title bids and contracts date august 20, 2019...pc-13 amendment to extend dental benefits provider...

BOARD OF EDUCATION OF HOWARD COUNTY

MEETING AGENDA ITEM

TITLE: Bids and Contracts DATE: August 20, 2019

PRESENTER(S): Douglas Pindell, Purchasing Director

Strategic Call to Action Alignment: Operations and practices are responsive, transparent, fiscally responsible and

accountable, with students at the heart of all decisions.

OVERVIEW:

Exhibit Description Amount

PC-03 ALTERNATIVE TRANSPORTATION SERVICE

FOR SELECT STUDENTS

Riverside Transportation

Freedom Taxi Cab, LLC

TOTAL AWARD AMOUNT $300,000.00

PC-04 ASBESTOS ABATEMENT SERVICES

Asbestos Specialists, Inc.

Sandow Construction, Inc.


PC-05 STUDENT TRANSPORTATION CONTRACT

REASSSIGNMENT/TRANSFER

Bowen’s Bus Service, Inc. $172,454.40

PC-06 WORKERS’ COMPENSATION EXCESS INSURANCE

Safety National $159,321.00

Continued on next page

PC-Competitive solicitations issued by the Procurement Office.

PR-Piggyback recommendations as allowed by law and policy.

RECOMMENDATION/FUTURE DIRECTION:

It is recommended that the Board approve the bid award recommendations in the amounts listed.

SUBMITTED BY: APPROVAL/CONCURRENCE:

Douglas Pindell

Purchasing Director

Michael J. Martirano, Ed.D.

Superintendent

Karalee Turner-Little Deputy Superintendent

Scott W. Washington

Acting Chief Operating Officer

ACTION

Purchasing Bid Recommendations

PC-07 ARCHITECT SELECTION FOR THE FOREST RIDGE ELEMENTARY SCHOOL SECURE VESTIBULE RENOVATION

GWWO. Inc. $102,966.00

PC-08 CONSTRUCTION MANAGER SELECTION FOR THE FOREST

RIDGE ELEMENTARY SCHOOL SECURE VESTIBULE RENOVATION

Dustin Construction, Inc. $114,787.00

PC-09 ARCHITECT SELECTION FOR THE GLENWOOD MIDDLE

SCHOOL ENVELOPE

Hord Coplan Macht, Inc. $91,800.00

PC-10 CONSTRUCTION MANAGER SELECTION FOR THE GLENWOOD

MIDDLE SCHOOL ENVELOPE

Oak Contracting, LLC $370,890.00

PC-11 ARCHITECT SELECTION FOR THE LONG REACH HIGH

SCHOOL ENVELOPE

Hord Coplan Macht, Inc. $220,025.00

PC-12 CONSTRUCTION MANAGER SELECTION FOR THE LONG

REACH HIGH SCHOOL ENVELOPE

Oak Contracting, LLC $1,609,388.00

PC-13 AMENDMENT TO EXTEND DENTAL BENEFITS PROVIDER

Delta Dental

Cigna

PC-14 AMENDMENT TO EXTEND VISION BENEFITS PROVIDER

VSP

PC-15 AMENDMENT TO EXTEND STUDENT INFORMATION SYSTEM

Edupoint Educational Systems, Inc. $310,792.00

PC-16 EMERGENCY PLAN DEVELOPMENT SERVICES

University of Maryland Center for Health and Homeland Security $126,121.00

PC-17 MOVING WAREHOUSE PALLET RACK & SHELVING SYSTEM

Allen & Son Moving and Storage, LLC $45,000.00

PC-18 ADAPTIVE ELEMENTARY MATHEMATICS SOFTWARE SOLUTION

Dreambox Learning $80,600.00

PC-19 VISITOR MANAGEMENT SOLUTION

Neopost USA Inc. $190,800.00

Purchasing Bid Recommendations

PR-05 ONLINE DIGITAL CONTENT PRODUCTS

ABC-CLIO

Britannica

Capstone

Gale

Noodletools

ProQuest

TeachingBooks

Tumbleweed Press


PR-06 WATER TREATMENT SERVICES

Water Pro, Inc. $75,000.00

PR-07 HVAC REFRIGERATION EQUIPMENT AND PARTS


PR-08 MICROSOFT PREMIER SUPPORT SERVICES

Microsoft Premier Support Services $102,220.00

Airco Supply, Inc. Chesapeake Systems, LLC

Applied Industrial Technologies, Inc. H.M. Sweeney Company

Boland Trane, Inc. Havtech Parts Division, LLC

Capital Compressor, Inc. United Refrigeration, Inc.

Capp, Inc.

BOE Meeting of August 20, 2019 Exhibit PC-03

Action

ALTERNATIVE TRANSPORTATION SERVICE

FOR SELECT STUDENTS

Bid #019.19.B3

Fact Sheet

1. Bid responses were received from four (4) of the thirty-six (36) companies who were issued a

notification of the bid. Four (4) companies submitted pricing. The bid was posted on the Purchasing

web page and eMaryland Marketplace as required by the State of Maryland.

2. The bid tabulation is attached.

3. The bid establishes a contract with multiple contractors to provide alternative student transportation

services for select students as required by the Howard County Public School System (HCPSS) in

accordance with the bid documents. The bid documents included specific transportation requirements

including, but not limited to, licensing and background checks. The school system currently does not

have a contract in place for this type of service.

4. Alternative student transportation service is based on the need of students to be transported from

various residential, group or individual homes to schools in the Howard County Public School

System and surrounding counties. Transportation services may be required at any one HCPSS facility,

or at multiple facilities, at any given time. Only one contractor will be selected for each trip. Duration

of services will vary depending on support needed for each individual student.

5. The bid documents allow for an award to one or more contractors. It is recommended that the award

be made to Riverside Transportation and Freedom Taxi Cab, LLC. The total contract value is

anticipated to be approximately $300,000.00 annually.

6. The contract period shall be for one year from the date of award and is renewable for five additional

one-year periods at the sole option of HCPSS subject to satisfactory performance and available

funding.

7. Funding is located in the FY20 Operating Budget under multiple programs to include Student

Transportation, Program #6801, subject to appropriate funding.

Bid #019.19.B3 Exibit PC-03

Alternative Transportation Service Action

for Select Students

HopSkipDrive, Inc.Riverside

TransportationZum Services, Inc. Freedom Taxicab, LLC

Rate Per Mile

$26.00 base per mile +

$2.50 per mile $3.50

Base Price $23.00 (0-1 mile) $2.20

per additional mile to Base Sedan

(up to 3 passengers)

$4.95

Attendant Rate Per Mile $0$5.00

$25.00 per Attendent/per Hour, 2

hour minimum$4.95


Action

ASBESTOS ABATEMENT SERVICES

Bid #067.19.B3

Fact Sheet

1. Bid responses were received from seven (7) of the thirty-two (32) companies to which invitations to submit

bids were sent. Seven (7) companies submitted prices. The bid was also posted on eMaryland Marketplace

as required by the State of Maryland.

2. See attached Bid Tab.

3. The bid establishes a contract with multiple asbestos abatement firms to establish a fixed price indefinite

quantity contract. Asbestos abatement projects will be conducted in various schools throughout the school

system during spring, summer, and winter breaks. The school system will alternate contractors for each

project as defined in the contract documents. Approximately 90% of abatement performed in the school

system is of the floor tile type.

4. The contract period shall be for one year from date of award and is renewable for five additional one-year

periods at the sole option of the Howard County Public School System subject to satisfactory performance

and available funding.

5. It is recommended that the awards be made to Asbestos Specialists, Inc., and Sandow Construction, Inc.

The total contract value, is anticipated to be less than $25,00.00 annually due to the minimum amount of

asbestos that may be located in school system facilities.

6. Funding is located in the FY20 Operating Budget, Repair of Buildings, Other Contracted Services,

Program #7402

Bid #067.19.B3

Asbestos Abatement Services

Bid Tab

Regular Rate Premium Rate Regular Rate Premium Rate Regular Rate Premium Rate Regular Rate Premium Rate

Floor tile and associated mastic < 500 sq. ft. $6.00 $6.75 $5.00 $5.50 $8.00 $10.00 $4.00 $4.25

Floor tile and associated mastic > 500 sq. ft. $4.75 $5.50 $4.00 $4.50 $6.00 $8.00 $3.50 $3.75

Carpet over floor tile, floor tile and associated mastics < 500 sq. ft. $6.25 $7.00 $6.00 $6.75 $9.00 $11.00 $4.50 $4.75

Carpet over floor tile, floor tile and associated mastics > 500 sq. ft. $5.00 $5.75 $5.00 $5.50 $7.00 $9.00 $4.00 $4.25

Floor tile over floor tile and associated mastics < 500 sq. ft. $6.50 $7.25 $6.50 $7.00 $9.00 $11.00 $4.25 $4.50

Floor tile over floor tile and associated mastics > 500 sq. ft. $6.25 $7.00 $6.00 $6.75 $8.00 $10.00 $4.00 $4.25

Sheet flooring (vinyl, linoleum, etc.) associated underlayment

and mastics < 500 sq. ft. $6.00 $6.75 $7.00 $7.50 $12.00 $14.00 $5.00 $5.25


and mastics > 500 sq. ft. $5.00 $5.75 $6.50 $7.00 $10.00 $12.00 $4.00 $4.25

Time and material man/hour $54.00 $70.00 $36.00 $43.00 $85.00 $115.00 $48.00 $58.00

Regular Rate Premium Rate Regular Rate Premium Rate Regular Rate Premium Rate

Floor tile and associated mastic < 500 sq. ft. $6.00 $7.00 $10.42 $12.86 $9.35 $12.50

Floor tile and associated mastic > 500 sq. ft. $6.00 $7.00 $10.82 $14.18 $4.25 $8.00

Carpet over floor tile, floor tile and associated mastics < 500 sq. ft. $7.00 $8.00 $14.12 $18.99 $9.50 $12.75

Carpet over floor tile, floor tile and associated mastics > 500 sq. ft. $7.00 $8.00 $15.74 $20.23 $5.00 $8.00

Floor tile over floor tile and associated mastics < 500 sq. ft. $6.50 $7.50 $14.14 $18.99 $9.50 $12.50

Floor tile over floor tile and associated mastics > 500 sq. ft. $6.50 $7.50 $15.74 $20.23 $5.00 $12.75


and mastics < 500 sq. ft. $7.00 $8.00 $10.42 $12.86 $9.00 $12.50


and mastics > 500 sq. ft. $7.00 $8.00 $10.82 $14.18 $4.25 $8.00

Time and material man/hour $50.00 $68.00 $102.00 $120.22 $40.00 $58.00

Exhibit PC-04

Action

Asbestos Specialists, Inc.Sandow Construction,

Inc.

Maryland Cleaning &

Abatement

Total Environmental

Concepts, Inc.Goel Services

Retro Environmental, Inc. Barco Enterprises, Inc.


Action

STUDENT TRANSPORTATION

CONTRACT REASSSIGNMENT/TRANSFER

Fact Sheet

1. During the term of a bus contract, when a contractor makes the decision to no longer continue to

operate their bus route, the contractor has the ability to transfer their contract for that route to another

bus contractor currently working in the school system.

2. When this event occurs, it is considered a contract assignment where all the rights, duties, obligations

and contract terms and conditions are transferred from one contractor to another. These are business

transactions arranged by the contractors and do not involve the school system.

3. The bus bid process and resulting contract include a provision for the assignment of the contract to

another qualified contractor. For school system contracts, the request to assign a contract is subject to

the approval of the Board of Education. The terms and conditions set forth the requirements that

must be met or factors that are considered prior to the assignment to include:

All requests for transfers will be evaluated by the HCPSS to the best qualified legal entity in

accordance with Policy 4050 Procurement of Goods and/or Services and Policy 5220 School Bus

Contractors and Personnel. Additional factors may include:

1. Experience

2. Satisfactory past and present performance

3. Criminal background investigations

4. Personal and professional references

5. Motor Vehicle Administration record(s)

6. State of Maryland Administration and the Howard County Public School

System (HCPSS) school bus inspection records

7. Garage location

8. Appropriate financial information

9. Personnel

10. Equipment

4. The Board of Education approved the recommendation to award to Charles Coles Jr. the following

three routes:

R0949 (Bid Solicitation # 022.13.B3)

July 1, 2013 - Initial Contract Start Date

June 30, 2025 - Contract Expiration Date

Contract Award Amount: $57,420.00









5. Charles Coles Jr. is requesting the transfer and Bowen’s Bus Service, Inc. has agreed to the transfer

under the terms and conditions of the contract. The total annual value of the contracts being

transferred is $172,454.40.


Action

6. One of the major benefits of accepting an assignment is the ability to “lock in” the prior rate structure

with no risk. By rebidding, there is an increased risk that the rate structure will not be as favorable.

The contract performance by Bowen’s Bus Services, Inc. is satisfactory.

7. Therefore, it is recommended that the Board of Education approve the contract to be transferred to

Bowen’s Bus Service, Inc. at the same rates, terms and conditions as awarded. Original contract

pricing is subject to change over the life of the contract due to changes in fuel costs and adjustments

made to routes to serve the school population.

8. Funding is located in the FY20 Operating Budget, Student Transportation, Program #6801.


Action

WORKERS’ COMPENSATION EXCESS INSURANCE

Fact Sheet

1. Howard County Public School System self insures its worker’s compensation program. The program,

administered by the Office of Staff Relations, provides centralized medical treatment, incident

investigation, coordination of applicable benefits, and compliance with the state worker’s compensation

law and federal regulations.

2. The State of Maryland Workers’ Compensation Commission requires employers to obtain specific

excess insurance from an A-rated or above insurer. The carrier must be admitted in Maryland and

requires Maryland Workers’ Compensation endorsements in the policy for Cancellation Notice and

Bankruptcy/Insolvency. Maryland Workers’ Compensation Commission approved the school system’s

self-insured retention level of $600,000.00.

3. The Board of Education has under contract RCM&D to provide support and the administrative services

required.

4. As broker for the school system, RCM&D sought proposals from insurance carriers in 2017 to provide

excess workers’ compensation insurance with various deductible levels and associated premiums.

Responses were received from seven firms as noted below. Three firms provided pricing.

Provider Deductible Rate per $100 Annual Premium

Safety National $600,000 $.0277 $151,373

Midwest $600,000 $.0351 $191,812

Midlands $600,000 $.0411 $224,600

State National No pricing submitted

Star Insurance Could not satisfy minimum carrier rating

Arch No pricing submitted

NY Marine No pricing submitted (expressed no interest)

5. RCM&D has reported that the market has hardened and Safety National has kept their renewal rates flat

for the Howard County Public School System. The rates will remain at $.0277 per $100.00 of payroll for

the next two years making the premium $159,321.00 per year, subject to adjustments in final payroll

data.

6. It is recommended that the Board of Education approve the renewal for this coverage with Safety

National with the deductible at $600,000.00 making the premium $159,321.00 per year. The period of

coverage will be two years beginning July 1, 2019 and ending June 30, 2021.

7. Funding shall be provided in the FY20 Operating Budget, Restricted Funds, Workers’ Compensation

Fund, Program #9716.


Action

ARCHITECT SELECTION FOR THE FOREST RIDGE

ELEMENTARY SCHOOL SECURE VESTIBULE RENOVATION

Fact Sheet

1. On October 23, 2014, in conformance with Board Policy #6030 for the selection of architects, the

Board of Education (BOE) approved the following list of firms:

GWWO, Inc.

Grimm and Parker

Hord, Coplan, Macht, Inc.

Smolen Emr Ilkovitch Architects

TCA Architects

Stantec Architecture, Inc.

2. The Office of School Construction has been tasked with the renovation of the Forest Ridge

Elementary School vestibule.

3. It is recommended that the BOE accept the proposal from GWWO, Inc. to provide full architectural

services for the Forest Ridge Elementary School Vestibule renovation project.

4. The proposal base fee price of $99,966.00 and reimbursable expenses of $3,000.00 for a total of

$102,966.00 is considered fair and reasonable. Performance by this firm on their last project was

satisfactory. The project was completed on time and on budget.

5. Funding for this project is located in the Capital Budget FY19 Systemic Renovations 0980.

BOE Meeting August 20, 2019 Exhibit PC-08

Action

CONSTRUCTION MANAGER SELECTION FOR THE

FOREST RIDGE ELEMENTARY SCHOOL SECURE VESTIBULE RENOVATION

Fact Sheet

1. On September 11, 2014, in conformance with Board Policy #6030 for the selection of construction

managers, the Board of Education (BOE) approved the following list of firms:

Dustin Construction, Inc.

J. Vinton Schafer & Sons, Inc.

Hess Construction + Engineering Services, Inc.

Lend Lease, Inc.

MBP

Oak Contracting, LLC

2. Dustin Construction, Inc. has submitted a proposal to provide the required Construction Management

Agency Services for the Forest Ridge Elementary School Secure Vestibule Renovation project. The

base proposal of $80,487.00 and reimbursable expenses of $34,300.00 for a total of $114,787.00 is

considered fair and reasonable. Performance by this firm on their last project was satisfactory. The

project was completed on time and on budget.

3. It is recommended that the Board of Education accept the price proposal from Dustin Construction,

Inc. to provide the construction management and related construction services for the Forest Ridge

Elementary School Secure Vestibule Renovation project for a total of $114,787.00.

4. Funding for this project is located in the Capital Budget FY19 Systemic Renovations 0980.


Action

ARCHITECT SELECTION FOR THE

GLENWOOD MIDDLE SCHOOL ENVELOPE

Fact Sheet



GWWO, Inc.

Grimm and Parker



TCA Architects


2. The Office of School Construction has been tasked with the repair of the Glenwood Middle School

envelope. A building’s envelope in simplistic terms is the physical separator between the conditioned

and unconditioned environment of a building. The integrity of a building’s envelope is its ability to

keep exterior elements (air, water, extreme temperatures, light and noise) from transferring to the

interior space.

3. It is recommended that the BOE accept the Hord Coplan Macht, Inc. proposal to provide full

architectural services for the Glenwood Middle School envelope.




5. Funding for this project is located in the Capital Budget Systemic Renovations FY19 Forward 1044.


Action


GLENWOOD MIDDLE SCHOOL ENVELOPE

Fact Sheet






Lend Lease, Inc.

MBP


2. The Office of School Construction has been tasked with the repair of the Glenwood Middle School




interior space.

3. Oak Contracting, LLC has submitted a proposal to provide the required Construction Management

Agency Services for the Glenwood Middle School Envelope project. The base proposal of

$322,590.00 and reimbursable expenses of $48,300.00 for a total of $370,890.00 is considered fair

and reasonable. Performance by this firm on their last project was satisfactory. The project was

completed on time and on budget. Oak Contracting, LLC has the capacity to serve as the Construction

Manager for both the Long Reach High School and Glenwood Middle School Envelope projects.

4. It is recommended that the BOE accept the price proposal from Oak Contracting, LLC to provide the

construction management and related construction services for the Glenwood Middle School

Envelope project for a total of $370,890.00.

5. Funding for this project is located in the Capital Budget, Systemic Renovations FY19 Forward 1044.


Action

ARCHITECT SELECTION FOR THE

LONG REACH HIGH SCHOOL ENVELOPE

Fact Sheet



GWWO, Inc.

Grimm and Parker



TCA Architects


2. The Office of School Construction has been tasked with the repair of the Long Reach High School




interior space.

3. It is recommended that the BOE accept the Hord Coplan Macht, Inc. proposal to provide full

architectural services for the Long Reach High School envelope repair.






Action


LONG REACH HIGH SCHOOL ENVELOPE

Fact Sheet






Lend Lease, Inc.

MBP


2. The Office of School Construction has been tasked with the repair of the Long Reach High School


and unconditioned environment of a building. The integrity of a buildings envelope is its ability to


interior space.

3. Oak Contracting, LLC has submitted a proposal to provide the required Construction Management

Agency Services for the Long Reach High School Envelope project. The base proposal of

$1,368,768.00 and reimbursable expenses of $240,620.00 for a total of $1,609,388.00 is considered

fair and reasonable. Performance by this firm on their last project was satisfactory. The project was

completed on time and on budget. Oak Contracting has the capacity to serve as the Construction

Manager for both the Long Reach and Glenwood School Envelope projects.

4. It is recommended that the BOE accept the price proposal from Oak Contracting, LLC to provide the

construction management and related construction services for the Long Reach High School

Envelope project for a total of $1,609,388.00.



Action

AMENDMENT TO EXTEND

DENTAL BENEFITS PROVIDER

RFP #050.11.B1

Fact Sheet

1. On June 9, 2011, the Board of Education (BOE) awarded a contract to Delta Dental and Cigna as the

providers of dental care services to the staff and retirees of the Howard County Public School System

(HCPSS).

2. HCPSS offers employees and retirees a self-insured group dental plan (Delta Dental) and a fully insured

Dental HMO Plan (Cigna). The plans are fully paid for through employee and retiree contributions. The

BOE manages the payments of claims and administrative fees to the benefits providers. Approximately

7,300 employees and retirees participate in Delta Dental and approximately 930 employees and retirees

participate in the Cigna DHMO.

3. The BOE awarded a competitive solicitation for the dental care program to begin January 2012 for a total

of eight (8) renewable periods with the services ending on January 2020.

4. With concurrence of the HPCSS Benefits Advisory Committee and Kelly Associates, the school system’s

benefits consultant, the school system intends to issue new Request for Proposals for all health benefit

services beginning in January 2021. This would involve extending the current agreement with Delta

Dental and Cigna for an additional one-year term, to December 2020.

5. Both Delta Dental and Cigna have confirmed that the current pricing plans and fees will remain fixed for

the additional one-year term. The administrative fees for the self-funded Delta Dental plan will be $2.73

per employee. The administrative fee is included in the rate for the fully insured Cigna DHMO. The

current rate for an employee with individual coverage is $7.00 per pay over 20 pay periods.

6. It is recommended that the BOE approve a contract extension under the existing terms and conditions for an

additional one-year term with both Delta Dental and Cigna. The performance and services provided by Delta

Dental and Cigna are satisfactory.

7. Funding is located in the Operating Budget, Internal Service Fund, Health Fund, Program #9715.


Action

AMENDMENT TO EXTEND

VISION BENEFITS PROVIDER

RFP #050.11.B1

Fact Sheet

1. On June 9, 2011, the Board of Education (BOE) awarded a contract to VSP as the provider of vision care

services to the staff and retirees of the Howard County Public School System (HCPSS).

2. HCPSS offers employees and retirees a self-insured group vision plan whereby staff may participate in

the managed vision plan. The plan is fully funded by employee and retiree contributions with the BOE

facilitating the payment of the claims and administrative fees. Approximately 5,700 employees and

retirees participate in the vision program.

3. The BOE awarded a competitive solicitation for the vision program to begin January 2012 for a total of

eight (8) renewable periods with the services ending on January 2020.

4. With concurrence of the HPCSS Benefits Advisory Committee and Kelly Associates, the school system’s

benefits consultant, the school system intends to issue new Request for Proposals for all health benefit

services beginning in January 2021. This would involve extending the current agreement with VSP for an

additional one year term to December 2020.

5. VSP has confirmed that the current pricing plans and fees will remain fixed for the additional one-year

term. The administrative fees will be $.87 per employee.

6. It is recommended that the BOE approve a contract extension with VSP under the existing terms and

conditions for an additional one-year term. The performance and services provided by VSP are satisfactory.

7. Funding is located in the Operating Budget, Internal Service Fund, Health Fund, Program #9715.


Action

AMENDMENT TO EXTEND

STUDENT INFORMATION SYSTEM

CONTRACT #039.14.B1

Fact Sheet

1. The Student Information System (SIS) manages the Howard County Public School System’s student

registration, grade recording and reporting, attendance, scheduling, summer school, Home Hospital,

Innovative Pathways and JumpStart program functions. The SIS generates and provides data necessary for

state and federal reporting, is the system of record for student data across many programs, and integrates with

several systems such as Food and Nutrition, Tienet, Canvas, and Naviance.

2. The Board of Education (the Board) awarded a competitive solicitation for a Student Information System that

included a perpetual software license, implementation, professional services, training, and

maintenance to Edupoint Educational Systems, Inc. in September 2014.

3. The current contract term is for a period of five years, subject to annual appropriation of funding and

satisfactory performance. The contract is scheduled to end September 4, 2019.

4. Edupoint Educational Systems, Inc. has provided continual enhancements and other upgrades to their system

over the past five years and will continue to do so over the course of the next contract term. Some examples

include improved usability and navigation enhancements to TeacherVue and ParentVue. Senior staff from the

Division of School Management and Instructional Leadership, the Division of Academics, Research and

Program Evaluation, and school staff have expressed their support for continued use of the software system.

5. The offices of the General Counsel and Data Privacy have reviewed and approved the agreement.

6. It is requested and recommended that the Board approve a contract extension with Edupoint Educational

Systems, Inc. under the existing terms and conditions for an additional five-year term, subject to annual

appropriation of funding and satisfactory performance. Annual maintenance costs are as follows:

Item FY20** FY21 FY22 FY23 FY24 Total Projected Annual Renewal $ 310,792 $ 387,577 $ 397,265 $ 407,199 $417,377

** A cost proration will be applied as the contract dates are aligned with the other enterprise application

systems.

7. Funding is located in the Operating Budget, Enterprise Applications, Program #0503. 


Action

EMERGENCY PLAN DEVELOPMENT SERVICES

Fact Sheet

1. The Office of Safety and Security is developing coordinated comprehensive emergency response plans

for the schools and offices of the Howard County Public School System.

2. The Office of Safety and Security desires the services of knowledgeable and experienced firms to

provide the guidance and strategic direction regarding the following items:

a) Develop, coordinate, and implement plans that support the school system’s emergency

management program.

b) Provide guidance on the strategic direction of planning efforts included, but not limited to:

industry best practices, Presidential Policy Directive / PPD-8, National Preparedness, Federal

Emergency Management Agency (FEMA) Comprehensive Preparedness Guides (GPG), and any

other guidance from the Department of Homeland Security (DHS).

c) Support operations of the Emergency Operations Center as needed.

d) Perform other duties as necessary to support the Office of Safety and Security.

3. The University of Maryland Center for Health & Homeland Security submitted a proposal to provide the

necessary services, expertise and resources to satisfy the desired outcomes. The total cost for the services

will be $126,121.00.

4. The term of the agreement will be for one year ending on June 30, 2020.

5. It is recommended that the Board of Education approve the proposal and contract with the University of

Maryland Center for Health and Homeland Security for the total amount of $126,121.00.

6. Funding shall be provided in the FY20 Operating Budget, Office of Safety and Security, from the

Maryland Center for Safe Schools Grant, MD Safe Schools, Program #7401.


Action

MOVING WAREHOUSE PALLET RACK

& SHELVING SYSTEM

Bid #007.20.B3

Fact Sheet

1. Bid responses were received from four (4) of the companies to which invitations to bid were sent. The

bid was also posted on eMaryland Marketplace as required by the State of Maryland.

2. The bid establishes a contract to provide all labor, supervision, and materials for the dismantling

of existing warehouse pallet rack and shelving systems at the current warehouse location and

relocating, and reassembling the pallet rack and shelving systems at the new HCPSS warehouse.

3. The bid requested pricing for the dismantling, moving, and reassembling of the existing Husky

pallet rack system (Base Bid 1), and the dismantling, moving, and reassembling of the existing

commercial shelving system (Base Bid 2).

4. It is recommended that award be made to Allen & Son Moving and Storage, LLC, the lowest

responsive and responsible bidder, for Base Bid Price 1 & 2, for the total amount of $45,000.00.

5. Funding is located in the FY20 Operating Budget, Warehouse, Program #7301 .

Bid Tab Exhibit PC-17

Bid #007.20.B3 Action

Moving Warehouse Pallet Rack & Shelving Systems

Everything Warehouse of

Baltimore, LLCLeDoux Industries, Inc.

Allen & Son Moving

and Storage

Conveyor Handling

CompanyBase Bid Base Bid Base Bid Base Bid

1 Complete installed cost for the dismantling of

existing warehouse pallet rack systems at the

HCPSS Warehouse

$35,075.20 $45,000.00 $25,000.00 $26,580.00

Base Bid Base Bid Base Bid Base Bid

2 Complete installed cost for the dismantling of

existing shelving systems at the HCPSS

Warehouse.

$13,094.84 $43,200.00 $20,000.00 $28,990.00


Action

ADAPTIVE ELEMENTARY MATHEMATICS SOFTWARE SOLUTION

RFP #064.15.B1

Fact Sheet

1. A Request for Proposal (RFP) was prepared and issued to obtain proposals from qualified firms to

provide the Howard County Public School System (HCPSS) with an Adaptive Elementary Mathematics

Software Solution to support instruction for elementary school students PreK – 5.

2. HCPSS plans to purchase a web-based/cloud based Adaptive Elementary Mathematics Software Solution

for elementary mathematics for thirteen (13) Title I schools to support instruction. The solution is

student-centered and easy for elementary students to use, uses instructional strategies that align with best

practices for elementary instruction, and aligns with the HCPSS elementary mathematics curriculum. The

elementary mathematics curriculum is aligned with the Maryland College and Career Ready Standards.

The solution assesses student understanding and reports data to teachers, administrators, and parents.

3. The RFP was posted on the HCPSS Purchasing website and on eMaryland Marketplace as required by

the State of Maryland. Proposals were received from six of the companies to which invitations to bid

were sent.

Curriculum Associates

Dreambox Learning

Imagine Learning

Istation

McGraw Hill

Moby Max

4. The evaluation committee was composed of the following stakeholders: Connie Conroy (Elementary

Mathematics Resource Teacher), Kelly Healey (Mathematics Support Teacher, Bollman Bridge

Elementary School), Olga Lloyd (Teacher, Running Brook Elementary School), and Audra Agnelly

(Learning Management System Administrator). The proposal was evaluated for technical capabilities and

pricing in accordance with RFP requirements.

5. It is recommended that the Board of Education award a contract to Dreambox Learning.

6. The initial contract term shall be for one (1) year with the option to renew for four (4) additional one-year

periods at the sole option of the school system pending successful performance and availability of

funding.

7. The annual cost of licenses for thirteen (13) schools is anticipated to be $80,600.00 ($6,200.00 per

school).

8. Funding is located in the FY19-20 Title I Grant allocated for each Title I school.


Action

VISITOR MANAGEMENT SOLUTION

RFP #059.19.B5

Fact Sheet

1. A Request for Proposal (RFP) was prepared and issued to obtain proposals from qualified firms to provide the

Howard County Public School System (HCPSS) with a Visitor Management Solution that screens for registered

sex offenders and can utilize custom “red flag” alerts to assist with the management of custody issues and other

similar student protection practices.

2. HCPSS plans to replace existing end-of-life Lobbyguard visitor management kiosks in all 76 schools with new

kiosks through a phased approach as funds allow. Existing units will continue to be maintained to keep them

operational until replaced.

3. The RFP was posted on the HCPSS Purchasing website and eMaryland Marketplace as required by the State of

Maryland. Proposals were received from seven companies.

Advanced Computer Solutions Group, Inc.

Computer Enhancement Systems, Inc.

Ident-A-Kid Services of America, Inc.

Neopost USA Inc.

Raptor Technologies, LLC

ScholarChip Card, LLC

Summit Industries Corporation, dba School Check IN

4. The evaluation committee was composed of the following stakeholders: Thomas McNeal (Director Safety,

Emergency Preparedness & Response), Kevin Burnett (Investigation/Security Officer), Alan Moss (Safety &

Security Planning Manager), Cathleen Mascaro (Administrative Secretary II, Safety, Emergency Preparedness

& Response), and Jenny Elam (Information Technology). The proposal was evaluated for technical capabilities

and pricing in accordance to RFP requirements.

5. Based on the recommendation of the committee, HCPSS requested Best and Final Offers from the two

companies with the highest ranked scores, Summit Industries Corporation, dba School Check IN and Neopost

USA Inc. Best and Final Offers include all necessary maintenance through the initial five (5) year contract

term. Best and Final Offers are as follows:

6. It is recommended that the Board of Education award a contract to Neopost USA Inc. Neopost is a distributor of

Lobbyguard, now a division of Raptor Technologies, as the company was acquired by Raptor in June 2019. An

award to Neopost permits uninterrupted security services as HCPSS will be able to manage one unified

system on a single platform as the new units are phased in through the life of the contract as funding

becomes available. The school system is satisfied with the performance of Lobbyguard.

7. The initial contract term shall be for five (5) years. HCPSS may solely authorize three (3) additional one-year

terms pending successful performance and availability of funds.

8. The initial annual expenditure for FY20 is anticipated to be $130,000.00. Subsequent units will be purchased as

funding becomes available. The annual expenditure for maintenance of the 76 existing units is $60,800.00 per

year ($800/each). As existing units are replaced, Neopost will cease maintenance charges. The maintenance cost

has remained unchanged over the previous five (5) years.

Company Best and Final Offer

Summit Industries Corporation, dba School Check IN $5,995.00 each

Neopost USA Inc. $8,980.00 each


Action

9. Funding is located in the State of Maryland’s fiscal year 2020 Safe Schools Fund Grant #C-1-25.191329, or

other funding sources should they become available. Funding for continued maintenance of existing units is

located in the Operating Budget, Technology Services, Program #9714.

BOE Meeting of August 20, 2019 Exhibit PR-05

Action

ONLINE DIGITAL CONTENT PRODUCTS

Fact Sheet

1. The MDK12 Digital Library is a digital content purchasing consortium which the Maryland State

Department of Education (MSDE) created in 2002 to serve all 24 school districts and approximately

100 non-public schools. Members have access to online subscription databases and electronic library

resources (e.g. programs, services, or platforms) from numerous digital content providers, promoting

greater equity of access, cost savings, shared professional development, and effective partnerships

among school librarians. On behalf of MDK12 Digital Library, Montgomery County Public Schools

(MCPS) has entered the consortium into a contract with 24 digital content providers.

2. As a member of the consortium, the Howard County Public School System has access to this

agreement allowing the school system’s Media Program to purchase selected subscriptions to online

resources that support K-12 students, teachers, and parents. Access to selected resources has been

integrated into the curriculum. HCPSS selected resources are as follows:

Company Product

ABC-CLIO American Government

ABC-CLIO American History

Britannica Britannica Package

Capstone PebbleGo Bronze Package: Animals, Biographies,

Science, Social Studies, and Dinosaurs

Gale Opposing Viewpoints in Context

Gale Science in Context

Noodletools NoodleTools

ProQuest MDK12 Bundle - SIRS, Knowledge Source, etc.

(now called SIRS Issues Researcher)

ProQuest SIRS Discoverer

ProQuest CultureGrams

TeachingBooks TeachingBooks.net

Tumbleweed Press Tumblebooks

3. It is recommended that the Board of Education approve the use of the MDK12 Digital Library

Contract #1155.4 - MDK12 Digital Library Project, managed by MCPS, for the purchase of online

digital resource subscriptions through the life of the MCPS contract. The contract has an initial term

of three years and is renewable for three additional one-year periods through June 30, 2025.

4. The Fiscal Year 2020 anticipated expenditure for the purchase of selected resources through MDK12

Digital Library contract is expected to be approximately $170,000.00.

5. Funding is located in the Operating Budget, Library Media Program #1501, Maintenance-Software.


Action

WATER TREATMENT SERVICES

Fact Sheet

1. The Building Services Department requests the approval to utilize Waterpro, Inc. for water treatment

services at facilities within the school system on an annual basis.

2. Waterpro, Inc, is under contract with Frederick County Public Schools, Contract #17M3-Water

Testing-Treatment-HVAC Services, effective until August 31, 2021.

3. It is recommended that the Board of Education approve Building Services to utilize this contract to

award Water Pro, Inc. for water treatment service at school facilities for the total annual amount of

$75,000.00. By utilizing this contract, time and the administrative cost of bidding will be saved.

4. Funding has been allocated in the FY20 Operating Budget, Repair of Buildings, Program #7602.


Action

HVAC REFRIGERATION EQUIPMENT AND PARTS

Fact Sheet

1. The Building Services Department requests the approval to utilize Montgomery County Public Schools

(MCPS) Contract No. 4035.7 to purchase HVAC refrigeration equipment and parts for the school

system on an as needed basis.

2. MCPS Contract 4035.7, HVAC Refrigeration Equipment and Parts, is effective from January 8, 2019

to February 12, 2020 and has the ability to renew at the existing prices, terms and conditions for three

additional one-year periods. The contract expires February 12, 2023.

3. It is recommended that the Board of Education approve the Building Services Department to utilize the

following companies awarded Contract #4035.7 to purchase HVAC refrigeration equipment and parts

for an estimated total of $500,000.00 annually. By utilizing this contract, time and the administrative

cost of bidding will be saved.

Airco Supply, Inc. Chesapeake Systems, LLC

Applied Industrial Technologies, Inc. H.M. Sweeney Company

Boland Trane, Inc. Havtech Parts Division, LLC

Capital Compressor, Inc. United Refrigeraton, Inc.

Capp, Inc.

4. Funding is allocated in the FY20 Operating Budget, Repair of Buildings, Program #7602.


Action

MICROSOFT PREMIER SUPPORT SERVICES

Fact Sheet

1. The Howard County Public School System (HCPSS) utilizes the Microsoft suite of software products

for office productivity throughout the district. The suite of products includes Microsoft Office, e-mail,

numerous back-end server applications, and security authorization. Microsoft Premier Support

Services provides HCPSS with comprehensive support of these Microsoft products.

2. The Department of Information Technology intends to utilize the Maryland Education Enterprise

Consortium (MEEC) contract MSA#U8720739 to purchase Microsoft Premier Support Services. The

contract is an evergreen contract that commenced July 6, 2017 and automatically renews each year

until canceled by either party.

3. It is recommended that the Board of Education approve the purchase of Microsoft Premier Support

Services through the MEEC contract through the life of the contract at the sole discretion of HCPSS

subject to need, renewal authorization and available funds.

4. The projected annual cost is $102,220.00 with growth not to exceed 10% annually.

5. Funding is located in the FY20 Operating Budget, Technology Services, Program #9714.

title bids and contracts date august 20, 2019...pc-13 amendment to extend dental benefits provider...

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