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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DPS0100536
Status:  Approved
Meeting Date:  2/26/2018

GENERAL INFORMATION
Agency
Department of Public Safety


Division/Institution
Administration
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2018
Bill No.
HB 26
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DPS01 2018 $94,355.70 Excel Management Systems, Inc 691 N High St, 2nd Floor Columbus OH Franklin 43215

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
FED 3GU0 761610 Information & Education Grant 2018 $94,355.70 $.00

SIGNATURES
     
John Born 02/26/2018
   
Agency Director or Authorized Agent On The Date Of
   
01/30/2018 Christine Morrison
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Matthew L Martin Title:  Chief Financial Officer
Phone:  (614) 466 - 4301 Fax:  (614) 644 - 4356 E-Mail:  Matthew.Martin@dps.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Ohio Department of Public Safety, Bureau of Motor Vehicles (BMV), respectfully requests Controlling Board approval to waive competitive selection in the amount of $94,355.70 from fund 3GU0, ALI 761610 (Information & Educational-Federal) in FY18, to contract with Excel Management Systems, Inc. to install approximately 750 document scanners, test and troubleshoot potential personal computer issues, and provide technical support related to the scanners at 190 Deputy Registrar locations throughout the state.  
  Excel Management is the current supplier providing technical support at the Deputy Registrars. It is important to maintain this supplier for the scanner installation because of their knowledge of the BMV software packages and computer systems.

The document scanner purchase and installation was enabled by a federal award the BMV has received from the Federal Motor Carrier Safety Administration under the Commercial Driver's License Program Improvements Grant. The document scanners will be used by Deputy Registrars to process documentation from Commercial Driver's License applicants to assure that proof of U.S. citizenship or lawful permanent residency requirements have been met. In addition to installing new scanners, Excel Management will also move some existing scanners and remove older scanners that are past their useful life and send them to salvage.

This acquisition will be a Minority Business Enterprise (MBE) set-aside solicitation in accordance with Ohio Revised Code 125.081.
 
  DPS0100537  
Attachments Controlling Board Request No.: DPS0100536
Attachment TypeAttachment Description
Contract Contract
Release and Permit Release and Permit
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Excel Management Systems, Inc 2018 $94,355.70 33451 01/09/2018 Acquisitions Management

Operating Request Required Information
New Contract - Excel Management Systems, Inc
Controlling Board Request No.: DPS0100536
1. Selection Process: Was this contract subject to selection by a Request for Proposal (RFP),
Request for Qualification (RFQ), Request for Information (RFI) process? No
Explain why this contract was not subject to an RFP, RFQ or RFI process
The selection of a vendor for the installation of all types of technology equipment at Deputy Registrar locations was done as a MBE Set-Aside solicitation which resulted in only one bid, from Excel Management Systems, Inc.
 
2. Provide the following selected contractor information:
Excel Management Systems, Inc
691 N High St, 2nd Floor
Columbus,   OH  43215
County: Franklin
 
3. Contractor's location from which all or most of the contract work will be performed, if different from the
location of principal place of business. (For institutional agencies, cite the location of the institution,
including the city and county, where services are to be performed.)
Various Locations

   
4. Institutional agencies only: Is the contractor currently performing services at the institution listed above?
5. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
The contract covers technical services related to the installation, moving and/or removing of approximately 750 document scanners as well as handling connections to computer system and technical support. The work will be performed at 190 Deputy Registrar locations across the state and requires the coordination of services to minimize system interruptions.
6. Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
510 $94,355.70 $94,355.70

 
Total Amounts $94,355.70 $94,355.70
7.
Duration of this contract (beginning and ending dates) within the fiscal biennium.
Beginning Date Ending Date
07/01/2017 06/30/2018
8. Is the contractor already performing work under this contract? No
   
9. Identify all state contracts which the selected contractor has had approved by the Controlling Board
since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved
for this agency or institutions of higher education.
a. Total number of contracts. 1
b. For each contract list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
Department of Public Safety $400,000.00 2018
Department of Public Safety $800,000.00 2019
10. Contractor Procurement Compliance:
a. Is this contractor in compliance with Buy America? Yes
  Explain: The supplier's headquarters are located in Columbus, Ohio.
   
b. Is this contractor in compliance with Buy Ohio? Yes
Explain: The supplier's headquarters are located in Columbus, Ohio.
11.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 15    15   
Percentage of Women 27% 27%
Percentage of Minorities 27% 27%
12. What percent of the work will be done by subcontractors?  10
  If more than 50%, provide the same information for each subcontractor as requested in number 11 above for the contractor.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
13.  Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.

A contract renewal is the exercise of an option to enter into a subsequent contract with a vendor in accordance with renewal provisions specified in a preceding contract.
Beginning DateEnding DateTotal Lease Amount
Explain contract provisions.