Requestor
Charlie Whitby
Organization/Agency
Ceilidh Consulting
Requested Information
I'm submitting a Public Information Act request to Howard County Public Schools for the records below, covering January 1, 2024 through the present. For contracts, this means any contract in effect at any point during that period, whenever it was signed.
The services are:
• Elevator servicing and maintenance (e.g., TK Elevator or any other provider)
• Fire alarm, fire protection, and life-safety services, including monitoring, inspection, testing, sprinkler and suppression, and extinguisher services
• Security services, including guard, patrol, and alarm/monitoring services (e.g., Securitas or any other provider)
• Waste management, including trash, recycling, and hauling services
• HVAC servicing and maintenance, including chiller, boiler, and rooftop unit service and preventive maintenance agreements
This includes capital projects in these trades (for example, a chiller replacement or a fire alarm system upgrade).
1. Contract list. An existing report or export from your purchasing or contract system listing your agreements with the vendors providing these services: contract number, start and end dates, maximum or not-to-exceed amount, and each amendment or renewal.
2. Contracts. For each vendor providing these services, the complete executed contract in effect at any point during the period. This includes every amendment, renewal, extension, option-year letter and change order, and every exhibit, attachment, price list or proposal that any of them refers to or incorporates (for example, a renewal "at original bid prices" or "per the attached price list"). It also includes equipment or site schedules, pricing and fee schedules (including hourly rates and rate cards for time-and-material or after-hours work), scopes of work, service-level terms, payment terms, and termination and auto-renewal provisions. Where a document refers to an earlier contract, please include that contract as well.
3. Bid and award records. If a contract was competitively bid: the solicitation and its addenda, the bid tabulation, the winning proposal including its completed pricing form, and the award documentation (the notice of award and any board approval).
4. Work orders and purchase orders. Each statement of work, task order and purchase order issued to these vendors, with its line items, the dates it was created and approved, and the contract or bid number it was issued under.
5. Capital projects. For each capital project in these trades with spending in the period: the executed agreement, any guaranteed-maximum-price amendment, the change-order log, and each application for payment, including the retainage held and released.
6. Invoices. All vendor invoices and billing statements from the period, with every line item included (quantities, unit rates, service dates, site or location, labor hours and rates, parts, and any surcharges, fees, or taxes). Please send the invoices themselves even where the payment records in item 7 also exist. If the volume is a burden, please start with the most recent complete fiscal year and send the rest after.
7. Payment records. The accounts-payable detail for each of these vendors, as an export from your existing report or system, showing invoice number, invoice date, service period, purchase order number, contract number, amount invoiced, amount paid, payment date, and check or EFT number; and any voided, reissued or cancelled payment and any credit memo.
8. Service records. The inspection reports, test certificates, service tickets and periodic reports that these contracts require the vendor to provide.
The services are:
• Elevator servicing and maintenance (e.g., TK Elevator or any other provider)
• Fire alarm, fire protection, and life-safety services, including monitoring, inspection, testing, sprinkler and suppression, and extinguisher services
• Security services, including guard, patrol, and alarm/monitoring services (e.g., Securitas or any other provider)
• Waste management, including trash, recycling, and hauling services
• HVAC servicing and maintenance, including chiller, boiler, and rooftop unit service and preventive maintenance agreements
This includes capital projects in these trades (for example, a chiller replacement or a fire alarm system upgrade).
1. Contract list. An existing report or export from your purchasing or contract system listing your agreements with the vendors providing these services: contract number, start and end dates, maximum or not-to-exceed amount, and each amendment or renewal.
2. Contracts. For each vendor providing these services, the complete executed contract in effect at any point during the period. This includes every amendment, renewal, extension, option-year letter and change order, and every exhibit, attachment, price list or proposal that any of them refers to or incorporates (for example, a renewal "at original bid prices" or "per the attached price list"). It also includes equipment or site schedules, pricing and fee schedules (including hourly rates and rate cards for time-and-material or after-hours work), scopes of work, service-level terms, payment terms, and termination and auto-renewal provisions. Where a document refers to an earlier contract, please include that contract as well.
3. Bid and award records. If a contract was competitively bid: the solicitation and its addenda, the bid tabulation, the winning proposal including its completed pricing form, and the award documentation (the notice of award and any board approval).
4. Work orders and purchase orders. Each statement of work, task order and purchase order issued to these vendors, with its line items, the dates it was created and approved, and the contract or bid number it was issued under.
5. Capital projects. For each capital project in these trades with spending in the period: the executed agreement, any guaranteed-maximum-price amendment, the change-order log, and each application for payment, including the retainage held and released.
6. Invoices. All vendor invoices and billing statements from the period, with every line item included (quantities, unit rates, service dates, site or location, labor hours and rates, parts, and any surcharges, fees, or taxes). Please send the invoices themselves even where the payment records in item 7 also exist. If the volume is a burden, please start with the most recent complete fiscal year and send the rest after.
7. Payment records. The accounts-payable detail for each of these vendors, as an export from your existing report or system, showing invoice number, invoice date, service period, purchase order number, contract number, amount invoiced, amount paid, payment date, and check or EFT number; and any voided, reissued or cancelled payment and any credit memo.
8. Service records. The inspection reports, test certificates, service tickets and periodic reports that these contracts require the vendor to provide.
Date Received
Status
Submitted