MEMORANDUM DALLAS COUNTY COMMUNITY COLLEGE DISTRICT Purchasing Department Telephone (972) 860-4004 TO: Christa Slejko Interim Vice Chancellor of Business Affairs DATE: June 22, 2006 FROM: SUBJECT: Philip Todd Consideration of Bids Board Meeting of July 11, 2006 The consideration of bids agenda includes four items. The recommendations consist of two price agreements, one authorization to award contracts associated with the Leadership DCCCD development program, and one recommendation for authorization to replace one of the food service contractors. In the opinion of the evaluators, the companies recommended to receive awards are competent and qualified to provide the specified goods or services. I am not aware of anyone planning to contest any of the recommendations. The monthly M/WBE participation reports for consideration of bids and professional services pools are attached.
Board Meeting 07/11/2006 CONSIDERATION OF BIDS Bid No. Title and Vendor(s) Location Amount 11075 Reproduction and Distribution of Bid DSC Documents (5-year estimate) Thomas Reprographics $2,500,000 11110 Call Center and Telemarketing DO Services (5-year estimate) A Better Answer, Inc. $275,000 --- Contracts for Leadership DCCCD (2-year estimate) Independent Contractors $200,000 --- Interim Food Service Contracts BHC, CVC, ECC, MVC, RLC To be determined RESOURCE: Philip Todd Director of Purchasing (972) 860-4004
Board Meeting 07/11/2006 TO: FROM: The Board of Trustees Administrative Purchasing Committee SUBJECT: RECOMMENDATION FOR AWARD RFP NO. 11075 REPRODUCTION AND DISTRIBUTION OF BID DOCUMENTS PRICE AGREEMENT, DISTRICT SERVICE CENTER AUGUST 1, 2006 THROUGH JULY 31, 2011 RESPONSE: Requests for proposals were sent to nine companies and two proposals were received from: Reprographic Consultants, Inc. Thomas Reprographics, Inc. RECOMMENDATION FOR AWARD: (5-year estimate) THOMAS REPROGRAPHICS $2,500,000 BEST PROPOSAL COMMENTS: This price agreement provides a contractor who will print constructionrelated bid specifications and blueprints as well as produce them on compact discs, deliver those documents to various Chambers of Commerce plus specified construction industry plan rooms, sell them to the bidding public at predetermined per-page rates and maintain a record of all known plan holders should it become necessary to amend the documents by addendum. Based on a comparative analysis of pricing and services, it is the opinion of evaluators that the recommended company's proposal will best serve the interests of the District. Administration further recommends the director of purchasing be authorized to execute contracts for this project. FUNDING: Funds are budgeted in printing-other account #23319 in various bond program and facilities management divisions will be established as needed and dictated by specific construction projects.
Board Meeting 07/11/2006 TO: FROM: The Board of Trustees Administrative Purchasing Committee SUBJECT: RECOMMENDATION FOR AWARD RFP NO. 11110 CALL CENTER & TELEMARKETING SERVICES PRICE AGREEMENT, DISTRICT MARKETING & COMMUNICATIONS SEPTEMBER 1, 2006 THROUGH AUGUST 31, 2011 RESPONSE: Request for proposals were sent to twelve companies and one proposal was received. COMPARISON OF PROPOSALS: A Better Answer, Inc. Base monthly fee $105.00 Charge for additional minutes $0.79/minute Setup fees $45.00/hour Fulfillment packages $2.79/pkg. Storage fee $50.00 basic charge Fax/Email no charge Inventory report $10.00/each Post office trips $9.00/day RECOMMENDATION FOR AWARD: A BETTER ANSWER, INC. (5-year estimate) $275,000 BEST PROPOSAL COMMENTS: Under this agreement the vendor will provide bilingual (English and Spanish) answering services, 24 hours a day, seven days a week, for "817-COLLEGE" information phone lines. The contractor will also provide data entry services, electronic information transfer and distribute a variety of direct mail collateral. Fulfillment services will be used for distribution of letters, flyers, catalogs and the like for all location information including R. Jan LeCroy Center for Educational Telecommunication and the El Centro College Bill J. Priest Campus.
Administration further recommends the director of purchasing be authorized to execute contracts for this project. FUNDING: Funds are budgeted in other contracted services account #22321 in division #11-10-107010.
Board Meeting 07/11/2006 TO: FROM: SUBJECT: The Board of Trustees Administrative Purchasing Committee RECOMMENDATION FOR PROFESSIONAL SERVICES CONTRACTS FOR LEADERSHIP DCCCD DISTRICT STAFF & ORGANIZATIONAL DEVELOPMENT SEPTEMBER 1, 2006 THROUGH AUGUST 31, 2008 BACKGROUND: SELECTION PROCESS: Leadership DCCCD is a leadership development series initiated in 1989 as a result of a District internal task force study. The purpose of the program is to support the goal of fostering student success by building and reinforcing organizational and managerial skills of District employees. A reception, overnight retreat and seven monthly one-day symposiums will provide a variety of leadership skills-building opportunities designed to strengthened and enrich employees in the workplace. Topics are designed to strengthen leadership potential and endeavor to provide learning experiences that are aligned with the District s mission and the priorities of diversity, remediation and retention. The day-long symposiums are facilitated by a variety of experts in the field of leadership development, organizational dynamics and development, human resources, business and education. Independent contractor speakers and staff training session are also used by other District locations throughout the years to enrich the professional development of employees. The assistant director of staff and organizational development researched available North Texas resources in training and development including professional organizations and groups. Newspaper advertising and on going networking activities were also vehicles used to contact individuals and companies in the training and personnel development fields. 1. Demonstrated experience providing facilitation services to a variety of audiences.
COMPENSATION: 2. Curriculum design and content. 3. Ability to customize the curriculum to meet industry-specific needs. 4. Professional preparation. 5. Cost of services. 6. Reference checks. In the opinion of the evaluators, the recommended independent contractors listed on Appendix A-1 met and/or exceeded all requirements and were the most qualified of all applicants. Inclusion of a business entity/individual on the list does not mean that each contractor will be used on every project. Use of a contractor s services will be determined by an appropriate matching of skills to needs, budget and availability for each specific project. Exclusion of a business entity from the present list does not mean that a business/individual will be excluded from future consideration. As experience and skills increase, a business entity may upgrade their production profile filed with the District staff and organizational development office. Throughout the course of the fiscal year, new companies entering the market are encouraged to submit resumes and production profiles to be included in the next annual review process. For unique training requirements, a separate competitive proposal process may be used to select the service providers. The award of any contract arising from the competitive process will follow the District s routine award processes. On each of the projects, the independent contractors will be required to quote a fixed fee, based on project requirements, not to exceed agreed upon fee. The fixed fee will include all incidental fees (meetings/consultations, travel, courier receipts, etc.) TWO-YEAR COST ESTIMATE: $200,000 The estimated cost for the Leadership DCCCD Program includes services for Leadership Symposia facilitation.
CONTRACTUAL AUTHORIZATION: Administration recommends that the vice chancellor of human and organizational development or District designee for the District office and vice president of business services at the campus level be authorized to execute contracts with or issue work orders to the applicable independent contractor as needed for various jobs throughout the fiscal year. FUNDING: Funds are budgeted in consultant account #22201, other contracted services account #22321 and official functions account #23965 in various divisions.
APPENDIX A.1 LEADERSHIP DCCCD DISTRICT STAFF & ORGANIZATIONAL DEVELOPMENT PROFESSIONAL SERVICES CONTRACTORS 09/01/06-08/31/08 Independent Contractors: 1. Elliott Stephenson 2. Ellen Castro 3. Jani Rogers 4. Olga Taylor 5. Dale Perryman 6. Joe Sullivan 7. Carol Francois 8. Marie Diaz 9. Robert Crimer 10. Tamara Johnson 11. KS Success & Associates-Kelvin L. Smith 12. Julie Ann Turner & Company 13. Julie Pool
Board Meeting 07/11/2006 TO: FROM: SUBJECT: The Board of Trustees Administrative Purchasing Committee RECOMMENDATION FOR AUTHORIZATION TO AWARD INTERIM FOOD SERVICE CONTRACTS FOR RLC, BHC, MVC, CVC and ECC BACKGROUND: Twelve Oaks Catering, LC. the present food service provider for five colleges, has given notice that it will no longer provide food service after September 24, 2006. Further, they would prefer to cease providing service earlier if a new contractor can be engaged prior to the last date of service. The contract covers sales to individuals and catering services for the colleges on an as needed basis. The term was for five years that was scheduled to end on June 30, 2008. Presently Twelve Oaks pays the district $400.00 per month for RLC and $400.00 per month for ECC. Twelve Oaks does not make payments for the other three colleges. Because of the nature of the food service facilities at the colleges and mobility of the student body, it has become increasing difficult over the past several years to engage food service contractors to successfully provide traditional cafeteria-style food service. Food services for NLC and EFC are provided under separate contracts with Subway and are not impacted. RECOMMENDATION To minimize disruptions during the start of the fall semester, and to help assure continuity of food service, administration recommends that the present contractor for the referenced sites be replaced as soon as possible. Administration further recommends: (1) That replacement contractor(s) be engaged on an interim basis for a term not to exceed 12 months; (2) during the interim period the District will assess its food service
requirements and, as applicable, identify alternatives to the traditional approach; (3) as applicable, a food service consultant will be engaged to assist in analysis of requirements, alternatives and development of a plan to replace the system presently used at the five colleges. The estimated cost is not expected to exceed $25,000; (4) that the Board of Trustees authorize the chancellor or vice chancellor of business affairs to award contracts to one or more contractors as needed during the interim period to best serve the interests of the District; and (5) that the Director of Purchasing be authorized to execute contracts for the interim food services. The awards will be reported in the informative report section of a regular board agenda. FUNDING: Individuals will be responsible for personal purchases. Catering services purchased by the District will be made from budgeted funds. However, to provide continuity of service at one or more sites, it may be necessary to provide compensation to the contractor(s) on a mutually agreed basis. Consultant expenses will be from the auxiliary business services department budget.
Summary of Recommendations for Awards With Minority and Woman Owned Businesses Board Meeting 07/11/2006 Recommendations for Awards in the Consideration of Bids Section of This Agenda # awards % awards $ amount % amount MBE 0 0 0 0 WBE 0 0 0 0 Not classified 0 0 0 0 Total 0 0 0 0 Bidders and Proposers from Which Recommendations for Awards in the Consideration of Bids Section of This Agenda Were Derived # % MBE 0 0 WBE 0 0 Not classified 0 0 Total 0 0 Recommendations for Awards in the Consideration of Bids Sections September 1, 2005 July 11, 2006 # awards % awards $ amount % amount MBE 4 14 1,235,330.00 14 WBE 0 0 0 0 Not classified 24 86 7,618,883.95 86 Total 28 100 8,854,213.95 100 Notes: This report excludes government agencies, state supported institutions, municipalities, non-profit organizations, price agreements, publicly traded companies, civic and other organizations not logically classified as minority or woman owned businesses. This report also excludes amendments because they attach to previously authorized awards. Classification of an individual or company as minority or women owned may be according to self-report or personal knowledge rather than on registration with a certification agency. An individual or company that is both a minority and woman owned business has MBE status in this report. Not classified includes firms known to be neither minority nor woman owned as well as firms for which ethnicity and gender of ownership is not known.
Summary of Recommendations for Professional Services Pools With Minority and Woman Owned Businesses Board Meeting 07/11/2006 Recommendations for Professional Service Pools in the Consideration of Bids Section of This and Previous Agendas This Agenda Sept. 1, 2005 July 11, 2006 # entities % entities # entities % entities MBE 0 0 5 10 WBE 2 15 18 35 Not classified 11 85 28 55 Total 13 100 51 100 Notes: This report excludes government agencies, state supported institutions, municipalities, non-profit organizations, publicly traded firms, civic and other organizations not logically classified as minority or woman owned businesses. Classification of an individual or company as minority or women owned may be according to self-report or personal knowledge rather than on registration with a certification agency. An individual or company that is both a minority and woman owned business has MBE status in this report. Not classified includes firms known to be neither minority nor woman owned as well as firms for which ethnicity and gender of ownership is not known.