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HomeMy WebLinkAbout231017aJohn F. Barr, President Jeffrey A. Cline, Vice President BOARD OF COUNTY COMMISSIONERS October 17, 2023 OPEN SESSION AGENDA 9:00 AM INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President John F. Barr 9:05 AM COMMISSIONERS’ REPORTS AND COMMENTS 9:15 AM STAFF COMMENTS 9:20 AM CITIZEN PARTICIPATION 9:30 AM RESULTS FROM WASHINGTON COUNTY MARYLAND AGRICULTURAL INNOVATION GRANT Leslie Hart, Agriculture Business Specialist, Business and Economic Development; Jonathan Horowitz, Director, Business and Economic Development 9:40 AM PRESENTATION OF 2023-2024 WASHINGTON COUNTY FARM OF THE YEAR Leslie Hart, Agriculture Business Specialist, Business and Economic Development 9:50 AM CHILD SUPPORT ENFORCEMENT COOPERATIVE AGREEMENT – APPROVAL TO SUBMIT APPLICATION Nicole Phillips, Grant Manager, Grant Management; Lt. Valerie Buskirk, Washington County Sheriff’s Office - Judicial Division 9:55 AM INTERGOVERNMENTAL COOPERATIVE CONTRACT – LEASE/PURCHASE (INTG-23-0122) – ONE (1) JOHN DEERE 624P WHEEL LOADER Brandi Naugle, Buyer, Purchasing; Dave Mason, Deputy Director, Solid Waste RESCIND CONTRACT AWARD (PUR-1607) – MLK ELECTRICAL SERVICES UPGRADE Brandi Naugle, Buyer, Purchasing; Andrew Eshleman, Director, Public Works; Danny Hixon, Deputy Director, Buildings, Grounds, and Facilities CONTRACT AWARD (PUR-1607) – MARTIN LUTHER KING (MLK) ELECTRICAL UPGRADES Brandi Naugle, Buyer, Purchasing; Andrew Eshleman, Director, Public Works; Danny Hixon, Deputy Director, Buildings, Grounds, and Facilities Wayne K. Keefer Randall E. Wagner Page 2 of 2 OPEN Session Agenda October 17, 2023 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. 10:05 AM 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 has jurisdiction; or any other personnel matter that affects one or more specific individuals) 10:30 AM RECONVENE IN OPEN SESSION ADJOURNMENT EVENING MEETING AT THE TOWN OF CLEAR SPRING Location: Town Hall, 146 Cumberland Street, Clear Spring, MD 6:00 PM INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President John F. Barr 6:05 PM TOWN OF CLEAR SPRING LEADERS’ REPORTS AND COMMENTS 6:20 PM COMMISSIONERS’ REPORTS AND COMMENTS 6:30 PM CITIZENS PARTICIPATION 7:00 PM ADJOURNMENT Open Session Item SUBJECT: Results from Washington County Maryland Agricultural Innovation Grant. PRESENTATION DATE: Tuesday, October 17, 2023 PRESENTATION BY: Leslie Hart, Business Development Specialist, Department of Business and Economic Development and Jonathan Horowitz, Director, Department of Business and Economic Development. RECOMMENDED MOTION: n/a REPORT-IN-BRIEF: The Washington County Department of Business and Economic Development developed an agricultural focused innovation grant program for Washington County Maryland agricultural producers and businesses. The grant was advertised in the late July timeframe and closed on August 21, 2023. The total grant requests received from 23 applications exceeded $562,000. The approved Agricultural Innovation Grants in the total amount of $100,000 were awarded in the September 2023 time frame to the following recipients: Creek Bound Farms LLC for purchase of a drone trailer to complement their existing drone equipment. ($23,850) Waltz Family Farm for expansion and housing needs for their beef operation. ($25,000) Painted Pastures for renovation and upgrades to kitchen area to add new product lines. ($1,150) Milk and Honey Farms for equipment expansion for their vegetable operation. ($25,000) Deliteful Dairy for 12-month seating capacity to complement their milk and cheese increase production. ($25,000) Grant request examples received included expansion of advertising and marketing efforts, educational outreach initiatives, farm buildings improvements, upgrades and enhancements, technological advancements for animal specific operations, and purchase of equipment The full $100,000 total grant for 2022-2023 has been awarded. DISCUSSION: FISCAL IMPACT: CONCURRENCES: N/A ALTERNATIVES: ATTACHMENTS: Board of County Commissioners of Washington County, Maryland Agenda Report Form ‘ Open Session Item SUBJECT: Presentation of 2023-2024 Washington County Farm of the Year PRESENTATION DATE: October 17, 2023 PRESENTATION BY: Leslie Hart, Washington County Department of Economic and Business Development, Agriculture Business Specialist RECOMMENDED MOTION: No motion. Metal outdoor plaque will be presented to the Farm of the Year for 2023-2024. County Commissioners will present the Certificate recognizing the winning Farm of the Year. REPORT-IN-BRIEF: The Farm of the Year award showcases excellence in agriculture and promotes a greater understanding of the challenges faced by today’s farmers. Applications have been accepted in the July to September 2023 time frame. Winning farm owners will be notified in advance of this meeting and asked to attend the Board of County Commissioners meeting scheduled for October 17, 2023 DISCUSSION: FISCAL IMPACT: CONCURRENCES: ALTERNATIVES: ATTACHMENTS: AUDIO/VISUAL NEEDS: Group photo of BOCC and winning farm family members Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Child Support Enforcement Cooperative Agreement- Approval to Submit Application PRESENTATION DATE: October 17, 2023 PRESENTATION BY: Nicole Phillips, Senior Grant Manager, Office of Grant Management and Lt. Val Buskirk, Washington County Sheriff’s Office, Judicial Division RECOMMENDED MOTION: Move to approve the submission of the application for the Child Support Administration Cooperative Reimbursement Agreement to the Maryland Department of Human Services requesting a total of $483,808 for FY24 and accept funding as awarded by the agency. REPORT-IN-BRIEF: The Washington County Sheriff’s Office is requesting approval to submit an application to renew the Cooperative Agreement between the Department of Human Services Child Support Administration and the Board of County Commissioners to reimburse costs of child support enforcement services provided by the Washington County Sheriff’s Office. The application is requesting a total amount of $483,808, which will reimburse the salaries and two Senior Office Associates, and a portion of equipment during the one-year period. Child support enforcement services provided by the Sheriff’s Office include serving of summonses and warrants along with courtroom security of child support hearings. DISCUSSION: The Office of Grant Management has reviewed the application and program guidelines. The performance period of the cooperative agreement is for one year, starting October 1, 2023 and ending September 30, 2024. There is no match requirement associated with the agreement. FISCAL IMPACT: Provides up to $483,808 to partially reimburse the expenses incurred by the Washington County Sheriff’s Office associated with child support enforcement. CONCURRENCES: Rachel Souders, Director, Office of Grant Management ATTACHMENTS: NA Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Intergovernmental Cooperative Contract – Lease/Purchase (INTG-23-0122) – One (1) John Deere 624 P Wheel Loader. PRESENTATION DATE: October 17, 2023 PRESENTATION BY: Brandi Naugle, CPPB, Buyer, Purchasing Department; Dave Mason, P.E., Deputy Director, Solid Waste Department RECOMMENDED MOTION: Move to authorize by Resolution, for the Solid Waste Department to lease/purchase one (1 ) John Deere 624P Wheel Loader from Jesco Inc, of South Plainfield, NJ for a total cost of $294,040.27 a nd to utilize another jurisdiction’s contract that was awarded by Sourcewell, (Contract 032119-JDC) to John Deere & Company of Cary, NC. REPORT-IN-BRIEF: The Solid Waste Department is requesting to lease one (1) John Deere 624 P Wheel Loader to replace one (1) 1996 John Deere 744 E Wheel Loader. The existing wheel loader has an odometer reading of 5,550 hours, and is in poor operational condition, and exceeds the County’s Vehicle and Equipment Types and Usage Guidelines. The County’s replacement guidelines for wheel loaders are recommended at a five (5) year economic life cycle. The replaced wheel loader is part of the submitted quote and will be used as a trade-in for the amount specified in the attached quote. The Code of Public Laws of Washington County, Maryland (the Public Local Laws) 1-106.3 provides that the Board of County Commissioners may procure goods and services through a contract entered into by another governmental entity, in accordance with the terms of the contract, regardless of whether the County was a part to the original contract. Sourcewell, a cooperative purchasing group solicited the resulting agreement. If the Board of County Commissioners determines that participation by Washington County would result in cost benefits or administrative efficiencies, it could approve the procurement of the equipment in accordance with the Public Local Laws referenced above that participation would result in cost benefits or in administrative efficiencies. The County will benefit from the direct cost savings in the leasing of this equipment because of the economies of scale this contract has leveraged. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. Acquisition of the equipment by the Sourcewell contract and eliminating our County’s bid process would result in an administrative and cost savings for the Solid Waste Department and Purchasing Department in preparing specifications. Board of County Commissioners of Washington County, Maryland Agenda Report Form DISCUSSION: N/A FISCAL IMPACT: Funds are available in the amount of $604,601.10 in the department’s operating budget 535055-21-21020 CONCURRENCES: Mark Bradshaw – Division Director of Environmental Management ALTERNATIVES: N/A ATTACHMENTS: John Deer Quote dated 9/7/23 AUDIO/VISUAL NEEDS: N/A Page 1 of 2 RESOLUTION NO. RS-2023- (Intergovernmental Cooperative Purchase [INTG-23-0122] One [1] John Deere 624 P Wheel Loader) RECITALS The Code of Public Local Laws of Washington County, Maryland (the “Public Local Laws”), §1-106.3, provides that the Board of County Commissioners of Washington County, Maryland (the “Board”), “may procure goods and services through a contract entered into by another governmental entity in accordance with the terms of the contract, regardless of whether the county was a party to the original contract.” Subsection (c) of §1-106.3 provides that “A determination to allow or participate in an intergovernmental cooperative purchasing arrangement under subsection (b) of this section shall be by resolution and shall either indicate that the participation will provide cost benefits to the county or result in administrative efficiencies and savings or provide other justifications for the arrangement.” The Solid Waste Department seeks to lease/purchase one (1) John Deere 624 P Wheel Loader from Jesco Inc, of South Plainfield, New Jersey, for a total cost of $294,040.27, and to utilize another jurisdiction’s contract that was awarded by Sourcewell (Contract 032119-JDC) to John Deere & Company of Cary, North Carolina. Eliminating the County’s bid process will result in administrative and cost savings for the Solid Waste Department. The County will benefit from direct cost savings because of the economy of scale the aforementioned contract has leveraged. Additionally, the County will realize administrative efficiencies and savings as a result of not preparing, soliciting, and evaluating bids. NOW, THEREFORE, BE IT RESOLVED by the Board, pursuant to §1-106.3 of the Public Local Laws, that the Solid Waste Department is hereby authorized to lease/purchase one (1) John Deere 624 P Wheel Loader at the contracted price, and to utilize another jurisdiction’s contract that was awarded by Sourcewell (Contract 032119-JDF) to John Deere & Company of Cary, North Carolina. Adopted and effective this ____ day of October, 2023. Page 2 of 2 ATTEST: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND _____________________________ BY: ______________________________________ Dawn L. Marcus, County Clerk John F. Barr, President Approved as to form and legal sufficiency: Mail to: Office of the County Attorney ______________________________ 100 W. Washington Street, Suite 1101 Kirk C. Downey Hagerstown, MD 21740 County Attorney Code Description Qty List Price 6041DW 624 P WHEEL LOADER 1 $297,503.00 0202 United States 1 No Added Cost 0259 English 1 No Added Cost 0351 Translated Text Labels 1 No Added Cost 0400 Standard Loader 1 No Added Cost 0452 High Lift Z-BAR 1 $4,700.00 0612 Level 2 Trim 1 $6,663.00 0654 Level 1 Performance 1 No Added Cost 8501 Debris Package 1 $3,425.00 8505 Guards - Transmission & Bottom 1 $2,135.00 8502 Maintenance and Service Package 1 $620.00 8508 Auxiliary Equipment Package 1 $1,175.00 0951 Rear Camera (Primary Display)1 No Added Cost 1100 Less Detection System 1 No Added Cost 1301 Left Side Steps 1 No Added Cost 183E JDLink™1 No Added Cost 2206 Smart Weigh Payload Scale 1 $4,643.00 4095 John Deere 6.8L - FT4/SV 1 $26,100.00 6522 Rear Counterweight & Rear Hitch w/ Pin 1 No Added Cost 7026 Joystick Controls 1 No Added Cost 7053 Two Function Hydraulics 1 No Added Cost 5121 No Brand Preference - 20.5R25 L3 1-Star Radial Tires w/ 3 PC Rims 1 $13,794.00 5552 Standard Front Fenders 1 No Added Cost 8015 20.5R25 L3 1-Star Radial Tires w/ 3 PC Rims - No Brand Preference 1 No Added Cost 7403 Hydraulic Coupler - JRB 416 Pattern 1 $6,294.00 7822 3.00 YD (2.30 CM) Enhanced Performance 1 $11,041.00 7458 Bolt-On Cutting Edge 1 $1,036.00 7500 Less Fork Frame 1 No Added Cost 7700 Less Tines 1 No Added Cost 5% Price Increase $18,730.50 $397,859.50 39.00%($155,165.21) $242,694.30 Class Description Qty Price $0.00 $0.00 36 MONTHS/3,000 HOUR PT&H EXTENDED WARRANTY 1 $2,431.00 FREIGHT, PREP AND DELIVERY 1 $14,925.00 $17,356.00 FIRE-X ANSUL NF-40 LVS Liquid Fire Suppression $20,600.00 Date:September 7, 2023PREPARED FOR: WASHINGTON COUNTY LANDFILL Total Net Price Net Price $20,600.00 $280,650.30 Trade-In: 1996 JOHN DEERE 744E SERIAL # CK744EB000598 $258,650.30 Please note that this quote is valid for 30 days, all price are on a per machine basis Purchase Orders must be made out to: Jesco Inc, 118 St Nicholas Ave, South Plainfield, NJ Total Total Sale Price (Quantity = 1) Total Net Price (Quantity = 1) Open Session Item SUBJECT: Rescind Contract Award (PUR-1607) – MLK Electrical Services Upgrade PRESENTATION DATE: October 17, 2023 PRESENTATION BY: Brandi Naugle, CPPB, Buyer, Purchasing Department; Andrew Eshleman, P.E., Director, Division of Public Works and Danny Hixon, Deputy Director, Buildings, Grounds and Facilities RECOMMENDED MOTION: Move to relieve Star Excavating and Electrical, LLC., of Clear Spring, MD from the contract without prejudices for the contracted electrical services in Washington County’s MLK Building approved by the Board of County Commissioners of Washington County on July 11, 2023, for the total sum of $204,372.60. REPORT-IN-BRIEF: Due to unforeseen circumstances the contracted company could not secure the bonding requirements of this contract. Several accommodations were made to aid the vendor in this process as well as extending the deadline for securing the bonds, but all were met without a remedy for the situation. The County accepted bids for the MLK Electrical Services Upgrade on June 14, 2023. The bid was advertised on the State of Maryland’s “eMaryland Marketplace” (eMMA) website and the County’s website, and in the local newspaper. The County reserves the right to reject any or all bids and to waive any informality or deficiency in bids received whenever such rejection or waiver is in the best interest of the County. FISCAL IMPACT: Funds in the amount of $1,021,851 are available in the Division’s Capital Improvement Project (CIP) account 30-10910-BLD078 CNST. The engineer's estimate for this project was $275,000. CONCURRENCES: Public Works Director ALTERNATIVES: N/A ATTACHMENTS: Bid Tabulation Matrix AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form PUR-1607 MLK Electrical Service Upgrade Bids Due: June 14, 2023 The Eastern Sales and Engineering Co. Baltimore, MD Ebenezer Electric, Woodbridge, VA Star Excavating and Electrical, LLC Clear Spring, MD Item No. Description: 1 Total Lump Sum for MLK Electrical Service Upgrade $299,000.00 $290,000.00 $204,372.60 Remarks/Exceptions: Star Excavating and Electrical, LLC – Star Excavating and Electrical propose to install a new 1600-amp service at the MLK Building. All labor and materials included. All work will be done as spected per bid pack, using square D gear. Underground rock is excluded, any rock we hit will be broke out and removed on a time and material basis. Price of material is only good for thirty days due to suppliers only holding material for this length of time. Open Session Item SUBJECT: Contract Award (PUR-1607) – Martin Luther King (MLK) Electrical Upgrades PRESENTATION DATE: October 17, 2023 PRESENTATION BY: Brandi Naugle, CPPB, Buyer, Purchasing Department; Andrew Eshleman, P.E., Director, Division of Public Works, and Danny Hixon, Deputy Director, Buildings, Grounds and Facilities RECOMMENDED MOTION: Move to award the contract for the MLK Electrical Upgrades project to the responsible, responsive bidder, Ebenezer Electric, LLC., of Woodbridge, VA who submitted the lowest total lump sum bid in the amount of $290,000. REPORT-IN-BRIEF: The work to be performed by the Contractor under this project generally includes but is not limited to: The installation of a new 120/208v 1600A electrical service and a new 1600A main distribution panel. The contract shall plan for continuity of service and selected demolition of the old service. The County will be responsible for installing the new electrical closet and associated mechanical and finish items. The Contractor shall install all electrical receptacles, lights, fire alarm equipment, and associated wiring. Provide other miscellaneous work as indicated on the plans or required to complete the work. The project is to be substantially completed within forty-five (45) consecutive calendar days of the Notice to Proceed. The County can assess liquidated damages in the sum of two hundred fifty ($250) dollars for each consecutive day that the project is not completed. The engineer's estimate for this project was $275,000. The bid was advertised in the local newspaper, listed on the State of Maryland’s “eMaryland Marketplace Advantage” website and on the County’s web site. Four (4) companies were represented at the pre-bid teleconference. Twenty-One (21) persons/companies registered/downloaded the bid document on-line. Three (3) bids were submitted as indicated on the attached bid tabulation matrix. DISCUSSION: N/A FISCAL IMPACT: Funds in the amount of $1,021,851 are available in the Division’s Capital Improvement Project (CIP) account 30-10910-BLD078 CNST. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Bid Matrix Tabulation Board of County Commissioners of Washington County, Maryland Agenda Report Form PUR-1607 MLK Electrical Service Upgrade Bids Due: June 14, 2023 The Eastern Sales and Engineering Co. Baltimore, MD Ebenezer Electric, Woodbridge, VA Star Excavating and Electrical, LLC Clear Spring, MD Item No. Description: 1 Total Lump Sum for MLK Electrical Service Upgrade $299,000.00 $290,000.00 $204,372.60 Remarks/Exceptions: Star Excavating and Electrical, LLC – Star Excavating and Electrical propose to install a new 1600-amp service at the MLK Building. All labor and materials included. All work will be done as spected per bid pack, using square D gear. Underground rock is excluded, any rock we hit will be broke out and removed on a time and material basis. Price of material is only good for thirty days due to suppliers only holding material for this length of time.