HomeMy WebLinkAboutResolutions - 1998.02.12 - 25353MISCELLANEOUS RESOLUTION #98006 February 12, 1998
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: DEPARTMENT OF MANAGEMENT AND BUDGET/PROFESSIONAL SERVICES CONTRACT
FOR GRANT WRITING SERVICES
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS Oakland County has historically demonstrated a commitment to
enhancing law enforcement capabilities within and across its borders; and
WHEREAS the County has several initiatives underway or contemplated,
including implementation of the new Courts/Law Enforcement Information System
(CLEMIS), Mobile Data Terminals (MDTs) for patrol vehicles in the Sheriff's
Department and local police departments; and
WHEREAS the costs associated with the aforementioned initiatives aggregates
to an amount in excess of ten million ($10,000,000) dollars; and
WHEREAS the County and its local municipalities are faced with the
imperative of upgrading its sewage disposal system in the Twelve Towns Drainage
District at a cost in excess of $100,000,000; and
WHEREAS the County is desirous of supplementing local funding with grant
funding to help defray the significant dollar outlay required for enhancement of
law enforcement services and environmental protection efforts; and
WHEREAS current County in-house grant writing resources are fully committed
to other program initiatives, having written proposals for project funding of
almost $3 million and secured funding in excess of $1.6 million, and
WHEREAS contracting with a professional grant writing firm would offer
several strategic advantages, including: 1) upgrade funding competitiveness and
improve return of federal/state grant writing efforts, 2) establish integrated
funding and program planning process, 3) implement an electronic grant research
and tracking system, and 4) provide full range of grantsmanship services, i.e.,
program design, research, technical writing, collaborative development, proposal
writing and submission, and follow-up with grantor agencies; and
WHEREAS the Department of Management and Budget has issued an Invitation
to Bid (#ITB 000195) for Grant Writer Consulting Services and received five (5)
proposals which have been evaluated by a management team composed of
representatives of the Sheriff's Department, Information Technology, and
Management and Budget; and
WHEREAS the management team respectfully recommends the selection of
Griffin Grant Writing & Consulting, Inc.(GGW&C), of Mill Valley, CA. as the
preferred vendor to perform grant writing services on behalf of Oakland County;
and
WHEREAS GGW&C's proposal guaranteed a minimum of $1,000,000 in successful
grant awards to Oakland County during the nineteen month contract period in
return for an $80,000 retainer (refundable if minimum performance is not
achieved) and an eight (8t) percent contingency fee up to a maximum of $425,000,
with additional reimbursable costs for copying, faxing, and postage not to exceed
$5,000; and
WHEREAS funding for this proposal is available from the $6.4 million
appropriation previously approved by the Board of Commissioners for
implementation of the CLEMIS Project; and
WHEREAS acquisition of a professional services contract for grant writing
services to enhance funding for law enforcement services is recommended by the
County Executive.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
approves the selection of Griffin Grant Writing & Consulting, (GGW&C) Inc. under
a professional services contract to perform grant writing services for the County
in the area of law enforcement and environmental protection from the effective
date of this resolution through September 30, 1999.
BE IT FURTHER RESOLVED that the implementation of this resolution is
contingent upon GGW&C accepting a counter-offer of a $75,000 retainer fee and a
six (6*) percent contingency fee up to a maximum of $425,000, plus additional
documented expenses not to exceed $5,000.
BE IT FURTHER RESOLVED that the aforementioned fees be paid from the
previously approved CLEMIS appropriation (Account #90-210000-21000-6362) and that
recommendations for additional funding be brought back to the Board of
Commissioners for approval.
Chairperson, on behalf of the Finance Committee, I move approval of the
foregoing resolution.
FINANCE COMMITTEE
FEBRUARY 4, 1998
REPORT (Misc. #98006)
BY:
IN RE:
STRATEGIC PLANNING COMMITTEE - DENNIS POWERS, CHAIRPERSON
BOARD OF COMMISSIONERS - SELECTION OF GRIFFIN WRITING
& CONSULTING AS OAKLAND COUNTY'S OUTSIDE PROFESSIONAL
GRANT WRITER
TO THE FINANCE COMMITTEE:
Chairperson, Ladies and Gentlemen:
The Strategic Planning Committee, having reviewed the attached
memorandum dated February 4, 1998, from Jeffrey C. Pardee to Robert
J. Daddow, reports with the recommendation that it approves the
concept of selecting Griffin Writing & Consulting as Oakland
County's outside professional grant writer under the terms and
conditions to be determined and approved by the Finance Committee.
Chairperson, on behalf of the Strategic Planning Committee, I
move acceptance of the foregoing Report.
STRATEGIC PLANNING COMMITTEE
019A/yvyt4"4 1-1/ 004*.mn4
MEMO
To: Robert J. Daddow. Director
-Department of Management & Budget
From: Jeffrey C. Pardee, Deputy Director
Subject: - -RecOmmeruiation for Grant Writini4i.Stant
Date: February 4, 1998
On January 13, 1998, the Purchasing Division issued the attached Invitation to Bid
(IT#000195) for the purpose of acquiring grant writer consulting services in the Criminal Justice
Program Area. The following five firms submitted proposals by the January 29, 1998 deadline:
Michele L. Gullet
PO Box 47519
Oak Park, MI 48237
Grant Search
39 Ames Avenue
Marshfield, MA 02050
David 0. Cummings
111 Oakdale Drive
Palatka, FL 32177
Griffin Grant Writing & Consulting
655 Redwood Highway, Suite 241
Mill Valley, CA 94941
Robert J. Miller & Associates, Inc.
124 Delaware Street
Tonawanda, NY 14150
The following evaluation team was established to review the subject proposals for
purposes of recommending the preferred vendor:
Jackie Nyovich, CLEMIS Development Systems Supervisor
Department of Information Technology
Captainchiel McCabe, Administrative Services
Sheriff Detpartment
Jeffrey Pardee, Deputy Director
Department of Management & Budget
Greg Givens. Grants Writer
Fiscal Services Division
An evaluation tool was developed with the following components and weights:
Qualifications (4). Fee Structure/Cost (2), Staffing/Personnel (2), and General (2). Qualifications
included experience serving similar clients in the Criminal Justice Program Area. Fee
Structure/Cost included low relative cost for nineteen month contract period and fee amounts
beyond retainer (Fee summary is attached). Staffing/Personnel included number, experience and
research capability of assigned project team. General considerations included financial strength,
track record and guarantee of success. Attached is a summary of the evaluations supported by
individual evaluations which are also attached.
RobertJ. Daddow, Director
Page 2
February 4. 1998
Recommendation:
. The Evaluation Subcommittee recommends that Griffin Grant Writing & Consulting be
selected,aartaldand County's outside professional grant writer, that appropriate notification to
the Strategic Planning Committee and the Finance Committee be given, and that contract
negotiations be undertaken immediately in order to expedite the grant writing process for grants
that are becoming available.
Oakland County - RFP Evaluation Report - IT 000195
SUMMARY SCORES
Firms_tabe Evaluated: 1) Michel Gullet, 2) Grant Search, 3) GGW&C, 4) David Cummings, and
5) Robert Miller.
Firms are scored from 0 (lowest corresponding match to the evaluation statement) to 3 (highest corresponding
match to the evaluation statement). Each score is multiplied by the weight of the Evaluation Criterion for each
evaluation statement. Each team member evaluates each firm, and the scores are totaled for firm rank. Below are
the weighted total scores from each evaluator.
Firms to be Evaluated [1] [2] [3] [4] [5]
Mr. Pardee [14 (12] [231 (12] [201
Capt McCabe (2] [4] [30] (2] [16]
Ms. Nyovich. (2] [ 2 ] (30] (0] [12]
Mr. Givens (10] (16] (30] (4] [28]
TOTAL COMPOSITE SCORE 28 34 118 18 76
Pi (41 A
Date 1- \3
Evaluator's Score TO AL
Evaluator's Signature -
Oardand County -RFP Evaluation Regort - ff 000195 ;47=
Selection Team: Jeff Pardee, Deputy Director for Management and Budget, Jackie Nyovich,
Supervisor for Information Technology, Capt Michael McCabe, Administrator for the Sheriff's
Department, and Greg Givens, Grants Writer. for Fiscal Services Division.
Evaluation Criteria: Qualifications, Fee Structure/Cost, Staff/ Personnel, and General
Firms to be Evaluated: 1) Michel Gullet, 2) Grant Search, 3) GGW&C, 4) David Cummings, and
5) Robert Miller.
Firms are scored from 0- (lowest corresponding match to the evaluation statement) to 3 (highest corresponding
match to the evaluation statement). Each score ii multiplied by the weight of the Evaluation Criterion for each
evaluation statement. Each team member evaluates each firm, and the scores are totaled for firm ranking.
Firms to be Evaluated
Qualifications (weighted value = 4)
Criminal Justice Technology - Large I* of similar projects.
High of discretionary grant proposals.
Worked with a governmental agencies as a client -
Written proposaLtoMS Doi or other Federal agencies
High award amounts in the area of criminal justice
Grant writing consultants maincourse of work
Fee Structure/Cost (weighted value =2)
Low relitive cost for 18 month retainer contract
Additional successful grant award cost basis
above retainer, offer a low percent.
Large estimate person hours used in retainer
Additional cost mahrlections available
Staffing/ Personnel (weighted value ma 2)
Large number of firm staff
Research capability - provides grant availability notice
Personnel experience in federal applications
[1] [2] [3] [41 [5]
( I l ES1 [ 01 131
21
(2 1 (3 1 1 1 (31
t It
General (weighted value = 2)
Submitted financial statement. ( [3 ] (0 1 [3]
High success rate
Offers guarantees for success
[1] [2] [3] [4] • [5]
111 131 111 (./J
fitl (/1 ttl EA] 131 -
11.1 131 /1 1A1•
TOTAL (81 [/iz] vri Vel
C41-03/4------ Due 2/.///f/
Oakland County. RFP Evaluation Report - ff 000195 [draft 212/94
Selection Team: Jeff Pardee, Deputy Director for Management and Budget, Jackie Nyovich,
Supervisor for Information Technology, Capt Michael McCabe, Administrator for the Sheriff's:
Department, and Greg Givens, Grants Writer for Fiscal-Services Division. • —
Evaluation Criteria: Qualifications, Fee Structure/Cost, Staff! Personnel, and General
Firms to be Evaluated: 1) Michel Gullet, 2) Grant Search, 3) GGW&C, 4) David Cummings, and
5) Robert Miller.
Firms are scored from 0 (lowest corresponding match to the evaluation statement) to 3 a. (highest corresponding
match to the evaluation statement). Each score is multiplied by the weight of the Evaluation Criterion for each
evaluation statement Each team member evaluates each fkm, and the scores are totaled for firm rabking.
Firms to be Evaluated
Qualifications (weighted value =4)
Criminal Justice Technology - Large # of similar projects.
High # of discretionary grant proposals
Worked with a governmental agencies as a client..
Written proposal to-US Doi or other Federal agencies.
High award amounts in the area of criminal justice
- Grant writing consultants main course of work
Fee Structure/Cost (weighted value =2)
Low relitive cost for IS month retainer contract.
Additional successful grant award cost basis
above retainer; offer a low percent
Large estimate person hours used in retainer
Additional cost meN•selections available •
Staffing/ Personnel (weighted value = 2)
Large number of firm staff
Research capability - provides grant availability notice
Personnel experience in federal applications
General (weighted value =2)
Submitted financial statement. (Il /l / /
High success rate
Offers guarantees for success
Evaluator's Score
Evaluator's Signature
[01 [el 131 101 ta.]
,
Selection Team: Jeff Pardee, Deputy Director for Management and Budget, Jackie Nyovich e
Supervisor for Information Technology, Capt. Michael McCabe, Administrator for the Sheriffs -
.„Vijitlinqat,,and Greg Givens, Grants Writer for Fiscal Services Division.
Evaluation Criteria: Qualifications, Fee Structure/Cost, Staff/ Personnel, and General
Firms to be Evaluated: 1) Michel Gullet, 2) Grant Search, 3) GGW&C, 4) David Cummings, and
5) Robert Miller.
Firms are scored from 0 (lowest correspondin g match to the evaluation statement) to 3 .. (highest corresponding
match to the evaluation statement). Each score is multiplied by the weight of the Evaluation Criterion for each
n evaluatio statement. Each team member evaluates each firm, and the scores are totaled for &l a rklng
Firms to be Evaluated [1] [2] (3] [41 [51
Qualifications (weighted value = 4)
Criminal Justice Technology - Large # of similar projects.
, • High # of discretionary grant proposals.
,•- Worked with a governmental agencies as a client
YilittenPropOtal to- USDoi or other Federal agencies
-High-Award amounts in the area of criminal justice
•-,Grantsvriting consultants main course of work.
•-Fee Structure/Cost (weighted value = 2)
Low relitive cost for 18 month retainer contract [ 11 11 (31 [ 1] Ca.]
Additional successful grant award cost basis
. above retainer; offer a low percent.
Large estimate person hours used in retainer
-:Additional cost metilt rlections available .
Staffing/ Personnet (weighted value = 2)
Large number of firm staff [ 01 [11 31 101 (I [
Research capability - provides grant availability notice
Personnel experience in federal applications
• General (weighted value = 2)
Submitted financial statement [01 [01 [3] [01 Eli
High success rate
Offers guarantees for success
Evaluator's Score 6 TO_TAL 411 r3g [al (14
Evaluator's Signature
' .
-
(1 1 (21 (31 (41 (51
(01 t LL (O1 [ I
Oakland County - RFP Evaluation Report - IT 000195 (draft-2/7J98pili=4"7-
Selection Team: Jeff Pardee. Deputy Director for Management and Budget, Jackie Nyovich,
Supervisor for Information Technology, Capt. Michael McCabe, Administrator for the Sheriff's
Department, and Greg Givens, Grants Writer for Fiscal Services Division. -
Evaluation Criteria: Qualifications, Fee Structure/Cost, Stag' Personnel, and General
( It.f S •r441- tif:fr A...1 Li
Firms to be Evaluated: 1) Michel Gullet, 2) Gratf(gr-ari 3) GGW&C, 4) Daftieummings, and
5) Robert Miller. ...::. • s...- .... c 1,-47.4, - 3 : : , o 0 0 - .1... = ::
Finns are scored from 0- (lowest corresponding match to the evaluation statement) to 3- (highest conesponcling
match to the evaluation statement). Each score is multiplied by the weight of the Evaluation Criterion for each
evaluation statement Each team member evaluates each firm, and the scares are totaled for firm
.;1
Firms to be Evaluated
Qualifications (weighted value =4)
Criminal Justice Technology - Large8of similar projects
High # of discretionary grant proposals
Worked with a governmental agencies as a client.
Written proposal to US Doi or other Federal agencies.
High award amounts in the area of criminal justice
Grant writing consultants main -course of work
Fee Structure/Cost (weighted value = 2)
Low relitive cost forl8month retainer contract.
Additional successful grant award cost basis
above retainer; offer a low percent.
Large estimate person hours used in retainer
Additional cost meriu selections available
(I] to] is [ [/1
••n•n•../
Staffing/ Personnel (weighted value = 2)
Large number of firm staff [01 [ il [31 [ el [...II
Research capability - provides grant availability notice • v-
6. . Personnel experience in federal applications (- 21 • -- - ---
General (weighted value =2)
Submitted financial statement [01 ( 01 [31 [01 (11
High success rate ----
(6-....: ' .L2.__,.. •
Offers guarantees for success
Evaluator's Score TOTAL (al BM (01 (/21-
Evaluator's Signature /0" -- Date
• • -. .
saLam Sax 'adz.
2570 20 yes
100 no
110
no
41114MIINIM
n••••n ••nnn••••nnnn•••Mi
•••••••n •••nn•••••••
TO: Jeff Pardee
FROM: Bob Rhein
RE: IT 000195
. Proposals for Grant Writing
The results of this FIB are :
NO RESPONSE
Bridge Communications
Amera Communications
Resource Solutions Group
RE Laws Inc.
Keith Mcaanhan dba Facility Issues
John Bailey & Assoc.
Justice Planning & Management
RETURNED BY POST OFFICE
Proposal, Plans, & Competive Communications
PROPOSALS RECEIVED -ORIGINAL & 5 COPIES
Mani
Michel Gullet
Grant Search
GGW&C
David Cummings
Robert Miller
kat Sas !Isamu
60,000 -max 20 —
252,000-max var 21% NTE
(42,000 expenses) 210,000*
80,000 — 8% NTE
425,000
5,000- min 100 1% NTE
5,000
38,000 Total
Resolution #98006 February 12, 1998
Moved by Douglas supported by Law the Strategic Planning Committee Report
be accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Douglas supported by Law the resolution be adopted.
Moved by Jensen supported by Powers the resolution be amended to add a
BE IT FURTHER RESOLVED paragraph as follows:
BE IT FURTHER RESOLVED that all grant applications and acceptances be
applied for and received in accordance with the County's adopted Grants
Procedure.
And further amend the resolution by substituting the following BE IT
FURTHER RESOLVED paragraph for the last BE IT FURTHER RESOLVED paragraph in the
resolution:
BE IT FURTHER RESOLVED that the aforementioned fees be paid from the
previously approved CLEMIS appropriation (#90-210000-21000-6352), and that no
additional funds may be released without the prior approval of the Board of
Commissioners.
A sufficient majority having voted therefor, the amendment carried.
Vote on resolution as amended:
AYES: Garfield, Holbert, Huntoon, Jacobs, Jensen, Johnson, Kaczmar,
Kingzett, Law, McCulloch, McPherson, Millard, Moffitt, Obrecht, Powers, Schmid,
Taub, Wolf, Amos, Coleman, Devine, Douglas, Fracassi. (23)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution, as amended,
was adopted.
I t HEREBY
L Brooks p
Executive Date
rson, County Executive Date
E FOREGOING RESOLUTION
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on February 12, 1998 with the original
record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
C54116
County of Oakland at Pontiac, Michigan this 12th day f ebrualciK719
(
LynLD. Allen, County Clerk