Public Administrator

Contact Us

Franklyn A. Farris
Public Administrator

Address:
300 Center Drive
Riverhead NY 11901

Contact Info:
Phone: 631-852-1753
Fax: 631-852-2740



Public Administrator

MISSION STATEMENT

The mission of the Suffolk County Office of the Public Administrator is primarily to act as fiduciary for estates of deceased persons where, for various reasons, the nominated executors and/or closest relatives cannot act or have been removed as executor or administrator.  Most commonly, this occurs when the decedent's closest relatives are remote and their identity and/or whereabouts remain unknown, even after diligent inquiry by this office.  In that situation, this office is required by statute to administer the estate.

The appointment of this office as fiduciary is by decree of the Suffolk County Surrogate's Court.  The Court may also appoint this office to act as trustee of an estate or guardian of the property of an infant or incapacitated person in certain situations.

In its role as court appointed fiduciary, the Public Administrator's office marshals and secures the real and personal property of decedents.  The property is distributed by decree of the Surrogate's Court after the Office of the Public Administrator files its final account.

The Office of the Public Administrator also assists in the burial arrangements for persons who fail to make such arrangements during their life or via a will and who are not survived by known relatives.

REAL PROPERTY AUCTIONS

The Office of the Public Administrator periodically holds auctions for the sale of real property belonging to a decedent's estate.  If you are interested, please click on the Public Administrator web link for information concerning possible upcoming real property auctions.  The Public Administrator's real estate auctions are held at the Suffolk County Surrogate's Court building in Riverhead.

Please note - Real property auctions conducted by the Public Administrator differ from those conducted by the Division of Real Property Acquisition and Management (DRPAM) of the Department of Economic Development and Planning.  If you are interested in these auctions, please go to their website.


SOLICITATION OF QUOTES

Posted: October 20, 2016

Compliance with respect to Guidelines and Uniform Fee Schedules Established by The Administrative Board for the Offices of the Public Administrators

The Suffolk County Department of Audit & Control (“Department”) is seeking proposals from qualified accounting firms (Proposers) to conduct an audit and provide a report with regard to the records of the Office of the Suffolk County Public Administrator (“Office”), in accordance with Generally Accepted Government Auditing Standards. The objective of the audit is to determine the extent of the Office’s compliance with respect to guidelines and uniform fee schedules established by the Administrative Board for the Offices of the Public Administrators. Audit services shall be for the period ending December 31, 2016.

Attached for your convenience are the Surrogate’s Court Procedure Article 12 (Appendix A) and the Guidelines for the Operations of the Offices of the Public Administrators of New York State (Appendix B) which outline the scope of services to be provided.

The anticipated term of the contract will be January 1, 2017 through December 31, 2017 with four (4) one-year extensions at the County’s discretion, for the years ending December 31, 2018, December 31, 2019, December 31, 2020 and December 31, 2021. The Proposal submitted in response to this Solicitation, as may be negotiated by the Department, will become the basis for the contract.

In accordance with Suffolk County policies and procedures, contracts for consultant services between $1,000.01 and $25,000.00 are not subject to competitive bidding requirements; however, such procurement must be conducted pursuant to a solicitation of quotes process.

The anticipated term of the contract will be January 1, 2017 through December 31, 2017 with four (4) one-year extensions at the County’s discretion, for the years ending December 31, 2018, December 31, 2019, December 31, 2020 and December 31, 2021. The Proposal submitted in response to this Solicitation, as may be negotiated by the Department, will become the basis for the contract.

All work performed under the contract will be paid in accordance with the “Comptroller’s Rules and Regulations for Consultant’s Service Agreements,” (available on the Suffolk County Comptroller’s website). Include with your response a Cost Proposal/Fee Schedule consisting of a Project Fee for the Audit, which includes all professional services and out-of-pocket expenses for the project.

Proposers must meet the following minimum requirements:

  • Certify that they are a licensed CPA firm registered in the State of New York and in good standing
  • Certify that they possess at least ten (10) years of audit experience
  • Certify that they meet the independence requirements of the Standards for Audit of Governmental Organizations, Programs, Activities, and Functions and are compliant with Government Auditing Standards (the Yellow Book)
  • Certify that you have no record of poor quality audit work

Proposals must include the following information:

  • Firm name and address (all locations);
  • Year firm was founded, history of the firm, and the length of time in operation;
  • Describe the nature of organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.);
  • Location from which services will be performed;
  • Contact person and title for contract purposes;
  • Name and title of individual(s) who will be performing work under this contract. For each professional listed, provide information regarding education, experience and expertise; provide resumes and copies of professional licenses and proof of other affiliations, if applicable;
  • Description of firm’s technical experience including other accounts (clients) involving the provision of similar services;
  • Description of firm’s experience in conducting audits (including number of years of experience);
  • Description of firm’s experience in conducting audits in accordance with Government Auditing Standards (including number of years of experience);
  • Provide three (3) client references for which similar services have been provided (governmental agencies preferred);
  • Provide information on the circumstances and status of any past or present civil or criminal investigations or litigation against the Proposer;
  • Disclose the existence of any conflicts of interests, whether existing or potential, in material financial relationships and/or any family relationships between the Proposer (and their employees) and any County employee, or any other matter that may create a conflict of interest or the appearance thereof; if none exist, state so;
  • Identify the nature of any potential conflict of interest the firm may have in providing audit services to the Department;
  • Provide proof of professional liability insurance coverage and coverage amounts and/or limitations and exclusions;
  • Completed and notarized Suffolk County Form 22 (Contractor’s/Vendor’s Public Disclosure Statement - attached);
  • Provide an all-inclusive Project Fee for the audit services provided for each audit period. In addition, provide a separate Project Fee for audit services during each option year. All professional services and out-of-pocket expenses shall be included in the Project Fee.

Proposals must be received by 3:30 p.m., November 14, 2016, by one of the following methods, marked Attn: Frank Bayer:

Fax to: 631-853-5964

E-mail to: frank.bayer@suffolkcountyny.gov

Deliver to:

The Suffolk County Comptroller’s Office – 9th floor
H. Lee Dennison Executive Office Building
100 Veterans Memorial Highway
P.O. Box 6100 Hauppauge, NY 11788-0099

The County expressly reserves the right to:

  1. Reject or cancel any or all proposals or any part thereof submitted in response to this Solicitation;
  2. Withdraw the solicitation at any time, at the County’s sole discretion;;
  3. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;
  4. Require clarification at any time during the process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal.

An award will be made based on the best value to the County - best value basis optimizes quality, cost and efficiency among responsive and responsible proposers.

Questions should be submitted in writing by fax or e-mail as noted above.

Attachments:

Appendix A

Appendix B


LEGAL NOTICES

LEGAL NOTICE 21147184

REQUEST FOR PROPOSALS

The Office of the Public Administrator, County of Suffolk, New York, is soliciting letters expressing interest in purchasing personal items from an estate. The Office serves as a fiduciary of estates in situations where there are unknown heirs or the known heirs are unable or unwilling to act as fiduciaries.

Individuals interested in purchasing personal property from an estate, which may include automobiles, trucks, jewerly, furniture, etc., must respond in writing to this notice. Said response must be signed and be received by the Office of the Public Administrator.

PUBLIC ADMINISTRATOR OF SUFFOLK COUNTY

300 CENTER DRIVE

RIVERHEAD, NY 11901-3398

LEGAL NOTICE 21147178

REQUEST FOR PROPOSALS

The Office of the Public Administrator, County of Suffolk, New York, is formulating a list of outside vendors to provide certain general services and is requesting proposals from vendors for general services. The Office serves as a fiduciary of estates in situations where there are unknown heirs or the known heirs are unable or unwilling to act as fiduciaries.

On previous occasions, the following services have been required from vendors: fire and liability insurance on vacant and occupied dwellings, surety bonds, funeral services, real estate title, last owner and judgment searched, personal and real property appraisals, stock/bond sales, cleaning, electrical, plumbing, board-up homes , locksmith, towing, investigation, security, translation, container and garbage and other miscellaneous services.

Please send a letter of proposal indicating what work you are interested in performing together with an estimate of costs of your services (i.e., house appraisals - $350.00; winterizing - $275.00; appraisals of personal property - $50.00+; jewelry appraisals - $50.00+ and vehicle appraisals - $50.00+). Responses should be signed and returned to the Public Administrator of Suffolk County.

IF WE DO NOT RECEIVE AN ESTIMATE OF YOUR FEES TO BE CHARGED, YOU CANNOT BE PLACED ON OUR VENDOR LIST.

SEND YOUR REQUEST TO:

PUBLIC ADMINISTRATOR OF SUFFOLK COUNTY

300 CENTER DRIVE

RIVERHEAD, NY 11901-3398

END OF PUBLIC NOTICE


RELATED LINKS

SUFFOLK COUNTY SURROGATE'S COURT

Telephone - (631) 852-1745

Fax - (631) 852-1777

Website - for general information, forms, addresses, law questions, how to find a lawyer -

NEW YORK STATE COURTS Website - for comprehensive information on all New York State courts - www.courts.state.ny.us./courts

SUFFOLK COUNTY BAR ASSOCIATION

Telephone - (631) 234-5511

Fax - (631) 234-5899


PUBLIC AUCTION

The Office of the Public Administrator of Suffolk County, State of New York is offering the following properties for sale at public auction in an "AS IS" condition.

Offers to purchase may be made orally at the time of the public auction. All offers and bids must be presented with a deposit of 10% of the minimum bid price in either cash, bank or certified check made payable to yourself at the time of auction. Terms of sale will be read at the time of sale. The Public Administrator reserves the right to reject any and all bids. All bids, offers and contracts of sale are subject to the approval of the Surrogate's Court of Suffolk County and the Attorney General, where applicable. Purchaser will receive clear title.

Closing will take place within sixty (60) days after the auction. All other questions to be answered at the time of auction.

PLACE:

Suffolk County Center

Surrogate's Court

Riverhead, New York

DIRECTIONS: L.I.E. Exit 71. South on Route 24 to County Center Drive.

DATE OF SALE:

Next Auction to be announced.

PLEASE NOTE:

THE PREMISES ARE AVAILABLE FOR INSPECTION ONLY ON THE DATE AND TIME SPECIFIED.

TRESPASSERS WILL BE PROSECUTED

Suffolk County Employees and Suffolk County Surrogate’s Court Employees and/or their immediate families, whether or not residing with the employees, are barred from participating in this auction. Purchaser will be required to furnish an affidavit at the closing to the effect that the purchaser and/or purchasers are not in such category. See Paragraph “Ninth” of the Terms of Sale for further information.