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HomeMy WebLinkAboutCaptial Budget Requests 2018 CAPITAL BUDGET REQUESTS Capital Budget Requests: Highway 1 - 2 Human Resource Center 3 - 6 Information Technologies 7 - 9 Public Works 10 - 32 Town Clerk 33 - 41 Attachment B2 RECEIVED Town of Southold AUG 1 2017 2018Capital Request Equipment Southold Town Clerk INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1. Department V__')OL 2.Division 3.Project Title 4. Location • 5.Description 6. Purpose and Justification 7.Status of Specifications(check) 11. Proposed Method of Financing: CV Completed GkkiC"A) n Not Completed Obligations $ 8.Available Under: Current Revenues State Contract ❑ Special Assessments - County Contract LTJ User Charges Competitive Bidding State and Federal Aide Municipality ❑ Reserves Other: ❑ Other: Total (same as total of#10) $ 9.Estimated Date Needed: 12. If obligations are to be issued,indicate: Type: B.A.N.❑ Serial Bond❑ 10. Estimated Cost: ' Period of Years- From/To � (Total of 411) y a e 000 13.Effect the asset will have on a o N' lir i C-m— �� ;V-0— 3— S Operating and Maintenance Expenditures for first three years of operation(plus or minus). 2014 2015 2016 - Submitted by- Date: Note: Furnish as much of the information requested as is available at the time of preparation. Attach specifications and other supporting data that will aid in evaluating the proposed equipment. 2014 Capital Budget Workpapers Attachment 62 RECEIVED Town of Southold 20leCapital Request AUG 1 2017 Equipment Southold Town Clerk INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1. Department Wnvyi w A 2.Division 3. Project Title 4. Location _--- 5. Description 1© vp Sa n A e--- -- 'L1'>o k y 02�y 6.Purpose and ---_- - - --- -_-�--�_- - Justification 7.Status of Specifications(check) 11.Proposed Method of Financing: Z ❑ Completed a Not Completed Obligations $ 8.Available Under. Current Revenues - State Contract ❑ Special Assessments County Contract ❑ User Charges - Competitive Bidding State and Federal Aide Municipality ❑ Reserves Other: _ ❑ Other: - Total(same as total of#t 10) $ - 9. Estimated Date Needed: 12. If obligations are to be issued,indicate: Type: B A.N ❑ Serial Bond❑ 10. Estimated Cost: Period of Years: From/To (Total of 411) 301000 Q 13. Effect the asset will have on a C� k--3, QosS%�o U. 3_ _ Operating and Maintenance Expenditures for first three years 4�C,�,-QGc-S—Q— lam' c O1 of operation(plus or minus): 2014 2015 2016 Submitted by Date_ Note Furnish as much of the information requested as is available at the time of preparation. Attach specifications and other supporting data that will aid in evaluating the proposed equipment 2014 Capital Budget Workpapers KAREN MCLAUGHLIN ;r ,, Nutrition Program Town Director of Human �SC Home Delivered Meals t Services o�� , Case Management Town of Southold .,44 Essential Transportation P.O.Box 85 C Senior Adult Day 750 Pacific Street ' CarelKatinka House Mattituck,NY 11952 ` Alzheimer's Day Care Tel.(631)298-4460 �jI1 qTelephone Reassurance Fax(631)298-4462 Residential Repair RECEIVED 2018 Capital Budget Request JUL 2 6 zQ� Department of Human Services Comprehensive Fleet Management Plan 5out.hold Towv�Clerk Development of a comprehensive fleet management plan continues with full implementation of Fuel master, Silent Passenger GPS and Charge Point systems. The plan, initiated in 2012, follows a data-based model in which route design, fixed costs, operating expenses, repair costs, incidentals and other variables are recorded and examined at regular intervals. Through comparative analysis of the data, we have been able to consider differences related to vehicle type, operator/vehicle performance, efficiency, age and use, and route design to formulate more informed decisions regarding operating strategies and replacement and purchases of vehicles. Since 2012, 12 HRC fleet vehicles have been retired and/or repurposed due to excessive wear and poor performance. In addition, flex fuel, hybrid electric,fully electric, and plug-in hybrid electric vehicles have been purchased and incorporated into our fleet. Our current fleet consists of 4 handicapped accessible buses; 3 vans; 3 mini flex fuel SUV's; 5 passenger cars (includes 1 hybrid electric and 3 plug-in electric). In 2018, one additional HRC vehicle, a 2010 Chevy Malibu will be retired due to excess wear and tear. We have two SCOFA leased vehicles that we are retiring in 2017 and 2018 as well. We are requesting replacements from Suffolk County over the next 2 years. In reviewing the vehicle efficiency reports on the Fuel Master System,it is clear that we need to continue with our fleet plan of replacing vehicles with more energy and cost-efficient vehicles. In 2014/2015 we purchased 2 Ford C-Max Energy Plug=in electric vehicles. Annual fuel cost projections from US Dept. of Energy estimated the annual fuel cost for the Voyager at $2,300 as compared to the C-Max at $928 (based on estimated annual mileage of 12K). The vehicle performance review was solid with overall positive ratings and the added flexibility of the plug-in hybrids made this a very good fit for our multi-purpose fleet. In 2016 we retired 1 HRC vehicle and repurposed 2 others vehicles. We acquired 2 Ford Escapes and a C-Max Plug as both models offer the performance, flexibility and overall efficiency we need to accomplish our objectives. In 2018 we plan on retiring the 2010 Chevy Malibu and replacing it with a 2018 Ford Escape. 3 Through grants from NYSERDA and NYPA we have acquired three dual port commercial charging stations which are located at the HRC, Peconic Community Center and Town Hall. This acquisition was made possible through New York State's initiative to promote clean and efficient electric-drive transportation technologies through the installation of public and workforce charging stations. Town employees can participate in the program and the service is open to the general public at different times and locations. The installation of the Leviton charging stations have allowed for a quick turnaround time for charging agency vehicles. 0.HRC:�FIeet`n;�Effcie�'c -Itn"ro"e`�e` Tre�ds� 2012=2017. ., YTD" 1mi p"rovement. _., iVaiales:' 20.12f €w.2013: `'¢: 20:14` 2Q1v5 2016' =2017 Since=20112 z .e Overall cost per mile includes maint, repairs, 0.51 0.39 0.37 0.24 0.18 0.15 70.6% gas & oil Cost per mile 0.29 0.22 0.20 0,11 0.08 0.08 72.4% Fuel only Miles per 11.60 12.90 13.40 15.17 16.18 19.40 67.2% gallon only The comprehensive fleet management plan has proven effective and has reduced our overall operations cost per mile from S.51 tier nine in 2012 to S.15 per mile for the first half of 2017 or 70.6% .This represents improved overall MPG by 67.2% (See Table 1). We have also reduced carbon emissions to date by 4629 kg as part of this green energy initiative. With the initial integration of EV's to our fleet, at the midyear point of this 2017 we have saved over 433 gallons of fuel, which translates to a savings of over $700. The total energy costs to operate the 4 EVSE/Hybrid plug-in vehicles for the same time period YTD is estimated to be $117 (1284 kWh x $.091), for a savings of over 83%. Attachment B2 Town of Southold 2017 Capital Request Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1. Department Human-Resource Center -'. 2. Division Senior Services::;`., 3.Project Title "'' 1 lieplacement Vehicle 4. Location Human'Resource CenterlSenior Services' ' S. Description 'W > " 2018'Fo�d=Esca :erSE AWD= 6.Purpose and ,a ttr' tiT !' Justification ,•" >y+ >As:"art' iiu'r p..>.bf` I?., og1;1e, t;�Nlan gerSient�$an,vire°a"re;proposing;to�`replace'a2007Eti�euysMallbu'clu+e=t6v-:°.�; excess mileage;extremeswear.ariif:+tar'and; o'or>_overall? e[forimarice:.lNe:.curi entC ':ti'ave=3 Ford° s" '=' ;�. w. _P. P„ Y .. E cape:Fiexliel„.r. ,. :5eiicles andef}ielr<�ehsatili Y_! a hem_ ag rt, �:ourhitlti'pu�poe f(eet;oilerafion;(P<,lease see;ertelosed, ^ t m`nia �FleetFNl'ar'ia"ement: 7.Status of Specifications(check) 11. Proposed Method of Financing: ❑''Completed :[]''`Not Completed Obligations 8.Available Under: Current Revenues :,.. 26SOG�;> State Contract _ �J;*s, Special Assessments County Contract � User Charges . ,w Competitive Bidding State and Federal Aide Municipality (]; Reserves Other:, Total(same as total of#10) $ 26,500 9. Estimated Date Needed: v 5/1/2018 12. If obligations are to be issued,indicate: Type: B.A.N.❑ Serial Bond❑ 10. Estimated Cost: Period of Years. From/To (Total of#11) $ 26,500 - - 13. Effect the asset will have on Operating and Maintenance Expenditures for first three years of operation (plus or minus): 2017 1,000 2018 1,000 2019 1,000 Submitted b Y= Date: Note Furnish as much of the information requested as is available at the time of preparation. Attach specifications and other supporting data that will aid in evaluating the proposed equipment 2018 Programs for the Aging Capital Budget Workpapers Attachment A Town of Southold 2027 Capital Plan Current Year Approved Projects and Equipment-in Process or Pending Description of Date of P.O.or Date Begun Est.Date Total Cost Contract Name of Appropriation Improvement/ Town Board Resolution (Acquired) Completed/ (Estimated Number if Contractor/ Number Equipment Approval Number or To Begin Acquired or Actual) Awarded Supplier i S ! i , N/A } ! 5 - t • Submitted by: - l /� Y Date; �r 2017 Capital Budgct Workpapers Attachment B2 RECEIVED Town of Southold AUG 4 2017 10f,� -2tT7 Capital Request Equipment Southold Town Clerk INDIVIDUAL CAPITAL PROJECT REQUESTAND ESTIMATE OF COST 1.Department Information Technologies 2.Division 3.Project Title Police Department File Server 4.Location 5.Description In 2018 the file server at the Police Department will be 10 years old,it has a Windows NT based operating system. 6. Purpose and Although the server has enough space required to meet the current needs of the Police Department,disk space will Justification become an issue over the next few years. More important than space is the operating system running on the server. Microsoft for good reason has stopped supporting NT based operating systems and is strongly recommending that all devices running NT be taken out of service. They are recommending this for good reason. NT is prone to security issues,being attacked buy viruses,malicious applications and hackers. Based on this it is very important to replace this aging unsecure server. 7.Status of Specifications(check) 11. Proposed Method of Financing: ❑ Completed 0 Not Completed Obligations $ 9,500 8.Available Under: Current Revenues - State Contract Q Special Assessments - County Contract ❑ User Charges - Competitive Bidding State and Federal Aide Municipality ❑ Reserves - Other: ❑ Total(same as total of#10) $ 9,500 9. Estimated Date Needed: 12. If obligations are to be issued, indicate: Type: B.A.N.❑ Serial Bond❑ 10. Estimated Cost: Period of Years: From/To (Total of#11) $ 9/50 13. Effect the asset will have on Operating and Maintenance Expenditures for first three years of operation (plus or minus): 2017 2018 2019 Submitted by: Lloyd Reisenberg Date. August 4, 2017 Note:Furnish as much of the information requested as is available at the time of preparation Attach specifications and other supporting data that will aid in evaluating the proposed equipment 2018 Capital Budget Workpapers-PD File Sever xlsx Attachment B2 RECEIVED Town of Southold AUG 4 2017 201 ' 2-8.17 Capital Request , Southold Town Ciefk Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1.Department Information Technologies 2.Division 3.Project Title Data Back Up Server 4.Location 5. Description Additional storage space is require to accommodate the ever increasing demands of the Town's information and data backups. 6.Purpose and Justification The data and information storage requirements of the systems and applications used by the Town over the past few years are increasing dramatically.The devices that are currently in place are falling short of the space requirements and the speed needed to meet these ever increasing demands.To accommodate this trend,optimize backup and restoration efficiency,prevent security risks and meet the expected increase in storage demands over the next few years I would like to purchase an additional storage device. 7.Status of Specifications(check) 11. Proposed Method of Financing: ❑ Completed 0 Not Completed Obligations $ 7,500 8.Available Under: Current Revenues - State Contract Q Special Assessments - County Contract ❑ User Charges - Competitive Bidding Q State and Federal Aide Municipality ❑ Reserves - Other: ❑ Total(same as total of#10) $ 7,500 9.Estimated Date Needed: 12. If obligations are to be issued,indicate: Type: B.A.N.❑ Serial Bond❑ 10. Estimated Cost: Period of Years: From/To _ (Total of#11) $ 7,500 13. Effect the asset will have on Operating and Maintenance Expenditures for first three years of operation(plus or minus): 2017 2018 2019 Submitted by: Lloyd Reisenberg Date: August 4, 2017 Note:Furnish as much of the information requested as is available at the time of preparation. Attach specifications and other supporting data that will aid in evaluating the proposed equipment. 2018 Capital Budget Workpapers-QNAP.xlsx Attachment B2 REC'EIVED Town of Southold AUG 4 2017 .,20rr -20Y7-Capital Request S®utho4d Town Clerk Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1.Department Information Technologies 2. Division 3.Project Title Personal Computers, Laptops and Printers 4.Location 5.Description Annual replacement program for old and obsolete equipment. 6.Purpose and Justification A number of the Town's workstations,laptops and printers have long past their projected life cycle and are at a point now where break downs are becoming more and more common place. Older devices that are being used do not have enough resources to meet the demands of the software applications the Town uses and therefore tends to cause a lack of productivity and downtime. The annual replacement program of older devices also eases the financial burden of having to replace many units in any single given year. 7.Status of Specifications(check) 11. Proposed Method of Financing: ❑ Completed 0 Not Completed Obligations 8.Available Under: Current Revenues 3,500 State Contract Q Special Assessments - County Contract ❑ User Charges - Competitive Bidding Q State and Federal Aide Municipality ❑ Reserves - Other: ❑ Total(same as total of#10) $ 3,500 9.Estimated Date Needed: 12. If obligations are to be issued,indicate: Type: B.A.N.❑ Serial Bond❑ 10. Estimated Cost: Period of Years: From/To - (Total of#11) � 3,500 13. Effect the asset will have on Operating and Maintenance Expenditures for first three years of operation(plus or minus): 2017 2018 2019 Submitted by: Lloyd Reisenberg Date: August 1, 2017 Note:Furnish as much of the information requested as is available at the time of preparation Attach specifications and other supporting data that will aid in evaluating the proposed equipment. 2018 Capital Budget Workpapers-Computers.xlsx RECEIVED Town of Southold AUG 15 2017 2018 Capital Request Construction INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST Southold Town CIF,14 1.Department % �12.Division T, , 3.Project Title "PRVk 4.Location 5.Description 1 d' 13 pave a roun 6.Purpose and Justification NT, ,i:,4 x 7.Status of Plans(check) Plans Not Needed �iQ�Surveys Completed FOISketch Plans completed Nothing done on plans Work on plans scheduled f01 I Detail plans in preparation E-l["]]Preliminary estimates received Sketch plans in preparation M Detail plans completed 8 Estimated Cost: 11.Proposed Method of Financing Engineering A-Mount. Obligations F-7 Site Acquisition Construction Current Revenues Total(same as total;f#11) Special Assessments 9.Proposed method of Construction: User Charges Contract State/Federal Aid 1111VITown Employees Reserves 17 10.Estmated Project Expenditures by Years: 2018 2019 Total(same as total of#10) 2020 2021 Later 12.if obligations are to be issued,indicate: Total $ Estimated start date: Time to completion(check). 6 months 7f 12 months 18 months Other. 13.Effect the asset will have on Operating &Maintenance costs for first three years of operation(plus or minus) 2018 2019 2020 Reason for higher/lower costs? Y Jd,fStan Submitted by Date. Note-Please provide as mush information as possible.Attach additional information,specifications,etc. if available to aid in evaluation of your request Foote, Nancy K:_LL1,V LL From: Standish,Jeff Sent: Monday, August 07, 2017 8:58 AM To: Foote, Nancy AUG 1 5 2017 Subject: FW: budget Southold Town `lerl From: Orlando, Vincent Sent: Friday, August 04, 2017 2:53 PM To: Standish, Jeff Subject: budget Jeff, Rich Mellas measured out the tonnage to pave around the new Maintenance facility here at HWY.....600ton @ $72.00......grand total $43,200.00 Vincent Orlando Town of Southold Superintendent of Highways Office: 631-765-3140 vincent.orlando(c�town.southold.ny.us CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information. It is solely for the use of the intended recipient(s). Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication. i V � RECE"NED Town ofSouthold AUG 15 2017 2018 Capital Request Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE opCOST South!] Town C|o4 1.DepartmentDivision lProject Title 4.Location 6.Description 5.Purpose and Justification 7.Status ofSpecifications(check) zz.Proposed Method ofFinancing hTf�i �7=y�Comp/eted Not Completed Obligations O.Available Under Current Revenues State Contract M Special Assessments County Contract FE3g User Charges Competitive Bidding Om State/F,dera|A|d N1unicipa|ityR~�� Reserves Other: Total(same a,total of#zo) y.Estimated Date Needed: 12.Ifobligations are u,beissued, | indicate: Estimated start date: Time to completion(check): 10' Estimated Coat: 000 armnths ff (total of#l1) ' 12 months 11 18 months Other: 1].Effect the asset will have onOperating ' &Maintenance costs for first three years of operation(plus or minus) 2018 2019 2020 Reason for higher/lower costs? subm|�cdbv: Date: Note:Please provide a`mush information a,possible.Attach additional information,specifications,etc /favailable toaid mevaluation ufyour request. MULLEN MOTORS INC AUG 1 5 2017 55980 RT 25 Configuration Preview SOUTHOLD,NY 119714755 Date Printed: 2017-07-25 12:08 PM VIN: Quantity: i0 u t h!': ;-w rl Estimated Ship Date: VON: Status: BA-Pending order FAN 1: 002EO Town of South( York FAN 2: Client Code: Bid Number: TB8083 Sold to: Ship to: PO Number: MULLEN MOTORS INC(64114) MULLEN MOTORS INC(64114) 55980 RT 25 55980 RT 25 SOUTHOLD,NY 119714755 SOUTHOLD,NY 119714755 Vehicle: 2018 3500 REG CHASSIS CAB 4X4(143.5 in WB-CA of 60 in)(DF8L63) Sales Code Description MSRP(USD) Model: DF81_63 3500 REG CHASSIS CAB 4X4(143.5 in WB-CA of 60 in) 36,445 Package: 22A Customer Preferred Package 22A 0 ESB 6.4L V8 Heavy Duty HEMI MDS Engine 0 DFP 6-Spd Automatic 66RFE Transmission 0 Paint/Seat/Trim: PGW Low Vol Timberline Green Pearl Coat 400 APA Monotone Paint 0 'SX Work Grade Vinyl 40/20/40 Bench Seat 295 -X8 Black/Diesel Gray 0 Options: MAF Fleet Purchase Incentive 0 XXS Upfitter Electronic Module(VSIM) 295 RA2 Uconnect 3 with 5'Display 660 LNJ Fog Lamps 145 AMP Chrome Appearance Group 695 XHC Trailer Brake Control 295 XEA Tow Hooks 50 AHD Heavy Duty Snow Plow Prep Group 245 4DH Prepaid Holdback 0 yAJH Power and Remote Entry Group 850 4 4ES Delivery Allowance Credit 0 5N6 Easy Order 0 4FM Fleet Option Editor 0 4FT Fleet Sales Order 0 132 Zone 32-New York 0 4EA Sold Vehicle 0 Non Equipment: 4FA Special Bid-Ineligible For Incentive 0 Bid Number: TB8083 Government Incentives 0 Destination Fees: 1,395 Total Price: 4177 Order Type: Fleet PSP Month/Week: Scheduling Priority: 1-Sold Order Build Priority: 99 Customer Name: Customer Address: j �f �, nir� ( S� J 7( USA Instructions: Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to chant correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory. D � i � r <CI.I�I/I RATI\ii 1 ; ' Truck and = Utility Equipment QUOTE QUOTE#`" CAR012022 New York,New England,Mid Atlantic &Greater Philadelphia DATE„ __ 7/25/2017 490 Pulaski Rd Kings Park,NY 11754 Phone(631)544-9000 Fax(631)544-3501 RECEIVED WWW.DEJANA.COM BILL To: MULLEN MOTORS INC. SHIP TO: MULLEN MOTORS INC. RICH MULLEN RICH MULLEN AUG 1 017 55980 EAST MAIN STREET 55980 EAST MAIN STREET SOUTHOLD NY 11971 SOUTHOLD NY 11971 Sou1hI}lo' Town irfPri Phone: 6317653564 Phone: (631) 765-3564 Fax: (631) 765-3926 Fax: (631) 765-3926 Email: MULLENMT@OPTONLINE.NET SAIESpER5ON,'- `' . 'REFERENCE � 'P,O:-.REQUIRED .. •' :QUOTEYAI:I4;UNTIL-. .' '� �. SAL ALIPERTI TOWN OF SOUTHOLD HIGHWAY No 8/24/2017 MAKE: IRAM MODEL: IRAM 3500 YEAR: 12017 SRW/DRW: JDRW CAB TO AXLE: 60.0 WHEELBASE: 144.0 VIN: STOCK/ORDER NUMBER: TT TOTAL WEIGHT(LBS)OF ALL QUOTED ITEMS: 2238.68 QTY DESCRIP.TIPN: PRICE iO4A4'PRICE.` 1" RUGBY 9'2-3 YARD ELIMINATOR LP DUMP BODY, 94" O.D. WIDTH: ----------------------------------------------------------------------------------------- = 'SIDES DOUBLE WALLED: 10 GA. INNER WALL AND 12 GA. GRADE 50 OUTER WALL "12.5" HIGH SIDES "18.5"TAILGATE HEIGHT *10GA STEEL FLOOR *RADIUSED SIDE AND TAILGATE BRACING `FULLY BOXED PERIMETER TAILGATE WITH TWO VERTICAL BRACES "LED OVAL RECESSED STOP/TURN/TAIL LIGHT ASSY IN REAR POSTS *LED MARKER LIGHTS EASY LATCH (PATENTED)TAILGATE ACCESS '5" STRUCTURAL LONG SILLS °3" I-BEAM CROSSMEMBERS ON 16" SPACING '`INSTALLED AND PAINTED BLACK Price Reflects Single-Stage Paint only. An incremental up-charge will be assessed for solid colors that can be painted single stage and an additional charge will be added on all Base Coat / Clear Coat applications INCLUDED: 1 1/4 CABSHIELD FOR 2/3 Et 3/4 YARD RUGBY DUMP BODY 15" D 1 RUGBY MODEL SR-4016ED DOUBLE ACTING ELECTRIC/HYDRAULIC HOIST RECEIVED CONTROLLER WILL BE LOOSE IN CAB WITH 2' LEAD CLASS 40 HOIST, 5.5" BORE, 16"STROKE, 2" DIAMETER ROD 10.6T CAPACITY 9' BODY AUG 15 2017 1 MANUAL TARP AND ROLLER 1 FULL PLATE COMBO HITCH WITH 2 5/16" BALL AND ICC BUMPER :j BACK UP ALARM 97DB PLUG, 7 PRONG FLAT TRAILER I DELIVERY TO DEALERSHIP $6,380 00 Suggested Items: 1,;. SUPPLY AND INSTALL FISHER 9'HD2 MM 11 ELECTRIC HYDRAULIC '15,195 00, $5,19!;.00 SNOWPLOW CUTTING EDGE INCLUDED WEAR SHOES OPTIONAL DELIVERY SUBJECT TO AVAILABILITY I FISHSTICK HAND HELD CONTROL n, P, 1 BUYERS LED STROBE LIGHT MOUNTED ON THE CENTER OF THE CAB ROOF '$335.00 $335.00 (UNLESS OTHERWISE SPECIFIED) ROUND RED LIGHTED ROCKER SWITCH ON DASH FOR LIGHTS(FOR TRUCKS WITHOUT UPFITTER SWITCHES)' SELF LEVELING BRACKET FOR DUMP,RELOCATES STROBE TO CENTER OF $80.00 $80.00 CABSHIELD 2 BUYERS 6.5"OVAL AMBER LED STROBES IN REAR OF BODY --$23000 $2310.00 POLY FENDERS FOR 16-19.5"DUAL REAR WHEELS $51500 $515.00 Customer must fill out the information below before the order can be processed... R E-C E IN E D Town of Southold 2018 Capital Request Construction AUG 1 5 2017 INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1.Department -RE,- 2.Division - —:- 2.Division E';' S LAC 4rill,s,'Cou.rts 3.Project Title 4.Location 5.Description -4 7: dr 6.Purpose and Justification 'z 7.Status of Plans(check) Plans Not Needed [Q> Surveys Completed ,DjSketch Plans completed Nothing done on plans Work on plans scheduled' Detail plans in preparation Preliminary estimates received [U�,Sketch plans in preparation rol Detail plans completed 8.Estimated Cost: 11.Proposed Method of Financing Engineering Amount: Site Acquisition Obligations Construction Current Revenues Total(same as total of#11) 6,500.00 Special Assessments 9.Proposed method of Construction: User Charges Contract State/Federal Aid Town Employees Reserves 10.Estmated Project Expenditures by Years: Wbi[7167 2018 2019 Total(same as total of#10) 2020 2021 El 0;)§.' Later 12.If obligations are to be issued,indicate: Total $ Estimated start date. Time to completion(check): 6 months 12 months IS months Other.r7_77--i 13.Effect the asset will have on Operating &Maintenance costs for first three years of operation(plus or minus 2018 2019 2020 Reason for higher/lower costs? Submitted by. Date: Note Please provide as mush information as possible Attach additional information,specifications,etc. if available to aid in evaluation of your request. AUG �U7 Town ofsouho� '` C 1' - �`'' 2018 Capital Request Equipment � ' INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE opCOST 1.Department 2.Division 3.Project Title 4.Location 5.Description h.Purpose and ' Justification 7.Status ofSpecifications(ched4 1z.Proposed Method ofFinancing Iynti [ump/eted Fmwotcompieted Obligations _ 8.Available Under Current Revenues State Contract O~17l Special Assessments County Contract �=p� User Charges Competitive Bidding State/Federa|Aid Municipality M Reserves Other: M ' Total(same as total of#zo> 9.Estimated Date Needed: 1l|fobligations are tobeissued,please indicate: Estimated start date: Time tocompletion(cbecW: 10' Estimated Cost: omnnths (total mf#11) 12 months 1Dmonths Other: 1lEffect the asset will have onOperating ` &Maintenance costs for first three years of operation(plus or minus) 2018 2019 2020 Reason for higher/lower costs? subm|tted by: Date. Note:Please provide asmush information as possible Attach additional information,specifications,etc /favailable toaid/nevaluation nfyour request � / Storr Tractor Company Distributors of Quality Commercial Turf Care Equipment & Supplies 3191 Route 22,Somerville,New Jersey 08876 • Phone: 908-722-9830 • Fax: 908-722-9847 175 13"Avenue,Ronkonkoma,New York 11779 631-588-5222 • Fax: 631-588-5398 RECEIVED June 23, 2017 Town of Southold, Public Works AUG 15 2017 53095Main Rl 17load PO Box fora Southold,NY 11971 ' Attn: Jeff Standish Dear Jeff, As requested I am pleased to submit the following quotation for your consideration, 1) Toro Groundmaster 4000 equipped with a 55hp Yanmar turbo-charged liquid cooled diesel engine Tier 4 Compliant with smart fan, info center, two range hydrostatic transmission consisting of a low range for mowing and a high range for road transportation up to 15 mph, three independent mower decks totaling an 11 foot mowing swath, hydraulically driven mower decks, power steering, on demand four wheel drive, power assist traction pedal, tilt wheel, deluxe adjustable suspension seat, arm rest and a two year warranty (30609) List Price: $ 77,899.00 NYS Contract Price: $ 60,761.22 New York State Contract#PC66756 (Group 40625—Heavy Equipment) If you should have any questions feel free to contact me at(516) 404-4226. Sincerely, gave "ieMko z Dave Pienkosz Sales Consultant a• . Groundsmaster 4000-D/4010-D i tx WIDE AREA ROTARY MOWERS F E A T U R E SOperator-friendly •55hp(41 kW)Yanmar"engine,Tier 4 Final and smart by design■ Compliant,turbo-diesel engine With Smart Power"technology,high engine torque.and patented,HybridDrivd"cutting deck •Smart PowerT"'-optimized mowing in all system,the Groundsmaster 4000-D and 4010-0 deliver power where you need it most—to conditions cut grass,no matter how tough the conditions.With their excellent trimming capability,you'll •Foldable BOPS maneuver around obstacles with ease.Both mowers can mow a 0",uncut circle,allowing •11'(3.4 m)width of cut you to mow back and forth patterns without leaving.any uncut grass.The patented,parallel •Full-time 4WD forward and reverse hydraulic traction system maintains consistent hydraulic flow between the front and rear •All-time traction assist assures full-time 4WD wheels to assure full time 4-wheet drive,This allows you to mow with confidence,even 0"uncut circle in turns on hills and wet grass. •SmartCooi"auto-reversing tooting fan toro.Com/4000 •HybridOrive cutting deck system delivers q, t� unmatched reliability •4-way adjustable seat and Air Ride Suspension d •lnfoCenterT="displays simple operating info while monitoring machine health •IntegratedControlHubU'with fingertip electronic controls ` `' .K` f? ,-IL- t �y r ft ,Y rp ti int.€ •�, •Top and rear air intake for increased' tooting •. -- •) , �1 t , • �,. __ x .''" .a. •t ,..,-,✓, Y' 1.� - .'T�.� t 'tiz.,�� "y.� •' • Climate-controlled safety r r t t;y r > ` ••� ,, / Gad ; cab with air conditioning and heater(4010-D) i � �- -{ ��, •ice • Isolated operator platform ''' _ ...— ` Groundsmaster'4010-D for greater comfort and smoother ride ( in V�t ���° ��'�� `r� d•t ti�"� tx K- '°� ►�;vv fir-... '^* , - . r ate' - -4'11.�V, Groundsmaster,�4000-0 SMARW0WfR'- r...: ,: Call your Toro distributor at 800-803-8676 Town of Southold 2018 Capital Request AUG 15 2017 Construction INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1.Department Division 3.Project Title F- 4.Location 7a&F. F7, S.Description 6.Purpose and Justification �9 7.Status of Plans(check) Plans Not Needed [02 Surveys Completed LQSketch Plans Completed Nothing done on plans Work on plans scheduled EO Detail plans in preparation Preliminary estimates received Sketch plans in preparation Detail plans completed 8.Estimated Cost: 11.Proposed Method of Financing Type:Engineering Amount: Site AcquisitionE14 Obligations Construction Current Revenues Total(same as total of#11) 70,000.00 Special Assessments 9.Proposed method of Construction: User Charges BOO Contract State/Federal Aid EM,Town Employees Reserves 10.Estmated Project Expenditures by Years: 77, 2018 2019 Total(same as total of#10) 2020 2021 Later 12.If obligations are to be issued,indicate: Total $ Estimated start date: r"'7" '77;571 Time to completion(check): 6 months 12 months 18mon floob Other:1!,.: 13.Effect the asset will have on Operating &Maintenance costs for first three years of operation(plus or minus) 2018 2 0 19 2020 Reason for higher/lower costs? % -� 7 Z-7-7 Submitted by: S Date. Note Please provide as mush information as possible.Attach additional information,specifications,etc. if available to aid in evaluation of your request JB's Asphalt Sealcoating,Inc. 129 Sunrise Ave. Estimate Riverhead,NY 11901 (631)433-5400 jbseal@optonline.net ,Town of Southold Engineering AUG 15 2017 ESTI�lPiTl # z. DA TE:...r t.: a:sr�. , ,• 't s.�,4�.,. ,n:sY Cf "c�IQC c,',jeF, 'tA;,, .�'z�„-•; �'�. .i .c' ,;4' di 1185 05/30/2017 I'=zr'�-:y:.:Y:..::s'Ts',:5::"Ti,'--y.^'�jF,."r"id R:," •:>r';Bq�: '"?:-�T«�..';:ris�y'k`:'�-"'�"so: ".ix:„^--n'.�..--•-.,...�,._}_.,_i.T;;..,.Pa-""� Y "v-.tw�',;.�.�""'a.=.-. p. S S.l.:}r � e ..�1 ��� rw-w ,•:E'i a -'la” Y 1! :F•,Sr:�«..y 5. :i zgs ti,+...t.„t?• �..-.r-i'(,•,'�: ro,n 1,.5,:.it:°rt•. .'Y 'i'' i ':h��i• ....;� } 3�'r.y„ ., �7,:''^.'.y..^,.:y.,. •,�.^. s1VjlY" .�. �1.".,�;"k �c..aj��r~�:K7���4, r.� i� t '1=z''.«..'•»±s°;y�`a,. ^ax'+'k�.� �t,wC._ {. a,•b- 1"' r.c1?_7�:.ew ' ".,rs.. -r_...�vL.-.ts F.:�:�u:.._..�•�_� _ �...Y,..�s'�k`aa+'Kssz2.i...w:..:s:1�i:.u...:!i:.:�»_....�.....�....,.--........_...._.,....� :.:.:...:....:`.�:a�,a..-.�..:.:::s�r'....:.._•^a::...:.�s:�..��,...�! Fisher Island: i Basketball court construction 1 ' 25,000.00 25,000.00' Grind done all joints that are raised prior to Armor Crack Application. Approx 150 LF j Install Approx 625 LF Armor Crack Repair System. ; Apply 4 coat Deco Color System:Approx 60'x 87' 1 coat Acrylic Resurfacer with sand 2 coats Deco Base I 1 coat finish Deco Color without sand Layout and paint all plpymg lines for 2 basketball courts TOTAL $2 5000.00 Accepted By Accepted Date JB's Asphalt Sealcoating,Inc. 129 Sunrise Ave Estimate Riverhead,NY 11901 (631)433-5400 ibseai(g)optonline net Town of Southold Engineering AUG 15 2017 ESTMkTE1#4 DAT 1186 05/30/2017 qT RVYO" T L 'N' RL MU.'EL Fisher Island: Tennis Court Resurfacing 1 45,000.00 45,000.00: 2 Tennis Courts:60'x120'each remove all existing Armor from courts Approx 1100 LF Install Armor Crack Repair System to all cracks.Approx 1200 LF Apply 4 coat Deco Color System. 1 coat Acrylic Resurfacer and sand 2 coats Deco Base I 1 finish coat Deco Color without sand Layout andakat_p_layin lines. � TOTAL $45,000.00 Accepted By Accepted Date \ A, fy�,�����'•. rbc"' 1 �•k• i h �,`��j_ �-.ars k- N, a,., v ,J i'. ��v4•� '�,� :rss+ �,. 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Estimate 129 Sunrise Ave. Riverhead,NY 11901 (631)433-5400 lbseal@optonline_net R'2H( Sr" Town of Southold Engineering AUG 15 2017 Soui ioi'd Town �Ie' 7ESTfMATM y '.J 1,D0T�E =n;7,, 1185 05/30/2017 ��3,41Th.'�1R?x',, c�"u�j-iwSc:-'a�s� at S^ l:-: .e �J•j3. •A g "�"�.. ,.�..�r —�Y^•�+--s--„ - r}c,.^ ..�- Pii�^�_".y�:j�'.'a'�i-'�.....cY;• fit, t �`fHC.�`„�+�'�?(� i't+'''�'�'�'�,��.`.iL"t.Z��_r•�''t^:�i~c',s :.r,Yk �'-'��^`�y`y,<'�`.Y�'•'�.,�*1i' u%4iz C."'y a.:`'�y�y,'�til�.�l�i.�' li "'�yi +''t":a^`gA.T.'�t'tty.r..i�y�.4:�-L'.���4PtiD�f�. tw:'t,��?#�{i. 't'$:i�:r':.el��"'.3^3`sjd.:":c::~•Y: -`'"''�``kx�.r.!' s�:� :l.Xtx.c.ia: .,ux.:"r�''�C; rc. .L•%.�s'L'"i�s3`?.'�+.�� i lc"t.:ta. '�5�� Fisher Island: f Basketball court construction 1 ' 25,000 00 1 25,000.00' Grind done all joints that are raised prior to Armor Crack Application. Approx I j 150 LF Install Approx 625 LF Armor Crack Repair System Apply 4 coat Deco Color System:Approx 60'x 87' 1 coat Acrylic Resurfacer with sand i 2 coats Deco Base I j 1 coat finish Deco Color without sand `_.Layout andpaint allplaying lines for 2 basketball courts. TOTAL $25 y OOO.00 Accepted By Accepted Date JB's Asphalt Sealcoating,Inc. 129 Sunrise Ave. Estimate Riverhead,NY 11901 (631)433-5400 jbsealC@ opton line-net Town of Southold Engineering AUG 15 2017 Sou A01.1' Town CIO A _4 l DATE'' 1186 05/30/2017 jr M-_ ME PR _511 �(01- off" i Mrz�v4pv 0 ON 40 Fisher Island: Tennis Court Resurfacing 1 45,000.001 45,000.00: 2 Tennis Courts:60'x120'each remove all existing Armor from courts.Approx 1100 LF Install Armor Crack Repair System to all cracks.Approx 1200 LF Apply 4 coat Deco Color System: 1 coat Acrylic Resurfacer and sand = i 2 coats Deco Base I 1 finish coat Deco Color without sand ayQyt a. a: inglines._ TOTAL $45,000.00 Accepted By Accepted Date llz i•'T'S� w- •y��7. ,:tS'YLY t�3" , ;,w "'§a r,s 'L ''Jf• J.y!i,:t fi.ra v7S•+{t^t + ♦ Y+r 0 t ..t X., YI iti,tX-Y � ,�•.' fit- iS�,��y',1,,�a�t - ,j+'•:lt „ S,•�"?' r +,rr. ,r,� I�c�C Y.�1.:ti•��r'hvtX-,t7a--w�a t, +. ,.t/. � 4FCa.:l �-•'G 4 li\t�'j1.'T�tt� .': -1„�Vt'ys��"nit ay.�.1r st�+i tft Y`rlY ..'L!f'+•,:srj;n'Yl{i;:Z;�t `!;k., Y1•,.��,yr.fi.,�.,7�.tsy� > t- t y y +t1. - •t >,'F {-trt•a -4tJ•"'1�'�aS't� �:'����...� r S�Sw.i� s„+. 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Z��',�i�t�•tlll7..,�r�S��ea`�7 u''t'�?='it��.Rt9G-��'fr�,`z�`;S�t:'•v�s`�jt'.k��.,•M1v.�7.7 � '����'` ..i• '"k'r "� ` r c R;tl� 7 , Town of Southold 2018 Capital Request AUG ? 5 2017 Construction INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1.Department ; . A 2Division t•.,,_ z_...}• ,:} s..,f... .:c;.c,�.,'...' 3.Project Title :�`a-'";af,:=i.8:": t,,�h.a=` .a:J ''-%• ',',Y:.,�''"•#!' !A' <''%i'•`•n .4`4;.y.`., t y r'�i=-".'.:�'y�4', ;37,"-GS` ."'?i.". - a--r.— ;; q�, -.r.•-.., te..sr,;••j.'+„rs;ci;''l;^ f a:'`.';v.,:: 'l„ x�.,,; .r, q,�a 4.Location '�•.._ �;: .. :r"w"?x:,rw. ;s;v-'x:a. r-'~•�(fRCCdrpet�^"a.. k..„ w,•,t,.. ,iu.i..: �'i''� �:z.' rts."~ Yf ,a.,':LZ;nT ,:, -, :;,=A.:•M.r_f+',�st^., ;ry s'•;r:,, -P;,'. .,:hj.', o,s',,{,;;h: k;>.. �f� 5 Description ^.7,e ^7. ...;. �,..•..,fl,.s .ii. .^;�`+a u'»v "'�. `kd:ws._ •"7'-�'.. 5'f�"h'S:�Y�kt.'-. 'i'=,c:., _s;:''" ".r`ar ''¢:ti ;J•''' a.,....s..ypv'. - rb;'.>'::«R.-A,�`:,`.., - 1:'�.' �",�i''*t`r.».::`,}.•�,;i:+ _>�'•'�>: ,i� 's..�'�'J'M :,r'a ,`.i. ";':fir.. ;i"ifi:;.:��`.'.', �eta: -•i."ass},.d:l�;^..;;�.;tr„�f7,...a•_,�,;�.p..> t,'a:'t?FF'';t.. :2``,.::;•: '='�t,' ,;r ;i•%.:.;a”4.�<d;:s.,::ice.'• _ Mss .t .`i':•+'s-,�'' wr�' :2.n•;t,r.sd. `,"�'%`{d v':^^'.:f4l1%:;rro :,r::.�'.f;'r..,.;;�,� -».;'_+'' �•���%4-;r;uReplace earpet�irit}ie,HRG:buildiDg!�_'.�`'���?air=:��ti:�..:a'-;a�,.=a•..u.�t:x_ '�„-'”--_ '-��e:;rrf-. ;; f ,_�...<— - '-�.�v:�s..e,.. -ne�r.-;n'•c',:r.•`;d"5t' � s %;�"'.c•x:'^--a.,:y,;a�s.,-Y 6.Purpose and JustificationM�5`:✓' ;:F:'.i:. ..�.�� :.y<.i..,..:•_..„. »�.,�''„_z`:f. 4�-�s e, :'i:..}'k6'_t'Y„';s,'.,"T':'.j"',`"6"��,'ry'§:�..1:d• a.. 'x;F.1�Yi..d"; #'.�:'`��:�: 'A• �'y.f--"'� ,y,�,a.< ``F':", "y:7;: SrJ*:`.'^."..:ar"`f ±„}`lh"'�'y-. M��`, -.);.'=i,« r.c,�. "t 4t^��.°'y�`,�`.^:BYr,,,��;. .a`r�;aw.• �;t+ c.:i. ::`. ,•a .. .-�e;:,x, ..{'r..:: *�4^. ��.,. },: "��.�-'r�6 -� ''.: - �.-6” "t�:'.��:a..;.t.•.R,4�$'„"i:�'«�,.3�x�:i:a"' �R-..',: "'t',.,t.�WS�. t:w r•. �.' :� i»• w,} � .. .t:-:.-"..�^ra .A:»' r"3° ,r,>,y'.1Lf'' k; 3e„,.,. r�.`d t ;,'c�;;�s���':'�N'��':,�r: ,t,.->kG�arpet?is=wearin and.ls;ififficulttoiel_eai��x'�.,.;:.;��:•s:�-�:,e�. _,�;,�a;-��d_�:. 7 Status of Plans(check) �]Y Plans Not Needed ;Surveys Completed di Sketch Plans Completed 12m]Nothing done on plans work on plans scheduled Detail plans in preparation Preliminary estimates received Sketch plans in preparation Detail plans completed 8.Estimated Cost: 11.Proposed Method of Financing Engineering a ,="ai" ="� " Tvpe: Amount: Site Acquisition 'rs t;; ,`a„i• Obligations Cw13;300 SS;onstruction $ t '#;rr'i� '�0, 'tJttlf!Cwix, .7.:> . aia, r �xc� ;. -="�,'S?�t�:�:r w'• _.r.��t;v ,,4:µ Current Revenues :�: �'. .xk„`:ri:`�.a•x�^,•a.'� Total(same as total of#11) $ 13,300.00 Special Assessments µ"c 9.Proposed method of Construction: User Charges Contract State/Federal Aid ` "'; f Town Employees � Reserves 10.Estmated Project Expenditures by Years: :;,; SpeCify:OLher:Sauce; x ' +'7 2018 2019 „;g;' 't.`r'a Total(same as total of#10) $ 2020 2021 Later 12.If obligations are to be issued,indicate: Total S Estimated start date: Time to completion(check): e months 122 months 18 months .rj? Other: 13 Effect the asset will have on Operating &Maintenance costs for first three years of operation(plus or minus) 2018 2019 2020 Reason for higher/lower costs? :.',_ ^" :�f«��' ::•ter «_'���-. ^.�' .� ..>J W:•?,v `F� '�.+'.:#,..fd.:'e>'-;: -, rt ^•T�-' •�'.epi.^:`-�tl``^e'°:.; Submitted by: z" , ;JefFStandisti° :' Date. x... - .,..._ . ...0 ..... _ Note-Please provide as mush information as possible.Attach additional information,specifications,etc if available to aid in evaluation of your request. Estimate 9,T 712612017 112 BILL'TO` Southhold Town fz C 53095 Main Rd Southold, NY 11971 631-765-1283 AUG 15 2017 -E&GRI E 'EM j Q XT carpet tile HRC-New Line Gardner color TBD 360 1950 7,020.00 carpet the Install Price 360 600 2,160.00 Cove Base 5"color TBD 520 170 884.00 Cove Base 520 0.75 390.00 install Cove Base Rip 520 0.75 390.00 out& Install Rip Out Carpet 360 2.00 720.00 Furniture Move 360 1.00 360.00 Metal Install rubber reducer 25 500 125.00 Rubber Tile ADD This in additional if you want Nickle dot rubber the in 60000 foyers Glue- pressure sensitive glue 6 10240 614.40 multipurpose Subtotal 13,26340 0%Tax 2, I I [,� Town ufSouthold AUG 15 217 zozoCapital Request Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE oFCOST 1.Department �2.Division ].Project Title o. Location 5.Description Awk 8.Purpose and ' Justification ^ 7.Status ofSpecifications(checW zz.Proposed Method ofFinancing ItaL LEM[ump|eted Not Completed Obligations 8.Available Under Current Revenues State Contract M 3 Special Assessments County Contract UM User Charges Competitive Bidding 10 01 State/Federa|Aid Municipality 10 Reserves Other: U=J� Total(same a,total nf#zo) y Estimated Date Needed: 12.|fobligations are tnbeissued,please indicate: Estimated start date: Time tncompletion(check): 10' Estimated Cost: smvnths (total of#ll) ' 12 months ' 18 months Other:F7 ' zlEffect the asset will have onOperating &Maintenance costs for first three years of operation(plus or minus) 2018 2019 2020 Reason for higher/lower costs? Submitted bv. Date: Note-Please provide as mush information as possible.Attach additional information,specifications,etc. /favailable toaid/nevaluation ofyour request Gnatton'sHeating & 'Estimate Cooling ����y�== 1839 Meda Ave K4u#ituck NY 11852US ' \/E"[) (631)745'5655 ^- grattanhsc@gmaiionm �AUG1 %N7 """ . -'' LAT -�ori � Town Of Southold DPW P1lBox 117Q Southold, NY 11971 ' 573 ' 07/31/2017 08/31/2017 - - 07/31/2017 Estimate Remove and discard antiquated and leaking 10 ton Copeland split compressor and outdoor condensing unit and replace with a new package chiller unit. Installation to include a new Multi Aqua air cooled chiller model# MAC-120HE-02 located outside on existing concrete pad, a brazed plate heat exchanger model number and make to be determined, located in basement where existing compressor is located, copper piping from new outdoor chiller to new heat exchanger, pipe insulation on all new piping, a new Taco circulator pump for new chiller side piping, connecting existing building side I piping to heat exchanger,control package to turn on new circulator and chiller, Propylene Glycol in chiller side piping to prevent freezing in chiller and start up and testing of new chiller system. Not Included 1 0.00 0.00; Line voltage wiring honew outdoor chiller system and new chiller system | � circulator pump byelectrician | � Investment Price ' 1 ' O�D. O�UO' . / . The approximate000 to replace the existing chiller system and adding the braze plate heat exchanger with all controls will bebetween | � , $45.000.00 $50.000.00 . | ' This ksanestimate but will NOT exceed $50.O0O.00 Note 1 0.00 0.00' The use of town employees, will be necessary to help remove the existing equipment and help set the new equipment.The new chiller weighs 1OOO pounds and will need acouple oflaborers todismantle the old unit and help set inplace the new unit. Note 1 0.00 0.00 This project would have tobescheduled after labor day weekend due toa | Deposit 1 0.00, 0.00 6O% upon signed contract 3O% upon oqu�men delivery . anoogmPt(�tign |u|pL ��.���� ���� Accepted By Accepted Date ^-�V�T� AUG 15 2017 ' Town ofSouthold 3018Capital Request ' Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OFCOST l. Department 3. Project Titleora 4. Location G. Oescrip1ionp G. Purpose and Justification 7. Status ufSpecifications /check\ 11. Proposed Method ofFinancing Completed "]Not Completed Obligations 8. Available Under Current Revenues State Contract |F�-� Special Assessments County Contract User Charges Competitive Bidding ���r� State/Federa|Aid ��i Municipality Reserves Other' ' ' .1= Total (same as total of# 10) $ 5,500.00 9. Estimated Date Needed: $�` "; 2018, 12. If obligations are to be issued, please indicate: :. Estimated start date: Time to completion (check): 10. Estimated Cost: $ 5,500.00 6 months Fj (total of#11) 12 months 18 months Other: 13. Effect the asset will have on Operating & Maintenance costs for first three years of operation (plus or minus) 2018 2019 2020 Reason for higher/lower costs? [1417 > q> .�1�♦ 3). 3 d n Submith` Z4''2Q.17 Y. to Date: by: / Note: Please provide as6Ash information as possible. Attach additional information,specifications, etc. if available to aid in evaluation of your request. r"` Town of Southold 2018 Capital Request Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST 1. De artment To'wn.Cl_erk.' 2. pDivision 3. Project Title Recorvrds Fir'eTUault= J .;t 4. Location V,atilt,Town`FHalr[;F:53095-Main,k ad;.SoAthd.l i;'.NY.1197:1;.' 5, Description 'Arse aratp -bntainedJire rated;vault�.f_or-the,�sto_ra 'e and<safe_:ke'_e� ""i''i �`of-vital'records;' p y_ g, I? g. 6. Purpose and '- Justification Protection offvital';records,':bothtilegal,and'fi.nantial;in th'ef;event'of;a=fere dr`othe disaster 7. Status of Specifications (check) 11. Proposed Method of Financing Type: Amount: °!Completed D ' •i Not Completed Obligations 8. Available Under Current Revenues State Contract iEl., Special Assessments County Contract irlJ User Charges x ' Competitive Bidding1State/Federal Aid ' Municipality Dj Reserves ' Other: S e'ci Other'Soure' $ 50;g00©0 P_.. .fY . . . . Total (same astotal of# 1O) $ 50,000.00 9. Estimated Date Needed: 12. If obligations are to be hs : Estimated start date: Time to completion (check): 10. Estimated Cost: 50,000.00 6nnonths (total of#11) 12 months 18 months Other: 13. Effect the asset will have on Operating & Maintenance costs for first three years of operation (plus or minus) 2O18 2019 2020 ' Reason for higher/lower costs? Submitted by: Date: Note: Please provide as mush information as possible.Attach additiona| information,specifications, etc. if available to aid in evaluation of your request. ®C_ ®�®�UFI� ELIZABETH A.NEVILLE,MAIC �� � Town Hall,53095 Main Road TOWN CLERK � �. � P.O.Box 1179 w Southold,New York 11971 REGISTRAR OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER �a✓� ®�' Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER THE g RECEIVED OFFICE OF E TOWN CLERK TOWN OF SOUTHO]LD SEP 1 8 2017 4 Southold Town Clerk Three (3)Year Capital Budget for Town Clerk/Records Management I would like to request a three (3)Year Capital Budget Program to purchase additional Laserfiche End User Licenses for Departments as they come on board to use the various Laserfiche Workflows available in RIO Laserfiche. Many different workflows can be created to streamline their many repetitive daily tasks and automatically create digital repositories of these records. There are currently 84 town employees using Laserfiche. We currently have 53 licenses. Over the next three (3)years we would like to purchase the additional thirty-one (31) licenses. The Town of Southold is at the 50 Tier Level Pricing. Therefore,the cost per license would be$1,223.00. We are currently utilizing the Records Management Transmittal & Destruction Forms&Workflow and Employee Leave Slips very successfully. We automated updating and re-filing of records such as the deeds where we took advantage of being able to include multiple values for a field, e.g.tax map number and automatically merged the duplicate deeds instead of having multiple copies of the same deed each with its own tax map number,thus saving storage space on the server. We also have leveraged the GIS to improve our records on LF which was one of the important goals of the GIS grant project-we did. We are currently looking into setting up another workflow that will review the CPF documents and determine the correct hamlet based on tax map number which will correct a lot of problems since the hamlets are often wrong on the forms we receive. This will improve the accuracy of the hamlet level stats we generate by exporting the LF data to Excel. We used Laserfiche for this as forms and workflows are part of Laserfiche and for some reason there still seems to be resistance to the terms workflow and forms as some departments still aren't getting that when we say forms we mean as part of a system that automates their work,they are assuming it's just a form that can be created in Word or Adobe. Workflow is a heavily used term in GIS and one of the departments reacted negatively to workflow when it came to Laserfiche but had no problems with it on the GIS so we need to make sure everyone realizes what Laserfiche can do . We are working on FOILS;Agreements&Contracts;Travel Requests; Special Events; Liquor License Application Renewals; Trailer Permits; Filming Permits. We had been working on the Purchase Order Workflow, but have put this on hold due to the anticipated purchase of a new town financial system in the Comptroller's Office. The possibilities of time saving and efficiencies would be monumental and endless through the implementation of many different workflow processes. The additional licenses are necessary to interact with the various departments to obtain information and approvals in order to implement these workflows.. Elizabeth A. Neville, MMC Southold Town Clerk,Registrar of Vital Statistics Records Management Officer; FOIL Officer Marriage Officer �G RECEIVED Town of Southold SEP 1 8 2017 2018 Capital Request Equipment INDIVIDUAL CAPITAL PROJECT REQUEST AND ESTIMATE OF COST Southold Town Clerk a:. o, 1. Department : ., ler n: 2 Division ": ' . ••, • • �°Resor s'lVlan gern .n , a *_" ' R14"1~aserfiche-Ullorkflows- 3. Project Title rn;2. 9 ci]a'0 tVY:Z1Z'1'r wri=Halle"595`iViain'R6Z `0`gSoutii 4. Location 5. Description Bd"etfcir laserf cti'e End'C1se'bcerises �._ u.g.. .777" ..�,. 71 6. Purpose and Justification ,'F"' „�i: l•`F' - -x,"- 'e` t ":s' '�:et=" °`?'-T'� F°�iR,. I.� �.Y` 41'. '..�_�.. +b,< ..� :. R•,- . ter, L.l �ativ$-w ?'4 .�Szs'� a�t'..'Y Lt tt•{.•. - .;u.. •r: `.,5�4 , c} =.:3,... oi�'f%oard:"to-usef tE�efi-�:�111a rkflow `�;- dditoria�"licerse'?�to'°kie:: "�rchasecl�aspdepar'trriei�its�corrte ,(+... 7. Status of Specifications (check) 11. Proposed Method of Financing Type: Amount: Completed Not Completed Obligations r 8. Available Under Current Revenues k.: State Contract Q; _ Special Assessments County Contract � User Charges Competitive Bidding State/Federal Aid Municipality (�"" Reserves _x Other: [] ? $peeify:Otkpr"Source` Total (same as total of# 10) $ 37,913.00 9. Estimated Date Needed: ;2038-202q" 12. If obligations are to be issued, please indicate: Estimated start date: Time to completion (check): 10. Estimated Costo $ 37,913.00 6 months4Cj (total of#11) 12 months'"�":l 18 months,E ; _ Other: 13. Effect the asset will have on Operating & Maintenance costs for first three years of operation (plus or minus) 2018 : W e 2019 2020 Reason for higher/lower costs? ,7" Submitted by: Elizabeth A: Nevi[{e Date: 9/1`8/2017 Note: Please provide as mush information as possible. Attach additional information, specifications, etc. if available to aid in evaluation of your request. RECEIVED September 14, 2017 GENERAL SEP 1 8 2017 Page 1 of 2 CMS Division Southold Town Clerk Estimated Content Management Project Pricing for Town of Southold, New York THESE PRICES ARE BASED ON A PRELIMINARY NEEDS ASSESSMENT AND ARE PROVIDED FOR BUDGETARY ESTIMATING PURPOSES ONLY. When the Town is ready to proceed with the work and its comprehensive requirements are determined,a formal quote can be finalized which may include applicable price adjustments. Rio User Cost at 50 Tier Level-per user costs i�h��'�:?5' mss'r•°;x'`;y`'y.� �LS�cISt1:d+'� °J�,:.":itk.;i�::-'�a',�3��y"i s�(..-",�.�< '`6� 7'`i"T:'#i.� �eJ t^'!=G:'. � i:ye;- Base Software Rio Named Full Users(50 Tier) ENFPL50-50Tier 1 $833.00 $833.00 Rio Records Mgmt Named Full Users(5OTier) ERM-50Tier 1 $84.00 $84.00 Laserfiche Forms-Rio Named Full Users(50Tier) EFRM-50Tier 1 $84.00 $84.00 Base Software Subtotal $1,001.00 Support LSAP Rio Named Full User(50Tier) ENFPL50B-50Tier 1 $184.00 $184.00 LSAP Rio Records Management(50 Tier) ERMB-50Tier 1 $19.00 $19.00 LSAP Rio LF Forms Full Users(50 Tier) EFRMB-50Tier 1 $19.00 $19.00 Support Subtotal $222.00 Grand Total $1,223.00 Anticipated annual LSAP fees after the included I"year for the above configuration would be$222.00 per license Note: This estimate is subject to change based upon the then-current support prices for that year. Rio User Cost at 100 Tier Level-per user costs �;k�` "+''-rit'�"n,•#::;r �},r'y,. ," .„12179 1° . Ri4s yc,,".i,y. �.:i.:k.t��a�,"Kr:r._•. i':.ra Base Software Rio Records Mgmt Named Full Users(100 Tier) ERM-10OTier 1 $70.00 $70.00 Rio Named Full Users(10OTier) ENF01-10OTier 1 $700.00 $700.00 Laserfiche Forms-Rio Named Full Users(10OTier) EFRM-10OTier 1 $70.00 $70.00 Base Software Subtotal $840.00 Support LSAP Rio RM Full Users(10OTier) ERMB-10OTier 1 $16.00 $16.00 LSAP Rio Named Full User(10OTier) ENFOIB-10OTier 1 $154.00 $154.00 LSAP Rio LF Forms Full Users(10OTier) EFRMB-10OTier 1 $16.00 $16.00 Support Subtotal $186.00 Grand Total $1,026.00 Anticipated annual LSAP fees after the included 1st year for the above configuration would be$186.00 per license Note: This estimate is subject to change based upon the then-current support prices for that year. Genesi Code Reprc-st'rlt-allve _- ----- -- 20 -170-3 r 9, cr('lzlf3[lroj(t)r/(':>_1 c;lrolte.cntr; RECEIVED September 14, 2017 G F,N IE"R A 1, SEP 1 8 2017 Page 2 of 2 'N Southold Town Clerk CMIS Divisioll Rio User Cost at 200 Tier Level—per user costs Base Software Rio Records Mgmt Named Full Users(200Tier) ERM-200Tier 1 $60.00 $60.00 Rio Named Full Users(200Tier) ENF02-200Tier 1 $600.00 $600.00 Laserfiche Forms-Rio Named Full Users(200Tier) EFRM-200Tier 1 $60.00 $60.00 Base Software Subtotal $720.00 Support LSAP Rio RM Full Users(200Tier) ERMB-200Tier 1 $14.00 $14.00 LSAP Rio Named Full User(20OTier) ENF02B-200Tier 1 $132.00 $132.00 LSAP Rio LF Forms Full Users(200Tier) EFRMB-200Tier 1 $14.00 $14.001 Support Subtotal $160.001 Grand Total $880.()0 Anticipated annual LSAP fees after the included 151 year for the above configuration would be$160.00 per license Note: This estimate is subject to change based upon the then-current support prices for that year. PLEASE NOTE THAT THERE ARE NO SERVICES INCLUDED IN THE OPTIONAL COMPONENTS PRICING ® These prices are for components only and are not a comprehensive price quote. • On-Site Installation and Training Days—Number of days to be determined depending upon number of users ® once the Town's complete requirements are understood, we will conduct an in-depth needs assessment to determine necessary service fees and a formal quote can be provided. General Code R I-P res e.-i In 11 ve- A i i M o(7,11 Cro,I),-ro 203-470-34 9; coif-,