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MAYORANDCITYCOUNCILWORKSESSION
Tuesday,March11,20141:00P.M.
AClosedSessionisscheduled10:30A.M.1:00P.M.todiscusslegal,contractualandrealestatematters.AGENDA
1. CALLTOORDER2. REPORTONCLOSEDSESSIONTuesday,March11,201410:30a.m.1:00p.m.3. COMMENTSFROMTHEPUBLIC
AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgendamaybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandtheAgendaitemonwhichheorshewishestospeak.
4. CONSENTAGENDAA. 3YearPrivateEventApprovalRequestforSt.PatricksDayParadeMarch12,2016
B. RequestApprovalofTaxiMedallionTransfer
C. BidAwardRecommendationforBoardwalkNetworkCameraEquipment
5. NEWBUSINESSA. BidOpeningBusStorageFacilityRoofRepairs
B.
Requestfor
Approval
to
Purchase
Vehicles
on
State
Contract
presented
by
Procurement
Manager
C. RequestforApprovaltoPurchasePoliceInCarTechnologyEquipmentpresentedbyLt.Harmon
1. UseofAssetForfeitureFundstoReplaceToughbooks
2. UseofFY2013HomelandSecurityGrantFundstoReplaceToughbooks
D. RequestforApprovaltoSolicitProposalsforCompensationandBenefitsStudypresentedby
HumanResourceDirector
6. ADJOURN
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
2. Report on Closed Session March 11, 2014 10:30 a.m.
1:00 p.m. Legal, Contractual and Real Estate Matters
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NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY
AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland
PURPOSES:
1. To discuss:
(i) the appointment, employment, assignment, promotion, discipline, demotion,compensation, removal, resignation or performance evaluation of
appointees, employees or officials over whom it has jurisdiction; or(ii) any other personnel matter that affects one or more specific individuals;
2. To protect the privacy or reputation of individuals with respect to a matter that isnot related to public business
X3. To consider the acquisition of real property for the public purpose and matters
directly related thereto;
4. Consider a matter that concerns the proposal for a business or industrial
organization to locate, expand or locate in the state;
5. Consider the investment of public funds;
6. Consider the marketing of public securities;
X 7. Consult with counsel to obtain legal advice;
8. Consult with staff, consultants or other individuals about pending or potentiallitigations;
9. Conduct collective bargaining negotiations or consider matters that relate to the
negotiations;
10. Discuss public security if the public body determines that public discussionwould constitute a risk to the public or public security, including;
a) the deployment of fire and police services and staff; and
b) the development and implementation of emergency plans
11. Prepare, administer or grade a scholastic, licensing or qualifying examination;
12. Conduct or discuss an investigative proceeding on actual or possible criminal
conduct;
13. Comply with a specific constitutional, statutory or judicially imposedrequirement that prevents public disclosures about a particular proceeding or
matter; or
X
14. Before a contract is awarded or bids are opened, discuss a matter directly related
to a negotiation strategy or the contents of a bid or proposal, if public discussionor disclosure would adversely impact the ability of the public body to participate
in the competitive bidding or proposal process
DATE AND TIME: Tuesday, March 11, 2014 10:30 a.m.
PLACE: City Hall
SUBJECT: Legal, Contractual and Real Estate Matters
VOTE: UNANIMOUS
OTHER: FOR:
AGAINST:
ABSTAIN:
ABSENT:
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REPORT OF CLOSED SESSION
OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY
Prior to this open session of the Mayor and City Council being held on Tuesday, March
11, 2014, a closed session was held on Tuesday, March 11, 2014 at 10:30 a.m. The
following is a report of the closed session.
1. A statement of the time, place, and purpose of the closed session is attached.
2. A record of the vote of each member as to closing the session is attached.
3. A citation of the authority under the law for closing the session is attached.
4. (a) Topics of Discussion: Legal, Contractual and Real Estate Matters
(b) Persons present:
Mayor Richard Meehan
City Manager David RecorCouncil President Lloyd Martin
Council Secretary Mary Knight
Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare andJoe Mitrecic
City Solicitor Guy AyresExecutive Office Associate Diana Chavis
Action(s) taken:
Motion to close meeting:
Time adjourned:
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
3. COMMENTS FROM THE PUBLIC
Any person who may wish to speak on a matter scheduled for discussion on the Work
Session Agenda may be heard during Comments from the Public for a period of three
(3) minutes or such time as may be deemed appropriate by the Council President.
Anyone wishing to be heard shall state their name, address and the subject on which
he or she wishes to speak.
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
4. CONSENT AGENDAA. 3-Year Private Event Approval Request for St. Patricks
Day Parade March 12, 2016
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TOWN OF
T h e W h i t e M a r l i n Ca p i t a l o f t h e
TO: The Honorable Mayor, Council President and Members of Council
THRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events Coordinator
RE: St. Patricks Day ParadeDATE: Feb. 25, 2014
ISSUE(S): St. Patricks Day Parade
SUMMARY: Buck Mann, for the Delmarva Irish American Club, has requested
the 3-year event approval be extended to include approval of the
March 12, 2016, St. Patricks Day Parade.
This is an annual parade featuring floats, bands, and marching
groups from area businesses and organizations.
FISCAL IMPACT: Potential positive economic impact from lodging, food and
beverage, recreation and other incidental expenditures related tothis event.
RECOMMENDATION: Approve 2016 event.
ALTERNATIVES: No staff alternatives suggested.
RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator.
COORDINATED WITH: All appropriate departmental staff has reviewed, and the eventhas been coordinated with Transportation, Public Works, and the
OCPD.
ATTACHMENT(S): 1) March 2016 Calendar2) Cover Sheet3) 2013 Application4) Parade Layout
Agenda Item # 4A
Council Meeting March 11, 2014
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Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5
6 7 8 9 10 11 12
PE - St. Patricks DayParade - TENTATI VE
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
2016
March
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Ocean City Private Events 3-year Approval
Name of Event: St. Patricks Day Parade
Date of Event: Requesting event approval for March 12, 2016
Total Cost to Town: $31,354.17
Total Revenue to Town: $125.00
Things to Note:
Beginning in 2011, Buck Mann, for the Delmarva Irish American Club, has been granted a 3-year event approval forthe St. Patricks Day Parade.
Buck Mann, for the Delmarva Irish America Club, would like to continue this provision, and requests Council approvethe event for the date of March 12, 2016.
All appropriate documents have been supplied and fees have been invoiced.
Comments from Department Representatives: Tourism: This event is an important spring season kick-off and brings thousands to town. Transportation: Public transit will be providing normal service during the parade. Busses will be traveling in lane 2
of the southbound lanes during the parade. Boarding and alighting will occur in the intersections staffed with policeofficers between 61stand 44thStreets. Small bus loops may be established in one or both directions if vehicular trafficbecomes congested. One tram will be provided for use by Mayor and City Council in the parade and a bus will beprovided for parade personnel for transport back to 61stStreet. Estimated cost for transportation services is $457.
Fire Marshal: Last year tents were installed at the end of the parade route, in the parking lot of the 45 thStreet Village.They did not indicate the use of tents this year, but if they do want to utilize tents, a permit must be obtained from theOffice of the Fire Marshal.
Public Works: This event has been going on for over 30 years. Maintenance provides bleachers, tables, chairs, trashcontainers and sound system at the parade grounds. Maintenance also works in conjunction with the OCPD withtraffic set-up on Coastal Highway. This years application is a snapshot of previous years requests. Estimated cost to
the department is $23,146.17. Risk Management: Insurance coverage to be obtained and certificate submitted prior to event. Police: Create and publish a special order detailing approximately 35 officers to the event. Expected cost to
department if $7,751.86.
OCCC, Recreation & Parks, Beach Patrol, Emergency Services: No comments, concerns or costs.
Date on Council Agenda: March 3, 2014
Event Approved of Denied:
Other:
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
4. CONSENT AGENDAB. Request Approval of Taxi Medallion Transfer
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TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Kelly Allmond, City ClerkRE: Taxi Medallion #173DATE: February 25, 2014
ISSUE(S): Transfer of taxi medallion #173
SUMMARY: On February 24, 2014, Samuel Zewdie of Luxury Cab sold TaxiMedallion #173 to Esayas Minwalkulet for the amount of $6500.
The 25% Transfer Fee ($1625) was paid, and the medallion is inmy possession.
This is an independent to independent transfer.
FISCAL IMPACT: $1,625
RECOMMENDATION: Approve the transfer of medallion #173
ALTERNATIVES: Exercise your right of first refusal as provisioned in Chapter 102-32(b)(7)d (see attached) of the Town Code.
RESPONSIBLE STAFF: Kelly Allmond, City Clerk
COORDINATED WITH: Michelle Monico, Police Records Management SupervisorSue Adkins, Revenue SupervisorMichael Sherman, Business License Inspector
ATTACHMENT(S): Notarized Bill of Sale for Medallions 173
Agenda Item # 4B
Council Meeting 03/11/14
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(a)
(1)
(2)
(b)
(1)
(2)
(3)
(4)
(5)
(6)
(7)
a.
b.
Sec. 102-32. - Requirements.
Operation of taxicabs.
No taxicab shall be operated within the limits of Ocean City, Maryland unless it is
licensed pursuant to this article or is licensed by some other governmental agencythat is merely delivering people from the jurisdiction of such other governmental
agency to Ocean City.
No taxicab shall be operated without a medallion, in accordance with the provisions of
this ordinance, when transporting passengers between points in Ocean City, a point in
Ocean City to a point outside Ocean City, a point outside Ocean City to a point in
Ocean City, or a point at an Ocean City owned facility to a point in or outside Ocean
City.
Licensing procedure.
The Police Commission is authorized to issue up to 175 taxicab medallions up to
85 percent to be issued to fleet holders and up to 15 percent to be issued to
independent holders.Taxicab medallions shall be awarded by a process the manner of which is to be
determined by the mayor and city council. Payment of the medallion price under the
initial process shall be ten percent at time of award, ten percent on April 15, 20
percent on May 15, June 15, July 15 and August 15. If a payment is not made on a
due date, the medallion is automatically revoked. Taxicab medallions awarded after
the initial process shall be payable on or at time of award.
Successful bidders shall provide the names and addresses used for the past five
years of each member or stockholder of a corporate holder and the same information
for the individual holders. Each member or individual must sign an authorization for
the Police Department to perform a criminal background search and pay to the Police
Department the requisite fee for such service.
A holder of a taxicab medallion must have the taxicab fully operational under this
article within 30 days of the successful bid or the medallion must be returned to the
Police Commission without a refund. The Police Commission may extend the fine for
up to ten additional days, per good cause shown by the holder
If an operational taxicab license becomes inoperable and is not repaired and
reinspected, replaced or transferred, as herein provided, within one year, the
medallion must be returned to the Police Commission without a refund.
A holder of a taxicab medallion may transfer the medallion to another vehicle owned
by the holder, upon notification to the Police Department, provided that such vehicle
meets all requirements of this article.
If a taxicab medallion is paid in full, the holder of a taxicab medallion may transfer the
taxicab medallion to another holder; provided however, that a fleet holder may transfer
to either a fleet holder or independent holder and an independent holder may only
transfer to another independent holder to maintain at least a 15 percent holder ratio to
independent holders. Any transfer of a taxicab medallion is subject to the approval of
the Mayor and City Council and is subject to the following provisions:
The proposed transferee must comply with subsection (3) of this section.
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c.
d.
(8)
(c)
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
a.
b.
i.
ii.
iii.
iv.
v.
vi.
(13)
Both the transferor and the transferee shall provide the Mayor and City Council
with a sworn affidavit and bill of sale attesting to the transfer price or
consideration.
Pay onto the Mayor and City Council a transfer fee equal to the greater of
$500.00 or 25 percent of the transfer price or consideration.
A right of first refusal by the Mayor and City Council of Ocean City to reacquire
the usage rights of the medallion from the transferor for the proposed purchaseprice less the transfer fee.
The annual renewal medallion fee shall be $500.00.
No taxicab, licensed under this article, shall be operated without a taximeter operated in
accordance with the provisions of this ordinance when transporting passengers between
points in Ocean City, a point in Ocean City to a point outside Ocean City, a point outside
Ocean City to a point in Ocean City, or a point at an Ocean City owned facility to a point in or
outside Ocean City.
The Police Department will inspect, test, approve, and then seal the taximeter.
The taximeter must be accurate, within an error in calibration of not greater than five
percent, and in operating condition. The type of meter must be approved by the Police
Department.The taximeter shall be mounted on the dashboard and connected to the transmission,
speedometer cable or speed sensor in a manner approved by the Police Department
and must not obscure the vision of the operator or present a hazard to the
passengers.
The lights in the taximeter must be on to indicate the meter is operating.
The taximeter reading (fare) must be visible to the passengers at all times.
A taxicab driver may not charge a fare in excess of the taximeter reading.
A taxicab driver may not charge a fare if the taximeter is not operating during a ride.
If the taximeter breaks down, is stolen, or becomes inoperable for any reason, the
Police Department will do an inspection on the new or repaired taximeter within 48hours of the request for inspection.
It is unlawful for any person to tamper with or break the taximeter seal.
It shall be unlawful for any person to operate any taxicab with a broken taximeter seal.
The Police Department shall inspect the taxicab taximeter annually and may conduct
random inspections as needed.
It shall be unlawful for any taxicab to display, internally or externally, any advertising
materials, except:
The name of the taxicab owner.
Advertisement on exterior roof light, which does not exceed39"L, 14"W and
15"H in size, and which is not:
False, misleading or deceptive;
Sexually explicit or obscene;
Violent in nature or illegal;
Promoting tobacco products;
Promoting gambling, except for Ocean Downs or the State lottery and
keno
Promoting alcohol products.
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(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
As of March 1, 2007 all taxicabs shall be equipped with a "driver needs help" or
"panic" light pursuant to standards established by the Police Department.
A taxicab must have a minimum of four doors or be a minivan.
A taxicab must have an operational heating system, and, if equipped with air conditioning the
air conditioner must be operational. After March 31, 2010, no taxicab medallion will be issued
for a taxicab which does not have an air conditioning system.
All holders shall accept credit cards for payment of fares, provided that holders have untilMarch 31, 2013 to be compliant.
All taxicabs, licensed under this article, must be registered with the Motor Vehicle
Administration of the State of Maryland. Vehicles must be registered in either the company
name or the name of the business license holder.
All taxicabs, licensed under this article, must file with the Town of Ocean City a certificate
proving insurance coverage currently exists for the vehicle to be used as a taxicab at the
time of the initial annual inspection. The coverage shall be for injury to or death of persons in
accidents resulting from any cause of which the owner of the vehicle would be liable by law,
regardless of whether the taxicab was being driven by the owner, employee, agent or lessee,
and against damage to the property of another, including personal property, in the minimum
amounts as required by the State of Maryland. The taxicab medallion holder shall have theirinsurance carrier name the Town of Ocean City as a "Certificate Holder" further requiring that
the Town of Ocean City be notified of any cancellation or termination of insurance coverage.
The cancellation or termination of any coverage or policy shall automatically terminate and
revoke the taxicab medallion issued to the taxicab covered by such policy, unless another
policy complying with the provisions of this section is provided and is in effect at the time of
the cancellation or termination.
All taxicab medallion holders, licensed under this article, shall establish policies and take
action to discourage, prevent or correct violations of this chapter by taxicab drivers employed
or contracting with the taxicab medallion holder. No taxicab medallion holder will allow a
taxicab driver who is employed by them or whom is contracting with them to drive a taxicab,
if the medallion holder knows or has reasonable cause to know that the driver has failed tocomply with this chapter, any applicable local, state or federal law including any rules or
regulations established by either the Mayor and City Council or the Police Commission.
Every taxicab operating under this chapter shall be kept clean and sanitary according to
rules and regulations which may from time to time be determined and adopted by the Police
Commission. The Police Department shall ensure all taxicabs are inspected at least twice
annually for compliance with this section.
A taxicab medallion may be deactivated by its holder and stored at city hall for a maximum
period of six months in a one year cycle. A taxicab medallion may be deactivated and
reactivated one time with no fee charged, however any additional deactivation and
reactivation will be subject to an administrative fee of $100.00 per vehicle per additional
reactivation.(Ord. No. 2000-11, 5-1-2000; Ord. No. 2004-4, 4-5-2004; Ord. No. 2006-6, 4-3-2006; Ord. No. 2006-25, 9-26-2006;
Ord. No. 2010-1, 2-16-2010; Ord. No. 2010-5, 4-5-2010; Ord. No. 2010-21, 7-6-2010; Ord. No. 2010-31, 10-18-
2010; Ord. No. 2011-20, 6-20-2011; Ord. No. 2012-12, 3-19-2012)
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
4. CONSENT AGENDAC. Bid Award Recommendation for Boardwalk Network
Camera Equipment
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TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGeanRE: Bid Award Recommendation Boardwalk Camera EquipmentDATE: February 26, 2014
ISSUE(S): Bid award recommendation for Boardwalk Camera Equipment
SUMMARY: Fourteen (14) bids for boardwalk network camera equipmentwere received via eMaryland Marketplace on February 14, 2014.
FISCAL IMPACT: $150,000 appropriated for this project from Boardwalk Bondproject cost savings. The installation contract was previouslyawarded in the amount of $91,990. Estimated cost for equipmentwas $35,000
RECOMMENDATION: Award the equipment contract to the low bidder, Evigilant.com,Inc. in the amount of $29,263.68
ALTERNATIVES: None
RESPONSIBLE STAFF: Terence McGean, City Engineer
COORDINATED WITH: Rob Morand, Network Manager
ATTACHMENT(S): eMaryland bid results
Agenda Item # 4C
Council Meeting March 11, 2014
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
5. NEW BUSINESSA.Bid Opening Bus Storage Facility Roof Repairs
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Bus Vehicle Storage Building-Metal Roofing Repairs Bid
CONTRACTORS Base Bid
All Sates Construction
APEX Construction
Beauchamp Construction
Apostle Construction Company
C B Structures
EDJE Enterprises
Jade Group Enterprises
Mallard Construction
Tecta America East
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
5. NEW BUSINESSB.Request for Approval to Purchase Vehicles on State
Contract presented by Procurement Manager
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TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of CouncilFROM: David L. Recor, ICMA-CM, City ManagerTHRU: Catrice Parsons, Procurement ManagerRE: Vehicle Trust Trucks PurchaseDATE: March 03, 2014
ISSUE(S): Request permission to purchase two trucks budgeted in the FY14Vehicle Trust Budget off of the State of Maryland contract.
SUMMARY: Two ton pick-up trucks were approved for purchase in theFY2014 budget at an estimated cost of $37,000. The State ofMaryland permits local Maryland governments to purchase undertheir contracts.
FISCAL IMPACT: $36,986.00; $14.00 below budget estimates.
RECOMMENDATION: Purchase the vehicles off of the State of Maryland contract.
ALTERNATIVES: Delay the purchase of approved vehicles and bid them outthrough the Town or do not replace the vehicles.
RESPONSIBLE STAFF: Catrice Parsons, Procurement Manager
COORDINATED WITH: Hal Adkins, Director of Public WorksBud Iman, Water Superintendent
Charlie Felin, Wastewater Superintendent
ATTACHMENT(S): 1) Bid price per unit compared to budget estimate2) E-mail from Hal Adkins
Agenda Item # 5B
Council Meeting March 11, 2014
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Town of Ocean City
Vehicle Prices on State Bid Contracts
FY2014
Department Type of Vehicles Dealer # Amount Budget Variance
Water Ton-2WD 1 $18,493.00 $18,500.00 ($7.00)
Waste Water Ton-2WD 1 $18,493.00 $18,500.00 ($7.00)
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
5. NEW BUSINESSC.Request for Approval to Purchase Police In-Car Technology
Equipment presented by Lt. Harmon
1. Use of Asset Forfeiture Funds for Toughbooks2. Use of FY 2013 Homeland Security Grant Funds for
Toughbooks
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0 TOWN OF
T h e W h i t e M a r l i n Ca p i t a l o f t h e W o r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lt. Elton Harmon, Assistant Support Services Commander OCPDRE: Use of Asset Forfeitures Funds for Police In-Car Technology projectDATE: March 4, 2014
ISSUE(S): Consideration to use $19,666 of Asset Forfeiture funds for thepurpose of replacing outdated and out of warranty Toughbooks.
SUMMARY: The $19,666 will be for the purchase of five CF-53 Toughbook
laptops, thirteen warranty protection plans, thirteen MicrosoftOffice Professional licenses, three Toughbook car power adaptersand two CF-53 desktop port replicators.
1)Purchase five (5) CF-53 laptops at a cost of $13,075.2)Purchase of thirteen (13) Panasonic Protection Plus warranty
plans at a cost of $1,421. (8 warranties to be used for laptopspurchased with Home 13 funding)
3)Purchase thirteen (13) Microsoft Office Professional License ata cost $2,626. (8 licenses to be used for laptops purchasedwith Home 13 funding)
4)Purchase three (3) Toughbook Car Power Adapters at a cost of$390.
5)Purchase two (2) CF-53 Port Replicators at a cost of $390.FISCAL IMPACT: No financial impact on the current or FY 2015 Budget. Funding
accomplished through asset forfeiture.
RECOMMENDATION: Approve the use of Asset Forfeiture funds in the sum of $19,666.
ALTERNATIVES: Continue to use outdated and out of warranty Toughbook laptops
and fund repairs and replacement through upcoming fiscalbudgets.
RESPONSIBLE STAFF: Lt. Elton Harmon OCPD
COORDINATED WITH: Christopher Holloway, Senior Support Specialist, IT
ATTACHMENTS: Bids received
Agenda Item # 5C(1)
Council Meeting March 11, 2014
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SALES ESTIMATE
DATE
1/23/2014
QUOTE #
140130Q
NAME / ADDRESS
Town of Ocean CityAttn: Accounts PayableP.O. Box 158
Ocean City, Maryland 21843
SHIP / DELIVERTown of Ocean City
Information Technology
6501 Coastal Hwy
Ocean City, MD 21842
P: 443-557-0200 f: 443-557-0201
www.brekford.com7020 Dorsey Building # C
QUOTE VERSION TERMS
Net 30
VALID THROUGH
2/22/2014
REP
LR
Quote #
140130Q
FEDERAL ID: 20-4086662
SIGNATURE (quote approval)
_____________________________________
Brekford Policy: 3 Year Limited Priority Warranty on Mobile DataComputers-hardware/labor (excluding: batteries). This warranty does not coverphysically damaged merchandise. Refund is only available on special
circumstances and subjected to 25% restocking fee. No refund will beconsidered after 15 days from the date of purchase. For tech support and RMA
service call (443-557-0200).
TOTAL
ITEM DESCRIPTION QTY TOTALU/PRICE
** CF53 CID **
PANASONIC CF-53SULZV1M
PANASONIC : Win7, Intel Core i5-3340M 2.70GHz, vPro, 14.0in HD Touch, 500GB(7200rpm),4GB, Intel WiFi a/b/g/n, TPM, Bluetooth, Dual Pass (Upper:WWAN/Lower:WLAN), Verizon 4G
LTE, Emissive Backlit Keyboard, Multi-drive, Toughbook Preferred
1 2,615.2,615.00
Protection Plus Warranty Upgrade --Three Years Toughbook Protection Plus Warranty--: To compliment the
enhanced design concepts, and the standard factory three-year warranty, Panasonic has developed a
Extra Protection service program that extends warranty coverage to include damage that occurs
due to accidental dropping, exposure to environmental conditions, and other normally excluded
incidents that are not caused by intentional actions. All system components, including the LCD
screen are covered under this program.
SKU Description SRP
CF-SVCLTNF3Y Three Years Toughbook Protection Plus Warranty $250 **CF-SVCLTNF4Y Four Years Toughbook Protection Plus Warranty $620
CF-SVCLTNF5Y Five Years Toughbook Protection Plus Warranty $840
1 245.245.00
CONTRACTS MARYLAND State Contracts:
>DBM-0106-RADEQ (Two Way Radio Equipment) ID # 060B3490002>eMarylandMarketplace -Maryland State Catalog
***"Pricing Structure,Terms and Conditions in accordance with State of Maryland DOIT contract#
060B2490022.****
>MD State Hardware and Associated Equipment and Services and Associated Equipment - BPO#
060B2490022
1 0.0.00
Ship&Handle Charge Shipping and Handling
Date shipped: / Carrier: / Tracking#:
FREE
1 0.0.00
$2,860.0
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SALES ESTIMATE
DATE
1/23/2014
QUOTE #
140131Q
NAME / ADDRESS
Town of Ocean CityAttn: Accounts PayableP.O. Box 158
Ocean City, Maryland 21843
SHIP / DELIVERTown of Ocean City
Information Technology
6501 Coastal Hwy
Ocean City, MD 21842
P: 443-557-0200 f: 443-557-0201
www.brekford.com7020 Dorsey Building # C
QUOTE VERSION TERMS
Net 30
VALID THROUGH
2/22/2014
REP
LR
Quote #
140131Q
FEDERAL ID: 20-4086662
SIGNATURE (quote approval)
_____________________________________
Brekford Policy: 3 Year Limited Priority Warranty on Mobile DataComputers-hardware/labor (excluding: batteries). This warranty does not coverphysically damaged merchandise. Refund is only available on special
circumstances and subjected to 25% restocking fee. No refund will beconsidered after 15 days from the date of purchase. For tech support and RMA
service call (443-557-0200).
TOTAL
ITEM DESCRIPTION QTY TOTALU/PRICE
** CF53 - CF30 Replacements*
PANASONIC CF-53SULZV1M
PANASONIC : Win7, Intel Core i5-3340M 2.70GHz, vPro, 14.0in HD Touch, 500GB(7200rpm),4GB, Intel WiFi a/b/g/n, TPM, Bluetooth, Dual Pass (Upper:WWAN/Lower:WLAN), Verizon 4G
LTE, Emissive Backlit Keyboard, Multi-drive, Toughbook Preferred
4 10,460.2,615.00
Protection Plus Warranty Upgrade --Three Years Toughbook Protection Plus Warranty--: To compliment the
enhanced design concepts, and the standard factory three-year warranty, Panasonic has developed a
Extra Protection service program that extends warranty coverage to include damage that occurs
due to accidental dropping, exposure to environmental conditions, and other normally excluded
incidents that are not caused by intentional actions. All system components, including the LCD
screen are covered under this program.
SKU Description SRP
CF-SVCLTNF3Y Three Years Toughbook Protection Plus Warranty $250 **CF-SVCLTNF4Y Four Years Toughbook Protection Plus Warranty $620
CF-SVCLTNF5Y Five Years Toughbook Protection Plus Warranty $840
4 980.245.00
PANASONIC CF-LNDDC120
PANASONIC : Lind 120 Watt 12-32 Volt Input Car Adapter for ToughBooks
3 390.130.00
#CF-VEB531U #CF-VEB531UCF-53 Desktop Port Replicator (Mk1, Mk2)
2 390.195.00
CONTRACTS MARYLAND State Contracts:
>DBM-0106-RADEQ (Two Way Radio Equipment) ID # 060B3490002
>eMarylandMarketplace -Maryland State Catalog
***"Pricing Structure,Terms and Conditions in accordance with State of Maryland DOIT contract#
060B2490022.****>MD State Hardware and Associated Equipment and Services and Associated Equipment - BPO#
060B2490022
1 0.0.00
Ship&Handle Charge Shipping and Handling
Date shipped: / Carrier: / Tracking#:
FREE
1 0.0.00
$12,220.0
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TOWN OF
T h e W h i t e M a r l i n Ca p i t a l o f t h e W o r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lt. Elton Harmon, Assistant Support Services Commander, OCPDRE: FY 2013 Homeland Security grant 13 Home for Police In-Car Technology projectDATE: March 4, 2014
ISSUE(S): Consideration to use $22,285 of the $22,462 allocated from theFY 2013 Homeland Security grant (13 Home) for theenhancement of the Police In-Car Technology project.
SUMMARY: The $22,285 will be for the purchase of eight CF-53 Toughbooklaptops and seven CF-53 desktop port replicators. The laptopswill replace older machines which are no longer under warranty.The port replicators will allow us to use seven of the abovementioned laptops at a desktop workstation as well as an in-carmobile computer.
1)Purchase eight CF-53 laptops at a cost of $20,920.2)Purchase seven CF-53 port replicators at a cost of $1,365.3)Upon approval, an additional $1,960 will be allocated from
forfeiture funds to pay for Panasonic Protection Plus Warranty
upgrades for the above eight laptops. FY 2013 HomelandSecurity Grant regulations prohibit the use of funds topurchase extended warranties.
FISCAL IMPACT: No financial impact on the FY 2015 Budget. Fundingaccomplished through 13 Home grant allocated for thecontinuation of Police In-Car Technology
RECOMMENDATION: Approve proposal to use the 13 Home grant to improvementsof our Police In-Car technology.
ALTERNATIVES: Continue to use outdated and out of warranty Toughbook laptops
and fund repairs and replacement through upcoming fiscalbudgets.
RESPONSIBLE STAFF: Lt. Elton Harmon OCPD
COORDINATED WITH: Christopher Holloway, Senior Support Specialist, IT
ATTACHMENTS: Bids received
Agenda Item # 5C(2)
Council Meeting March 11, 2014
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SALES ESTIMATE
DATE
1/23/2014
QUOTE #
140129Q
NAME / ADDRESS
Town of Ocean CityAttn: Accounts PayableP.O. Box 158
Ocean City, Maryland 21843
SHIP / DELIVERTown of Ocean City
Information Technology
6501 Coastal Hwy
Ocean City, MD 21842
P: 443-557-0200 f: 443-557-0201
www.brekford.com7020 Dorsey Building # C
QUOTE VERSION TERMS
Net 30
VALID THROUGH
2/22/2014
REP
LR
Quote #
140129Q
FEDERAL ID: 20-4086662
SIGNATURE (quote approval)
_____________________________________
Brekford Policy: 3 Year Limited Priority Warranty on Mobile DataComputers-hardware/labor (excluding: batteries). This warranty does not coverphysically damaged merchandise. Refund is only available on special
circumstances and subjected to 25% restocking fee. No refund will beconsidered after 15 days from the date of purchase. For tech support and RMA
service call (443-557-0200).
TOTAL
ITEM DESCRIPTION QTY TOTALU/PRICE
** CF53 Home Land **
PANASONIC CF-53SULZV1M
PANASONIC : Win7, Intel Core i5-3340M 2.70GHz, vPro, 14.0in HD Touch, 500GB(7200rpm),4GB, Intel WiFi a/b/g/n, TPM, Bluetooth, Dual Pass (Upper:WWAN/Lower:WLAN), Verizon 4G
LTE, Emissive Backlit Keyboard, Multi-drive, Toughbook Preferred
8 20,920.2,615.00
Protection Plus Warranty Upgrade --Three Years Toughbook Protection Plus Warranty--: To compliment the
enhanced design concepts, and the standard factory three-year warranty, Panasonic has developed a
Extra Protection service program that extends warranty coverage to include damage that occurs
due to accidental dropping, exposure to environmental conditions, and other normally excluded
incidents that are not caused by intentional actions. All system components, including the LCD
screen are covered under this program.
SKU Description SRP
CF-SVCLTNF3Y Three Years Toughbook Protection Plus Warranty $250 **CF-SVCLTNF4Y Four Years Toughbook Protection Plus Warranty $620
CF-SVCLTNF5Y Five Years Toughbook Protection Plus Warranty $840
8 1,960.245.00
#CF-VEB531U #CF-VEB531UCF-53 Desktop Port Replicator (Mk1, Mk2)
7 1,365.195.00
#PA1580-1745 #PA1580-1745
DC Lind-1745 Adapter 120W CF74/51/52) 36" Cig Plug 36" 2.5mm Yellow Tip
1 112.112.00
CONTRACTS MARYLAND State Contracts:
>DBM-0106-RADEQ (Two Way Radio Equipment) ID # 060B3490002
>eMarylandMarketplace -Maryland State Catalog
***"Pricing Structure,Terms and Conditions in accordance with State of Maryland DOIT contract#
060B2490022.****>MD State Hardware and Associated Equipment and Services and Associated Equipment - BPO#
060B2490022
1 0.0.00
Ship&Handle Charge Shipping and Handling
Date shipped: / Carrier: / Tracking#:
FREE
1 0.0.00
$24,357.0
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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, MARCH 11, 2014
5. NEW BUSINESSD.Request for Approval to Solicit Proposals for Compensation
and Benefits Study presented by Human Resource Director
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TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Wayne Evans, Human Resources DirectorRE: Compensation and Benefits Study RFPDATE: March 4, 2014
ISSUE(S): 2013 Strategic Planning Action item for Citywide Compensationand Benefits Study as stated under Goal 1 Financially SoundTown Government.
SUMMARY: Proposal is to contract with a professional services firm for thepurpose of conducting a pay, classification and benefits study to1) analyze, validate and / or improve current compensationadministration and classification practices and 2) determinecompetitiveness of the Towns pay and benefits programs in itscomparative market through the collection and analysis ofcompensation and benefits survey data.
FISCAL IMPACT: Cost estimate $45-$50,000 which will be encumbered inFY2014.
RECOMMENDATION: Review and approve the scope of services proposal.
ALTERNATIVES: Edit or donot approveproposal.
RESPONSIBLE STAFF: Wayne Evans, Human Resources Director
COORDINATED WITH: Catrice Parsons, Procurement Manager
ATTACHMENT(S): Proposal Documents for Pay, Classification and Benefits Study
Agenda Item # 5D
Council Meeting March 11, 2014
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FP 1
TOWNOFOCEANCITY
PURCHASINGDEPARTMENT
TOWNOFOCEANCITY,MARYLAND
PROPOSALDOCUMENTS
FOR
Pay,ClassificationandBenefitsStudy
THISSPACEFOR DEPARTMENT USE
DateofAward:
AwardedTo:
Chargeableto
Account
:
BidDate:
BidTime:
PreBidMeetingScheduled:
AdRun:
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2
ADVERTISEMENT
Town of Ocean City, Maryland
Pay, Classification and Benefits Study
TheTown
of
Ocean
City
is
seeking
proposals
from
qualified
and
experienced
vendors
to
provide
apay,classificationandbenefitsstudyinconformitywiththerequirementsdetailedinthe
ProposalDocuments.
ProposaldocumentsforthePay,ClassificationandBenefitsStudymaybeobtainedfromthe
TownofOceanCitysHumanResourcesDepartmentbyeitheremailingtheHumanResources
Director,WayneEvans,atwevans@oceancitymd.govorbycalling4102898822duringnormal
businesshours,orviaourwebsite,http://oceancitymd.gov/City_Manager/bids.html. Vendors
areresponsibleforcheckingthiswebsiteforaddendapriortosubmittingtheirbids. TheTown
ofOceanCityisnotresponsibleforthecontentofanyProposalDocumentreceivedthrough
anythird
party
bid
service.
It
is
the
sole
responsibility
of
the
vendor
to
ensure
the
completenessandaccuracyoftheCompletedProposalDocuments.
Questionsaredue,byemail,nolaterthanTuesday,March18th
at12:00p.m.localtime,
submittedtoWayneEvansasdetailedabove. Nofurtherquestionswillbeacceptedafterthis
date.
SealedProposalDocumentsaredue April8,11:00a.m.(localtime) bycouriertotheTownof
OceanCity,Attn: CityManagersOffice,201N.BaltimoreAvenue,OceanCity,Maryland21842,
atwhichtimeandplacetheywillbepubliclyopenedandnamesofvendorsreadaloud. Late
CompletedProposalDocumentsmayormaynotbeaccepted,Councilwillusetheirdiscretion
indeterminingacceptanceoflateCompletedProposalDocuments.
AllminoritybusinessenterprisevendorsareencouragedtocompeteforawardofsaidServices.
CatriceParsons,CPSM
ProcurementManager
TownofOceanCity,Maryland
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3
TABLE OF CONTENTS
Pay, Classification & Benefits Study
SECTION
I:
INTRODUCTION
1 PURPOSE
2 CLARIFICATIONOFTERMS
3 QUESTIONSANDINQUIRIES
4 FILLINGOUTPROPOSALDOCUMENTS
5 SUBMISSIONOFPROPOSALDOCUMENTS
6 OPENINGOFPROPOSALDOCUMENTS
7 ACCEPTANCEORREJECTIONOFPROPOSALDOCUMENTS
8 NOTICESTOVENDORS
SECTIONII: GENERALINFORMATION
1
ECONOMYOF
PROPOSAL
2 RESPONSIBILITIESOFTHEVENDOR
3 PROPRIETARYINFORMATIONORTRADESECRETS
4 OWNERSHIPOFMATERIALS
5 AUDIT
6 KEYPERSONNEL
7 NONPERFORMANCE
8 ASSIGNMENT
9 CONTRACTAWARD
10 MODIFICATIONORWITHDRAWALOFPROPOSAL
11
DEFAULT12 COLLUSIONAL/FINANCIALBENEFIT
13 TAXEXEMPTION
14 EQUALEMPLOYMENTOPPORTUNITYANDNONDISCRIMINATION
15 INDEMNITY
16 STATUSOFVENDOR
17 APPLICABLELAWS
18 SUSPENSIONORTERMINATIONFORCONVENIENCE
19 CONTRACTCHANGES
20 ADDENDUM
21 INSURANCEREQUIREMENTS
SECTIONIII: SCOPEOFSERVICES
1 BACKGROUND
2 SCOPEOFSERVICES
3 QUALIFICATIONSREQUIRED
4 PROPOSALSUBMITTAL
5 FEEREQUIREMENTS
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4
6 MEETINGS&OTHEREXPECTATIONS
7 INTERVIEWS
8 PROJECTSCHEDULE
SECTIONIV:
EVALUATION
AND
SELECTION
PROCESS
1 EVALUATION
SECTIONV: FORMOFPROPOSAL
FORMOFPROPOSAL
EXCEPTIONSANDADDENDA
CORPORATIONINFORMATION
AFFIDAVITOFQUALIFICATIONSTOBID
NONCOLLUSIVEAFFIDAVIT
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5
SECTIONI: INTRODUCTION
1. PURPOSE1.1. ThepurposeoftherequestforproposaldocumentsisfortheTownofOceanCity
(Town)toobtaintheservicesofaqualifiedvendortoconductapayandclassification
studyinconformitywiththerequirementscontainedherein(ProposalDocument(s)).
2. CLARIFICATIONOFTERMS2.1.
Professional
firms
or
individuals
that
submit
a
bid
for
award
of
a
contract
(Contract)arereferredtoasvendors(Vendors)inthisdocument. TheVendorthat
isawardedtheContractishereinreferredtoasthe(SuccessfulVendor).
3. QUESTIONSANDINQUIRIES3.1. ForinformationregardingProposalDocumentsandbiddingrequirements,please
contactWayneEvansatwevans@oceancitymd.govorcall4102898822.
3.2. CopiesoftheProposalDocumentsareavailableathttp://oceancitymd.gov/City_Manager/bids.htmlorbycalling(410)2898822during
normalbusinesshours.
4. FILLINGOUTPROPOSALDOCUMENTS4.1. UseonlyformssuppliedbytheTown.4.2. Submitoneunboundoriginalandtwo(2)boundcopiesofcompletedProposal
Documents.
4.3. Proposalsshouldbetabsequencedasfollows:(1)Coverletter,(2)ScopeofServices/projectunderstanding/projectapproach/timeschedule,(3)Qualifications,(4)
FormofProposalandsignedaddenda.
4.4. AllblanksontheProposalDocumentswillneedtobefilledinelectronicallyormanuallyinink.
4.5. WheresoindicatedbythemakeupoftheProposalDocuments,sumswillbeexpressedinbothwordsandfigures,andinthecaseofadiscrepancybetweenthetwo,
theamount
written
in
words
will
govern.
In
the
event
there
is
adiscrepancy
between
theunitpriceandtheextendedtotals,theunitpriceswillgovern.
4.6. Anyinterlineation,alteration,orerasurewillbeinitialedbythesigneroftheProposalDocuments.
4.7. EachcopyoftheProposalDocumentswillbesignedbytheperson(s)legallyauthorizedtobindtheVendortoacontract,usingthelegalnameofthesigner.
ProposalDocumentssubmittedbyanagentwillhaveacurrentPowerofAttorney
attachedcertifyingtheagentsauthoritytobindtheVendor.
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6
4.8. VendorwillsupplyallinformationandsubmittalsrequiredbytheProposalDocumentstoconstituteaproperandresponsiblecompletedProposalDocument
package.
4.9. AnyambiguityintheProposalDocumentsasaresultofomission,error,lackofclarityornoncompliancebytheVendorwithspecifications,instructions,and/orall
conditionsof
bidding
will
be
construed
in
the
light
most
favorable
to
the
Town.
5. SUBMISSIONOFPROPOSAL5.1. AllcopiesoftheProposalDocumentsandanyotherdocumentsrequiredtobe
submittedwiththeProposalDocumentswillbeenclosedinasealedenvelope. The
envelopewillbeaddressedtotheAssistantDirectorofInternalServicesProcurement
DivisionandwillbeidentifiedwiththeprojectnameandtheVendorsnameand
address. IftheProposalDocumentsaresentbymail,thesealedenvelopewillbe
enclosedinaseparatemailingenvelopewiththenotationSEALEDPROPOSAL
DOCUMENTSENCLOSEDonthefacethereof.
5.2. ProposalDocumentswillbedepositedatthedesignatedlocationpriortothetimeanddateforreceiptofProposalDocumentsasindicatedintheAdvertisementor
RequestforProposal,oranyextensionmadebyAddendum. ProposalDocuments
receivedafterthetimeanddateforreceiptwillbereturnedunopened.
5.3. VendorwillassumefullresponsibilityfortakingwhatevermeasuresnecessarytoensurethattheProposalDocumentsreachtheOfficeoftheAssistantDirectorof
InternalServicesProcurementDivisionpriortothelocaltimeanddatespecifiedfor
receiptofProposalDocuments. TheTownwillNOTBERESPONSIBLEforanyProposal
DocumentdelayedinthepostalorotherdeliveryservicenoranylateProposal
Document,amendment,orrequestforwithdrawalofProposalDocument,received
aftertheProposalDocumentsubmissiondate.
5.4. Vendors,ortheirauthorizedagents,areexpectedtofullyinformthemselvesastotheconditions,requirements,andspecificationsbeforesubmittingProposal
Documents;failuretodosowillbeattheVendorsownrisk.
5.5. AfullyexecutedAffidavitofQualificationtoBidwillbeattachedtoeachProposalDocument.
5.6. ALLMINORITYBUSINESSENTERPRISEVENDORSAREENCOURAGEDTOPARTICIPATE.5.7. AllVendorsubmittedProposalsDocumentswillbevalidforaminimumofsixty(60)
daysfromthedateofProposalDocumentopening.
6. OPENINGOFPROPOSALS6.1.
Proposal
Documents
received
on
time
will
be
opened
publicly
and
only
vendors
nameswillbereadaloudfortherecord.
6.2. TheContractwillbeawardedorallProposalDocumentswillberejectedwithinonehundredtwenty(120)daysfromthedateoftheProposalDocumentopening.
6.3. Ifawarded,itisanticipatedthiscontractwillbeginMay2014.
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7
7. ACCEPTANCEORREJECTIONOFPROPOSALS7.1. Unlessotherwisespecified,theContractwillbeawardedtothemostRESPONSIBLE
andRESPONSIVEVendorcomplyingwiththeprovisionsoftheProposalDocuments,
providedtheproposalpriceisreasonable,doesnotexceedthefundsavailable,anditis
inthebestinterestoftheTowntoacceptit. TheTownreservestherighttorejectthe
ProposalDocuments
of
any
Vendor
who
has
previously
failed
to
perform
properly
in
anywayorcompleteontimecontractsofasimilarnature;oraProposalDocument
fromaVendorwho,investigationshows,isnotinapositiontoperformtheContract;or
ProposalDocumentsfromanyperson,firm,orcorporationwhichisinarrearsorin
defaulttotheTownforanydebtorcontract.
7.2. IndeterminingaVendorsRESPONSIBILITY,theTownmayconsiderthefollowingqualifications,inadditiontoprice:
7.2.1. Ability,capacity,andskilltoprovidethecommoditiesorservicesrequiredwithinthespecifiedtime,includingfuturemaintenanceandservice,andincludingcurrent
financialstatementorotherevidenceofpecuniaryresourcesandnecessary
facilities.
7.2.2. Character,integrity,reputation,experienceandefficiency.7.2.3. Qualityofpastperformanceonpreviousorexistingcontracts,includingalistof
currentandpastcontractsandotherevidenceofperformanceability.
7.2.4. PreviousandexistingcompliancewithlawsandordinancesrelatingtocontractswiththeTownandtotheVendorsemploymentpractices.
7.2.5. EvidenceofadequateinsurancetocomplywithContracttermsandconditions.7.2.6. StatementofcurrentworkloadandcapacitytoperformtheServices.7.2.7. ExplanationofmethodstobeusedinfulfillingtheContract.7.2.8. TheVendor,ifrequested,willbepreparedtosupplyevidenceofits
qualifications,listedabove,anditscapacitytoperformtheServices;suchevidence
tobe
supplied
within
aspecified
time
and
to
the
satisfaction
of
the
Town.
7.3. IndeterminingaVendorsRESPONSIVENESS,theTownwillconsiderwhethertheProposalDocumentconformsinallmaterialrespectstotheProposalDocuments. The
Townreservestherighttowaiveanyirregularitiesthatmaybeinitsbestinteresttodo
so.
7.4. TheTownwillhavetherighttorejectanyandallProposalDocuments,whereapplicabletoacceptinwholeorinpart,toaddordeletequantities,towaiveany
informalitiesorirregularitiesintheProposalDocumentreceived,torejectaProposal
Documentnotaccompaniedbyrequiredproposalsecurityorotherdatarequiredby
theProposalDocuments,andtoacceptorrejectanyProposalDocumentwhich
deviates
from
specifications
when
in
the
best
interest
of
the
Town.
Irrespective
of
any
oftheforegoing,theTownwillhavetherighttoawardtheContractinitsownbest
interests.
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8
8. NOTICETOVENDORS8.1. BeforeaVendorsubmitstheProposalDocumentsitwillneedtobecomefully
informedastotheextentandcharacteroftheServicesrequiredandareexpectedto
completelyfamiliarizethemselveswiththerequirementsofthisProposalDocuments
specifications. FailuretodosowillnotrelievetheVendoroftheresponsibilitytofully
performin
accordance
therewith.
No
consideration
will
be
granted
for
any
alleged
misunderstandingofthematerialtobefurnishedortheServicestobeperformed,it
beingunderstoodthatthesubmissionofaProposalDocumentisanagreementwithall
oftheitemsandconditionsreferredtoherein.
END OF SECTION
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9
SECTIONII: GENERALINFORMATION
1. ECONOMYOFPROPOSAL1.1. ProposalDocumentswillbepreparedsimplyandeconomically,providing
straightforwardandconcisedescriptionoftheVendorscapabilitiestosatisfythe
requirementsof
the
Proposal
Documents.
Emphasis
should
be
on
completeness
and
clarityofcontent. Elaboratebrochuresandotherrepresentationsbeyondthat
sufficienttopresentacompleteandeffectiveProposalDocumentareneitherrequired
nordesired.
2. RESPONSIBILITIESOFTHEVENDOR2.1. TheVendorwillberesponsiblefortheprofessionalqualityandtechnicalaccuracyof
theiradviceandotherservicesfurnishedintheProposalDocuments. TheVendorwill
performserviceswiththedegreeofskillthatisnormallyexercisedbyrecognized
professionalsastheStandardofCarewithrespecttoservicesofasimilarnature.
2.2.
Neither
the
Towns
review,
approval
or
acceptance
of,
nor
payment
for,
any
of
the
servicesrequiredundertheawardedContractwillbeconstruedtooperateasawaiver
ofanyrightsundertheContractoranycauseofactionarisingoutoftheperformance
oftheContract,andtheVendorwillbeliabletotheTowninaccordancewithapplicable
lawforalldamagestotheTowncausedbytheVendorsnegligentperformanceofany
oftheservicesfurnishedundertheContract.
2.3. TherightsoftheTownprovidedforundertheawardedContractareinadditiontoanyrightsandremediesprovidedbylaw.
3. PROPRIETARYINFORMATIONORTRADESECRETS3.1. TheVendormayinvokeproprietaryinformationortradesecretprotectionfor
submissionof
any
data/material
by
(1)
identifying
the
data/material
in
awritten
description,(2)clearlymarkingthedata/materialasproprietary,and(3)providinga
writtenstatementdetailingthereasonswhyprotectionisnecessary. TheTown
reservestherighttoaskforadditionalclarificationpriortoestablishingprotection.
4. OWNERSHIPOFMATERIALS4.1. Ownershipofallmaterialanddocumentationoriginatedandpreparedpursuantto
theProposalDocumentswillbelongexclusivelytotheTownandissubjecttopublic
inspectioninaccordancewiththeFreedomofInformationAct. Tradesecretsor
proprietaryinformationsubmittedbyaVendorinconnectionwithaprocurement
transactionwill
not
be
subject
to
disclosure
under
the
Freedom
of
Information
Act.
However,theVendormustinvoketheprotectionsofthissectionandbeinaccordance
withSection3.1.
5. CONTRACTAWARD5.1. AwrittenawardbytheTowntotheSuccessfulVendorintheformofaPurchase
OrderorothercontractdocumentwillresultinabindingContractwithoutfurther
actionbyeitherparty. IftheSuccessfulVendorfailsorrefusestosignanddeliverthe
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Contractandtherequiredinsurancedocumentation,theTownwillhavetherightto
awardtothenextresponsibleandresponsiveVendor. Contractwillbeexecutedbythe
SuccessfulVendorwithinfifteen(15)workingdaysofreceiptoftheContract.
5.2. ProposalDocumentsandContractsissuedbytheTownwillbindtheVendortoapplicableconditionsandrequirementshereinsetforth,unlessotherwisespecifiedin
theProposal
Documents,
and
are
subject
to
all
federal,
state,
and
municipal
laws,
rules,
regulations,andlimitations.
5.3. Townpersonalpropertytaxes(Taxes)mustbeonacurrentbasis;ifanysuchTaxesaredelinquent,theymustbepaidbeforeawardofContract. Failuretopaywillresultin
theawardofContracttoanotherVendor.
5.4. TheTownreservestherighttoengageinindividualdiscussionsandinterviewswiththoseVendorsdeemedfullyqualified,responsible,suitableandprofessionally
competenttoprovidetherequiredservicesshouldtheprojectsizewarrantit. Vendors
willbeencouragedtoelaborateontheirqualifications,performancedata,andstaff
expertise. ProprietaryinformationfromcompetingVendorswillnotbedisclosedtothe
publicortocompetitors.
6. AUDIT6.1. TheSuccessfulVendoragreestoretainallbooks,records,andotherdocuments
relativetotheawardedContractforfive(5)yearsafterfinalpayment,oruntilaudited.
TheTown,itsauthorizedagents,and/orStateauditorswillhavefullaccesstoandthe
righttoexamineanyofsaidmaterialsduringsaidperiod.
7. KEYPERSONNEL7.1 ThepersonnelnamedinthetechnicalProposalDocumentwillremainresponsible
throughouttheperiodoftheawardedContract. Noreplacementmaybemadewithout
submissionof
aresume
of
the
proposed
replacement
with
final
approval
being
granted
bytheTownofOceanCitysHumanResourcesDirector.
8. NONPERFORMANCE8.1. TheTownreservestherighttoinspectalloperationsandtowithholdpaymentfor
anyServicesnotperformedornotperformedinaccordancewiththespecificationsin
thisProposalDocument. Errors,omissionsormistakesinperformancewillbe
correctedatnocosttotheTown. Failuretodosowillbecauseforwithholdingof
paymentforthatService. Inaddition,ifdeficienciesarenotcorrectedinatimely
manner,theTownmaycharacterizetheSuccessfulVendorasuncooperative,which
may
jeopardize
future
project
order
solicitations.
9. ASSIGNMENT9.1. SuccessfulVendorwillnotassign,transferorsubjecttheContract,oritsrights,title
interestsorobligationsthereinwithoutTownspriorwrittenapproval.
9.2. ViolationofthetermsofthisparagraphwillconstituteabreachofContract. Allrights,title,interestandobligationsoftheSuccessfulVendorwillthereuponceaseand
terminate.
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10. MODIFICATIONORWITHDRAWALOFPROPOSAL10.1. AProposalDocumentmaynotbemodified,withdrawn,orcancelledbytheVendor
duringthestipulatedtimeperiodfollowingthetimeanddatedesignatedforthe
receiptofProposalDocuments,andeachVendorsoagreesinsubmittingProposal
Documents.
11. DEFAULT11.1. TheContractmaybecancelledorannulledbytheTowninwholeorinpartby
writtennoticeofdefaulttotheSuccessfulVendoruponnonperformance,violationof
Contractterms,deliveryfailure,bankruptcyorinsolvency,anyviolationofstateorlocal
laws,orthemakingofanassignmentforthebenefitofcreditors. Anawardmaythen
bemadetothenextmosthighlyratedVendor,orwhentimeisoftheessence,similar
commoditiesand/orservicemaybepurchasedontheopenmarket. Ineitherevent,
thedefaultingVendor(orhissurety)willbeliabletotheTownforcosttotheTownin
excessofthedefaultedContractprice.
12. COLLUSION/FINANCIALBENEFIT12.1. TheVendorcertifiesthathis/herProposalismadewithoutanyprevious
understanding,agreement,orconnectionwithanyperson,firm,orcorporationmaking
aProposalDocumentforthesameproject;withoutpriorknowledgeofcompetitive
prices;andisinallrespectsfair,withoutoutsidecontrol,collusion,fraud,orotherwise
illegalaction.
12.2. UponsigningtheProposalDocument,VendorcertifiesthatnomemberofthegoverningbodyoftheTown,ormembersofhis/herimmediatefamily,including
spouse,parentsorchildren,oranyotherofficeroremployeeoftheTown,orany
memberor
employee
of
aCommission,
Board,
or
Corporation
controlled
or
appointed
bytheMayororCouncilhasreceivedorhasbeenpromised,directlyorindirectly,any
financialbenefit,relatedtothisContract.
13. TAXEXEMPTION13.1. TheTownisexemptfromFederalExciseTaxes,MarylandSalesandUseTaxes,and
TransportationTaxes. ThisexemptioncannotbeusedbyVendorsdoingbusinesswith
theTown. VendorsareresponsibleforStateSalesTaxofrealpropertyfurnishedand
installedorconstructedfortheTown.
14.
EQUAL
EMPLOYMENT
OPPORTUNITY
AND
NON
DISCRIMINATION
14.1. AllVendorsaresubjectto,andmustcomplywith,theprovisionsofallapplicablestateandfederalantidiscriminationlaws. TheTownencouragesequalemployment
opportunitytobusinessesownedandcontrolledbyminoritiesandwomen.
14.2. ThesuccessfulVendorwillnotdiscriminateagainstanyemployeeorapplicantforemploymentoranymemberofthepublicbecauseofrace,color,creed,religion,
nationalorigin,sex,sexualpreference,disability,maritalstatus,age;orotherwise
commitanunfairemploymentpractice. Vendorfurtheragreesthatthis
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nondiscriminatoryagreementwillbeincorporatedbytheVendorinallcontracts
enteredintowithsuppliersofcommoditiesandservices,contractorsand
subcontractors,andalllabororganizationsfurnishingskilled,unskilled,andcraftunion
skilledlabor,orwhomayperformanysuchlabororservicesinconnectionwiththis
Contract.
15. INDEMNITY15.1. TheSuccessfulVendoragreestoindemnify,defend,andholdharmlesstheTown
anditsofficers,employees,andagentsfromanyandallliability,loss,cost,damage,and
expense(includingreasonableattorneysfeesandcourtcosts)resultingfrom,arising
outof,orincurredbyreasonofanyclaims,actions,orsuitsbaseduponoralleging
bodilyinjury,includingdeath,orpropertydamagerisingoutoforresultingfromthe
VendorsoperationsundertheContract,whethersuchoperationsbebytheVendoror
byanysubcontractororbyanyonedirectlyorindirectlyemployedbyeithertheVendor
orsubcontractor.
15.2. Vendorfurtheragreestofurnishadequateprotectionagainstdamage(s)asaresultoftheVendorsandVendorssubcontractorsnegligenceinprovidingtheServicesunder
thisContract.
16. STATUSOFVENDOR16.1. TheVendorwillberesponsibletotheTownforactsandomissionsoftheir
employees,subcontractors,andtheiragentsandemployees,andotherpersons
performingportionsoftheServicesundertheContractorotherarrangementwiththe
Vendor.
16.2. ItisunderstoodthattherelationshipofVendortotheTownwillbethatofanIndependent
Contractor.
Nothing
contained
herein
will
be
deemed
or
construed
to
(1)maketheVendortheagent,servant,oremployeeoftheTown,or(2)createany
partnership,jointventure,orotherassociationbetweentheTownandtheVendor.
17. APPLICABLELAWS17.1. Vendorwillobserveandcomplywithallapplicablefederal,state,andlocallawsand
regulationsintheperformanceoftheContract. TheContractwillbeconstruedand
interpretedinaccordancewiththelawsoftheStateofMarylandandallquestionsof
performancehereunderwillbedeterminedinaccordancewithsuchlaws.
18.
SUSPENSION
OR
TERMINATION
FOR
CONVENIENCE
18.1. TheTownwillhavetheright,atanytimebywrittennotice,foritsconvenience,tosuspendtheServicesundertheContractforsuchtimeasmaybedeterminedbythe
Towntobenecessaryordesirableuptoninety(90)days,unlessalongertimeisagreed
uponinwritingbybothparties;andthereafter,torequireresumptionofthewholeor
anypartoftheServiceswithoutinvalidatingtheprovisionsofthisContract.
18.2. TheTownwillhavetheright,atanytimebywrittennotice,foritsconvenience,toterminatetheServicesinwholeorinpart.
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18.3. AnynoticeissuedpursuanttoSections18.1and/or18.2willstatetheextentandeffectivedateofsuchnotice,exceptasotherwisedirected,theVendorwillstop
ServicesonthedateofreceiptoftheNoticeofTerminationorotherdatespecifiedin
thenotice;placenofurtherordersorsubcontractsformaterials,services,orfacilities,
exceptasnecessaryforthecompletionofsuchportionoftheServicesnotterminated.
18.4. TheVendor,withinthirty(30)daysoftheNoticeofTermination,willsubmitafinalinvoicereflectingServicesactuallyfurnishedpursuanttotheContracttothe
satisfactionoftheTownandforwhichnopreviousinvoicewassubmittedtotheTown.
18.5. Intheeventofatermination,pursuanttoSection18.2,theTownwillpaytheVendorsexpensesverifiedbyfinalinvoiceassetforthinSection18.4forthefollowing:
18.5.1.CompletedandacceptableServicesexecutedinaccordancewiththeContractpriortotheeffectivedateoftermination,includingfairandreasonablesumsfor
overheadandprofitforsuchServices;
18.5.2.ExpensessustainedpriortotheeffectivedateofterminationinperformingServicesandfurnishinglabor,materials,orequipmentasrequiredbytheContract
inconnectionwithuncompletedServices,plusfairandreasonablesumsfor
overheadandprofit.
18.6. TheVendorwillnotbepaidonaccountoflossofanticipatedprofitsorrevenuesorforServicesnotcompletedpriortothedateofterminationoftheContract.
19. CONTRACTCHANGES19.1. NOCLAIMSmaybemadebyanyonethatthescopeoftheprojectorthatthe
VendorsServiceshavebeenchanged(requiringchangestotheamountof
compensationtotheVendororotheradjustmentstotheContract)UNLESSsuch
changesor
adjustments
have
been
made
by
an
approved
WRITTEN
AMENDMENT
(ChangeOrder)totheContractsignedbytheAssistantDirectorofInternalServices
ProcurementDivision(andtheTownCouncil,ifrequired),priortoadditionalServices
beinginitiated. ExtraServicesperformedwithoutprior,approved,writtenauthority
willbeconsideredasunauthorizedandattheexpenseoftheVendor. Paymentwillnot
bemadebytheTown.
19.2. NOORALconversations,agreements,discussions,orsuggestions,whichinvolvechangestothescopeoftheContract,madebyanyoneincludinganyTownemployee,
willbehonoredorvalid. Nowrittenagreementsorchangestothescopeofthe
ContractmadebyanyoneotherthantheAssistantDirectorofInternalServices
Procurement
Division
(with
Town
Council
approval,
if
required)
will
be
honored
or
valid.
19.3. IfanyChangeOrderintheServicesresultsinareductionintheServices,theVendorwillneitherhave,norassertanyclaimfor,norbeentitledtoanyadditional
compensationfordamagesorforlossofanticipatedprofitsonServicesthatare
eliminated.
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20. ADDENDUM20.1. Nooralstatementsofanypersonwillmodifyorotherwiseaffectorinterpretthe
meaningoftheContractspecifications,ortheterms,conditions,orotherportionsof
theContract. Allmodificationsandeveryrequestforanyinterpretationmustbe
addressedtotheTownofOceanCitysHumanResourcesDirectorandtobegiven
consideration,must
be
received
at
the
above
address
at
least
seven
(7)
days
prior
to
thedatefixedfortheopeningofProposalDocuments.
20.2. Anyandallinterpretations,corrections,revisions,andamendmentswillbeissuedbytheDepartmentofInternalServicesProcurementDivisiontoallholdersofProposal
Documentsintheformofwrittenaddenda. Vendorsarecautionedthatanyoral
statementsmadebyanyTownemployeethatmateriallychangeanyportionofthe
ProposalDocumentswillnotberelieduponunlesssubsequentlyratifiedbyaformal
writtenamendmenttotheProposalDocument.
20.3. Alladdendawillbeissuedsoastobereceivedatleastfive(5)dayspriortothetimesetforreceiptofProposalDocuments,andwillbecomepartoftheContractandwillbe
acknowledgedintheProposalDocumentform. FailureofanyVendortoreceiveany
suchaddendawillnotrelievesaidVendorfromanyobligationundertheProposal
Documentassubmitted.
20.4. VendorsarecautionedtorefrainfromincludingintheirProposalDocumentanysubstitutionswhicharenotconfirmedbywrittenaddenda. Tofindoutwhetherthe
Townintendstoissueanamendmentreflectinganoralstatementmadebyany
employee,contacttheTownofOceanCitysHumanResourcesDirectorduringnormal
businesshours.
20.5. TheTownofOceanCitysHumanResourcesDirector,reservestherighttopostponetheProposalDocumentopeningforanymajorchangesoccurringinthe5dayinterim
whichwouldotherwisenecessitateanAddendum.
21. INSURANCEREQUIREMENTS21.1. UnlessotherwiserequiredbySpecialConditionsforthisAgreementtheVendorwill
berequiredtopurchaseandmaintainduringthelifeoftheAgreementthefollowingtypes
andamountsofinsurance(minimum).
21.1.1.CommercialGeneralLiability: $1,000,000(Onemilliondollars)peroccurrence$2,000,000(Twomilliondollars)aggregateforbodilyinjuryandpropertydamage.
21.1.2.ProfessionalLiability: $1,000,000(onemilliondollars)perclaim.21.1.3.CommercialAutomobile:$1,000,000(Onemilliondollars)combinedsinglelimit
peraccidentforbodilyinjuryandpropertydamage.Includinghired,non
ownership
coverage
and
owned
vehicle
coverage
if
company
owns
a
vehicle.
21.1.4.AsmandatedbytheCodeoftheStateofMarylandandEmployersLiabilitytheVendorwillberequiredtoprovideWorkersCompensationInsurance.
21.1.4.1.TheVendorwillprovidetheTownwithcertificatesofinsuranceevidencing
thecoveragerequiredabove. SuchcertificateswillprovidethattheTownbegiven
atleastthirty(30)dayspriorwrittennoticeofcancellationof,intentiontonot
renew,ormaterialchangeinsuchcoverage. Vendorwillprovidecertificatesof
insurancebeforecommencingworkinconjunctionwiththisAgreement.
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21.1.4.1.1.Failuretoprovideandcontinueinforcesuchinsuranceasrequired
above,willbedeemedamaterialbreachoftheAgreement,willcausethe
VendortobeinDEFAULT,andwilloperateasanimmediateterminationthereof.
TheTownreservestherighttorequirehigherlimitsonanyAgreement. Athirty
(30)daynoticeinwritingofcancellationornonrenewalwillbefurnishedby
certifiedmail
to
the
Assistant
Director
of
Internal
ServicesProcurement
Division
attheaddresslistedinsolicitation. TheVendoragreestoberesponsiblefor,
indemnify,defendandholdharmlesstheTown,itsofficers,agentsand
employeesfromthepaymentofallsumsofmoneybyreasonofanyclaim
againstthemarisingoutofanyandalloccurrencesresultinginbodilyormental
injuryorpropertydamagethatmayhappeninconnectionwiththeServices
performedunderthisAgreementincluding,butnotlimitedto,claimsunderthe
WorkersCompensationAct.
21.1.4.2. ONTHECOMMERCIALGENERALLIABILITYPOLICYTHETOWNMUSTBE
NAMEDASADDITIONALINSUREDANDTHEINSURANCECERTIFICATEFURNISHEDTO
THETOWNWILLINDICATESUCHCOVERAGE.
21.1.4.3. THE PROVIDINGOFANYINSURANCEREQUIREDHEREINDOESNOTRELIEVE
THEVENDOROFANYOFTHERESPONSIBILITIESOROBLIGATIONSASSUMEDBYTHE
CONSULTANTINTHISAGREEMENT,ORFORWHICHTHEVENDORMAYBELIABLEBY
LAWOROTHERWISE.
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ENDOFSECTION
SECTIONIII: SCOPEOFSERVICES
1. BACKGROUND1.1. TheTownhasapproximately525employeesin16departmentswithatotalof365
uniquejobtitles. EachyeartheTownsignificantlyincreasesitsworkforcebythe
additionofapproximately950temporaryandparttimeemployeessupplementingthe
existingfulltimeclassificationsandhiringuniquelyseasonalpositionssuchasbeach
patrol.
Amarketpayandbenefitsstudywasconducted2010/2011. Thelastindependent
pay,classificationandbenefitsstudywasconductedin2005andupdated2008. There
are10separatepayplans. Thereare2collectivebargainingagreements.
2. SCOPEOFSERVICES2.1. Provideapositionanalysisofeachpositiontodeterminespecificduties,
responsibilitiesandjobrequirementsforthepurposeofupdatingpositiondescriptions.
Thisprocessshallincludebothinterviewsanddeskauditsasappropriateand
necessary.
2.2. Provideacomprehensiveevaluationofeachpositionforthepurposeofdeterminingtherelativeworthwithintheorganization(internalequity),reviewjobgradesandpay
ranges,andtheassignmentofpositionstoappropriatepaygrades.
2.3. Conductacompensationmarketsurveyusingbenchmarkpositionstoincludefulltime,
part
time
and
temporary
position
classifications.
Determine
market
as
defined:
e.g., governmententitiesandappropriatenongovernmententitiesidentifiedbythe
characteristicsofthegovernment(s)anditsservicesprovided; numberofemployees;
populationserved;budget;geographyand/othercomparablefactors.
2.4. AnalyzepaydatatodetermineanequitableandappropriatecompensationplanfortheTownincludingpaygradedesign,payincrementpercentages,andbestpracticesfor
fulltime,parttimeandtemporarypaystructures. Developmethodologiesfor
determiningpromotionalincreaseswithinandacrosspayplans.
2.5. Developsolutionsforconsolidatingexistingtwotierpayplan(s)tosinglepayplans.2.6. Determinefeasibilityofpayplanconsolidations.2.7. Determinefeasibilityofpaygradeandjobtitleconsolidations.2.8. CorrelatepaygradestotheBLSJobEvaluationGuideforpointfactorlevelingand
positionclassificationsystem.
2.9. EnsurethatallpositionsareappropriatelyclassifiedbasedupontherequirementsoftheFairLaborStandardsActExempt/NonExempt.
2.10. Providerecommendationsonarewardsystemfortopperformers.2.11. Conducttrainingsessionswithdepartmentheadsandsupervisorswithregardtothe
compensationpoliciesandprocedures.
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2.12. Provideaprocedurethroughwhichemployeescanappealtheirclassificationdecision.
2.13. ProvideananalysisoftheTownsbenefitsplansrelativetomarketandproviderecommendationsforadjustmentasneededinkeepingwithbenefitsbestpractices.
2.14.3. QUALIFICATIONSREQUIRED
3.1. TheVendortoberetainedbytheTownwillmeetthefollowingminimumrequirements:
3.1.1. Haveexperiencewithpublicsectorpay,classificationandbenefitsplans,andhavecompletedatleastthree(3)similarstudieswheretheprojectswere
successfullyimplemented. Studiestohavebeencompletedwithinthelastfive(5)
years.
3.1.2. Willassignqualified,experiencedpersonneltotheprojectteam. TeammembersmustbepartoftheTownofTownofOceanCitysprojectfromthe
beginningtoend.
4. PROPOSALSUBMITTAL4.1. Briefhistoryofthevendor.4.2. OrganizationalChartofthevendor.4.3. ProjectTeam
4.3.1. Namesofpersonnelwhowouldbeassignedtotheprojectandtheirfunction.
4.3.2. Includecompleteresumesandreferenceswithphonenumbersfortheproposed
projectteammembers.
4.3.3. Thequalificationsoftheindividualsassignedtotheprojectteamwillbean
importantfactorinthefinaldecisionoftheselectioncommittee.
4.4. ListofSimilarProjects.4.4.1. Includethethreeprojectsinthelastfiveyearswhichdemonstrateexperience
withpayandclassificationstudiesandhighlightwithanasterisk(*)any
demonstratingpublicsectorexperience.
4.4.2. Provideagencynames,addressesandcontactpersonsandphonenumberfor
eachreference.
4.5. ListofALLclientsinthepastthreeyears.4.5.1. Provideagencyname,address,telephonenumberandacontactpersonforeach
reference.
4.5.2. Forvendorswithmorethanoneoffice/branch,pleaselistonlytheoffice/branch
serving
this
project.
4.6. DetailedScopeofWork.
4.6.1. Methodsofgatheringinformationaboutpositions.
4.6.2. Methodsofverificationofpositiondata.
4.6.3. Formatandsamplejobdescriptions,includingessentialfunctioninformation
requiredtomeetADAguidelines.
4.6.4. Methodsofassigningpositionstoclasses.
4.6.5. Proposedsamplesizes.
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4.6.6 Methodsofcomparingbenefitsplansandprograms.
4.7. AvailabilityofvendortosuccessfullymeettheTownstimetable.
4.8. AnyexceptionstotheTownrequirements,oranyrequirementswhichtheconsulting
vendorisunabletosatisfy,shouldbelistedandanalternativeproposalprovided.
5. FEEREQUIREMENTS5.1. Thefeeproposedmustincludeallcostsassociatedwiththecompletionofthis
projectbythevendor.
5.2. Allstaffpayrollcosts,postage,faxing,copyingcosts,mileage,oranyothercosts
associatedwiththeperformanceofthiscontractmustbeincludedinthenotto
exceedlumpsumfee.
5.3. Thefeeinformationshouldincludeamemoofexplanationdetailingthescopeof
workthatthefeecovers. ANYEXCEPTIONSOREXCLUSIONStothestated
specificationsshouldbelisted,aswellasanylimitationsonmeetings,travel,or
otheritems.
5.4. Thelumpsumfeewillbepaidininstallmentsasworkiscompletedandfound
acceptable.
5.5. Ascheduleofhourlyratesfortheprojectpersonnelwillbeincludedintheproposal.
5.6. Provideasaddalternatesanyadditionalservicesyoubelievenecessarythat
cannotbeincludedinthebaseproposalfee.
5.6.1. Showtheseadditionsasseparatelineitems.
6. MEETINGSANDOTHEREXPECTATIONS6.1. MeetingsaretobeheldwithTownofficialstodiscussspecificconcernswithrespect
tothereviewofcurrentpracticesandthedevelopmentofanewcompensation
strategy.
6.2. Meetingswillalsobeheldtopresentfindingsandproposedrecommendationsnearthecompletionofthestudy.
6.3. Separatemeetingswillbeheldwithdepartmentheads,supervisors,andemployeestoprovideanoverviewofthestudy,thespecificprocesstobeundertaken,theproject
schedule,theprojectobjectives,andultimatelytheprojectresults.
6.3.1. Ampletimeshouldbeprovidedforthesemeetings.
6.3.2. Weanticipateatotalof810meetingsduringthisprocess.
6.3.3. SeparatemeetingswillbeheldwiththeMayorandtheCityCouncilattheendof
theprojecttopresentfindings.
6.4. Allactivitiesandrecommendationswillmeetalllegalrequirements,betotallynondiscriminatory,
and
ensure
compliance
with
all
applicable
federal,
state
and
local
laws
andregulations.
6.5. Allactivitieswillbebaseduponbestpracticesincompensationandperformancemanagement,andconsideringinternalandexternalequity.
6.6. Recommendationsshouldprovideforeaseofadministration,maintenanceandexplanation.
6.7. Thecompensationsystemshouldprovidefortheincorporationofnewpositionsandfortheongoingmaintenanceoftheplanscompetitiveness.
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6.8. Twelve(12)boundcopiesoftheprojectconclusionsandrecommendationswillbeprovidedalongwithelectronicfilesofallpresentationandworksheetmaterials.
7. INTERVIEWS7.1. Priortoaward,theTownreservestherighttoconductindividualinterviewswithany
vendor,or
vendors,
who
submit
proposals
that
they
feel
necessary
to
interview.
7.2. Theseinterviewsmaybeinperson,ormaybeconductedviatelephone.
8. PROJECTSCHEDULE
8.1. ThesuccessfulVendorwillprovidefinalrecommendationsandresultsofthe
completedprojectonorbeforeAugust30,2014
8.2. Proposerswillacknowledgethattimeisoftheessencewithregardtothis
project.
ENDOFSECTION
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SECTIONIV: EVALUATIONANDSELECTIONPROCESS
1. EVALUATION1.1.AnEvaluationCommitteewillberesponsibleforrecommendingselectionofthemost
highlyrankedresponsiveandresponsibleVendor. TheVendorswiththehighestranked
submittalsmay
be
asked
to
make
adetailed
presentation
of
their
product/service
to
theTown.
1.2.AllVendorsareadvisedthatintheeventofareceiptofadequatenumberofProposalDocumentswhich,intheopinionoftheEvaluationCommittee,requirenoclarification
and/orsupplementaryinformation,suchProposalDocumentsmaybeevaluated
withoutdiscussion. Hence,ProposalDocumentsshouldbeinitiallysubmittedonthe
mostcompleteandfavorabletermswhichVendorsarecapableofofferingtheTown.
ProposalDocumentswillbeevaluatedusingthefollowingcriteria:
WeightingFactor Criterion
20%
Relevantcompany
experience.
20% Professionalqualificationsoftheprojectteam
members.
20% Technicalandoperationalapproachtotheproject.
25% Feeproposal.
15% Abilitytomeetprojectdeadline.
1.3.EachVendorwillberatedforeachcriteriononascaleofzerotofourasdescribedbelow.
Unacceptable 0
Poor
1
Fair 2
Good 3
Superior 4
1.3.1. AVendorsfinalgradewillbethesumofeachcriterionsratingmultipliedbytheweightingfactorlistedabove.
THIS AND PRECEEDING SECTIONS DO NOT NEED TO BE RETURNED WITH
SUBMITTAL.
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FP 1
FORMOFPROPOSAL
Pay,ClassificationandBenefitsStudy
ToWhomitmayconcern:
WeherebysubmitourProposalDocumentsforPay,ClassificationandBenefitsStudyas
indicatedintheProposalDocuments.
HavingcarefullyexaminedtheProposalDocumentsandhavingreceivedclarificationonall
itemsofconflictoruponwhichanydoubtarose,theundersignedherebyrequests
considerationofourVendorforawardofthereferencedContract.
TOTALLUMPSUMNOTTOEXCEEDPRICE
$____________________ ____________________________________
(Figures)
(Totalprice
written)
IunderstandthecompletiontimeforthisprojectisAugust30,2014 andfeelconfidentIcan
meetthisdeadline. (Yes)____ (No)_____ CHECKOne.
________________________________ ____________________________________
SignforIdentification PrintedName
REFERENCES
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Listthree(3)referencesforServicessuccessfullyimplemented/performedinthelast1236
months. Includecontactname,address,telephonenumberandservicesperformed.
CompanyName: CompanyName:
TypeofProject: TypeofProject:
Address: Address:
Town,State,
Zip
Code:Town,
State,
Zip
Code:
ContactPerson: ContactPerson:
Telephone
Number:
Telephone
Number:
DateofService: DateofService:
CompanyName:
TypeofProject:
Address:
Town,
State,
Zip
Code:
ContactPerson:
Telephone
Number:
DateofService:
__________________________ ____________________________
SignforIdentification PrintedName
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Theundersignedherebycertifiesthat,exceptaslistedbelow,oronseparatesheets
attachedhereto,theenclosedProposalDocumentcoversallitemsasspecified.
EXCEPTIONS:
(Ifnone,writeNONE)_______________________________________________
THE
VENDOR
HEREBY
ACKNOWLEDGES
RECEIPT
OF
THE
FOLLOWING
ADDENDA.
Number Date Initials
____________ _______________ ________
____________ _______________ ________
____________ _______________ ________
__________________________ ____________________________
SignforIdentification PrintedName
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INDIVIDUALPRINCIPAL
VendorName:______________________________________
SignedBy:_____________________________Inthepresenceof:_________________________
AddressofVendor:____________________________Town,State,Zip
________________________
TelephoneNo.:______________________________Fax:_______________________________
********************************************************************************
COPARTNERSHIPPRINCIPAL
NameofCoPartnership:____________________________
Address:__________________________________Town,State,Zip_________________________
TelephoneNo.:_______________________________Fax:______________________________
SignedBy:______________________________Inthepresenceof:________________________
Partner
Witness
SignedBy:______________________________Inthepresenceof:________________________
Partner Witness
SignedBy:______________________________Inthepresenceof:________________________
Partner Witness
********************************************************************************
CORPORATEPRINCIPAL
NameofCorporation:_______________________________
Address:_________________________________Town,State,Zip
__________________________
TelephoneNo.:____________________________Fax:__________________________________
SignedBy:______________________________Inthepresenceof:________________________
President Witness
Attest:___________________________________
CorporateSecretary
AffixCorporateSeal
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NONCOLLUSIVEAFFIDAVIT
__________________________________________________________beingfirstdulysworn,
deposesandsaysthat:
1. He/sheisthe____________________________________,(Owner,Partner,Officer,RepresentativeorAgent)of_________________________________________,the
VendorthathassubmittedtheattachedProposalDocument;
2. He/sheisfullyinformedrespectingthepreparationandcontentsoftheattachedProposalDocumentandofallpertinentcircumstancesrespectingsuchProposal
Documents;
3. SuchProposalDocumentisgenuineandisnotacollusiveorshamProposalDocument;4. NeitherthesaidVendornoranyofitsofficers,partners,owners,agents,
representatives,employeesorpartiesininterest,includingthisaffiant,haveinany
waycolluded,conspired,connivedoragreed,directlyorindirectly,withanyother
Vendor,firm,
or
person
to
submit
acollusive
or
sham
Proposal
Document
in
connectionwiththeServicesforwhichtheattachedProposalDocumenthasbeen
submitted;ortorefrainfrombiddinginconnectionwithsuchServices;orhavein
anymanner,directlyorindirectly,soughtbyagreementorcollusion,or
communication,orconferencewithanyVendor,firm,orpersontofixthepriceor
pricesintheattachedProposalDocumentorofanyotherVendor,ortofixany
overhead,profit,orcostelementsontheProposalDocumentpriceortheProposal
DocumentpriceofanyotherVendor,ortosecurethroughanycollusion,
conspiracy,connivance,orunlawfulagreementanydisadvantageagainst
(Recipient),oranypersoninterestedintheServices;
5. ThepriceorpricesquotedintheattachedProposalDocumentarefairandproperandarenottaintedbyanycollusion,conspiracy,connivance,