HomeMy WebLinkAbout07.26.2016 AgendaTerry L. Baker,President Washington County John F.
Jeffrey A. Cline, Vice President
f
Wayne K.
Keeferr
M A R Y L A N D LeRoy E. Myers,Jr.
100 West Washington Street, Room 226 1 Hagerstown, MD 21740-4735 1 P: 240.313.22001F: 240.313.2201
WWW.WASHCO-MD.NET
BOARD OF COUNTY COMMISSIONERS
July 26, 2016
Agenda
10:00 a.m. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Terry L. Baker
APPROVAL OF MINUTES - July 19, 2016
10:05 a.m. COMMISSIONERS' REPORTS AND COMMENTS
10:15 a.m. REPORTS FROM COUNTY STAFF
10:30 a.m. LOCAL MANAGEMENT BOARD (LMB) BYLAW REVISIONS -Susan Buchanan
bylaws)
10:45 a.m. WASHINGTON COUNTY GAMING COMMISSION'S ANNUAL REPORT AND
FISCAL YEAR 2016 GAMING FUND ALLOCATION ANNOUNCEMENT
James Hovis and Linda Ebersole
11:00 a.m. BID AWARD (PUR-1321) - ONE 2006 OR LATER PRODUCTION MODEL
CLOSED CIRCUIT TV PIPE INSPECTION VEHICLE - Rick Curry and Dan Di Vito
matrix)
11:10 a.m. CONSTRUCTION BID AWARD - BLAIRS VALLEY ROAD AND DRAPER ROAD -
STREAM STABILIZATION AND CULVERT REPLACEMENTS PROJECT
Scott Hobbs(documentation)
11:20 a.m. CITIZENS PARTICIPATION
11:30 a.m. GOING FOR THE GOLD - EMPLOYEE TRAINING PROGRAM -FY 2016
GRADUATION - Brian Overcash
Luncheon to follow after graduation ceremony in Workshop Room 255)
12:30 p.m. CLOSED SESSION: (To discuss the appointment,employment,assignment,promotion,
discipline,demotion,compensation,removal,resignation,or performance evaluation of
appointees,employees,or officials over whom this public body hasjurisdiction;or any other
personnel matter that affects one or more specific individuals.)
1:00 p.m. Break
EVENING MEETING AT THE TOWN OF BOONSBORO
LOCATION: 19 NORTH MAIN STREET, BOONSBORO,MARYLAND
Continued next page
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners,240.313.2200 Voice/TDD,to
make arrangements no later than ten(10)working days prior to the meeting.
7:00 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Terry L. Baker
7:05 p.m. COMMISSIONERS' REPORTS AND COMMENTS
COUNCIL AND MAYOR COMMENTS
7:20 p.m. REPORTS FROM COUNTY STAFF
7:30 p.m. CITIZENS PARTICIPATION
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners,240.313.2200 Voice/TDD,to
make arrangements no later than ten(10)working days prior to the meeting.
4 • Washington Countyl Board of County Commissioners of Washington County,Maryland
nb M AR YL AND Agenda Report Form
Open Session Item
SUBJECT: Local Management Board(LMB) Bylaw Revisions
PRESENTATION DATE: July 26, 2016
PRESENTATION BY: Susan Buchanan, Office of Community Grant Management
RECOMMENDED MOTION: Move to approve proposed revisions to the Local
Management Board Bylaws as drafted.
REPORT-IN-BRIEF: The LMB reviewed and approved the proposed revisions to the
bylaws as presented by the LMB Board Membership and Development Committee by vote on
June 17, 2016.
DISCUSSION:The Local Management Board's Board Membership and Development
Committee spent several months reviewing the Board's current bylaws with the goal of making
changes which will align the bylaws with the current mission ofthe Governor's Office for
Children while streamlining and providing adequate flexibility to ensure the Board does not
operate in violation of its bylaws while accurately reflecting the goals and purpose of the Local
Management Board. Revisions made to the bylaws include the following areas:
Board Composition-reduces minimum number of members to 17 from 21 and adds an
ex-officio voting member from the Western Maryland Consortium.
Terms—increases amount of intervening years prior to reappointment to 3 years from
l year.
Termination criteria—adds violation of Conflict of Interest policy as a basis for
termination.
Special Meetings—changes requirement of 5 day notice for special meetings to a
recommendation (replaces"must"with "should").
Attendance—provides process for an excusable absence.
Officers—eliminates the position of Secretary.
FISCAL IMPACT: None
CONCURRENCES: Washington County Local Management Board
ALTERNATIVES: Deny approval for submission
ATTACHMENTS: Washington County Local Management Board Revised Bylaws
draft-6/17/16
AUDIO/VISUAL NEEDS:N/A
Washington County Office of Community Grant Management
Local Management Board)
BYLAWS
Article I
Name
The name of the Local Management Board (the "LMB" or the
Board") shall be the "Washington County Office of Community Grant
Management." It was created by the County Commissioners of Washington
County, Maryland (the "Commissioners"), pursuant to Md. Code, Human
Services§8-301.
Article II
Principal Office
The principal office of the Board shall be located at Hagerstown,
Maryland.
Article III
Mission Statement and Duties and Powers
Working together to improve the lives of children and families in
Washington County.
The purpose of the LMB is to serve as the local management board
mandated by Human Services Article § 8-301. The LMB shall comply with,
implement, and perform the obligations set forth in
contractual agreements-executed by and between
the State of Maryland, the Children's Cabinet, the Governor's Office for
Children, the Commissioners, and the LMB. The LMB has the power to
enter into contracts incidental to the performance of its duties provided that
these contracts have been approved by the Commissioners. The LMB shall
comply with, implement, and perform such directives of the
Commissioners in accordance with the mission of the LMB
fessas may be issued from time to time. The LMB may issue press
releases from time to time in accordance with its procedures for so doing
with the approval of the Director, Washington County Office of
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Community Grant Management; "A State of Maryland Local Management
Board Initiative" (or such other person as the Commissioners may
designate from time to time).
Article IV
Vision Statement
All Washington County children will be born and raised in a safe,
healthy, and nurturing environment to become healthy and responsible
adults.
Priorities
1. Develop a continuum of care for children (birth 19 years)Act
as a neutral convener to stimulate local action by State and local
government, public and private providers, business and industry, and
residents to create an effective system of services, supports, and
opportunities that improve outcomes for children,youth, and families;
2. Develop and monitor innovative strategies for service
previdersParticipate in the development and the implementation of a
strategic plan and community needs assessment in relation to children,
youth, and families;
3.
the CountyDevelop and implement strategies to achieve clearly defined
results for families and children consistent with the priorities and goals of
the Governor's Office for Children;
4. Respond with sensitivity and commitment to all
demographic, social, and cultural groupsMaintain standards of
accountability for locally agreed upon results for children and families
while maximizing return on investment of funds received.;
5. Develop a continuum of services for at risk families;and
6. Develop preventive services for healthy families.
Article V
Membership
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A. Composition. The LMB shall be composed of seven-teen to
twenty#we -ene (17-2024) voting members or their designees and two (2)
non-voting members, induding:
1. Individual voting members (6-9): Nine No less than six
or more than nine private citizens who are residents of Washington County
and have an interest in child well-being, which may include the
professional and business community, recipients or providers of services
for children and families, child service volunteers, leaders of the religious
community, and providers of services directed toward the prevention of
family violence and/or the treatment of those impacted by family violence.
2. Standing ex officio, voting members or their sworn
designees' z 0811 : T-efrEleven standing ex-officio, voting members or their
sworn designees, induding:
a. The Department of Social Services Director;
b. The Schools Superintendent;
c. The County Health Officer;
d. The Department of Juvenile Services Director;
e. The Core Service Agency Director.
f.A Housing Authority(City or County);
g. The Law enforcement community;
h. The United Way of Washington County;
i.The Developmental Disabilities Administration
Regional Director,Western Maryland Region;
j.The Washington County State's Attorney;.—and
k. The Western Maryland Consortium.
1 "Sworn" shall signify a person sworn as a designee member of the LMB by the Clerk of
the Circuit Court.
2"Designee"shall signify a person authorized to act on behalf of the member.
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3. Term limited cx officio, voting members or their sworn
a. An Interfaith Organization Representative;
b. A Public Safety Agency;
c. An Employment or Vocational Services Agency;
d. The Chief Public Defender of the local
c. The Department of Public Safety and
43. Ex officio, non-voting members or sworn designees (2):Two
ex-officio,non-voting members or their sworn designees,including:
a. A member of the Board of County
Commissioners; and
b. One representative from the Western
MafylandWashington County —Delegation to the Maryland General
Assembly, appointed by the Delegation.
B. Voting. Only voting members, or in their absence, when
applicable,their sworn designees, are entitled to vote.
C. Appointment of Members. Except as set forth above, members
of the LMB shall be appointed by the Commissioners who may, in their
discretion, select members from nominees of the LMB. Recommendations
for membership will be made by the Board Membership and Development
Committee to the LMB for approval and then to the Commissioners for
consideration of appointment to the LMB.
D. Terms. Standing ex officio voting members are not term-
limited. Terms of the individual voting members and the ter 'i...itea
officio voting members shall be three (3) years. The individual voting
members shall be appointed so that one-third (1/3) of the members' terms
shall expire in each of three (3) consecutive years. Individual members and
hall be eligible for reappointment
4
for one (1) consecutive term only and, following the second consecutive
three (3) year term, shall be eligible for reappointment only after an
intervening one three (4-3) year period. Individual voting members an4
filling a partial term vacancy shall
complete the partial term and will be eligible for reappointment for two (2)
additional consecutive terms.
E. Reimbursement. Members of the LMB may receive
reimbursement for expenses in amounts as may be set forth from time to
time by the Commissioners.
F. Termination of Membership and Vacancies.
1. Membership on the LMB may be terminated by
voluntary withdrawal or by removal. All rights, privileges, and interests of
a member in or to the LMB shall cease on termination of membership.
Memberships are not transferable. Any member may withdraw from
membership by giving a written 30-day notice to the LMB chair of such
intention. Withdrawals shall be effective on fulfillment of all obligations to
the date of withdrawal.
2. The LMB may recommend to the Commissioners that
the membership of an LMB member be terminated based on one or more of
the following criteria:
a. inadequate attendance;
b. breach of confidentiality;
c. behavior that in the opinion of the LMB is
inappropriate or inconsistent with LMB policy;or:
d. violations of the Article X of these bBylaws (
Conflicts of Interest).
3. In addition to the basis for removal set forth in
paragraph 2 above, the Commissioners shall have the authority to remove
any members of the LMB when, in its discretion, the best interest of the
community shall be served thereby.
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4. In the event of an LMB member vacancy, the vacancy
shall be filled in accordance with Artide V.C.
Article VI
Meetings
A. Meetings. Meetings shall be subject to the Open Meetings Act
and members of the public shall be entitled to attend all meetings of the
LMB, except as provided by law. Parliamentary rules, as set forth in
Robert's Rules of Order, as amended from time to time, shall govern, when
not in conflict with these bylaws.
1. Regular Meetings. Meetings shall occur throughout the
year according to a schedule, which shall be established at the annual
meeting. Notice of this schedule shall be provided to members of the LMB
and to all of the persons on the current mailing list. Every effort shall be
made to provide minutes of the prior meeting, and the agenda for the next
scheduled meeting shall be provided to all members prior to the scheduled
meeting.
2. Special Meetings. Special meetings of the LMB may be
called at any time by the chair or, in the chair's absence, by the vice-chair.
One (1) week advance notice of any special meeting must-should be given
to the members by the Secretary chair or vice-chair, and the notice must
state the subject of the meeting.
3. Annual Meeting. At the annual meeting, the installation
of officers shall occur and
schedule of regular meetings shall be established by the LMB for the
upcoming year.
B. Attendance. All members, or in their absence, their sworn
designees, shall be required to attend 704-of-the regularly scheduled LMB
Board meetings per-each fiscal year. Failure to follow this attendance policy
6
mayl at the discretion of the BeardExecutive Committee result in the
following:
1. Individual Voting Members
a. A third missed meeting in any fiscal year will-may
result in a letter to the member from the Board chair
regarding the attendance policy.
b. Disassociation from the board as a voting member
may occur after the abecncc from 30%third absence of
regularly scheduled meetings in any fiscal year.
2. (Ex officio) Voting Agency Members
a. A second missed meeting - a letter from the Board
chair to the member reminding the member of Board Attendance Policy.
b. A third missed meeting - a letter to the
Commissioners from the LMB chair advising them of the member's lack of
attendance(copy to board member).
C. A fourth missed
meeting - a letter from the Commissioners to the member's state agency
advising of the member's lack of participation.
C . Excusable Absence. The LMB Executive Committee may
excuse a member from attendance for reasonable cause. To obtain an excused
absence the member must submit ateir request in writing or by email
within seven (7)teil days of the meeting to the OCGM-LMB Point of
Contact.- Upon receipt of a request for an excused absence, the Executive
Committee will consider a request and formally approve or deny the
request. The decision of the Executive Committee will be communicated to
the requestor in writing. Excused absences will not be attributed to or
considered a missed meeting. "•• e . ; - . _ ..•- . • •.
a.Medical Proccdurthickness or Injury
b. Birth of a childFamily Medical Leave Act (FMLA)
qualified absences
7
c. Doth in FamilyBcrcavcment
d.Family Emergency
C. Quorum. Fifty-one percent (51%) of the total Board
membership .. _ -0. . - . - - . - • shall constitute a
quorum. If such a majority is not present at any time, the presiding officer
shall adjourn the meeting until a quorum is present.
D. Committees.
1. Committees shall consist of:
a. a standing Board Membership and
Development Committee;
b. a standing Community Planning and Review
Committee;
c. a standing Executive Committee;
d. a standing Finance Committee;and
e. other standing or special committees as the
LMB may determine to be necessary.
2. Executive Committee.
a. Chair. The chair of the LMB shall serve as the
chair of the Executive Committee.
b. Membership. The members of the Executive
Committee shall consist of the chair of the LMB, all elected officers of the
LMB, the immediate past chair when his/her term on the LMB has not
expiredL or one (1) Aat—large member appointed by the Chair with the
concurrence of the Executive Committee, as well as ander and
the chairs of each standing committee of
the LMB,not to exceed a total membership of nineseven (97)persons. In the
event that there are more than three standing committees at any given time,
the Executive Committee of the LMB shall determine which persons shall
serve on the Executive Committee. Sworn designees shall be considered
8
members for the purposes of these bylaws, except that a designee shall not
be entitled to vote when the member for whom the designee is a
representative is present. It is the intention of this provision that sworn
designees shall be entitled to serve as members, officers, and chairs of
committees.
c. Duties. It shall be the duty of the Executive
Committee to act in emergencies and to perform such other duties as may
be assigned from time to time.
d. Requirements. All committee members on the
Executive Committee and the Board Membership and Development
Committee must be members of the LMB. Other committees shall be
chaired by a member of the LMB and may be composed of LMB members
and such other persons as the LMB shall designate.
Article VII
Officers
A. Elected Officers. Members of the LMB shall elect from among
their members a chair, a vice-chair, and a treasurer, and a :,ccrctary.
Notwithstanding any provision of these bylaws,no member or agency may
hold more than one office. The officers shall have the duties and powers
usually attendant upon such officers, and other duties and powers not
inconsistent herewith as may be provided by the LMB.
B. Terms.The chair,vice-chair, and treasurer, and secretary shall
take office at the dose of the Annual Meeting and shall serve for a term of
one (1) year. Officers are eligible for reelection or reappointment for one (1)
additional year. Vacancies occurring during a term of office must be filled
for the unexpired balance of the term of office. When a vacancy in the office
of the chair occurs, the vice-chair shall automatically succeed to the office of
chair.
C. Chair. The chair presides as the chief officer of the
organization and shall be present at meetings of the LMB. The chair shall
serve as a non-voting ex officio member of all committees. The chair shall
appoint the chair of each committee from among the LMB members. The
9
chair shall ensure that proper records are maintained. The chair shall
communicate to the LMB such matters and make such suggestions as may
in the chair's opinion tend to promote the achievement of the goals outlined
in these bylaws. The Chair shall perform such other duties as are
necessarily incidental to the office.
D. Vice-Chair. The vice-chair shall perform all duties of the chair
during his or her absence.
E. Treasurer. The treasurer shall present reports of fiscal
transactions and status associated with the LMB and will chair the Finance
Committee.
F. Secretary. The secretary shall be responsible for and shall
oversee the record keeping of the LMB meetings.
FG. Officer Removal, Resignation,and Vacancies
1. The LMB may recommend to the Commissioners that an
LMB member serving as an Officer be removed from his or her position
based on one or more of the following criteria:
a. inadequate attendance;
b. breach of confidentiality;or
c. behavior that in the opinion of the LMB is
inappropriate or inconsistent with LMB policy;. or
d. violations of the-Article X of these bBylaws (
Conflicts of Interest).
2. In addition to the basis for removal set forth in paragraph 1
above, the Commissioners shall have the authority to remove any LMB
member serving as an officer when, in its discretion, the best interest of the
community shall be served thereby.
3. In the event of an Officer resignation, the vacancy caused
by that resignation shall be filled in accordance with Article VII.FG.4.
4. In the event of an Officer vacancy that is caused by
removal, resignation, or any other reason, the LMB shall elect a member to
fill the vacancy. The election shall take place at the next regularly scheduled
10
meeting of the LMB following the effective date of the vacancy. A member
elected to fill a vacancy shall serve out the remainder of the Officer's term
left vacant. The partial term served shall not be applied to the term limits
as provided in Article VII.B.of these bylaws.
Article VIII
Indemnification
Indemnification of Directors and Officers. The Commissioners shall
indemnify a director or officer of the Board in connection with a proceeding
to the fullest extent permitted by and in accordance with County policy and
applicable state law.
Article IX
Fiscal Year
Fiscal Year. The fiscal year of the LMB shall end on the last day of
June.
Article X
Conflict of Interest
No member of the LMB shall cast a vote on any matter with financial
benefit or other substantive interest (including a procurement or contract)
to that member or to the agency represented by that member. No member
shall otherwise give the appearance of a conflict of interest under this
provision and County regulations, including the County's Ethics
Ordinance. In any instance where the appearance of a conflict of interest is
uncertain, any person (including an LMB member) can request clarification
and determination of conflict of interest from the County Attorney and, if
necessary, from the County Ethics Commission.
Article XI
Amendments
These bylaws may be amended, repealed, modified, or altered, in
whole or in part, by the Commissioners, in their sole discretion. If such
change is proposed by the LMB, such proposal must be submitted in
writing and approved at a meeting of the LMB. The proposal to amend
11
these bylaws and the text of the proposed amendment must be included in
the notice of the next meeting of the LMB. At that time, the LMB shall vote
on the proposed amendment. Such proposed amendments shall be
recommended to the Commissioners only if the proposal receives a quorum
vote of the LMB.The bylaws must be reviewed and submitted at least every
three years to the Board of County Commissioners.
Article XII
Severability
Should any provision, section, paragraph or subparagraph of these
bylaws, including any code or text adopted hereby, be declared null and
void, illegal, or unconstitutional, or be otherwise determined to be
unenforceable by the court having jurisdiction, the same shall not affect the
validity, legality, or enforceability of any other provision, section,
paragraph, or subparagraph hereof, including any code or text adopted
hereby. Each such provision, section, paragraph, or subparagraph is
expressly declared to be and is deemed severable.
Article XIII
Section Headings,Chapter Headings,Titles
Section headings, chapter headings, titles, etc., are for the purpose of
description or ease of use and do not form a part of the text of these bylaws.
12
Section Four, Member, A. Composition, amended by Resolution dated
February 24, 1998.
Revised April 20, 1999.
Revision 1, approved by the County Commissioners,April 27, 2004.
Revision 2, approved by the County Commissioners,March 8, 2005.
Reviewed and approved by LMB Board on February 15,2008 (no changes).
Revision 3, approved by the County Commissioners,August 30, 2011.
Revision 4, approved by the County Commissioners,June 19, 2012.
Revision 5, approved by the County Commissioners, April 23,2013.
Revision 6, approved by the County Commissioners, February 4,2014.
Revision 7, approved by the County Commissioners, 2016.
I:\Documents\WCCP\LMB(WCCP)bylaws(previously Amended Resolution)\BYL\Bylaws-Revision 6.doc
13
Washington County Board of County Commissioners of Washington County,Maryland
Y6, J M AR YLAND Agenda Report Form
Open Session Item
SUBJECT: Washington County Gaming Commission's Annual Report and Fiscal
Year 2016 Gaming Fund Allocation Announcement
PRESENTATION DATE: July 26, 2016
PRESENTATION BY: James B. Hovis, Director,Office of Community Grant
Management and Linda Ebersole, Chair, Washington County Gaming Commission
RECOMMENDED MOTION: This presentation is for informational purposes only.No
motion or action is requested.
REPORT-IN-BRIEF: The Washington County Gaming Commission wishes to present
their annual report to the Board of County Commissioners. They will also announce their fiscal
year 2016 Gaming Fund allocation decisions. In fiscal year 2016,the Gaming Commission,
through the Office of Community Grant Management collected $1,984,918.12 to the credit ofthe
fund. This figure reflects an increase in revenues by$15,185.90 when compared to fiscal year
2015. In accordance with State Statute, 50%of the funding received was allocated to the
Washington County Volunteer Fire& Rescue Association (WCVFRA) in two installments. In
January of 2016, the WCVFRA was allocated $435,886. With today's allocation of an additional
556,573.06,the WCVFRA will have received $992,459.06. The remaining$992,459.06 was
allocated to 78 charitable organizations operating within Washington County and serving
Washington County residents.
DISCUSSION: In May of 2016, the Gaming Commission received 100 funding
applications from 84 charitable organizations. The total amount of funding requested within
those 100 applications was$2,265,080.94. The applications were reviewed and considered by
each Commissioner. After review, group deliberations and public hearings, the Gaming
Commission made the determination to fund 87 of the 100 applications received. Of the 84
charitable organizations applying, 78 received funding. The Gaming Commission's decisions
were based on the published and approved"Guidelines for Distribution of Gaming Funds"and
were consistent with the State Statute governing the distribution of such funds.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Funding Allocation Press Release(to be provided during
presentation).
AUDIO/VISUAL NEEDS: N/A
tr, Washingtonashington County Board of County Commissioners of Washington County,Maryland
jvJe• ' M A R Y L AND Agenda Report Form
Open Session Item
SUBJECT: Bid Award (PUR-1321) One (1) 2006 or Later Production Model
Closed Circuit TV Pipe Inspection Vehicle
PRESENTATION DATE: July 26, 2016
PRESENTATION BY: Rick Curry, CPPO, Buyer — Purchasing Department and
Dan Divito, Deputy Director—Department of Water Quality
RECOMMENDED MOTION: Move to award the bid for the purchase of one (1) Closed
Circuit TV Pipe Inspection Vehicle to the responsible, responsive bidder, City of Hagerstown,
of Hagerstown, MD who submitted the total sum bid in the amount of$50,000.00.
REPORT-IN-BRIEF: On July 6, 2016, the County received one (1) bid for the Closed
Circuit TV Pipe Inspection Vehicle. The Invitation for Bid was published in the local
newspaper, listed on the State of Maryland's "eMaryland Marketplace" web site, and on the
County's web site. Twenty(20)persons/companies registered/downloaded the bid document on-
line. The vehicle will allow the department to inspect wastewater and storm sewer pipes which
will eliminate the procurement process of acquiring a contractor to perform the closed circuit
television (CCTV) inspection service of those pipes. The CCTV inspection of pipes within the
County's wastewater systems is an ongoing maintenance and inspection activity that is used for
maintenance and establishing replacement and rehabilitation needs of the wastewater and storm
water infrastructure.
DISCUSSION: N/A
FISCAL IMPACT: The department has funds in the amount of $50,000.00 for the
purchase in its Capital Improvement Program (CIP)account 32-42010 VEH010.
CONCURRENCES: Director of Division of Environmental Management
ALTERNATIVES: N/A
ATTACHMENTS: Bid Matrix Tabulation
AUDIO/VISUAL NEEDS: N/A
PUR-1321
One (1) 2006 or Later Production Model
Closed Circuit TV Pipe Inspection Vehicle
COMPANY TOTAL SUM BID
City of Hagerstown 50,000.00
Bids Opened: 7-06-16
Washington County Board of County Commissioners of Washington County,Maryland
Agenda Report Form
y»a'MARYL AND
Open Session Item
SUBJECT: Construction Bid Award
Blairs Valley Road and Draper Road
Stream Stabilization and Culvert Replacements Project
Contract No. DR-BV-225-12
PRESENTATION DATE: Tuesday,July 26, 2016
PRESENTATION BY: Scott Hobbs, P.E., Deputy Director
Division of Engineering&Construction Management
RECOMMENDED MOTION: Move to award the bid for the Blairs Valley Road and
Draper Road Stream Stabilization and Culvert Replacements contract to the lowest responsive,
responsible bidder, C. William Hetzer, Inc. of Hagerstown, MD for the amount of$421,660.00.
REPORT-IN-BRIEF: The project was advertised in The Herald Mail, on the
County's web site, and on the State of Maryland's website, e-Maryland Marketplace. Four(4)
bids were received on Wednesday,July 6, 2016 as listed below and on the attached Bid
Tabulation.
Contractor: Total Bid
C. William Hetzer, Inc. 421,660.00
David H. Martin Excavating, Inc. 436,415.70
Huntzberry Bros., Inc. 557,780.00
Meadville Land Service, Inc. 611,068.00
The bids were evaluated and the low bid from C. William Hetzer, Inc. is in order. The
engineer's estimate for this work is$476,000.
DISCUSSION: The stream and several culverts along Little Conococheague Creek
were damaged during the June 2014 Clear Spring flood event. The work in this immediate area
was divided into two construction projects. The first project/phase involved the stabilization of
approximately 575 linear feet of stream including removal of existing debris and stream material,
channel grading, installation of riprap, cross vanes, step pools, and tree plantings. This work
began in fall of 2015 and was completed in the spring of 2016.
This is the second project and involves 180 linear feet of stream bank stabilization, replacement
oftwo culvert crossings on Blairs Valley Road with new concrete pipes and cast-in-place
concrete headwalls, and the replacement of a culvert on Draper Road with a new concrete pipe
and cast-in-place concrete headwalls. Additional work includes roadway drainage
improvements, placement of riprap and plantings, asphalt paving, and traffic barrier installation.
2IPage AGENDA REPORT FORM
In addition to the needed culvert and roadway drainage improvements,the project will improve
water quality and upon successful completion the County will apply enhancement credits
towards meeting targeted reduction in Total Maximum Daily Loads(TMDLs)for the watershed.
This is a 150 consecutive calendar day contract and the project is tentatively scheduled to start in
early August. The bid documents include Liquidated Damages in the amount of$500.00 per
calendar day for work beyond the completion date. Notices will be made regarding the road
closure on Draper Road and detour route signs will be posted prior to the start of work. The
posted detour route for Draper Road will include Broadfording Road and Blairs Valley Road.
Blairs Valley Road will be subject to a single lane flagging operation during the work day with
two lanes open through the work zone during non-work periods.
FISCAL IMPACT: This project will utilize available funds from two accounts in the
Capital Improvement Plan(CIP); Stream Restorations at Various Locations(DNG030)has an
unencumbered balance of$322,925 and Stormwater Retrofits(DNG039)has an unencumbered
balance of$2,064,900. Total expenses are estimated at$467,660.00 including$421,660 for the
proposed bid award, $25,000 for inspection/testing, and$21,000 for construction contingency.
CONCURRENCES: Director of Engineering&Construction Management
ALTERNATIVES: This is the most cost effective and practical alternative. The
existing stream banks and culverts are in poor condition and in need of repairs.
ATTACHMENTS: Bid Tabulation, Aerial Maps, Photos
AUDIO/VISUAL TO BE USED: N/A
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cf. " `Nash i ngton County Board of County Commissioners of Washington County,Maryland
MARYLAND Agenda Report Form1176
Open Session Item
SUBJECT: Going for the Gold—Employee Training Program
FY 2016 Graduation
PRESENTATION DATE: July 26, 2016
PRESENTATION BY: Brian Overcash, Safety Compliance Administrator
RECOMMENDED MOTION: None
REPORT-IN-BRIEF: The latest class of Going for the Gold participants has
completed all three levels(bronze, silver and gold)and has graduated and received all three
metals from the program. We are asking the Board ofCounty Commissioners to join the
Division of Health and Human Services in congratulating this class with recognition and a
luncheon in their honor.
DISCUSSION: The class consists of the following members:
Ryan Bear- Sr. Plant Operator, Water Quality Operations
Sara Deal- Sr.Office Associate,Water Quality
Ryan Daneen- Electrician,Water Quality
Terry Feiser- Sr. Plans Examiner, Dept of Permitting
Terrence Golden-Maintenance Worker, Parks and Facilities
David Kerns- Building Inspector I, Department of Construction
Ronnie Knight-Inventory Clerk/Equipment Operator, Water Quality
David Litten- Emergency Communications Supervisor,911
Rachael McCarty-Procurement Technician,Purchasing Department
Brian Myers- Engineering Technician III, Engineering Department
Eric Powell- Equipment Operator, Airport
Jason Shives- Maintenance Worker, Parks and Facilities
Peggy Siler- Airline Station Leader,Airport
Dustin Snyder- Equipment Operator I,Highway Department
John Swauger- Storm Water Manager,Department of Storm Water and Water Shed Services.
FISCAL IMPACT:
CONCURRENCES:
ALTERNATIVES:
ATTACHMENTS: None
AUDIO/VISUAL NEEDS: