Action

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Action

BOARD OF EDUCATION OF HOWARD COUNTY MEETING AGENDA ITEM TITLE:

DATE:

Bids and Contracts

PRESENTER(S):

September 26, 2013

Douglas Pindell, Purchasing Director

OVERVIEW: Exhibit P-1

P-2

P-3

Description

Amount

DATA SUPPORT SERVICES AJACE Inc.

$90,000.00

COMMISSIONING AND ENVIRONMENTAL TESTING Commissioning Services Facility Dynamics Engineering Lutz Engineering Premier Energy Services, LLC Total Commissioning Services (estimate)

$566,000.00

Environmental Testing Aerosol Monitoring & Analysis, Inc. Aria Environmental, Inc. Froehling & Robertson, Inc. Total Environmental Testing (estimate) Total Award Amount (estimate)

$120,000.00 $686,000.00

INFLUENZA IMMUNIZATION PROGRAM TotalWellness

$38,000.00

Recommendation/Future Direction: It is recommended that the Board approve the bid award recommendations in the amounts listed. Approval/ Concurrence:

Approval/ Concurrence: Camille B. Jones Chief Operating Officer

Renee A. Foose, Ed.D. Superintendent

Douglas Pindell Purchasing Director

Susan C. Mascaro Chief of Staff

Submitted by:

BOE Meeting of September 26, 2013

Exhibit P-1 Action

REQUEST FOR PROPOSALS FOR DATA SUPPORT SERVICES RFP #012.14.B1 FACT SHEET 1. In February, 2013, the school system retained the services of a third party consultant to provide a comprehensive data analysis and evaluation of all the Howard County Public School System (HCPSS) various databases and data applications. One of the recommendations focused on the need to provide specific oversight of the databases and alignment with the Superintendent’s strategic plan. 2. An RFP was prepared and issued to solicit submittals from qualified information technology (IT) firms to provide the Office of Accountability a skilled Database/ Data Warehouse Report Developer to join the Data Management team. Under the direction of the Coordinator of Data Warehouse and Reporting, the individual works in synchronization with the Data Management team to understand the data needs of the organization in order to build and support a sustainable, scalable architecture. The proposed staff will maintain the production data infrastructure which will support state, federal and third party reporting, ad-hoc reporting, the business intelligence portal, and analytics for the organization. HCPSS reserves the right to decide when and if project assignments will be made and makes no commitment to a specific number of assignments or value of work. 3. Responses were received from the firms listed on page three. 4. An evaluation committee, chaired by Justin Benedict, evaluated the proposals based on the following criteria (see attachment for breakdown of criteria): Qualifications of the Firm Cost and Fees Qualifications of the Individuals Proposed

35% 30% 35%

5. Responses were received from the firms listed on page three. Firm AJACE Inc. Resourcesys Inc. 22nd Century Technologies, Inc. Aileron Consulting LLC Mansai Corporation Astra Infosys Inc. Tandem Conglomerate, LLC

Hourly Cost $79.00 $82.00 $90.00 $95.00 $122.00 to $128.00 $140.00 $117.00

6. The contract period will be for one year from the date of award. The contract may be renewed for two additional one-year terms, subject to satisfactory performance and appropriate funding.

BOE Meeting of September 26, 2013

Exhibit P-2 Action Page 2

7. It is recommended that the award be made to AJACE Inc. as the highest ranked firm for this project. The anticipated annual costs will be $90,000.00. 8. Funding for these services is located in the FY14 Operating Budget, Accountability and Continuous Improvement, Contracted Labor.

BOE Meeting of September 26, 2013

Exhibit P-1 Action Page 3

1.

22nd Century Technologies, Inc. 351 W Camden Street Baltimore, MD 21201 Eva Gaddis-McKnight 888.99-TSCTI

5.

Mansai Corporation 7335A Hanover Parkway Greenbelt, MD 20770 Aparna V. Iyer 301.441.1011

2.

Aileron Consulting LLC 2111 Wilson Boulevard, Ste 700 Arlington, VA 22201 Senthil Ramiah 703.869.8592

6.

Resourcesys Inc. 3215 Vanborine Place, Ste B Ellicott City, MD 21042 Anna Kolluri 410.715.2112

3.

AJACE Inc. 10432 Balls Ford Road, Ste 300 Manassas, VA 20109 Antony Johan 888.612.6260

7.

Tandem Conglomerate, LLC 22 W Jefferson Street Rockville, MD 20850 Robert Bowell 301.704.1741

4.

Astra Infosys Inc. 1 Research Court, Ste 450 Rockville, MD 20850 Raj Natarajan 301.789.2277

BOE Meeting of September 26, 2013

RFP #012.14.B1 Data Support Services Evaluation Criteria

Possess strong knowledge in data collection techniques Worked in a large enterprise data reporting system Possess strong knowledge in data retrieval techniques Must have built and supported sustainable and scalable reporting architectures Expertise in design, build and process reports including canned and adhoc types Ability to design and build reporting portal Ability to design and build web-based reporting portal Ability to design and build windows-based reporting portal Ability to build and work with operational data integration process Prior Experience in K-12 systems Ability to work with data auditing, data profiling and reporting solutions Ability to plan, research and analyze the existing reports Sets up and executes report programs Possess data mining and data correction capabilities Confers with end users in problem solving Ability to investigate and resolve reporting issues Expertise in writing complex stored procedure Expertise in writing SQL views, triggers and functions Experience in Oracle 11g or higher Experience in Crystal Reports 21 or higher Expertise in Microsoft SQL Server 2008 or higher Expertise in Microsoft SQL Server Reporting Services 2008 or higher

Exhibit P-1 Action Page 4

BOE Meeting of September 26, 2013

Expertise in Microsoft SQL Server Integration Services 2008 or higher Programming experience in Java Programming experience in VB.Net, ASP.Net, and C#.Net Programming experience in Share Point

Exhibit P-1 Action Page 5

BOE Meeting of September 26, 2013

Exhibit P-2 Action

COMMISSIONING AND ENVIRONMENTAL TESTING SERVICES RFP #070.13.B1 FACT SHEET 1. The Howard County Public School System (“HCPSS”) issued a Request for Proposal (“RFP”) to solicit submittals from qualified, professional independent contractors to provide commissioning and environmental testing for the school system. HCPSS desires to establish fixed price, indefinite quantity on-call contracts with multiple firms for services identified on an as-needed basis. Proposals were received from 14 firms expressing an interest in providing the services listed in the solicitation documents. The solicitation was posted on the Howard County Public School System web site and on ebidmarketplace.com as required by the state of Maryland. 2. Proposals were received from the firms listed on page 2. 3. The Request for Proposal establishes “on call” contracts with qualified firms in two separate professional areas. • Commissioning Services: firms provide assistance from the design phase, during construction and closeout of building HVAC operating systems to ensure optimal performance and efficiency and compliance with the specifications. • Environmental Testing: firms provide environmental testing including asbestos testing services of new materials used in construction in accordance with EPA standards. 4.

The proposals were evaluated on the basis of qualifications of the firm (20%), qualifications of the staff (30%) and analytical approach, work plan and cost (50%). Commissioning services rates were based on specific work classifications and the environmental fees were based on various testing required.

5.

The contract period will be for one year from the date of award with the school system’s option to renew for five additional one-year terms, subject to satisfactory performance and appropriate funding. The estimated value of the commissioning services will not exceed $566,000.00 and value of the environmental testing will not exceed $120,000.00.

6.

It is recommended that staff be authorized to conclude contract negotiations for awards with the following firms based upon the top three highest ranked proposals: Firm Name Lutz Engineering Premier Energy Services, LLC Facility Dynamics Engineering Aria Environmental, Inc. Froehling & Robertson, Inc. Aerosol Monitoring & Analysis, Inc.

7.

Service Type Commissioning Env. Testing Yes Yes Yes Yes Yes Yes

Funding for these services is located in the FY14 Capital or Operating Budget as specified.

BOE Meeting of September 26, 2013

Exhibit P-2 Action

Page 2

1.

Aerosol Monitoring & Analysis, Inc. 1331-A Ashton Road Hanover, MD 21076 Todd M. Woerner 410.684.3327

2.

Aria Environmental, Inc. PO Box 286 Woodbine, MD 21797 Daniel Twilley 410.549.5774

3.

Brinjac Engineering, Inc. 8618 Westwood Center Drive, Ste 305 Vienna, VA 22182 John Brinjac 703.388.2413

4.

Facility Dynamics Engineering 6760 Alexander Bell Drive, Ste 200 Columbia, MD 21046 Jay Santos 410.290.0900

5.

Foreman Building Commissioning 154 N Market Street, Ste 203B Frederick, MD 21701 Phillip Foreman 301.662.9020

6

Froehling & Robertson, Inc. 10626 York Road, Suites C-D Cockeysville, MD 21030 Tim Simon 410.825.4131

7.

Gannett Fleming, Inc. Rutherford Plaza Building, Ste 300 7133 Rutherford Road Baltimore, MD 21244-2718 Stephen Gerlach 443.348.2017

8.

Horizon Engineering Associates LLP 650 South Exeter Street, Ste 1090 Baltimore, MD 21202 Michael Wisler 443.552.4857

9.

Lutz Engineering 3324 Hermitage Road Wilmington, DE 19810 Robert Lutz 302.479.9017

10.

Premier Energy Services, LLC 10630 Little Patuxent Parkway, Ste 313 Columbia, MD 21044 Francisco Valentine 410.730.4403

11.

Reynolds Consulting Engineers 101 Log Canoe Circle, Ste G Stevensville, MD 21666 James Horst 443.249.3181

12.

RMF Engineering 5520 Research Park Drive, Ste 300 Baltimore, MD 21228 Kenneth Hahn 410.576.0505

13.

Setty & Associates, LTD 3040 Williams Drive, Ste 600 Fairfax, VA 22031-4618 Boggarm Setty 703.691.2115

14.

Whitman, Requardt & Associates, LLP 801 South Caroline Street Baltimore, MD 21231 David McCormick 410.235.3450

BOE Meeting of September 26, 2013

Exhibit P-3 Action

INFLUENZA IMMUNIZATION PROGRAM FACT SHEET

1.

The school system desires to offer employees and individuals working directly with students the opportunity to receive the influenza “flu” vaccine as part of the Commit To Be Fit Wellness Program.

2.

Proposals were solicited from qualified firms as follows. Participation in the program is anticipated to be between 1,700-1,900 persons.

Firm TotalWellness 9320 H Court Omaha, NE 68127

Cost per Vaccine

$20.00

Affiliated Physicians 18 East 48th St. New York, NY 10017

$26.00

Midland Health Testing Services 12855 Lisbon Road Brookfield, WI 53005

$23.00

Passport Health Medical Arts Building 11085 Little Patuxent Parkway Columbia, MD 21044

$24.00

3. Under the direction of the Benefits Office, the services will include 4-5 scheduled flu vaccine clinics at various school locations throughout the county staffed by qualified nurses to administer the vaccine. 4. It is recommended that the Board approve TotalWellness to be the vendor to administer the flu vaccine for an anticipated amount of $38,000.00. 5. The approved Board Policy 4050 Procurement of Materials, Supplies, Equipment and Services states: “When it is not practical to obtain competitive bids...purchases may be made without competitive bidding with the approval of the Board as appropriate.” 6. Funding is located in the FY14 Operating Budget, Health and Dental Fund.