https://sleepyhollow.localarchives.org/files/original/5998679946fb3d07066ffc0a755f9418.pdf 3308d8a32a4b00398a20dc5ca5a8abf1 PDF Text Text Meeting Date: 08/12/2014 ^ Resolution #: 08/123/2014 Resolution of the Board of Trustees of the Village of Sleepy Hollow to Award Bid for Tax Conversion Project Whereas, The Sleepy Hollow Village Board is desirous of resurfacing the playground at Reverend Sykes Park; and Whereas, The Village Administrator has determined that the cost of this project will exceed $20,000, which is the threshold for a sealed bid; and Whereas, Funds for this project have been allocated In the capital budget and through a New York State parks grant; Now, therefore, be it resolved, that the Mayor and the Board of Trustees of the Village of Sleepy Hollow authorizes the Village Administrator to solicit sealed bids for the resurfacing of the Reverend Sykes Park Playground. Moved: Trustee Rosenbloom Second: Trustee Handelman Vote: 6-0 �Software Consulting Associates SOFTWARE CONSULTING ASSOCIATES, INC. RFP RESPONSE RFP Conversion NYS RPS V-4 Tax Identifiers to conform to Town of Mount Pleasant Tax Identifiers Name of Proposer: Address of Proposer: Software Consulting Associates Inc. 54 Elizabeth St, Suite 17, Red Hook NY 12571 Website: Contact: Telephone: E-mail: Date: www.mumcitysoftware.com Mike Thrapp Title: Project Manager 845-758-0104 Fax: 845-758-0884 niiket@sca-€orp*com 8/26/2014 �i1 1l lI M U N I C I T Y Software Consulting Associates Table Of Contents Section I - Letter of Intent Page 3 Section n - Proposer Qualifications Page 4 Section i n - Statement of Experience Page 4 Section IV - Project Approach Page 5 Section V - Timeline \ Scope of Work Page 8 Section VI - Cost Page 10 Section Vn - Additional Considerations \ Efficiencies Page 11 �• I • I I MUNICITY Software Consulting Associates Section L Letter of Interest To the Committee: This letter is intended to serve as Software Consulting Associates declaration of intent to bid on and complete the Conversion of Tax Identifiers for the Village of Sleepy Hollow, New York. Software Consulting Associates was founded in 1984 and provides municipal software solutions within New York State and in 6 other states. Our current product set includes Tax/Lien Collection, Property Assessment, Building/Planning/Zoning, Utility Billing, CIS, and mobile solutions. Our expertise with Tax and Property Assessment gives us an unparalleled ability to complete the conversion in a cost and time effective fashion. We have completed conversions of Tax Identifiers for several Westchester and Rockland communities. Should the Village have any questions or require additional information, please contact the project supervisor, Mike Thrapp. Mike Thrapp Project Supervisor Software Consulting Associates 845-758-0104 miket@sca-corp.com �j,i I I P M U N I C I T Y Software Consulting Associates Section n. Proposer Qualifications Implementation Staflf; Mike Thrapp - Project Supervisor Jon Imboden - Developer Jason Browne - Developer The above staff has over 50 years cumulative tax collection and property assessment experience. Five major tax map conversions have been completed by the above staff (listed in the next section). Location: 54 Elizabeth Street, Suite 15, Red Hook, New York 12571 Scctfon ITT. Statement of Experience SCA has been providing Tax Collection software to New York State municipalities for over 25 years and Property Assessment software for over 15 years. Our Property Assessment System (PAS) is the only major New York State competitor (45 plus licenses installed) to the NYS supported Real Property System (RPS) which makes us uniquely skilled in understanding the issues related to Parcel Id conversions. Below are list of Westchester and Rockland county municipalities that we have completed Tax Identifier conversions for as well as their contacts. �MUNICITY Software Consulting Associates Greenburgh. Town of Edye McCarthy, Assessor 914-993-1520 emccarthv @ greenburghnv.com Hastings-On«Hudsoiu Village of Fred Gross, Assessor 914-478-3400x679 fgross@hastingsgov.org or Rafael Zaratzian,, Technology Director/Deputy Village Treasure 914-478-3400 x615 RZaratzian@HastinQSQ0V.0ra North Castle. Town of Victoria Sirota, Assessor 914-273-6620 vsirota® northcastlenv.com Ramapo. Town of Scott Shedler, Assessor 845-357-5100 ShedierS ©ramaoo-nv.gov Tarrvtown. Village of James J. Hart, Village Treasurer 914-631-7873 ihart@tarrvtowngov.com �n^MUNICITY III Software Consulting Associates Section IV. Pro ject Approach • An extract of key assessment identifier data will be obtainedfromthe Town of Mt. Pleasant. This will include at least current SBL, old SBL (from the original remapping in the town), legal address, owner, dimensions, and GIS coordinates. • An audit list of all splits \ merges since the remapping will be obtained from the Town of Mt. Pleasant's Property Assessment System. • A current database backupfromthe Village of Sleepy Hollow RPS software will be obtained. • GIS map data (digital and\or physical) will be obtained from Sewall Mapping (the GIS map consultant for the Town of Mt. Pleasant) and Westchester County. • At this point, a comparison of parcels between the Town and Village will be done using matching algorithms based on old SBL, legal address and other identifiers. This will allow SCA to create lists of matched and immatched parcels. The normal match rate for the first level comparison is about 90%, but this may vary due to the length of time since the remapping of the Town parcel IDs. • Secondary investigation will begin for each mismatched parcel using the GIS resources and audit information of splits and mergesfromthe Town. SCA will work with the Village and Town in order to reconcile any differences in parcel identification or lot definition. • Once all parcels are matched to a parcel EDfromthe Town or can be reconciled to Town parcel definitions, the Village will be provided with a list of current parcel IDs and new parcel IDs. Any parcel adjustments (i.e. lot line adjustments or split \ merges) that need to be done for the Village to match completely to the Town will be detailed individually with a proposed action for each. �•• • I I MUNICITY Software Consulting Associates • After the appropriate Village representatives have reviewed and approved the conversion and proposed action results, SCA will commence creating programs to change the SBLs in all parcel based systems that are accessible by SCA consultants. For proprietary parcel based systems, SCA will provide the vendor with a conversion file of old to new parcel IDs and work with the vendor to assist them in understanding the conversion process. • Currently, SCA will be responsible for converting the parcel IDs in Municity (Building Department) and RPS. Please note the options in Section Vn for switching to SCA's Property Assessment System (PAS). If this option is chosen, the assessment data will be converted from RPS to PAS and the parcel IDs converted at the same time. • Prior to any conversion, archived backups will be made. In addition, where possible, software applications will be setup for read access to a data set frozen with the historical parcel IDs as a permanent record. • SCA will provide the Village balancing reporting from before and after the conversions of parcel IDs in each software system. The type of report will depend on the software application. For example, in the Assessment software, roll totals from before and after the conversion will serve as a balancing document. " • The conversion of parcel IDs in the Assessment software will also include a comparison and update of Land Assessed Values from the Town to the Village where appropriate. • The Village will be provided with a maintainable cross reference of old and new parcel IDs. �i,j I I P M U N I C I T Y Software Consulting Associates Section V. Timeline \ Scone of Work Note: This section assumes an October 3,2014 project start based on the selection timeline and contract finalization. Significant variation from that date will impact the timeline. Project Launch; October 3.2014 • Meet with designated Village representatives to review the project steps, identify contacts and resources, and list immediate and longterm responsibilities. • Obtain GIS and assessment datafromthe various sources listed above. • Begin work on matching parcel IDs. First Stage Matching; October 17.2014 • Complete first stage matching based on key identifiers. • The Village will be provided with a list of all matched and unmatched parcel IDs. • Begin work on identifying mismatched parcels and creating proposed actions for each situation. �m III • • MUNICITY Software Consulting Associates Matching Complete: November 3.2014 • The Village will be provided with a list of all matched parcels and proposed actions for each mismatch. • Begin work on creating scripts \ applications to change the parcel identifiers in the identified software applications. Parcel ID Conversions: November 17.2014 • This step depends onfinalapproval by Village representatives of the old to new parcel ID cross reference and reconmiended actions for mismatched parcels. • Begin conversion of Parcel IDs, changing of parcels where appropriate for mismatches and updating of Land Assessment values. Project Completion; December 8.2014 • All identified parcel based software systems will be converted. A permanent copy of each system will be setup as appropriate for accessing historical data in old ID format. • The Village will be provided with a maintainable old to new parcel ID cross-reference. �• I • III MUNICITY Software Consulting Associates Section VI- Cost Conversion of Tax Identifiers $15,000 This includes all of the items detailed in the Project Approach section. Only the Assessment and Municity software system parcel IDs will be converted. Any additional proprietary parcel based software will need to be converted by the vendor of that software, based on the cross reference file produced by SCA, unless conversion by SCA is agreed to by the vendor and deemed possible by SCA. There will be an additional charge to be determined for any other system conversion beyond the Assessment software and Municity. This price does not include on-going consulting services beyond the scope of this project for maintaining and reconciling future parcel changes. Such consulting services would require an additional contract. 10 �III MUNICITY Software Consulting Associates Section Vn - Additional Considerations \ Efficiencies SCA^s Property Assessment System (PAS) software: • PAS is a full New York State Assessment management software system that is compliant with all ORPS procedures and regulations. PAS has many enhanced Assessment management features that allow for more efficient maintenance of assessments, exemptions, parcel changes and exchange of data both within the municipality and with outside entities. Since the Town of Mt. Pleasant uses PAS, the Village would be able to receive data updates from the town for ownership changes, split \ merges, and other relevant items. These updates could be automatically applied to the Village assessment roll. PAS has an additional integrated package for processing Grievances, Small Claims and Certioraris that assist a municipality with processing and tracking assessment protest claims. On-line Assessment Viewer; • SCA offers web-based lookup of assessment information for the public. • Users of the website can look up their parcel and view data such as ownership, sales, parcel inventory, and pictures or property cards, if available. 11 �Hi MUNICITY Software Consulting Associates GIS20\20 • SCA offers a web-based GIS viewer that combines map layers from many different sources including the NYS GIS repository, Westchester County, and local sources. • GIS 20\20 integrates and displays data from Municity and PAS so that a user can view permit, code enforcement, and assessment data for each parcel and at a municipal level. • GIS 20\20 can display multiple years of tax billing data. • This web viewer can be either an internal tool for the municipality or opened up for public access. All of these software packages are optional and not required as part of this project, although they would greatly enhance the overall technology direction of the Village. If you are interested in any of these packages, SCA will give a demo and provide you with pricing specific to your municipality. 12 �PROFFESSIQNAL SERVICES PROPOSAL PROJECT MANAGEMENT Fred W. Gross 117 Tappan Landing Road Tarrytown, NY 10591 Intent This proposal is intended to serve as my offer to act on behalf of the Village of Sleepy Hollow as the Project Manager during the "Conversion of RPS V-4 Tax Identifiers to conform to (the) Town of Mount Pleasant Tax IdentifiPr*;" as detailed in the current Village RFP and response to the RFP by the Software Consulting Associates, Inc. Qualifications and Experience I was employed by the NYNEX (now the Verizon) Corporation from 1971 until my retirement in 1996 as the Senior Project Manager in charge of large scale systems integration projects. After my retirement in 1996 I was employed by a local real estate appraising firm as the Associate Assessor for the Villages of Bronxville, Hastings-on-Hudson and Sleepy Hollow. Effective June 1, 2009 I was appointed sole Assessor for the Villages of Sleepy Hollow and Hastings-on-Hudson. I am fluent in both the NYS RPS V-4 and MUNICITY SCA PAS parcel assessment systems. I have also dealt on a one-to-one basis with each systems technical management staff. Project Management Duties As the Village liaison for the duration of this conversion I will perform the following: 1- Report directly to the Village Administrator and provide periodic status reports; 2- Act as the technical liaison to the vendor; 3- Track Project stages as defined by the vendor; 4- Substantiate that the requirements of each project phase is complete. �(Page-2) Cost and Payment Not to exceed: (*) FIVE THOUSAND DOLLARS ($5.0001 This amount will be paid for the duration of the Project which is currently estimated to begin October 3,2014 and end on December 8, 2014. Billing invoices will be provided on a monthly basis for October, November and December of 2014. (*) Note: This "Cost and Payment" statement and schedule is for the sole purpose of Project Management of the conversion. In the event the vendor must rely on my assistance which is outside the "Scope of Work" as defined in the "RFP RESPONSE" and proposal may result in additional charges. Any additional charges will be pre-approved by the Village Administrator prior to the work being performed. The charge, if any, will be a "Fixed Price". AGREED and DATED: Fred W. Gross Project Manager Village Representative Title Date Date � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board of Trustees Meeting Minutes & Resolutions-2014 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_TRUST_2014-09-09_RES-123 Subject The topic of the resource Board of Trustees Minutes-2014 Date A point or period of time associated with an event in the lifecycle of the resource 2014 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text