March 11 2014 Complete Agenda

MAYORANDCITYCOUNCIL
WORKSESSION
Tuesday,March11,20141:00P.M. AClosedSessionisscheduled10:30A.M.1:00P.M.todiscusslegal,contractualandrealestatematters.
AGENDA
1. 2. 3. COMMENTSFROMTHEPUBLIC
AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda maybeheardduring Comments from the Public for a periodof three (3)minutes orsuch time asmay be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, addressandtheAgendaitemonwhichheorshewishestospeak.
CALLTOORDER REPORTONCLOSEDSESSIONTuesday,March11,201410:30a.m.1:00p.m.
4. 5. 6 . ADJOURN D. RequestforApprovaltoSolicitProposalsforCompensationandBenefitsStudypresentedby HumanResourceDirector C. RequestforApprovaltoPurchasePoliceInCarTechnologyEquipmentpresentedbyLt.Harmon 1. UseofAssetForfeitureFundstoReplaceToughbooks 2. UseofFY2013HomelandSecurityGrantFundstoReplaceToughbooks B. RequestforApprovaltoPurchaseVehiclesonStateContractpresentedbyProcurementManager A. BidOpeningBusStorageFacilityRoofRepairs NEWBUSINESS CONSENTAGENDA A. 3YearPrivateEventApprovalRequestforSt.PatricksDayParadeMarch12,2016 B. RequestApprovalofTaxiMedallionTransfer C. BidAwardRecommendationforBoardwalkNetworkCameraEquipment
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
NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY DATE AND TIME: PLACE: SUBJECT: VOTE: Tuesday, March 11, 2014 10:30 a.m. City Hall Legal, Contractual and Real Estate Matters UNANIMOUS OTHER: FOR: AGAINST: ABSTAIN: ABSENT:
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 is not related to public business 3. To consider the acquisition of real property for the public purpose and matters X 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 potential litigations; 9. Conduct collective bargaining negotiations or consider matters that relate to the negotiations; 10. Discuss public security if the public body determines that public discussion would 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 imposed requirement that prevents public disclosures about a particular proceeding or matter; or 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 discussion X or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process
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 Recor Council President Lloyd Martin Council Secretary Mary Knight Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare and Joe Mitrecic City Solicitor Guy Ayres Executive Office Associate Diana Chavis
Action(s) taken:
Motion to close meeting:
Time adjourned:
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.
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 4. CONSENT AGENDA A. 3-Year Private Event Approval Request for St. Patricks Day Parade March 12, 2016
TOWN OF
The White Marlin Capital of the

Agenda Item # Council Meeting 4A March 11, 2014
TO: THRU: FROM: RE: DATE:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Events Coordinator St. Patricks Day Parade Feb. 25, 2014 St. Patricks Day Parade 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.
ISSUE(S): SUMMARY:
FISCAL IMPACT:
Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures related to this event. Approve 2016 event. No staff alternatives suggested. Lisa Mitchell, Private Event Coordinator. All appropriate departmental staff has reviewed, and the event has been coordinated with Transportation, Public Works, and the OCPD. 1) 2) 3) 4) March 2016 Calendar Cover Sheet 2013 Application Parade Layout
RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
March
Sun Mon Tue 1 Wed 2 Thu 3 Fri 4 Sat 5
10
11
12 PE - St. Patricks Day Parade - TENTATIVE
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
2016
Ocean City Private Events 3-year Approval

Name of Event: Date of Event: Total Cost to Town: St. Patricks Day Parade Requesting event approval for March 12, 2016 $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 for the St. Patricks Day Parade. Buck Mann, for the Delmarva Irish America Club, would like to continue this provision, and requests Council approve the 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 police officers between 61st and 44th Streets. Small bus loops may be established in one or both directions if vehicular traffic becomes congested. One tram will be provided for use by Mayor and City Council in the parade and a bus will be provided for parade personnel for transport back to 61 st Street. 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 th Street 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 the Office of the Fire Marshal. Public Works: This event has been going on for over 30 years. Maintenance provides bleachers, tables, chairs, trash containers and sound system at the parade grounds. Maintenance also works in conjunction with the OCPD with traffic 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:
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 4. CONSENT AGENDA B. Request Approval of Taxi Medallion Transfer
TOWN OF
The White Marlin Capital of the World

Agenda Item # Council Meeting 4B 03/11/14
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Kelly Allmond, City Clerk Taxi Medallion #173 February 25, 2014 Transfer of taxi medallion #173 On February 24, 2014, Samuel Zewdie of Luxury Cab sold Taxi Medallion #173 to Esayas Minwalkulet for the amount of $6500. The 25% Transfer Fee ($1625) was paid, and the medallion is in my possession. This is an independent to independent transfer.
ISSUE(S): SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES:
$1,625 Approve the transfer of medallion #173 Exercise your right of first refusal as provisioned in Chapter 10232(b)(7)d (see attached) of the Town Code. Kelly Allmond, City Clerk Michelle Monico, Police Records Management Supervisor Sue Adkins, Revenue Supervisor Michael Sherman, Business License Inspector Notarized Bill of Sale for Medallions 173
RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
Taxi Medallion Bill of Sale
Administrative Use Only
BE IT KNOWN, that for the sum of $ &

acknowledged, the undersigned
S' 00- 00 ~ ,the full
receipt of which is
Seller)
Scx:-4- u ej (
Buyer:
OWNER
hereby sells and transfers all rights and obligations of said medallion to C5 & J ky
M4'A& " & a Jr - (Buyer); 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.
Seller:
OWNER
Any transfer of a taxicab medallion is subject to the approval of the Mayor and City Council
and is subject to the following provisions:
As a result of this sale, the Fleet
a.
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.
to Independent Ratio will be
b.
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.
c.
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 purchase price
less the transfer fee.
I / we hereby affirm or attest under the penalty of perjury, that the statements made below are
true and correct to the best of my / our knowledge, information and belief.
I hereby affirm or attest that on this.
for the sum of $ !
DG(' PIPT
Town of Ocean City MD

REPRINT
OFe ":
day of -i0&/--
20NI did sell Medallion No
F' OS
Date:
i (< 00 from the seller named above.

TM
2/ 24/ 14 00
CUSTOMER RECEIPT * ** Type: OC Drawer: 1

Receipt no:
83559
Amount
Description
Seller' s Signature:
TAX MEDALLION RESALE

1. 00
guantity
Seller's Printed Name: - 5c2

Company Name:
Fleet)
Phone #
Zed &Jah(
Independent /
SAMUEL ZEWIDE TO
81625. 00
ESAYAS NEBIYELEULE MINWALKULET

t; 173
tax-J J-- V
8 6500. 00 SALE OF MEDALLION
l 6171
Tender detail 03 OVER COUNTER Total tendered Total payment
81625. 00
81625. 00
81625. 00
I hereby affirm or attest that on this ` _

No.
day of ZV1-- , 204( 1 did purchase Medallion

From the seller named above.
Trans- date:
2 / 24/ 14
Time: 10: 00: 11
for the sum of $
Cry
THANK YOU AND HAVE A NICE DAY '.
Buyer's Signature:
TOWN OF OCEAN CITY 410 - 289 - 8833
Buyer's Printed Name: C ," ",

Company Name: (
Phone #
n " Jagale l
Independent / Fleet)
6t43)
34t zg 2, 07- --
r-------------------- - - - - -- - -- --- - - - - -
NOTARY _'` ,---
DEBORAH LARA BETH'.1CiSTLER

Notary P.ublie ,I i L .
Worcester County
Maryland
tiJ Cflmmi$siorr EacPlros du{y;

1
iip} a
Municode
Page 1 of 3
Sec. 102-32. - Requirements.

(a) Operation of taxicabs. (1) 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 agency that is merely delivering people from the jurisdiction of such other governmental agency to Ocean City. (2) 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. (1) 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. (2) 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. (3) 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. (4) 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 (5) 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: a. The proposed transferee must comply with subsection (3) of this section. b.
(b)
(6)
(7)
http://library.municode.com/print.aspx?h=&clientID=12833&HTMRequest=http%3a%2f... 11/15/2012
Municode
Page 2 of 3
c. d.
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 purchase price less the transfer fee.
(8) (c)
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. (1) The Police Department will inspect, test, approve, and then seal the taximeter. (2) 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 48 hours 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: a. The name of the taxicab owner. b. Advertisement on exterior roof light, which does not exceed 39"L, 14"W and 15"H in size, and which is not: i. False, misleading or deceptive; ii. Sexually explicit or obscene; iii. iv. v. vi. (13) Violent in nature or illegal; Promoting tobacco products; Promoting gambling, except for Ocean Downs or the State lottery and keno Promoting alcohol products.
(3)
(4) (5) (6) (7) (8)
(9) (10) (11) (12)
Municode
Page 3 of 3
(d) (e)
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 until March 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 their insurance 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 to comply 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.
(f) (g)
(h)
(i)
(j)
(k)
(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, 10-182010; Ord. No. 2011-20, 6-20-2011; Ord. No. 2012-12, 3-19-2012)
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 4. CONSENT AGENDA C. Bid Award Recommendation for Boardwalk Network Camera Equipment
TOWN OF

Agenda Item # Council Meeting 4C March 11, 2014
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean Bid Award Recommendation Boardwalk Camera Equipment February 26, 2014 Bid award recommendation for Boardwalk Camera Equipment Fourteen (14) bids for boardwalk network camera equipment were received via eMaryland Marketplace on February 14, 2014. $150,000 appropriated for this project from Boardwalk Bond project cost savings. The installation contract was previously awarded in the amount of $91,990. Estimated cost for equipment was $35,000 Award the equipment contract to the low bidder, Evigilant.com, Inc. in the amount of $29,263.68 None Terence McGean, City Engineer Rob Morand, Network Manager eMaryland bid results
ISSUE(S): SUMMARY:
FISCAL IMPACT:
RECOMMENDATION:
ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 5. NEW BUSINESS A. Bid Opening Bus Storage Facility Roof Repairs
Bus Vehicle Storage Building-Metal Roofing Repairs Bid
CONTRACTORS All Sates Construction APEX Construction Beauchamp Construction Apostle Construction Company C B Structures EDJE Enterprises Jade Group Enterprises Mallard Construction Tecta America East
Base Bid
Create PDF files without this message by purchasing novaPDF printer (http://www.novapdf.com)
INFORMATION FOR BIDDERS
BIDS will be received by THE MAYOR AND CITY COUNCIL OF OCEAN CITY, MARYLAND (herein called the TOWN), at the office of the City Manager, City Hall, 3rd Street & Baltimore Avenue, Ocean City, Maryland during normal business hours until 4:30 P.M., Monday, March 10, 2014, and then opened and read aloud at the Mayor & City Council Work Session Meeting the following day at 1:00 P.M, February 11, 2014. A Pre-Bid meeting will be held on February 18, 2014, at 10:00 AM at the Public Works Administration Conference Room located in Building E at 204 65th Street, Ocean City, Maryland 21842. All prospective Bidders are encouraged to visit the area of this project prior to bidding. Each BID must be submitted in a sealed envelope, addressed to the Mayor and City Council of the Town of Ocean City, Maryland. Each sealed envelope containing a BID must be plainly marked on the outside as BID for: Bus Vehicle Storage Building Metal Roof Repairs and the envelope should bear on the outside the name of the BIDDER, his address, and the name of the project for which the BID is submitted. If forwarded by mail, the sealed envelope containing the BID must be enclosed in another envelope addressed to the Town of Ocean City, City Managers Office, 301 Baltimore Avenue, P. O. Box 158, Ocean City, Maryland 21843. PLEASE USE THE YELLOW BID TOTAL SHEET PROVIDED IN THE BID PACKAGE. All BIDS must be made on the required BID form. All blank spaces for BID prices must be filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted. Only one copy of the BID form is required. The TOWN may waive any informalities or minor defects or reject any and all BIDS. Any BID may be withdrawn prior to the above scheduled time for the opening of BIDS or authorized postponement thereof. Any BID received after the time and date specified shall not be considered. No BIDDER may withdraw a BID within 60 days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded within the specified period, the time may be extended by the TOWN. After BIDS have been submitted, the BIDDER shall not assert that there was a misunderstanding concerning the quantities or the nature of the SCOPE OF WORK to be performed. The TOWN shall provide to BIDDERS prior to BIDDING, all information which is pertinent to, and delineates and describes the scope of the BID. The CONTRACT DOCUMENTS contain the provisions required for the construction of the PROJECT. Information obtained from an officer, agent, or employee of the TOWN or any other person shall not affect the risks or obligations assumed by the CONTRACTOR or relieve him from fulfilling any of the conditions of the contract. The party to whom the contract is awarded will be required to execute an Agreement within ten (10) calendar days from the date when NOTICE OF AWARD is mailed to the BIDDER. The NOTICE OF AWARD shall be accompanied by the necessary Agreement. In case of Failure of the BIDDER to execute the Agreement, the Town may at its Option
1
consider the BIDDER in default. Each BID must be accompanied by a BID BOND or CERTIFIED CHECK payable to the TOWN for five (5) percent of the total amount of the BID. As soon as the BID prices have been compared, the TOWN will return the BONDS of all except the three (3) lowest responsible BIDDERS. When the agreement is executed the bonds of the two (2) remaining unsuccessful BIDDERS will be retained until the payment BOND and performance BOND have been executed and approved, after which it will be returned. A performance BOND and payment BOND, each in the amount of 100 percent of the CONTRACT PRICE, with a corporate surety approved by the TOWN, will be required for the faithful performance of the contract. Attorneys-in-fact who sign BID BONDS or payment BONDS and performance BONDS must file with each BOND a certified and effective dated copy of their power of attorney. The TOWN within ten (10) days of receipt of an acceptable Agreement signed by the party to whom the Agreement was awarded, shall sign the Agreement and return to such party an executed duplicate of the Agreement. Should the TOWN not execute the Agreement within such period, the BIDDER may, by WRITTEN NOTICE, withdraw his signed Agreement. Such notice of withdrawal shall be effective upon receipt of the notice by the TOWN. The NOTICE TO PROCEED shall be issued simultaneously with the execution of the Agreement by the TOWN. Should there be reasons why the NOTICE TO PROCEED cannot be issued at such time, the time may be extended by mutual agreement between the TOWN and BIDDER. If the NOTICE TO PROCEED has not been issued within the ten (10) day period or within the period mutually agreed upon, the BIDDER may terminate the Agreement without further liability on the part of either party. The TOWN may make such investigations as it deems necessary to determine the ability of the BIDDER to perform the WORK, and BIDDER shall furnish to the TOWN
all such information and data for this purpose as the TOWN may request. The TOWN reserves the right to reject any BID if the evidence submitted by, or investigation of, such BIDDER fails to satisfy the TOWN that such BIDDER is properly qualified to carry out the obligations of the Agreement and to complete the WORK contemplated therein. A conditional or qualified BID will not be accepted. Award will be made to the lowest responsible BIDDER. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the PROJECT shall apply to the contract throughout. Release of Liens from Material Suppliers will be required for all payment requests after the first payment application has been paid to the CONTRACTOR. A completed Waiver -Release of Lien form must accompany every payment application, after the first payment, must be completed, signed, and notarized by the material suppliers, indicating
2
that payment has been received by the supplier. No future payment applications will be processed or paid to the CONTRACTOR until Releases are received. The Town of Ocean City is a FTA/MTA Grant recipient. As such, Federal Assurances, Certifications and other Modal Clauses are required to be included with procurements exceeding three thousand dollars ($ 3,000.00). Therefore, the enclosed documents must be signed and returned for your submission to be considered complete. Failure to sign and/or return those documents included in the section of these specifications labeled as FEDERALLY REQUIRED ASSURANCES, CERTIFICATIONS, AND OTHER MODAL CLAUSES will result in rejection of your submission. Any questions regarding the construction specifications referenced in this project should be directed to Dean Dashiell, Senior Project Manager, Ocean City Public Works Department at ddashiell@oceancitymd.gov. Any questions regarding the FTA/MTA Documentation referenced in this project should be directed to Brian Connor, Assistant Superintendent of Transportation, Ocean City Public Works Department at bconnor@oceancitymd.gov.
3
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 5. NEW BUSINESS B. Request for Approval to Purchase Vehicles on State Contract presented by Procurement Manager
TOWN OF

Agenda Item # Council Meeting 5B March 11, 2014
TO: FROM: THRU: RE: DATE:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Catrice Parsons, Procurement Manager Vehicle Trust Trucks Purchase March 03, 2014 Request permission to purchase two trucks budgeted in the FY14 Vehicle Trust Budget off of the State of Maryland contract. Two ton pick-up trucks were approved for purchase in the FY2014 budget at an estimated cost of $37,000. The State of Maryland permits local Maryland governments to purchase under their contracts. $36,986.00; $14.00 below budget estimates. Purchase the vehicles off of the State of Maryland contract. Delay the purchase of approved vehicles and bid them out through the Town or do not replace the vehicles. Catrice Parsons, Procurement Manager Hal Adkins, Director of Public Works Bud Iman, Water Superintendent Charlie Felin, Wastewater Superintendent
ISSUE(S):
SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES:
RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
1) Bid price per unit compared to budget estimate 2) E-mail from Hal Adkins
Town of Ocean City Vehicle Prices on State Bid Contracts FY2014
Department Water Waste Water
Type of Vehicles Ton-2WD Ton-2WD
Dealer
# 1 1
Amount $18,493.00 $18,493.00
Budget $18,500.00 $18,500.00
Variance ($7.00) ($7.00)
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 5. NEW BUSINESS C. Request for Approval to Purchase Police In-Car Technology Equipment presented by Lt. Harmon
1. Use of Asset Forfeiture Funds for Toughbooks 2. Use of FY 2013 Homeland Security Grant Funds for Toughbooks
TOWN OF

Agenda Item # Council Meeting 5C(1) March 11, 2014
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lt. Elton Harmon, Assistant Support Services Commander OCPD Use of Asset Forfeitures Funds for Police In-Car Technology project March 4, 2014 Consideration to use $19,666 of Asset Forfeiture funds for the purpose of replacing outdated and out of warranty Toughbooks. The $19,666 will be for the purchase of five CF-53 Toughbook laptops, thirteen warranty protection plans, thirteen Microsoft Office Professional licenses, three Toughbook car power adapters and 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 laptops purchased with Home 13 funding) 3) Purchase thirteen (13) Microsoft Office Professional License at a cost $2,626. (8 licenses to be used for laptops purchased with 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.
ISSUE(S):
SUMMARY:
FISCAL IMPACT:
No financial impact on the current or FY 2015 Budget. Funding accomplished through asset forfeiture. Approve the use of Asset Forfeiture funds in the sum of $19,666. Continue to use outdated and out of warranty Toughbook laptops and fund repairs and replacement through upcoming fiscal budgets. Lt. Elton Harmon OCPD Christopher Holloway, Senior Support Specialist, IT Bids received
RECOMMENDATION: ALTERNATIVES:
RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENTS:
P: 443-557-0200 f: 443-557-0201 www.brekford.com 7020 Dorsey Building # C
SALES ESTIMATE
DATE 1/23/2014 QUOTE # 140130Q
FEDERAL ID: 20-4086662
NAME / ADDRESS
Town of Ocean City Attn: Accounts Payable P.O. Box 158 Ocean City, Maryland 21843
SHIP / DELIVER Town of Ocean City Information Technology 6501 Coastal Hwy Ocean City, MD 21842
QUOTE VERSION
VALID THROUGH 2/22/2014
REP LR QTY
TERMS Net 30 U/PRICE
Quote # 140130Q TOTAL
ITEM
DESCRIPTION
** 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 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
2,615.00
2,615.00
Protection Plus
245.00
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
0.00
0.00
Ship&Handle Charge
Shipping and Handling Date shipped: / Carrier: / Tracking#: FREE
0.00
0.00
Brekford Policy: 3 Year Limited Priority Warranty on Mobile Data Computers-hardware/labor (excluding: batteries). This warranty does not cover physically damaged merchandise. Refund is only available on special circumstances and subjected to 25% restocking fee. No refund will be considered after 15 days from the date of purchase. For tech support and RMA service call (443-557-0200).
SIGNATURE (quote approval)
TOTAL
$2,860.00
_____________________________________
SALES ESTIMATE
DATE 1/23/2014 QUOTE # 140131Q
NAME / ADDRESS
QUOTE VERSION
REP LR QTY
ITEM
DESCRIPTION
** 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 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 CF-LNDDC120 PANASONIC : Lind 120 Watt 12-32 Volt Input Car Adapter for ToughBooks #CF-VEB531U CF-53 Desktop Port Replicator (Mk1, Mk2) 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 4
2,615.00
10,460.00
Protection Plus
245.00
980.00
PANASONIC<>
130.00 195.00 0.00
390.00
#CF-VEB531U
390.00
CONTRACTS
0.00
Ship&Handle Charge
0.00
0.00
TOTAL
$12,220.00
_____________________________________
TOWN OF

Agenda Item # Council Meeting 5C(2) March 11, 2014
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lt. Elton Harmon, Assistant Support Services Commander, OCPD FY 2013 Homeland Security grant 13 Home for Police In-Car Technology project March 4, 2014 Consideration to use $22,285 of the $22,462 allocated from the FY 2013 Homeland Security grant (13 Home) for the enhancement of the Police In-Car Technology project. The $22,285 will be for the purchase of eight CF-53 Toughbook laptops and seven CF-53 desktop port replicators. The laptops will replace older machines which are no longer under warranty. The port replicators will allow us to use seven of the above mentioned laptops at a desktop workstation as well as an in-car mobile 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 Homeland Security Grant regulations prohibit the use of funds to purchase extended warranties.
ISSUE(S):
SUMMARY:
FISCAL IMPACT:
No financial impact on the FY 2015 Budget. Funding accomplished through 13 Home grant allocated for the continuation of Police In-Car Technology Approve proposal to use the 13 Home grant to improvements of our Police In-Car technology. Continue to use outdated and out of warranty Toughbook laptops and fund repairs and replacement through upcoming fiscal budgets. Lt. Elton Harmon OCPD Christopher Holloway, Senior Support Specialist, IT Bids received
RECOMMENDATION:
ALTERNATIVES:
RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENTS:
SALES ESTIMATE
DATE 1/23/2014 QUOTE # 140129Q
NAME / ADDRESS
QUOTE VERSION
REP LR QTY
ITEM
DESCRIPTION
** 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 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 #CF-VEB531U CF-53 Desktop Port Replicator (Mk1, Mk2) #PA1580-1745 DC Lind-1745 Adapter 120W CF74/51/52) 36" Cig Plug 36" 2.5mm Yellow Tip 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 8
2,615.00
20,920.00
Protection Plus
245.00
1,960.00
#CF-VEB531U
195.00 112.00 0.00
1,365.00
#PA1580-1745
112.00
CONTRACTS
0.00
Ship&Handle Charge
0.00
0.00
TOTAL
$24,357.00
_____________________________________
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, MARCH 11, 2014 5. NEW BUSINESS D. Request for Approval to Solicit Proposals for Compensation and Benefits Study presented by Human Resource Director
TOWN OF

Agenda Item # Council Meeting 5D March 11, 2014
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Wayne Evans, Human Resources Director Compensation and Benefits Study RFP March 4, 2014 2013 Strategic Planning Action item for Citywide Compensation and Benefits Study as stated under Goal 1 Financially Sound Town Government. Proposal is to contract with a professional services firm for the purpose of conducting a pay, classification and benefits study to 1) analyze, validate and / or improve current compensation administration and classification practices and 2) determine competitiveness of the Towns pay and benefits programs in its comparative market through the collection and analysis of compensation and benefits survey data. Cost estimate FY2014. $45-$50,000 which will be encumbered in
ISSUE(S):
SUMMARY:
FISCAL IMPACT:
RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
Review and approve the scope of services proposal. Edit or do not approve proposal. Wayne Evans, Human Resources Director Catrice Parsons, Procurement Manager Proposal Documents for Pay, Classification and Benefits Study
TOWNOFOCEANCITY
PURCHASINGDEPARTMENT TOWNOFOCEANCITY,MARYLAND
PROPOSALDOCUMENTS FOR Pay,ClassificationandBenefitsStudy
THISSPACEFOR DEPARTMENT USE

DateofAward: AwardedTo: ChargeabletoAccount:
BidDate: BidTime: PreBidMeetingScheduled:
AdRun:
FP 1
ADVERTISEMENT
Town of Ocean City, Maryland Pay, Classification and Benefits Study TheTownofOceanCityisseekingproposalsfromqualifiedandexperiencedvendorstoprovide apay,classificationandbenefitsstudyinconformitywiththerequirementsdetailedinthe ProposalDocuments. ProposaldocumentsforthePay,ClassificationandBenefitsStudymaybeobtainedfromthe TownofOceanCitysHumanResourcesDepartmentbyeitheremailingtheHumanResources Director,WayneEvans,atwevans@oceancitymd.govorbycalling4102898822duringnormal businesshours,orviaourwebsite,http://oceancitymd.gov/City_Manager/bids.html.Vendors areresponsibleforcheckingthiswebsiteforaddendapriortosubmittingtheirbids.TheTown ofOceanCityisnotresponsibleforthecontentofanyProposalDocumentreceivedthrough anythirdpartybidservice.Itisthesoleresponsibilityofthevendortoensurethe completenessandaccuracyoftheCompletedProposalDocuments. Questionsaredue,byemail,nolaterthanTuesday,March18that12:00p.m.localtime, submittedtoWayneEvansasdetailedabove.Nofurtherquestionswillbeacceptedafterthis date. SealedProposalDocumentsaredueApril8,11:00a.m.(localtime)bycouriertotheTownof OceanCity,Attn:CityManagersOffice,201N.BaltimoreAvenue,OceanCity,Maryland21842, atwhichtimeandplacetheywillbepubliclyopenedandnamesofvendorsreadaloud.Late CompletedProposalDocumentsmayormaynotbeaccepted,Councilwillusetheirdiscretion indeterminingacceptanceoflateCompletedProposalDocuments. AllminoritybusinessenterprisevendorsareencouragedtocompeteforawardofsaidServices. CatriceParsons,CPSM ProcurementManager TownofOceanCity,Maryland
TABLE OF CONTENTS Pay, Classification & Benefits Study
SECTIONI:INTRODUCTION 1 PURPOSE 2 CLARIFICATIONOFTERMS 3 QUESTIONSANDINQUIRIES 4 FILLINGOUTPROPOSALDOCUMENTS 5 SUBMISSIONOFPROPOSALDOCUMENTS 6 OPENINGOFPROPOSALDOCUMENTS 7 ACCEPTANCEORREJECTIONOFPROPOSALDOCUMENTS 8 NOTICESTOVENDORS SECTIONII: GENERALINFORMATION 1 ECONOMYOFPROPOSAL 2 RESPONSIBILITIESOFTHEVENDOR 3 PROPRIETARYINFORMATIONORTRADESECRETS 4 OWNERSHIPOFMATERIALS 5 AUDIT 6 KEYPERSONNEL 7 NONPERFORMANCE 8 ASSIGNMENT 9 CONTRACTAWARD 10 MODIFICATIONORWITHDRAWALOFPROPOSAL 11 DEFAULT 12 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 3
6 MEETINGS&OTHEREXPECTATIONS 7 INTERVIEWS 8 PROJECTSCHEDULE SECTIONIV:EVALUATIONANDSELECTIONPROCESS 1 EVALUATION SECTIONV:FORMOFPROPOSAL FORMOFPROPOSAL EXCEPTIONSANDADDENDA CORPORATIONINFORMATION AFFIDAVITOFQUALIFICATIONSTOBID NONCOLLUSIVEAFFIDAVIT
SECTIONI:INTRODUCTION
1. PURPOSE 1.1. ThepurposeoftherequestforproposaldocumentsisfortheTownofOceanCity (Town)toobtaintheservicesofaqualifiedvendortoconductapayandclassification studyinconformitywiththerequirementscontainedherein(ProposalDocument(s)).
CLARIFICATIONOFTERMS 2.1. Professionalfirmsorindividualsthatsubmitabidforawardofacontract (Contract)arereferredtoasvendors(Vendors)inthisdocument.TheVendorthat isawardedtheContractishereinreferredtoasthe(SuccessfulVendor). 3. QUESTIONSANDINQUIRIES 3.1. ForinformationregardingProposalDocumentsandbiddingrequirements,please contactWayneEvansatwevans@oceancitymd.govorcall4102898822. 3.2. CopiesoftheProposalDocumentsareavailableat http://oceancitymd.gov/City_Manager/bids.htmlorbycalling(410)2898822during normalbusinesshours. 4. FILLINGOUTPROPOSALDOCUMENTS 4.1. UseonlyformssuppliedbytheTown. 4.2. Submitoneunboundoriginalandtwo(2)boundcopiesofcompletedProposal Documents. 4.3. Proposalsshouldbetabsequencedasfollows:(1)Coverletter,(2)Scopeof Services/projectunderstanding/projectapproach/timeschedule,(3)Qualifications,(4) FormofProposalandsignedaddenda. 4.4. AllblanksontheProposalDocumentswillneedtobefilledinelectronicallyor manuallyinink. 4.5. WheresoindicatedbythemakeupoftheProposalDocuments,sumswillbe expressedinbothwordsandfigures,andinthecaseofadiscrepancybetweenthetwo, theamountwritteninwordswillgovern.Intheeventthereisadiscrepancybetween theunitpriceandtheextendedtotals,theunitpriceswillgovern. 4.6. Anyinterlineation,alteration,orerasurewillbeinitialedbythesignerofthe ProposalDocuments. 4.7. EachcopyoftheProposalDocumentswillbesignedbytheperson(s)legally authorizedtobindtheVendortoacontract,usingthelegalnameofthesigner. ProposalDocumentssubmittedbyanagentwillhaveacurrentPowerofAttorney attachedcertifyingtheagentsauthoritytobindtheVendor. 5
2.
VendorwillsupplyallinformationandsubmittalsrequiredbytheProposal DocumentstoconstituteaproperandresponsiblecompletedProposalDocument package. 4.9. AnyambiguityintheProposalDocumentsasaresultofomission,error,lackof clarityornoncompliancebytheVendorwithspecifications,instructions,and/orall conditionsofbiddingwillbeconstruedinthelightmostfavorabletotheTown. 5. SUBMISSIONOFPROPOSAL 5.1. AllcopiesoftheProposalDocumentsandanyotherdocumentsrequiredtobe submittedwiththeProposalDocumentswillbeenclosedinasealedenvelope.The envelopewillbeaddressedtotheAssistantDirectorofInternalServicesProcurement DivisionandwillbeidentifiedwiththeprojectnameandtheVendorsnameand address.IftheProposalDocumentsaresentbymail,thesealedenvelopewillbe enclosedinaseparatemailingenvelopewiththenotationSEALEDPROPOSAL DOCUMENTSENCLOSEDonthefacethereof. 5.2. ProposalDocumentswillbedepositedatthedesignatedlocationpriortothetime anddateforreceiptofProposalDocumentsasindicatedintheAdvertisementor RequestforProposal,oranyextensionmadebyAddendum.ProposalDocuments receivedafterthetimeanddateforreceiptwillbereturnedunopened. 5.3. Vendorwillassumefullresponsibilityfortakingwhatevermeasuresnecessaryto ensurethattheProposalDocumentsreachtheOfficeoftheAssistantDirectorof InternalServicesProcurementDivisionpriortothelocaltimeanddatespecifiedfor receiptofProposalDocuments.TheTownwillNOTBERESPONSIBLEforanyProposal DocumentdelayedinthepostalorotherdeliveryservicenoranylateProposal Document,amendment,orrequestforwithdrawalofProposalDocument,received aftertheProposalDocumentsubmissiondate. 5.4. Vendors,ortheirauthorizedagents,areexpectedtofullyinformthemselvesasto theconditions,requirements,andspecificationsbeforesubmittingProposal Documents;failuretodosowillbeattheVendorsownrisk. 5.5. AfullyexecutedAffidavitofQualificationtoBidwillbeattachedtoeachProposal Document. 5.6. ALLMINORITYBUSINESSENTERPRISEVENDORSAREENCOURAGEDTOPARTICIPATE. 5.7. AllVendorsubmittedProposalsDocumentswillbevalidforaminimumofsixty(60) daysfromthedateofProposalDocumentopening. 6. OPENINGOFPROPOSALS 6.1. ProposalDocumentsreceivedontimewillbeopenedpubliclyandonlyvendors nameswillbereadaloudfortherecord. 6.2. TheContractwillbeawardedorallProposalDocumentswillberejectedwithinone hundredtwenty(120)daysfromthedateoftheProposalDocumentopening. 6.3. Ifawarded,itisanticipatedthiscontractwillbeginMay2014. 6
4.8.
7.
ACCEPTANCEORREJECTIONOFPROPOSALS 7.1. Unlessotherwisespecified,theContractwillbeawardedtothemostRESPONSIBLE andRESPONSIVEVendorcomplyingwiththeprovisionsoftheProposalDocuments, providedtheproposalpriceisreasonable,doesnotexceedthefundsavailable,anditis inthebestinterestoftheTowntoacceptit.TheTownreservestherighttorejectthe ProposalDocumentsofanyVendorwhohaspreviouslyfailedtoperformproperlyin anywayorcompleteontimecontractsofasimilarnature;oraProposalDocument fromaVendorwho,investigationshows,isnotinapositiontoperformtheContract;or ProposalDocumentsfromanyperson,firm,orcorporationwhichisinarrearsorin defaulttotheTownforanydebtorcontract. 7.2. IndeterminingaVendorsRESPONSIBILITY,theTownmayconsiderthefollowing qualifications,inadditiontoprice: 7.2.1. Ability,capacity,andskilltoprovidethecommoditiesorservicesrequiredwithin thespecifiedtime,includingfuturemaintenanceandservice,andincludingcurrent financialstatementorotherevidenceofpecuniaryresourcesandnecessary facilities. 7.2.2. Character,integrity,reputation,experienceandefficiency. 7.2.3. Qualityofpastperformanceonpreviousorexistingcontracts,includingalistof currentandpastcontractsandotherevidenceofperformanceability. 7.2.4. Previousandexistingcompliancewithlawsandordinancesrelatingtocontracts withtheTownandtotheVendorsemploymentpractices. 7.2.5. EvidenceofadequateinsurancetocomplywithContracttermsandconditions. 7.2.6. StatementofcurrentworkloadandcapacitytoperformtheServices. 7.2.7. ExplanationofmethodstobeusedinfulfillingtheContract. 7.2.8. TheVendor,ifrequested,willbepreparedtosupplyevidenceofits qualifications,listedabove,anditscapacitytoperformtheServices;suchevidence tobesuppliedwithinaspecifiedtimeandtothesatisfactionoftheTown. 7.3. IndeterminingaVendorsRESPONSIVENESS,theTownwillconsiderwhetherthe ProposalDocumentconformsinallmaterialrespectstotheProposalDocuments.The Townreservestherighttowaiveanyirregularitiesthatmaybeinitsbestinteresttodo so. 7.4. TheTownwillhavetherighttorejectanyandallProposalDocuments,where applicabletoacceptinwholeorinpart,toaddordeletequantities,towaiveany informalitiesorirregularitiesintheProposalDocumentreceived,torejectaProposal Documentnotaccompaniedbyrequiredproposalsecurityorotherdatarequiredby theProposalDocuments,andtoacceptorrejectanyProposalDocumentwhich deviatesfromspecificationswheninthebestinterestoftheTown.Irrespectiveofany oftheforegoing,theTownwillhavetherighttoawardtheContractinitsownbest interests. 7
8.
NOTICETOVENDORS 8.1. BeforeaVendorsubmitstheProposalDocumentsitwillneedtobecomefully informedastotheextentandcharacteroftheServicesrequiredandareexpectedto completelyfamiliarizethemselveswiththerequirementsofthisProposalDocuments specifications.FailuretodosowillnotrelievetheVendoroftheresponsibilitytofully performinaccordancetherewith.Noconsiderationwillbegrantedforanyalleged misunderstandingofthematerialtobefurnishedortheServicestobeperformed,it beingunderstoodthatthesubmissionofaProposalDocumentisanagreementwithall oftheitemsandconditionsreferredtoherein. END OF SECTION
SECTIONII:GENERALINFORMATION
1. ECONOMYOFPROPOSAL 1.1. ProposalDocumentswillbepreparedsimplyandeconomically,providing straightforwardandconcisedescriptionoftheVendorscapabilitiestosatisfythe requirementsoftheProposalDocuments.Emphasisshouldbeoncompletenessand clarityofcontent.Elaboratebrochuresandotherrepresentationsbeyondthat sufficienttopresentacompleteandeffectiveProposalDocumentareneitherrequired nordesired. RESPONSIBILITIESOFTHEVENDOR 2.1. TheVendorwillberesponsiblefortheprofessionalqualityandtechnicalaccuracyof theiradviceandotherservicesfurnishedintheProposalDocuments.TheVendorwill performserviceswiththedegreeofskillthatisnormallyexercisedbyrecognized professionalsastheStandardofCarewithrespecttoservicesofasimilarnature. 2.2. NeithertheTownsreview,approvaloracceptanceof,norpaymentfor,anyofthe servicesrequiredundertheawardedContractwillbeconstruedtooperateasawaiver ofanyrightsundertheContractoranycauseofactionarisingoutoftheperformance oftheContract,andtheVendorwillbeliabletotheTowninaccordancewithapplicable lawforalldamagestotheTowncausedbytheVendorsnegligentperformanceofany oftheservicesfurnishedundertheContract. 2.3. TherightsoftheTownprovidedforundertheawardedContractareinadditionto anyrightsandremediesprovidedbylaw. PROPRIETARYINFORMATIONORTRADESECRETS 3.1. TheVendormayinvokeproprietaryinformationortradesecretprotectionfor submissionofanydata/materialby(1)identifyingthedata/materialinawritten description,(2)clearlymarkingthedata/materialasproprietary,and(3)providinga writtenstatementdetailingthereasonswhyprotectionisnecessary.TheTown reservestherighttoaskforadditionalclarificationpriortoestablishingprotection. OWNERSHIPOFMATERIALS 4.1. Ownershipofallmaterialanddocumentationoriginatedandpreparedpursuantto theProposalDocumentswillbelongexclusivelytotheTownandissubjecttopublic inspectioninaccordancewiththeFreedomofInformationAct.Tradesecretsor proprietaryinformationsubmittedbyaVendorinconnectionwithaprocurement transactionwillnotbesubjecttodisclosureundertheFreedomofInformationAct. However,theVendormustinvoketheprotectionsofthissectionandbeinaccordance withSection3.1. CONTRACTAWARD 5.1. AwrittenawardbytheTowntotheSuccessfulVendorintheformofaPurchase OrderorothercontractdocumentwillresultinabindingContractwithoutfurther actionbyeitherparty.IftheSuccessfulVendorfailsorrefusestosignanddeliverthe 9
2.
3.
4.
5.
6.
7.
8.
9.
Contractandtherequiredinsurancedocumentation,theTownwillhavetherightto awardtothenextresponsibleandresponsiveVendor.Contractwillbeexecutedbythe SuccessfulVendorwithinfifteen(15)workingdaysofreceiptoftheContract. 5.2. ProposalDocumentsandContractsissuedbytheTownwillbindtheVendorto applicableconditionsandrequirementshereinsetforth,unlessotherwisespecifiedin theProposalDocuments,andaresubjecttoallfederal,state,andmunicipallaws,rules, regulations,andlimitations. 5.3. Townpersonalpropertytaxes(Taxes)mustbeonacurrentbasis;ifanysuchTaxes aredelinquent,theymustbepaidbeforeawardofContract.Failuretopaywillresultin theawardofContracttoanotherVendor. 5.4. TheTownreservestherighttoengageinindividualdiscussionsandinterviewswith thoseVendorsdeemedfullyqualified,responsible,suitableandprofessionally competenttoprovidetherequiredservicesshouldtheprojectsizewarrantit.Vendors willbeencouragedtoelaborateontheirqualifications,performancedata,andstaff expertise.ProprietaryinformationfromcompetingVendorswillnotbedisclosedtothe publicortocompetitors. AUDIT 6.1. TheSuccessfulVendoragreestoretainallbooks,records,andotherdocuments relativetotheawardedContractforfive(5)yearsafterfinalpayment,oruntilaudited. TheTown,itsauthorizedagents,and/orStateauditorswillhavefullaccesstoandthe righttoexamineanyofsaidmaterialsduringsaidperiod. KEYPERSONNEL 7.1 ThepersonnelnamedinthetechnicalProposalDocumentwillremainresponsible throughouttheperiodoftheawardedContract.Noreplacementmaybemadewithout submissionofaresumeoftheproposedreplacementwithfinalapprovalbeinggranted bytheTownofOceanCitysHumanResourcesDirector. NONPERFORMANCE 8.1. TheTownreservestherighttoinspectalloperationsandtowithholdpaymentfor anyServicesnotperformedornotperformedinaccordancewiththespecificationsin thisProposalDocument.Errors,omissionsormistakesinperformancewillbe correctedatnocosttotheTown.Failuretodosowillbecauseforwithholdingof paymentforthatService.Inaddition,ifdeficienciesarenotcorrectedinatimely manner,theTownmaycharacterizetheSuccessfulVendorasuncooperative,which mayjeopardizefutureprojectordersolicitations. ASSIGNMENT 9.1. SuccessfulVendorwillnotassign,transferorsubjecttheContract,oritsrights,title interestsorobligationsthereinwithoutTownspriorwrittenapproval. 9.2. ViolationofthetermsofthisparagraphwillconstituteabreachofContract.All rights,title,interestandobligationsoftheSuccessfulVendorwillthereuponceaseand terminate. 10
10. MODIFICATIONORWITHDRAWALOFPROPOSAL 10.1. AProposalDocumentmaynotbemodified,withdrawn,orcancelledbytheVendor duringthestipulatedtimeperiodfollowingthetimeanddatedesignatedforthe receiptofProposalDocuments,andeachVendorsoagreesinsubmittingProposal Documents. 11. DEFAULT 11.1. TheContractmaybecancelledorannulledbytheTowninwholeorinpartby writtennoticeofdefaulttotheSuccessfulVendoruponnonperformance,violationof Contractterms,deliveryfailure,bankruptcyorinsolvency,anyviolationofstateorlocal laws,orthemakingofanassignmentforthebenefitofcreditors.Anawardmaythen bemadetothenextmosthighlyratedVendor,orwhentimeisoftheessence,similar commoditiesand/orservicemaybepurchasedontheopenmarket.Ineitherevent, thedefaultingVendor(orhissurety)willbeliabletotheTownforcosttotheTownin excessofthedefaultedContractprice. 12. COLLUSION/FINANCIALBENEFIT 12.1. TheVendorcertifiesthathis/herProposalismadewithoutanyprevious understanding,agreement,orconnectionwithanyperson,firm,orcorporationmaking aProposalDocumentforthesameproject;withoutpriorknowledgeofcompetitive prices;andisinallrespectsfair,withoutoutsidecontrol,collusion,fraud,orotherwise illegalaction. 12.2. UponsigningtheProposalDocument,Vendorcertifiesthatnomemberofthe governingbodyoftheTown,ormembersofhis/herimmediatefamily,including spouse,parentsorchildren,oranyotherofficeroremployeeoftheTown,orany memberoremployeeofaCommission,Board,orCorporationcontrolledorappointed bytheMayororCouncilhasreceivedorhasbeenpromised,directlyorindirectly,any financialbenefit,relatedtothisContract. 13. TAXEXEMPTION 13.1. TheTownisexemptfromFederalExciseTaxes,MarylandSalesandUseTaxes,and TransportationTaxes.ThisexemptioncannotbeusedbyVendorsdoingbusinesswith theTown.VendorsareresponsibleforStateSalesTaxofrealpropertyfurnishedand installedorconstructedfortheTown. 14. EQUALEMPLOYMENTOPPORTUNITYANDNONDISCRIMINATION 14.1. AllVendorsaresubjectto,andmustcomplywith,theprovisionsofallapplicable stateandfederalantidiscriminationlaws.TheTownencouragesequalemployment opportunitytobusinessesownedandcontrolledbyminoritiesandwomen. 14.2. ThesuccessfulVendorwillnotdiscriminateagainstanyemployeeorapplicantfor employmentoranymemberofthepublicbecauseofrace,color,creed,religion, nationalorigin,sex,sexualpreference,disability,maritalstatus,age;orotherwise commitanunfairemploymentpractice.Vendorfurtheragreesthatthis 11
nondiscriminatoryagreementwillbeincorporatedbytheVendorinallcontracts enteredintowithsuppliersofcommoditiesandservices,contractorsand subcontractors,andalllabororganizationsfurnishingskilled,unskilled,andcraftunion skilledlabor,orwhomayperformanysuchlabororservicesinconnectionwiththis Contract. 15. INDEMNITY 15.1. 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)asaresult oftheVendorsandVendorssubcontractorsnegligenceinprovidingtheServicesunder thisContract. 16. STATUSOFVENDOR 16.1. TheVendorwillberesponsibletotheTownforactsandomissionsoftheir employees,subcontractors,andtheiragentsandemployees,andotherpersons performingportionsoftheServicesundertheContractorotherarrangementwiththe Vendor. 16.2. ItisunderstoodthattherelationshipofVendortotheTownwillbethatofan IndependentContractor.Nothingcontainedhereinwillbedeemedorconstruedto (1)maketheVendortheagent,servant,oremployeeoftheTown,or(2)createany partnership,jointventure,orotherassociationbetweentheTownandtheVendor. 17. APPLICABLELAWS 17.1. Vendorwillobserveandcomplywithallapplicablefederal,state,andlocallawsand regulationsintheperformanceoftheContract.TheContractwillbeconstruedand interpretedinaccordancewiththelawsoftheStateofMarylandandallquestionsof performancehereunderwillbedeterminedinaccordancewithsuchlaws. 18. SUSPENSIONORTERMINATIONFORCONVENIENCE 18.1. TheTownwillhavetheright,atanytimebywrittennotice,foritsconvenience,to suspendtheServicesundertheContractforsuchtimeasmaybedeterminedbythe Towntobenecessaryordesirableuptoninety(90)days,unlessalongertimeisagreed uponinwritingbybothparties;andthereafter,torequireresumptionofthewholeor anypartoftheServiceswithoutinvalidatingtheprovisionsofthisContract. 18.2. TheTownwillhavetheright,atanytimebywrittennotice,foritsconvenience,to terminatetheServicesinwholeorinpart. 12
18.3. AnynoticeissuedpursuanttoSections18.1and/or18.2willstatetheextentand effectivedateofsuchnotice,exceptasotherwisedirected,theVendorwillstop ServicesonthedateofreceiptoftheNoticeofTerminationorotherdatespecifiedin thenotice;placenofurtherordersorsubcontractsformaterials,services,orfacilities, exceptasnecessaryforthecompletionofsuchportionoftheServicesnotterminated. 18.4. TheVendor,withinthirty(30)daysoftheNoticeofTermination,willsubmitafinal invoicereflectingServicesactuallyfurnishedpursuanttotheContracttothe satisfactionoftheTownandforwhichnopreviousinvoicewassubmittedtotheTown. 18.5. Intheeventofatermination,pursuanttoSection18.2,theTownwillpaythe VendorsexpensesverifiedbyfinalinvoiceassetforthinSection18.4forthefollowing: 18.5.1. CompletedandacceptableServicesexecutedinaccordancewiththeContract priortotheeffectivedateoftermination,includingfairandreasonablesumsfor overheadandprofitforsuchServices; 18.5.2. Expensessustainedpriortotheeffectivedateofterminationinperforming Servicesandfurnishinglabor,materials,orequipmentasrequiredbytheContract inconnectionwithuncompletedServices,plusfairandreasonablesumsfor overheadandprofit. 18.6. TheVendorwillnotbepaidonaccountoflossofanticipatedprofitsorrevenuesor forServicesnotcompletedpriortothedateofterminationoftheContract. 19. CONTRACTCHANGES 19.1. NOCLAIMSmaybemadebyanyonethatthescopeoftheprojectorthatthe VendorsServiceshavebeenchanged(requiringchangestotheamountof compensationtotheVendororotheradjustmentstotheContract)UNLESSsuch changesoradjustmentshavebeenmadebyanapprovedWRITTENAMENDMENT (ChangeOrder)totheContractsignedbytheAssistantDirectorofInternalServices ProcurementDivision(andtheTownCouncil,ifrequired),priortoadditionalServices beinginitiated.ExtraServicesperformedwithoutprior,approved,writtenauthority willbeconsideredasunauthorizedandattheexpenseoftheVendor.Paymentwillnot bemadebytheTown. 19.2. NOORALconversations,agreements,discussions,orsuggestions,whichinvolve changestothescopeoftheContract,madebyanyoneincludinganyTownemployee, willbehonoredorvalid.Nowrittenagreementsorchangestothescopeofthe ContractmadebyanyoneotherthantheAssistantDirectorofInternalServices ProcurementDivision(withTownCouncilapproval,ifrequired)willbehonoredor valid. 19.3. IfanyChangeOrderintheServicesresultsinareductionintheServices,theVendor willneitherhave,norassertanyclaimfor,norbeentitledtoanyadditional compensationfordamagesorforlossofanticipatedprofitsonServicesthatare eliminated. 13
20.
ADDENDUM 20.1. Nooralstatementsofanypersonwillmodifyorotherwiseaffectorinterpretthe meaningoftheContractspecifications,ortheterms,conditions,orotherportionsof theContract.Allmodificationsandeveryrequestforanyinterpretationmustbe addressedtotheTownofOceanCitysHumanResourcesDirectorandtobegiven consideration,mustbereceivedattheaboveaddressatleastseven(7)dayspriorto thedatefixedfortheopeningofProposalDocuments. 20.2. Anyandallinterpretations,corrections,revisions,andamendmentswillbeissuedby theDepartmentofInternalServicesProcurementDivisiontoallholdersofProposal Documentsintheformofwrittenaddenda.Vendorsarecautionedthatanyoral statementsmadebyanyTownemployeethatmateriallychangeanyportionofthe ProposalDocumentswillnotberelieduponunlesssubsequentlyratifiedbyaformal writtenamendmenttotheProposalDocument. 20.3. Alladdendawillbeissuedsoastobereceivedatleastfive(5)dayspriortothetime setforreceiptofProposalDocuments,andwillbecomepartoftheContractandwillbe acknowledgedintheProposalDocumentform.FailureofanyVendortoreceiveany suchaddendawillnotrelievesaidVendorfromanyobligationundertheProposal Documentassubmitted. 20.4. VendorsarecautionedtorefrainfromincludingintheirProposalDocumentany substitutionswhicharenotconfirmedbywrittenaddenda.Tofindoutwhetherthe Townintendstoissueanamendmentreflectinganoralstatementmadebyany employee,contacttheTownofOceanCitysHumanResourcesDirectorduringnormal businesshours. 20.5. TheTownofOceanCitysHumanResourcesDirector,reservestherighttopostpone theProposalDocumentopeningforanymajorchangesoccurringinthe5dayinterim whichwouldotherwisenecessitateanAddendum. 21. INSURANCEREQUIREMENTS 21.1. 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 ownershipcoverageandownedvehiclecoverageifcompanyownsavehicle. 21.1.4. AsmandatedbytheCodeoftheStateofMarylandandEmployersLiabilitythe VendorwillberequiredtoprovideWorkersCompensationInsurance. 21.1.4.1.TheVendorwillprovidetheTownwithcertificatesofinsuranceevidencing thecoveragerequiredabove.SuchcertificateswillprovidethattheTownbegiven atleastthirty(30)dayspriorwrittennoticeofcancellationof,intentiontonot renew,ormaterialchangeinsuchcoverage.Vendorwillprovidecertificatesof insurancebeforecommencingworkinconjunctionwiththisAgreement. 14
21.1.4.1.1.Failuretoprovideandcontinueinforcesuchinsuranceasrequired above,willbedeemedamaterialbreachoftheAgreement,willcausethe VendortobeinDEFAULT,andwilloperateasanimmediateterminationthereof. TheTownreservestherighttorequirehigherlimitsonanyAgreement.Athirty (30)daynoticeinwritingofcancellationornonrenewalwillbefurnishedby certifiedmailtotheAssistantDirectorofInternalServicesProcurementDivision attheaddresslistedinsolicitation.TheVendoragreestoberesponsiblefor, indemnify,defendandholdharmlesstheTown,itsofficers,agentsand employeesfromthepaymentofallsumsofmoneybyreasonofanyclaim againstthemarisingoutofanyandalloccurrencesresultinginbodilyormental injuryorpropertydamagethatmayhappeninconnectionwiththeServices performedunderthisAgreementincluding,butnotlimitedto,claimsunderthe WorkersCompensationAct. 21.1.4.2.ONTHECOMMERCIALGENERALLIABILITYPOLICYTHETOWNMUSTBE NAMEDASADDITIONALINSUREDANDTHEINSURANCECERTIFICATEFURNISHEDTO THETOWNWILLINDICATESUCHCOVERAGE. 21.1.4.3.THEPROVIDINGOFANYINSURANCEREQUIREDHEREINDOESNOTRELIEVE THEVENDOROFANYOFTHERESPONSIBILITIESOROBLIGATIONSASSUMEDBYTHE CONSULTANTINTHISAGREEMENT,ORFORWHICHTHEVENDORMAYBELIABLEBY LAWOROTHERWISE.
15
ENDOFSECTION SECTIONIII:SCOPEOFSERVICES
1. BACKGROUND 1.1. TheTownhasapproximately525employeesin16departmentswithatotalof365 uniquejobtitles.EachyeartheTownsignificantlyincreasesitsworkforcebythe additionofapproximately950temporaryandparttimeemployeessupplementingthe existingfulltimeclassificationsandhiringuniquelyseasonalpositionssuchasbeach patrol.
Amarketpayandbenefitsstudywasconducted2010/2011.Thelastindependent pay,classificationandbenefitsstudywasconductedin2005andupdated2008.There are10separatepayplans.Thereare2collectivebargainingagreements. 2. SCOPEOFSERVICES 2.1. Provideapositionanalysisofeachpositiontodeterminespecificduties, responsibilitiesandjobrequirementsforthepurposeofupdatingpositiondescriptions. Thisprocessshallincludebothinterviewsanddeskauditsasappropriateand necessary. 2.2. Provideacomprehensiveevaluationofeachpositionforthepurposeofdetermining therelativeworthwithintheorganization(internalequity),reviewjobgradesandpay ranges,andtheassignmentofpositionstoappropriatepaygrades. 2.3. Conductacompensationmarketsurveyusingbenchmarkpositionstoincludefull time,parttimeandtemporarypositionclassifications.Determinemarketasdefined: e.g.,governmententitiesandappropriatenongovernmententitiesidentifiedbythe characteristicsofthegovernment(s)anditsservicesprovided;numberofemployees; populationserved;budget;geographyand/othercomparablefactors. 2.4. Analyzepaydatatodetermineanequitableandappropriatecompensationplanfor theTownincludingpaygradedesign,payincrementpercentages,andbestpracticesfor fulltime,parttimeandtemporarypaystructures.Developmethodologiesfor determiningpromotionalincreaseswithinandacrosspayplans. 2.5. Developsolutionsforconsolidatingexistingtwotierpayplan(s)tosinglepayplans. 2.6. Determinefeasibilityofpayplanconsolidations. 2.7. Determinefeasibilityofpaygradeandjobtitleconsolidations. 2.8. CorrelatepaygradestotheBLSJobEvaluationGuideforpointfactorlevelingand positionclassificationsystem. 2.9. Ensurethatallpositionsareappropriatelyclassifiedbasedupontherequirementsof theFairLaborStandardsActExempt/NonExempt. 2.10. Providerecommendationsonarewardsystemfortopperformers. 2.11. Conducttrainingsessionswithdepartmentheadsandsupervisorswithregardtothe compensationpoliciesandprocedures. 16
2.12. Provideaprocedurethroughwhichemployeescanappealtheirclassification decision. 2.13. ProvideananalysisoftheTownsbenefitsplansrelativetomarketandprovide recommendationsforadjustmentasneededinkeepingwithbenefitsbestpractices. 2.14. 3. QUALIFICATIONSREQUIRED 3.1. TheVendortoberetainedbytheTownwillmeetthefollowingminimum requirements: 3.1.1. Haveexperiencewithpublicsectorpay,classificationandbenefitsplans,and havecompletedatleastthree(3)similarstudieswheretheprojectswere successfullyimplemented.Studiestohavebeencompletedwithinthelastfive(5) years. 3.1.2. Willassignqualified,experiencedpersonneltotheprojectteam.Team membersmustbepartoftheTownofTownofOceanCitysprojectfromthe beginningtoend. 4. PROPOSALSUBMITTAL 4.1. 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 servingthisproject. 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. 17
4.6.6 Methodsofcomparingbenefitsplansandprograms. 4.7. AvailabilityofvendortosuccessfullymeettheTownstimetable. 4.8. AnyexceptionstotheTownrequirements,oranyrequirementswhichtheconsulting vendorisunabletosatisfy,shouldbelistedandanalternativeproposalprovided. 5. FEEREQUIREMENTS 5.1. 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. MEETINGSANDOTHEREXPECTATIONS 6.1. MeetingsaretobeheldwithTownofficialstodiscussspecificconcernswithrespect tothereviewofcurrentpracticesandthedevelopmentofanewcompensation strategy. 6.2. Meetingswillalsobeheldtopresentfindingsandproposedrecommendationsnear thecompletionofthestudy. 6.3. Separatemeetingswillbeheldwithdepartmentheads,supervisors,andemployees toprovideanoverviewofthestudy,thespecificprocesstobeundertaken,theproject schedule,theprojectobjectives,andultimatelytheprojectresults. 6.3.1. Ampletimeshouldbeprovidedforthesemeetings. 6.3.2. Weanticipateatotalof810meetingsduringthisprocess. 6.3.3. SeparatemeetingswillbeheldwiththeMayorandtheCityCouncilattheendof theprojecttopresentfindings. 6.4. Allactivitiesandrecommendationswillmeetalllegalrequirements,betotallynon discriminatory,andensurecompliancewithallapplicablefederal,stateandlocallaws andregulations. 6.5. Allactivitieswillbebaseduponbestpracticesincompensationandperformance management,andconsideringinternalandexternalequity. 6.6. Recommendationsshouldprovideforeaseofadministration,maintenanceand explanation. 6.7. Thecompensationsystemshouldprovidefortheincorporationofnewpositionsand fortheongoingmaintenanceoftheplanscompetitiveness. 18
6.8.
Twelve(12)boundcopiesoftheprojectconclusionsandrecommendationswillbe providedalongwithelectronicfilesofallpresentationandworksheetmaterials.
INTERVIEWS 7.1. Priortoaward,theTownreservestherighttoconductindividualinterviewswithany vendor,orvendors,whosubmitproposalsthattheyfeelnecessarytointerview. 7.2. Theseinterviewsmaybeinperson,ormaybeconductedviatelephone. 8. PROJECTSCHEDULE 8.1. ThesuccessfulVendorwillprovidefinalrecommendationsandresultsofthe completedprojectonorbeforeAugust30,2014 8.2. Proposerswillacknowledgethattimeisoftheessencewithregardtothis project. ENDOFSECTION 7.
19
SECTIONIV: EVALUATIONANDSELECTIONPROCESS
1. EVALUATION 1.1. AnEvaluationCommitteewillberesponsibleforrecommendingselectionofthemost highlyrankedresponsiveandresponsibleVendor.TheVendorswiththehighestranked submittalsmaybeaskedtomakeadetailedpresentationoftheirproduct/serviceto theTown. 1.2. AllVendorsareadvisedthatintheeventofareceiptofadequatenumberofProposal Documentswhich,intheopinionoftheEvaluationCommittee,requirenoclarification and/orsupplementaryinformation,suchProposalDocumentsmaybeevaluated withoutdiscussion.Hence,ProposalDocumentsshouldbeinitiallysubmittedonthe mostcompleteandfavorabletermswhichVendorsarecapableofofferingtheTown. ProposalDocumentswillbeevaluatedusingthefollowingcriteria: WeightingFactor Criterion 20% Relevantcompanyexperience. 20% Professionalqualificationsoftheprojectteam members. 20% Technicalandoperationalapproachtotheproject. 25% Feeproposal. 15% Abilitytomeetprojectdeadline. 1.3. EachVendorwillberatedforeachcriteriononascaleofzerotofourasdescribed below. Unacceptable 0 Poor 1 Fair 2 Good 3 Superior 4 1.3.1. AVendorsfinalgradewillbethesumofeachcriterionsratingmultipliedbythe weightingfactorlistedabove. THIS AND PRECEEDING SECTIONS DO NOT NEED TO BE RETURNED WITH SUBMITTAL. 20
FORMOFPROPOSAL Pay,ClassificationandBenefitsStudy ToWhomitmayconcern: WeherebysubmitourProposalDocumentsforPay,ClassificationandBenefitsStudyas indicatedintheProposalDocuments. HavingcarefullyexaminedtheProposalDocumentsandhavingreceivedclarificationonall itemsofconflictoruponwhichanydoubtarose,theundersignedherebyrequests considerationofourVendorforawardofthereferencedContract. TOTALLUMPSUMNOTTOEXCEEDPRICE $____________________ ____________________________________ (Figures) (Totalpricewritten) IunderstandthecompletiontimeforthisprojectisAugust30,2014andfeelconfidentIcan meetthisdeadline.(Yes)____(No)_____CHECKOne. ____________________________________________________________________ SignforIdentificationPrintedName REFERENCES FP 1

Listthree(3)referencesforServicessuccessfullyimplemented/performedinthelast1236 months.Includecontactname,address,telephonenumberandservicesperformed. CompanyName: CompanyName: TypeofProject: TypeofProject: Address: Address: Town,State,Zip Town,State,Zip Code: Code: ContactPerson: ContactPerson: Telephone Telephone Number: Number: DateofService: DateofService: CompanyName: TypeofProject: Address: Town,State,Zip Code: ContactPerson: Telephone Number: DateofService: __________________________ ____________________________ SignforIdentification PrintedName 2
Theundersignedherebycertifiesthat,exceptaslistedbelow,oronseparatesheets attachedhereto,theenclosedProposalDocumentcoversallitemsasspecified. EXCEPTIONS: (Ifnone,writeNONE)_______________________________________________ THEVENDORHEREBYACKNOWLEDGESRECEIPTOFTHEFOLLOWINGADDENDA. Number Date Initials ____________ _______________ ________ ____________ _______________ ________ ____________ _______________ ________ __________________________ ____________________________ SignforIdentification PrintedName 3
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
VENDORSAFFIDAVITOFQUALIFICATIONTOBID IHEREBYAFFIRMTHAT: I,__________________________________amthe_____________________________ (PrintedName) (title) andthedulyauthorizedrepresentativeoftheVendorof ________________________________________whoseaddressis (nameofcorporation) ____________________________________________________________________ ____________________________________________________________________ andthatIpossessthelegalauthoritytomakethisaffidavitonbehalfofmyselfandthe VendorforwhichIamacting. Exceptasdescribedinparagraph3below,neitherInortheaboveVendor,nortothe bestofmyknowledgeandofitsofficers,directorsorpartners,oranyofitsemployees directlyinvolvedinobtainingcontractswiththeStateoranycounty,bicountyormulti countyagency,orsubdivisionoftheStatehavebeenconvictedof,orhavepleaded nolocontenderetoachargeof,orhaveduringthecourseofanofficialinvestigationor otherproceedingadmittedinwritingorunderoathactsoromissionswhichconstitute bribery,attemptedbribery,orconspiracytobrideundertheprovisionsofArticle27of theAnnotatedCodeofMarylandorunderthelawsofanystateorfederalgovernment (conductpriortoJuly1,1977isnotrequiredtobereported). (Statenoneor,asappropriate,listanyconviction,pleaoradmissiondescribedin paragraph2above,withthedate,court,officialoradministrativebody,theindividuals involvedandtheirpositionwiththeVendor,andthesentenceordisposition,ifany.) _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ IacknowledgethatthisaffidavitistobefurnishedtotheTown,Iacknowledgethat,if therepresentationssetforthinthisaffidavitarenottrueandcorrect,theTownmay terminateanyContractawardedandtakeanyotherappropriateaction.Ifurther acknowledgethatIamexecutingthisaffidavitincompliancewithsection16DofArticle 78AoftheAnnotatedCodeofMaryland,whichprovidesthatcertainpersonswhohave beenconvictedoforhaveadmittedtobribery,attemptedbriberyorconspiracyto bribemaybedisqualified,eitherbyoperationoflaworafterahearing,fromentering intocontractswiththeStateoranyofitsagenciesorsubdivisions. Idosolemnlydeclareandaffirmunderthepenaltiesofperjurythatthecontentsofthis affidavitaretrueandcorrect. ______________________________ ____________________________ SignforIdentification PrintedName 5
NONCOLLUSIVEAFFIDAVIT __________________________________________________________beingfirstdulysworn, deposesandsaysthat: 1. He/sheisthe____________________________________,(Owner,Partner,Officer, RepresentativeorAgent)of_________________________________________,the VendorthathassubmittedtheattachedProposalDocument; 2. He/sheisfullyinformedrespectingthepreparationandcontentsoftheattached ProposalDocumentandofallpertinentcircumstancesrespectingsuchProposal Documents; 3. SuchProposalDocumentisgenuineandisnotacollusiveorshamProposalDocument; 4. NeitherthesaidVendornoranyofitsofficers,partners,owners,agents, representatives,employeesorpartiesininterest,includingthisaffiant,haveinany waycolluded,conspired,connivedoragreed,directlyorindirectly,withanyother Vendor,firm,orpersontosubmitacollusiveorshamProposalDocumentin 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. ThepriceorpricesquotedintheattachedProposalDocumentarefairandproperand arenottaintedbyanycollusion,conspiracy,connivance,orunlawfulagreementon thepartoftheVendororanyotherofitsagents,representatives,owners, employeesorpartiesininterest,includingthisaffiant. Signed,sealedanddeliveredinthepresenceof: ______________________________________ By:_______________________________ Witness Signature ______________________________________ _______________________________ Witness PrintedName ________________________________ Title 6

March 11 2014 Complete Agenda

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

March 11 2014 Complete Agenda

Uploaded by

Copyright:

Available Formats

MAYORANDCITYCOUNCIL

Motion to close meeting:

The White Marlin Capital of the

TO: THRU: FROM: RE: DATE:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

12 PE - St. Patricks Day Parade - TENTATIVE

Ocean City Private Events 3-year Approval

Total Revenue to Town: $125.00

Date on Council Agenda: March 3, 2014 Event Approved of Denied: Other:

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES:

RESPONSIBLE STAFF: COORDINATED WITH:

Taxi Medallion Bill of Sale

Administrative Use Only

BE IT KNOWN, that for the sum of $ &

S' 00- 00 ~ ,the full

Town of Ocean City MD

20NI did sell Medallion No

i (< 00 from the seller named above.

CUSTOMER RECEIPT * ** Type: OC Drawer: 1

TAX MEDALLION RESALE

Seller's Printed Name: - 5c2

ESAYAS NEBIYELEULE MINWALKULET

8 6500. 00 SALE OF MEDALLION

Tender detail 03 OVER COUNTER Total tendered Total payment

I hereby affirm or attest that on this ` _

day of ZV1-- , 204( 1 did purchase Medallion

Time: 10: 00: 11

for the sum of $

THANK YOU AND HAVE A NICE DAY '.

TOWN OF OCEAN CITY 410 - 289 - 8833

Buyer's Printed Name: C ," ",

NOTARY _'` ,---

DEBORAH LARA BETH'.1CiSTLER

tiJ Cflmmi$siorr EacPlros du{y;

Sec. 102-32. - Requirements.

(4) (5) (6) (7) (8)

(9) (10) (11) (12)

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

Bus Vehicle Storage Building-Metal Roofing Repairs Bid

INFORMATION FOR BIDDERS

The White Marlin Capital of the World

TO: FROM: THRU: RE: DATE:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES:

RESPONSIBLE STAFF: COORDINATED WITH:

Town of Ocean City Vehicle Prices on State Bid Contracts FY2014

Department Water Waste Water

Type of Vehicles Ton-2WD Ton-2WD

Amount $18,493.00 $18,493.00

Budget $18,500.00 $18,500.00

Variance ($7.00) ($7.00)

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENTS:

P: 443-557-0200 f: 443-557-0201 www.brekford.com 7020 Dorsey Building # C

FEDERAL ID: 20-4086662

VALID THROUGH 2/22/2014

TERMS Net 30 U/PRICE

Quote # 140130Q TOTAL

Shipping and Handling Date shipped: / Carrier: / Tracking#: FREE

SIGNATURE (quote approval)