DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE REQUEST APPROVAL TO AMEND EXISTING CONTRACT December 17, 2008

Transcription

1 DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE REQUEST APPROVAL TO AMEND EXISTING CONTRACT December 7, 8. DEPARTMENT: Purchasing & Contract Compliance SERVICE/COMMODITY: Contract Compliance Management Systems RFP #: 7RFP543YA-DR TOTAL AMOUNT OF PURCHASE: $4,557 PRIME CONTRACTOR: Stellar Services Inc. (Atlanta, GA) CONTRACT TERM: One () year upon contract execution with the option to renew for one () additional one () year period. SCOPE OF SERVICES: To develop and implement a web-based application which will track and monitor the certification and compliance process. REASON: To increase the contract amount to cover necessary enhancements to the web based application. These enhancements along with additional modifications are needed in order to maximize the data captured using this application. BUYER: Donald Riley CURRENT CONTRACT HISTORY Original Contract Amount Amendment # Total Revised Amount BOC ITEM 7-38 DATE /3/7 DOLLAR AMOUNT $5,666 $4,557 $95,3 BOC AGENDA December 7, 8 :57: PM //8 Page 5 of 3

2 MEMORANDUM TO: Jerome Noble, Director Purchasing and Contract Compliance FROM: Rholanda Stanberry, Interim Director/ *** Office of Contract Compliance ' ^ ^ SUBJECT: M/FBE Participation Report DATE: December, 8 Per your request, please find attached a contract from the Department of Purchasing and Contract Compliance for the December 7, 8 Board of Commissioners meeting reflecting M/FBE participation: Contract Description: ITB/RFP #: Compliance Officer: Contract Value: Prime Vendor: Prime Status: Location: County: Prime Value: Subcontractor: Total Contract Value: Total M/FBE Value: Contract Compliance Software System 7RFP543YA-DR Deborah Walker-Brown $4,557. Stellar Services, Inc. Asian American Male Business Enterprise Certified Atlanta, Georgia Fulton County $4,557. None $4,557. or % $4,557. or %

3 DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE Winner - 8 Achievement of Excellence in Procurement Award National Purchasing Institute FUUON COUNTY Jerome Noble, Director ACCREDITATION ACHIEVEMENT AWARD TO: Zachary Williams, County Manager FROM: Jerome Noble, Department of Purchasing and Contract Compliance DATE: November 9, 8 SUBJECT: 7RFP543YA-DR Contract Compliance Management Systems REQUESTED ACTION: Present to the Board of Commissioners for consideration, approval of Amendment No. to 7RFP543YA-DR, Contract Compliance Management Systems by increasing the approved amount in the amount of $4,557.. The estimated increase is for enhancements and modifications needed for the web based application. Original Contract Amount $5,666. Amendment No Total Revised Contract Amount $95,3. CRITICAL DATE FOR ACTION: December 7, 8 Board of Commissioners agenda. PURPOSE: To increase the contract amount to cover necessary enhancements and modifications to the web based application. Several functions have been identified which will be needed in order to maximize data obtained thru the certification, recertification and utilization reporting processes; including monitoring data transfers between the AMS System and the web based application. These enhancements and modifications will increase the overall efficiency of the entire system. IMPACT IF NOT APPROVED: If this Board action is not approved, the system will not operate as intended for capturing and reporting minority/female business enterprise data. AVAILABILLITY OF FUNDING: Peachtree Street, S.W. Suite 68 First Floor Atlanta, Georgia Telephone (44) 6-58

4 County Manager's Action Form 7RFP543YA-DR Contract Compliance Management Systems Page COORDINATION: The scope of this Amendment has been coordinated with the Information Technology Department. RECOMMENDATION: Approval of amendment in an amount not to exceed $4,557. ATTACHMENTS: -Uniform Contract/Purchasing Sign-Off Sheet -BOC Approval Memo -Contract Performance Report 3 Peachtree Street, S.W. Suite 68 First Floor Atlanta, Georgia Telephone (44) 6-58

5 FULTON COUNTY UNIFORM PURCHASING SIGN-OFF SHEET Solicitation #: Department: RFP# 7RFP543YA-DR Contract Compliance Description: Contact: Contract Compliance Software System Deborah Walker-Brown PROCUREMENT ACTION: Invitation To Bid (ITB) D Request for Proposal (RFP) Request for Quotation (RFQ) Other (Explain): SOLICITED FROM: Bid Notification Sent Bids Received MBE Statewide Contract Change Order D Sole Source FBE Contract Amendment Renewal Emergency Procurement Non-M/FBE Total TYPE OF SERVICE: D Annual Purchase Land Purchase D One Time Purchase PRIME CONTRACTOR X Construction Professional Services Revenue Contract Contract Employee Non-Professional Services Other (Explain) SUBCONTRACTOR Grant Lease Non-M/FBE X MBE FBE Code:' Non-M/FBE MBE DFBE Code:* Name: Stellar Services Inc. Address: Peachtree St. NW Ste. 9 Name: Address: City: Atlanta ST: GA Zip: 333 City: ST: Zip: County: Fulton Telephone: County: Telephone: Contact: Pyper Johnson Amount $ Contact: Percentage: % Amount $ Percentage: Formal Contract Attached? DYes X No (If additional sub-contractor sheet is needed, please attach.) Contract Start Date Or D Upon Approval End Date: Prior Contract(s) With County: Q Yes X No Dates: Funding Line: cfcp-3 APPROVAL SIGNATURES Originating Department: Information Technology: Environment and Community Development Finance: County Attorney: Purchasing & Contract Compliance Deputy County Manager: Finance Summary Original Amount Previous Increases This Request Contract Total Ethnic Codes: W - White Female $ $ A - Asian American Male J - Asian American Female Total Contract $ " ft,, 3 B - African American Male G - African American Female H - Hispanic American Male I - Hispanic American Female MBE/FBE Portion T too too N - Native American Male K - Native American Female

6 FULTON COUNTY DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE CONTRACTOR PERFORMANCE REPORT FOR PROFESSIONAL SERVICES. Report Period: from //7 tol //8 3. Bid# &/or P.O. # :7RFP543YA 5. Department: Purchasing & Contract Compliance Compliance Management System. Contract Period: from //7 to /3/8 4. Vendor Name: Stellar 6. P.O. Description (Service Deliverables): Contract NUMERIC RA TINGS = Unsatisfactory Performance - Achieves contract requirements less than 5% of the time; not responsive, effective and/or efficient; unacceptable delay; incompetence; high degree of customer dissatisfaction. = Poor Performance - Achieves contract requirements 7% of the time. Marginally responsive, effective and/or efficient; delays require significant adjustments to programs; key employees marginally capable; customers somewhat satisfied. = Satisfactory Performance - Achieves contract requirements 8% of the time; generally responsive, effective and/or efficient; delays are excusable and/or results in minor program adjustments; employees are capable and satisfactorily providing service without intervention; customers indicate satisfaction. 3 = Good Performance - Achieves contract requirements 9% of the time. Usually responsive; effective and/or efficient; delays have no impact on programs/mission; key employees are highly competent and seldom require guidance; customers are highly satisfied 4 = Excellent Performance - Achieves contract requirements % of the time. Immediately responsive; highly efficient and/or effective; no delays; key employees are experts and require minimal direction; customers expectations are exceeded. CATEGORY. Quality of Services - Adhered to Work Plan - Technical Requirements Met - Reports/Administration Prompt - Personnel Assigned as Identified *. Timeliness of Performance - Milestones Met as Scheduled - Displayed Reliability - On Time Completion/No Delays - Efficient Use of Manpower and Resources 3. Business Relations - Responsive to Inquiries - Prompt Problem Notification 4. Customer Satisfaction - Scope of Services Delivered - Met User Quality Requirements - Met all Industry Standards - Within Budget/Cost Estimate - Proper Invoicing RATING I COMMENTS Contractors has achieved requirements effectively adhering to work plan, technical requirements and personnel assigned Contractors have met timeliness of performance where milestones have been met and on time completion of task assigned. Business relations with contractor have been successful and contractors have been responsive to our needs. The customer is 9% satisfy with the design and functionality of the web based applications. However, enhancements and modifications are required in order to make the application truly beneficial to administrative staff and vendors. Purchasing Revised 3/7/7 OFFICAL FORM - DO NOT ALTER Page of

7 5. Contractors Key Personnel - Credentials/Experience Appropriate - Effective Supervision/Management - Available as Needed 3 4 Contractors has met qualifications of providing key personnel AVERAGE SCORE ADD ABOVE RATINGSsDIVIDE TOTAL BY NUMBER OF AREAS BEING RATED * Report actual response times compared to contract response times (e.g., ambulance response time, technical support response time, delivery time for goods, software update timing). Would you select/recommend this vendor again?_yes Wou C9 Ratings completed by Tprint name) Department Head (print name) f Date Vendor Representative (print name) Vendor Representative Signature Date Purchasing Revised 3/7/7 OFFICAL FORM - DO NOT ALTER Page of