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HomeMy WebLinkAboutComputerization of Tax Rolls, Etc THIS AGREEMENT made this - - - day of October 1979, between the TOWN OF SOUTHOLD, a municipal corporation of the State of New York having its office and principal place of business at Main Road, Southold, New York, hereinafter referred to as the Town, and THE NORTH FORK BANK AND TRUST COMPANY a domestic corporation of the State of New York, having its office and principal place of business at 245 Love Lane, Mattituck, New York, hereinafter referred to as the Contractor. WITNESSETH: WHEREAS, the Town did on or about the 27th day of September, 1979, advertise for bids for the computerization of the tax rolls, tax bills and other tax records of the Town for the 1980 fiscal year, and WHEREAS, pursuant to said advertisement bids were received by the Supervisor of the Town on the 11th day of October 1979 at 3:00 P. M. and at such time publicly opened and read aloud, and WHEREAS, the Town Board thereafter reviewed said bids and ascertained that the Contractor was the lowest responsible bidder, and WHEREAS, the Town Board at a meeting thereof held on the 23rd day of October , 1979, duly adopted a resolution accepting the bid of the Contractor in the amount of $8, 560. 00 and authorized the Supervisor to enter into this contract on behalf of the Town. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. The Contractor does hereby agree to perform all work required for the computerization of the tax rolls, tax bills and tax records of the Town of Southold • 0 for the fiscal year 1980, all in accordance with the Specifications therefor dated September 26, 1979, a copy of which is hereunto annexed and marked Exhibit A; the Notice to Bidders dated September 26, 1979, a copy of which is hereunto annexed and marked Exhibit B; the undated bid of the Contractor, a copy of which is hereunto annexed and marked Exhibit C. 2. The Town agrees to pay and the Contractor agrees to receive as full compensation for all work which is the subject of this contract the sum of EIGHT THOUSAND FIVE HUNDRED SIXTY and no/100 ($8, 560. 00) DOLLARS to be paid in accordance with the aforesaid Specifications. 3. The Town further agrees to perform all work and supply such items as are required by said Specifications during the term hereof. IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above written. TOWN OF SOUTHOLD�/ Y l/ Supervisor THE NORTH FORK BANK AND TRUST COMPANY ByS/ -2- • f 1 STATE OF NEW YORK) ss. : COUNTY OF SUFFOLK) On the day of October 1979, before me personally came JAMES F. HOMAN, to me known, who being-by me duly sworn, did depose and say that he resides at Stillwater Avenue, Cutchogue, New York; that he is the Supervisor` t Y of the TOWN OF SOUTHOLD, the municipal corporation described in and which ' ' executed the foregoing instrument; that he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal; that it was so affixed by order of the Town Board of the Town of Southold, and that he signed his name thereto by like order. /S Notary Public STATE OF NEW YORK) ss. : COUNTY OF On the om`day of October 1979, before me personally came , to me known, who, beingbyme duly sworn, did depose and say that he resides at ; that he is the of THE NORTH FORK BANK AND TRUST COMPANY , the corporation described in and which executed the foregoing instrument; that he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal; that it was so affixed by order of the board of directors of said corp- oration; and that he signed his name thereto by like order. Notary Public -3- SPECIFICATIONS FOR C01rIPUTERIZATION OF REAL PROPERTY TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD GENERAL INFORMATION It is the intention of these specifications to invite bids to provgav Oar the com- plete computerization of the tax rolls, tax bills and all other tax records of rhe Town of Southold for the 1980 Town fiscal year. The total estimated number of tax parcels of the Town is presently 16, 500 and increases at the rate of 200 to 300 parcels per year. It is further the intention hereof that the successful bidder will be required to supply all services and materials necessary for such purposes which are not specific- ally to be performed and/or provided by the Town of Southold in these specifications. The tax rolls, tax bills and other tax records of the Town have been computerized for the 1979 fiscal year and the documentation, program and magnetic tape computer files resulting therefrom will be made available for the use of the successful bidder. It is the responsibility of each bidder to inspect the pertinent data and provisions of law in order to familiarize himself with the work and services he is expected to perform. SERVICES TO BE PERFORMED BY BIDDER 1. Perform all services required for the processing of tax bills and tax register on a magnetic tape computer system. 2. Design forms of the individual tax bills (two [21 parts) and the register roll that accommodate the two (2) assessment rolls (one [11 part) and the tax roll (two[21 parts). 3. Convert all new parcels and changes in ownership and/or assessment of existing parcels and incorporate same with existing tax parcel data stored on the EXHIBIT A magnetic tape computer. Supply forms to the Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, r=-re districts, and. all other special districts utilizing approximately eighty (80) tax- . s for determining tax extensions. # 5. Prepare and furnish on or before June K,- 1980 one tentative assessment roll to include all changes to June 15th of such year. 6. Prepare and furnish on or before August 31, 1980 one final assessment roll to include all changes from June 29th to August 18th of such year. 7. Obtain and include on assessment rolls, tax bills and on all other records and documents where required, the Suffolk County Tax Map Number as applicable to each tax parcel. 8. Provide all required continuous form assessment rolls and tax rolls. 9. Prepare a two (2) part tax bill in November, 1980, with provision for printing dollar exemptions when applicable. Bidder will be required to deliver com- pleted tax bills to the Tax Receiver of the Town at his office, ready for mailing, within 72 hours after all information for the preparation thereof is furnished to the bidder. 10. Prepare and supply to the Town three final assessment rolls including tax extensions in November, 1980. 11. All documentation, program and magnetic tape computer files in the possession of the Bidder and relating to the services provided for herein, shall be deemed to be owned by the Town of Southold and shall be delivered to the 'Town of Southold within ten (10) days after the completion of all work and services to be per= formed by the Bidder, but in no event later than December 15, 1980. -2- • SERVICES TO BE PERFORMED BY TOWN 1. Prepare and submit to Bidder on forms to be supplied by Bidder all input information and data relative to changes in ownership and/or assessment or other Changes in present tax parcels. 2. Examine all assessment rolls submitted by Bidder and promptly advise Bidder of all errors, omissions, or corrections with respect thereto. 3. Provide assistance to balance various taxable catagories and the assessed valuations. 4. Examine all tax bills and tax registers for errors, omissions, or cor- rections with respect thereto and promptly advise Bidder with respect thereto. 5. Supply to the Bidder at the expense of the Town, the required number of tax bill forms and when the same have been prepared by and delivered by the Bidder, to mail the same to all taxpayers. MANNER OF PAYMENT The total sum to be paid to the successful bidder by the Town shall be paid in three (3) equal installments as follows: (a) One-third (1/3) on March 31, 1980. (b) One-third (1/3) on June 30, 1980. (c) One-third (1/3) on December 15, 1980, or when all requested work is completed, whichever is later. -3- OTHER REQUIREMENTS zll of the applicable provisions of Section 103a, 103b, 103c and 103d of the Gene- Municipal Law shall be deemed to be incorporated in these Specifications as if set fits herein at length. Each bidder shall be required to submit with his bid the "Statement of Non- Collusion" as required in the form provided by Section 1034 of the General Municipal Law. Each bidder shall be required to comply with and be subject to any and all provisions of the Notice to Bidders. The successful bidder shat execute a contract in the form on file in the Town Supervisor's office. All work and services to be performed by the successful bidder shall conform to all laws and rules and regulations applicable_thereto. Dated: September 26, 1979 -4- NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, that sealed bids are sought and requested for furnishing all materials and doing all work necessary for the performance according to specifications for the computerization of the tax rolls, tax bills and tax records of the Town of Southold for the 1980 Town fiscal year. -r The sealed bids will be received by the Supervisor of the Town of Southold at the Southold Town Hall, Main Road, Southold, New York, until 3:00 P.M. on October 11, 1979 at which time and place they will be publicly opened and read aloud. Specifications, for the execution of the work and bid forms and form of contract can be examined and obtained from the Supervisor of the Town of Southold, Southold Town Hall, Main Road, Southold, New York. Bids must be upon and in accordance with the bid forms prepared by the To,.,,,-n, which bids shall be made and will be received upon the following conditions: Each bid must be accompanied by the deposit of a certified check made pay- able to the order of the Town of Southold in an amount of not less than Five (50/6) Percentum of the total bid price, conditioned that if the bid is accepted, the successful bidder will enter into a contract for the work within five (5) business days from the date of the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. EXHIBIT B The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization" and addressed to James F. Homan, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: September 26, 1979 JAMES F. HOMAN SUPERVISOR TOWN OF SOUTHOLD -2- BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX REdbRDS OF THE TOWN.OF SOUTHOLD. The undersigned declares that he has carefully examined and fully under- stands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implement and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid as his own proper cost and ex- pense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assemed at a total cost of eight thousand five hundred and sixty dollars - ($ 8560.00 �. The undersigned hereby agrees to enter into a contract, within five (5) business days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of these conditions on my part to be performed, the certified check in the amount of $ 428.00 which is herewith deposited with the Torn Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with any EXHIBIT C other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person_ signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the trust thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. Signature of Bidder North Fork Bank & Trust Company 245 Love Lane, Mattituck, New .York 11952 Business Address of Bidder -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT THE NORTH FORK BANK & TRUST COMPANY (Name of Corporation be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of all materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, and to include in.such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by by THE NORTH FORK BANK & TRUST COMPANYP g cor oration at a meeting of its 4keld on the 10th day of October 1979. the Board of Directors Secretary tSeal of the Corporation) I� r ' OFF1Cr OF TOWN CLERK TOWN OF SOUTHOLD JUDITH T.TERRY SUFFOLK COUNTY TELFTHONE TowN CLERK (516) 765-1801 REGISTRAR 01' VITAL STATISTICS Southold, L. 1., N. Y. 11971 October 29, 1979 Mr. Donald Deerkoski North Fork Bank and Trust Company 245 Love Lane Mattituck, New York 11952 Dear Mr. Deerkoski : Returned herewith is the executed agreement for computerization of tax rolls , tax bills and tax records for the Town of Southold. Also enclosed is your bid deposit in the amount of $428. 00. Very truly yours , i Judith T. Terry Town Clerk Enclosures OFFICE OFt T'O EyP.ERK TOWN OF SOUT . OtIj JUDITH T.TERRY SUFFOLK-COUNTY TELEPHONE TowN CLERK fl (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 11971 October 24, 1979 Mr. Donald Deerkoski North Fork Bank and Trust Company 245 Love Lane Mattituck, New York 11952 Dear Mr. Deerkoski: At a regular meeting of the Southold Tcw n Board held on October 23, 1979 the bid for computerization of tax rolls, tax bills and tax records of the Town of Southold was awarded to the North Fork Bank and Trust Company at a total cost of $8, 560.00. Enclosed herewith is the agreement for the above- mentioned computerization. Please execute both copies and return both copies to this office for execution. One copy will be returned to you along with your bid deposit. Very truly yours, Judith T. Terry ll// Town Clerk Enclosures (2) f` I r BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully under- stands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implement and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid as his own proper cost and ex- pense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assemed at a total cost of eight thousand five hundred and sixty dollars ($ 8560.00 ). The undersigned hereby agrees to enter into a contract, within five (5) business days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of these conditions on my part to be performed, the certified check in the amount of $ 428.00 , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with any EXHIBIT C other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the trust thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. Signature of Bidder North Fork Bank & Trust Company 245 Love Lane, Mattituck, New York 11952 Business Address of Bidder -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT THE NORTH FORK BANK & TRUST COMPANY (Name of Corporation be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of all materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by by THE NORTH FORK BANK & TRUST COMPANY corporation at a meeting of its Yield on the 10th day of October 1979. the Board of Directors Secretary (Seal of the Corporation) OFFICE OF TOWN CLERK TOWN OF SOUTHOLD JUDITH T.TERRY SUFFOLK COUNTY TELEPHONE TOWN CLERK (516) 765-1801 REGISTRAR OI' VITAL STATISTICS Southold, L. 1., N. Y. 11971 October 29, 1979 Mr. Bernard Borkan, Secretary A & B Computer Services, Inc. 570 Howard Avenue Woodmere, New York 11598 Dear Mr. Borkan: Returned herewith is your certified bid deposit check in the amount of $550. 00. The bid for the computerization of the Southold Town tax rolls was awarded to the North Fork Bank & Trust Company, Mattituck, New York at a bid amount of $8560. 00. Very truly yours, i Judith T. Terry �f Town Clerk Enclosure Y BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully under- stands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implement and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid as his own proper cost and ex- pense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assemed at a total cost of ten thousand., six hundred and eighty dollars. ($ 10, 680. 00 ). The undersigned hereby agrees to enter into a contract, within five (5) business days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of these conditions on my part to be performed, the certified check in the amount of $ 5 ,()_ nn , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the trust thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or pr,6posal in behalf of the corporate bidder. E 11(! Signature of Bidder Secretary For A & B Computer Services, Inc. 570 Howard Ave. Woodmere, N. Y. 11598 Business Address of Bidder -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT _ A & B Computer Services, Inc . (Name of Corporation be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of all materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by by A & B Computer Services Inc. corporation at a meeting of its Board of Directors held on the 9th day of October 1979. n Secretary (Seal of the Corporation) OFFICE OF TOWN CLERK TOWN OF SOUTHOLD JUDITH T.TERRY SUFFOLK COUNTY TELEPHONE TOWN CLERK (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 1 1971 October 29, 1979 Belmil Computer Service, Inc. 25 Deshon Drive Melville, New York 11747 Gentlemen: Returned herewith is your certified bid deposit check in the amount of $550. 00. The bid for the computerization of the Town of Southold tax rolls was awarded to the North Fork Bank & Trust Company, Mattituck, New York, at a bid amount of $8560.00. Very truly yours, (/Judith T. Terry Town Clerk Enclosure BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully under- stands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid as his own proper cost and ex- pense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assemed at a total cost of ELEVEN THOUSAND DOLLARS ($ 11 ,000.00 ). The undersigned hereby agrees to enter into a contract, within five (5) business days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of these conditions on my part to be performed, the certified check in the amount of $ 550.00 , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the trust thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. na -of . Business Address of Bidder NOTE: Tax Bills are to finished by the Town of Southold -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT BELMIL COMPUTER SERVICES , INC. (Name of Corporation be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of all materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by by BELMIL COMPUTER SERVICES, INC. corporation at a meeting of its Board of Directors held on the 10th day of October 1979. Sec etary (Seal of the r i Corporation) OFFICE OF TOWN CLERK TOWN OF SOUTHOLD JUDITH T.TERRY SUFFOLK COUNTY TELEPHONE T0'XN CLERK (516) 765-1801 RtiGISTL AR O1 VIrAL STATISTICS Southold, L. I., N. Y. 11971 October 29, 1979 Parity Systems Corporation 900 Walt Whitman Road Melville, New York 11746 Gentlemen: Returned herewith is your certified bid deposit check in the amount of $600. 00. The bid for the computerization of the tax rolls for the Town of Southold was awarded to The North Fork Bank & Trust Company, . Mattituck, New York at a bid amount of $8560.00. Very truly yours, Judith T. Terry Town Clerk Enclosure BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully under- stands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implement and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid as his own proper cost and ex- pense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assemed at a total cost ofG2^ Aft�j, 4A" The undersigned hereby agrees to enter into a contract, within five (h) business days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of thee/se conditions on my part to be performed, the certified check in the amount of $ l M . " , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the trust thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. 14a Sig ature of Bidder' to ��/, l�/�JWP � lAXe7z"v/Z11, ,7 Business Address of Bidder -2- • CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THATZ4/�'/7-/ ,/S72=/ys ZIX, 00XRT o (Name of Corporation be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of all materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation„ and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by by 61171? ��/�C=cTd>2s �k',ry ' S --/�1� corporation at a meeting of its Board of Directors held on the _ day of C47rlgI-r--Al 1979. Secretary �! J (Sell of the `i Corporation) it NON-COLLUSIVE CERTIFICATION Section 103-d GeneAa.b Municipat Law (a) By submission o6 this bid, each biddeA and each person signing on behatJ o6 any biddeA, ceA- ti6iez , and .in the case ob a joint bid each paAty thereto eetti6 .es as to .its own onganizat.ion, undeA penatt y o6 peA1 uny, that to the best o6 know.bedge and betie6: ( 1 ) The pticez in this bid have been at&ived at independently without eottu.6ion, consu.2tation, communication, oA agh.eement, 6oA the puApos e o6 Aezt,ticting competition, as to any matteA Ae- tating to such ptices with any otheA biddeA oA with any competitoA; (2 ) Untess otheAwise Requited by .saw, the p,%ices which have been quoted in this bid have not been knowing.by d.ise.bosed by the biddeA and witt not knowing.by be dis ctos ed by the biddeA patio& to opening ditect.by, oA .inditectt y, to any otheA biddeA oA to any eompetitoA; and (3) No attempt has been made oA wilt be made by the biddeA to .induce any otheA peuon, paAt- nens hip oA cotpoAation to submit oA not to submit a bid 6oA the puApos e o6 Aesttict.ing com- petition. om- petition. SignatuAe o� .individuat biddeA FOR CORPORATION USE: Name ob Cotpona on (Conponate Seat) By Titte NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, that sealed bids are sought and requested for furnishing all materials and doing all work necessary for the performance according to specifications for the computerization of the tax rolls, tax bills and tax records of the Town of Southold for the 1980 Town fiscal year. The sealed bids will be received by the Supervisor of the Town of Southold at the Southold Town Hall, Main Road, Southold, New York, until 3:00 P.M. on October 11, 1979 at which time and place they will be publicly opened and read aloud. Specifications, for the execution of the work and bid forms and form of contract can be examined and obtained from the Supervisor of the Town of Southold, Southold Town Hall, Main Road, Southold, New York. Bids must be upon and in accordance with the bid forms prepared by the Town, which bids shall be made and will be received upon the following conditions: Each bid must be accompanied by the deposit of a certified check made pay- able to the order of the Town of Southold in an amount of not less than Five (516) Percentum of the total bid price, conditioned that if the bid is accepted, the successful bidder will enter into a contract for the work within five (5) business days from the date of the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization" and addressed to James F. Homan, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: September 21, 1979 JAMES F. HOMAN SUPERVISOR TOWN OF SOUTHOLD * * * * * * * * * * PLEASE PUBLISH ONCE, SEPTEMBER 27, 1979, AND FORWARD ONE AFFIDAVIT OF PUBLICATION TO JUDITH T. TERRY, TOWN CLERK, MAIN ROAD, SOUTHOLD, NEW YORK 11971. Copies to the following on September 21, 1979 : The Suffolk Times The Long Island Traveler-Watchman, Inc. Belmil Computer Services, Inc. -2- SPECIFICATIONS FOR COMPUTERIZATION OF REAL PROPERTY TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD GENERAL INFORMATION It is the intention of these specifications to invite bids to provide for the com- plete computerization of the tax rolls, tax bills and all other tax records of the Town of Southold for the 1980 Town fiscal year. The total estimated number of tax parcels of the Town is presently 16, 500 and increases at the rate of 200 to 300 parcels per year. It is further the intention hereof that the successful bidder will be required to supply all services and materials necessary for such purposes which are not specific- ally pecifically to be performed and/or provided by the Town of Southold in these specifications. The tax rolls, tax bills and other tax records of the Town have been computerized for the 1979 fiscal year and the documentation, program and magnetic tape computer files resulting therefrom will be made available for the use of the successful bidder. It is the responsibility of each bidder to inspect the pertinent data and provisions of law in order to familiarize himself with the work and services he is expected to perform. SERVICES TO BE PERFORMED BY BIDDER 1. Perform all services required for the processing of tax bills and tax register on a magnetic tape computer system. 2. Design forms of the individual tax bills (two [2] parts) and the register roll that accommodate the two (2) assessment rolls (one [1] part) and the tax roll (two[21 parts). 3. Convert all new parcels and changes in ownership and/or assessment of existing parcels and incorporate same with existing tax parcel data stored on the magnetic tape computer. Supply forms to the Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, fire districts, and all other special districts utilizing approximately eighty (80) tax codes for determining tax extensions. 5. Prepare and furnish on or before June 29, 1980 one tentative assessment roll to include all changes to June 15th of such year. 6. Prepare and furnish on or before August 31, 1980 one final assessment roll to include all changes from June 29th to August 18th of such year. 7. Obtain and include on assessment rolls, tax bills and on all other records and documents where required, the Suffolk County Tax Map Number as applicable to each tax parcel. 8. Provide all required continuous form assessment rolls and tax rolls. 9. Prepare a two (2) part tax bill in November, 1980, with provision for printing dollar exemptions when applicable. Bidder will be required to deliver com- pleted tax bills to the Tax Receiver of the Town at his office, ready for mailing, within 72 hours after all information for the preparation thereof is furnished to the bidder. 10. Prepare and supply to the Town three final assessment rolls including tax extensions in November, 1980. 11. All documentation, program and magnetic tape computer files in the possession of the Bidder and relating to the services provided for herein, shall be deemed to be owned by the Town of Southold and shall be delivered to the Town of Southold within ten (10) days after the completion of all work and services to be per= formed by the Bidder, but in no event later than December 15, 1980. -2- SERVICES TO BE PERFORMED BY TOWN 1. Prepare and submit to Bidder on forms to be supplied by Bidder all input information and data relative to changes in ownership and/or assessment or other changes in present tax parcels. 2. Examine all assessment rolls submitted by Bidder and promptly advise Bidder of all errors, omissions, or corrections with respect thereto. 3. Provide assistance to balance various taxable catagories and the assessed valuations. 4. Examine all tax bills and tax registers for errors, omissions, or cor- rections with respect thereto and promptly advise Bidder with respect thereto. 5. Supply to the Bidder at the expense of the Town, the required number of tax bill forms and when the same have been prepared by and delivered by the Bidder, to mail the same to all taxpayers. MANNER OF PAYMENT The total sum to be paid to the successful bidder by the Town shall be paid in three (3) equal installments as follows: (a) One-third (1/3) on March 31, 1980. (b) One-third (1/3) on June 30, 1980. (c) One-third (1/3) on December la, 1980, or when all requested work is completed, whichever is later. -3- OTHER REQUIREMENTS All of the applicable provisions of Section 103a, 103b, 103c and 103d of the General Municipal Law shall be deemed to be incorporated in these Specifications as if set forth herein at length. Each bidder shall be required to submit with his bid the `Statement of Non- Collusion" as required in the form provided by Section 103d of the General Municipal Law. Each bidder shall be required to comply with and be subject to any and all provisions of the Notice to Bidders. The successful bidder shall execute a contract in the form on file in the Town Supervisor's office. All work and services to be performed by the successful bidder shall conform to all laws and rules and regulations applicable thereto. Dated: September 21, 1979 -4- I NOTICE TO BIDDERS COUNTY Of SUFFOLK NOTICE IS HEREBY S,-rTE OF NEW YORK ss: ,.c., GIVEN, that sealed bids are sought and requested for furnishing all materials and doing all work necessary for the performance according to Patricia Wood, being duly sworn, says that she is the specifications for the comput- Editor, of THE LONG ISLAND TRAVELER-WATCHMAN, erization of the tax rolls, tax bills and tax records of the o public newspaper printed of Southold, in Suffolk County; Town of Southold for the 1980 and that the notice of which the annexed is a printed copy, Town fiscal year. The sealed bids will be has been published in said Long Island Traveler-Watch- received by the Supervisor of the Town of Southold at the man once each weel< for ............. .......................... weeks Southold Town Hall, Main Road, Southold, New York, successiv ly, commencing on the ..FO................................ until 3:00 P.M.on October 11, /i<j 1979, at which time and place da . . . ...... ............... 19'. ..�.. they will be publicly opened and read aloud. Specifications, _ f for the execution of the work - `� ---- -1 and bid forms and form of �: contract can be examined and obtained from the Supervisor of the Town of Southold, Southold Town Hall, Main Road, Southold, New York. Sworn to before me this ..... :.............. day or Bids must be upon and in �`c accordance with the bid forms ........ 19.1.1... prepared by the Town, which bids shall be made and will be received upon the following conditions: Each bid must be accom- -�' panied by the deposit of a Notary Public certified check made payable to the order of the Town of Southold in an amount of not less than Five(5%b)Percentum ANTOIIgE'RE BERKOSKI of the total bid price, condi- NOTARYr'E`:.ir Stare of New York tioned that if the bid is 1141JIt41 1n Suttolk County accepted, the successful bid- No. 52-4500796 Commission Expires March 30, 191e der will enter into a contract _ ;or the work within five (5) business days from the date of ' e acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization" and addres- sed to James F. Homan, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: September 21, 1979 JAMES F.HOMAN Supervisor TOWN OF SOUTHOLD 1T,9/27/79(995) All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder • fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the _ moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informal- ity in any bid should it be deemed in the best interest of the Town of Southold. COUNTY OF SUFFOLK, All bids must be signed and 1 enclosed in sealed envelopes STATE OF NEW YORK, ss: plainly marked "Bid for Tax Computerization" and ad- dressed to James F. Homan, 'JOAN • • ' • • • • M:.,.. a.. Supervisor, Southold Town of contract can be examined panied by the deposit of a ter- Hall, Main Road, Southold, Town fiscal year. New York. NOTICE TO BIDDERS The sealed bids will be and obtained from the Super- tified check made payable to NOTICE IS HEREBY received by the Supervisor of visor of the Town of Southold, the order of the Town of South- Dated: SepJAMES F:HOMAN the Town of Southold at the Southold Town Hall, Main old in an amount of not less SUPERVISOR GIVEN that sealed bids are sought and requested for fur- Southold Town Hall, Main Road,Southold, New York. than Five (5%) Percentum of TOWN OF SOUTHOLD Bids must be upon and in the total bid price,conditioned nishing all materials and do- Road, Southold, New York, 1TS27-3292 prepared by the Town, which successful bidder ing all work necessary for the until 3:00 P.M. on October 11, accordance with the bid forms that if the bid accepted, the performance according to 1979, at which time and place will enter specifications for the compu- they will be publicly opened bids shall be made and will be into a contract for the work terization of the tax rolls, tax and read aloud. Specifica- received upon the following within five (5) business days bills and tax records of the tions, for the execution of the conditions: from the date of the accept- Town of Southold for the 1980 work and bid forms and form Each bid must be accom- ante of the bid. -- u-:v day of ���. . . 19.7 . . . . . . . . . . . . . . . . . . . f. . . G, s�.. E; i t COUNTY OF SUFFOLK. 1 STATE OF NEW YORK. � SS: JOAN GUST AVS ON. . . . . . . . . . . . . . being duly Sworn. k". 'f says that .SHE . . . is Printer and Publisher of the SUFFOLK WEEKLY TIMES, a newspaper published at Greenport, in said county; and that the notice, of which the annexed is a printed dopy, has been published in the said Suffolk Weekly Times once in each week, for . . . . . . . .ONE. . . . . . . . . . . . . . weeks successively commencing on the . . .27 th. . . . . . . . day of . . .September 19.79. ".� l ?�. . . . . . . . . . Sworn to bafore me this . . . �. . . . day of 19.7 ,. . . . . . . . . . . . . . . . . . . r' . . . . ,n. . . n S'A .)i'-vC.our ty 1'cs No. 52-6086M5 :at.z*nession£xpires Match 31D.I i I I l i STATE OF NEW YORK: SS : COUNTY OF SUFFOLK: JUDITH T. TERRY, Town Clerk of the Town of Southold, New York being duly sworn says that she is over. the i age of twenty-one years ; that on the 21st day of September 19 79 , she affixed a notice of which the annexed printed notice is a true copy, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County, New i t York, to wit;- Town Clerk Bulletin Board, Town Clerk Office Main Road, Southold, N.Y. 11971 NOTICE TO BIDDERS - Computerization of tax rolls, tax bills and tax records for 1980 Town fiscal year. Bid opening - 3 :00 P.M. , October 11, 1979 zz- Judith T. Terry, Clerk i Sworn to before me this 21st day of September i 19 79 i i otary Public ELIZABETH ANN NEVILLE VOTARY PUBLIC, State of New Yot No. 52.8125850, Suffolk County Term Expites March 30, 19?<.2 i i i c ---- --- ------ NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, that sealed bids are sought and requested for furnishing all materials and doing all work necessary for the performance according to specifications for the computerization of the tax rolls, tax bills and tax records of the Town of Southold for the 1980 Town fiscal year. The sealed bids will be received by the Supervisor of the Town of Southold at the Southold Town Hall, Main Road, Southold, New York, until 3:00 P.M. on October 11, 1979 , at which time and place they will be publicly opened and read aloud. Specifications, for the execution of the work and bid forms and form of contract can be examined and obtained from the Supervisor of the Town of Southold, Southold Town Hall, Main Road, Southold, New York. Bids must be upon and in accordance with the bid forms prepared by the Town, which bids shall be made and will be received upon the following conditions: Each bid must be accompanied by the deposit of a certified check made pay- able to the order of the Town of Southold in an amount of not less than Five (5%) Percentum of the total bid price, conditioned that if the bid is accepted, the successful bidder will enter into a contract for the work within five (5) business days from the date of the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his bid, if the successful bidder fails to enter into a contract pursuant to the requirements of the Town, then the check deposited with the bid and the moneys standing to the credit of the same, shall be forfeited to the Town of Southold as liquidated damages. The Town Board of the Town of Southold reserves the right to reject any and all bids and to waive any and all informality in any bid should it be deemed in the best interest of the Town of Southold. All bids must be signed and enclosed in sealed envelopes plainly marked "Bid for Tax Computerization" and addressed to James F. Homan, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: September 21, 1979 JAMES F. HOMAN SUPERVISOR TOWN OF SOUTHOLD * * * * * * * * * * PLEASE PUBLISH ONCE, SEPTEMBER 27, 1979, AND FORWARD ONE AFFIDAVIT OF PUBLICATION TO JUDITH T. TERRY, TOWN CLERK, MAIN ROAD, SOUTHOLD, NEW YORK 11971. Copies to the following on September 21, 1979 : The Suffolk rimes The Long Island Traveler-Watchman, Inc. Belmil Computer Services , Inc. -2- I BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully under- stands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implement and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the price named in this bid as his own proper cost and ex- pense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein proposed to be assemed at a total cost of The undersigned hereby agrees to enter into a contract, within five (5) business days from the date of acceptance of this bid and to begin the work within five (5) days thereafter. In default of the performance of any of these conditions on my part to be performed, the certified check in the amount of $ , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town as liquidated damages for such default; otherwise, the certified check deposited herewith will be returned to the undersigned. By submission of this bid or proposal, the bidder certifies that: (a) This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor; (b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor or potential competitor; (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; (d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the trust thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signator of this bid or proposal in behalf of the corporate bidder. Signature of Bidder Business Address of Bidder -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT (Name of Corporation be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of all materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, and to include in such bid or proposal the certificate as to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing copy is a true and correct copy of the resolution adopted by by corporation at a meeting of its Board of Directors held on the day of 1979. Secretary (Seal of the Corporation) SPECIFICATIONS FOR COMPUTERIZATION OF REAL PROPERTY TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD GENERAL INFORMATION It is the intention of these specifications to invite bids to provide for the com- plete computerization of the tax rolls, tax bills and all other tax records of the Town of Southold for the 1980 Town fiscal year. The total estimated number of tax parcels of the Town is presently 16, 500 and increases at the rate of 200 to 300 parcels per year. It is further the intention hereof that the successful bidder will be required to supply all services and materials necessary for such purposes which are not specific- ally to be performed and/or provided by the Town of Southold in these specifications. The tax rolls, tax bills and other tax records of the Town have been computerized for the 1979 fiscal year and the documentation, program and magnetic tape computer files resulting therefrom will be made available for the use of the successful bidder. It is the responsibility of each bidder to inspect the pertinent data and provisions of law in order to familiarize himself with the work and services he is expected to perform. SERVICES TO BE PERFORMED BY BIDDER 1. Perform all services required for the processing of tax bills and tax register on a magnetic tape computer system. 2. Design forms of the individual tax bills (two [2] parts) and the register roll that accommodate the two (2) assessment rolls (one [1] part) and the tax roll (two[2] parts). 3. Convert all new parcels and changes in ownership and/or assessment of existing parcels and incorporate same with existing tax parcel data stored on the y magnetic tape computer. Supply forms to the Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, fire districts, and all other special districts utilizing approximately eighty (80) tax codes for determining tax extensions. 5. Prepare and furnish on or before June 29, 1980 one tentative assessment roll to include all changes to June 15th of such year. 6. Prepare and furnish on or before August 31, 1980 one final assessment roll to include all changes from June 29th to August 18th of such year. 7. Obtain and include on assessment rolls, tax bills and on all other records and documents where required, the Suffolk County Tax Map Number as applicable to each tax parcel. 8. Provide all required continuous form assessment rolls and tax rolls. 9. Prepare a two (2) part tax bill in November, 1980, with provision for printing dollar exemptions when applicable. Bidder will be required to deliver com- pleted tax bills to the Tax Receiver of the Town at his office, ready for mailing, within 72 hours after all information for the preparation thereof is furnished to the bidder. 10. Prepare and supply to the Town three final assessment rolls including tax extensions in November, 1980. 11. All documentation, program and magnetic tape computer files in the possession of the Bidder and relating to the services provided for herein, shall be deemed to be owned by the Town of Southold and shall be delivered to the Town of Southold within ten (10) days after the completion of all work and services to be per;- formed er=formed by the Bidder, but in no event later than December 15, 1980. -2- SERVICES TO BE PERFORMED BY TOWN 1. Prepare and submit to Bidder on forms to be supplied by Bidder all input information and data relative to changes in ownership and/or assessment or other changes in present tax parcels. 2. Examine all assessment rolls submitted by Bidder and promptly advise Bidder of all errors, omissions, or corrections with respect thereto. 3. Provide assistance to balance various taxable catagories and the assessed valuations. 4. Examine all tax bills and tax registers for errors, omissions, or cor- rections with respect thereto and promptly advise Bidder with respect thereto. d. Supply to the Bidder at the expense of the Town, the required number of tax bill forms and when the same have been prepared by and delivered by the Bidder, to mail the same to all taxpayers. MANNER OF PAYMENT The total sum to be paid to the successful bidder by the Town shall be paid in three (3) equal installments as follows: (a) One-third (1/3) on March 31, 1980. (b) One-third (1/3) on June 30, 1980. (c) One-third (1/3) on December 15, 1980, or when all requested work is completed, whichever is later. -3- OTHER REQUIREMENTS All of the applicable provisions of Section 103a, 103b, 103c and 103d of the General Municipal Law shall be deemed to be incorporated in these Specifications as if set forth herein at length. Each bidder shall be required to submit with his bid the `Statement of Non- Collusion" as required in the form provided by Section 103d of the General Municipal Law. Each bidder shall be required to comply with and be subject to any and all provisions of the Notice to Bidders. The successful bidder shall execute a contract in the form on file in the Town Supervisor's office. All work and services to be performed by the successful bidder shall conform to all laws and rules and regulations applicable thereto. Dated: September 21, 1979 -4- THIS AGREEMENT made this day of 1979, between the TOWN OF SOUTHOLD, a municipal corporation of the State of New York having its office and principal place of business at Main Road, Southold, New York, hereinafter referred to as the Town, and , a domestic corporation of the State of New York, having its office and principal place of business at hereinafter referred to as the Contractor. WITNESSETH: WHEREAS, the Town did on or about the day of September, 1979, advertise for bids for the computerization of the tax rolls, tax bills and other tax records of the Town for the 1980 fiscal year, and WHEREAS, pursuant to said advertisement bids were received by the Supervisor of the Town on the day of 1979 at 3:00 P. M. and at such time publicly opened and read aloud, and WHEREAS, the Town Board thereafter reviewed said bids and ascertained that the Contractor was the lowest responsible bidder, and WHEREAS, the Town Board at a meeting thereof held on the day of , 1979, duly adopted a resolution accepting the bid of the Contractor in the amount of $ and authorized the Supervisor to enter into this contract on behalf of the Town. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. The Contractor does hereby agree to perform all work required for the computerization of the tax rolls, tax bills and tax records of the Town of Southold for the fiscal year 1980 all in accordance with the Specifications therefor dated September 26, 1979, a copy of which is hereunto annexed and marked Exhibit_ A; the Notice to Bidders dated September 26, 1979, a copy of which is hereunto annexed and marked Exhibie B; the bid of the Contractor dated 1979, a copy of which is hereunto annexed and marked Exhibit C. 2. The Town agrees to pay and the Contractor agrees to receive as full compensation for all work which is the subject of this contract the sum of ($ ) DOLLARS to be paid in accordance with the aforesaid Specifications. 3. The Town further agrees to perform all work and supply such items as are required by said Specifications during the term hereof. IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above written. TOWN OF SOUTHOLD By Supervisor I -2- STATE OF NEW YORK) ss. : COUNTY OF SUFFOLK) On the day of 1979, before me personally came JAMES F. HOMAN, to me known, who being by me duly sworn, did depose and say that he resides at Stillwater Avenue, Cutchogue, New York; that he is the Supervisor of the TOWN OF SOUTHOLD, the municipal corporation described in and which executed the foregoing instrument; that he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal; that it was so affixed by order of the Town Board of the Town of Southold, and that he signed his name thereto by like order. Notary Public STATE OF NEW YORK) ss. : COUNTY OF On the day of 1979, before me personally came , to me known, who, beingbyme duly sworn, did depose and say that he resides at ; that he is the of the corporation described in and which executed the foregoing instrument; that he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal; that it was so affixed by order of the board of directors of said corp- oration; and that he signed his name thereto by like order. Notary Public -3-