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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.
DPS0100800
Status:  Approved
Meeting Date:  6/15/2020

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)
2021
Bill No.
HB62/HB166
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DPS01 2021 $749,997.52 Excel Management Systems, Inc 691 N High St 2nd Fl Columbus OH Franklin 43215

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
HSF 5TM0 762321 Operating Expense - BMV 2021 $306,000.90 $.00
HSF 8490 762627 Automated Title Processing 2021 $390,512.00 $.00
HSF 5TM0 764321 Highway Patrol Operating 2021 $47,484.62 $.00
GRF GRF 767420 Liquor Control Operations 2021 $1,000.00 $.00
GRF GRF 763403 EMA Operating 2021 $5,000.00 $.00

SIGNATURES
     
Thomas J. Stickrath 06/15/2020
   
Agency Director or Authorized Agent On The Date Of
   
05/22/2020 W. Fletch Zimpher
   
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 Department of Public Safety (DPS) respectfully requests Controlling Board approval to waive competitive selection in the amount of $749,997.52, in FY21 from Fund 5TM0, ALI 762321 (Operating Expenses-BMV), Fund 5TM0, ALI 764321 (Highway Patrol Operating), Fund 8490, ALI 762627 (Automated Title Processing), Fund GRF, ALI 767420 (Liquor Control Operations), Fund GRF, ALI 763403 (EMA Operating), as broken down above, to contract with Excel Management Systems, Inc, Columbus, OH, to provide technical support for approximately 450 remote offices throughout the state.  
  Services provided by Excel Management include personal computer and printer installs, replacement of network equipment, electrical work, running cable, and cable connections. Work involves equipment additions, equipment moves, and the elimination of broken or unneeded/obsolete equipment. The FY21 amount includes a budget for the continuation of our required equipment replacements for Automated Title Processing Systems at County Clerk of Court locations, Driver Exam offices, and Deputy Registrar offices. These services are also being used to support the Get-In-Line-Online Project to reduce wait times and the number of people in deputy registrar office locations.

Locations covered by the contract include 186 Deputy Registrars, 135 Clerk of Court Title Offices, approximately 50 Driver Examination Stations, and 58 Highway Patrol posts as well as other miscellaneous satellite DPS locations. Having a single vendor provide these services state-wide helps assure continuity of service levels, reduces time coordinating and instructing various vendors as to technical specifications of state-owned equipment and helps to minimize equipment-related interruptions to the many services that DPS provides to Ohio's residents.
 
  DPS0100672  
Attachments Controlling Board Request No.: DPS0100800
Attachment TypeAttachment Description
Contract Contract
Other Signed quote
Release and Permit Release and Permit
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Excel Management Systems, Inc 2021 $749,997.52 DPS01210013 06/05/2020 Acquisitions Management

Operating Request Required Information
Contract Renewal - Excel Management Systems, Inc
Controlling Board Request No.: DPS0100800
1.  Identify the contractor and provide the contractor's address of their principal place of business.
Excel Management Systems, Inc
691 N High St 2nd Fl
Columbus, OH 43215
County: Franklin

 

2. Provide a brief history of the project or program being affected by the work of the contractor.
  The initial contract (July 1, 2017) with Excel Management originated as the result of state-wide contract that was secured by the Department of Administrative Services. DPS supports IT and sales equipment in approximately 450 locations throughout the state. Support includes maintenance, replacement, new equipment installation, and office relocation activities. This contract was competitively bid in 2017 so that DPS had a single point of contact for all possible external IT equipment support.
3. Specify the deliverables of this contract or describe the scope of the services to be performed by renewing this contract.
Professional IT Services for support at approximately 450 DPS managed locations.Having a single vendor provide services state wide helps assure continuity of service, reduces time coordinating and instructing various vendors as to technical specifications of state-owned equipment and helps to minimize equipment related interruptions to the services that DPS provides to Ohio citizens.
 
4.
Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
510055 $749,997.52 $749,997.52
Total Amounts $749,997.52 $749,997.52
   

5.

Provide the dates of previous Controlling Board approvals for this contract. Indicate whether the approvals were for the initial contract, amendments to this contract, or previous renewals for this contract. In addition to the date(s) of Controlling Board approval, provide the following information depending upon the type of contract previously approved by the Controlling Board.
   
  Initial Contract - Total amount of the initial contract or number of hours and the rate per hour.
  Amendment - Total amount of the amended contract (initial + amendment) or total number of hours (initial + amendment) and the total rate per hour (initial contract + contract amendment + contract renewals within the biennium).
  Renewal - Total amount of the renewed contract or the total number of hours and the total rate per hour.
NOTE: All amounts must be shown in amounts per fiscal year.
CB Approval DateType of ContractAmount per FY# of HoursRate per Hour per FY
07/24/2017 Initial $400,000.00 0.00 $0.00
07/24/2017 Initial $800,000.00 0.00 $0.00
06/10/2019 Renewal $949,692.40 0.00 $0.00
6. Provide the total amount of the contract renewal or total number of hours and total rate per hour.
Total Contract Amount Total # of Hours Total Rate per Hour FY 
$749,997.52 0  $0.00  21  
 
7. Is this contract rate an increase in the total amount of the contract or the rate per hour over the previous contract rate? No
 
8. Duration (beginning and ending dates) of this contract renewal within the biennium.
Beginning Date Ending Date
07/01/2020 06/30/2021
 
9. Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.
   
Beginning DateEnding DateTotal Amount
  Explain contract provisions. 
10.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 13    13   
Percentage of Women 38% 38%
Percentage of Minorities 38% 38%