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Computerization of Tax Rolls
Spec. 's for Computerization of Tax Roll 10/15 Sandsport Data Services - Mario Impelli 48 Harbor Park Drive Port Washington, N.Y. 11050 10/15 C & C Information Systems - Jack Creegon 115 Rome Street Farmingdale , N.Y . 11735 10/22 A & B Computer Services Mr . Borkan 570 Howard Avenue Woodmere , N.Y. 11598 THIS AGREEMENT made this 17 ' day of December 1980, 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 Sandsport Data. Services, Inc. , a domestic corporation of the State of New York, having its office and principal place of business at 48 Harbor Park Drive, Port Washington, NewYork hereinafter referred to as the Contractor. WITNESSETH: WHEREAS, the Town did on or about the 9th day of October, 1980, advertise for bids for the computerization of the tax rolls, ta.x bills and other tax records of the Town, and WHEREAS, pursuant to said advertisement, bids were received by the Supervisor of the Town on the 33rd day of October, 1980 at 3:00 P. M. and at such time publicly opened and read aloud, and WHEREAS, the Town Board thereafter reviewed said bids and ascer- tained that the Contractor was the lowest responsible bidder, and WHEREAS, the Town Board at a meeting thereof held on the 2nd day of December , 1980, duly adopted a resolution accepting the (one year-Rmmex�MX bid of the Contractor in the amount of $ 4, 000. 00 and authorized the Supervisor to enter into this contract on behalf of the Town. l i 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 1981 (fiscal years 1981, 1982 and 1983), all in accordance with the Specifications therefor dated October 3, 1980, a copy of which is hereunto annexed and marked Exhibit A; the Notice to Bidders dated October 3, 1980, a copy of which is hereunto annexed and marked Exhibit B; the bid of the Contractor dated October 17 1980, 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 Four Thousand and 00/100----------------------{$4, 000. 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 BY Supervisor hr Hugh FreundOr ident, Sandsport Data Services '2 STATE OF NEW YORK) ss. . COUNTY OF SUFFOLK) On the /72Xday of December 1980, before me personally came William R. Pell, III, to me known, who being by me duly sworn, did depose and say that he resides at 530 Anglers Rd. , Greenport, 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 Publiiir JUDITH ---DRY STATE OF NEW YORK) NOTARY PUI'LiC, 'o e rf New York No. 52 03': _ Suffolk County, ss. : Commission Expires 10arch 30. r;1 COUNTY OF On the 9th day of December 1980, before me personally came Hugh Freund , to me known, who, being by me duly sworn, did depose and say that he resides at 96 Murray Ave. Port Washington , N. Y. that he is the President of Sandsport Data Services, Inc. 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 corporation; and that he signed his name thereto by like order. MNLDRED P. EPSTEIN NOTARY FJGLIC, State of Now yogi jF No. 30.45671401 Qualified in Nassau County�� Notary `P 1lC Term Expires March 3o, 1Y..;1., -3- EXHIBIT A 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 complete computerization of the tax rolls, tax bills and all other tax records of the Town of Southold for the 1981 Town fiscal year. As an alternate bid, the town also seeks bids for the computerization of such documents and records for the Town of Southold fiscal years 1981, 1982 and 1983. The total estimated number of tax parcels of the Town is presently 16, 700 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 specifically 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 1980 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 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 assess- ment of existing parcels and incorporate same with existing tax parcel data stored on the magnatic tape computer. Supply forms to the Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, fire fistricts, and all other special districts utilizing approximately eighty (80) tax codes for determining tax extentions. 5. Prepare and furnish on or before June 29, of each year, one tentative assessment roll to include all changes to June 15th of such year. 6. Prepare and furnish on or before August 31, of each year, 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 of each year, with pro- vision for printing dollar exemptions when applicable. Bidder will be required to deliver completed 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 -2- •, f 0 including tax extensions in November of each year. 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 performed by the Bidder, but in no event later than December 15, of the final year of the contract. 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 corrections 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 In the event that the Town accepts a bid for a one year contract, the -3- 1 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, 1981. (b) One-third (1/3) on June 30, 1981. (c) One-third (1/3) on December 15, 1981, or when all requested work is completed, whichever is later. In the event that the Town accepts an alternate bid for a. three year contract, the total sum to be paid to the successful bidder by the Town shall be paid in nine (9) equal installments as follows: (a) One-ninth (1/9) on March 31st of each year. (b) One-ninth (1/9) on June 30th of each year. (c) One-ninth (1/9) on December 15th of each year, or when all requested work for such year is completed, whichever is lateri OTHER REQUIREMENTS All of the applicable provisions of Article 5-A 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. -4- The successful bidder shall execute a contract in the form on file in the Town Clerk'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: October 3, 1980 -5- EKHIBIT B 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. 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 23, 1980 , at which time and place they will be publicly opened and read aloud. Specifications, for the execution of the work and a bid forms and form of contract can be examined and obtained from the Town Clerk 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 payable 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 William R. Pelf, III, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: October 3, 1980 WILLIAM R. PELL, III SUPERVISOR TOWN OF SOUTHOLD PLEASE PUBLISH ONCE, OCTOBER 9, 1980, AND FORIIARD ONE AFFIDAVIT OF PUBLICATION TO JUDITH T. TERRY, TOWN CLERK, TOWN HALL, MAIN ROAD, _ SOUTHOLD, NEW YORK 11971. Copies to the following on October 2, 1980: The Long Island Traveler-Watchman, Inc. The Suffolk .Times Town Clerk Bulletin Board Assessors Town Board Members -2- 1, - + ' ' EXHIBIT C • 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 understands 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 prices named in this bid as his own proper cost and expense, 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 pro- posed to be assumed at the following total costs, to wit: A. Bid for one year (Fiscal Year 1981) L fro 0 0 . 00 ) B. Alternate Bid for three years (Fiscal Years 1981, 1982 and 1983) 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 $ Z n 0 , py which is herewith deposited with the Town Board shall be paid to the Town of Southold for 1 1 • 10 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 truth 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. Aignaturet-, Bidder r f�E3r D E-•✓ � Business Address of Bidder SANDSPORT DATA SERVICES INC. IT&BUILDING 48 HARBOR PARK DRIVE PORT WASHINGTON, N.Y. 11050 516 4g4 to6o -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT SA iii)5 do ltT— DR-i R �'E4.vi cF5 _T JJ (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 S4" J S /2o a-q– PAM A- corporation at a meeting of its Board of Directors held on the ! 7 day of C-TO11 (,:2 1980. Secretary �— (Seal of the ' Cyrporatior.) v ~ IM FT p� OFFICE OF ,TOWN CLERK TOWN OFA SOUTHOLD JUDITH T.TERRY SUFF' COUNTY TELEPHONE TOwN CLERK +' (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 11971 December 17, 1980 Mr. Hugh Freund Sandsport Data Services 48 Harbor Park Drive Port Washington, New York 11050 Dear Mr. Freund: Returned herewith is an executed copy of the agreement between the Town of Southold and Sandsport Data Services, Inc. for the computerization of tax rolls, tax bills and other tax records for the Town of Southold for a one year period commencing on January 1 , 1981 , at a cost of $4, 000. 00. Also enclosed is your certified check in the amount of $200. 00 deposited with your bid. Very truly yours, Judith T. Terry Southold Town Clerk Enclosures SANDSPORT DATA SERVICES INC. 48 HARBOR PARK DRIVE 1720 '"7ZF Vtl* im PORT WASHINGTON, N. Y. 11050 1-12 00 <Vo Zo 19280 Q !, is AY h e QAQEROF ••i_O o `�: N C3 l i l .. :.........:....�.. ........... ........... >n 00 117 Alle -1:02130001211: 8381111,03 EXHIBIT C BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK. COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully understands the attached "Notice to Bidders", the "Specifications" and form of "Contract", and this bid form, and that he hereby proposes to furnish all the materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the prices named in this bid as his own proper cost and expense, all in accordance with the specifications, form of contract and Notice to Bidders, a.11 of which are a part hereof, to such an extent as they relate so to govern the obligations herein pro- posed to be assumed at the following total costs, to wit: A. Bid for one year (Fiscal Year 1981) ($ to00 . oo ), B. Alternate Bid for three years (Fiscal Years 1981, 1982 and 1983) ,-. ($ ti) 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 $ z 0 0 . 0 y J. 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 proposa.l, 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 potentia.l 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 truth 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. 0igna tures-, B idde r Business Address of Bidder SANDSPM DATA SIMIMCES INC. ML BULDMIG 48 HARBOR PARK DRIVE PORT WASHINGTON, N.Y. 11050 516494 '060 -2- CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. RESOLVED THAT SRi1i)S r,)v /L7— (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 5�,., 0 S po R._ 19 -rA CAV( ('63 ��,Jc corporation at a meeting of its Board of Directors held on the day of O c.7'u 11 (i-/?_ 1980. Secr�eta.ry — — (Seal of the Corporation) ti SAAiD® A SERVIM INC• PORT WASHING 4N, N.YFARBR R�t tE450 /4 gEC ,� a gou�told v lfct i7 (vLA_ i2� A-0 GL elivery y� �_ j 46 � r OFFII✓OF Oy1+L LERK TOWNO SOUT OL t JUDITH T.TERRY SUFF, kL -C�OijN.T TELEPHONE TOWN CLERK (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 11971 December 17, 1980 Mr. Donald Deerkoski, Vice President The North Fork Bank and Trust Company Love Lane Mattituck, New York 11952 Dear Mr. Deerkoski : Returned herewith is your certified check in the amount of $400. 00 deposited with your bid for the computerization of the tax rolls, tax bills and other tax records of the Town of Southold. The bid has been awarded to Sandsport Data Services and the agreement has been executed. Very truly yoou-rrss, X--,el-�r z- - - Judith T. Terry Southold Town Clerk & I , BID TO THE TOWN BOARD OF THE TOWN OF SOUTHOLD, SUFFOLK. COUNTY, NEW YORK, FOR THE COMPUTERIZATION OF TAX ROLLS, TAX BILLS AND TAX RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully understands the attached "Notice to Bidders", the "Specifications" and form of "Contrast", and this bid form, and that he hereby proposes to furnish all the materials, implements and incidentals and to furnish labor and do all the work required to computerize the tax rolls, tax bills and other tax records of the Town of Southold, Suffolk County, New York, in accordance with the prices named in this bid as his own proper cost and expense, all in accordance with the specifications, form of contract and Notice to Bidders, all of which are a part hereof, to such an extent as they relate so to govern the obligations herein pro- posed to be assumed at the following total costs, to wit: A. Bid for one year (Fiscal Year 1981) eight thousand dollars ($ 8,000.00 ). B. Alternate Bid for three years (Fiscal Years 1981, 1982 and 1983) twenty-two thousand five hundred t_ ($ 22,500.00 ). 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 $ 400.00 which is herewith deposited with the Town Board shall be paid to the Town of Southold for 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 THE NORTH FORK BANK & TRUST COMPANY, a corporation at a meeting of its xxeC3x,�xxrgt �xheld on the 22nd day of October 1980. Z-� Secretary Frank A. Anderson (Seal of the Corporation) 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 truth 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. -Yom" ►"' I^ S i na turet-.of Bidder Donald DeerkoSKi, Vice President THE NORTH FORK BANK AND TRUST COMPANY Love Lane, Mattituck, New York 11952 Business Address of Bidder -2- • 0 OFFICE O Uw �U K TOWN O SOUTHO D JUDITH T.TERRY SUFF. LI COUNT TELEPHONE Town CLERK e _ n (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 11971 December 17, 1980 Mr. Bernard Borkan A & B Computer Services 570 Howard Avenue P. 0. Box 410 Woodmere, New York 11598 Dear Mr. Borkan: Returned herewith is your certified check in the amount of $1, 275. 00 deposited with your bid for the computerization of the tax rolls, tax bills and other tax records of the Town of Southold. The bid has been awarded to Sandsport Data Services and the agreement has been executed. Very truly yours, Judith T. Terry Southold Town Clerk ,' 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 understands 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 prices named in this bid as his own proper cost and expense, 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 pro- posed to be assumed at the following total costs, to wit: A. Bid for one year (Fiscal Year 1981) -�,�.'� tzt,�l�.lt¢' Apkau) 09107- 00 B. Alternate Bid for three years (Fiscal Years 1981, 1982 and 1983) vv& LAl 4Adtt u� 01...+ � 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 $ IC2 x. 00 , which is herewith deposited with the Town Board shall be paid to the Town of Southold for the benefit of said Town a.s 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 truth 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 Addres6 of Bidder -2- '1 CERTIFIED COPY OF RESOLUTION AUTHORIZING THE EXECUTION OF NON-COLLUSIVE BIDDING CERTIFICATION IN BEHALF OF CORPORATE BIDDER. 6 RESOLVED THAT A -4 _" p C_ , (Name of Corporation) be authorized to sign and submit the bid or proposal of this corporation for the following project: For the furnishing of 211 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 a.s to non-collusion required by Section 103-d of the General Municipal Law as the act and deed of such corpora.tion, 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 �J adopted by 1 �.� �.I'�(,�-rt �� corporation at a meeting of its Board of Directors held on the 2 day of O 1980. 0 ! Secnetary (Seal of the Corporation) OFFICE OF TOWNLERK TOWN OF, SOUTHOLD SUFFOLK COUNTY TELEPHONE JUDITH T.TERRY (516) 765-1801 TOWN CLERK REGISTRAR OF VITAL STATISTICS Southold, L. L, N. Y. 11971 December 4, 1980 Mr. Hugh Freund, President Sandsport Data Services Inc. 48 Harbor Park Drive Port Washington , New York 11050 Dear Mr. Freund: Enclosed herewith are the original and copy of the agreement between the Town of Southold and Sandsport Data Services Inc. for the computerization of tax rolls, tax bills and other tax records of the Town of Southold for a one year period commencing on January 1, 1981, at a cost of $4 ,000. 00. Please execute both copies of the Agreement and return to me as soon as possible. Upon receipt by me, the Agreement will be executed by Supervisor Pell and one copy returned to you with your bid deposit check of $200. 00. Very truly yours, Judith T. Terry Southold Town Clerk Enclosures 0' ' E fL E TC CHEfi 4#'1 t'wic tccoot,nt ; " iz Boavd4 1 1,rec t o r s SZOS Bata Services, Inc, The accompanying balance sheet of Sandsport Data Services, Inc., -Of Play 31 , 1980, and the related statements of income and retained earnings and changes in financial ,posit;ion have been compiled .by me. A compilation is limited to presenting in the form of financial statements information that is the representation of the owners. # have not audited or reviowed the accompanying financial statements and, accordingly, oto not express an opinion or any .assurance oh them. j The balance sheet of Sandsport Hata Services, Inc. , as of May 31, 197 ,''and the related statements of 'income and retained earn- ings, and changes in financial position were reported upon by other acco tants int -,accordance with standards then in effect and their re ror dated ,lune": , 1979, stated that they had not audited those fin4ntiai, statements and accordingly did not express' an opinion ori ` them, s F sntat� �r.,1t� DATA SERV ICES, 114C. .;, BALM CE SHEET 31 , 1984 May 31 , 1979 ASSETS Current assets: Cash $ 33,620 $ 31 ,510 Accounts recelvable 18,211 32,492 G Shorhte i�sttts (Note 2) 137,50€1 - _O_ ' Loan receivabpUl - officer -0- '5,000 Prepaid expenses and other cur- rent ,assets _6,03.7 8,7118 Total current assets —_ — - -- 77,750` $ 215,368 _ w Property and equipment - partially pledged (Notes 1 , 2 and 5) 77,021 87,578 Other assets: Security and b,id deposits 2,660 400 Organization experite 216 z3$ Total other assets _ 2,876 688 _ 25 26Z 166.016 LIABILITIES AND SHAREHOLDERS' EQUITY Current liabilities: Notes=-Payable .(Note 4) $ 25,000 $ 82,000 Acconts payab3=: 61 ,104 23,664` Accrued expenses and sundry 4= liabilities 12,272 14,54o' Current portion of long-term debt (Mote 5) 143,474 ' 1 ,388 Income taxes-prayable _ 9,08 ' 1 ,�0O Total current liabilities $ 150,934'_ �_ $ 122,992 Long-term debt (Note "5) 12,151 Contingent liability ('Note. 7) -0- -0- t Shareholder's equity: Common stock, no par value: Authorized 200 shares Issued and outstanding - 10 shares 25,000 25,000 Retained earnings 107,180 12,516 Total shareholder's equity 132, 18p —_37,51`6 3-2,95J65 $__t � zo16 See Accountant' s Compilation Report f c V PG!je 2 a a SA14DSPORT DATA SERVICES, INC. STATEMENTS 01= 1 NCOME AND RETAINED EARN 114GS ror the Period. ror the Year June 23, 1978(1 ncept i on) Ended May 31 1980__, _—_- To May 31 979 Service fees eNote 6) Prograri;rijig $ 287,256 $ 78,342 Data entry 246,033 19,71+5 : Processing 271,569x+03,529` Total service fees $ 804,858 $ 501 ,61`6 z Cost of services rendered 446,452 331 ,494 Gross profit 358,406 170,`122 y Operating expenses: Off'icefs' salaries 38,258 30,014 Selling, >gcneral and administrative expenses 212,733 118,713 Total opetating 'expenses 250,991 _ 148,727: Income from operations 107,415 21 >395 Other expenses: Loss on abandonment of leasehold improvements -O- 5,416 Moving expenses -0- 2,063 Total other expenses _Q_ 7,479 Income before provision for income tars 107,415 13,916 Provision for income taxes 12,751 1 ,400 k Net i nco" 94,664 12,516 Retained earnings beginning 12,516 --- --0- Retalned earnings - end $ I07,18{3 See Accountant's Compilation Report t SMI)SPORT DATA SERVICES, INC. ` STATEMENT OF CHANGES IN FIVANCIAL POSITION For the Period For the Year ,lune 2.3, 1978(inception) --Eildn_d 1�4� 3j , 31 Working, capital was provided by: Operations: 12_ 16 Net income $ 94,664 $ 'S Add': i tclns not reF1u I r i tlg the use ofaIl Ag capital : Depreciatt� ,end -aiwrtization 30,769 1$,134 Loss cavi aba �onment of lease- ` hold i.rrprovement_s -©' r -- 5,416 4lorking capital~ provided by operations $ 125,433 361,066 sale of computer programs asset 57,000 6�643 5,508 r Increase in 1'ongr term debt -0- 25,000 Proceeds from issuance of common stock Total working capital provided - 1 , 7 ,57 r Workingxcapltal was used for: ffi Acquisttton of property and equipment 77,140 t l l ,fl5b- Increaseinsecurity and bid deposits 2,260 400 Increase in organization (^xpense -- �`0 -36'x ' Total working capital used � —79,400 111 ,II16 t % Increase (decrease) in working capital 109,676 (45,242)S 4lorkingcapital {deficiency) beginning _ (4 �� Working capital (def i•c i envy) end -- -=— Analysis of changes in working capital : � _ Increase (decrease) in current assets: Cash $ 2,110 $ 31 ,510 Accounts receivable 5,719 32,49 Notes receivable 137,5fl0 _0_ Loan receivable -. officer (5,'000) 5,400 Other current assets (2,711) $ 137,618 _ 8,748 $ 71,750 (Increase) decrease in current liabilities: $2 OQa Dotes payable 57,Cfl0 {. Accounts payable (37,440`) (23,664) Accrued expenses and sundry liabilities 2,268 (14,540) Current portion of long-term debt (42,0$6) (1 ,388) (27,942) (1-,400) ^(12z 992) Income taxes payable ____17,684) -- --- Increase (decrease) in working capital $ t��6L �._.(45� ?) See Accountant's Ce.,1pilatlon Report - a;. SANDSVORT DATA SERVICE tN". SCHEDULE OF ACCOUNTS PAYABLE May 31, 1980 3ti19':79 rurniture and equipment $ 2,981 $ -0- Computer rental 6,116 7,1463 Computer servic and supplies 35,199 _` 3,454_ 241' Y. Traver and enterta t ti ent- ,525 3 Rant a i i d electit-C 8,000 - 4,256 x. Telephone 1 ,000 259 Office expenses 2,589 254 Professional fees 1 ,010 3,050 n;uralxi~e -0- 2,654 Professional equipment -0- 830 Mi sceI Aeous _ 1 684 ---1 ,103 6i_,104 Y$23.664 SCHEDULE OF ACCRUED EX-PENSES AND SU14DRY LIABILITIES May 31 , 1_980 May 31 , 1979 Salaries _ Offi-vers $ 702 $ r 508 ProgrLammers 1 ,215 3,250 Data entry 2,559 1 ,282 560 467 Operators f ffire ----� 614 6,027 $ 6,121 Payroll taxes payable — 6,245 8,41 12,2]20 See Accountant's Compilation Report AWL SANDSPORT DATA SERV i CES, INC. COST OF SERVICES Ri_NDI-IRLD For tfie Period _ for the Year June 23, 1918(inception) Envied May 31 , 1980 --- To May '31, 1979` Salaries: Programmers $166,317 $ 79:769 Data entry 105,254 8o,472 Operators _ 2_9,799 27,876 $301 ,3 ..0 $188, 117 Computer rental 30,729 93,082 Services and supplies 64,155 - 14,851 Payroll taxes 24,133 18,244 Depreciation _ 26,065w17L200- 3331,1+ 1+ SELLING, GENERAL AND ADMINISTRATIVE EXPE14SES Commissions $ 50,000 $ -0- Office salaries47',297 ? 3,855 Payroll taxes 6,850 7,165 Travel and entertainment 28,319 20,344 Rent ,pad electric 24,1100 16,522 Tel epione 9.5443,068 Office expenses 13.343 4,283 Professional fees 5,859 6513 Insurance 5,577 6,495 Depreciation and amortization 4,704 934 Employee benefl ,. 6,`277 4,454 Professional developfhent -0- 2,521 Employ. agenie and advertising ' 9,069 1 ,141 Miscellaneous 1 ,894 518 Total 212 Z $118,713 See Accountant's Compilation Report _ w Itic. ; #3AY�► SERVICES ` ES Td FIt,F;tIC1AtCi�l< i4:F1 ` o� r ggp t Nora t� Y 3> > w a q ©R TNR YEAR }� pGCOUKT t t1G PO ' SU!'�MAItY ©F SIGttE1CANT rty ar�d �qu i pmct7t a��d dep reclation' rovided Vy ' cc ua�l on t s p ©f the' Proper cost.- Dep fu1' lifo stated a ment are t the est i r ated and eguht line method. over - property a. us 11,19 the strip variGus assets• es income tax taxes a (flow- 'duction of (flow_ service � ,•, Income accounted for as on of are placed into ; s are ssets for as a reduction are tax- credit i ncoire I liVestman ant n vah i ch the related a are accounted excess °fed credits .. in the Year obs eredsts uJius method) • t'ew 1 . Credits i�' urrent period !here are no fr t'hroUgh es in the c uent periods. i«come tax suh5eq carried forward to t May 31 , rc$ t available at t resent Some of these notes rel' ton - SNORT TERM INVESTMENTS ter= in large-denoml .:.� e 2 demand no others' sands: holds several with than 44 days The company combination later funds i nVeste of `ciepos i t maturing no certificates Ali CQUipMENT pROPERTy o� the fo11owing �:ote 3 cons l st May 31 ' city and qu i pn ent May �1 � 1912 — property equipment 6.8,g2S 86*pOO: Turn i and 4 -4- 8 953 -o- Co�►puter programs Computer P 233 2EMO g 11 G_ Au ton rovesnems 19,759 leaseh'o1d 'mp aced depreciation �] r less: Acculnui ] s ;Jet tie - N£3�S PAYAQLE demand. ^ The 2 ,040 note is payable on witOf h a cost E1: NEST automobile corporation LO, f of the 5 r is secured by an -of fficer debt of $3,864 .....,,teed by .On -term, crsonal ly 9 }g and i s p - z OFFICE OF TOWN CLERK �p TOWN OF SOUTHOLD JUDITH T.TERRY SUFFOLK COUNTY TELEPHONE TowN CLERK (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 11971 November 19, 1980 Mr. Hugh Freund, President Sandsport Data Services, Inc. Itel Building 48 Harbor Park Drive Port Washington, New York 11050 Dear Mr. Freund: The Southold Town Board met on November 18th to review the bids for computerization of the tax rolls. In this connection, please submit for their review a current financial statement of your business operations. The Board would like to meet with you at their next meeting on December 2, 1980 at Please confirm your attendance by telephone to this office. 765-1801 . /6a ',4,41t Very truly yours, Judith T. Terry Town Clerk BOARD OF ASSESSORS T.C. ✓ T. ";. TOWN OF SOUTHOLD Telephone f,Ga. GLC 516- 765-1937 Main Road Southold, L. L;_N. Y. 11971 File - November 13, 1980 Town of Southold Main Road Southold, New York 11971 Gentlemen: This department has contacted the president of Sandsport Data Service Inc. , Mr. Hugh Freund, in regard to further information as to his qualifications and experience . His firm has done computer work for Massapequa School Board doing their census and attendan M and Bethpage High School doing grade reporting. The only contract they have at present with the Town of Southampton is court pro- cessing where they process traffic tickets and monthly reports for Audit and Control. They will start January 1981 doing the the tax receipting for the Town of Southampton. I have discussed this changing over to a new computer firm with my entire staff and they agree with me that it would create undue hardship for this small department. I also question the great difference in the amount of their bid which is very unrealistic plus the inconvenience of having a computer based miles away should any errors occur. I am a firm believer in keeping business within Southold Town. I cannot stress strongly enough the importance of retaining the present computer firm rather then starting all over again. Four computer conversions in seven years is almost unbelieveable . Respectfully submitted, Melville A. Kelsey, Jr, C/airman Board of Assessors MAK, Jr: sr Tel. Southold 5-3020 • RECEIVER OF TAXES TOWN OF SOUTHOLD Southold, New York November 17, 1980 Southold Town Board Southold Town Hall Main Road Southold, New York 11971 Gentlemen: It has come to my attention that the contract for the extension of the tax records and bills has been awarded to someone other then the North Fork Bank and Trust Company. I think that this is going to create a complex problem; time being spent by the staff in the Assessors office, receiving the tax rolls and bills could cause a delay of several weeks and a very serious cash flow problem for the town and school districts involved. I do think that the Town Board should review the entire program again. Since , George Me las Receiver of Taxes GM: sr �r T4s A�' J a OFFICE O�F TOW C 51 LE a K TOWN TOU T OLD JUDITH T.TERRY SUFFOLK COUNTY TELEPHONE TOWN CLERK d �'*� (516) 765-1801 REGISTRAR OF VITAL STATISTICS Southold, L. I., N. Y. 11971 November 7, 1980 Dun & Bradstreet 401 Broadhollow Road Melville, New York 11746 Gentlemen: The Town of Southold recently solicited bids for computerization of the tax rolls. One of the bidders was Sandsport Data Services Inc. May I have a report from your concern on Sandsport Data Services Inc. , Port Washington , New York. Very truly yours, Judith T. Terry Town Clerk I NOTICE TO BIDDERS conditioned that if the bid is NOTICE IS HEREBY accepted, the successful bid- GIVEN, that sealed bids are der will enter into a contract sought and requested for fur- for ,the work within five (5) nishing all materials and do- business days from the date of ing all work necessary for the the acceptance of the bid. !F SUFFOLit, Performance according to All de ss specifications for the compu- the successful bidder ]be NEW YORK, terization of the tax rolls, tax returned. bills and tax records of the Upon the acceptance of his being duly Sworn. Town of Southold. bid, if the successful bidder The sealed bids will be fails to enter into a contract received by the Supervisor of is Printer and Publisher of the SUFFOLK the Town of Southold at the pursuant to the requirements Southold Town Hall, Main of the Town, then the check TIMES, a newspaper published at Greenport, in said Road, Southold, New Yoi'k deposited with the bid and the until 3:00 P.M. on October 23' moneys standing to the credit d that the notice, Of which the annexed is a printed of the same, shall be forfeited 1980, at which time and place to the Town of Southold as they will be publicly opened liquidated damages. been published in the said Suffolk Weekly Times and read aloud. Specifica- The Town Board of the Town one tions, for the execution of the of Southold reserves the right ch week, for . . . . . . . . . . . . . . . . . . . . . . . . . weeks work and bid forms and form to reject any and all bids and of contract can be examined to waive any and all informal- Iy commencing on he . . .q }2 . . . . . . . . . . . . . . . . . . . and obtained from the Town ity in any bid should it be Clerk of the Town of Southold, deemed in the best interest of 0 c•tor•er• • • ;� 19 8 Southold Town Hall, Main the Town of Southold. �J Road,Southold, New York. All bids must be signed and '"" ' ' ' ' ' ' ' ' ' ' ' ' ' ' Bids must be upon and in po enclosed in sealed envelopes accordance with the bid forms plainly marked "Bid for Tax before me t is . . .q A . . . j prepared by the Town, which Computerization" and ad- bids shall be made and will g . dressed to William R.Pell,III, � . . . . . 19.&. received upon the following Supervisor, Southold Town �� /i / Q! c conditions: Hall, Main Road Each bid must be accompa- New York. , Southold, j nied by the deposit of a cert- Dated: October 3, 1980 " " " " " " " " " " " " " " " ' ified check made payable to WILLIAM R.PELL,III the order of the Town of SUPERVISOR HELEN K. DE VOE Southold in an amount of not TOWN OF SOUTHOLD less than Five (59�) Per- NOTARY PUBLIC. State of Nev,York centum of the total bid price, 1TP9 3529 No,4707878,Suftolk County ---- Term Expires March 30, 1941 i 'i i I COUNTY OF SUFFOLK, 1 STATE OF NEW YORK, � SS: , . . . . .Jde.h- -GL)jgt.V,!6h. . . . . . . . . . . . . . . . being duly Sworn, says that . .ak'.t4 . , is Printer and Publisher sof 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 . . .gth . . . . . . . . . . . . . . . . . . . day of . . .Ootoher • . . . . . . . . . . . . . . . Sworn to before me t is . . . day of ,((j� } . . . . . . . . . . . . . .. . .. . . . t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • t HELEN K. DE VOE NOTARY PUBLIC,State of New York No.4707878,Suffolk County Term Expires March 30, 19-X/ NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, that sealed bids are COUNTY OF SUFFOLK sought and requested for STATE OF NEW YORK ss: furnishing all materials and doing all work necessary for the performance according to specifications for the com- puterization of the tax rolls, Patricia Wood, being duly sworn, says that she is the tax bills and tax records of the Editor, of THE LONG ISLAND TRAVELER-WATCHMAN, Town of Southold. The sealed bids will be o public newspaper printed at Southold, in Suffolk County; received by the Supervisor of t•he.Town of Southold at the and that the notice of which the annexed is a printed copy, Southold Town Hall, Main has been published in said Long Island Traveler-Watch- Road. Southold, New York, man once each week for ................1......................, weeks until 3:00 P.M.on October 23, 1980, at which time and place successively, commencing on the .....[.................................. they will be publicly opened 6 and read aloud. Specifications, 4 :�.............. 19..t�.,..... for the execution of the work d ' and bid forms and form of contract can he examined and �-�-- obtained from th.� Town Clerk ...................................................................... of the Town of Southold, Southold Town Hall, Main Read. Southold, New York. Bid, must t e upon and in 5rrordan,c �01i the bid forms Sworn to before me this ..�a ................... day or prcparcd b) the,Town, which hid., sh•11, hi made and will be ! .......... received upon the follok ing condition,: Each bid must he aecorn- panied hI the deposit of .i certified check made pavahl.• to the order of the Town of ....................r.... L-............,... Southold in an ::mount of not Notary Public fess than Five(5"0) Percent um of the total bi•.i price, con- ditioned that if the bid is CLEMENT J.THOMPSON accepted. the successful bid- NOTARY PUBLIC,State of New York der will enter into a contract °wa,52-9321725 for the work within five (5) Residing in Suffolk Comity business days from the date of Commission Expires March 9(), the acceptance of the bid. All deposits except that of the successful bidder will be returned. Upon the acceptance of his Jbid. 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. rl,e Town Board of the Town of Southold reserves the right to reject any and all bids abd 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 William R. Pell, III, Supervisor, Southold Town Hall. Main Road, Southold, New York. Dated., October 3, 1980 WILLIAM R. PELL,III Supervisor Town of Southold IT, 10/9/80(11) it i i` I ` STATE OF NEW YORK: SS : i COUNTY OF SUFFOLK: ,I JUDITH T. TERRY, Town Clerk of the Town of ':, Southold, New York, being duly sworn, says that she is over. the I j age of twenty-one years ; that on the 2nd day of October If; 1980 , she affixed a notice of which the annexed printed ; notice is a true copy, in a proper and substantial manner, in a I most public place in the Town of Southold, Suffolk County, New i i; York, to wit:- Town Clerk Bulletin Board, Town Clerk Office Main Road, Southold, N.Y. 11971 i I i " I I :` Notice to Bidders - Computerization of the Tax Rollsi Tax Bills 1 and Tax Records of the Town of Southold., i 7�5 t Judith T. Terry, Toy Clerk I f 4 , Sworn to before me this I 's I1 2nd day of October , 19 80 rnp- I i tary Public ELIZABETH ANN NEVILLE NOTARY PUBLIC,State of New York No. 52.8125850, Suffolk Count Term Expires March 38, 198 i i i i i' I I. • EXHIBIT A 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 complete computerization of the tax rolls, tax bills and all other tax records of the Town of Southold for the 1981 Town fiscal year. As an alternate bid, the town also seeks bids for the computerization of such documents and records for the Town of Southold fiscal years 1981, 1982 and 1983. The total estimated number of tax parcels of the Town is presently 16, 700 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 specifically 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 1980 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 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 assess- ment of existing parcels and incorporate same with existing tax parcel data stored on the magnatic tape computer. Supply forms to the Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, fire fistricts, and all other special districts utilizing approximately eighty (80) tax codes for determining tax extentions. 5. Prepare and furnish on or before June 29, of each year, one tentative assessment roll to include all changes to June 15th of such year. 6. Prepare and furnish on or before August 31, of each year, 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 of each year, with pro- vision for printing dollar exemptions when applicable. Bidder will be required to deliver completed 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 -2- including tax extensions in November of each year. 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 performed by the Bidder, but in no event later than December 15, of the final year of the contract. 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 corrections 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 In the event that the Town accepts a. bid for a one year contract, the -3- 1 • • 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, 1981. (b) One-third (1/3) on June 30, 1981. (c) One-third (1/3) on December 15, 1981, or when all requested work is completed, whichever is later. In the event that the Town accepts an alternate bid for a three year contract, the total sum to be paid to the successful bidder by the Town shall be paid in nine (9) equal installments as follows: (a.) One-ninth (1/9) on March 31st of each year. (b) One-ninth (1/9) on June 30th of each year. (c) One-ninth (1/9) on December 15th of each year, or when all requested work for such year is completed, whichever is later OTHER REQUIREMENTS All of the applicable provisions of Article 5-A 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 on-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. -4- y • The successful bidder shall execute a contract in the form on file in the Town Clerk'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: October 3, 1980 -5- EXHIBIT B 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. 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 23, 1980 , 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 Town Clerk 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 payable 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. y The Town Board of the Town of Southold reserves the right to reject any and all bids a.nd 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 William R. Pell III, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: October 3, 1980 WILLIAM R. PELL, III SUPERVISOR TOWN OF SOUTHOLD PLEASE PUBLISH ONCE, OCTOBER 9, 1980, AND FORWARD ONE AFFIDAVIT OF PUBLICATION TO JUDITH T, TERRY, TOWN CLERK, TOWN HALL, MAIN ROAD, SOUTHOLD, NEW YORK 11971. Copies to the following on October 2 , 1980: The Long Island Traveler-Watchman, Inc. The Suffolk Times Town Clerk Bulletin Board Assessors Town Board Members -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 RECORDS OF THE TOWN OF SOUTHOLD. The undersigned declares that he has carefully examined and fully understands the attached "Notice to Bidders", the "Specifications" and form of "Contrast", 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 prices named in this bid as his own proper cost and expense, 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 pro- posed to be assumed at the following total costs, to wit: A. Bid for one ,year (Fiscal Year 1981) B. Alternate Bid for three years (Fiscal Years 1981, 1982 and 1983) 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 ma.de 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 truth 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 signa.tor of this bid or proposal in behalf of the corporate bidder. Signature of Bidder Business Address of Bidder -2- a 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 corporation at a meeting of its Board of Directors held on the day of 1980. Secretary (Seal of the Corporation) OFFICE � `ORNEY ROBERT W.TASKER TOW, LD TELEPHONE Town Attorney (516) 477-1400 425 MAIN ST. GREENPORT, L.I., NEW YORK 11944 October 1, 1980 Hon. Judith T. Terry Southold Town Clerk Town Hall Southold, New York 11971 Re: Bids for Computerization of Tax Rolls Dear Judy: Enclosed are the Bid Documents for the Computerization of the Tax Rolls. The Documents provide for alternate bids; either for a term of one year or, for a. term of three years. I believe that the Town Board has already authorized for the adver- tisement for bidding and, accordingly, you should arrange to have the Notice to Bidders published in the two Town newspapers. I would suggest that you insert a date for the receipt of bids which will give Bidders sufficient time to determine the bid price. Very truly yours, ROBERT W. TASKER RWT:AMA enclosures 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. 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 23, 1980 , 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 Town Clerk 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 payable 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 a.nd 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 William R. Pelf, III, Supervisor, Southold Town Hall, Main Road, Southold, New York. Dated: October 3, 1980 WILLIAM R. PELL, III SUPERVISOR TOWN OF SOUTHOLD PLEASE PUBLISH ONCE, OCTOBER 9, 1980, AND FORWARD ONE AFFIDAVIT OF PUBLICATION TO JUDITH T. TERRY, TOWN CLERK, TOWN HALL, MAIN ROAD, SOUTHOLD, NEW YORK 11971. Copies to the following on October 2 , 1.980: The Long Island Traveler-Watchman., Inc. The Suffolk Times Town Clerk Bulletin Board Assessors Town Board Members -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 complete computerization of the tax rolls, tax bills and all other tax records of the Town of Southold for the 1981 Town fiscal year. As an alternate bid, the town also seeks bids for the computerization of such documents and records for the Town of Southold fiscal years 1981, 1982 and 1983. The total estimated number of tax parcels of the Town is presently 16, 700 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 necessa.ry for such purposes which are not specifically 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 1980 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 laver in order to t-. 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 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 assess- ment of existing parcels and incorporate same with existing tax parcel data stored on the magnatic tape computer. Supply forms to the Town to report all such changes. 4. Prepare total assessed valuations by county, town, school districts, fire fistricts, and all other special districts utilizing approximately eighty (80) tax codes for determining tax extentions. 5. Prepare and furnish on or before June 29, of each year, one tentative assessment roll. to include all changes to June 15th of such year. 6. Prepare and furnish on or before .August 31, of each year, one final assessment roll to include all changes from June 29th to August 18th of such year. 7. Obtain and include on assessment :rolls, tai: 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 of each year, with pro- vision for printing dollar exemptions when applicable. Bidder will be required to deliver completed 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 -2- including tax extensions in November of each year. 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 performed by the Bidder, but in no event later than December 15, of the final year of the contract. 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 categories and the assessed valuations. 4. Examine all tax bills and tax registers for errors, omissions, or corrections 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 In the event that the Town accepts a bid for a one year contract, the -3- r 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, 1981. (b) One-third (1/3) on June 30, :1981. (c) One-third (1/3) on December 15, 1981, or when all requested work is completed, whichever is later. In the event that the Town accepts an alternate bid for a. three year contract, the total sum to be paid to the successful bidder by the Town shall be paid in nine (9) equal installments as follows: (a) One-ninth (1/9) on March 31st of each year. (b) One-ninth (1/9) on June 30th of each year. (c) One-ninth (1/9) on December 15th of each year, or when all requested work for such year is completed, whichever is lateri OTHER REQUIREMENTS All of the applicable provisions of .Article 5-A of the General Municipal Law shall be deemed to be incorporated in these Specifications as if set forth herein at length. x- Each bidder shall be required to submit with his bid the "Statement of on-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. -4- s T • The successful bidder shall execute a contract in the form on file in the Town Clerk'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: October 3. 1980 t. -5- 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 understands the attached "Notice to Bidders", the "Specifications" and form of "Contrast", 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 prices named in this bid as his own proper cost and expense, all in accordance with the specifications, form of contract and Notice to Bidders, a.11 of which are a part hereof, to such an extent, as they relate so to govern the obligations herein pro- posed to be assumed at the following total costs, to wit: A. Bid for one year (Fiscal Year 198].) ($ ). B. Alternate Bid for three years (Fiscal Years 1981, 1982 and 1983) It-, ($ ). 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 proposa.l, 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 tha.t he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder as well as to the person signing in its beha.lf; (e) That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signa.tor 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 Phis corporate bidder shall be liable under the penalties of perjury. The foregoing; copy is a true and correct copy of the resolution adopted by corporation at a meeting of its Board of Directors held on the `day of 1980. Secr,etary (Seal of the Corporation)