature Trails Mile Markers Significant Trees Land Preservation photo points GPS (various field work, various departments) MS4 catch basins MS4 conveyances MS4 ouffalls MS4 recharge areas MS4 parking lots (street sweeping) Streets (edited by TOS) Long Island Sound Study area LWRP boat ramps LWRP marinas LWRP golf courses LWRP parks LWRP shellfish seeding LWRP reaches LWRP estuary access LWRP shellfish productivity Fresh water wetlands (in house) Tidal wetlands (in house) https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 9 of 31 NWl wetlands Archeo sensitive areas Old circles and squares (archeo) Beach nesting species areas DOS Significant Coastal Habitats PEP Critical Lands Protection Strategy PEP Critical habitats (multiple layers) PEP duck habitats (multiple layers) PEP hardened shoreline (updated by TOS) PEP Land cover Land cover (non PEP area, created by TOS) PEP hydrology PEP eelgrass (multiple layers) PEP SAV PEP groundwater contributing areas PEP Benthic (multiple layers) USGS Quads SCWA water mains (multiple layers including older versions) SCWA hydrants (multiple layers, not ground truthed) SCWA properties Tax map (edited by TOS, includes Protected, Community Facilities, build out, etc.) Tax map archive (tax map is archived at the end of each year and used for depicting changes through time, e.g. Protected lands) Tax map (section of Riverhead adjacent to TO S) Farm land inventory (multiple years) Ag District Ag District buffer Nematode quarantine Underwater lands County master preservation lists (farm land and open space) NYS Open Space preservation list HALO Hamlet center Hamlets Historic register Historic districts SPLIA Park Districts (TOS draft) Subdivisions (depicts boundaries of subdivisions, about 90% complete) Zoning (multiple layers) Watersheds/subwatersheds (multiple layers from TMDLs, PEP, etc.) Cell towers Water protection zone Archive layers (multiple layers archived for various proj cots) Topo (5 foot contours, old County version) Docks Waterfront parcels (multiple layers) Easements (very early version) Fishers Island mosquito treatment areas Fishers Island sidewalk hazards Geo Features (water body names, points, lighthouses, etc.) Town Deer management program (multiple layers) https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a---false 2/1/2011 LGRMIF Application Page 10 of 31 LIPA ROW (approximate center line) LIPA towers Police map references (GIS map of areas defined in dispatch program) Bay to Sound project (multiple layers, proposed trails, kiosks, clean up sites, etc.) Osprey nests Phragmites (multiple layers) Plum Island IBA surveys (multiple layers) RPS Sales (multiple layers) Waste water district Watershed improvement strategy areas Moorings (Town wide map with trustees numbering) 1. c. Explnin why funding from this ~rant program is essential to accomplishina the pro_iect. {For example, explain why you need fundin_~ if you have previously received funding for a similar pro_iect.) 15 points) As the economic climate has not changed much since our application last year, we still face the same conditions, obstacles and challenges as presented in our grant application last year. This includes tightening budgets, increased regulatory requirements and decreased staffing numbers. By completing a cooperative GIS user needs assessment with the funds awarded from the LGRMIF 2010-2011 grant cycle, the Town and Village have adopted an effective plan to overcome these challenges and obstacles that have handcuffed our ability to improve quality, services and efficiencies. Through the funding received from this grant application, both the Town and Village will have the ability to establish a model for a shared enterprise GIS environment that will not only allow for the continued improvement of our overall records management program, but provide a platform to allow GIS to evolve successfully. The early successes achieved by implementing the first phase of our plan will further solidify the need for GIS technologies within both the Town and Village and further promote the justification for additional funding. The Town had been awarded a LGRMIF grant in the 2009-10 grant cycle for the implementation of a land management software product (Municity), which is similar to this project in the fact that software is being implemented to support the growth of our overall records management plan. This grant was done in cooperation with the Village of Greenpon, however, that grant's focus was specific to supporting land based data and departments within the Town and Village and did not include GIS capabilities. The implementation ora shared enterprise GIS environment, while a software implementation, provides the foundation for managing and distributing spatial records throughout the entire Town and Village. Additionally, our GIS implementation plan includes integration to the Town's land management software product implemented as a result of funds received from the 2009-10 grant cycle application. 2. Intended Results (maximum 15 points) 2. a. Identify each intended result (specific products, time and cost savings, or services} and describe the anticipated benefits. {5 points} The overall intended result of this project will be the implementation ora shared enterprise GIS environment tailored to meet the specific records management needs of Town and Village that builds on past records management projects. The specific result of this project will be to improve the Town's and Village's records management program with regards to creating, storing, https://eserviees.nysed.gov/ldgrants/PrintAppServlet?i=app&a=faise 2/1/2011 LGRMIF Application Page 11 of 31 updating, retrieving, transferring and sharing spatial data. This improvement will yield improved operational efficiencies, more effective decision making, increased collaboration between Town deparmaents, and increased inter-municipal sharing between the Town of Southold and the Village of Greenport. The Town, as the lead agency for this cooperative grant, will procure the required hardware and software and hire a GIS consulting firm to provide training, mentoring and application development services. The shared enterprise GIS environment will have the following intended results and anticipated benefits. Establish Shared Enterprise GIS Hardware/Software Environment Managed by Town. The Town of Southold and Village of Greenport do not currently have a hardware environment that can effectively support an enterprise GIS. The successful implementation of a shared enterprise GIS environment will provide robust spatial database management tools, adequate storage to support centralization for all spatial records, software tools to support appropriate management and back-up procedures and concurrent based licenses for desktop GIS software that will allow multiple users to easily access industry standard GIS tools. The use of industry standard hardware and software will increase the Town's ability to support the technology. By managing the environment at the Town and providing secured access to the Village, we anticipate saving the Village approximately $40,000 in hardware, software and consulting services. $40,000 was estimated based upon the costs to implement an enterprise GIS in a Village of similar size to the Village of Greenport. Load all Spatial Records into Centralized GIS Database. Using industry ~tandard robust spatial database management tools, the Town will load all the spatial records currently stored on a file server into a relational database management software program. The organization of spatial records will be based upon a government geodatabase structure recommended as part of the GIS user needs assessment. The recommended governmental geodatbase structure is one that has been successfully implemented in many other municipal organizations and will enable easy access to spatial records. Currently, in order to locate a specific spatial record, a user (who has knowledge of where the records are located) will have to traverse through a multitude of directories. This can take several minutes and without proper support from knowledgeable resources can be very cumbersome. The recommended geodatabase structure organizes spatial records based upon functional categories. These categories include basemap, land records, public safety, environmental and infrastructure. This logical organization of data will increase the ability of Town and Village users to more easily access spatial records. Provide End User GIS Training. Through the interview process, Bowne interviewed a total of 43 Town and Village employees within 19 depmhnents. Of the 43 employees, a total of 12 users were or would benefit from the use of desktop GIS software. These employees will be trained on the use and operation of the desktop software. Both a beginner and advanced training class will be offered and based upon the user's need, they can attend one or both of the classes. Training will be conducted by an authorized trainer in the software and will increase the Town's overall understanding, knowledge and ability to perform GIS activities. While this is identified in the first phase of the implementation plan, it should be noted that it will not end in the first phase. Subsequent phases of the implementation plan include various types of training and will be funded by the Town and Village in subsequent years. Training is one of the most critical components of any software implementation plan and is often forgotten after the implementation is completed. The use of industry standard desktop GIS software will greatly improve the Town's ability to share information with and obtain support from other municipalities in the local region who also use this software. Provide Administrative GIS Training. The use, operation and configuration of spatial database management software can be extremely complicated. As part of this implementation, it is our intent to hire a consultant knowledgeable in the set, are to provide customized training to allow the Town to effectively operate the sof~vare. The use cfa consultant that has operated and https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 12 of 31 maintained this software in a municipal environment typical to the Town of Southold would greatly benefit the Town and allow us to gain knowledge and information never obtained from a user manual or reference book. The use of industry standard spatial database management software will greatly improve the Town's ability to share information with and obtain support from other municipalities in the local region who also use this software. Establish GIS Governance Model. There are a number of GIS organizational paradigms in use throughout various levels of government (State, County, Town etc.). One very successful approach provides the necessary hierarchical stmcturc while also providing the flexibility needed to adapt to changing needs of the GIS community. This includes the implementation ofa GIS Steering Committee. The GIS Steering Committee has been created and is comprised of a small number of technical and executive users from various departments of the Town and the Village. The GIS Steering Committee has a set of executive members that will act as the supervisory body for the committee. The Town Clerk, RMO is an executive member of this committee and will ensure that the records management focus is adhered to at all times. It was recommended that at least one executive member be part of either the Town Board or Town Supervisor's Office. The Deputy Supervisor is also an executive member of the committee. The GIS Steering Committee will provide recommendations for initiatives stemming from the direct needs of the user community. In addition the Steering Committee would also be responsible for; (1) preparing recommendations on budget, staffing and projects for the Village Administrator, Village Trustees, Town Supervisor, and/or Town Board; (2) Coordinate the GIS activities of the Town and Village; (3) Create subcommittees as needed and within established guidelines; and (4)Manage and coordinate the activities of its subcommittees. It is recommended that the GIS Steering Committee meets on an as needed basis, depending upon level of GIS activity ongoing within the Town and Village. Meeting agenda's and meeting minutes should be taken by a committee member and posted to the GIS Portal. The implementation of this committee will enable the Town and Village to make the right decisions on records management initiatives that involve GIS. Additionally, this committee will be responsible for maintaining the GIS user needs assessment and implementation plan created as a result of the GIS user needs assessment project. Develop GIS Portal. Implement a GIS Portal that will serve as the central location for Town and Village employees to access GIS information, project descriptions, static maps, interactive maps, links to other GIS related information and GIS data available. An enterprise open source content management system can be used to support the development of this portal. Technology such as QScend, Joomla, Plone and Mambo are popular solutions, however, as the Town is considering upgrading their website, the technology and/or vendor selected as part of that project should be considered to support the GIS Portal. Cfiven the technical ability of Town resources and the use of open source technology, the GIS portal can be developed and maintained by in-house personnel at no additional cost to the Town or Village. Alternatives to an open source solutions include SharePoint and can costs thousands of dollars to procure and implement. While SharePoint provides a robust set of content management tools, open source technology identified provide the required functionality at no additional cost to the Town or Village. The implementation ora GIS Portal will centralize access to all GIS information in one location which will reduce the burden of the current GIS contact person on providing Town and Village users with this information, thus freeing uphis time to manage spatial data and produce GIS products. Develop GIS Applications for Distribution to All Town and Village Employees. The Town will hire a consultant to develop a GIS application that is web-based and can be distributed to all Town and Village employees. Open source GIS technologies will be used to implement this GIS web-based application. Open source GIS technology from GeoServer and OpenScales will be used by the consultant to develop a Rich Intemet Application (RIA) web-based GIS Viewer that displays all basemap and land based GIS layers within the Town and Village. These layers include, but are not limited to, parcels, zoning, wetlands, FEMA, street centedine, hamlet boundaries, fire district boundaries, school district boundaries, orthophotography, oblique imagery and historical imagery. The GIS https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 13 of 31 viewer should provide functionality that integrates with Googie's Street View and Bing Maps. Standard mapping functionality that includes zoom in, zoom out, zoom to full extent, pan, measure tools, identify and an overview map should be included as part of the application. Alternatives to open soume technology for web-based deployments include ESRI's ArcGIS Server. While this product is an extremely robust software product that provides advanced GIS capabilities, those advanced capabilities are not needed during the first phase of the implementation plan. As the typical cost for AroGIS Server is $16,000 (using New York State's OGS contract), the Town can save those costs and use them for other products and services while at the same time obtaining the required level of GIS technology. While it is not anticipated that ArcGIS Server will be needed during subsequent phases of the implementation, the Town will evaluate this software option as needed throughout the continued implementation of GIS technologies within the shared enterprise GIS environment. The deployment of a web-based GIS Viewer to all Town and Village employees will greatly improve upon their ability to more easily access spatial records which will ultimately reduce the amount of time required to perform certain tasks and increase the overall quality of information and services provided to the public. 2. b. Describe in detail how the project will contribute to the development of a records management pro_~am. (5 points} The Town of Southold has made significant progress with our records management program over the past ten (10) years, however, we have not yet addressed spatial records and GIS technologies. The development of a shared enterprise GIS environment will further enhance our records management program by linking location data to our existing electronic records and digital images. It is commonly stated that almost 90% of the information used and processed by municipal government is location based, therefore, the implementation of a GIS is essential to our overall records management plan. The proposed project will include the development of a plan to properly organize spatial data which can be managed by industry-standard GIS software and accessed through existing records management systems within the Town and Village. Our goal will be to develop a GIS that enables all Town and Village staff to access, create, share and distribute digital geographic information efficiently. And eventually, our GIS will be extended to provide valuable spatial data to constituents through the Internet. By implementing a shared enterprise GIS environment, the Town's intention is to look at the records management problem from an enterprise perspective that will facilitate share services and encourage consolidation of services. 2. c. Describe in detail how the project will improve local government services to the public. (5 points) A shared GIS environment will improve the quality of services delivered to residents and increase overall efficiencies. Integrated within the workflow of the government workforce, an enterprise- focused GIS provides tools to further a municipality's goals toward effective government, controlled spending, red-tape reduction and economic development. GIS technology, when effectively deployed within the Town's and Village's workflow, provides the ability to analyze and present information spatially and visually, thereby increasing the effectiveness of the delivery of municipal services. Many of our Federal and State Emergency Depamnents are employing GIS. There is a growing expectation that local governments will do the same in order to be better able to communicate with other agencies and be better prepared to provide the services constituents expect on a daily basis and in an emergency. Fire, Police and Emergency Services could benefit from integration within existing software products to support analysis and decisions https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 14 of 31 which could further support the town's ability to save lives in the event of an emergency. GIS will further workflow effectiveness and smart deployment of the Town and Village workforces, coordinate development and open space preservation activities within the Town and Village, and help to preserve and protect our environment. It will improve analysis and decision making, aimed at improving internal and public services and products throughout the Town and Village. The creation of buffer maps and the ability to export address information for mailing lists would greatly benefit a number of depaahnents and save a significant amount of time. Many departments feel that they could use this type of tool to better target services to residents. The process of linking Laserfiche images with a parcel identifier would improve the overall use of Laserfiche by the general public who use Laseffiche both at Town Hall and over the intemet. All of the above mentioned will greatly improve the delivery of government services to the public. 3. Plan o[Work (maximum 30 points) 3. a. Provide a detailed outline of the proposed work activities and a ~metable that shows when each phane of the project will be completed, demonstrates the soundness of the method proposed, and demonstrates the project's goals are attainable by 30 lune 2012415 points} If this grant application is approved, the Town and Village will hire Bowne Management Systems (Bowne), a local GIS consulting firm to support the implementation of the shared enterprise GIS environment. The Town and Village needs to hire a professional GIS consulting firm because they do not have the expertise or staff resources to complete a project of this magnitude in-house. Bowne responded to a Request for Quote (RFQ) submitted on January 21,2011. As per the LGRMIF requirements for the 2011-2012 grant cycle, quotes from three O) GIS vendor are not required if the selected vendor has a New York State Office of General Services (OGS). Bowne is an authorized vendor under contract number CMS696A of the Consulting/IT Services Group. Bowne's response to our RFQ is attached to our grant application along with the Town's RFQ The following tasks will be executed by Bowne, Town and Village staff: Procure, Install and Configure Required Hardware The Town of Southold Data Processing Department will be responsible for procuring the required hardware as outlined in our grant application. These hardware items will be procured offNYS OGS contract or through a competitive bid process. Once procured, the Data Processing Department personnel will also be responsible for installing and configuring the hardware to meet the Town's standards as well as integrating the hardware into the Town's Wide Area Network. It is anticipated that all users at primary locations, secondary locations and the Village of Greenport will have secured access to the database and web servers. The Town of Southold Data Processing Department will work directly with the Village of Greenport Information Technology resoumes to ensure a secure connection is established and operational. Deliverables: The following deliverables will be completed under this task: Procure Database Server, Web Server, NAS, Rack Install and Configure Database Server, Web Server, NAS, Rack Integrate Database Server, Web Server and NAS with Town's network Procure Required Non-GIS Software The Town of Southold Data Processing Department will be responsible for procuring the required non-GIS software items. The non-GIS software items include SQL Server 2008 and Symantec back-up software. These software items will be procured offNYS OGS contract or through a competitive bid process. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a---false 2/1/2011 LGRMIF Application Page 15 of 31 Deliverable: The following deliverables will be completed under this task: Procure SQL Server 2008 and Symantec back-up software Install and Configure Non-GIS Software The Town of Southold Data Processing Departxnent will be responsible for installing and configuring the non-GIS software items on the database server. Deliverable: The following deliverables will be completed under this task: SQL Server 2008 and Symantec back-up soft:ware installed and configured on database server. Procure Required GI$ Software Bowne will work with the Town's recently identified GIS coordinator (as outlined within the GIS User Needs Assessment) and with the Town of Southold's Data Processing Department to procure the required GIS software. These software items will be procured offNYS OGS contract through Environmental Resource Systems Institute (ESRI). Deliverable: The following deliverables will be completed under this task: Procure ArcGIS desktop software, spatial analyst extension and ArcSDE (which is included as part of ArcGIS Server - Enterprise Basic Edition). Install and Configure GIS Sqftware Bowne will be responsible for supporting both the GIS coordinator and Data Processing Department resources in installing and configuring the GIS desktop software for the required users. A total of twelve (12) Town and Village employees will have GIS desktop sotS~ware installed. A license manager with four (4) concurrent licenses (one for Arclnfo, two for ArcEditor and one for ArcView) will be installed and each desktop software will be configured to access that license manager to obtain a valid desktop license. Bowne will also be responsible for installing ArcSDE and implementing the recommended geodatabase identified in the GIS user needs assessment report. It is expected that Bowne resources will work closely with Town and Village resources in an attempt to provide as much knowledge transfer as possible. Deliverable: The following deliverables will be completed under this task: Install ArcGIS desktop software on twelve (12) computers. Install license manager and configure desktop sofi~vare to access license manager. Install ArcSDE. Configure ArcSDE to support recommended geodatabase. Load Spatial Data Bowne will support the Town's GIS coordinator in loading all spatial data into ArcSDE and the configured geodatabase. As with the installation and configuration of software, Bowne will provide as much knowledge transfer during this task as needed. This support will enable the Town to become knowledgeable in the process of loading data and allow the Town and Village to become self-sufficient in future data loading efforts. Deliverable: https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 16 of 31 The following deliverables will be completed under this task: Load Town and Village spatial data into ArcSDE Provide End-User GIS Training_ Bowne will provide two (2) end-user GIS training classes. These training classes will be offered to both Town and Village users by a certified ESR/desktop GIS instructor. The first end-user GIS training class will be a beginner level class that will provide the basics of the ESR/GIS desktop products to Town and Village users. This class will be offered to all Town and Village users that have been involved in managing spatial data within the Town or Village. The second and-user GIS training class will be an advanced level class that will provide more advanced training for a select number of Town and Village users. Deliverable: The following deliverables will be completed under this task: Beginner training class for ESR/GIS desktop software. Advanced training class for ESR/GIS desktop software. Provide Administrative GIS Training Bowne will provide an additional customized training class for the GIS coordinator in support of administering ArcSDE. As AmSDE integrates with SQL Server 2008 and includes a geodatabase structure, versions and security privileges, it is necessary for training in the use and operation of this product. As this sot~vsre environment will be responsible for managing all the Town and Village spatial data, it is critical that the Town has the eppropfiate training to administer this product. Deliverable: The following deliverables will be completed under this task: Administrative GIS Training in ArcSDE. GI$ Portal Development The Town's GI$ Coordinator will work directly with the Town's Data Processing Department to develop a GIS portal built on an a~reed upon open source content management platform. The GIS portal will serve as the central location for Town and Village employees to access GI$ information, project descriptions, static maps, interactive maps, links to other GIS related information, and GIS data available. An enterprise open source content management system can be used to support the developmant of this portal. Technology such as QScand (http;//wwwqscendcom/), Joomla (htt.~//www3oomla:~rg), Plone (http://plone.or~), and Mambo (http://mambo-£ound~ttion~.org/) are popular solutions, however, as the Town is considering upgrading their website, the technology selected as part of that project should be considered to support the GIS PorUd. Deliverable'. The following deliverables will be completed under this task: Development and implementation of a Cooperative GIS Portal. GI$ Application Development Implement a GIS Viewer that contains RPTSA data, tax data, parcel owner information, permit data, code violations, zoning data, ZBA data (variances), wetlands, street names, hamlet boundaries, fire district boundaries, school district boundaries and orthophotography. This viewer will provide access to Googie Street View, Bing Maps (for oblique imagepj), and measuremant capabilities. This viewer will have standard mapping tools that include pan, zoom in, zoom out, print, identify, search by address, search by intersection and search by tax map number. Data from the centralized spatial data managemant system will be used to support this viewer. The GIS Viewer should make available GIS and land based data from both the Town and the Village whereas access to the data can be controlled by security privileges. This viewer should be accessible as a website. Data from RPS and Municity will be extracted on a periodic basis and incorporated into the GIS Viewer. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=epp&a--false 2/1/2011 LGRMIF Application Page 17 of 31 Deliverable: The following deliverables will be completed under this task: Extraction, Transformation and Load (ETL) routine for RPS and Municity data. Development and Implementation of a GIS Viewer. The Town and Village will submit ail required project reports and copies of any documentation to NYS Amhives, which will conclude the project. 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 reaiize the anticipated benefits outlined within this grant application. To demonstrate the commitment by the Town to ensure the successful completion of this phase as well as future phases, the Town has passed Resolution 2011-103 establishing a GIS Steering Committee with members recommended in the GIS user needs assessment. The Town and Village will conduct regular meetings starting immediately in an effort to properly prepare for the initiation of this project. Copy is attached to grant application. The following schedule presents a reasonable timetable for successful completion of the proposed project before June 30, 2012. July 1, 2011 - August 1, 2011 - The Project Director will return the grant acceptance form to the State Education Depa~ hnent. August 1, 2011 - August 15, 2011 - The Town will execute a contract with Bowne Management Systems to complete the GIS implementation. August 15, 2011 - September 15, 2011 - The Town and Village will procure the required hardware as outlined in the grant application. September 15, 2011 - September 30, 2011 - The Town will install and configure the required hardware and non-GIS software within the Town Hall datacenter. October 1, 2011 - October 15, 2011 - Bowne will install and configure ail the GIS software on the newly installed GIS hardware within the Town Hall datacenter. The geodatabase design recommended in the GIS UNA will be implemented during this task and any security requirements will be configured to support the Town's and Village's needs. November 1, 2011 - December 31, 2011 - The Town will obtain, install and configure open source content management software in support of the GIS Portal. The initiai contents of the GIS Portal will be determined by the GIS Steering Committee and implemented as part of this task. November 1, 2011 - November 15, 2011 - The Town, with Bowne's support, will load all spatial data within the Town and Village into the centralized geodatabase. During this time, Bowne will provide the Town with the required administrative training. November 15, 2011 - December 15, 2011 - The Town will implement the required data back-up and maintenance procedures required to ensure ail spatiai data stored within the spatiai database management software is properly hacked up and available in case of an disaster. November 15, 2011 - December 15, 2011 - Bowne will provide beginner and advanced end-user training to identified Town and Village employees. December 15, 2011 - February 28, 2012 - Bowne will develop and implement a web-based GIS Viewer for the Town and Village users. The task will include user acceptance testing and training for the end users at both the Town and Village. 3. b. Address each of the General category_ requirements and the requirements of the s~cific pro_iect category_ and ty_ pe. Catego~: General Category_ Records Focus: The Town's goal is to develop a GIS that enables ail Town Department and Village Department staff to access, create, share, and distribute digital geographic records efficiently based on the proposed GIS user needs assessment. Il'funded, this project will greatly improve records management practices at the Town of Southold and Village of Greenport and https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--faise 2/1/2011 LGRMIF Application Page 18 of 31 enable shared services to be implemented and possibly extended to other special districts within the Town. Adherence to Archives' Standards and Guidelines: The Town of Southold and Village of Greenport will follow the GIS development process described in State Archives Publication #GIS03, Local Government GIS Development Guides. Increased Capacity_: The development ofa GIS system that will enable the Town and Village the ability to access, create, share, and distribute digital geographic records. This will greatly enhance our current capacity to manage records within both municipalities as well as provide us with the ability to more easily share information among the municipalities. Intent and Ability to Maintain: A GIS Steering Committee has been created and will be responsible for implementing the recommendations put forth in the GIS user needs assessment and establishing and maintaining GIS policies and procedures. The GIS Steering Committee will also be responsible for review and maintenance of the GIS user needs assessment implementation plan as phases are completed. Supporting Documentation: The Town and Village will include all supporting documentation necessary to justify the need and costs associated with successfully implementing this project. This includes the GIS user needs assessment conducted in the 2010-11 grant cycle, the Town's Request for Quotes (RFQ) and Bowne Management Systems RFQ response. Category: Geographic Information Systems Ali applications for filndin_o tO implement a GIS must be for Cooperative or Shared Services projects: The implementation of a shared enterprise GIS environment as per the recommendations of the GIS user needs assessment involves both the Village of Greenport and Town of Southold. Having both the Town and Village constitutes a cooperative project. Fully explain why your government needs GIS and specific GIS applications: The Town of Southold and Village of Greenport need a solid, easy-to-use, GIS technology that allows all Town and Village staff to access, create, share and distribute digital geographic information efficianfly. The implementation ora GIS will properly organize spatial data which can be managed by industry-standard GIS software and accessed through existing records management systems within the Town and Village. A GIS will enable all Town and Village staffto access, create, share and distribute digital geographic information more efficiently and effectively. And eventually, our GIS will be extended to provide valuable spatial data to constituents through the Intemet. Imaging Component: Imaging is not a component of this grant application. 3. c. Explain who will be responsible for performing each project activity, including pro_iect management. Indicate the qualifications of kev pro_iect staff (including consultants and vendors} in terms of education, training and experience. (5 points} As the lead agency for this cooperative grant application, the Town of Southold will be responsible for project management. The Project Director will be the project manager who will be Bowne's point of contact at the Town and who will oversee Bowne's work for compliance with the guidelines of the project application. The Town Data Processing Department will be responsible for procuring, installing and configuring all hardware and non-GIS software components associated with the shared enterprise GIS environment. Bowne will provide support to Town resources in the event additional support is required. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 19 of 31 The Town Data Processing Department will be responsible for procuring, installing and configuring the GIS Portal using open source content management software. Bowne will be responsible for supporting the GIS coordinator in installing and configuring the GIS server and database software and the desktop software for the required users. A total of twelve (12) Town and Village employees will have GIS desktop software installed. A license manager with four (4) concurrent licenses (one for Arclnfo, two for ArcEditor and one for ArcView) will be installed and each desktop software will be configured to access that license manager to obtain a valid desktop license. Bowne will also be responsible for installing ArcSDE and implementing the recommended geodatabase identified in the GIS user needs assessment report. It is expected that Bowne resources will work closely with the Town's GIS Coordinator in an attempt to provide as much knowledge transfer as possible. Bowne will be responsible for the loading of spatial data, providing training and developing a web-based GIS application. The Town and Village will support the project by providing staff, including the GIS Coordinator and monetary resources necessary for the timely completion of all tasks related to each GIS user needs assessment deliverable. Resources provided by the Town and Village will include responses to inquiries necessary for the timely completion of project deliverable and project oversight to ensure timely completion of each grant deliverable and final report preparation. Bowne has demonstrated exceptional qualifications necessary to successfully undertake the GIS implementation project. Consultant qualifications necessary for the successful completion of a GIS implementation: Previous familiarity and experience implementing municipal GIS Needs Assessments implementation plans in New York State. Experience in GIS data and technologies. Documented references and supporting information to substantiate the ability and knowledge to undertake a project of this magnitude. The Town's Supervisor, Mr. Scott Russell, is identified as the Chief Administrative Officer and the government leader for this project. Resumes of Town staffhave been included for review as attachment to this LG-NA form. Qualifications Bowne's key staff are included in their respective proposals. 4. Local Government Contributions {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. 4. a. Demonstrate contributions to this project (5 points] https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 20 of 31 The Town of Southold and Village of Greenport's commitment to records management will continue during this project. The project will result in the implementation of a shared enterprise GIS environment which will enable the Town and Village to increase the effective use of relevant Town and Village records. Because traditional allocation of budget items is not directly relevant to this project, the Town will contribute to the project in the following ways: GIS Steering Committee: The long term time commitment of all Town and Village personnel appointed to the GIS Steering Committee. Time Commitment - Town and Village personnel from each department will be involved with the GIS implementation. Department heads and their staff will support the GIS Steering Committee, be involved in training, support testing efforts and provide feedback. The GIS Coordinator and Data Processing will be involved in supporting the installation, configuration, and maintenance of hardware and software. Involvement - Town personnel are interested and excited to learn how GIS technology can be employed to assist with their dally tasks. Staff want to be fully engaged in the process. Review - As products and training is made available, Town personnel will provide new ideas about the GIS technology and its impact on increasing records management efficiency. Funds - To support future phases of the GIS implementation plan, the Town has initiated capital budget projects in 2012 and 2013. The funds available in these capital budgexs will be used to effectively support GIS in the near future, implement phases II and III and ensure the success of GIS over the long tenn. 4. b. Describe how this project and records management in general will be maintained over the long term. (5 points) If our grant application is awarded, the implementation of a shared enterprise GIS environment will be the next step towards a vast improvement in the Town's records management practices. The Cooperative (Town/Village) GIS Steering Committee will be responsible for making recommendations on budget, staffing and priority projects to the Town Board and Village Trustees. This includes the continued review and update of the GIS implementation plan derived from the GIS user needs assessment. To support future phases II and III of the GIS implementation plan, the Town has initiated capital budget projects for 2012 and 2013. The funds available in these capital budget projects will be used to effectively support GIS in the near future and ensure the success of GIS over the long term. The GIS Coordinator, Network Administrator, Records Management Officer, as well as all other departments will continue with our previous records management standards and will be working the new GIS related standards as outlined in this grant application into our nonnai work routine. Ib. Identify records involved lc. Explain why funding is essential https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIY Application Page 21 of 31 Ha. Intended results/anticipated benefits Hb. Contribution to development of records management program IIc. Contribution of Service to the public ma. Detailed outline/timetable for project mb. Requirements of relevant project category mc. Responsible parties and qualifications IVa. Contributions demonstrated IVb. Program Maintenance Professional Salaries Support Staff Salaries Equipment Equipment [Code 20} Database Server Dell Power Edge RS10 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include a database server are required. As the Town has standardized on the use of Dell servers within their datacenter, quotes were solicited from Dell for the database server. Quotes from three (3} hardware vendors are not required as Dell is an authorized vendor under contrac~ number New York State Office of General Services back-drop contract PT64100. The database server recommended by Bowne as part of the implementation plan of the GIS user needs assessment was a PowerEdge RS10. The R510 is recommended for small to medium size business environments to support core business applications such as Microsoft SQL Server and Microsoft Exchange. With advanced systems management capabilities, a compact chassis, high-availability and redundancy features and a large amount of internal storage, this server is an ideal server to support the shared enterprise GIS environment. The identified size requirements were recommended to support the needs of the shared environment which includes storage of https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 22 of 31 large amount of spatial data and imagery. Spatial data includes approximately 1S0 feature classes totaling approximately 76 GB of data, seventeen (17} sets of historical aerial imagery (ranging from 1930 to 1999), three {3} sets of orthophotography (ranging from 2001 to 2007} and one set of oblique imagery from Pictometry. It should be noted that the Town, working directly with Suffolk County is in the process of obtaining additional historical imagery, 2010 orthophotography images, LiDAR (Light Detection And Ranging) data and additional oblique imagery from Pictometry. Additional datasets from local, state and federal agencies will be evaluated by the Town's GIS coordinator and GIS steering committee and incorporated into the shared enterprise environment as needed. As the shared enterprise environment continues to mature, it is also anticipated that special districts (e.g., fire districts} within the Town can be incorporated into the environment to foster continued cooperation and shared services. Based upon these data requirements, a total of 2.4 TB of storage is estimated for the database server initially. While this storage is adequate to support the immediate needs of the Town and Village, the server can be upgraded at a later date by the Town to support additional data requirements as the environment matures. Vendor's Quote is Attached to this grant application, Minor Remodeling Purchased Services Purchased Services (Code 40) Bowne Management Systems, Inc. - NYS OGS Contract: CMA696A If this grant application is approved, the Town will hire Bowne Management Systems (Bowne), a local GIS consulting firm to implement the shared enterprise GIS environment. The Town needs to hire a professional GIS consulting firm because the Town and Village currently do not have the expertise or staff resources to complete a project of this type in-house. In addition, Bowne was responsible for conducting a GIS user needs assessment with the Town of Southold and Village of Greenport and is very familiar with our GIS goals, objectives and needs. Furthermore, given the recommended migration to the ESRI GIS environment as outlined in our GIS user needs assessment to support our shared enterprise environment, we do not have the required skills necessary to install and configure this software and require the expertise ofa GIS consulting firm familiar with this software platform. Bowne has significant experience with the ESRI product environment which includes authorized trainers in the desktop software, knowledgeable resources with specialized experience in the use of ArcSDE and skilled developers who have years of experience developing and implementing GIS solutions for local governments. Bowne was also previously awarded the ESRI Foundation Partner of the Year. Bowne responded to a Request for Quote (RFQ) submitted on January 21,2011. As per the LGRMIF requirements for the 2010-11 grant cycle, quotes from three (3) GIS vendor are not required if the selected vendor has a New York State Office of General Services (OGS). Bowne is an authorized vendor under contract number CMS696A of the Consulting/IT Services Group. Bowne's response to our RFQ is attached to our grant application along with the Town's RFQ. Based upon the experience of Bowne, as noted in their response to our RFQ, working with local municipalities within our local region, the fact that Bowne is an approved vendor on the New York State OGS back-drop contract and Bowne's understanding of our needs (through the completion of our GIS user needs assessment), we are confident in the appropriateness and reasonableness of the tasks outlined and the cost associated with successfully completing those tasks. Bowne's tasks were limited to tasks that involved GIS related software, training and https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 23 of 31 development. It should be noted that for tasks that involve non-GIS related activities, such as procurement of hardware, software and the implementation of a content based portal, we have selected to use Town personnel. This approach will allow us to more effective utilize specialized resources to complete the project and enable the Town to be more involved in and committed to the completion of the project. Vendor's Quote is attached to this document as "Bowne Proposal Purchased Services - BOCES Supplies and Materials Supplies & Materials (Code 45) ESRI Desktop Software - NYS OSG Contract: P56395 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, desktop software from ESRI is recommended. A quote was solicited from ESRI for the required desktop software. Quotes from three (3) software vendors are not required as ESRI is an authorized vendor under contract number New York State Office of General Services back- drop contract P56395. As part of the GIS user needs assessment, it was recommended that the Town migrate from Maplnfo to ESRI tools for desktop editing, spatial analysis, spatial data management, and map production. While Maplnfo is a capable GIS desktop tool, it lacks some of the more complex spatial analysis tools required to support the needs of the Town. Additionally, as the majority of neighboring municipal communities (including Town of Riverhead, Town of Southampton, Town of East Hampton, Town of Islip, Town of Babylon, Town of Huntington, and Suffolk County) are currently using ESRI technologies, the transition from Maplnfo will increase the Town's ability to support collaborative projects and will allow the Town to leverage data, maps, applications and knowledge developed in the ESRI environment. ESRI's ArcGIS is rooted in data management and has a great facility for managing geographic features and their related attributes in a computer database. GIS is database-oriented and thus tends to handle data in a single seamless database. GIS employs the concept of layering and segregating different kinds of features into more easily managed layers, typically one layer per feature type. Layers can have different data requirements and behaviors based upon different business rules. To determine the number of desktop GIS users that will require licenses for the ESRI ArcGIS product, an evaluation of all employees interviewed during our assessment was conducted. A total of 43 Town and Village employees were interviewed. Of these interviewed, a total of twelve (12) employees were identified to need desktop GIS software. Knowing that all twelve employees don't need the same level of GIS functionality within the desktop software, each employee was identified as an ArcView, ArcEditor, or Arclnfo user. ArcView provides map creation and interactive visualization functionality. ArcEditor provides multiuser editing and advanced data management functionality. Arclnfo provides advanced analysis, high-end cartography, and extensive database management functionality. As per the recommendations in our GIS user needs assessment, a total of three (3) users were identified as ArcView users, seven (7) as ArcEditor users and two (2) as Arclnfo users. As not all users will be accessing the desktop GIS software at the same time, concurrent use licenses were recommended. A total of one (1) concurrent use ArcView license, two (2) concurrent use ArcEdltor licenses, and one (1) concurrent use Arclnfo license will effectively support the needs of the Town and Village during the initial implementation of the shared enterprise GIS environment. We believe this is the most cost effective deployment of GIS desktop software within the Town and will provide an increased https://eservices.ny sed.gov/ldgrant s/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 24 of 31 production in GIS products. As GIS use grows within both the Town and Village and additional desktop licenses are required, the Town will be responsible for purchasing those licenses. In addition to these desktop products, Spatial Analyst, an extension to the desktop product was recommended in our GIS user needs assessment. Spatial analyst is an extension to AreGIS Desktop that provides powerful tools for comprehensive, roster-based spatial modeling and analysis. Using ArcGIS Spatial Analyst, you can derive new information from your existing data, analyze spatial relationships, build spatial models, and perform complex raster operations. Self-documenting models make it easy for others to understand the spatial analysis process applied, examine what-if scenarios, and compare results. With ArcGIS Spatial Analyst tools, you can Find suitable locations. Calculate the accumulated cost of traveling from one point to another. Perform land-use analysis. Predict fire risk. Analyze transportation corridors. Determine pollution levels. Perform crop yield analysis. Determine erosion potential. Perform demographic analysis. Conduct risk assessments Model and visualize crime patterns Delineate watershed and subwatershed boundaries One of the most notable functions identified above is the delineation of watershed and subwatershed boundaries. The Town, in complying with MS4 requirements, will be required to map these boundaries and the implementation of spatial analyst will support the Town's ability to comply with MS4 requirements. Other notable functions identified above include demographic analysis which will be key to the Town's efforts in updating our master plan and erosion analysis of storm damage to our shoreline areas. The use of spatial analyst will be critical in supporting these tasks. Relational Database Management Software (RDBMS) Microsoft SQL Server and Spatial Data Engine ESRI ArcSDE Currently, Microsoft SQL Server is the RDBMS solution of choice for the Town of Southold. As the Town has implemented previous records management software products using Microsoft SQL Server (Laserfiche and Municity), it is appropriate for the Town to implement Microsoft SQL Server in conjunction with ESRI's ArcSDE to support the GIS implementation. As part of our GIS user needs assessment and preparation for this grant, the Town evaluated open source database technology to support the Towns needs. PostgreSQL was evaluated in conjunction with PostGIS. It was determined that the advanced functionality required to support database versions and security privileges was not adequately supported in PostgreSQL and PostGIS. Additionally, every local municipality within our region (including Town of Kiverhead, Town of Southampton, Town of East Hampton, Town of Isiip, Town of Babylon, Town of Huntington, Town of Smithtown and Suffolk County are all using ESRI's ArcSDE and either Oracle or SQL Server. The ability to replicate this environment at the Town was ideal to promote the possibilities of share data, collaborating on similar projects and sharing knowledge moving forward. The recommendations for SQL Server and ArcSDE will provide the Town with the appropriate software platform to implement the shared enterprise GIS environment at a reasonable cost. It should be noted that while we did not chose an open source solution for our spatial database management solution, the Town will pursue open source technology to support the distribution of web-based GIS applications as opposed to ESRI's ArcGIS Server Standard or Advanced Editions. While these products offer a robust environment that integrates well with ArcSDE and the desktop GIS software, the costs for this software could not be justified. Open source solutions from GeoServer and OpenScales can provide similar capabilities in distributing web-based GIS solution https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a------false 2/1/2011 LGRMIF Application Page 25 of 31 to the Town and Village and were selected based upon their capabilities as measure against the Town's needs. In pursuing open source technology for web-based GIS solutions, we have saved the Town and Village $16,000 in additional license costs as well as an additional $7,000 per year in maintenance costs. The Town solicited three (3) quotes from vendors on the purchase of Microsoft SQL Server 2008 sofv0vare. Quotations were received from CDW-G, Global, and TechDepot (quotations included). Global provided the lowest quotation for the Microsoft SQL Server 2008 112 software. As the GIS user needs assessment recommended the migration to ESRI's software platform, a quote was solicited from ESRI for the ESRI software, including ESRI's ArcSDE. ArcSDE is included as part of ESRI's ArcGIS Server - Enterprise Basic Edition Version 10. Quotes from three (3) sof~:ware vendors are not required as ESRI is an authorized vendor under contract number New York State Office of General Services back-drop contract P56395. Back-up Software Symantec Backup Exec Currently, Symantec Back-up software is the backup software solution of choice for the Town of Southold. As the Town will purchase and install a new instance of SQL Server on the database server, the base back-up software license and SQL Server agent software will be required to support data back-ups. The Town solicited three (3) quotes from vendors on the pumhase of back-up software. Quotations were received from CDW-G, Global, and TechDepot (quotations included). CDW-G provided the lowest quotation for the software. Relational Database MAnagement Software Licenses Microsoft SQL Server Licenses The Town solicited three (3) quotes from vendors on the purchase of Microsoft SQL Server 2008 client access licenses (CALs). Quotations were received from CDW-G, Global, and TechDepot (quotations included). CDW-G provided the lowest quotation for the Microsoft SQL Server client access licenses (CALs). A minimum of five CALs is required to support users accessing the Microsoft SQL Server databases. Any additional CALs required as the shared enterprise environment grows will be purchased by the Town and/or Village. Web Server Dell Power Edge R410 To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include a web server are required. As the Town has standardized on the use of Dell servers within their datacenter, quotes were solicited from Dell for the web server. Quotes from three (3) hardware vendors are not required as Dell is an authorized vendor under contract number New York State Office of General Services back-drop contract PT64100. The web server recommended by Bowne as part of the implementation plan of the GIS user needs assessment was a Dell PowerEdge R410. The R410 is recommended for small to medium size business environments to support high performance computing (HPC). The server also provides advanced virmalization capabilities. As many of the thirty two (32) GIS applications identified as part of the GIS user needs assessment includes functionality that can be deployed as server side components within a web-based application, a robust web-server will be required. Additionally, as it is anticipated that approximately 100 users will be accessing the GIS applications developed as part of the phase one implementation which includes users from the Village of Greenport accessing the application via a secured Virtual Private Network (VPN) connection, it is imperative that a robust web server be implemented. The PowerEdge R410 with the recommended configuration (included within the quote from Dell) will be adequate to support the needs of the initial implementation and provide the required flexibility to be upgraded at a later data by the Town to support the growth of GIS functionality within the shared enterprise environment. Network Attached Storage Buffalo TeraStation llI To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Greenport, hardware components that include network attached storage (NAS) are required. The Town has adopted Buffalo's rack mounted technology for network attached storage devices. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i~app&a--f'alse 2/1/2011 LGRMIF Application Page 26 of 31 The Buffalo's TeraStation III Rackmount NAS is a high-availability, high performance solution for small to medium sized businesses. Given the large amount of spatial data anticipated for the shared enterprise environment, the current tape back-up procedures the Town uses does not have the required capacity. Therefore, to support this new environment to be implemented as part of this grant, tapes will not be used for daily back ups and replaced with the more efficient and effective NAS. Back-up software from Symantec will be purchased to back-up data within SQL Server and data located on the database and web servers to the NAS. It is antidpated that a full back-up of the data will be performed each week with differential back-ups being performed each night (that include delta changes). Daily and weekly back-up copies will be stored on the NAS for a period of one month at which point the data will be copied from the NAS to tape and taken to an off-site location. Implementing a rack-mounted solution to support data back-ups for the shared enterprise GIS environment will allow the Town to ensure the critical data which is the back-bone of any GIS is adequately backed up and can be easily restored in the event of a disaster or emergency. The Town solicited three (3) quotes from vendors on the purchase of Buffalo's TeraStation III Rackmount NAS. Quotations were received from CDW-G, Global, and TechDepot (quotations included). TechDepot provided the lowest quotation for the NAS. Rack Dell Power Edge Rack 4220 42U: To effectively support a shared enterprise GIS environment for the Town of Southold and Village of Crreenport, hardware components that include a rack are required. Given the limited space available within the Town's datacenter, rack mounted servers from Dell have been adopted as the standard moving forward. Quotes from three (3) hardware vendors are not required as Dell is an authorized vendor under contract number New York State Office of General Services back-drop contract PT64100. This rack will be dedicated to the enterprise shared GIS environment and will be used to house rack mounted hardware devices that support this environment. By isolating this hardware environment to the confines of one rack, the Town Data Processing Department can more easily support, upgrade and troubleshoot issues with this environment. Vendor Quotes for Suppplies & Materials Code 45 are attched to this grant application. Travel Employee Benefits Local Government Records Management Improvement Fund (LGRMIF) Project Number Institution Project Budget 0580 -12 -2252 Town Of Southold - Professional Staff Expenses Support Staff Expenses https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a=false 2/1/2011 LGRMIF Application Page 27 of 31 Equipment Expenses Quantity Description Unit Price Vendor Dell - NYS 1 Database Server $12,269.79 contract PT64100 Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $12,269 $0 $0 $0 Equipment Totals hast Contrib. AmLRequested 0 $12,269 AmtAwarded ExpSubmirted ExpApproved $0 $0 $0 Minor Remodeling Service Type Install & Configure MS SQL Server, ArcSDE, ArcGIS Inst'l Contrib. $0 Service Type Design and Develop Database Inst'l Contrib. $0 Service Type Load Data into the Database Inst'i Contrib. $0 Service Type ArcGIS End User Training - Beginner (2 days) Inst'i Contrib. $0 Service Type Purchased Services Expenses Service Provider/Name of BOCES Calculation of Cost Bowne Mgmt Systems, Inc. 2,500. AmtRequested AmtAwarded $2,500 $0 Service Provider/Name of BOCES Bowne Mgmt Systems, Inc. AmtRequested AmtAwarded $2,500 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $4,000 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $4,000 $0 Service Provider/Name of BOCES ExpSubmitted ExpApproved $0 $0 Calculation of Cost 2,500. ExpSubmitted ExpApproved $0 $0 Calculation of Cost 4,000. ExpSubmitted ExpApproved $0 $0 Calculation of Cost 4,000. ExpSubmitted ExpApproved $0 $0 Calculation of Cost ArcGIS End User Bowne Mgmt. Systems, Inc. Training - 5,000. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 28 of 31 Advanced (3 days) Inst'i Contrih. $0 Service Type ArcSDE w/SQL Server Training (3 days) Inst'l Contrib. $0 Service Type AmtRequested AmtAwarded $5,0O0 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. AmtRequested AmtAwarded $4,000 $0 Service Provider/Name of BOCES ETL Development Bowne Mgmt. Systems, Inc. lnst'l Contrib. $0 Service Type Develop Land Records GIS Viewer - Intranet lnst'l Contrib. AmtRequested $0 $15,000 Purchased Service Total~ Inst Contrib. AmtRequested 0 $41,000 AmtRequested AmtAwarded $4,000 $0 Service Provider/Name of BOCES Bowne Mgmt. Systems, Inc. ExpSubmitted ExpApproved $0 $0 Calculation of Cost 4,000. ExpSubmitted ExpApproved $0 $0 Calculation of Cost 4,000. ExpSubmitted ExpApproved $0 $0 Calculation of Cost 15,000. AmtAwarded ExpSubmi~ed ExpApproved $0 $0 $0 AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Purchased BOCES Services Expenses Supplies, Materials Expenses Quantity Description ESRI ArcGIS- 1 Arcinfo 10CU Inst'i Contrib. AmtRequested $0 $7,320 Quantity Description ESRI ArcGIS - 2 ArcEditor 10CU Inst'l Contrib. AmtRequested $0 $11,476 Quantity Description ESRI ArcGIS - 1 ArcView 10CU Inst'l Contrib. AmtRequested $0 $2,882 Unit Price Vendor $7,320.00 ESRI AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Unit Prlee Vendor $5,738.00 ESRI AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Unit Price Vendor $2,882.00 ESRI AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 29 of 31 Quantity Description Unit Price ESR/ArcGIS- 1 Spatial Analyst $2,040.00 Extension Inst'! Contrib. AmtRequested AmtAwarded $0 $2,040 $0 Quantity Description Unit Price ESRI ArcGIS Server-Enterprise $8,185.00 1 Basic Edition Version 10 Inst'i Contrib. AmtRequested AmtAwarded $0 $8,185 $0 Quantity Description Unit Price Microsoft SQL $2,266.99 1 Server 2008 R2 Inst'l Contrib. AmtRequested AmtAwarded $0 $2,266 $0 Quantity Description Unit Price Symantec Backup 1 Exec 2010 $678.29 Software - Base Inst'l Contrib. AmtRequested AmtAwarded $0 $678 $0 Quantity Description Unit Price Symantec Backup Exec 2010 1 Software - SQL $678.99 Server Agent Inst'l Contrib. AmtRequested AmtAwarded $0 $678 $0 Quantity Description Unit Price Microsoft SQL 5 Server 2008 $129.67 Standard CAL (5) Inst'! Contrib. AmtRequested AmtAwarded $0 $648 $0 Quantity Description Unit Price Dell PowerEdge $4,290.81 1 Web Server Inst'l Contrib. AmtRequested AmtAwarded $0 $4,290 $0 Quantity Description Unit Price 1 Network Attached $1,695.31 Vendor ESR/ ExpSubmitted ExpApproved $0 $0 Vendor ESR/ ExpSubraitted ExpApproved $0 $0 Vendor Global (3 quotes) ExpSubmitted ExpApproved $0 $0 Vendor CDW-G (3 quotes) ExpSubmitted ExpApproved $0 $0 Vendor CDW-G (3 quotes) ExpSubmitted ExpApproved $0 $0 Vendor CDW-G (3 quotes) ExpSubmitted ExpApproved $0 $0 Vendor Dell 0NYS contrac~PT64100 ExpSubmitted ExpApproved $0 $0 Vendor TechDepot (3 https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011 LGRMIF Application Page 30 of 31 Storage (NAS) quotes) Inst'! Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $1,695 $0 $0 $0 Quantity Description Unit Price Vendor Dell PE Rack Dell (NYS OGS 1 $2,633.29 4220 42U #PT64100) Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $2,633 $0 $0 $0 Supplies, Materials Totals Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved 0 $44,791 $0 $0 $0 Travel Expenses Employee Benefit Expenses Grand Total Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $98,060 $0 $0 $0 Local Government Records Management Improvement Fund (LGRMIF) Vendor Quote Form Project Number 0580 -12 -2252 Institution Town Of Southold - Vendor Quote Form ;ole Vendor Description of Item or Contract~ Preferred Source Quoted Selected Service Vendor Vendor Price Quote Consulting Services for GIS Bowne Mgt. Implementation. Calculation of consultant costs, and true f'alse $41,000 ~rue Systems employees and salaries are attmched to srant application Dell/ASAP Database Server PE R510 312,269.79 Software Quote is attached to grant false false xue Inc. application Local Government Records Management Improvement Fund (LGRMIF) https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=app&a--false 2/1/2011