1 | Page Contracts and Purchasing Board County Administration Building, 4 th Floor April 23, 2012 11:30 PM I. Call to Order II. Review and Approve Minutes III. Public Comment IV. Contracts and Awards A. Tabled Items Item Requestor Description Board Action CPB2012- 4 Information Services Center Submitting a state contract with DLT Solutions, LLC, in the amount not-to-exceed $10,300.21 for maintenance on SolarWind's Orion Network software for the period 12/13/2011 - 12/13/2012. Funding Source: 100% General Fund ____Approve ____Disapprove ____Hold CPB2012- 325 County Prosecutor Recommending to employ Brett Horton and the law firm of Horton & Horton Co., LPA, in the amount not-to-exceed $1,900.00 for legal services in connection with employment matters for Cuyahoga County Juvenile Court, in accordance with Ohio Revised Code Section 305.14(A). Funding Source: 100% General Fund ____Approve ____Disapprove ____Hold CPB2012- 338 Medical Examiner’s Office Requesting plans to contract by means of other than full and open competition (see the attached spreadsheets (5). 1. Description of Supplies or Services (If contract amendment, please identify contract term and/or scope change) • Laboratory Testing Supplies • Instrument Specific Supplies and Consumables Calibration, • Maintenance and Repair Services • ASCLDILAB Approved Proficiency Test • Send-out Laboratories 2. Estimated Dollar Value and Funding Source(s) including percentage breakdown CR180265- $ 361,000 92% CR180026- $ 32,000 8% Estimated total is $393,000. 3. Rationale Supporting the Use of the Selected Procurement Method
Microsoft Word - 04232012 Contracts and Purchasing Board
Calendar.docContracts and Purchasing Board
I. Call to Order
III. Public Comment
CPB2012-
4
Information
Submitting a state contract with DLT Solutions, LLC, in the
amount not-to-exceed $10,300.21 for maintenance on
SolarWind's Orion Network software for the period
12/13/2011 - 12/13/2012.
____Approve
____Disapprove
____Hold
CPB2012-
325
County
Prosecutor
$1,900.00 for legal services in connection with
employment matters for Cuyahoga County Juvenile Court,
in accordance with Ohio Revised Code Section 305.14(A).
Funding Source: 100% General Fund
____Approve
____Disapprove
____Hold
CPB2012-
338
Medical
Requesting plans to contract by means of other than full
and open competition (see the attached spreadsheets (5).
1. Description of Supplies or Services (If contract
amendment, please identify contract term and/or scope
change)
Calibration,
including percentage breakdown
CR180265- $ 361,000 92%
CR180026- $ 32,000 8%
Procurement Method
The Cuyahoga County Regional Forensic Science
Laboratory of the Cuyahoga County Medical Examiner's
Office has been accredited by ASCLDILAB- International
(American Society of Crime Laboratory
Directors/Laboratory Accreditation Board); AABB
DNA Department is required to fulfill the FBI Quality
Assurance Standards for Forensic DNA testing
Laboratories in order to perform the forensic DNA work.
In order to maintain its accreditations, the laboratory is
required to fulfill all the quality assurance requirements of
the accrediting/governing bodies which also include
critical/technical supplies, equipment, as well as the
suppliers/vendors of these supplies. The work performed
by our laboratory is highly specialized and critical in
nature, and therefore, most of the supplies used by the
laboratory are critical/technical supplies which are only
supplied by specialized vendors. The critical/technical
supplies used by the laboratory have to meet certain
quality assurance criteria in order for the laboratory to be
able to use these supplies in casework.
By granting this request for exemption of the procurement
rules, the County and its citizens, will save an
immeasurable amount of time. Supplies and services will
be more readily available to the laboratories; therefore,
preventing delays of lab results, such as Toxicology, DNA ,
and Drug Chemistry. This will provide much needed
answers to our citizens and our legal system in a timely
fashion, providing closure for all. By granting this request
for exemption of the procurement rules, the County and
its citizens, will also save an immeasurable amount of
money in man hours alone.
4. What other available options and/or vendors were
evaluated? If none, include the reasons why.
The laboratory has evaluated and selected vendors based
on the quality and specification so of the products and
services provided by these vendors to meet our unique
accreditation requirements.
5. What ultimately led you to this product or service?
Why was the recommended vendor selected?
The attached list contains all the specialized technical
vendors that were selected based on these criteria and
the laboratories have been using a majority of them for an
extended period of time. Some of these are sole source
vendors and other have been selected based on the highly
critical nature of supplies, equipment, calibration,
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maintenance services that are required to pass certain
quality control checks to fulfill our accreditation
requirements. In order to maintain its accreditations, the
laboratory is required to fulfill all the quality assurance
requirements of the accrediting/governing bodies which
also include critical/technical supplies, equipment, as well
as the suppliers/vendors of these supplies.
6. Provide an explanation of unacceptable delays in
fulfilling the County's need that would be incurred if
award was made through a competitive bid.
Unacceptable delays in our laboratories production are
caused when time is spent attempting to find alternative
vendors that either does not exist or vendors with
products that do not stand up to the quality products or
services in which our accreditation is based upon.
7. Describe what future plans, if any, the County can
take to permit competition before any subsequent
purchases of the required supplies or services.
Supplies and services that do not fall into a highly
specialized and critical nature will continue to be solicited
for competitive pricing.
1. Description of Supplies or Services (If contract
amendment, please identify contract term and/or scope
change)
prospective new hires at the Sheriff’s Office.
2. Estimated Dollar Value and Funding Source(s)
including percentage breakdown
General Fund
Procurement Method
The Sheriff’s Office will be hiring upwards of 100 new
deputies, protective services and corrections officers, and
medical staff in 2012. Each prospective new hire is
required to pass a physical. While it is the responsibility
of
the Sheriff’s Office to pay for this service, it is the
responsibility of Human Resources to order the physical.
**The current process to order the physical: Human
Resources confirms to the Sheriff’s Office that the physical
needs to take place for a certain candidate, a BuySpeed
requisition then needs to be processed for the one
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candidate, OPD must then review and approve the
requisition, a DO must then be processed, printed, and
sent to the Auditor’s Office for approval, upon approval of
funds by the Auditor’s Office, the service can then be
ordered – total turn around time is approximately 10 – 21
days.
In an effort to streamline and not further impede on the
hiring process, the Sheriff’s Office is requesting an
exemption to allow Human Resources to automatically
request a physical from St. Vincent’s Charity Hospital for
the Sheriff’s Office prospective employee and for the
BuySpeed/OPD process to take place upon receipt of the
invoice.
evaluated? If none, include the reasons why.
n/a
5. What ultimately led you to this product or service?
Why was the recommended vendor selected?
n/a
fulfilling the County’s need that would be incurred if
award was made through a competitive bid.
n/a
7. Describe what future plans, if any, the County can
take to permit competition before any subsequent
purchases of the required supplies or services.
n/a
____Approve
____Disapprove
____Hold
CPB2012-
376
Kitchen Products, Inc. in the amount of $8,000.00 for Lead
Remediation of property located at 1301 St. Charles
Avenue, Lakewood, in connection with the FY2010 Lead-
Based Paint Hazard Control and Lead Hazard Reduction
Demonstration Grant Program for the period 4/23/2012 -
6/22/2012.
2) Submitting a contract with MAE Construction LLC in the
amount of $6,395.00 for Lead Remediation of property
located at 20600 Tracy Avenue, Euclid, in connection with
the FY2010 Lead-Based Paint Hazard Control and Lead
Hazard Reduction Demonstration Grant Program for the
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period 4/23/2012 - 6/22/2012.
Funds
____Approve
____Disapprove
____Hold
CPB2012-
377
Submitting a contract with Express Yourself Hair & Nail
Salon in the amount of $1,440.00 for installation of a new
sign in connection with a Storefront Renovation Rebate
Program project located at 5350 Royalwood Road, North
Royalton, for the period 5/1/2012 - 8/1/2012.
Funding Source:100% General Fund
maintenance:
a) Contract No. CE1100449-02 with Daniel P. Forrester for
additional funds in the amount of $8,924.00.
b) Contract No. CE1100450-01 with Wayne F. Levering for
a decrease in the amount of ($5,000.00).
for the period 7/5/2011 - 12/31/2012:
c) Contract No. CE1100434-01 with John Q. Ebert for a
decrease in the amount of ($3,924.00).
Funding Source: Reallocated Assessment Funds – No new
funds
____Approve
____Disapprove
____Hold
CPB2012-
379
Agency (CSEA) plans to contract by means of other than
full and open competition under RQ with LexisNexis. This
(vendor) document sets forth the justification and
approval for use of one of the exceptions to full and open
competition allowed under the
County Policy and Ordinance.
amendment, please identify contract term and/or scope
change)
LexisNexis provides a program called Accurint with is used
by CSEA to locate absent parents for the purposes of 1) to
establish paternity and 2) the enforcement/collection of
child support payments as determined by child support
orders.
2. Estimated Dollar Value and Funding Source(s)
including percentage breakdown
month.
Federal : 70%
State: 8%
Procurement Method
Apri12012 that it be allowed an exemption while it works
on getting a Contract approved by Council.
4. What other available options and/or vendors were
evaluated? If none, include the reasons why.
The Child Support Agency 4 years ago used TransUnion
Credit Agency to locate absent parents. However, the
exemption give to Child Support Agencies of not having to
give prior notice to someone before running a Credit
check was excluded from the Consumer Protection Act.
Therefore, the Agency would have to under law send a
letter (approx. cost $3.00) to the absent parent 10 days
prior to running the Credit check.
5. What ultimately led you to this product or service?
Why was the recommended vendor selected?
The Ohio Child Support Director's Association indicated
that many other Counties were using Accurint for location
of absent parents as it provided better information to that
found in the Credit Reporting Agencies. Additionally, the
Accurint information was not considered under law to be
protected under the Consumer Protection Act; because it
did not involve actual Credit Reporting. Further, the
County Prosecutor's Office indicated that they find the
information provided by TransUnion to be old and archaic
information..
fulfilling the County's need that would be incurred if
award was made through a competitive bid.
The Accurint location tool is critical to the successful
operation of the Child Support Program. CSEA currently
has 20,000 cases in the locate area that we are attempting
to locate absent parents. The Accurint location tool is used
to locate 95% of the absent parents.
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7. Describe what future plans, if any, the County can take
to permit competition before any subsequent purchases
of the required supplies or services.
Attempting to process a contract with Accurint to begin
May, 2012.
Support Enforcement Agency, submitting a contract with
LexisNexis Risk Solutions FL Inc., sole source, in the
amount not-to-exceed $24,000.00 for on-line Accurint for
Government locate services for the period 5/1/2012 -
4/30/2013.
and Program Income from fees collected, and 10% by Levy
funds.
____Approve
____Disapprove
____Hold
CPB2012-
380
Support Enforcement Agency, submitting a contract with
Opex Corporation (OPEX Business Machines), sole source,
in the amount of $11,605.00 for hardware and software
maintenance on Opex Model 72/AS7200i scanning system
and licensing fees on 1D Barcode, Data Matrix Barcode
and Image Edge software for the period 4/6/2012 -
4/5/2013.
____Approve
____Disapprove
____Hold
CPB2012-
381
from U.S. Department of Justice, Office of Justice
Programs, Bureau of Justice Assistance in the amount of
$750,000.00 for the FY2012 Second Chance Act Adult
Offender Reentry Program for the period 10/1/2012 -
9/30/2013.
Programs, Bureau of Justice Assistance
____Approve
____Disapprove
____Hold
CPB2012-
382
Inc., sole source, in the amount not-to-exceed $78,451.94
for maintenance and support services on the Digital
Recording System for the period 6/1/2011 - 12/31/2012.
Funding Source: 100% General Fund
____Approve
____Disapprove
____Hold
CPB2012-
383
Medical
Examiner
Submitting a contract with Airgas USA, LLC. in the amount
not-to-exceed $23,264.00 for laboratory gas for the period
of 2/1/2012-1/31/2014.
Funding Source: 100% CCRFSL General Fund
CPB2012-
384
a) on RQ22287 to Underwater Dive Center, Inc. (8-2) in
the amount of $49,462.00 for the purchase of Dive
Equipment.
____Approve
____Disapprove
____Hold
CPB2012-
385
Recommending an award:
County Sheriff's Office
a) on RQ22696 to Vance Outdoors, Inc. in the amount of
$38,300.00 for the purchase of ammunition (State
Contract No. 800112/ORC 125.04(B)).
____Approve
____Disapprove
____Hold
CPB2012-
386
amount not-to-exceed $8,664,63 for reimbursement of
eligible training/exercise expenses in connection with the
FY2008 Urban Area Security Grant Program for the period
1/6/2011 - 8/1/2011.
____Approve
____Disapprove
____Hold
CPB2012-
387
FY2009 Urban Area Security Initiative for the period
10/3/2011 - 3/30/2012.
____Approve
____Disapprove
____Hold
CPB2012-
388
Elsie Day in the amount not-to-exceed $99,500.00 for
consultant services in connection with the U.S.
Department of Justice FY2011 Children Exposed to
Violence Demonstration Program: Phase 2 Grant Program
for the period 11/1/2011 - 9/30/2013.
Funding Source: 100% U.S. Department of Justice
____Approve
____Disapprove
____Hold
CPB2012-
389
Terrell Manufacturing, Inc. in the amount not-to-exceed
$4,000.00 for the On-the-Job Training Program for the
period 3/15/2012 - 9/15/2012.
____Approve
____Disapprove
____Hold
C. Exemption Requests
CPB2012-
390
Medical
2. What is the product/service that you seek to acquire?
This is a service contract required for the annual planned
maintenance of 7500 Real Time PCR System; (2) 310 and (1)
3130 Genetic Analyzers which are critical instruments used in
forensic DNA casework. The service contract is required for
the continuous operation of the forensic DNA department
and to fulfill the quality assurance standards for Forensic
DNA
casework analysis.
3. Will this purchase obligate Cuyahoga County to this or
any other vendor for future purchases, for example,
maintenance, licensing or continuing need?
No. The service contract is an annual planned maintenance
which is required annually for the instrument.
4. Why do you need to acquire these goods or services?
The service contract is required for the annual planned
maintenance of 7500 Real Time PCR System, 310 and 3130
Genetic Analyzers. In addition, the service contract includes
immediate response and free repair of the instrument by Life
Technologies if there is any problem with instrument during
the term of the service contract. All these are extremely
critical instruments required for operation of the DNA
department. Any issue with the instruments will stop the DNA
analysis process. The service contract is needed for our
operational requirements of annual maintenance of this
equipment. It is the only service contract compatible with
our current specifications and accreditation requirements for
Forensic DNA casework analysis.
5. Why are the requested goods/services the only ones that
can satisfy your requirements?
requirements of annual maintenance of the 7500 Real Time
PCR System, 310 and 3130 Genetic Analyzers. It is the only
service contract compatible with our current specifications
and accreditation requirements for Forensic DNA casework
analysis.
No, the service contract is only offered by Life
Technologies,
formerly Applied Biosystems which is the manufacturer of the
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7500 Real Time PCR System, 310 and 3130 Genetic Analyzers.
7. Identify specific steps taken to negate need for sole
source provider.
7500 Real Time PCR System, 310 and 3130 Genetic Analyzers.
8. Has your department bought these goods/services in the
past?
Biosystems which is now Life Technologies.
It is a sole source.
(1) 7500 Real Time PCR System was paid on 11/10/2011 @
$4,681.80
@ $7,009.44
@ $7,103.66
@ $8,242.72
9. What efforts have been made or are being made to
reduce the Department’s reliance on a sole source provider
for these goods/services in the future?
Currently, the service contract is only offered by Life
Technologies, formerly Applied Biosystems which is the
manufacturer of the 7500 Real Time PCR System, 310 and
3130 Genetic Analyzers.
10. What efforts were made to get the best possible price?
This service contract results in a savings of 10% over last
year
by grouping the 4 pieces of equipment together on one
contract.
11. Why is the price for this purchase considered to be fair
and reasonable?
maintenance required for the DNA instruments by our
accreditation and quality assurance requirements. The
service contract includes free repair of the instrument
during
the term of the service contract. This saves money as well as
time by timely response by Life Technologies, formerly
Applied Biosystems when any service/repair is needed to the
instrument.
____Approve
____Disapprove
____Hold
CPB2012-
391
Medical
Examiner’s Office
2. What is the product/service that you seek to acquire?
Repair of AB 9700 GeneAmp PCR System.
3. Will this purchase obligate Cuyahoga County to this or
any other vendor for future purchases, for example,
maintenance, licensing or continuing need?
No
4. Why do you need to acquire these goods or services?
Some of the keys on the instruments have stopped
functioning and therefore need to be repaired.
5. Why are the requested goods/services the only ones that
can satisfy your requirements?
We are requesting repair of the AB 9700 GeneAmp PCR
system used by the Parentage & ID section to amplify DNA
from parentage casework samples. This is a highly specialized
instrument manufactured by Applied Biosytems (currently
Life technologies) and should not be repaired by a service
person who is not specifically trained and authorized by
Applied Biosytems (now Life Technologies).
6. Were alternative goods/services evaluated? If yes, what
were they and why were they unacceptable? Please be
specific with regard to features, characteristics,
requirements, capabilities and compatibility. If no, why
were alternatives not evaluated?
instrument manufactured by Applied Biosytems (currently
Life technologies) and should not be repaired by a service
person who is not specifically trained and authorized by
Applied Biosytems (now Life Technologies).
7. Identify specific steps taken to negate need for sole
source provider.
Due to the critical nature of the work performed by the
laboratory and the highly specialized nature of the AB 9700
GeneAmp PCR system, it should not be repaired by a service
person who is not specifically trained and authorized by
Applied Biosytems (now Life Technologies), the manufacturer
of the instrument.
past?
No
9. What efforts have been made or are being made to
reduce the Department’s reliance on a sole source provider
for these goods/services in the future?
The AB 9700 GeneAmp PCR system is a very specialized
instrument and should not be maintained by a service person
who is not specifically trained and authorized by Applied
Biosytems (now Life Technologies).
10. What efforts were made to get the best possible price?
A local repair company was consulted and quoted
approximately the same price; however, this equipment is
exclusive to Life Technologies, therefore, the only source
for
the repair. This is thought to be a fair and reasonable price
for the repair.
11. Why is the price for this purchase considered to be fair
and reasonable?
exclusive to Life Technologies, therefore, the only source
for
the repair. This is thought to be a fair and reasonable price
for the repair.
____Approve
____Disapprove
____Hold
CPB2012-
392
The Department of Prosecutor’s Office plans to contract
by means of other than full and open competition under RQ
PR-12-23228 with MNJ Technologies, Inc. This(vendor)
document sets forth the justification and approval for use of
one of the exceptions to full and open competition allowed
under the County Policy and Ordinance.
1. Description of Supplies or Services (If contract
amendment, please identify contract term and/or scope
change)
The Prosecutor’s Office is looking to procure a total of 74
HP
EliteBook 8560p computers, including associated docking
stations, cases, and theft protection software.
2. Estimated Dollar Value and Funding Source(s) including
percentage breakdown
3. Rationale Supporting the Use of the Selected
Procurement Method
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a) Our entire infrastructure is HP. All of our servers,
storage
arrays, PCs and laptops are all HP. Our staff has been
trained
and has become most adept in supporting this equipment;
b) We use HP insight manager to manage all of our
infrastructure. HP equipment is designed to work with
insight manager. We use this tool extensively.
c) Our laptop hard drive encryption is based on bitlocker.
The
configuration and management of this aspect of our
infrastructure was not simple. We have worked out all of the
kinks with HP hardware and do not want to spend
unnecessary time debugging a new hardware platform.
d) We have all of our PC images used for rollout, cloning and
refreshes set up for HP. All of the network and system driver
versions have been researched and we have a stable rollout
platform based on HP. We do not want to spend unnecessary
time debugging a new hardware rollout platform.
e) These PCs are compatible with most of the laptop docks
we have in place. The docks that we will be purchasing
conversely are compatible with many of our existing laptops.
A purchase from a different manufacturer or even a different
line of HPs would ensure that our new equipment would not
be compatible with anything that we have.
4. What other available options and/or vendors were
evaluated? If none, include the reasons why.
Three separate vendors, Insight, CDW-G and MNJ were asked
to provide quotes for this purchase.
5. What ultimately led you to this product or service? Why
was the recommended vendor selected?
HP Laptops were selected for reasons listed under question
#3. The recommended vendor was selected both because it
was the lowest bid and because we have worked with MNJ
previously and know them as a reliable vendor that promptly
deals with outstanding issues.
6. Provide an explanation of unacceptable delays in
fulfilling the County’s need that would be incurred if award
was made through a competitive bid.
Our Assistant Prosecuting Attorneys need laptops to be able
to accommodate their day-to-day affairs including managing
their cases. Our office operations would be significantly
impacted if we did not procure these laptops in a timely
manner.
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7. Describe what future plans, if any, the County can take to
permit competition before any subsequent purchases of the
required supplies or services.
and use the right procurement method where appropriate.
____Approve
____Disapprove
____Hold
CPB2012-
393
2012-April 23, 2012
04/18/2012
____Approve
____Disapprove
____Hold
County Administration Building, 4th Floor
April 16, 2012 11:30 AM
I. Call to Order: The meeting was called to order at 11:35 AM
II. Review and Approve Minutes: The minutes were approved as
written, Stan Kosilesky abstained
III. Public Comment: There was no public comment
IV. Contracts and Awards
A. Tabled Items
CPB2012-325 County Prosecutor Recommending to employ Brett Horton
and the law firm of
Horton & Horton Co., LPA, in the amount not-to-exceed $1,900.00
for legal services in connection with
employment matters for Cuyahoga County Juvenile Court, in
accordance with Ohio Revised Code
Section 305.14(A).
____Approve
____Disapprove
__X__Hold
CPB2012-333 Court of Common Pleas/
Juvenile Court Division; Clerk of Courts; and Department of Public
Works
1. What is the product/service that you seek to acquire?
CML-6 certified mailer
2. Will this purchase obligate Cuyahoga County to this or any other
vendor for future purchases, for
example, maintenance, licensing or continuing need?
Yes, the Ohio Rules of Civil procedure mandates service via
certified mail. 47,913 summons were issued
in 2011 and sent via certified mail as required by the Rules of
Civil procedure. There will be a continuing
need for the foreseeable future.
3. Why do you need to acquire these goods or services?
First, this mailer is the least labor intensive mailer that the
court is aware of. Second, In order to print
what the clerk’s office requires to be printed on the form, it
would require multiple forms if we picked
another mailer. Whereas now, the clerk’s office can utilize just
one form. Next, I-Case (the court
information system) was designed to use that mailer. If the clerk’s
office uses another mailer, then
software would need to be changed. Currently, the court does not
have another contract with any
vendor to support our information system.
4. Why are the requested goods/services the only ones that can
satisfy your requirements?
The CML-6 mailer is the only certified mailer available to the
court that allows automated laser printing
of data from I-Case onto PS Form 3811 as part of a pre-printed
certified mail envelope which holds tip to
20 pages single folded the inch length. Mailers patent# is
5,901,903.
5. Were alternative goods/services evaluated? If yes, what were
they and why were they unacceptable?
Please be specific with regard to features, characteristics',
requirements, capabilities and compatibility.
If no, why were alternatives not evaluated?
Alternative certified mailers have been reviewed. All of the other
mailers of which we are aware are
more labor intensive in that the certified mail receipts must be
separated after printing and then
manually affixed to the envelope. In addition, many do not allow
more than a few pages to be inserted
into the envelope. The mailer has all of the certified mail forms
already part of and affixed to the
envelope which holds up to 20pages in the envelope. Most of our
mailings contain multiple pages. If
another mailer were to be used, significant software modifications
would have to be made to our 1-Case
Information System. We do not have a maintenance agreement, nor
sufficient I.T. staff to make the
necessary modifications. An additional cost would be incurred to
make such software modifications.
6. Identity specific steps taken to negate need for sole source
provider.
No efforts have been made to identity and or locate alternative
goods/services because our case
management system Is currently designed to accommodate the CML-6
mailers. If other mailers are
utilized, a design change would be required for our system which
may incur additional costs and affect
work productivity. However, we shall consult with our IT Department
to explore other alternatives.
7. Has your department bought these goods/services in the past? If
yes, who was the
contractor/supplier and was the requirement competitively bid or
sole source? What was the last date
and price paid for goods/services?
Ferrarelli, Inc. was the supplier and they are sole source. The
last date of purchase was August 12, 2011.
The purchase price was $11,867.79.
8. What efforts have been made or are being made to reduce the
Department's reliance on a sole
source provider for these goods/services in the future?
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Currently, no efforts are being made due to the Ohio Rules of Civil
procedures, which mandate service
via certified mail. However, we shall consult with our IT
department to explore other alternatives. This
will be an on-going need. Utilizing these mailers have proven to be
a cost- effective method of
complying with the mandate, which also assists in maintaining
adequate work productivity.
9.What efforts were made to get the best possible price?
The court was able to receive mailers at a lower cost due to the
quantity ordered. The cost would have
been substantially higher if a lesser quantity would have been
ordered. In addition, the vendor has
always answered the courts inquires as to the features, functions,
and assistance with the mailers after
purchase.
Why Is the price for this purchase considered to be fair and
reasonable?
The cost of completing the U.S.P.S. forms and envelopes manually
would be $41,092 for salaries and
benefits, plus $4,734 for envelopes and printing cost; versus
$19,251 expended for the number of
Ferrarelli mailers used in 2011.
10. Amount to be paid: $24,470.00
__X__Approve
____Disapprove
____Hold
CPB2012-358 Department of Development Submitting a contract with
C.B. Mullins Construction
Company, Inc. in the amount of $3,300.00 for Lead Remediation of
property located at 5417 Orchard
Street, Maple Heights, in connection with the FY2010 Lead-Based
Paint Hazard Control and Lead Hazard
Reduction Demonstration Grant Program for the period 4/16/2012 -
6/15/2012.
Funding Source: 100% US Dept. of HUD Lead Hazard Remediation
Grant
__X__Approve
____Disapprove
____Hold
CPB2012-359 Department of Development Requesting approval to apply
for and accept grant funds
from Ohio Department of Transportation, Office of Aviation in the
amount of $175,000.00 for the
FY2013 Ohio Airport Grant Program for the period 10/1/2012 -
12/31/2013.
Funding Source: 100% Ohio Dept. of Transportation, Office of
Aviation, for FY2013 Ohio Airport Grant
Program
__X__Approve
____Disapprove
____Hold
CPB2012-360 Department of Health and Human Services Community
Initiatives Division/Office of
Early Childhood, submitting an agreement with Cuyahoga Community
College District in the amount
not-to-exceed $2,872.60 for rental of meeting space and related
services for the Invest in Children
Program Visioning event to be held on 4/19/2012.
Funding Source: 100% Private donations and HHS levy dollars
__X__Approve
____Disapprove
____Hold
CPB2012-361 Juvenile Court Submitting contracts with various
municipalities for the Community
Diversion Program for the period 1/1/2012 - 12/31/2012:
a) City of Brecksville, Brecksville in the amount not-to-exceed
$2,400.00.
b) City of Broadview Heights in the amount not-to-exceed
$1,200.00.
c) City of Brooklyn in the amount not-to-exceed $6,000.00.
d) City of Brook Park in the amount not-to-exceed $1,200.00.
e) Village of Bratenahl in the amount of $-0-.
f) Village of Brooklyn Heights, Brooklyn Heights in the amount of
$-0-.
Funding Source: 100% General Fund
__X__Approve
____Disapprove
____Hold
agreements with various municipalities for reimbursement of
eligible expenses in connection with the
FY2009 State Homeland Security-Law Enforcement Grant Program for
the period 8/1/2009 - 3/30/2012:
a) City of Painesville in the amount not-to-exceed $296.82.
b) City of Solon in the amount not-to-exceed $769.50.
Funding Source: 100% DHS through OEMA
_X___Approve
____Disapprove
____Hold
agreement with Orange Village in the amount not-to-exceed
$17,040.00 for reimbursement of eligible
expenses in connection with the FY2009 Urban Area Security Grant
Program for the period 3/20/2012 -
6/30/2012.
__X__Approve
____Disapprove
____Hold
Public Safety and Justice Services/Public Safety Grants, submitting
an agreement with Southeast Area
Law Enforcement for the purchase of equipment, valued in the amount
of $8,700.00, for the FY2009
State Homeland Security Grant Program for the period 8/1/2009 -
4/30/2012.
Funding Source: 100% FY09 State Homeland Security Funds through
OEMA
__X__Approve
____Disapprove
____Hold
PB2012-365 Department of Public Safety and Justice
Services/Cuyahoga Regional Information
System Section Submitting an agreement with City of Lakewood in the
amount of $37,000.00 for
development, implementation and deployment of an automated
interface system to link HTE Crimes
Records Management System, Cuyahoga County Regional Information
System and Cuyahoga InJail
application for the period 12/21/2011 - 12/20/2012.
Funding Source: 100% by the Cuyahoga Regional Information System,
funded primarily by user fees and
moving violation fees
__X__Approve
____Disapprove
____Hold
Abilities & Potential in the amount not-to-exceed $60,000.00
for training and employment related
services to individuals with disabilities for the period 3/1/2012 -
6/30/2012.
Funding Source: 100% Federal WIA funds
__X__Approve
____Disapprove
____Hold
CPB2012-367 County Sheriff Vendor: St. Vincent Charity
Hospital
1. Description of Supplies or Services (If contract amendment,
please identify contract term and/or
scope change)
St. Vincent Charity Hospital provides physicals for prospective new
hires at the Sheriff’s Office.
2. Estimated Dollar Value and Funding Source(s) including
percentage breakdown
Not to exceed $10,000, 100% SH350272 – Sheriff’s General Fund
3. Rationale Supporting the Use of the Selected Procurement
Method
The Sheriff’s Office will be hiring upwards of 100 new deputies,
protective services and corrections
officers, and medical staff in 2012. Each prospective new hire is
required to pass a physical. While it is
the responsibility of the Sheriff’s Office to pay for this service,
it is the responsibility of Human Resources
to order the physical.
**The current process to order the physical: Human Resources
confirms to the Sheriff’s Office that the
physical needs to take place for a certain candidate, a BuySpeed
requisition then needs to be processed
for the one candidate, OPD must then review and approve the
requisition, a DO must then be
processed, printed, and sent to the Auditor’s Office for approval,
upon approval of funds by the
Auditor’s Office, the service can then be ordered – total turn
around time is approximately 10 – 21 days.
In an effort to streamline and not further impede on the hiring
process, the Sheriff’s Office is requesting
an exemption to allow Human Resources to automatically request a
physical from St. Vincent’s Charity
Hospital for the Sheriff’s Office prospective employee and for the
BuySpeed/OPD process to take place
upon receipt of the invoice.
4. What other available options and/or vendors were evaluated? If
none, include the reasons why.
n/a
5. What ultimately led you to this product or service? Why was the
recommended vendor selected?
n/a
6. Provide an explanation of unacceptable delays in fulfilling the
County’s need that would be incurred if
award was made through a competitive bid.
n/a
7. Describe what future plans, if any, the County can take to
permit competition before any subsequent
purchases of the required supplies or services.
n/a
____Approve
____Disapprove
__X__Hold
CPB2012-368 Department of Health and Human Services Vendor: Emerald
Development &
Economic Network, Inc.
1. Description of Supplies or Services.
Requesting an Exemption from the RFP process as provided in
Ordinance No. 02011-0046, 3.03 G. RFP
Exemptions, on behalf of EDEN, Inc.
In 1993, Cuyahoga County applied for and was awarded the first of
many Shelter Plus Care (S+C) grants
from the U.S. Department of Housing & Urban Development (HUD).
S+C provides a rent subsidy to
homeless persons with long term and serious disabilities. The
community “matches” the rent dollars
with in-kind behavioral health care services.
The initial grant application was a collaborative application with
the Mental Health Board, EDEN, and the
County. Only Public Housing Authorities (PHAs) or Units of Local
Government are eligible applicants
under the S+C Program regulations. The Mental Health Board had
requested that the County submit the
application because of this requirement. EDEN was identified in the
grant application as the agency that
would administer the rent subsidies because it is the nonprofit
housing arm of the Mental Health Board.
As such, EDEN had demonstrated expertise and capacity to manage
eligibility determinations, rent
payments, and linkages with mainstream systems serving mentally ill
and chemically addicted disabled
populations.
As a result of the 1993 S+C Application, Cuyahoga County was
awarded $9.9 million to Cuyahoga County
for 316 units of housing for a five year term. The efficacy of
providing permanent housing with
supportive services for disabled homeless persons was confirmed
through the implementation of this
grant.
Based on this evidence, the County continued to apply for new S+C
grant awards, maintaining the
collaborative model with EDEN as the sub contract provider, and
expanding the behavioral health
partnership to include the Alcohol and Drug Board, the AIDS Task
Force, and the VA. To date, over
1,400 S+C subsidized units exist throughout the county.
As the five year grant terms have expired, HUD has maintained
funding through annual RENEWAL Grant
Awards. Each year, the OHS manages an application process on behalf
of the community which includes
over 40 programs operated by various agencies. HUD recognizes this
process as a “Consolidated” Grant
Application. It includes projects for which the County is the
direct applicant as well as projects for which
other community providers are the direct applicants.
All the projects seeking RENEWAL Funding are reviewed by a
volunteer community Review and Ranking
Committee. Projects not meeting established, objective review
criteria may not be recommended for
RENEWAL Funding. Final recommendations are approved by vote of the
OHS Advisory Board.
This process is not an RFP, however, it does involve assessment of
program performance, outcomes,
fiscal management, consumer satisfaction, and consistency with
nationally established HUD Program
goals and objectives.
2. Estimated Dollar Value
This particular Shelter Plus Care Contract has a dollar value of
$10,116,156.00; the contract/grant award
term is 4/15/2012 – 4/14/2-13.
3. Rationale Supporting the Use of the Selected Procurement
Method
The funding for this activity was awarded by HUD to the County
based on the identification of Emerald
Development and Economic Network (EDEN) as the service provider in
the Grant Application. It is
consistent with the Grant Award to contract with EDEN to implement
the program services. EDEN has
consistently met all HUD, State, and local audits without
Findings.
4. What other available options and/or vendors were evaluated? If
none, include the reasons why.
Per the discussion in # 1, the Exemption is being requested based
on the provider having been
identified in a grant application, and then the County being
awarded funding based on the provider’s
capacity to perform the grant activities., as judged by the funder,
HUD.
20 | P a g e
5. What ultimately lead you to this product or service? Why was the
recommended vendor selected?
See Above
6. Provide an explanation of unacceptable delays in fulfilling the
County’s need that would be incurred if
award was made through a competitive bid.
Contract funding is provided through a GRANT RENEWAL AWARD. This
means that the Contract
enables the provider to maintain monthly rent subsidies to private
landlords on behalf of disabled and
formerly homeless persons.
Failure to expedite the approval of the Contract to the provider
will result in rents not being paid and
disabled persons being threatened with eviction. In addition,
failure to move quickly in this situation
would threaten the County’s current good standing with the funder,
the U.S. Department of Housing &
Urban Development (HUD). Since HUD provides over $25,000,000
annually to Cuyahoga County
through homeless assistance grants, this would not be in the
community’s best interests.
7. Describe what future plans, if any, the County can take to
permit competition before any subsequent
purchases of the required supplies or services.
The OHS requests an EXEMPTION for this application and all other
renewal applications, per Section 3.03
G. for this provider, EDEN, Inc. for this service, as well as the
other providers funded through the annual
McKinney-Vento Homeless Assistance Grant for which the County is
identified as the APPLICANT. This
would include the following providers:
Salvation Army of Greater Cleveland
West Side Catholic Center
CPB2012-369 Human Resource Commission OPERATING DEPARTMENT &
ACTIVITY:
The Human Resource Commission plans to contract by means of other
than full and open competition
with The Archer Company.
1. Description of Supplies or Services (If contract amendment,
please identify contract term and/or
scope change)
Classification and compensation studies to include a salary survey
for attorney positions in the
Prosecutor’s Office, and development of classification
specifications and job descriptions for support
staff in both the County Prosecutor’s office and the Public
Defender’s office.
2. Estimated Dollar Value and Funding Source(s) including
percentage breakdown
Approximately $22,500: estimated $9,000 to $10,000 for salary
survey for attorney positions in the
Prosecutor’s office, and estimated $12,500 to develop
classification specifications and job descriptions
for support staff in both offices.
3. Rationale Supporting the Use of the Selected Procurement
Method
According to the Cuyahoga County Charter, the Human Resource
Commission is responsible for
administering a countywide classification and salary administration
system. The Archer Company has
conducted compensation studies of various County offices for over
ten years, and has used their
proprietary job evaluation system to establish pay grade structures
for both the Prosecutor’s office, and
for those non-bargaining unit classified personnel who work in the
County Executive’s realm of
authority. Utilizing the Archer Company to conduct these studies
will enhance the consistency and
standardization between in the classification and compensation
systems used in various County offices.
4. What other available options and/or vendors were evaluated? If
none, include the reasons why.
Other options were not explored primarily because Archer’s
proprietary system is already the
foundation of the pay strategies in these two offices, and
proprietary job evaluation systems differ in
21 | P a g e
the definition and value of factors utilized to evaluate jobs, so
using different systems can lead to
different outcomes, supported by different rationales. Therefore,
utilizing a new vendor with a different
proprietary job evaluation system would not contribute to the
Commission’s goal of a standardized
compensation and classification system. Also, other options were
not explored because Archer’s
previous work in these organizations has provided them with an
in-depth knowledge of the
organizational structure and the history of compensation practices
in these offices and the Commission
expects this previous experience will expedite this work.
5. What ultimately led you to this product or service? Why was the
recommended vendor selected?
The Archer Company is a nationally-recognized consulting company
with experience in both public and
private organizations, and has conducted compensation studies for
numerous clients, including various
agencies of Cuyahoga County. They have worked extensively with
clients from various levels of the
public sector, including cities, counties, states and
federally-funded entities.
Also, the County’s HR department requested approval of a contract
with Archer for maintenance of the
County’s classification system for three years, and the HRC sees
this as further justification for
requesting that the same methodology be utilized for this
work.
6. Provide an explanation of unacceptable delays in fulfilling the
County’s need that would be incurred if
award was made through a competitive bid.
The rationale for this request is not a matter of timing; it is
based on the HRC’s position that utilizing a
different vendor will not contribute to the HRC’s mission of
standardizing personnel practices across
various County agencies.
7. Describe what future plans, if any, the County can take to
permit competition before any subsequent
purchases of the required supplies or services.
Utilizing one job evaluation system to support the classification
and compensation systems of the
County’s various agencies will make a significant contribution to
the HRC’s goal of standardizing
personnel practices across the County’s various agencies. In the
future, the County may consider open
competition for vendors to complete salary surveys, because
proprietary systems are not typically
utilized to analyze data or develop recommendations based on the
data collected.
__X__Approve
____Disapprove
____Hold
CPB2012-370 Information Services Center Vendor: DELL/ASAP
1. Description of Supplies or Services (If contract amendment,
please identify contract term and/or
scope change)
(2) Windows Server Enterprise 2008
2. Estimated Dollar Value and Funding Source(s) including
percentage breakdown
Total amount will not exceed $38,616.72.
3. Rationale Supporting the Use of the Selected Procurement
Method
The ISC will give multiple vendors an opportunity to bid even if
the product is on state term.
4. What other available options and/or vendors were evaluated? If
none, include the reasons why.
MNJ was also evaluated.
5. What ultimately led you to this product or service? Why was the
recommended vendor selected?
ISC had requested server licenses and DELL/ASAP met our
requirements also was the lowest bid.
6. Provide an explanation of unacceptable delays in fulfilling the
County’s need that would be incurred if
award was made through a competitive bid.
Competitive bidding was applied in this request.
22 | P a g e
7. Describe what future plans, if any, the County can take to
permit competition before any subsequent
purchases of the required supplies or services.
Receive more quotes from different vendors.
_X___Approve
____Disapprove
____Hold
CPB2012-371 Information Services Center Vendor: Sprint Solutions,
Inc.
1. Description of Supplies or Services (If contract amendment,
please identify contract term and/or
scope change)
Amendment to County Wide Data and Voice Communication - CE 1000769
- with Sprint Solutions, Inc.
Original Contract was for $1,200,346.00 amended 8/1/11
for $147,643.07 or a contract total of $1,347,989.07
2. Estimated Dollar Value and Funding Source(s) including
percentage breakdown
Amendment is for service at the Department of Children and Family
Services (100% of amendment to CF
135509 0287 HO 2198) Cost of amendment $432,069.66, total cost of
contract will now be
$1,780,058.73.
3. Rationale Supporting the Use of the Selected Procurement
Method
Sprint was awarded the contract after informal bid of vendors in
State of Ohio TSR (Technology Service
Request) pricing system. Sprint bid was the lowest and lower than
list pricing) Sprint also gave the
county $105,000.00 service credit and a $200,000.00 for in-building
coverage enhancements. Sprint was
by far the lowest and best vendor.
4. What other available options and/or vendors were evaluated? If
none, include the reasons why.
Bids were only accepted from TSR System vendors.
5. What ultimately led you to this product or service? Why was the
recommended vendor selected?
Sprint was by far the lowest and best vendor bidding on
service.
6. Provide an explanation of unacceptable delays in fulfilling the
County's need that would be incurred if
award was made through a competitive bid.
N/A - this is an amendment - CFS needs the additional service for
their caseworker in the field, they
need the service ASAP.
7. Describe what future plans, if any, the County can take to
permit competition before any subsequent
purchases of the required supplies or services.
Will go out to bid again in 2014
__X__Approve
____Disapprove
____Hold
CPB2012-372 Department of Public Works Submitting an amendment
(Subsidiary No. 2) to
Contract No. CE1100207-01 with Fabrizi Trucking & Paving Co.,
Inc. for improvement of Stumph Road
from Snow Road to Pearl Road in the Cities of Parma and Parma
Heights for a decrease in the amount of
($46.73).
Funding Source: 70% Ohio Public Works Commission (Issue 1), 15%
County ($5.00 Vehicle License Tax
fund), 15% Municipalities
____Disapprove
____Hold
CPB2012-373 Department of Public Works Submitting an amendment to
Contract No. CE1100532-
01 with Karvo Paving Company for resurfacing of Harvard Road from
Green Road to Camp Forbes in the
Village of Highland Hills for a decrease in the amount of
($44,516.94).
Funding Source: 100% Cuyahoga County, using funds from the $7.50
License Tax fund
__X__Approve
____Disapprove
____Hold
April 16, 2012
April 11, 2012
Tabled Items
A. Scope of Work Summary
Contract with DLT Solutions, LLC in the amount not-to-exceed
$10,300.21 for software maintenance of
SolarWind's Orion Network Software Products and Engineer's Toolset
for the period 12/13/11 -
12/13/12.
C. Contractor and Project Information
DLT Solutions, LLC, 13861 Sunrise Valley Dr., Suite 400, Herndon,
VA 20171, Rich Marcotte - Chairman &
President. Not in Cuyahoga County.
24 | P a g e
D. Project Status and Planning
Maintenance contract reoccurs annually as the contract
expires.
E. Funding
SUMMARY OF REQUESTED ACTION:
County Prosecutor, recommending to employ Horton & Horton Co.,
LPA in the amount of $1,900.00 for
legal services in connection with regard to the resolution of an
employment matter for Cuyahoga County
---------------
Scheduled Items
Title: Department of Development 2012 American Building and Kitchen
Products Inc. Contract Lead
Remediation Case 182 Shafik at 1301 St. Charles Avenue Lakewood RQ#
23461
A. Scope of Work Summary
1. Department of Development requesting approval of a contract with
American Building and Kitchen
Products Inc. for the anticipated cost $8,000.00. The anticipated
start-completion dates are April 23,
2012 – June 22, 2012.
2. The primary goals of the project are removing lead hazards at
the home of a low-income family,
maintaining the housing stock of Cuyahoga County's inner ring
suburbs, and reducing the risk of lead
poisoning in young children.
B. Procurement
1. The procurement method for this project was competitive bidding
administered by the Department of
Development. The total value of the winning competitive bid is
$8,100.00. Due to federal grant
requirements the Department of Development maximum contribution for
this project is $8,000.00. The
homeowner will contribute $100.00.
2. The competitive bid was closed on 02/06/2012.
3. There were 5 complete and timely bids received by the Department
of Development, lowest bidder
approved.
1. The address(es) of all vendors and/or contractors is:
25 | P a g e
American Building and Kitchen Products Inc.
6406 Chase Drive
Mentor, Ohio 44060
Council District (N/A)
Shafik
D. Project Status and Planning
1. This is one of 250 such contracts that will be issued during the
three-year grant period.
E. Funding
1. The project is funded 100% by the U.S. Department of Housing and
Urban Development Lead Hazard
Remediation Grant passed through County Board of Health.
2. The schedule of payments is payment upon completion of
project.
SUMMARY OF REQUESTED ACTION:
Title: Department of Development 2012 MAE Construction LLC Contract
Lead Remediation Case 157
McKenzie at 20600 Tracy Avenue Euclid RQ# 23413
A. Scope of Work Summary
1. Department of Development requesting approval of a contract with
MAE Construction LLC for the
anticipated cost of $6,395.00. The anticipated start-completion
dates are April 23, 2012 – June 22, 2012.
2. The primary goals of the project are removing lead hazards at
the home of a low-income family,
maintaining the housing stock of Cuyahoga County's inner ring
suburbs, and reducing the risk of lead
poisoning in young children.
B. Procurement
1. The procurement method for this project was competitive bidding
administered by the Department of
Development. The total value of the winning competitive bid is
$6,395.00.
2. The competitive bid was closed on 02/15/2012.
3. There were 7 complete and timely bids received by the Department
of Development, lowest bidder
approved.
1. The address(es) of all vendors and/or contractors is:
MAE Construction LLC
McKenzie
3.b. The project is located in Council District 11.
D. Project Status and Planning
1. This is one of 250 such contracts that will be issued during the
three-year grant period.
E. Funding
1. The project is funded 100% by the U.S. Department of Housing and
Urban Development Lead Hazard
Remediation Grant passed through County Board of Health.
---------------
A. Scope of Work Summary
1. Department of Development requesting approval of a contract with
Express Yourself Hair & Nail
Salon, for the anticipated cost of $1,440.00. The anticipated
start-completion dates are 05/1/2012 -
8/01/2012.
2. The primary goal of the project is to install new signage for
the storefront.
B. Procurement
1. The procurement method for this project was through Board of
Control approval-BC2011-43 dated
8/5/2011. The total amount allocated for the Storefront Rebate
program is $300,000.00
C. Contractor and Project Information
1. The name and address of the property owner is:
Diane Kuhns
2. The business owner for the project is Diane Kuhns
3. The address of the project is:
5350 Royalwood Road
D. Project Status and Planning
The project is a part of a reoccuring County program - Storefront
Renovation Rebate Program, in which
business owners receive a rebate for approved facade
improvements.
E. Funding
1. The project is funded 100% by the General Fund.
2. Scheduled payment (rebate) for the project is on a reimbursement
basis upon submission of an
---------------
SUMMARY OF REQUESTED ACTION:
Title: Fiscal Office, 2011 - 2012, Appraisal Department/ various
contractors
Project Title - 2012 Reappraisal. The contractors are working out
of 5398 1/2 Northfield Road, Maple
Heights, Ohio 44137.
A. Scope of Work Summary
1. Fiscal Office/Appraisal Department requesting approval of
amendments to 3 contracts. There is no
additional cost. The time period for CE1100450-01 is May 23, 2011 -
December 31/2012; CE1100434-01
is July 5, 2011 - December 31, 2012 and for CE1100449-01 is May 23,
2011 - December 31, 2012. The
amendments are for re-allocation of money. Total for re-allocation
is $8,924.00 We will increase 1
contract and decrease 2 contracts.
2. The primary goal of project is to appraisal every parcel located
in Cuyahoga County. The ORC requires
a full re-appraisal of all parcels in the county every 6
years.
B. Procurement
The procurement method was an RFQ process and then interviews with
Human Resources.
C. Contractor and Project Information
CE1100449-01 Daniel P. Forrester
1710 Thrushwood Circle
Okemos, MI 48864
Contract CE1100450-01 Wayne F. Levering for a decrease of
$(5,000.00).
1449 Chagrin River Rd. Box 311
Gates Mills, OH 44040
The project will reoccur in 6 years.
E. Funding
The project is funded by the Assessment Fund. The schedule of
payment is based on the contractors'
work assignments.
---------------
CPB2012-379
Cuyahoga Support Enforcement Agency is submitting a contract with
LexisNexis Risk Solutions FL Inc. in
the amount not-to-exceed $24,000.00 for online access to their
Accurint data products and services
which would enable CSEA to accurately locate non-custodial parents
in order to collect child support
payments, for the period May 1, 2012 through April 30, 2013.
PURPOSE/OUTCOMES - PRINCIPAL OWNER(S):
Acquiring online access to the information that the LexisNexis
Accurint product can provide will
significantly assist CSEA in readily and accurately locating
non-custodial parents for the purposes of (a)
establishing paternity and (b) enforcing child support orders,
including the collection of child support
payments. CSEA had used TransUnion credit reporting agency several
years ago to assist in the location
of non-custodial parents, but recent changes in the law regarding
such credit reporting agencies has
eliminated TransUnion as a viable alternative. The revised law now
requires that an individual be given
prior notice before a credit agency accesses a person's financial
credit account. The information that
LexisNexis Accurint provides does not require such prior
notification to the individual CSEA is attempting
to locate. Also, the information that the LexisNexis Accurint
product can provide is more expansive, in
that a greater number of various data bases of information are
available to be searched.
Thus, the information obtained by having online access to the
LexisNexis Accurint product data base
files will help CSEA to increase the establishment of paternities
and child support collections by enabling
CSEA to locate more of the individuals for which we do not have
valid addresses. The information will
help CSEA locate non-custodial parents and their assets, thereby
allowing the issuance of wage orders,
liens, license suspensions and passport suspensions upon any
non-paying non-custodial parent. This
service is critical in helping CSEA collect child support due the
custodial parent and child.
LexisNexis Risk Solutions FL Inc. is not owned by any individuals,
but is a subsidiary of Reed Elsevier
Group PLC.
Model 72 & AS7200 NA
A. Scope of Work Summary
1. EFS requesting approval of a contract with Opex Corporation for
the cost of $11,605.00. The contract
period is 4/6/2012 – 4/5/2013.
Maintenance support for Opex Model 72 and AS7200i scanning
system.
Licensing fees for 1D Barcode, Data Matrix Barcode and Image
Edge.
29 | P a g e
B. Procurement
1. The procurement method for this project was sole source
procurement.
2. The proposed contract is pending CPB sole source approval. RFP
exemption reviewed/verified by OPD
on 3/21/12.
1. The address of all vendors and/or contractors is:
Opex Corporation
3. The contracted service is provided in Council District 07.
D. Project Status and Planning
1. The service is recurring annually.
2. The reason there was a delay in this request is due to
finalizing the required vendor's paperwork and
getting TAC approval.
E. Funding
1. The project is funded 100% by PA (Public Assistance)
Linkage.
2. The schedule of payment is annually by invoice.
---------------
A. Scope of Work Summary
1. Department of Health and Human Services requesting authority to
apply for, accept, and expend
grant funds from the U.S. Department of Justice, Office of Justice
Programs, Bureau of Justice Assistance
in the amount of $750,000.00 to develop, implement and continue
comprehensive and collaborative
strategies that address the challenges posed by offender reentry
and recidivism reduction. This program
furthers the department's commitment to providing services and
programs to help facilitate the
successful reintegration of offenders as they return to their
communities.
2. The time period of this program will be for a period of twelve
months, with the possibility of no-cost
extensions to allow for a 24-month project period. The deadline for
submittal is April 24, 2012.
3. A 25% cash and 25% in-kind match is required. However, upon
grant application, we will request a
fiscal hardship waiver. The U.S. Attorney General may waive the
match requirement upon
determination of fiscal hardship. To be considered for a waiver of
match, a letter signed by the
Authorized Representative must be submitted with the application
defining the fiscal hardship. Fiscal
hardship may be defined in terms related to reductions in overall
correctional budgets, furloughing or
reductions in force of correctional staff or other similar
documented actions which have resulted in
severe budget reductions. Our Authorized Representative designee is
Luis Vazquez, Program Director for
the Office of Reentry.
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4. The goal of this program is to implement a reentry program that
is in compliance with the mandatory
---------------
Title: Juvenile Court, requesting approval of contract with
CourtSmart Digital Systems, inc.
A. Scope of Work Summary
1. Juvenile Court, requesting approval of a contract with
CourtSmart Digital Systems, Inc. for the period
June 1, 2011 through December 31, 2012 for the not-to-exceed amount
of $78,451.94.
2. The primary goal of the project are to provide digital recording
services of Juvenile Court hearings.
3. N/A
B. Procurement
1. The procurement method for this project was sole source. The
total value of the contract is
$78,451.94.
2. N/A.
3. The proposed contract is an OPD-approved sole source item with
materials attached.
C. Contractor and Project Information
1. CourtSmart Digital Systems, Inc.
51 Middlesex Street, Suite 128
North Chelmsford, Massachusetts 01863
Council District: N/A
2. The President of CourtSmart Digital Systems, Inc. is Andrew
Treinis.
3.a. The location of the project is: Cuyahoga County Juvenile
Justice Center; 9300 Quincy Avenue;
Cleveland, Ohio 44106
D. Project Status and Planning
1. The project reoccurs annually.
2. N/A
3. N/A.
4. The reason for the delay is that this contract was started by
the Information Services Department and
recently passed to Juvenile Court for final contract
submission.
5. N/A
E. Funding
2. The schedule of payments is by invoice.
3. N/A
SUMMARY OF REQUESTED ACTION
Title: Medical Examiner's Office requesting approval of a contract
with Airgas USA, LLC
A. Scope of Work Summary
1. Medical Examiner's Office requesting approval of a contract with
Airgas USA, LLC. for the anticipated
cost not-to-exceed $23,264.00. The anticipated start-completion
dates are 02/01/2012-01/31/2014.
2. The primary goal of the project is for the vendor to provide
Laboratory Gas to the Medical Examiner's
Toxicology and Trace Evidence Departments. This service will be
provided on a bi-weekly basis.
B. Procurement
1. The procurement method for this project was RFB. The total value
of the RFB is $23,264.00.
2. The RFB was closed on 12/30/2011.
C. Contractor and Project Information:
1. The address of the vendor is:
Airgas USA, LLC.
D. Project Status and Planning:
1. The project (laboratory gas) will be delivered on a bi-weekly
basis.
2. The contract needs a signature in ink by 4/19/12.
E. Funding:
1. The project is funded 100% by the CCRFSL General Fund.
2. The schedule of payments is by invoice.
---------------
SUMMARY OF REQUESTED ACTION
Title: Office of Procurement and Diversity requesting approval of
an award recommendation with
Underwater Dive Center, Inc.
A. Scope of Work
1. Office of Procurement and Diversity requesting approval of an
award recommendation with
Underwater Dive Center, Inc. for the amount of $49,462.00.
2. The primary goals of the project are to have dive equipment for
members of the Cuyahoga County
Sheriff's Office Public Safety Dive Team. This equipment will be
needed whenever the team is called out
for various tasks.
B. Procurement
1. The procurement method for this project was an RFB. The
estimated value of the RFB was $51,889.95.
2. The RFB was closed on March 13, 2012.
3. There were 8 bids pulled from OPD, 2 submitted for review and 1
approved.
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C. Contractor and Project Information
1. Underwater Dive Center, Inc.
42551 North Ridge Road
D. Project Status and Planning
The project is a one time purchase.
E. Funding
1. The project is funded 100% by the FY10 Port Security Grant
Program.
2. The schedule of payments is by invoice.
---------------
SUMMARY OF REQUESTED ACTION
Title: Office of Procurement and Diversity is requesting approval
of an award recommendation with
Vance Outdoors, Inc.
A. Scope of Work Summary
1. Office of Procurement and Diversity is requesting approval of an
award recommendation with Vance
Outdoors, Inc. for the cost of $38,300.00. This is a one-time
order.
2. The primary goals of the project are to have ammunition for the
Deputy Sheriffs to be used for
qualifications, training and issued for duty use.
B. Procurement
1. The procurement method for this project was a state contract
purchase. The total value of the
purchase is $38,300.00
2. N/A
3. The proposed state contract received an exemption on March 12,
2012. The approval is attached for
review.
1. Vance Outdoors, Inc.
2. The Owner/Vice President for the vendor is Doug Vance.
D. Project Status and Planning
The project reoccurs annually.
1. The project is funded 100% by the General Fund.
2. The schedule of payments is by invoice.
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---------------
SUMMARY OF REQUESTED ACTION
Title: Public Safety and Justice Services 2012 City of Strongsville
Exercise Reimbursement Agreement
FY08 UASI Grant
A. Scope of Work Summary
1. Public Safety and Justice Services requesting approval of an
agreement with the City of Strongsville for
the cost of $8,664.63. The start-end date of the agreement is
January 6, 2011 through August 15, 2011.
2. The primary goals of the project are:
Provide funding for First Responders to prepare for, prevent,
respond to and recover from natural and
man-made disasters. Provide funding for homeland security related
equipment, training, exercises. This
agreement reimburses the City of Strongsville for Overtime and
Backfill expenses associated with FEMA-
approved exercise.
B. Procurement
1. The procurement method for this project was the grant agreement
with OEMA. The County is
reimbursed by OEMA for all allowable expenses. The FEMA exercise
was an approved project.
2. The grant agreement will close on 6/30/2012.
C. Contractor and Project Information
1. City of Strongsville
16099 Foltz Parkway
Strongsville, Ohio 44149
Council District 5
2. The Mayor of the City of Solon is Thomas P. Perciak.
D. Project Status and Planning
1. The UASI grant is awarded yearly based on DHS receiving funding
from Congress and including
Cleveland/Cuyahoga County in the list of recipient Urban
Areas.
2. The reimbursed expenses for activities involved with the South
Park Mall Exercise.
E. Funding
1. The project is funded 100% by DHS through OEMA.
---------------
SUMMARY OF REQUESTED ACTION:
Title: Public Safety and Justice Services 2012 Southeast Area Law
Enforcement (SEALE) Equipment
Reimbursement Agreement FY09 UASI Grant
A. Scope of Work Summary
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1. Public Safety and Justice Services requesting approval of an
agreement with the SEALE for the not-to-
exceed cost of $1437.64. The start-end date of the agreement is
October 3, 2011 through March 30,
2012.
2. The primary goals of the project are:
Provide funding for First Responders to prepare for, prevent,
respond to and recover from natural and
man-made disasters. Provide funding for homeland security related
equipment, training, exercises. This
agreement reimburses the SEALE expenses associated with
OEMA-approved equipment purchase.
B. Procurement
1. The procurement method for this project was the grant agreement
with OEMA. The County is
reimbursed by OEMA for all allowable expenses. The FEMA training
was an approved project.
2. The grant agreement will close on 7.31.2012
C. Contractor and Project Information
1. Southeast Area Law Enforcement (SEALE)
165 Center Road
Bedford, Ohio 44146
Council District 9
2. The Director of SEALE is Chief Greg Duber, Bedford Police
D. Project Status and Planning
1. The UASI grant is awarded yearly based on DHS receiving funding
from Congress and including
Cleveland/Cuyahoga County in the list of recipient Urban
Areas.
2. The reimbursed expenses for equipment involve the final project
phase to equip each County-based
SWAT team with a CBRNE Response Vehicle for use during a natural or
man-made event.
E. Funding
1. The project is funded 100% by DHS through OEMA.
---------------
Title: Department of Public Safety and Justice Services
Witness/Victim Service Center, 2011-2012, Elsie
Day, Contract for consultant services in strategic planning and
implementation for Defending Childhood,
county-wide operation
A. Scope of Work Summary
1. Department of Public Safety and Justice Services Witness Victim
Service Center requesting approval of
a contract with Elsie Day for the anticipated cost not to exceed
$99,500.00. The anticipated
start/completion dates are November 1, 2011, through September 30,
2013.
2. The primary goals of the project are:
a. Prevention and reduction of impact of children's exposure to
violence in their homes, schools and
communities
b. Comprehensive system reform in community's response to childhood
exposure to violence of all types
and at all ages through prevention, intervention and
treatment.
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3. n/a
B. Procurement:
1. The procurement method for this contract was detailed in the
successful strategic plan submitted to
the US Department of Justice. Bidding requirement was exempt per
CPB2012-242.
2. n/a
3. The proposed contract received an RFP exemption per
CPB2012-242.
C. Contractor and Project Information
1. 15916 Aldersyde Drive
Shaker Heights, Ohio 44120
3. The project operates county-wide
D. Project Status and Planning
1. This is a two year project which is new to the County and
Nation.
2. n/a
3. The project is expedited due to parameters inherent in federal
funding supplied.
4. The project period has already begun. Delays were occasioned by
complications at the federal and
local levels in budget approval and contract processing.
5. n/a
E. Funding
1. The project is funded 100% by the United States Department of
Justice.
2. The schedule of payments is through reimbursement as detailed in
project award.
3. n/a
A. Scope of Work Summary
1. The City of Cleveland/Cuyahoga County Workforce Development is
requesting approval of an On-the-
Job Training Program grant with Roth International, LLC dba Terrell
Manufacturing, Inc. for the
anticipated cost of not more than $4,000.00. The anticipated
start-completion dates are 3/15/2012 to
9/15/2012.
2. The primary goals of the project are to hire and train one
trainee under an On-the-Job Training
Program. The employer will be reimbursed 50% of the wages paid for
the contract period.
3. The project is mandated by the ORC statute 307.86 (E):
Specifically allowable program to assist
employers in Workforce Investment Act.
B. Procurement
1. The OJT program is specifically authorized under the federal
Workforce Investment Act and is exempt
from competitive bidding requirements. The Department of Workforce
Development follows the
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guidelines established in the OJT policy which was approved by the
Workforce Investment Board. The
OJT policy is attached.
1.Roth International, LLC dba Terrell Manufacturing, Inc.
19444 Progress Drive Strongsville, OH 44149
Council District # 5
2. The Principal Owner is George P. Roth, Member
The employer is well established and has been in business for 60
years. The company is considered a job
shop, with 17 current employees. The job positions held at the
company include machinist, CNC
programmers, deburring, and schedulers. They will continue to work
with Employment Connection to
help fill needed vacancies. Once employed, positions are considered
permanent, and skills learned will
allow new hires to be skilled machinist.
D. Project Status and Planning
1. This is a new contract. However, the employer has previous
contracts with the department and the
evaluation is satisfactory.
2. The OJT Program has already begun. The reason for the delay in
this request is the contract
negotiations with the employer and the fact that the department has
to be responsive to the employer's
hiring needs.
E. Funding
1. The project is funded 100% by Federal Workforce Investment Act
(WIA) Funds.
2. The schedule of payments is by invoice received from the
employer on a monthly basis.
Exemption Requests
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Consent Agenda – Scheduled Consent Items
CPB2012-393
Department/Location Key:
CT: Central Services (Public Works)
JA: Cuyahoga County Public Safety and Justice Services
SA: Senior & Adult Svs.
WI: Workforce Developme nt
BE: Board of Elections CF: Children & Family Svs. DV:
Development JC: Juvenile Court
SE: Support Enforcement Agency
WT: Employmen t & Family Svs.
CA: Court of Appeals CL: Clerk of Courts EC: Early Childhood LLOO:
Law library
SM: Solid Waste District
MI: HIV/AIDS Services
CC-002: Human Resources
Direct Open Market Purchases (Purchases between $500.- $25,000
unless requiring assistance from Procurement & Diversity Dept -
see below)
Requisition # Purchase Order Date Description Dept/Loc Total
CE-12-23718 4/17/2012 Steer Tires #03-0031 CE / CE01 $996.98
CE-12-23634 4/5/2012 #601 Stone CE / CE01 $4,100.00 CR-12-23363
3/13/2012 Hamilton Pipetter CR / CR00 $5,600.00 CT-12-23727
4/18/2012 MOTOR FOR HVAC
UNIT FOR TITLE BUREAU
JAIL I
CT / CT01 $2,369.00
MONUMENT
CT / CT09 $838.50
WINDOW
PAPER
DV / DV01 $1,450.00
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IS-12-23688 4/12/2012 Microsoft Windows Server Enterprise
Edition with Software Assurance
IS / IS01 $7,323.53
IS / IS01 $10,271.00
VoIP Phone
IS / IS01 $13,885.22
IS / IS01 $21,378.75
ST-12-23659 4/9/2012 Boom Elbow #S-223 ST / ST01 $1,111.02
ST-12-23563 4/3/2012 Office Supplies ST / ST01 $646.38 CE-12-23676
4/11/2012 High Pressure Hose
#S-220 ST / ST01 $1,575.55
CE-12-23245 3/5/2012 HSTS Discharge ST / ST01 $11,500.00
CE-12-22370 12/16/2011 HSTS Discharge ST / ST01 $12,000.00
CE-11-21949 11/3/2011 HSTS Discharge ST / ST01 $11,500.00
TR-12-23660 4/9/2012 Tax Lien Sale - Certified Mailing
Tr $5,000.00
16-12 CF-12-23658 4/9/2012 Gift Cards CF /
CF01 $22,175.70 Item held
Open Market Purchases (Over $25,000 or requiring assistance from
Procurement & Diversity Dept) Source: BuySpeed Approval cue for
POs.
Purchase Order # Purchase Order Date Description Dept/Loc Total
1208485 4/19/2012 Legal News SH/SH01 $18,692.25
4/16/2012 2011-2012 Runway Deicer Fluid
CC010/OP D
4/13/2012 Advt Sludge Contract CE/CE01 $533.94 4/13/2012 Advt Cedar
Rd Eng Svc CE/CE01 $254.49 4/18/2012 Bus Passes CF/CF01 $2,720.00
4/17/2012 Microspectrophotomer-
Trace Evidence Dept CR/CR00 $262,855.00
4/13/2012 Legal ad for Environmental
Assessment RFQ
DV/DV01 $224.55
RFQ
DV/DV01 $598.80
EC/EC01 $309.38
HS/HS12 $324.35
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4/16/2012 MAY CAN VEGETABLES
4/16/2012 MAY TURKEY HAM SH/SHFS $6,652.50 4/16/2012 MAY MIXED
VEG.,
ETC. SH/SHFS $2,268.80
4/16/2012 MAY GROUND BEEF SH/SHFS $2,242.50 4/16/2012 MAY GROUND
BEEF SH/SHFS $2,250.00 4/16/2012 MAY TURKEY SH/SHFS $1,690.00
4/16/2012 MAY MILK SH/SHFS $18,876.00 4/16/2012 MAY SOUP SH/SHFS
$2,889.46 4/16/2012 MAY POT/MILK/OATS SH/SHFS $7,145.30 4/16/2012
MAY BREAD SH/SHFS $15,336.00 4/16/2012 MAY BEANS SH/SHFS
$2,207.80
4/16/2012 MAY BEANS SH/SHFS $1,896.00
4/16/2012 MAY BAGELS SH/SHFS $1,192.80 4/16/2012 MAY BEEF PATTIES
SH/SHFS $3,570.00 4/16/2012 MAY BEEF PATTIES SH/SHFS $3,300.00
4/16/2012 MAY FRESH
VEGETABLES SH/SHFS $17,506.50
4/16/2012 MAY CHICKEN SH/SHFS $3,705.00 1208420 4/16/2012 MAY
CHICKEN SH/SHFS $2,360.00
4/16/2012 MAY CHICKEN SH/SHFS $3,960.00
4/16/2012 MAY SAUSAGE SH/SHFS $8,539.00 4/16/2012 MAY SAUCE
&
DRESSINGS SH/SHFS $3,929.85
4/16/2012 MAY CRACKERS/CHIPS
SH/SHFS $1,932.40
4/16/2012 MAY SUGAR, FLOUR SH/SHFS $3,917.85 4/16/2012 MAY FISH
SH/SHFS $4,033.00 4/16/2012 MAY FRESH FRUIT SH/SHFS $19,393.00
4/16/2012 MAY FRANKS SH/SHFS $2,720.00 4/16/2012 MAY CAKE MIX
SH/SHFS $5,075.00 4/16/2012 MAY JELLY / SYRUP SH/SHFS $2,458.30
4/16/2012 MAY DONUTS SH/SHFS $3,747.06 4/16/2012 MAY BULK CEREAL
SH/SHFS $1,344.00 4/16/2012 MAY SPICES SH/SHFS $1,253.55 4/16/2012
MAY PASTA SH/SHFS $3,296.30 4/13/2012 Advt Sewer Project ST/ST01
$1,092.81 4/17/2012 Legal/Tax Rates TR/TR01 $15,906.00
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CPB2012-394
DV1280186 Emerson Improvement LLC $11,520.39 Formula HWAP
Weatherization Alternate Procurement
DV1280187 Central Heating Air Conditioning, Inc. $1,055.39 Formula
HWAP Weatherization Alternate Procurement
DV1280188 Berry Insulation Co. $2,840.44 Formula HWAP
Weatherization Alternate Procurement
DV1280189 Kilroy Home Insulation, Inc. $7,637.47 Formula HWAP
Weatherization Alternate Procurement
DV1280190 A-1 Energy Conservation Services LLC $2,000.00 Formula
HWAP Weatherization Alternate Procurement
DV1250101 Hakey Heating, Inc. $4,550.00 Federal CDBG Grant Rehab
Loan Ordinance
DV1250102 YK Brothers Construction $7,200.00 Federal CDBG Grant
Rehab Loan Ordinance
DV1250103 Brad Smith Roofing $8,698.00 Federal CDBG Grant Rehab
Loan Ordinance
DV1250104 C.B.Mullins Construction Company, Inc. $1,650.00 Federal
HOME Grant Rehab Loan Ordinance
DV1220103 Cuyahoga County Board of Health $900.00 Federal NSP II
Grant Rehab Loan Ordinance
DV1220104 Cuyahoga County Board of Health $675.00 Federal NSP I
Grant Rehab Loan Ordinance
$48,726.69
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