04232012 contracts and purchasing board calendar

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.
change)
prospective new hires at the Sheriff’s Office.
2. Estimated Dollar Value and Funding Source(s)
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.
n/a
n/a
fulfilling the County’s need that would be incurred if
n/a
7. Describe what future plans, if any, the County can
take to permit competition before any subsequent
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.
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)
month.
Federal : 70%
State: 8%
Procurement Method
Apri12012 that it be allowed an exemption while it works
on getting a Contract approved by Council.
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.
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
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.
____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
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
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
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
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.
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.
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
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.
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-.
__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
n/a
7. Describe what future plans, if any, the County can take to permit competition before any subsequent
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.
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.
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.
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5. What ultimately lead you to this product or service? Why was the recommended vendor selected?
See Above
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.
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.
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.
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.
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.
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
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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.
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.
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.
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
scope change)
(2) Windows Server Enterprise 2008
Total amount will not exceed $38,616.72.
The ISC will give multiple vendors an opportunity to bid even if the product is on state term.
MNJ was also evaluated.
ISC had requested server licenses and DELL/ASAP met our requirements also was the lowest bid.
Competitive bidding was applied in this request.
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Receive more quotes from different vendors.
_X___Approve
____Disapprove
____Hold
CPB2012-371 Information Services Center Vendor: Sprint Solutions, Inc.
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
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.
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.
Bids were only accepted from TSR System vendors.
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
N/A - this is an amendment - CFS needs the additional service for their caseworker in the field, they
need the service ASAP.
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.
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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
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:
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American Building and Kitchen Products Inc.
6406 Chase Drive
Mentor, Ohio 44060
Council District (N/A)
Shafik
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.
Title: Department of Development 2012 MAE Construction LLC Contract Lead Remediation Case 157
McKenzie at 20600 Tracy Avenue Euclid RQ# 23413
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.
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.
---------------
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
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
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
---------------
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.
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.
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
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.
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.
---------------
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.
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.
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
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
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.
---------------
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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1. Underwater Dive Center, Inc.
42551 North Ridge Road
The project is a one time purchase.
E. Funding
1. The project is funded 100% by the FY10 Port Security Grant Program.
---------------
Title: Office of Procurement and Diversity is requesting approval of an award recommendation with
Vance Outdoors, Inc.
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.
The project reoccurs annually.
1. The project is funded 100% by the General Fund.
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---------------
Title: Public Safety and Justice Services 2012 City of Strongsville Exercise Reimbursement Agreement
FY08 UASI Grant
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.
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.
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.
---------------
Title: Public Safety and Justice Services 2012 Southeast Area Law Enforcement (SEALE) Equipment
Reimbursement Agreement FY09 UASI Grant
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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.
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
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
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
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.
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.
1. 15916 Aldersyde Drive
Shaker Heights, Ohio 44120
3. The project operates county-wide
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
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.
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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04232012 contracts and purchasing board calendar

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