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Home My WebLink About231128a John F. Barr, President Jeffrey A. Cline, Vice President BOARD OF COUNTY COMMISSIONERS November 28, 2023 OPEN SESSION AGENDA 9:00 AM INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President John F. Barr APPROVAL OF MINUTES: November 6, 2023 November 7, 2023 9:05 AM COMMISSIONERS’ REPORTS AND COMMENTS 9:25 AM STAFF COMMENTS 9:35 AM CITIZEN PARTICIPATION 9:40 AM YOUTH MERITORIOUS AWARD PRESENTATION Nicole Phillips, Senior Grant Manager, Grant Management; Board of County Commissioners of Washington County 9:45 AM SECURITY IMPROVEMENTS AT ALL WASHINGTON COUNTY PUBLIC SCHOOLS (WCPS) FACILITIES Dr. David T. Sovine, Superintendent of Schools, Washington County Public Schools; Jeffrey Proulx, Chief Operating Officer, Washington County Public Schools 9:55 AM SOLE SOURCE PROCUREMENT (PUR-1650) ROUTEMATCH FIXED-ROUTE SOFTWARE LICENSING RENEWAL 1 FOR COUNTY TRANSIT Rick Curry, Director, Purchasing; Kevin Cerrone, Director, Transit SOLE SOURCE PROCUREMENT (PUR-1651) – NICE MAINTENANCE SUPPORT FOR EMERGENCY COMMUNICATIONS Rick Curry, Director, Purchasing; Bob McCoy, Director, Emergency Communications SOLE SOURCE PROCUREMENT AWARD (PUR-1654) – MUNIS SOFTWARE (UTILITY BILLING) SUPPORT Rick Curry, Director, Purchasing; Angie Poffenberger, Deputy Director, Software Support and Training QUOTATION AWARD (Q-23-765) APC ADVANTAGE LICENSING RENEWAL Rick Curry, Director, Purchasing; Josh O’Neal, Chief Technical Officer, Information Technology Wayne K. Keefer Randall E. Wagner Page 2 of 3 OPEN Session Agenda November 28, 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 RUNWAY 09-27 LIGHTING AND SIGNAGE PROJECT: AUTHORIZE AIRPORT DIRECTOR TO APPLY FOR AND LATER ACCEPT ASSOCIATED FAA/MAA GRANTS Neil Doran, Director, Hagerstown Regional Airport 10:15 AM CONTRACT AWARD (PUR-1635) HAGERSTOWN REGIONAL AIRPORT 9-27 EDGE LIGHTING SIGNAGE REPLACEMENT Brandi Naugle, Buyer, Purchasing; Neil Doran, Director, Hagerstown Regional Airport BID AWARD (PUR-1638) LEASE AND SUPPLYING OF GOLF CARTS FOR WASHINGTON COUNTY’S BLACK ROCK GOLF COURSE AND THE WASHINGTON COUNTY PARKS DEPARTMENT Brandi Naugle, Buyer, Purchasing; Andrew Eshleman, Director, Public Works CONTRACT AWARD (PUR-1642) FOR GASOLINE AND DIESEL FUEL DELIVERIES Brandi Naugle, Buyer, Purchasing; Zane Rowe, Deputy Director, Highways Department BID AWARD (PUR-1643) SWIMMING POOL AND WATER/WASTEWATER TREATMENT CHEMICALS Brandi Naugle, Buyer, Purchasing; Davina Yutzy, Deputy Director, Environmental Management; Mark Bradshaw, Director, Environmental Management 10:30 AM PRESENTATION OF THE JUNE 30, 2023 AUDITED FINANCIAL STATEMENTS Chris Lehman, Partner, SB & Company; Kelcee Mace, Chief Financial Officer 11:00 AM UTILITIES – EASTERN BLVD Scott Hobbs, Director, Engineering 11:05 AM CONTRACT AWARD – FACILITIES DESIGN SERVICES (PUR-1481) – STORMWATER AND WATERSHED SERVICES ADMINISTRATION BUILDING Scott Hobbs, Director, Engineering 11:10 AM MARYLAND AGRICULTURE LAND PRESERVATION PROGRAM (MALPP) 60/40 MATCH FOR FY2024 Chris Boggs, Rural Preservation Administrator, Planning and Zoning 11:20 AM APPROVAL OF ZONING MAP AMENDMENT RZ-23-004 AND COMPREHENSIVE PLAN AMENDMENT CP-23-001 Zachary Kieffer, Deputy County Attorney Page 3 of 3 OPEN Session Agenda November 28, 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. 11:30 AM DEPARTMENT OF SOLID WASTE BUDGET TRANSFER Dave Mason, Deputy Director, Solid Waste 11:35 AM HAGERSTOWN FLYING BOXCARS STADIUM ADVERTISING OPPORTUNITY – HOTEL RENTAL TAX (HRT) FUNDS Danielle Weaver, Director, Public Relations and Marketing 11:45 AM AGRICULTURE - FACES OF FARMING PRESENTATION Jonathan Horowitz, Director, Business and Economic Development 11:50 AM BUDGET ADJUSTMENT FOR UNBUDGETED COSTS Michelle Gordon, County Administrator 11:55 AM REVISION TO POLICY PR-34 LEAVE Michelle Gordon, County Administrator 12:05 PM RETENTION OF GOVERNMENT RELATIONS CONSULTANT AND LOBBYIST Kirk C. Downey, County Attorney 12:10 PM 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; To consider a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State; and To consult with counsel to obtain legal advice on a legal matter) 1:45 PM RECONVENE IN OPEN SESSION 1:45 PM SECOND STAFF COMMENTS ADJOURNMENT Open Session Item SUBJECT: Youth Meritorious Award Presentation PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Nicole Phillips & Board of County Commissioners RECOMMENDED MOTION: No motion or action is requested or recommended. REPORT-IN-BRIEF: The following individual has been selected for the Youth Meritorious Award. They were selected based on their scholastic achievements, leadership qualities, community service performed or other positive contributions to their school or community. Joon Ko- Global Vision Christian School Broadfording Parent(s) – Joshua Kang Nominated by Steven Kim DISCUSSION: N/A FISCAL IMPACT: N/A CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Student Summary AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Youth Meritorious Award Summary for: Joon Ko Global Vision Christian School Broadfording Nominated by Steven Kim Parent(s) – Joshua Kang Steven Kim endorsed the following: Joon is one of the brightest students we have had, he is liked and respected by students and adults alike. His many accomplishments include leadership roles such as Science Newspaper Club president, Broadcasting Club president, Student Council Vice President, Residence Life Committee director. In addition to his leadership roles, he also excels academically having received the “Best Student” award in classes such as English 9, Honors Precalculus, AP Macroeconomics, AP Chemistry, and many more. Joon also has outstanding volunteer involvement in organizations such as Worship Team Technician, ENGin Program Volunteer, Global Education Fair in Latin America Volunteer, School Volunteer Circle Member. Joon participates in many academic camps such as AI 3-week summer camp, Info Challenge summer camp, miRcore Computational Biology Research Camp: R Programming & Machine Learning and many more. Open Session Item SUBJECT: Security Improvements at all Washington County Public Schools (WCPS) Facilities PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Dr. David T. Sovine, Superintendent of Schools Mr. Jeffrey Proulx, Chief Operating Officer RECOMMENDED MOTION: Move to approve funding in an amount up to $1.5M for Washington County Public Schools to implement security improvements at all school facilities. REPORT-IN-BRIEF: WCPS is requesting funding from the Board of County Commissioners to provide security improvements at all WCPS schools. These improvements will provide additional security for the students, staff, and visitors of Washington County Public Schools. FISCAL IMPACT: Not to exceed $1.5M CONCURRENCES: ALTERNATIVES: N/A ATTACHMENTS: AUDIO/VISUAL NEEDS: Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Sole Source Procurement (PUR-1650) RouteMatch Fixed-Route Software Licensing Renewal l for County Transit PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Rick F. Curry, CPPO, Purchasing Director; Kevin Cerrone, Director of County Transit RECOMMENDED MOTION: Move to authorize a Sole Source procurement for Licensing for the RouteMatch scheduling system for County Transit in the amount of $60,927.60 from Trapeze Software Group, Inc. dba RouteMatch Software, LLC of Cedar Rapids, IA based on its proposal. REPORT-IN-BRIEF: On August 28, 2018, the Board approved the procurement of the Route Match software in the amount of $309,950 for County Transit to move from a manual process to an electronic scheduling system that included the installation of hardware and software. The maintenance support includes licensing for staff access (users), cellular connectivity for data exchange (20 vehicles), and Help Desk support for back-end software processes. County Transit wishes to apply Sections 1-106.2(a)(1) & (2) of the Code of Local Public Laws of Washington County, Maryland, to the procurement requested. These sections state that a sole source procurement is authorized and permissible when (1) Only one source exists that meets the County’s requirements and (2) The compatibility of equipment, accessories, or replacement parts is the paramount consideration. Transit is requesting permission to enter into a maintenance support agreement for the route scheduling system. DISCUSSION: N/A FISCAL IMPACT: Funds in the amount of $69,000 are available in the department’s account 515180-44-44020. The department will need to budget the annual ancillary maintenance support cost. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: RouteMatch’s Maintenance Support quote AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Rglutemotch lnvoice Routematch Software, LLC 5265 Rockwell Dr NE Cedar Rapids, lA52402 UNITED STATES Bill To: t/Vashington County Public Transportation (MD) Attn:Kevin Cenone / Lucinda Boden 1000 \Abst l fashington Street Hagerstown, MD 21740-5199 zFxR-101 Fixed Route & AVA& Routeshout: 7t1t2O23lo6t30l2O24 zTAB-101 Core Demand & Tablets: 7l1l2123toGt30lZ024 Core Demand Response System zTAB-100 Tablets: 7 I 1 12023 lo 613012024 AVUMDC Licenses zHos-100 Hosting F ees: 7 I 1 12023 to 613012024 zHos-l00 Hosting F ees 7 I 1 12023 lo 6130t2024 zlvR-l00 lnteractive Voice Response (lVR) F ees 7 I 1 12023 to 6130t2024 zvDP-050 50MB Verizon Data Plan: 71112023to613012024 zNoT-l00 Notifi cation Module: 7 I 1 12023 to 6130t2O24 zvDP-050 50MB Verizon Data Plan: 7l1l2o23to6t3Ol2024 Customer lD: Customer PO Number: lnvoice Number: lnvoice Date: Terms: Due date lnvoice Currency: WCP1OO RMSMA00001204 07t01t2023 Net 30 07t31t2023 USD$ $31,326.60 $8,029.45 $5,341.00 $4,796.00 $3,705.99 $2,s03.00 $2,160.00 $2,185.56 $1,080.00 Page 1 ol 2 AMOUNT ACH & WIRE Details Royal BankofCanada Bank lD: fi)3 Branchfransit: 05032 Account Number{CADlz L0797L4 GST/HST f 7s7335540RT'0@1 Please make CAD dollar payments toi CAD dollar cheques please remit to: SUBTOTAI Sates fax TOTAL PaymenUCredits Applied Total Due Modaxo lnc. d.b.a Tripspark Technologies 1980 Matheson Blvd, E Unit D Mississauga, ON, L4W5N3, Canada $60,927.60 $0.00 $60,927.60 $0.00 $60,927.60 Please make U$O dollar payments to, For billing inquiries contact: ar-rm@tripspark.com Toll Free: 1-800-265-3617 Ext. #5 Interest may be charged on overdue amounts not paid by the specified due date Page 2 of 2 Open Session Item SUBJECT: Sole Source Procurement (PUR-1651) – NICE Maintenance Support for Emergency Communications PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Bob McCoy, Assistance Director of Emergency Communications RECOMMENDED MOTION: Move to authorize a Sole Source procurement for Maintenance Support for the NICE Inform Recorder for the Emergency Communications Center in the amount of $213,546 over a three (3) year period from NICE Systems, Inc. of Hoboken, NJ based on its proposal. REPORT-IN-BRIEF: On August 30, 2022, the Board approved the procurement of the NICE Recording equipment in the amount of $439,002 for the Division of Emergency Services to upgrade the hardware, software, and for the installation. The maintenance support includes diagnostic, preventative, and repair services for the system. DES wishes to apply Sections 1-106.2(a)(1) & (2) of the Code of Local Public Laws of Washington County, Maryland, to the procurement requested. These sections state that a sole source procurement is authorized and permissible when (1) Only one source exists that meets the County’s requirements and (2) The compatibility of equipment, accessories, or replacement parts is the paramount consideration. Emergency Communications Center is requesting permission to enter into a maintenance Agreement for the NICE recording system. This request requires the approval of four of the five Commissioners in order to proceed with a sole source procurement. If approved, the following remaining steps of the process will occur as outlined by the law: 1) Not more than ten (10) days after the execution and approval of a contract under this section, the procurement agency shall publish notice of the award in a newspaper of general circulation in the County and 2) An appropriate record of the sole source procurement shall be maintained as required. DISCUSSION: N/A FISCAL IMPACT: Funds in the amount of $71,182 are available in the department’s account 12800 GRT150. The department will need to budget the annual ancillary maintenance support cost. Board of County Commissioners of Washington County, Maryland Agenda Report Form CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: NICE Systems’ Maintenance Quote AUDIO/VISUAL NEEDS: N/A TeL +1 551-25&5000 NICE Systems lno. Fax; 41661-260 6262 221 Fthw Street loth Floor US Tax Id: 77-0250126 INICE Hoboken, NJ o7000 USA wwwIlce.ocm NICE MAINTENANCE • • FOR: . 1 Customer Name: Washington County MD Date: 9/22/23 NICE USTPRICE OF SOLUTION FOR CACUI ATION OF MAINTENANCE ONLY Channel: Direct Quote Expires: 12/21/23 Maintenance Contract 129485 NICE List Price All Product $355,910 Contact Name: McCoy, Robert Maintenance Term Dates: 11/1/23-30/31/24 HGAC-20 Phone: 240-313-2915 Email: rmccovCalwashco-md.net Maintenance Rep: Susan D'Auria Email: susan.daurla@nice.com SERIAL NUMBERS COVERED: Part Number Name Percent of List Price Remarks Total for 1 Year renewal Coverage: 24x7 for remote critical, all others 8 to S. Remote response: 2 hrs. On site SP-SPNA02-VS-SLA Gold Lite Maintenance 17% response: 4 hrs. Includes software hot fixes, update packs and minor version $60,505 upgrades. Excludes major version upgrades. Coverage: 24x7 for remote critical, all others 8 to 5. Remote response: 2 hrs. On site SP-CO-MAIN05-PS Gold Maintenance 20% response: 4 hrs. Includes software hot fixes, update packs and minor version $71,182 upgrades. Excludes major version upgrades. TOTAL MAINTENANCE FOR TERM Manually Add Open Session Item SUBJECT: Sole Source Procurement Award (PUR-1654) – Munis Software (Utility Billing) Support PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Angie Poffenberger, Deputy Director, Software Support and Training RECOMMENDED MOTION: Move to authorize, a Sole Source Procurement of software licensing and support fees from Tyler Technologies of Dallas, TX for use by the Office of Budget & Finance and others in the amount of $474,668 over a two (2) period based on Tylers Technologies’ proposal. REPORT-IN-BRIEF: The Purchasing Department received a request from Budget & Finance regarding the procurement for the annual software support. Budget & Finance wishes to apply Sections 1-106.2(a)(1) & (2) of the Code of Local Public Laws of Washington County, Maryland, to the procurement requested. These sections state that a sole source procurement is authorized and permissible when: (1) Only one source exists that meets the County’s requirements and (2) The compatibility of equipment, accessories, or replacement parts is the paramount consideration. The Tyler Enterprise ERP software and support being recommended for renewal has expanded and enhanced the County Treasurer’s Maryland Real Estate and Personal Property Tax Management system, which was originally implemented in 2003. Additionally, the current software components replaced the County’s old utility billing system, which was retired by Oracle/PeopleSoft in 2007. The current software system consolidated general billing operations under one centralized cashiering and remitting system across the enterprise and provides a comprehensive citizen web portal with 24/7 access to tax and billing information. This request requires the approval of four of the five Commissioners in order to proceed with a sole source procurement. If approved, the following remaining steps of the process will occur as outlined by the law: 1) Not more than ten (10) days after the execution and approval of a contract under this section, the procurement agency shall publish notice of the award in a newspaper of general circulation in the County and 2) An appropriate record of the sole source procurement shall be maintained as required. DISCUSSION: N/A FISCAL IMPACT: Funding in the amount of $1,047,212.15 is available in the software account 505180-10-11000 for this procurement. The department will need to budget year two for the ancillary maintenance support cost. CONCURRENCES: N/A Board of County Commissioners of Washington County, Maryland ALTERNATIVES: N/A ATTACHMENTS: Price Proposal from Tyler Technologies dated September 2, 2022. AUDIO/VISUAL TO BE USED: N/A 2023-439022-L0Z3Z2 CONFIDENTIAL Page 1 Sales Quotation For: Tyler SaaS and Related Services 2023-439022-L0Z3Z2 CONFIDENTIAL Page 2 Subscription Fees Concurrent Users 15 0 $ 15,000.00 TOTAL 0 $ 237,334.00 Summary One Time Fees Recurring Fees Total Tyler License Fees $ 0.00 $ 0.00 Total SaaS $ 0.00 $ 237,334.00 Total Tyler Services $ 0.00 $ 0.00 Total Third-Party Hardware, Software, Services $ 0.00 $ 0.00 Summary Total $ 0.00 $ 237,334.00 Contract Total $ 474,668.00 Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later. Customer Approval:Date: Print Name:P.O.#: All Primary values quoted in US Dollars 2023-439022-L0Z3Z2 CONFIDENTIAL Page 3 Comments Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms: •License fees for Tyler and third party software are invoiced upon the earlier of (i) deliver of the license key or (ii) when Tyler makes such software available for download by the Client; •Fees for hardware are invoiced upon delivery; •Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; •Annual Maintenance and Support fees, SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client (for Maintenance) or on the first day of the month following the date this quotation was signed (for SaaS, Hosting, and Subscription), and any such fees are prorated to align with the applicable term under the Agreement, with renewals invoiced annually thereafter in accord with the Agreement. •Fees for services included in this sales quotation shall be invoiced as indicated below. •Implementation and other professional services fees shall be invoiced as delivered. •Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module. •Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion module, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion module. •Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. •If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. •Notwithstanding anything to the contrary stated above, the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50% of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. Unless otherwise indicated on this Sales quotation, annual services will be invoiced in advance, for annual terms commencing on the date this sales quotation is signed by the Client. If listed annual service(s) is an addition to the same service presently existing under the Agreement, the first term of the added annual service will be prorated to expire coterminous with the existing annual term for the service, with renewals to occur as indicated in the Agreement. •Expenses associated with onsite services are invoiced as incurred. Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, 2023-439022-L0Z3Z2 CONFIDENTIAL Page 4 and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these factors. Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly. Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy. Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost. In the event Client cancels services less than four (4) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel. The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler. Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments. Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users. General Billing library includes: standard invoice, standard statement, standard general billing receipt and standard miscellaneous receipt. State Tax includes Tyler Forms Library - State Tax - 5 Forms. Tyler's form library prices are based on the actual form quantities listed, and assume the forms will be provided according to the standard Enterprise ERP form template. Any forms in addition to the quoted amounts and types, including custom forms or forms that otherwise require custom programming, are subject to an additional fee. Please also note that use of the Tyler Forms functionality requires the use of approved printers as well. You may contact Tyler's support team for the most current list of approved printers. Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers. 2023-439022-L0Z3Z2 CONFIDENTIAL Page 5 Utility billing library includes: standard Utility bill, standard UB receipt, standard UB delinquent notice, standard door hanger and standard final utility bill. Open Session Item SUBJECT: Quotation Award (Q-23-765) APC Advantage Licensing Renewal PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Josh O’Neal, Chief Technical Officer of IT RECOMMENDED MOTION: Move to award the Quotation for the APC Advantage PC Licensing to the responsible, responsive bidder, Gov/Connection Inc, d/b/a/ Connection Public Sector Solutions of Merrimack, NH who submitted the Total Lump Sum of $52,173.06 over a three (3) year period based on its proposal. REPORT-IN-BRIEF: This is the annual maintenance contract for the cooling and humidity control in the main County data center. DISCUSSION: The Code of the Public Local Laws states that a contract over $50,000 for the purchase or other expenditure shall be awarded by the Board to the lowest responsible bidder who submits a responsive bid. Request for Quotations are processed for purchases of commodities and services not exceeding $50,000 and are normally awarded at the departmental level in concurrence with the Purchasing Department. Due to the APC Advantage licensing renewal cost quote exceeding $50,000, the Quotation is before the Board for an award. It was anticipated that these services would not exceed $50,000. It was anticipated these services would be quoted below the $50,000 threshold which would not have required using the Invitation to Bid (ITB) advertisement process. As such, the Request for Quotation process was followed and not the formal bid process. As noted previously, a significant number of vendors reviewed the document; as such we do not believe publicly advertising the project in the newspaper or through the State’s web site would have yielded any difference in the final outcome. Given the value of the quotations, the Board of County Commissioners’ approval is necessary to award these services. FISCAL IMPACT: Funds in the amount of $84,501 are available in the department’s account 30-11000-COM011. The department will need to budget the annual ancillary maintenance support cost for fiscal years 2024 and 2025. CONCURRENCES: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form ALTERNATIVES: N/A ATTACHMENTS: Connection Public Sector Solutions Licensing Service Plan quote AUDIO/VISUAL NEEDS: N/A Q-23-765 APC Advantage Service Renewal Item No. Item Description Unit of Measure Qty.Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price 1 3-Year Renewal Advantage Ultra Service 6 Units Valid from 11/26/2023 to 11/25/2026 Part #WADVULTRA-AX-15 Ea.1 $8,695.51 $52,173.06 $67,736.82 $67,736.82 $62,995.14 $62,995.14 $64,929.18 $64,929.18 Remarks/Exceptions: - See Remarks/Exceptions next page - Billed annually @ $22,578.90; 3 annual payments. 11/26/23, 11/26/24, 11/26/25. Anniverary date of 11/26 Coverage 11/26/23 - 11/25/26 Zones, LLC. - See Remarks/Exceptions next page ***Please note: Pricing is valid for 30 days. Zones, LLC Auburn, WA $64,929.18 Princeton IT Services, Inc. Princeton, NJ $62,995.14 *Corrected calculations based on unit pricing $52,173.06 Connection-Public Sector Solutions Merrimack, NH TOTAL LUMP SUM (Item No. 1 above) GHA Technologies Scottsdale, AZ $67,736.82 Quotes Opened: November 1, 2023 Open Session Item SUBJECT: Runway 09-27 Lighting & Signage Project: Authorize Airport Director to apply for and later accept associated FAA/MAA grants. PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Neil Doran, Airport Director RECOMMENDED MOTION(S): • Move to authorize $50,163.00 in Airport Capitol Improvement Reserve funds use as local matching for this project. • Move to empower the Airport Director to sign an FAA grant application and related paperwork for this Runway 09-27 Lighting & Signage project. • Move to empower the Airport Director to accept the grant offer(s) related to this Runway 09-27 project from the Federal Aviation Administration and the Maryland Aviation Administration once awarded in the future. REPORT-IN-BRIEF: Project involves the complete removal and replacement of the existing incandescent edge lighting and signage systems on the airport’s primary Runway 09-27. New, higher visibility, energy efficient LED fixtures will be installed along with new wiring circuits and a replacement electrical regulator. FAA $676,899.00 90% Maryland Aviation Admin (State) $25,048.00^ 3.33% Airport Capital Reserve Fund/BOCC $50,163.00 6.67% Total $752,110.00 ^5% of the Construction Cost Only DISCUSSION: The RWY 09-27 Lighting & Signage project is included in the Capital Improvement Plan – Airport Infrastructure Grant RUN020. FISCAL IMPACT: • $50,163.00 in applicant/local matching funds. CONCURRENCES: Budget and Finance ALTERNATIVES: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form ATTACHMENTS: FAA and MAA grant application packages including ADCI proposal. AUDIO/VISUAL TO BE USED: N/A 18434 Showalter Road | Hagerstown, MD 21742 | P: 240.313.2777 | F: 301.791.2590 flyHGR.com November 6, 2023 Mr. Kyle Allison, PE Airport Engineer Federal Aviation Administration (FAA) Washington Airports District Office 13873 Park Center Road, Suite 490S Herndon, VA 20171 Sent electronically to: Kyle.Allison@faa.gov Re: Application for Federal Assistance Runway 9-27 Edge Lighting and Signage Replacement Design, Bid, and Construction Phase Services Hagerstown Regional Airport FAA AIG No. 3-24-0019-069-2024 Dear Mr. Allison: It is with pleasure and great anticipation that the Board of County Commissioners of Washington County, Maryland is forwarding the original Executed Application for Federal Assistance and one copy of Parts II, III, and IV of FAA Form 5100-100 for the referenced project at the Hagerstown Regional Airport. Also included is a copy of the Sponsor Grant Application Package Checklist in accordance with Standard Operating Procedure (SOP) 6.0 and the other items required by the Checklist. The Board of County Commissioners of Washington County, Maryland hereby commits to providing the required local share for this Project and would like to thank the FAA for its continued assistance. We look forward to the successful completion of this much needed project. Should you have any questions or need additional information, please feel free to contact me at (240) 313- 2764 or ndoran@washco-md.net. Thank you for the support of our airport! Sincerely, Neil R. Doran, C.M., A.C.E. Airport Director Enclosure cc: Sean Hammer, MAA Mahesh Kukata, ADCI SPONSOR GRANT APPLICATION PACKAGE CHECKLIST AIRPORT NAME: Hagerstown Regional-Richard A Henson Field Airport (HGR) PROJECT: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction APPLICATION for FEDERAL ASSISTANCE (SF 424) of PART II, PART III & PART IV (FAA Form 5100-100) for Development/Land/ Equipment or PART II, PART III & PART IV (FAA Form 5100-101) for Planning Attached Check Funding % ☒ Bids/Agreement Costs Match: ☒ FAA Form 5100-100, Part III Administrative Cost Breakout Attached ☒ N/A ☐ Cost of Each Project ☒ N/A ☐ Program Narrative Part IV (FAA 5100-100) ☒ (accurate project title to include phase # and PCI) Project Sketch (clearly identifies project) ☒ N/A ☐ PLEASE PROVIDE ONE COPY OF THE FOLLOWING AND LABEL EACH DOCUMENT SPONSOR CERTIFICATION FORMS (check the forms attached, as appropriate) Drug-Free Workplace (required for all grants) ☒ Conflicts of Interest (required for all grants) ☒ Construction Project Final Acceptance ☒ N/A ☐ Equipment and Construction Contracts ☒ N/A ☐ Project Plans and Specifications ☒ N/A ☐ Real Property Acquisition ☐ N/A ☒ Selection of Consultants ☒ N/A ☐ PROJECT LABOR AGREEMENT (PLA) ☐ N/A ☒ LAND – Easement ☐ Acquisition ☐ N/A ☒ Updated Exhibit A ☐ Land Cost Breakout ☐ Certificate of Clear Title ☐ CONSTRUCTION MANAGEMENT PLAN* ☐ N/A ☐ *Will be submitted for FAA approval prior to any paving activities. BID TABS - Attached ☒ N/A ☐ NEGOTIATED AGREEMENT - Planning/Design ☒ Construction Services ☒ N/A ☐ FORCE ACCOUNT WORK AGREEMENT - ☐ N/A ☒ Force Account Approval Letter - Attached ☐ SCOPE OF WORK - Attached Planning/Design projects ☒ N/A ☐ Land Acquisition (includes Exhibit A update) ☐ N/A ☒ IFE (Attached) - Planning/Design ☒ Construction Services ☒ N/A ☐ EXHIBIT A (Attached) - ☒ Current Exhibit A on File with FAA WADO. VALE/ZEV – Application Approved ☐ N/A ☒ EQUIPMENT PURCHASES – Using State or Local Contracts ☐ N/A ☒ (the signed certification form must be attached) Based on bids/negotiated contract ☐ SPONSOR CERTIFICATIONS FAA Form 5100-130 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 3 Drug-Free Workplace Airport Improvement Program Sponsor Certification Sponsor: Board of County Commissioners of Washington County, Maryland Airport: Hagerstown Regional Airport (HGR) Project Number: 3-24-0019-069-2024 Description of Work: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Application 49 USC § 47105(d) authorizes the Secretary to require certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program (AIP). General requirements on the drug-free workplace within federal grant programs are described in 2 CFR part 182. Sponsors are required to certify they will be, or will continue to provide, a drug-free workplace in accordance with the regulation. The AIP project grant agreement contains specific assurances on the Drug-Free Workplace Act of 1988. Certification Statements Except for certification statements below marked as not applicable (N/A), this list includes major requirements of the construction project. Selecting “yes” represents sponsor acknowledgement and confirmation of the certification statement. The term “will” means Sponsor action taken at appropriate time based on the certification statement focus area, but no later than the end of the project period of performance. This list is not comprehensive and does not relieve the sponsor from fully complying with all applicable statutory and administrative standards. The source of the requirement is referenced within parenthesis. 1. A statement has been or will be published notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the sponsor's workplace, and specifying the actions to be taken against employees for violation of such prohibition(2 CFR § 182.205). Yes No N/A 2. An ongoing drug-free awareness program (2 CFR § 182.215) has been or will be established to inform employees about: a. The dangers of drug abuse in the workplace; b. The sponsor's policy of maintaining a drug-free workplace; c. Any available drug counseling, rehabilitation, and employee assistance programs; and d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace. Yes No N/A FAA Form 5100-130 (8/20) SUPERSEDES PREVIOUS EDITION Page 2 of 3 3. Each employee to be engaged in the performance of the work has been or will be given a copy of the statement required within item 1 above prior to commencement of project (2 CFR § 182.210). Yes No N/A 4. Employees have been or will be notified in the statement required by item 1 above that, as a condition employment under the grant (2 CFR § 182.205(c)), the employee will: a. Abide by the terms of the statement; and b. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction. Yes No N/A 5. The Federal Aviation Administration (FAA) will be notified in writing within 10 calendar days after receiving notice under item 4b above from an employee or otherwise receiving actual notice of such conviction(2 CFR § 182.225). Employers of convicted employees must provide notice, including position title of the employee, to the FAA (2 CFR § 182.300). Yes No N/A 6. One of the following actions (2 CFR § 182.225(b))will be taken within 30 calendar days of receiving a notice under item 4b above with respect to any employee who is so convicted: a. Take appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; and b. Require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency. Yes No N/A 7. A good faith effort will be made to continue to maintain a drug-free workplace through implementation of items 1 through 6 above (2 CFR § 182.200). Yes No N/A Site(s) of performance of work (2 CFR § 182.230): Location 1 Name of Location: Hagerstown Regional Airport Address: 18434 Showalter Road, Hagerstown, Maryland 21742 Location 2 (if applicable) Name of Location: Address: Location 3 (if applicable) Name of Location: Address: FAA Form 5100-130 (8/20) SUPERSEDES PREVIOUS EDITION Page 3 of 3 Attach documentation clarifying any above item marked with “no” response. Sponsor’s Certification I certify, for the project identified herein, responses to the forgoing items are accurate as marked and additional documentation for any item marked “no” is correct and complete. Executed on this day of , 2023 . Name of Sponsor: Board of County Commissioners of Washington County, Maryland Name of Sponsor’s Authorized Official: Neil R. Doran, C.M., A.C.E. Title of Sponsor’s Authorized Official: Airport Director Signature of Sponsor’s Authorized Official: _____________________________ I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. FAA Form 5100-135 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 2 Certification and Disclosure Regarding Potential Conflicts of Interest Airport Improvement Program Sponsor Certification Sponsor: Board of County Commissioners of Washington County, Maryland Airport: Hagerstown Regional Airport (HGR) Project Number: 3-24-0019-069-2024 Description of Work: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Application Title 2 CFR § 200.112 and § 1201.112 address Federal Aviation Administration (FAA) requirements for conflict of interest. As a condition of eligibility under the Airport Improvement Program (AIP), sponsors must comply with FAA policy on conflict of interest. Such a conflict would arise when any of the following have a financial or other interest in the firm selected for award: a) The employee, officer or agent, b) Any member of his immediate family, c) His or her partner, or d) An organization which employs, or is about to employ, any of the above. Selecting “yes” represents sponsor or sub-recipient acknowledgement and confirmation of the certification statement. Selecting “No” represents sponsor or sub-recipient disclosure that it cannot fully comply with the certification statement. If “No” is selected, provide support information explaining the negative response as an attachment to this form. This includes whether the sponsor has established standards for financial interest that are not substantial or unsolicited gifts are of nominal value (2 CFR § 200.318(c)). The term “will” means Sponsor action taken at appropriate time based on the certification statement focus area, but no later than the end of the project period of performance. Certification Statements 1. The sponsor or sub-recipient maintains a written standards of conduct governing conflict of interest and the performance of their employees engaged in the award and administration of contracts (2 CFR § 200.318(c)). To the extent permitted by state or local law or regulations, such standards of conduct provide for penalties, sanctions, or other disciplinary actions for violations of such standards by the sponsor’s and sub-recipient’s officers, employees, or agents, or by contractors or their agents. Yes No FAA Form 5100-135 (8/20) SUPERSEDES PREVIOUS EDITION Page 2 of 2 2. The sponsor’s or sub-recipient’s officers, employees or agents have not and will not solicit or accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to sub-agreements (2 CFR § 200.318(c)). Yes No 3. The sponsor or sub-recipient certifies that is has disclosed and will disclose to the FAA any known potential conflict of interest (2 CFR § 1200.112). Yes No Attach documentation clarifying any above item marked with “no” response. Sponsor’s Certification I certify, for the project identified herein, responses to the forgoing items are accurate as marked and additional documentation for any item marked “no” is correct and complete. Executed on this day of , 2023 . Name of Sponsor: Board of County Commissioners of Washington County, Maryland Name of Sponsor’s Authorized Official: Neil R. Doran, C.M., A.C.E. Title of Sponsor’s Authorized Official: Airport Director Signature of Sponsor’s Authorized Official: _____________________________ I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. FAA Form 5100-134 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 3 Selection of Consultants Airport Improvement Program Sponsor Certification Sponsor: Board of County Commissioners of Washington County, Maryland Airport: Hagerstown Regional Airport (HGR) Project Number: 3-24-0019-069-2024 Description of Work: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Application 49 USC § 47105(d) authorizes the Secretary to require certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program (AIP). General requirements for selection of consultant services within federal grant programs are described in 2 CFR §§ 200.317-200.326. Sponsors may use other qualifications-based procedures provided they are equivalent to standards of Title 40 chapter 11 and FAA Advisory Circular 150/5100-14, Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects. Certification Statements Except for certification statements below marked as not applicable (N/A), this list includes major requirements of the construction project. Selecting “yes” represents sponsor acknowledgement and confirmation of the certification statement. The term “will” means Sponsor action taken at appropriate time based on the certification statement focus area, but no later than the end of the project period of performance. This list is not comprehensive and does not relieve the sponsor from fully complying with all applicable statutory and administrative standards. The source of the requirement is referenced within parenthesis. 1. Sponsor acknowledges their responsibility for the settlement of all contractual and administrative issues arising out of their procurement actions (2 CFR § 200.318(k)). Yes No N/A 2. Sponsor procurement actions ensure or will ensure full and open competition that does not unduly limit competition (2 CFR § 200.319). Yes No N/A 3. Sponsor has excluded or will exclude any entity that develops or drafts specifications, requirements, or statements of work associated with the development of a request-for- qualifications (RFQ) from competing for the advertised services (2 CFR § 200.319). Yes No N/A FAA Form 5100-134 (8/20) SUPERSEDES PREVIOUS EDITION Page 2 of 3 4. The advertisement describes or will describe specific project statements-of-work that provide clear detail of required services without unduly restricting competition (2 CFR § 200.319). Yes No N/A 5. Sponsor has publicized or will publicize a RFQ that: a. Solicits an adequate number of qualified sources (2 CFR § 200.320(d)); and b. Identifies all evaluation criteria and relative importance (2 CFR § 200.320(d)). Yes No N/A 6. Sponsor has based or will base selection on qualifications, experience, and disadvantaged business enterprise participation with price not being a selection factor (2 CFR § 200.320(d)). Yes No N/A 7. Sponsor has verified or will verify that agreements exceeding $25,000 are not awarded to individuals or firms suspended, debarred or otherwise excluded from participating in federally assisted projects (2 CFR §180.300). Yes No N/A 8. A/E services covering multiple projects: Sponsor has agreed to or will agree to: a. Refrain from initiating work covered by this procurement beyond five years from the date of selection (AC 150/5100-14); and b. Retain the right to conduct new procurement actions for projects identified or not identified in the RFQ (AC 150/5100-14). Yes No N/A 9. Sponsor has negotiated or will negotiate a fair and reasonable fee with the firm they select as most qualified for the services identified in the RFQ (2 CFR § 200.323). Yes No N/A 10. The Sponsor’s contract identifies or will identify costs associated with ineligible work separately from costs associated with eligible work (2 CFR § 200.302). Yes No N/A 11. Sponsor has prepared or will prepare a record of negotiations detailing the history of the procurement action, rationale for contract type and basis for contract fees (2 CFR §200.318(i)). Yes No N/A 12. Sponsor has incorporated or will incorporate mandatory contact provisions in the consultant contract for AIP-assisted work (49 U.S.C. Chapter 471 and 2 CFR part 200 Appendix II) Yes No N/A FAA Form 5100-134 (8/20) SUPERSEDES PREVIOUS EDITION Page 3 of 3 13. For contracts that apply a time-and-material payment provision (also known as hourly rates, specific rates of compensation, and labor rates), the Sponsor has established or will establish: a. Justification that there is no other suitable contract method for the services (2 CFR §200.318(j)); b. A ceiling price that the consultant exceeds at their risk (2 CFR §200.318(j)); and c. A high degree of oversight that assures consultant is performing work in an efficient manner with effective cost controls in place 2 CFR §200.318(j)). Yes No N/A 14. Sponsor is not using or will not use the prohibited cost-plus-percentage-of-cost (CPPC) contract method. (2 CFR § 200.323(d)). Yes No N/A Attach documentation clarifying any above item marked with “no” response. Sponsor’s Certification I certify, for the project identified herein, responses to the forgoing items are accurate as marked and additional documentation for any item marked “no” is correct and complete. Executed on this day of , 2023 . Name of Sponsor: Board of County Commissioners of Washington County, Maryland Name of Sponsor’s Authorized Official: Neil R. Doran, C.M., A.C.E. Title of Sponsor’s Authorized Official: Airport Director Signature of Sponsor’s Authorized Official: _____________________________ I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. FAA Form 5100-132 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 3 Project Plans and Specifications Airport Improvement Program Sponsor Certification Sponsor: Board of County Commissioners of Washington County, Maryland Airport: Hagerstown Regional Airport (HGR) Project Number: 3-24-0019-069-2024 Description of Work: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Application 49 USC § 47105(d) authorizes the Secretary to require certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program (AIP). Labor and civil rights standards applicable to AIP are established by the Department of Labor (www.dol.gov/). AIP Grant Assurance C.1—General Federal Requirements identifies applicable federal laws, regulations, executive orders, policies, guidelines and requirements for assistance under AIP. A list of current advisory circulars with specific standards for procurement, design or construction of airports, and installation of equipment and facilities is referenced in standard airport sponsor Grant Assurance 34 contained in the grant agreement. Certification Statements Except for certification statements below marked as not applicable (N/A), this list includes major requirements of the construction project. Selecting “yes” represents sponsor acknowledgement and confirmation of the certification statement. The term “will” means Sponsor action taken at appropriate time based on the certification statement focus area, but no later than the end of the project period of performance. This list is not comprehensive and does not relieve the sponsor from fully complying with all applicable statutory and administrative standards. The source of the requirement is referenced within parenthesis. 1. The plans and specifications were or will be prepared in accordance with applicable federal standards and requirements, so that no deviation or modification to standards set forth in the advisory circulars, or FAA-accepted state standard, is necessary other than those explicitly approved by the Federal Aviation Administration (FAA) (14 USC § 47105). Yes No N/A 2. Specifications incorporate or will incorporate a clear and accurate description of the technical requirement for the material or product that does not contain limiting or proprietary features that unduly restrict competition (2 CFR §200.319). Yes No N/A FAA Form 5100-132 (1/17) SUPERSEDES PREVIOUS EDITION Page 2 of 3 3. The development that is included or will be included in the plans is depicted on the current airport layout plan as approved by the FAA (14 USC § 47107). Yes No N/A 4. Development and features that are ineligible or unallowable for AIP funding have been or will be omitted from the plans and specifications (FAA Order 5100.38, par. 3-43). Yes No N/A 5. The specification does not use or will not use “brand name” or equal to convey requirements unless sponsor requests and receives approval from the FAA to use brand name (FAA Order 5100.38, Table U-5). Yes No N/A 6. The specification does not impose or will not impose geographical preference in their procurement requirements (2 CFR §200.319(b) and FAA Order 5100.38, Table U-5). Yes No N/A 7. The use of prequalified lists of individuals, firms or products include or will include sufficient qualified sources that ensure open and free competition and that does not preclude potential entities from qualifying during the solicitation period (2 CFR §319(d)). Yes No N/A 8. Solicitations with bid alternates include or will include explicit information that establish a basis for award of contract that is free of arbitrary decisions by the sponsor (2 CFR § 200.319(a)(7)). Yes No N/A 9. Concurrence was or will be obtained from the FAA if Sponsor incorporates a value engineering clause into the contract (FAA Order 5100.38, par. 3-57). Yes No N/A 10. The plans and specifications incorporate or will incorporate applicable requirements and recommendations set forth in the federally approved environmental finding (49 USC §47106(c)). Yes No N/A 11. The design of all buildings comply or will comply with the seismic design requirements of 49 CFR § 41.120. (FAA Order 5100.38d, par. 3-92) Yes No N/A 12. The project specification include or will include process control and acceptance tests required for the project by as per the applicable standard: a. Construction and installation as contained in Advisory Circular (AC) 150/5370-10. Yes No N/A FAA Form 5100-132 (1/17) SUPERSEDES PREVIOUS EDITION Page 3 of 3 b. Snow Removal Equipment as contained in AC 150/5220-20. Yes No N/A c. Aircraft Rescue and Fire Fighting (ARFF) vehicles as contained in AC 150/5220-10. Yes No N/A 13. For construction activities within or near aircraft operational areas(AOA): a. The Sponsor has or will prepare a construction safety and phasing plan (CSPP) conforming to Advisory Circular 150/5370-2. b. Compliance with CSPP safety provisions has been or will be incorporated into the plans and specifications as a contractor requirement. c. Sponsor will not initiate work until receiving FAA’s concurrence with the CSPP (FAA Order 5100.38, Par. 5-29). Yes No N/A 14. The project was or will be physically completed without federal participation in costs due to errors and omissions in the plans and specifications that were foreseeable at the time of project design (49 USC §47110(b)(1) and FAA Order 5100.38d, par. 3-100). Yes No N/A Attach documentation clarifying any above item marked with “no” response. Sponsor’s Certification I certify, for the project identified herein, responses to the forgoing items are accurate as marked and additional documentation for any item marked “no” is correct and complete. Executed on this day of , 2023 . Name of Sponsor: Board of County Commissioners of Washington County, Maryland Name of Sponsor’s Authorized Official: Neil R. Doran, C.M., A.C.E. Title of Sponsor’s Authorized Official: Airport Director Signature of Sponsor’s Authorized Official: _____________________________ I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. FAA Form 5100-129 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 3 Construction Project Final Acceptance Airport Improvement Program Sponsor Certification Sponsor: Board of County Commissioners of Washington County, Maryland Airport: Hagerstown Regional Airport (HGR) Project Number: 3-24-0019-069-2024 Description of Work: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Application 49 USC § 47105(d), authorizes the Secretary to require me certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program. General standards for final acceptance and close out of federally funded construction projects are in 2 CFR § 200.343 – Closeout and supplemented by FAA Order 5100.38. The sponsor must determine that project costs are accurate and proper in accordance with specific requirements of the grant agreement and contract documents. Certification Statements Except for certification statements below marked as not applicable (N/A), this list includes major requirements of the construction project. Selecting “yes” represents sponsor acknowledgement and confirmation of the certification statement. The term “will” means Sponsor action taken at appropriate time based on the certification statement focus area, but no later than the end of the project period of performance. This list is not comprehensive and does not relieve the sponsor from fully complying with all applicable statutory and administrative standards. The source of the requirement is referenced within parenthesis. 1. The personnel engaged in project administration, engineering supervision, project inspection, and acceptance testing were or will be determined to be qualified and competent to perform the work (Grant Assurance). Yes No N/A 2. Construction records, including daily logs, were or will be kept by the resident engineer/construction inspector that fully document contractor’s performance in complying with: a. Technical standards (Advisory Circular (AC) 150/5370-12); b. Contract requirements (2 CFR part 200 and FAA Order 5100.38); and c. Construction safety and phasing plan measures (AC 150/5370-2). Yes No N/A 3. All acceptance tests specified in the project specifications were or will be performed and documented. (AC 150/5370-12). Yes No N/A FAA Form 5100-129 (8/20) SUPERSEDES PREVIOUS EDITION Page 2 of 3 4. Sponsor has taken or will take appropriate corrective action for any test result outside of allowable tolerances (AC 150/5370-12). Yes No N/A 5. Pay reduction factors required by the specifications were applied or will be applied in computing final payments with a summary made available to the FAA (AC 150/5370-10). Yes No N/A 6. Sponsor has notified, or will promptly notify the Federal Aviation Administration (FAA) of the following occurrences: a. Violations of any federal requirements set forth or included by reference in the contract documents (2 CFR part 200); b. Disputes or complaints concerning federal labor standards (29 CFR part 5); and c. Violations of or complaints addressing conformance with Equal Employment Opportunity or Disadvantaged Business Enterprise requirements (41 CFR Chapter 60 and 49 CFR part 26). Yes No N/A 7. Weekly payroll records and statements of compliance were or will be submitted by the prime contractor and reviewed by the sponsor for conformance with federal labor and civil rights requirements as required by FAA and U.S. Department of Labor (29 CFR Part 5). Yes No N/A 8. Payments to the contractor were or will be made in conformance with federal requirements and contract provisions using sponsor internal controls that include: a. Retaining source documentation of payments and verifying contractor billing statements against actual performance (2 CFR § 200.302 and FAA Order 5100.38); b. Prompt payment of subcontractors for satisfactory performance of work (49 CFR § 26.29); c. Release of applicable retainage upon satisfactory performance of work (49 CFR § 26.29); and d. Verification that payments to DBEs represent work the DBE performed by carrying out a commercially useful function (49 CFR §26.55). Yes No N/A 9. A final project inspection was or will be conducted with representatives of the sponsor and the contractor present that ensure: a. Physical completion of project work in conformance with approved plans and specifications (Order 5100.38); b. Necessary actions to correct punch list items identified during final inspection are complete (Order 5100.38); and c. Preparation of a record of final inspection and distribution to parties to the contract (Order 5100.38); Yes No N/A 10. The project was or will be accomplished without material deviations, changes, or modifications from approved plans and specifications, except as approved by the FAA (Order 5100.38). Yes No N/A FAA Form 5100-129 (8/20) SUPERSEDES PREVIOUS EDITION Page 3 of 3 11. The construction of all buildings have complied or will comply with the seismic construction requirements of 49 CFR § 41.120. Yes No N/A 12. For development projects, sponsor has taken or will take the following close-out actions: a. Submit to the FAA a final test and quality assurance report summarizing acceptance test results, as applicable (Grant Condition); b. Complete all environmental requirements as established within the project environmental determination (Oder 5100.38); and c. Prepare and retain as-built plans (Order 5100.38). Yes No N/A 13. Sponsor has revised or will revise their airport layout plan (ALP) that reflects improvements made and has submitted or will submit an updated ALP to the FAA no later than 90 days from the period of performance end date. (49 USC § 47107 and Order 5100.38). Yes No N/A Attach documentation clarifying any above item marked with “no” response. Sponsor’s Certification I certify, for the project identified herein, responses to the forgoing items are accurate as marked and additional documentation for any item marked “no” is correct and complete. Executed on this day of , 2023 . Name of Sponsor: Board of County Commissioners of Washington County, Maryland Name of Sponsor’s Authorized Official: Neil R. Doran, C.M., A.C.E. Title of Sponsor’s Authorized Official: Airport Director Signature of Sponsor’s Authorized Official: _____________________________ I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. FAA Form 5100-131 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 4 Equipment and Construction Contracts Airport Improvement Program Sponsor Certification Sponsor: Board of County Commissioners of Washington County, Maryland Airport: Hagerstown Regional Airport (HGR) Project Number: 3-24-0019-069-2024 Description of Work: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Application 49 USC § 47105(d) authorizes the Secretary to require certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program (AIP). General procurement standards for equipment and construction contracts within Federal grant programs are described in 2 CFR §§ 200.317-200.326. Labor and Civil Rights Standards applicable to the AIP are established by the Department of Labor (www.dol.gov) AIP Grant Assurance C.1—General Federal Requirements identifies all applicable Federal Laws, regulations, executive orders, policies, guidelines and requirements for assistance under the AIP. Sponsors may use state and local procedures provided the procurement conforms to these federal standards. This certification applies to all equipment and construction projects. Equipment projects may or may not employ laborers and mechanics that qualify the project as a “covered contract” under requirements established by the Department of Labor requirements. Sponsor shall provide appropriate responses to the certification statements that reflect the character of the project regardless of whether the contract is for a construction project or an equipment project. Certification Statements Except for certification statements below marked as not applicable (N/A), this list includes major requirements of the construction project. Selecting “yes” represents sponsor acknowledgement and confirmation of the certification statement. The term “will” means Sponsor action taken at appropriate time based on the certification statement focus area, but no later than the end of the project period of performance. This list is not comprehensive and does not relieve the sponsor from fully complying with all applicable statutory and administrative standards. The source of the requirement is referenced within parenthesis. 1. A written code or standard of conduct is or will be in effect prior to commencement of the project that governs the performance of the sponsor’s officers, employees, or agents in soliciting, awarding and administering procurement contracts (2 CFR § 200.318). Yes No N/A FAA Form 5100-131 (8/20) SUPERSEDES PREVIOUS EDITION Page 2 of 4 2. For all contracts, qualified and competent personnel are or will be engaged to perform contract administration, engineering supervision, construction inspection, and testing (Grant Assurance C.17). Yes No N/A 3. Sponsors that are required to have a Disadvantage Business Enterprise (DBE) program on file with the FAA have included or will include clauses required by Title VI of the Civil Rights Act and49 CFR Part 26 for Disadvantaged Business Enterprises in all contracts and subcontracts. Yes No N/A 4. Sponsors required to have a DBE program on file with the FAA have implemented or will implement monitoring and enforcement measures that: a. Ensure work committed to Disadvantaged Business Enterprises at contract award is actually performed by the named DBEs (49 CFR § 26.37(b)); b. Include written certification that the sponsor has reviewed contract records and has monitored work sites for performance by DBE firms (49 CFR § 26.37(b)); and c. Provides for a running tally of payments made to DBE firms and a means for comparing actual attainments (i.e. payments) to original commitments (49 CFR § 26.37(c)). Yes No N/A 5. Sponsor procurement actions using the competitive sealed bid method (2 CFR § 200.320(c)). Was or will be: a. Publicly advertised, allowing a sufficient response time to solicit an adequate number of interested contractors or vendors; b. Prepared to include a complete, adequate and realistic specification that defines the items or services in sufficient detail to allow prospective bidders to respond; c. Publicly opened at a time and place prescribed in the invitation for bids; and d. Prepared in a manner that result in a firm fixed price contract award to the lowest responsive and responsible bidder. Yes No N/A 6. For projects the Sponsor proposes to use the competitive proposal procurement method (2 CFR §200.320(d)), Sponsor has requested or will request FAA approval prior to proceeding with a competitive proposal procurement by submitting to the FAA the following: a. Written justification that supports use of competitive proposal method in lieu of the preferred sealed bid procurement method; b. Plan for publicizing and soliciting an adequate number of qualified sources; and c. Listing of evaluation factors along with relative importance of the factors. Yes No N/A 7. For construction and equipment installation projects, the bid solicitation includes or will include the current federal wage rate schedule(s) for the appropriate type of work classifications (2 CFR Part200, Appendix II). Yes No N/A FAA Form 5100-131 (8/20) SUPERSEDES PREVIOUS EDITION Page 3 of 4 8. Concurrence was or will be obtained from the Federal Aviation Administration (FAA) prior to contract award under any of the following circumstances (Order 5100.38D): a. Only one qualified person/firm submits a responsive bid; b. Award is to be made to other than the lowest responsible bidder; and c. Life cycle costing is a factor in selecting the lowest responsive bidder. Yes No N/A 9. All construction and equipment installation contracts contain or will contain provisions for: a. Access to Records (§ 200.336) b. Buy American Preferences (Title 49 U.S.C. § 50101) c. Civil Rights - General Provisions and Title VI Assurances (41 CFR part 60) d. Federal Fair Labor Standards (29 U.S.C. § 201, et seq) e. Occupational Safety and Health Act requirements (20 CFR part 1920) f. Seismic Safety – building construction (49 CFR part 41) g. State Energy Conservation Requirements - as applicable (2 CFR part 200, Appendix II) h. U.S. Trade Restriction (49 CFR part 30) i. Veterans Preference (49 USC § 47112(c)) Yes No N/A 10. All construction and equipment installation contracts exceeding $2,000 contain or will contain the provisions established by: a. Davis-Bacon and Related Acts (29 CFR part 5) b. Copeland “Anti-Kickback” Act (29 CFR parts 3 and 5) Yes No N/A 11. All construction and equipment installation contracts exceeding $3,000 contain or will contain a contract provision that discourages distracted driving (E.O. 13513). Yes No N/A 12. All contracts exceeding $10,000 contain or will contain the following provisions as applicable: a. Construction and equipment installation projects - Applicable clauses from41 CFR Part 60 for compliance with Executive Orders 11246 and 11375 on Equal Employment Opportunity; b. Construction and equipment installation - Contract Clause prohibiting segregated facilities in accordance with 41 CFR part 60-1.8; c. Requirement to maximize use of products containing recovered materials in accordance with 2 CFR § 200.322 and 40 CFR part 247; and d. Provisions that address termination for cause and termination for convenience (2 CFR Part 200, Appendix II). Yes No N/A FAA Form 5100-131 (8/20) SUPERSEDES PREVIOUS EDITION Page 4 of 4 13. All contracts and subcontracts exceeding $25,000: Measures are in place or will be in place (e.g. checking the System for Award Management) that ensure contracts and subcontracts are not awarded to individuals or firms suspended, debarred, or excluded from participating in federally assisted projects (2 CFR parts 180 and 1200) Yes No N/A 14. Contracts exceeding the simplified acquisition threshold (currently $150,000) include or will include provisions, as applicable, that address the following: a. Construction and equipment installation contracts - a bid guarantee of 5%, a performance bond of 100%, and a payment bond of 100% (2 CFR § 200.325); b. Construction and equipment installation contracts - requirements of the Contract Work Hours and Safety Standards Act (40 USC 3701-3708, Sections 103 and 107); c. Restrictions on Lobbying and Influencing (2 CFR part 200, Appendix II); d. Conditions specifying administrative, contractual and legal remedies for instances where contractor of vendor violate or breach the terms and conditions of the contract (2 CFR§200, Appendix II); and e. All Contracts - Applicable standards and requirements issued under Section 306 of the Clean Air Act (42 USC 7401-7671q), Section 508 of the Clean Water Act (33 USC 1251-1387, and Executive Order 11738. Yes No N/A Attach documentation clarifying any above item marked with “No” response. Sponsor’s Certification I certify, for the project identified herein, responses to the forgoing items are accurate as marked and additional documentation for any item marked “no” is correct and complete. Executed on this day of , 2023 . Name of Sponsor: Board of County Commissioners of Washington County, Maryland Name of Sponsor’s Authorized Official: Neil R. Doran, C.M., A.C.E. Title of Sponsor’s Authorized Official: Airport Director Signature of Sponsor’s Authorized Official: _____________________________ I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. APPLICATION FOR FEDERAL ASSISTANCE OMB Number: 4040-0004 Expiration Date: 11/30/2025 Application for Federal Assistance SF-424 *1. Type of Submission: Preapplication Application Changed/Corrected Application *2. Type of Application New Continuation Revision * If Revision, select appropriate letter(s): *Other (Specify) *3. Date Received: 4. Applicant Identifier: HGR 5a. Federal Entity Identifier: 3-24-0019 *5b. Federal Award Identifier: State Use Only: 6. Date Received by State: 7. State Application Identifier: 8. APPLICANT INFORMATION: *a. Legal Name: Board of County Commissioners of Washington County, Maryland *b. Employer/Taxpayer Identification Number (EIN/TIN): 52-6001037 *c. UEI: L5PZDUJ9GEJ3 d. Address: *Street 1: 100 West Washington Street Street 2: *City: Hagerstown County: Washington *State: Maryland Province: *Country: USA: United States *Zip / Postal Code 21740 e. Organizational Unit: Department Name: Hagerstown Regional Airport Division Name: n/a f. Name and contact information of person to be contacted on matters involving this application: Prefix: Mr. *First Name: Neil Middle Name: R. *Last Name: Doran Suffix: C.M., ACE Title: Airport Director Organizational Affiliation: Hagerstown Regional Airport *Telephone Number: (240) 313-2764 Fax Number: (240) 313-2331 *Email: ndoran@washco-md.net Application for Federal Assistance SF-424 *9. Type of Applicant 1: Select Applicant Type: B: County Government Type of Applicant 2: Select Applicant Type: Type of Applicant 3: Select Applicant Type: *Other (Specify) *10. Name of Federal Agency: Federal Aviation Administration 11. Catalog of Federal Domestic Assistance Number: 20.106 CFDA Title: Airport Improvement Program *12. Funding Opportunity Number: *Title: 13. Competition Identification Number: Title: 14. Areas Affected by Project (Cities, Counties, States, etc.): *15. Descriptive Title of Applicant’s Project: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction Attach supporting documents as specified in agency instructions. Application for Federal Assistance SF-424 16. Congressional Districts Of: *a. Applicant: MD-006 *b. Program/Project: MD-006 Attach an additional list of Program/Project Congressional Districts if needed. 17. Proposed Project: *a. Start Date: 02/10/2023 *b. End Date: 12/31/2024 18. Estimated Funding ($): *a. Federal *b. Applicant *c. State *d. Local *e. Other *f. Program Income *g. TOTAL $676,899.00 $50,163.00 $25,048.00 $752,110.00 *19. Is Application Subject to Review By State Under Executive Order 12372 Process? a. This application was made available to the State under the Executive Order 12372 Process for review on . b. Program is subject to E.O. 12372 but has not been selected by the State for review. c. Program is not covered by E.O. 12372 *20. Is the Applicant Delinquent On Any Federal Debt? Yes No If “Yes”, explain: 21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U. S. Code, Title 218, Section 1001) ** I AGREE ** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency specific instructions. Authorized Representative: Prefix: Mr. *First Name: Neil Middle Name: R. *Last Name: Doran Suffix: C.M, ACE *Title: Airport Director *Telephone Number: (240) 313-2764 Fax Number: (240) 313-2331 * Email: ndoran@washco-md.net *Signature of Authorized Representative: *Date Signed: OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 6/30/2023 Application for Federal Assistance (Development and Equipment Projects) PART II – PROJECT APPROVAL INFORMATION Part II – SECTION A The term “Sponsor” refers to the applicant name provide in box 8 of the associated SF-424 form. Item 1. Does Sponsor maintain an active registration in the System for Award Management (www.SAM.gov)? Yes No Item 2. Can Sponsor commence the work identified in the application in the fiscal year the grant is made or within six months after the grant is made, whichever is later? Yes No N/A Item 3. Are there any foreseeable events that would delay completion of the project? If yes, provide attachment to this form that lists the events. Yes No N/A Item 4. Will the project(s) covered by this request have impacts or effects on the environment that require mitigating measures? If yes, attach a summary listing of mitigating measures to this application and identify the name and date of the environmental document(s). Yes No N/A Item 5. Is the project covered by this request included in an approved Passenger Facility Charge (PFC) application or other Federal assistance program? If yes, please identify other funding sources by checking all applicable boxes. Yes No N/A The project is included in an approved PFC application. If included in an approved PFC application, does the application only address AIP matching share? Yes No The project is included in another Federal Assistance program. Its CFDA number is below. Item 6. Will the requested Federal assistance include Sponsor indirect costs as described in 2 CFR Appendix VII to Part 200, States and Local Government and Indian Tribe Indirect Cost Proposals? Yes No N/A If the request for Federal assistance includes a claim for allowable indirect costs, select the applicable indirect cost rate the Sponsor proposes to apply: De Minimis rate of 10% as permitted by 2 CFR § 200.414. Negotiated Rate equal to % as approved by (the Cognizant Agency) on (Date) (2 CFR part 200, appendix VII). Note: Refer to the instructions for limitations of application associated with claiming Sponsor indirect costs. FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 1 of 7 OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 6/30/2023 Part II – SECTION B Certification Regarding Lobbying The declarations made on this page are under the signature of the authorized representative as identified in box 21 of form SF-424, to which this form is attached. The term “Sponsor” refers to the applicant name provided in box 8 of the associated SF-424 form. The Authorized Representative certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the Sponsor, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the Authorized Representative shall complete and submit Standard Form-LLL, ‘‘Disclosure Form to Report Lobbying,’’ in accordance with its instructions. (3) The Authorized Representative shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 2 of 7 OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 6/30/2023 PART II - SECTION C The Sponsor hereby represents and certifies as follows: 1. Compatible Land Use - The Sponsor has taken the following actions to assure compatible usage of land adjacent to or in the vicinity of the airport: The sponsor is compliant with Washington County zoning ordinances and works with The Board of County Commissioners of Washington County regarding compatibility. 2. Defaults - The Sponsor is not in default on any obligation to the United States or any agency of the United States Government relative to the development, operation, or maintenance of any airport, except as stated herewith: Sponsor is not in default of any applicable obligations. 3. Possible Disabilities - There are no facts or circumstances (including the existence of effective or proposed leases, use agreements or other legal instruments affecting use of the Airport or the existence of pending litigation or other legal proceedings) which in reasonable probability might make it impossible for the Sponsor to carry out and complete the Project or carry out the provisions of Part V of this Application, either by limiting its legal or financial ability or otherwise, except as follows: There are no circumstances that will preclude completion of the project or complying with grant assurances. 4. Consistency with Local Plans – The project is reasonably consistent with plans (existing at the time of submission of this application) of public agencies that are authorized by the State in which the project is located to plan for the development of the area surrounding the airport. Yes. 5. Consideration of Local Interest – It has given fair consideration to the interest of communities in or near where the project may be located. N/A. 6. Consultation with Users – In making a decision to undertake an airport development project under Title 49, United States Code, it has consulted with airport users that will potentially be affected by the project (§ 47105(a)(2)). N/A. 7. Public Hearings – In projects involving the location of an airport, an airport runway or a major runway extension, it has afforded the opportunity for public hearings for the purpose of considering the economic, social, and environmental effects of the airport or runway location and its consistency with goals and objectives of such planning as has been carried out by the community and it shall, when requested by the Secretary, submit a copy of the transcript of such hearings to the Secretary. Further, for such projects, it has on its management board either voting representation from the communities where the project is located or has advised the communities that they have the right to petition the Secretary concerning a proposed project. The project does not require a public hearing. 8. Air and Water Quality Standards – In projects involving airport location, a major runway extension, or runway location it will provide for the Governor of the state in which the project is located to certify in writing to the Secretary that the project will be located, designed, constructed, and operated so as to comply with applicable and air and water quality standards. In any case where such standards have not been approved and where applicable air and water quality standards have been promulgated by the Administrator of the Environmental Protection Agency, certification shall be obtained from such Administrator. Notice of certification or refusal to certify shall be provided within sixty days after the project application has been received by the Secretary. Applicable SWM and E&S Design will be incorporated and approval will be obtained from Washington County and SCD. FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 3 of 7 OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 6/30/2023 PART II - SECTION C (Continued) 9. Exclusive Rights - There is no grant of an exclusive right for the conduct of any aeronautical activity at any airport owned or controlled by the Sponsor except as follows: None. 10. Land – (a) The sponsor holds the following property interest in the following areas of land* which are to be developed or used as part of or in connection with the Airport subject to the following exceptions, encumbrances, and adverse interests, all of which areas are identified on the aforementioned property map designated as Exhibit “A”. [1] Sponsor maintains property interest as depicted within the property table on the Exhibit "A" property map which is on file at the Washington ADO. The Sponsor further certifies that the above is based on a title examination by a qualified attorney or title company and that such attorney or title company has determined that the Sponsor holds the above property interests. (b) The Sponsor will acquire within a reasonable time, but in any event prior to the start of any construction work under the Project, the following property interest in the following areas of land* on which such construction work is to be performed, all of which areas are identified on the aforementioned property map designated as Exhibit “A”. [1] N/A. (c) The Sponsor will acquire within a reasonable time, and if feasible prior to the completion of all construction work under the Project, the following property interest in the following areas of land* which are to be developed or used as part of or in connection with the Airport as it will be upon completion of the Project, all of which areas are identified on the aforementioned property map designated as Exhibit “A”. [1] N/A. 1 State character of property interest in each area and list and identify for each all exceptions, encumbrances, and adverse interests of every kind and nature, including liens, easements, leases, etc. The separate areas of land need only be identified here by the area numbers shown on the property map. FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 4 of 7 OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 6/30/2023 PART III - BUDGET INFORMATION - CONSTRUCTION SECTION A - GENERAL 1. Federal Domestic Assistance Catalog No. ............................... 20-106 2. Functional or Other Breakout ................................................... Airport Improvement Program SECTION B -CALCULATION OF FEDERAL GRANT Cost Classification Latest Approved Amount (Use only for revisions) Adjustment + or (-)Amount (Use only for revisions) Total Amount Required 1. Administration expense $ $ $10,000.00 2. Preliminary expense (IFE) $2,250.00 3. Land, structures, right-of-way $0.00 4. Architectural engineering basic fees $238,900.00 5. Other Architectural engineering fees $0.00 6. Project inspection fees $0.00 7. Land development $0.00 8. Relocation Expenses $0.00 9. Relocation payments to Individuals and Businesses $0.00 10. Demolition and removal $0.00 11. Construction and project improvement $500,960.00 12. Equipment $0.00 13. Miscellaneous $0.00 14. Subtotal (Lines 1 through 13) $752,110.00 15. Estimated Income (if applicable) $0.00 16. Net Project Amount (Line 14 minus 15) $752,110.00 17. Less: Ineligible Exclusions $0.00 18. Subtotal (Lines 16 through 17) $752,110.00 19. Federal Share requested of Line 18 $676,899.00 20. Grantee share $50,163.00 21. Other shares (State) $25,048.00 22. TOTAL PROJECT (Lines 19, 20 & 21) $ $ $752,110.00 FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 5 of 7 OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 6/30/2023 SECTION C - EXCLUSIONS 23.Classification (Description of non-participating work) Amount Ineligible for Participation a. $0.00 b. c. d. e. f. g. Total $ SECTION D - PROPOSED METHOD OF FINANCING NON-FEDERAL SHARE 24. Grantee Share – Fund Categories Amount a. Securities $0.00 b. Mortgages $0.00 c. Appropriations (By Applicant) $50,163.00 d. Bonds $0.00 e. Tax Levies $0.00 f. Non Cash $0.00 g. Other (Explain) $0.00 h. TOTAL - Grantee share $50,163.00 23. Other Shares Amount a. State $25,048.00 b. Other $0.00 c. TOTAL - Other Shares $25,048.00 26. TOTAL NON-FEDERAL FINANCING $0.00 SECTION E – REMARKS (Attach sheets if additional space is required) FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 6 of 7 OMB CONTROL NUMBER: 2120-0569 OMB EXPIRATION DATE: 8/31/2019 PART VI - PROGRAM NARRATIVE PROJECT: Rehabilitate Runway 9-27 Edge Lighting and Signage - Design, Bidding, and Construction AIRPORT: Hagerstown Regional Airport (HGR) 1. Objective: This project is for the design, bidding and construction phases of a project for the complete removal and replacement of the existing incandescent edge lighting and signage systems with new LED fixtures. The Project will revise the airfield signage to meet the requirements of the approved Airport Signage and Marking Plan. The existing can and conduit system is being reused; however, new circuits will be installed to power the new fixtures and signs. The existing regulator for this circuit is being replaced in the existing airfield electrical vault as part of this Project to accommodate the more efficient fixtures. This project is on the Approved ALP dated September 2020. This Project is in accordance with the Airport Signage and Marking Plan approved by the FAA on August 21, 2023. A NEPA Categorical Exclusion (CATX) was approved for this Project by the FAA on March 21, 2023. 2. Benefits Anticipated: The current edge light fixtures and signs were installed over 20 years ago and have reached their useful life. The Project is required to maintain existing capacity and safety for the traveling public. 3. Approach: (See approved Scope of Work in final Application) Milestones: FAA Approval to Advertise: 09/19/2023 Bid Opening: 10/25/2023 Anticipated NTP: February 2024 Anticipated Final Inspection: September 2024 Key Entities: Design Engineer: ADCI Construction Manager/Inspection: ADCI Contractor: Global Electrical Services, Inc. 4. Geographic Location: The Project is located on the Hagerstown Regional Airport located in Washington County, Maryland. 5. If Applicable, Provide Additional Information: N/A. 6. Sponsor’s Representative: (include address & telephone number) Neil R. Doran, C.M., A.C.E., Airport Director Hagerstown Regional Airport 18434 Showalter Road Hagerstown, Maryland 21742 Tel: (240) 313-2764 FAA Form 5100-100 (8/20) SUPERSEDES PREVIOUS EDITION Page 7 of 7 Hagerstown Regional Airport (HGR) State No.:Pending FAA Number (if applicable):3-24-0019-069-2024 PROJECT DESCRIPTION:Project 1: Rehabilitate Runway 9-27 Lighting and Signage (Design and Bidding) Project 2: Rehabilitate Runway 9-27 Lighting and Signage (Construction) $701,947.00 CONTRACT AMOUNT COSTS INCURRED CURRENT REQUEST AMOUNT of PREVIOUS REQUESTS PROJECT COSTS TO DATE PERCENT COMPLETED 10,000.00$ -$ -$ -$ -$ -$ -$ -$ 10,000.00$ -$ -$ -$ 0.00% 2,250.00$ -$ -$ -$ -$ -$ -$ -$ 2,250.00$ -$ -$ -$ 0.00% -$ -$ -$ -$ 0.00% 107,180.00$ -$ -$ -$ 131,720.00$ -$ -$ -$ 238,900.00$ -$ -$ -$ 0.00% -$ -$ -$ 500,960.00$ -$ -$ 500,960.00$ -$ -$ -$ 0.00% -$ -$ -$ -$ -$ -$ -$ -$ -$ 0.00% SUBTOTAL PROJECT 1 119,430.00$ SUBTOTAL PROJECT 2 632,680.00$ TOTAL PROJECT 752,110.00$ -$ -$ -$ 0.00% Original Grant Summary Current Grant Summary Amendment Required Project Costs To Date -$ Total Project Cost $752,110.00 752,110.00$ $0.00 Eligible Federal Share To Date 90.00%-$ Federal Share $676,899.00 676,899.00$ $0.00 **Eligible State Share To Date 5.00%-$ State Share $25,048.00 25,048.00$ $0.00 Local Share To Date 5.00%-$ Local Share $50,163.00 50,163.00$ $0.00 Less Amount Previously Requested -$ Amount Due This Request -$ ** Construction Costs Only Remaining Balance:$701,947.00 (This number MUST not be negative.) PROJECT COST SUMMARY Total Grant Amount: ADCI (Design and Bidding) Project 1 3. LAND, STRUCTURES, RIGHT-OF-WAY N/A TOTAL LAND COSTS 4. PROFESSIONAL SERVICES Project 1 1. ADMINISTRATIVE (Sponsor time, Legal, Audit, Etc.) Project 1 Washington County TOTAL PROFESSIONAL FEES ADCI (Construction) Washington County Project 2 TOTAL EQUIPMENT COSTS 2. PRELIMINARY (IFE, Advertsiement, Etc.) Project 1 Global Electrical Services, Inc. N/A N/A 11. CONSTRUCTION Project 2 TOTAL CONSTRUCTION COSTS Project 1 Washington County N/A Washington County TOTAL PRELIMINARY 12. EQUIPMENT Project 2 Project 2 Project 2 TOTAL ADMINISTRATIVE COSTS 20231030 Project Cost Summary - Hagerstown HGR RW 9-27 L-S R0.xlsx\Project Cost Summary 10/31/2023 BID TABS/PROPOSALS 1. Bid Tabulation 2. Bid Evaluation/Recommendation of Award 3. Bid Proposal (Contractor) AIRPORT DESIGN CONSULTANTS, Inc. 6031 University Blvd, Suite 330 Ellicott City, MD 21043 410.465.9600 Fax 410.465.9602 www.adci-corp.com October 30, 2023 Mr. Neil Doran, C.M, ACE Airport Director Hagerstown Regional Airport 18434 Showalter Road Hagerstown, Maryland 21742 Sent electronically to: ndoran@washco-md.net Reference: Bid Tabulation and Contract Award Recommendation Runway 9-27 Edge Lighting and Signage Replacement, PUR-1637 FAA AIP 3-24-0019-071-2023 Hagerstown Regional Airport, Hagerstown, MD Dear Mr. Doran: On Wednesday, October 25, 2023 at 2:00 PM, sealed bids were opened for the above referenced project at Hagerstown Regional Airport (HGR). A total of two (2) bids were received and they are as shown in the table below: CONTRACTOR TOTAL Global Electrical Services, Inc. $500,960.00 Callas Contractors, LLC $1,110,720.00 Engineer’s Estimate $814,675.00 The apparent low bidder is: Global Electrical Services, Inc. 91 Lower Oak Grove Rd Frenchtown, NJ, 08825 In evaluating the Bids received, the apparent low bid is below the Engineer's Opinion of Probable Cost (EOPC) for the total bid by 38.5%. For this reason, Airport Design Consultants, Inc. (ADCI) contacted the apparent low bidder and questioned them if they were comfortable with their numbers and wanted to hold their bid for the Project. The bidder advised that in their eyes this was a relatively simple project and they already have most of the items needed to comply with the safety and phasing of the Project; therefore, were comfortable with their Bid and looked forward to working with the County. Of the 20 items bid the Contractor was above the EOPC on 5 items and below on 15 items. In reviewing the unit bid prices the lump sum and early need items were not unbalanced; therefore, the bid is considered balanced overall when compared to the EOPC. No single bid item was greater than 20% of the total bid; therefore, there are no major contract Project No. 2023-HGR-1302 Mr. Neil Doran, C.M., ACE October 30, 2023 Page 2 of 3 items for the Project. Global Electrical Services, Inc. (UEI: C2L2YJLNVDH5) is a registered vendor in the Federal System for Award Management (SAM) and has no Active Exclusion Records found at www.sam.gov. Global Electrical Services, Inc. (Entity Number: Pending) is not yet an active registered Business Entity with the Maryland State Department of Assessments and Taxation (SDAT) found at https://egov.maryland.gov/BusinessExpress/EntitySearch ; however, they are in the process and will be registered before the time of award. In reviewing the proposals of the two (2) lowest bidders for completeness and accuracy, the following irregularities are noted for your consideration: Proposal – Global Electrical Services, Inc. (FID# 16-1656977)  Form of Proposal, Page FP-2, Paragraph 1, Total Sum Bid, the Bidder listed the total in written and Figures as $499,960; however, the total of Sub Total A ($469,960) on Page SP-6 and Sub Total B ($31,000) on Page SP-7 equates to $500,960. Proposal – Callas Contractors, LLC (FID# 52-1954184)  Form of Proposal, Page FP-3, third paragraph indicates the Bidder would provide a Bid Security in the sum of $1,200,000; however, the bid security attached to the Proposal is in the amount of 5% of the Total Bid as required.  Page TDFCL-1, Bidder did not complete the Certifications section by checking he appropriate areas in Paragraphs 1 and 2.  The Bidder’s DBE Certification was submitted with the Proposal, however, as indicated on Page DBE-1 and 2, the Bidder did not submit the other information required as listed under “Information to be submitted”. In accordance with General Provision 30-01, Consideration of Proposals, until the award of a contract is made, the Owner can reserve the right to reject a bidder's proposal for any of the following reasons: a. If the proposal is irregular as specified in the subsection titled IRREGULAR PROPOSALS of Section 20. b. If the bidder is disqualified for any of the reasons specified in the subsection titled DISQUALIFICATION OF BIDDERS of Section 20. In addition, until the award of a contract is made, the Owner can reserve the right to reject any or all proposals, waive technicalities, if such waiver is in the best interest of the Owner and is in conformance with applicable state and local laws or regulations pertaining to the letting of construction contracts; advertise for new proposals; or proceed with the work otherwise. All such actions shall promote the Owner’s best interests. On Page DBE-22, of the Disadvantage Business Enterprise (DBE) Program, Global Electrical Services, Inc. indicates that they will utilize not less than the contract required 11.03% DBE Participation on this Project. Global Electrical Services, Inc. indicated on Page DBE-14 the Listing of DBE Subcontractors Form that they would meet this goal utilizing MRS Airfield Lighting & Mr. Neil Doran, C.M., ACE October 30, 2023 Page 3 of 3 Supplies, LLC (DBE Cert# 12-063) for supplying the required materials. This company was verified as a certified DBE with the MDOT Office of Minority Business Enterprise, Certification Management System at https://mbe.mdot.maryland.gov/directory/search_select.asp . If it is the Owners intention to award the current Contract the award should go to Global Electrical Services, Inc. The Owner should review any irregular items with your Attorney to determine satisfactory compliance with the Proposal terms. We recommend that you forward the bid tabulation to the FAA Washington ADO and Maryland Aviation Administration (MAA) and, subject to grant funding availability, request their concurrence to award. Thank you for the assistance we received from you, your staff and Washington County Purchasing Department on this important project at HGR. If you have any questions or need further assistance, please do not hesitate to contact our office. Sincerely, Ronald N. Morris, PE, CM Senior Engineering Manager Enclosures: 1. Bid Tabulation Summary 2. Bid Tabulation Cc: Mr. Rick Curry, Washington County Purchasing Department O:\HGR\Projects\2023-1302 RW927\Non-CAD\9_Bidding\Bid_Tabulations\20231030 Bid Tabulation Ltr - HGR RW 9-27 Replacement - Final.docx HAGERSTOWN REGIONAL AIRPORT RUNWAY 9-27 EDGE LIGHTING AND SIGNAGE REPLACEMENT - CONSTRUCTION BIDS RECEIVED 10/25/2023; 2:00 PM EST CONTRACTOR Sub Total A: Sum Total of Base Bid Items L-100-5.1 through L-125-5.14 Sub Total B: Sum Total of Base Bid Items M-100-4.1 through C-105-6.1 TOTAL Engineer's Estimate $705,475.00 $109,200.00 $814,675.00 Global Electrical Services, Inc. $469,960.00 $31,000.00 $500,960.00 Callas Contractors, LLC $958,720.00 $152,000.00 $1,110,720.00 * Red Text indicates that the itemized amount did not match the proposal; therfore, as adjusted and the correct total is indicated above. Unit Price Written amounts govern. BID TABULATION SUMMARY Bid Tabulation - HGR RW 9-27 LS.xlsx Page 1 of 2 APPROX. ITEM NO.SPEC NO. DESCRIPTION UNIT QUANTITY UNIT PRICE SUBTOTAL UNIT PRICE SUBTOTAL UNIT PRICE SUBTOTAL 1 L-100-5.1 SITE LOCATING AND DUCT TRACING ALLOW 1 $20,000.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00 2 L-108-5.1 1-1/C NO. 8 AWG, 5KV, L-824C CABLE IN CONDUIT, INSTALLED COMPLETE IN PLACE LF 28500 $4.00 $114,000.00 $3.49 $99,465.00 $6.10 $173,850.00 3 L-108-5.2 DEMOLITON OF CABLE IN CONDUIT, CONDUIT TO REMAIN, PER CONDUIT LENGTH LF 28500 $1.50 $42,750.00 $0.80 $22,800.00 $1.00 $28,500.00 4 L-109-7.1 REMOVE 30KW CONSTANT CURRENT REGULATOR AND ASSOCIATED EQUIPMENT AND INSTALL 20KW, 5-STEP, 240V, L-829 CONSTANT CURRENT REGULATOR AND ALL ASSOCIATED INCOMING POWER AND COMMUNICATION APPURTENANCES EA 1 $25,000.00 $25,000.00 $27,000.00 $27,000.00 $48,600.00 $48,600.00 5 L-125-5.1 L-862(L) RUNWAY ELEVATED EDGE LIGHT FIXTURE ON EXISTING LIGHT BASE, WITH TRANSFORMER AND ACCESSORIES, INSTALLED COMPLETE IN PLACE EA 64 $2,000.00 $128,000.00 $860.00 $55,040.00 $2,555.00 $163,520.00 6 L-125-5.2 L-862E(L) RUNWAY THRESHOLD/END LIGHT ON EXISTING LIGHT BASE, WITH TRANSFORMER AND ACCESSORIES, INSTALLED COMPLETE IN PLACE EA 16 $2,000.00 $32,000.00 $890.00 $14,240.00 $2,800.00 $44,800.00 7 L-125-5.3 L-850C(L) RUNWAY IN-PAVEMENT EDGE LIGHT FIXTURE ON EXISTING LIGHT BASE , WITH TRANSFORMER AND ACCESSORIES, INSTALLED COMPLETE IN PLACE EA 5 $2,500.00 $12,500.00 $1,590.00 $7,950.00 $4,260.00 $21,300.00 8 L-125-5.4 1 MODULE - SIZE 1, STYLE 3, CLASS 1, MODE 2, L-858(L) AIRFIELD GUIDANCE SIGN ON EXISTING FOUNDATION, WITH TRANSFORMER AND ACCESSORIES, INSTALLED, COMPLETE IN PLACE EA 10 $4,000.00 $40,000.00 $2,150.00 $21,500.00 $4,500.00 $45,000.00 9 L-125-5.5 2 MODULE - SIZE 1, STYLE 3, CLASS 1, MODE 2, L-858(L) AIRFIELD GUIDANCE SIGN ON EXISTING FOUNDATION, WITH TRANSFORMER AND ACCESSORIES, INSTALLED, COMPLETE IN PLACE EA 13 $5,000.00 $65,000.00 $3,150.00 $40,950.00 $5,730.00 $74,490.00 10 L-125-5.6 3 MODULE - SIZE 1, STYLE 3, CLASS 1, MODE 2, L-858(L) AIRFIELD GUIDANCE SIGN ON EXISTING FOUNDATION, WITH TRANSFORMER AND ACCESSORIES, INSTALLED, COMPLETE IN PLACE EA 13 $6,100.00 $79,300.00 $3,900.00 $50,700.00 $7,170.00 $93,210.00 11 L-125-5.7 4 MODULE - SIZE 1, STYLE 3, CLASS 1, MODE 2, L-858(L) AIRFIELD GUIDANCE SIGN ON EXISTING FOUNDATION, WITH TRANSFORMER AND ACCESSORIES, INSTALLED, COMPLETE IN PLACE EA 2 $7,200.00 $14,400.00 $4,100.00 $8,200.00 $8,750.00 $17,500.00 12 L-125-5.8 1 MODULE - SIZE 4, STYLE 3, CLASS 1, MODE 2, L-858(L) AIRFIELD GUIDANCE SIGN ON EXISTING FOUNDATION, WITH TRANSFORMER AND ACCESSORIES, INSTALLED, COMPLETE IN PLACE EA 6 $6,500.00 $39,000.00 $4,100.00 $24,600.00 $7,900.00 $47,400.00 13 L-125-5.9 RELOCATE 2 MODULE L-858(L) AIRFIELD GUIDANCE SIGN ON EXISTING FOUNDATION, FURNISH AND INSTALL TRANSFORMER AND ACCESSORIES, INSTALLED, COMPLETE IN PLACE EA 2 $900.00 $1,800.00 $750.00 $1,500.00 $2,700.00 $5,400.00 14 L-125-5.10 REMOVE AND REPLACE ALL EXISTING SIGN PANELS WITHIN EXISTING SIGN HOUSING EA 4 $850.00 $3,400.00 $900.00 $3,600.00 $2,675.00 $10,700.00 15 L-125-5.11 INSTALL 12" DIAMETER 36" DEEP REINFORCED CONCRETE PIER FOR SIGN FOUNDATION EXTENSION AND 6" DEEP WASHED STONE MAINTENANCE PAD, COMPLETE IN PLACE EA 12 $1,350.00 $16,200.00 $1,100.00 $13,200.00 $5,500.00 $66,000.00 16 L-125-5.12 REMOVE AIRFIELD GUIDANCE SIGN, DEMOLISH TRANSFORMER AND ACCESSORIES, FOUNDATION TO REMAIN EA 46 $1,000.00 $46,000.00 $590.00 $27,140.00 $1,600.00 $73,600.00 17 L-125-5.13 REMOVE LIGHT FIXTURE, DEMOLISH TRANSFORMER AND ACCESSORIES EA 85 $225.00 $19,125.00 $295.00 $25,075.00 $210.00 $17,850.00 18 L-125-5.14 TEMPORARY AIRFIELD LIGHTING DURING CONSTRUCTION ALLOW 1 $7,000.00 $7,000.00 $7,000.00 $7,000.00 $7,000.00 $7,000.00 SubTotal A $705,475.00 $469,960.00 $958,720.00 19 M-100-4.1 MAINTENANCE AND PROTECTION OF TRAFFIC LS 1 $70,500.00 $70,500.00 $10,000.00 $10,000.00 $106,000.00 $106,000.00 20 C-105-6.1 MOBILIZATION LS 1 $38,700.00 $38,700.00 $21,000.00 $21,000.00 $46,000.00 $46,000.00 SubTotal B $109,200.00 $31,000.00 $152,000.00 Total Bid $814,675.00 $500,960.00 $1,110,720.00 * Highlighted Text indicates that the itemized amount does not match the proposal. Unit Price Written amounts govern. Global Electrical Services, Inc. Callas Contractors, LLCENGINEER'S ESTIMATE BID TABULATION RUNWAY 9-27 EDGE LIGHTING AND SIGNAGE REPLACEMENT - CONSTRUCTION HAGERSTOWN REGIONAL AIRPORT BIDS RECEIVED 10/25/2023; 2:00 PM EST Bid Tabulation - HGR RW 9-27 LS.xlsx Page 2 of 2 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT RID NO. P1RR-1635 HAGERSTOWN REGIONAL AIRPORT BIDDOCUMENTS AIP 3-24-0019-071-2023 (DESIGN/CONSTRUCTION) SEPTEMBER 2023 SIGNATURE TO BIDS NOTE: Bidders shall use this page as a cover page when submitting his/her bid. Each bid must show the fill business address and telephone number of the Bidder and be signed by the person legally authorized to sign contracts. All correspondence concerning the bid and contract, including notice of award, copy of contract and purchase order, will be mailed or delivered to the address shown on the bid in the absence of written instructions from the Bidder to the contrary. Bids by partnerships must be signed in the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and designation of the person signing, who shall also state the names of the individuals composing the partnership. Bids by corporations must be signed with the name of the corporation, followed by the signature and designation of the officer having authority to sign. When requested, satisfactory evidence of authority of the officer signing in behalf of the corporation shall be fitrnislied. Anyone signing the bid as agent shall file satisfactory evidence of his/her authority to do so. Aft documents, materials, or data developed as a result of this contract are the County's property. The County has the right to use and reproduce any documents, materials, and data, including confidential information, used in or developed as a result of this contract. The County may use this information for its own purposes or use it for reporting to Federal agencies. The Bidder warrants that it has title to or right of use of all documents, materials, or data used or developed in connection with this contract. The Bidder must keep confidential all documents, materials, and data prepared or developed by the Bidder or supplied by the County. All erasures and/or changes shall be initialed by the individual making modifications to the proposal. BIDDER MUST SIGN BELOW AND RETURN THESE PAGES AND THE PROPOSAL FORM IN ADDITION TO SUBMITTING ANY DOCUMENTS CALLED FOR BY THE GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS, SPECIFICATIONS, AND ANY OTHER DOCUMENTS HEREIN CONTAINED. By signing here, Bidder does hereby attest that he/she has read fidly the general conditions and instructions, specifications, and any other documents herein contained, and does understand them and will furnish and deliver all labor and materials in accordance with the specifications for the price as listed on the proposal form. Bidder acknowledges receipt of Addenda by initialing the following: Addendum No. I _�� Addendum No. 2 (]�� Addendum No. 3 Addendum No. 4 Addendum No. 5 Addendum No. 6 SIGNATURE TO BIDS SB-1 RSA"I'AY 9-27 EDGE LIGHTING & SIGNAGE REPLACEI W NT DID NO. PDR-I6.13 HAGERSTOIVN REGIONAL AIRPORT DID DOC(I\IENTS AlP 3.2/-0019-071-1023 (DESIGNICONSTROCTIOr) SEPTEAIBER 2023 BIDDER'S COMPANY/FIRM: Global Electrical Services, Inc. ADDRESS: 91 Lower Oak Grove Rd, Frenchtown, NJ 08825 AUTHORIZED SIGNATURE: NAME AND TITLE PRINTED: Gary Rabosky, President TELEPHONE & FAX NUMBER: (908)996-0497 E-MAIL ADDRESS: gary -alobalelectric.biz DATE: 10/24/23 FEDERAL EMPLOYER'S IDENTIFICATION N0. 16-1656977 For Informational Purposes Only: Has your company/firm been certified by the State of Maryland as a Minority Business Enterprise? (Please check.) _ Yes _No SR-2 RUNWAY 9.27 EDGE LIGHTING & SIGNAGE REPLACEMENT HAGERSTOUN REGIONAL AIRPORT' Ali' 3-244019-071-2023 (DESIGMCONSTRUCTIOII) PUR-1635 FORM OF PROPOSAL (Submit Form of Proposal & Schedule of Prices) Bm NO. PUR-1639 DID DOCUMENTS SEPT EMBER 2023 Board of County Commissioners BIDS DUE: of Washington County, Maryland Date: Weduesday, October 25, 2023 (hereinafter called tOOwner") Time: No later than 2:00 P.M., (EDT/EST) c/o Washington County Purchasing Department 100 West Washington Street, Suite 3200 Hagerstown, MD 21740 Project Name: Runway 9-27 Edge Lighting & Signage Replacement Washington County Bid No.: PUR-1635 Proposal of Global Electrical Services, Inc. (hereinafter called "Bidder"), *a corporation, organized and existing under the laws of the State of New Jersey 'a partnership, or an individual doing business as Telephone No. 9( O8) 996-0497 Fax:( 908-996-0497 Contact: Name & Title Printed: Gary Rabosky, President Address: 91 Lower Oak Grove Rd, Frenchtown, NJ 08825 E-Mail Address: gary@globalelectric.biz "Iinsgrt corporation, partnership or individual as applicable. Gentlemen/Ladies: The Bidder, in compliance with your Invitation for Bids for the abovementioned project has examined the plans and specifications with related documents and the size of the proposed work, and being familiar with all of the conditions surrounding the construction of the proposed project including the availability of materials and labor, hereby proposes to furnish all labor, materials, equipment, plant and services, and to'wnstnlet the project in accordance with the Contract Documents and Addenda within the time set forth therein, and at the prices stated below. These prices are to cover all expenses incurred in performing the work required under the Contract Documents, of which this proposal is a part. We hereby submit our proposal for the Runway 9-27 Edge Lighting & Signage Replacement — Hagerstown Regional Airport. Having carefully examined the Contract Documents for the subject construction project - Specifications Dated September 2023 Drawings Dated September 2023 Addenda No. 1 ,Addenda No. Date10/19/23, No. Date No. 2 Date 10/23/23 , No. Date Date No. Date rORDr Or PROPOSAL FP-1 RUMYAY 9-17 EDGE LIGHTING & SIGNAGE REPLACEMENT HAGERSTOWN REGIONAL AIRPORT AIR 3-14-0019-071-2013 (DESIGN/CONSTRUCTION) DID NO. POR.105 DID DOCOMiENTS SEPTEMa3ER 2023 and having received clarification on all items of conflict or upon which any doubt arose, the undersigned proposes to properly complete the work, in strict accordance with the Contract Documents, for the stipulated sum of, based on the unit prices set forth in the attached Schedule of Prices: 1. TOTAL SUM BID: To fumish labor, materials, equipment, plant and services necessary to properly complete the work required under the TOTAL SUM BID, based on the prices set forth in the attached Schedule of Prices in strict accordance with the aforesaid documents, and to be substantially completed within Sixty (60) consecutive calendar days from the date of contractors receipt of written Notice to Proceed. four hundred ninety nine thousand nine hundred and sixty Dollars Cents S 499,960.00 (Written) (Figures) (Amount shall be shown in both words and figures. III case of discrepancy, the amount shown in words will govern.) It is understood that the bid price will be fine for a time period of one hundred and twenty (120) calendar days from the bid opening date and that if the undersigned is notified of acceptance of this proposal within this time period, the firm shall substantially complete the total work within Sixty (60) consecutive calendar days from the date of "Notice to Proceed" for construction and to complete the work in accordance with the provisions of the Contract Documents. If this work is not completed within the time period specified, the Contractor will be liable for liquidated damages of: Two thousand five hundred (S2,500) dollars per consecutive calendar day for exceeding the contract duration. Two thousand five hundred (S2,500) dollars per 15 minutes (or part thereof) for delay in runway opening. 2.: SUBCONTRACTORS: A. All Bidders shall submit their list of subcontractors list as part of their bid packet. B. No change or deviation from this list shall be allowed except as determined by the Owner or the Owner's Representative. 3.. AWARD: 4. Award of the bid can be made by the Owner to the responsive, responsible low bidder based on the Total Sum Bid for the Base Bid. No. Date Issued Place of Issuance 16-1656977 Federal Employer Identification Number (FEIN) or Social Security No. if no FEIN FORM OF PROPOSAL FP-2 RIWWAY 9-27 EDGE LIGHTING & SIGNAGE REPLAMDENT BID NO. PUR-1616 HAGERSTOWN REGIONAL AIRPORT BIDDOCUMENTS AIP 3-24-0019-071-2023 (DESIGNICONSTRUCTION) SEPMIDER 2021 Bid Security Bonds shall be submitted with each proposal in the amount of five percent (5%) of the Total Sum Bid. Bid Bonds, except those of the two (2) low bidders will be returned after the bid opening. Other bid bonds will be returned after the related contract has been executed. If no bid has been accepted within one hundred and twenty (120) calendar days after the bid opening, then any bond may be returned upon demand of the bidder. Upon receipt of written notice of the acceptance of this bid, bidder will execute the formal contract within fifteen (15) calendar days. The Bid Security attached, in the sum of: Dollars twenty four thousand nine hundred and ninety eight Cents S (Written) 24,998.00 (Figures) Is to become the property of the Owner in the event the Contract and Bond are not executed within the time set forth above, as liquidated damages for the delay and additional expense to the Owner caused thereby. Failure to properly and completely fill in all blanks may be cause for rejection of this proposal. All alternates and unit prices called for in the Contract Documents must be submitted herewith. Dated: 10/24/23 Global Electrical Services, Inc. BIDDER'S NAME BIDDER'S SISAL BY, )r 1T IGNATURE AND TALE 91 Lower Oak Grove Rd ADDRESS Frenchtown, NJ 08825 CITY STATE INSTRUCTIONS: The bidder shall fill in all the blank spaces and complete the Form of Proposal and Schedule of Prices which follows. FORM OF PROPOSAL FP-3 ALMA" 9-27 EDGE LIGNMG & SIGNAGE REPLICEULN'T HAGERSTOWNREGIONALAIRPORT A1P 3-24-0019-071-2023 (DESIGNICONSTRUMON) "REVISED" SCHEDULE OF PRICES FORM BID NO. PCR-163S BID D0CUNWNTS SEPMIBER 2023 Item No. Description Unit Approhate Unit Price Total Price uantiity Site Locating and Duct Truing @. Twenty Thousand Dollars (Written) L-100-5.1 ALL 1 S20,000.00 $20,000 00 Zero Cents per (Written) 1-11C No. 8 AWG, 5KV, L-824C Cable in Conduit, Installed Complete in Place L-108-5.1 three Dollars LF 28,500 S 3.49 S 99,465.00 (Written) (Figures) (Figures) fourty nine Cents per (Written) Demolition of Cable in Conduit. Conduit to Remain, per Conduit Length L-108-5.2 zero Dollars $ .80 $ 22,800.00 (Written) LF 28,500 (Figures) (Figures) eighty Cents per (Written) BID SCHEDULE OF PRICES (Revised via Addendron No. 7, dated 10-23-23) SP-1 PUNWAY 9-27 EDGE LIGHTLNG & SIGNAGE REPL\CENMNT HAGERSTOwN REGIONALArRPORT AIP3-240019-071-2023 (DESIGNICONSTRUCPIO-,) "REVISED" SCHEDULE OF PRICES FORM BID No. PX-R-1635 BID DOCCUE.\7S SEYMMER 2023 Item No. Description Unit Approximate Unit Price Total Price Quantity Remove 30KW Constant Current Regulator and Associated Equipment and Install 20KW, 5-Step, 240V, L-829 Constant Current Regulator and all Associated Incoming Power and Communication Appurtenances L-109-7.1 twenty seven thousand Dollars EA 1 27,000.00 $ $ 27,000.00 (Written) (Figures) (Figures) zero Cents per (Written) L-862(L) Runway Elevated Edge Light Fixture on Existing Light Base, with Transformer and Accessories, Installed Complete in Place @ L-125-5.1 eight hundred and sixty Dollars $ 860.00 $ 55,040.00 EA 64 (Wrilen) (Figures) (Figures) zero Cents per (Written) L-862E(L) Runway Threshold/End Light on Existing Light Base, with Transformer and Accessories, Installed Complete in Place L-125-52 eight hundred and ninety Dollars $ 890.00 $ 14,240.00 EA IG (Written) (Figures) (Figures) zero Cents per (Wivten) BID SCHEDULE OF PRICES (Revised zda Addendum No. 2, dated 70-23-23) SP-2 WWWAY 9-27 EDGE LIGMTI G & SIG\AGE REPLACE\1ENT tiAGERSTOR\ REGIO'NALAIRPORT AD?3-24.0019-071 ?013 (DESIG\/CO\STRUCTlO-q) "REVISED" SCHEDULE OF PRICES FORM BID NO. PUR-1635 BID D0CV%1E\TS SErM BER 2023 Item No. Description Unit Approximate uan titY Unit Price Total Price L-850C(L) Runway In -Pavement Edge Light Fixture on Existing Light Base, with Transformer and Accessories, Installed Complete in Place a L-125-5.3 one thousand five hundred and ninety Dollars EA 1,590.00 $ $ 7,950.00 5 (Written) (Figures) (Fiellres) zero Cents per (Written) I Module - Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place @ L-125-5.4 two thousand one hundred and fifty Dollars $ 2,150.00 $ 21,500.00 EA 10 (Written) (Figures) (Figures) zero Cents per (Written) 2 Module - Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with and Accessories, Installed, Complete in Place (Transformer three thousand one hundred fifty 3,150.00 40,950.00 L-I25-ss and Dollars EA I3 $ $ (Written) (Frgimes) (Figures) zero Cents per (Wruen) BID SCHEDULE OF PRICES (Revised 1 is Addendnan No. 2. dared _-23) SP-3 RUNMAY 9-27 EDGE UGHTING& SIGNAGE REPLACE\LENT HAGERSTOWS REGIONAL AIRPORT AIP 3-24.00IM71-2023 (DESIGN/CONS MUCnON� "REVISED" SCHEDULE OF PRICES FORM BID NO. PLR-163.9 BID DOCUMENTS SEPr MER2023 Item No. Description Unit A prwdmate Unit Price Total Price nantitv 3 Module — Size 1, Style 3, Class 1. Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation. with Transformer and Accessories, Installed, Complete in Place @ L, 125-5.6 three thousand nine hundred Dollars $ 3,900.00 $ 50,700.00 EA 13 (Written) (Figures) (Figures) zero Cents per (Wrillen) 4 Module — Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place L-125-5.7 four thousand one hundred Dollars $ 4,100.00 8,200.00 $ EA � (Writlen) (Figures) (Figures) zero Cents per (Written) i Module — Size 4, Style 3, Class 1, Mode 2, 1-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place C four thousand one hundred Dollars 4,100.00 $ 24,600.00 S EA � (Wrille)7) (Figures) (Figures) zero Cents per (Written) BID SCHEDULE OF PRICES (Revised via Addendum No. 2. dated 70-23-23) SP-4 Rt'�'n:4Y 9-27 EDGE LIGHMG & SIG\AGE REPLACUNICN7 HAGERSTOWN REGIONALAIRPORT AIP3-24001"71-2023 (DESiG\/CON-STRrCnoN) "REVISED" SCHEDULE OF PRICES FORM BID No. PUR-1635 BID DOCCAMN-rs SUMMER 2023 Item No. Description p Unit Approximate Unit Price Total Price uantitr Relocate 2 Module L-858(L) Airfield Guidance Sign on Existing Foundation, Furnish and Install Transformer and Accessories, Installed, Complete in Place L-125-5.9 seven hundred and fifty Y Dollars EA 2 S 750.00 S 1,500.00 (Written) (Figures) (Figures) zero Cents Per (Written) Remove and Replace all Existing Sign Panels within Existing Sign Housing L-125-5.10 nine hundred Dollars $ 900.00 $ 3,600.00 (Written) EA 4 (Figures) (Figures) zero Cents per (Written) Install 12" Diameter 36" Deep Reinforced Concrete Pier for Sign Foundation Extension and 6" Deep Washed Stone Maintenance Pad, Complete in Place @ one thousand one hundred 1,100.00 13,200.00 L-125-511 Dollars EA 12 $ $ (Written) (Figures) (Figures) zero Cents per (Written) BID SCHEDULE OF PRICES (Revised via Addendum No. 2, doled 10-23-23) SP-3 WNW" 9-27 EDGE LIGHMG & SIGNAGE RMACE.\3&N7 nAGERSTO\vN REGIONALAIRPORT .kV 3-24-0019-071-2023 (DESIGVCONSTRUCnoN) "REVISED" SCHEDULE OF PRICES FORM BID NO. MR-1633 BID DOCUINTS SEPLEVBER 2023 Item No. Description Unit Approximate Unit Price Total Price Quantity Remove Airfield Guidance Sign, Demolish Transformer and Accessories, Foundation to Remain L-125-5.12 five hundred ninety Dollars S 590.00 S 27,140.00 EA 46 (Written) (Figures) (Figures) Zero Cents per (Written) Remove Light Fixture, Demolish Transformer and Accessories two hundred ninety five Dollars 5 295.00 25,075.00 L-125-5.13 (written) EA 95 S (Figures) (Figures) zero Cents per (Written) Temporary Airfield Lighting During Construction Seven Thousand Dollars (Written) L-125-5.14 ALL I $7,000 Zero Cents per (Written) Sub Total A: Sum Total of Base Bid Items L-100-5 1 through L-125-5 14 four hundred sixty nine thousand nine hundred and sixty Dollars $ 469,960.00 (Written) (Figures) zero Cents per (Written). BID SCHEDULE OF PRICES (Reused Zia Addendum No. 2, dated 10-23-23) SP-6 "REVISED" SCHEDULE OF PRICES FORM Item No. Description Unit Approximate ate Unit Price Total Price Maintenance and Protection of Traffic (shall not exceed 10% of total Contract Bid amount) @ ten thousand Dollars � 10,000.00 S 10,000.00 M-100-4.1 LS 1 (Written) (Figures) (Figures) zero Cents per (Written) Mobilization (shall not exceed 5% of total Contract Bid amount) @ twenty one thousand Dollars $ 21,000.00 $ 21,000.00 C-105 6.1 LS 1 (Written) (Figures) (Figures) zero Cents per (Written) Sub Total B: Sum Total of Base Bid Items M-100-4.1 through C-105 6.1 @ thirty one thousand Dollars $ 31,000.00 (Written) (Figures) zero Cents per (Wtinen) BID SCHEDULE OF PRICES (Revised via Addendum No. 2, dated 10-23-23) SP-7 C RUNIVAY 9-27 EDGE LIGHMG & SIGNAGE REPLACEMENT DID NO. PIRt-1635 HAGERSTOWN REGIONAL AIRPORT BIDDOCUNIENTS AIP3-4-0019-071-2023(DESIGNICOMTRUC710NI please see attached Bid Bond SEPTEMBER 2023 BID BOND KNOW ALL PERSONS BY THESE PRESENTS, that we, the undersigned as Principal, and as Surety, are hereby held and firmly bound unto the Board of County Commissioners of Washington County, Maryland as OWNER in the penal sum of (five percent (5%) of Total Bid) for the payment of which', well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns. Signed, this day of , 2023. The Condition of the above obligation is such that whereas the Principal has submitted to the Board of County Commissioners of Washington County, Maryland a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing, for Contract No. PUR-1635 Runway 9-27 Edge Lighting & Signage Replacement — Hagerstown Regional Airport, NOW, THEREFORE, (a) If said BID shall be rejected, or (b) If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attachment hereto (Properly completed in accordance with said BID) and shall furnish a BOND for faithful performance of said contract, and for the payment of all persons performing labor furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said BID, then this obligation shall be void, otherwise the same shall relrmin in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its BONA shall be in no way impaired or affected by any extension of the time within which the OWNER may accept such BID, and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such Of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above. (L.S.) Principal Surety 0 IMPORTANT • Surety companies executing BONDS must appear on the Treasury Department's most current list (Circular 570 as amended) and authorized to transact business in the State where the project is located. -BIb BOND BB- 1 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT BID NO. PUR-1635 HAGERSTOnvN REGIONAL AIRPORT BID DOCIAIENTS AIP 3-24-0019-071-2023 (DESIGNK'ONSTRUCTIOr7 SEPTE111BER 1023 BID BOND Bond # 1047MD KNOW ALL PERSONS BY THESE PRESENTS, that we, the undersigned Global Electrical Services Inc. as Principal, and ThP Rarvirp Insurance Company Inc. as Surety, are hereby held and firmly bound unto the Board of County Commissioners of Washington County, Maryland as OWNER in the penal sum of 5% (five percent (5%) of Total Bid) for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns. Signed, this 19th day of October 2023, The Condition of the above obligation is such that whereas the Principal has submitted to the Board of County Commissioners of Washington County, Maryland a certain BID, attached hereto and hereby made a part hereof to enter into a contract in writing, for Contract No. PUR-1635 Runway 9-27 Edge Lighting & Signage Replacement —Hagerstown Regional Airport. NOW, THEREFORE, (a) If said BID shall be rejected, or (b) If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attachment hereto (Properly completed in accordance with said BID) and shall furnish a BOND for faithful performance of said contract, and for the payment of all persons performing labor furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said BID, then this obligation shall be void, otherwise the salve shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the OWNER may accept such BID; and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be Signed by their ropcWfic `the day and year first set forth above. G (L.S.) rinci al The Service Insurance Companv Inc. - Surety companies executing BONDS must appear on the Treasury Department's most ular 570 as amended) and authorized to transact business in the State where the project is BB-1 CORPORATE ACKNOWLEDGMENT State of New Countyof On theZ';, � day of �_�-C%2r, 2023 , before me personally cane Gary Rabosky to me known who being by me duly sworn, did depose and say; that he is President_ of the Global Electrical Services Inc. _ the Corporation described in and which executed the above instrument, that he knows the seal of such said corporation; that the seal affixed to the instrument is such corporate seal that it was so affixed by order of the Board of Directors of the said corporation, and he signed his name thereto by like order. Notary bfic ARYN LEACH Notary Public - state of New Jersey 2026 SURETY ACKNOWLEDGMENT My Commission Expires Jun 29, State of New York County of Onondaga On the 19`^ day of October , 2023 before me a Notary Public in and for the said County and State, residing therein, duly commissioned and sworn, personally appeared Raymond Suatoni known tome to be the Attorney -in -Fact of the The Service Insurance Company luc. the corporation described in and that executed the within and foregoing instrument and known to me to be the person who executed the said instrument in behalf of the said corporation, and he duly acknowledged to me that such corporation executed the same. IN WITNESS THEREOF, I have hereunto set my hand and affixed my official seal, the day and year stated in this certificate above. Notary Public DEBORAH SUATONI NOTARY PUBLIC STATE OF NEW YORK ONONDAGA LIC. 401SU4934873 COMM. EXR June 20, 20Z BOND NO.1047MD This Certificate may Company, Inc. Resolved: "That appearing upon a eerllfied effect as though manually q COMPANY EMBOSSED CORPO APPEAR ON BOND FORM AND THE SERVICE INSURANCE COMPANY, INC. (in CT, GA, KY, MA, MD, MS, MT, NH, NJ, NY, PA, RI, TN & WV) (d/b/a Service Guarantee and Surety Company in DC, DE, NC & SC) Service Guarantee and Surety Company (used in FL by: The Service Insurance Company, inc.), in AL Service Guarantee and Surety Co. (used in VA by: The Service insurance Company, Inc.) POWER OFATTORNEY KNOW ALL MEN BY THESE PRESENTS: That THE SERVICE INSURANCE COMPANY, INC., 80 Main Street #330, West Orange, NJ 07052, a corporation of the State of New Jersey (d/b/o Service Guarantee and Surety Company in DC, DE, WC & SC), Service Guarantee and Surety Company (used in FL by: The Service Insurance Company, Inc.) and in AL, Service Guarantee and Surety Co. (used it VA by: The Service Insurance Company, Inc.) pursuant to authority granted by Article VlB, Section 7 of the By -Laws of said Company, which reads as follows: "CONT&ICTS. The Board of Directors may authorize any r&ers, to execute any surely bond instrument in the Warne of and on behalf of the corporation, and such authority may be general or confined to specific instances." Does hereby nominate, constitute and appoint Glen 1'. Burger and James S. Burger, its true and lawful agents and Altomey(s)-in-Fact, to make, execute, seal and deliver for, and on its behalf as surety, and its act and deed: any and all bond undertakings, and consents of surety, no one bond to exceed an aggregated penal sum liability of $2,000,000 (Two Million Dollars). Does herebynominate, constitute and appoint ftainm UNop,Ja6saehangagrre"ArwwKy- ppo of Arthur J Gallagher & Co. Insurance Agency as its true and lawful Attomey(s)-in-Fact for the following purpose: to make, execute and deliver those bond undertakings and Consents of Surety on behalf of the Company to any Obligee for those bid bond, performance bond, payment bond and other bond undertakings not to exceed an aggregated penal sum liability of$2,000,000(Two Million Dollars). Said Insurance Agency Atiomey(s)-In-Fact shall obtain prior approval confirmed in writing from the Company with a bond number provided by the Company's home office prior to issuing any bonds. Said Attomey(s)-In-Fact by executing the attached bond(s), hereby represents and warrants under oath that the Company has granted il/him/her prior approval and furnished the bond number for the attached bonds, which has been logged and recorded at the Company's home office. The Company shall not cover, honor or pay any claims for unauthorized bonds, and the Obligee may confine the validity of the attached bond on receipt by contacting the Company in writing at 973.731-7889 (fax) or Jburgerrtsi serviceinsurancecompany.coin. IN WITNESS WHEREOF, the said Treasurer and President have hereunto subscribed their names and affixed the Corporate Seat of the said The Service insurance Company, Inc., this 6th day of June, A.D 2022 THE SERVICE INSURANCE COMPANY, INC GLEN T. GER, T REASURER STATE OF NEW JERSEY ) SS CITY OF WEST ORANGE 1 BY:..GER, P.R.EJAMES ..S.DENT On this 6th day of June, A.D. 2022, before the subscribed, a Notary Public of the State of New Jersey, duly commissioned and qualified, came the above named Treasurer and President of The Service Insurance Company, Inc., to me personally known to be the individuals and officers described in and who executed the preceding Instrument, and they each acknowledge the execution of the same, and being by me duly sworn severally and each for himself deposeth rite saith, that 0mey are the said officers of the Company aforesaid, and that the seal is affixed to the preceding instruments, is the Corporate Seal of said Company, and that the Corporate Seal and their signatures as such officers were duly affixed and subscribed to the said instrument by the authority and direction of the said Corporation. MARIA E. CERQUEIRA Notary Put Public, State of New Jersey Q Cann. # 2360557 41fNn------.... MY Conurdssbn Expires 514 2027 tary Pub(io in'tt State of New Jersey CERTIFICATE 1, the undersigned, President of The Service Insurance Company, Inc., 'the Company, do hereby certify Rtp which the forgoing is full, true sort correct copy, is in full force and effect on the date of this certificate; and 1 do F.i executed die said Power of Attorney was specially authorized by the Board of Directors to appoint any Attorney in Fact a s provideC ii.'Article VIP. Section 7, of the By -Laws of The Service Insurant@.AIV"Ate. - authority of the following resolution of the Board of [)Ir$,2foM471j$li'ya,Jicc Insurance r, �'ta4ra{:RN•' b signature of the Company President, whether made heretofore or hereafter, wherever ' the Company, shall be valid and binding upon the Company with the same force and VFWg'in0J cotter o('Ad gmey in ',®rertifo: tbat Ihe orcytdent who FIMONY WHEREOF, I have hereunto subscribed my name and affixed the Corporate o the said Company, this 3g_ day of — .2023. 45736 JAMES S. URGER, PRESIDENT THE SERVICE INSURANCE COMPANY (Statutory Basis) STATEMENT OF ADMITTED ASSETS, LIABILITIES SHAREHOLDER'S EQUITY AS OF DECEMBER 31, 2021 Cash & Cash Equivalents & Short Tenn Investments Preferred Stocks Common Stocks Bonds Interest Income Receivable Premiums & Agents Balances Amounts Receivable from Reinsurers Other Receivable Current Federal Income Tax Recoverable Electronic Data Equipment Net Deferred Tax Asset TOTAL ADMITTED ASSETS ADMITTED ASSETS LIABILITIES & SHAREHOLDER'S EQUITY LIABILITIES Losses & Loss Adjustment Expenses Other Expenses Taxes, licenses & fees Federal Income Tax Unearned Premiums Amounts Withheld or Retained by Company for Accounts of Others Miscellaneous ' Total Liabilities SHAREHOLDER'S EQUITY Common stock, par value $20.00 per share 50,000 shares authorized issued, 32.000 shares outstanding as of December 31 Gross Paid -In & Contributed Surplus Unassigned funds (surplus) Treasury Stock Total Shareholder's Equity TOTAL LIABILITIES & SHAREHOLDER'S EQUITY STATE OF NEW JERSEY ) SS COUNTY OF ESSEX 3,582,936 83,756 2,454,338 12,442,480 82,688 547,374 301,169 26,849 19,521,590 762,609 704,395 80,115 166,151 1,428,357 4,117,007 432,395 7,691,029 2020 1,000,000 839,198 11,029,963 (1,038,600) 11,830,561 19,521,590 /, James S, Burger, P sident of Service Insurance Company, Inc., do hereby certify that the above is a true statement of the assets, lie it f said C9rporat of a of December 31, 2021. James S. Burger, President STATE OF NEW JERSEY SS COUNTY OF ESSEX Subscribed and swom before me, a Notary Public, State of New Jersey, in the MARAE.CEF Notary Public,Nob�Comm,#2'2 Slate My Commission Ex E ITi{:i tyoof'EEsG'xl,'thl's 6th.tlaypfJune 2022. plol RINWAY 9-37 EDGE LIGHTING & SIGNAGE REPLACENIENT DID NO. PURAOS HAGERSTOWN REGIONAL AIRPORT BID DOCUMENTS AIQ 3-2/-0019.071-2023 (DESIGNICONSTRUC no',) SEPTEMBER 2023 AFFIDAVIT OF NON -COLLUSION AND BRIBERY CONVICTIONS AFFIRMATION REGARDING COLLUSION• I AFFIRM THAT: Neither I nor, to the best of my knowledge, information, and belief, the below stated business has: (a) : Agreed, conspired, connived, or colluded to produce a deceptive show of competition in the compilation of the accompanying bid or offer that is being submitted; (b) . In any manner, directly or indirectly, entered into any agreement of any kind to fix the bid price or price proposal of the Bidder or Offeror or of any competitor, or otherwise taken any action in restraint of free competitive bidding in connection with the contract for which the accompanying bid or offer is submitted. AFFIRMATION REGARDING BRIBERY CONVICTIONS I FURTHER AFFIRM: Neither I nor, to the best of my knowledge, information, and belief, the below business (as is defined in Section 16-101 (b) of the State Finance and Procurement Article of the Annotated Code of Maryland), or any of its officers, directors, partners, or any of its employees directly involved in obtaining or performing contracts with public bodies (as is defined in Section 16-101(f) of the State Finance and Procurement Article of the Annotated Code of Maryland), has been convicted of, or has had probation beforejudgment imposed pursuant to Criminal Procedure Article, Section 6.220 of the Annotated Code of Maryland, or has pleaded nolo contendere to a charge of, bribery, attempted bribery, or conspiracy to bribe in violation of Maryland law, or of the law of any other State or federal law, except as follows (indicate the reasons why the affirmation cannot be given and list any conviction, plea, or imposition of probation before judgment with the date, court, official or administrative body, the sentence or disposition, the name(s) of person(s) involved, and their current positions and responsibilities with the business): AFFDAVIT OF NON -COLLUSION AND BRIBERY CONVICTIONS NCBC - 1 i RINWAY 947 EDGE LIGIDTNG & SIGNAGE REPLACEMENT DID NO. PUR-1 W s HAGERSIOWN REGIONAL AIRPORT BID DOCIn1ENTS AIP 3-24-0019-071-2023 (IMIGN/CONSTIRIMON) SEPTEMBER 2023 I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THE ABOVE -REFERENCED AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION AND BELIEF AND THAT I AM THE DULY AUTHORIZED REPRESENTATIVE OF THE BELOW BUSINESS AND THAT I POSSESS THE LEGAL AUTHORITY TO MAKE THE AFFIDAVITS AND CERTIFICATION ON BEHALF OF MYSELF AND THE BUSINESS FOR WHICH I AM ACTING. BY - (Signature of uth ized Representative nd Affiant) Gary Rabosky, President (Name & Title Printed) 91 Lower Oak Grove Rd, Frenchtown, NJ 08825 (Business Address) (908)996-0497 (908)996-0497 (Phone Number) (Fax Number) 16-1656977 (Federal Employer Identification Nwnber) (SEAL) If bid is by corporation. AFFDAVIT OF NON -COLLUSION AND BRIBERY CONVICTIONS NCBC - 2 RIWWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT RAGERSTOWN REGIONAL AIRPORT AIP 5-24-0019-071-2023 (DESIGNKANSTRDMON) BID NO. PUB-1635 BID DOCUMENTS SEPTEAFHER 2023 BIDDER'S EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION (EEOC) Spotion 151.54(d)(1) of the FAA Regulations requires each bidder or prospective Contractor or any of their proposed subcontractors, to state as an initial part of the bid whether it has participated in any previous contract or subcontract suhiect to the equal employment opportunity clause; and, if so, whether it hag filed with the Committee or agency all compliance reports due under applicable instructions. In any case in which a bidder or prospective Contractor or proposed Contractor which has participated in a previous contract or subcontract subject to the equal employment opportunity clause has not filed a compliance report due under applicable instructions, such bidder, prospective Contractor, or proposed subcontractor shall be required to submit a compliance report prior to the award of the proposed contract or subcontract [41 CFR 60-1.6(b)(1)]. The bidder shall complete the following statement by checking the appropriate spaces. Failure to complete Will result in a non -responsive bid. Tire bidder has Z, has not _, participated in a previous contract subject to the discrimination clause prescribed by Executive Order 10925 dated March 6, 1961, or Executive Order 11114 dated June 22, 1963, or Executive Order 11246 dated September 24, 1965. The bidder has V, has Hot _, submitted compliance reports as required by applicable instructions, the successfiul bidder will be required to submit a Standard Form 100 (for Federally -Assisted Construction Contracts) before award. Certification: The information above is true and complete to the best of (try knowledge and belief Gary Rabosky, President Name and Title of Signer f ��M-W- �. Date 10/24/23 EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION EEOC-1 RVNWAY 9-37 EDGE LIGHMG @ SIGNAGE REPLACEMEN-17 DID x0. P[at-1035 IIAGERSTO\YN REGIOxAL AIRPORT BID DOCU\1Er"rS ARP 3-34-0019-071-3033 (DESIGNCONSFIRIMON) DID DO IBER 1023 NIS CERTIFICATION OF NON -SEGREGATED FACILITIES . IThe Federally Assisted construction contractor certifies that it does not maintain or provide, for its employees, any segregated facilities at any of its establishments and that it does not permit employees to perform services where segregated facilities are maintained. The federally assisted construction contractor certifies further that it will not maintain or provide, for its employees, segregated facilities at any of its establishments, and that it will not permit its employees to perform services at any location, under its control, where segregated facilities are maintained. The federally assisted construction contractor agrees that a breach of this certification is a violation of the equal opportunity clause in this contract. As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating area, time clocks, locker rooms and other storage or dressing ar¢as;-parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities pro-vided for employees which are segregated by explicit directives or are in fact segregated on the basis of race, color, religion, or national origin because of habit, local custom, or any other reason. The federally assisted construction contractor agrees that (except where he has obtained identical certifications fromproposed subcontractors for specific time periods) he will obtain identical certifications frgm proposed subcontractors prior to the award of subcontracts exceeding S 10,000 which are not exempt from,the provisions of the equal opportunity clause and that he will retain such certifications in his files. NOTICE TO PROSPECTIVE CONTRACTORS OF REQUIREMENT FOR CERTIFICATION FOR NONSEGREGATED FACILITIES: A Certification of Non -Segregated Facilities must be submitted prior to the award of a contract or subcontract exceeding S 10,000 which is not exempt from the provisions of the equal opportunity clause. Certification - The information above is true and complete to the best of my knowledge and belief. Gary Rabosky, President NBme and Title of Signer (Please Type) 10/24/23 Signature Date NOTE: The penalty for snaking false statements in offers is prescribed in 18 U.S.C. 1001. BIDDERS NAME: Global Electrical Services, Inc. ADDRESS: 91 Lower Oak Grove Rd, Frenchtown, NJ 08825 INTERNAL REVENUE SERVICE EMPLOYER IDENTIFICATION NUMBER 16-1656977 CERTIFICATION OF NON -SEGREGATED FACILITIES CSNF - 1 RVNWAY 9-27 EDGE LIGMMG & SIG' AGE REPLACENIE\? - HAGE WOWN REGIONAL AUMRT BID No. PIR-1635 AIP3-240019-071-2023(DESIGVcONsTRU.C17oN) - BID DOCL.IIEN-n sEPTE1mER2023 LisdngofDBESubcontractors (tobesubmittedwith bid) Project: Runway 9-27 Edge Lighting and Sign Replacement The Bidder hereby proposes the following DBE participation: DBE Subcontractor/Supplier Workto be Performed NAICS Code Subcontract Amount Amount Applicable to Goal (suppliers *.60) MRS Airfield Lights & Supplies, LLC Lighting, signs and associated mterial 452120 221,000.00 132,600.00 Total DBE 132,600.00 Base Bid Amoun 499 960.00 DBEParticipationProposed(�o 26.5% DBE Participation Goal(% 11.03% Bidder (Firm Name) Signature Date Global Electrical Services, inc. 10l24/23 DISADVANTAGED BUSINESS ENTERPRISE PRtcRAM DBE -14 RUWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACE\IENT IIAGERSIONN REGIONAL AIRPORT BID N0. Plat-163)BID DOCUMENTS AIP 3-24-0019,071-3023(DESIGNICONSTRUCTION) BID DOCUMENTS NTT 2023 WASHINGTON COUNTY 'FORM 1: DISADVANTAGED BUSINESS ENTERPRISE (DBE) UTILIZATION , The undersigned bidder/ot3eror has satisfied the requirements of the bid specification in the following manner (please check the appropriate space): 11.03 -,The bidder/offeror is committed to a minimum of % DBE utilization on this contra ct. The bidder/offeror (if unable to meet the DBE goal of %) is committed to a minimum of _% DBE utilization on this contract and has submitted documentation demonstrating good faith efforts. Name of bidder/offeror's firm: Global Electrical Services, Inc/MRS Airrield Lighting & Supplies S tate Registration No. "an3 BY f:!: 1 F— s� President 7Si ature) Title DISADVANTAGED BUSINESS ENTERPRISE PROGRAM DBE - 22 RUNWAY 9-27 EDGE LIGHTING @ SIGNAGE REPLACEMENT ➢ID NO, PIB-I635 RAGERSTOWN REGIONAL AIRPORT BIDDOCIMENTS AIP 3-I4-0019.071-2023 (DESIGNN:ONSTRUGTION) SEFMIBER 2023 WASHINGTON COUNTY FORM 2 —LETTER OF INTENT f4umeofbidder/offeror'sfirm: Global Electrical Services, Inc. .Address: 91 Lower Oak Grove Rd City: Frenehtown State: NJ Zip: 08825 Name of DBE firm: MRS Airfield Lightng & Supplies Address: 48 Main Street City: Waretown State: NJ Zip:08758 Telephone: 609-259-5720 Description of work to be performed by DBE firm: Supplying the lighting package and signage ------------------------------- The bidder/offeror is committed to utilizing the above -named DBE firm for the work described above. The estimated dollar value of this work is $ 221,000.00 Affirmation The above -named DBE firm ffi that it will perform the portion of the contract for the estimated d r value as fated above , 9 By (Sig turc) (Title) Ifthebid ar(A'fmrdo not receive award of the prime contract, any and all representations intbisLetter ofintentR ndAffirma tion sh a ll be nallandvoid, (Submit this page for each DBE subcontractor.) DISADVANTAGED BUSINESS ENTERPRISE PROGRAM DBE - 23 RUNWAY 9.27 EDGE LIGHTING & SIGNAGE REPLACEMENT HAGERSTOWN REGIONAL AIRPORT AIP 3-24-0019471-2023 (DESIGNX-ONSTRUCHON) BIDDER'S DBE CERTIFICATION BID NO. Plat-1635 DID DOCUMENTS SEPTEMBER 2023 To meet the requirements of Department of Transportation, Regulation 49 CFR Part 23, all bidders will provide evidence of the methods they have used to meet the Disadvantaged Business Enterprise goal as published in the Sponsoes Disadvantaged Business Enterprise Plan and approved by the Department of Transportation. The DBE participation goal for this project is eleven and three hundredths percent (11.03%). All bidders must submit all assurance stating the percentage of Disadvantaged Businesses they intend to employ on this project. WITHIN 5 DAYS AFTER THE OPENING OF BIDS AND BEFORE THE AWARD OF A CONTRACT, ALL BIDDERS OR PROPOSERS WISHING TO REMAIN IN COMPETITION FOR THE CONTRACT SHALL SUBMIT: 1; Names of the DBE subcontractors they intend to use. 2; Description of work each DBE subcontractor is to perform. 3. The dollar amount of the participation of each DBE firm. 4: Written statement from Bidder or Offeror that attests their commitment to use the DBE firm(s) provided with the Bid Proposal to meet the Owner's project goal; and 5i If Bidder or Offeror cannot meet the advertised project DBE goal, evidence of good faith efforts undertaken by the Bidder or Offeror as described in appendix A to 49 CFR part 26. REQUIRED ASSURANCE TO BE INCLUDED IN ALL BID PROPOSALS. This firm assures that it will utilize not less than 11_03% of Disadvantaged Business participation. CERTIFICATION OF BIDDER FOR THE ABOVE: AUTHORIZED REPRESENTATIVE Gary Rabosky NAME President TITLE Global Electrical Services, Inc. COMPANY BIDDERS DBE CERTIFICATION 10/24/23 TE (SEAL) DBEC-1 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT BID NO. PIIR-1635 PAGERS TOWN REGIONAL AIRPORT BID DOCIIMEIITS AIP 3-24-0019-071-2023 (DESIGNICONSTRUCTIOT) SEPTEMBER 2023 SUBCONTRACTORS AND SUPPLIERS Low bidder shall provide the Subcontractor and supplier list to the Owner within 48 hours of the bid Opening. If a subcontractor or supplier is a Disadvantaged Business Enterprise (DBE), please indicate it on this list. No. Name of the Subcontractor/Supplier and Description of Work to be Performed Contact Name/Tel. No. Approximate Value MRS Airfield Lighting & Supplies Supply lighting material and signage Debbie 609-259-5720 221,000.00 SUBCONTRACTORS AND SUPPLIERS SUB - I RUNWAY 9-27 EDGE LIGHTING S SIGNAGE REPLACEMENT HAGERSTOWN REGIONAL AIRPORT AIP3-24-0019-071-2023 (DESIGNICONSTRUCTION) BIDDERS LIST DATA FORM BID NO. PUR-1635 BID DOCUMENTS SEPTEMBER 2023 FirmName DBE or Non -DBE Status (verify Firm Address and Phone No. via MDOT DBE Directory) Age of Firm g Annual Gross Receipts 48 Main Street ❑ Less than 1 year ❑ Less than $500K MRS Airfield Lights and Supplies waretown, NJ 08758 (609)259-5720 ® DBE ❑ Non -DBE ❑ I- 3 years ❑ 4-7 years ❑ $500K- $1M ❑ $1-2M ❑ 8-10 years 09 $2-5M M More than 10 years ❑ Greater than $5M ❑ Less than I year ❑ Less than $500K ❑ DBE ❑ 1- 3 years ❑ $500K- $1M ❑ Non -DBE ❑ 4-7 years ❑ $1-2M ❑ 8-10 years ❑ $2-5M ❑- More than 10 years ❑ Greater than $5M ❑ Less than 1 year ❑ Less than $500K ❑ DBE ❑ 1- 3 years ❑ $500K - $1 M ❑ Non -DBE ❑ 4-7 years ❑ $1-2M ❑ 8-10 years ❑ $2-5M ❑ More than 10 years ❑ Greater than $5M ❑ Less than 1 year ❑ Less than $500K ❑ DBE ❑ 1- 3 years ❑ $50OK - SIM ❑ Non -DBE ❑ 4-7 years ❑ $1-2M ❑ 8-10 years ❑ $2-5M ❑ More than 10 years ❑ Greater than $5M DISADVANTAGE BUSINESS ENTERPRISE PROGRAM DBE - 26 RUnwAV 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT BID NO. PUR-1635 HAGERSTOnT REGIONAL M"ORT BID DOCUMENTS AIP 3.24-0019.071.2023 (DESIGNKMNSTRUCTION) SEPTEMBER 2023 BID NO. PUR-1635 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT FOR HAGERSTOWN REGIONAL AIRPORT AIP 3-24-0019-071-2023 (DESIGN/CONSTRUCTION) Certificate of Buy American Compliance for Manufactured Products As a matter of bid responsiveness, the bidder or offeror must complete, sign, date, and submit this certification statement with their proposal. The bidder or offeror Hurst indicate how they intend to comply with 49 USC § 50101 by selecting one of the following certification statements. These statements are mutually exclusive. Bidder must select one or the other (not both) by inserting a checkmark (✓) or the letter "X". Bidder or offeror hereby certifies that it will comply with 49 USC § 50101 by: a) Only installing steel and manufactured products produced in the United States; b) Installing manufactured products for which the Federal Aviation Administration (FAA) has issued a waiver as indicated by inclusion on the current FAA Nationwide Buy American Waivers Issued listing; or c) Installing products listed as an Excepted Article, Material, or Supply in Federal Acquisition Regulation Subpart 25.109. By selecting this certification statement, the bidder or offeror agrees: I. To provide to the Owner evidence that documents the source and origin of the steel and manufactured product. 2. To faithftdly comply with providing U.S. domestic product. 3. To furnish U.S. domestic product for any waiver request that the FAA rejects 4. To refrain from seeking a waiver request after establishment of the contract, unless extenuating circumstances emerge that the FAA determines. justified. ❑ The bidder or offeror hereby certifies it cannot comply with the 100 percent Buy American Preferences of 49 USC § 50101(a) but may qualify for either a Type 3 or Type 4 waiver under 49 USC § 50101(b). By selecting this certification statement, the apparent bidder or offeror with the apparent low bid agrees: I. To submit to the Owner within 15 calendar days of the bid opening, a formal waiver request and required documentation that supports the type of waiver being requested. 2. That failure to submit the required documentation within the specified timefranle is cause for a non -responsive determination may result in rejection of the proposal. CERTIFICATE OF BUY AMERICAN COMPLIANCE FOR MANUFACTURED PRODUCTS BAMP-1 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT BID NO. PUR-1635 IIAGERSTOwN REGIONAL AIRPORT BID DOCUMEN M At 3-24-0019-071-2023 (UESIGWONSTRUCHON) SEPTEAIBER 2023 3. To faithfully comply with providing U.S. domestic products at or above the approved U.S. domestic content percentage as approved by the FAA. 4. To refrain from seeking a waiver request after establishment of the contract, unless extenuating circumstances emerge that the FAA determines justified. Required Documentation Type 3 Waiver — The cost of the item components and subcomponents produced in the United States is more than 60 percent of the cost of all components and subcomponents of the "item". The required documentation for a Type 3 waiver is: a) Listing of all product components and subcomponents that are not comprised of 100 percent U.S. domestic content (Excludes products listed on the FAA Nationwide Buy American Waivers Issued listing and products excluded by Federal Acquisition Regulation Subpart 25.108, products of unknown origin must be considered as non -domestic products in their entirety). b) Cost of non -domestic components and subcomponents, excluding labor costs associated with final assembly at place of manufacture. c) Percentage of non -domestic component and subcomponent cost as compared to total "item" component and subcomponent costs, excluding labor costs associated with final assembly at place of manufacture Type 4 Waiver — Total cost of project using U.S. domestic source product exceeds the total project cost using non -domestic product by 25 percent. The required documentation for a Type 4 of waiver is: a) Detailed cost information for total project using U.S. domestic product b) Detailed cost information for total project using non -domestic product False Statements: Per 49 USC § 47126, this certification concerns a matter within thejurisdiction of the Federal Aviation Administration and the making of a false, fictitious or fraudulent certification may render the maker subject to prosecution under Title 18, United States Code. 10/24/23 Date Global Electrical Services, Inc. Company Nnu7e �M� -momll�M MWEIR, CERTIFICATE OF BUY AMERICAN COMPLIANCE FOR MANUFACTURED PRODUCTS Gary Raboskv, President Title BAMP- 2 RUNWAY 9.27 EDGE LIGHTING & SIGNAGE REPLACE,) PENT BID NO. PURA635 HAGERSTOWN REGIONAL AIRPORT DID DOUTINIEATS A(P 3-24-0019-071-2023 (DESIGN/CONSTRUCTION) SEPTEAIBER 2023 BID NO. PUR-1635 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT FOR HAGERSTOWN REGIONAL AIRPORT AIP 3-24-0019-071-2023 (DESIGNICONSTRUCTION) CERTIFICATION OF OFFERER/BIDDER REGARDING TAX DELINOUENCY AND FELONY CONVICTIONS The applicant must complete the following two certification statements. The applicant must indicate its current status as it relates to tax delinquency and felony conviction by inserting a checkmark (✓) in the space following the applicable response. The applicant agrees that, if awarded a contract resulting from this solicitation, it will incorporate this provision for certification in all lower tier subcontracts. Certifications 1) The applicant represents that it is ( ) is not (\/) a corporation that has any unpaid Federal tax liability that has been assessed, for which all ,judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability. 2) The applicant represents that it is ( ) is not (V ) a corporation that was convicted of a criminal violation under any Federal law within the preceding twenty -Four (24) months. Note If an applicant responds in the affirmative to either of the above representations, the applicant is ineligible to receive an award unless the sponsor has received notification from the agency suspension and debarment official (SDO) that the SDO has considered suspension or debarment and determined that further action is not required to protect the Government's interests. The applicant therefore must provide information to the owner about its tax liability or conviction to the Owner, who will then notify the FAA Airports District Office, which will then notify the agency's SDO to facilitate completion of the required considerations before award decisions are made. Term Definitions Felony conviction: Felony conviction means a conviction within the preceding twenty-four (24) months of a felony criminal violation under any Federal law and includes conviction of an offense defined in a section of the U.S. code that specifically classifies the offense as a felony and conviction of an offense that is classified as a felony under 18 U.S.C. § 3559. Tax Delinquency: A tax delinquency is any unpaid Federal tax liability that has been assessed, for which all,judicial and administrative remedies have been exhausted, or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability. CERTIFICATE OF OFFERER/BIDDER REGARDING TAX DELIQUENCY AND FELONY CONVICTIONS AND LOBBYING TDFCL- I RUNWAY 9.27 EDGE LIGHTING & SIGNAGE REPLACE3EENT BID NO. PUR-1633 RAGERBIOwN REGIONAL AIRPORT BID DOCUMENTS AIP 3-24-0019,071-2023 (DESIOIUCON'STRUCTION) SEPTEMBER 2023 CERTIFICATION REGARDING LOBBYING I CERTIFY: By signing and submitting this bid or proposal, to the best of my knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the Bidder or Offeror, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the snaking of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require t11at the language of this certification be included in the award documents for all sub -awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipieuts shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submissions of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subbject to a civil penalty of not less than S10,000 and not more than $100,000 for each such failure. y 10/24/23 Date Signature Global Electrical Services, Inc. Gary Rabosky, President Company Name Title CERTIFICATE OF OFFERER/BIDDER REGARDING TAX DELIQUENCY AND FELONY CONVICTIONS AND LOBBYING TDFCL- 2 RUNWAY 9-27 EDGE LIGHTING & SIGNAGE REPLACEMENT BID NO. Plat-1639 HAGERSTOR'N REGIONAL AIRPORT BID DOCUMEXI S AIP 3-24-0019-071-2023 (DESIGNICONSTRIICTION) SEPTEMBER 2023 primarily of: non-ferrous metals; plastic and polymer -based products (including polyvinylchloridc, composite building materials, and polymers used in fiber optic cables); glass (including optic glass); luinber; or drywall used in the project are manufactured in the U.S. A5.1 CERTIFICATE OF COMPLIANCE WITH FAA BUY AMERICAN P,REFERNCE — CONSTRUCTION PROJECTS Certificate of Buy American Compliance for Manufactured Products As a matter of bid responsiveness, the bidder or offeror must complete, sign, date, and submit this certification statement with its proposal. The bidder or offeror must indicate how it intend to comply with 49 USC § 50101, BABA and other related Made in America Laws, U.S. statues, guidance, and FAA policies, by selecting one on the following certification statements. These statements are mutually exclusive. Bidder must select one or the other (i.e., not both) by inserting a checkmark (✓) or the letter ..X,. Bidder or offeror hereby certifies that it will comply with 49 USC § 50101, BABA and other related U.S. statues, guidance, and policies of the FAA by: a) Only installing iron, steel and manufactured products produced in the United States; b) Only installing construction materials defined as: an article, material, or supply — other than an item of primarily iron or steel; a manufactured product; cement and cementitious materials; aggregates such as stone, sand, or gravel; or aggregate binding agents or additives that are or consist primarily of non-ferrous metals; plastic and polymer -based products (including polyvinylchloridc, composite building materials, and polymers used in fiber optic cables); glass (including optic glass); lumber or drywall that have been manufactured in the United States. c) hnstalling manufactured products for which the Federal Aviation Administration (FAA) has issued a waiver as indicated by inclusion on the current FAA Nationwide Buy American Waivers Issued listing; or d) Installing products listed as an Excepted Article, Material or Supply in Federal Acquisition Regulation Subpart 25.109. By selecting this certification statement, the bidder or offeror agrees: a) To provide to the Airport Sponsor or the FAA evidence that documents the source and origin of the iron, steel and/or manufactured product. b) To faithfully comply with providing U.S. domestic product. c) To refrain from seeking a waiver request after establishment of the contract, unless extenuating circumstances emerge that the FAA determines justified. d) Certify that all construction materials used in the project are manufactured in the U.S. ❑ The bidder or offeror hereby certifies it cannot comply with the 100 percent Buy American Preferences of 49 USC § 50101(a) but may qualify for either a Type 3 or Type 4 waiver under 49 USC § 50101(b). By selecting this certification statement, the apparent bidder or offeror with the apparent low bid agrees; a) To the submit to the Airport Sponsor or FAA within 15 calendar days of being selected as the responsive bidder, a formal waiver request and required documentation that supports the type of waiver being requested. b) That failure to submit the required documentation within the specified timefranne is cause for a non -responsive determination may result in rejection of the proposal, c) To faithfully comply with providing U.S. domestic products at or above the approved U.S. domestic content percentage as approved by the FAA. d) To furnish U.S, domestic product for any waiver request that the FAA rejects. FEDERAL PORVISIONS FOR AIRPORT IMPROVEMENT PROGRAM (AIP) CONTRACTS AIP-3 RUNWAY 9.27 EDGE LIGHTING & SIGNAGE REPLACMIENT DID NO. PUR-1635 HAGERSTOWN REGIONAL AIRPORT DID DOCUMENTS AIP 3-24-0019-071.2023 (DESIGNJCONSTRUMON) SEPTEMBER 2023 e) To refrain from seeking a waiver request after establishment of the contract, unless extenuating circumstances emerge that the FAA determines justified Required Documentation Type 2 Waiver (Nonavailability) - The iron, steel, manufactured goods or construction materials or manufactured goods are not available in sufficient quantity or quality in the United States. The required documentation for the Nonavailability waiver is a) Completed Content Percentage Worksheet and Final Assembly Questionnaire b) Record of thorough market research, consideration where appropriate of qualifying alternate items, products, or materials including; c) A description of the market research activities and methods used to identify domestically manufactured items capable of satisfying the requirement, including the timing of the research and conclusions reached on the availability of sources. Type 3 Waiver — The cost of the item components and subcomponents produced in the United States is more that 60 percent of the cost of all components and subcomponents of the "facility/project'. The required documentation for a Type 3 waiver is: a) Completed Content Percentage Worksheet and Final Assembly Questionnaire including; b) Listing of all manufactured products that are not comprised of 100 percent U.S. domestic content (excludes products listed on the FAA Nationwide Buy American Waivers Issued listing and products excluded by Federal Acquisition Regulation Subpart 25.108; products of unknown origin must be considered as non -domestic products in their entirety). c) Cost of non -domestic components and subcomponents, excluding labor costs associated with final assembly at place of manufacture. d) Percentage of non -domestic component and subcomponent cost as compared to total "facility" component and subcomponent costs, excluding labor costs associated with final assembly at place of manufacture. Type 4 Waiver (Unreasonable Costs) — Applying this provision for iron, steel, manufactured goods or construction materials would increase the cost of the overall project by more than 25 percent. The required documentation for this waiver is: a) A Completed Content Percentage Worksheet and Filial Assembly Questionnaire including; b) At minimum two comparable equal bidders and/or offerors; c) Receipt or record that demonstrates that supplier scouting called for in Executive Order 14005, indicates that no domestic source exists for the project and/or component; d) Completed waiver applications for each comparable bid and/or offer. False Statements: Per 49 USC § 47126, this certification concerns a matter within the Jurisdiction of the Federal Aviation Administration and the making of a false, fictitious or fraudulent certification may render the maker subject to prosecution under Title 18, United State de. r 10/24/23 I Date Signature Global Electrical Services, inc President Company Name Title A6. CIVIL RIGHTS - GENERAL In.all its activities within the scope of its airport program, the Contractor agrees to comply with pertinent statues, Executive Orders, and such rules as identifies in Title VI List of Pertinent Nondiscrimination Acts and Authorities to ensure that no person shall, on the ground of race, color, national origin (including limited English proficiency), creed, sec (including sexual orientation and gender identity), age, or disability be excluded from participating in any activity conducted with or benefiting from Federal assistance. FEDERAL PORVISIONS FOR AIRPORT IMPROVEMENT PROGRAM (AIP) CONTRACTS AIP-4 Taxpayer Name: 11•ade Name: Address: Certificate Number: Effective, Date: Date of Issuance: For Office Use Only: 20230830132210926 STXFE OF NEW JERSEY GLOBAL ELECI'RICA1, SL'RVICES, INC. 984 ROUT] 519 FRENCHTOWN, NJ 08825 100'7491 August 08, 2003 August 30, 2023 a 'State 1A A(V Ilits3n PHIL MURPHY DEPARTMENT OF THE TREASURY Governor DIVISION OF REVENUE & ENTERPRISE SERVICES P.O. BOX 026 SHEILA OLIVER TRENTON, NJ 08625-034 ELIZABETH MAHER MUOIO D. Governor PHONE: 609-292-2146 FAX: 609-984-6679 State Treasurer APPROVED under the Small Business Set -Aside Act This certificate acknowledges GLOBAL ELECTRICAL SERVICES, INC. DBA:Global Electrical Services, Inc. as a Category 4 approved Small Business (SBE) that has met the criteria established by N.J.A.C. 17:13 and/or 17:14.. This registration will remain In effect for three years. Annually the business must submit, not more than 60 days prior to the anniversary of the registration notice, an annual verification statement in which it shall attest that there is no change in the ownership, revenue eligibility or control of that business. If the business fails to submit the annual verification statement by the anniversary date, the SBE registration will lapse and the business SBE status will be revoked in the New Jersey Selective Assistance Vendor Information (NJSAVI) database that lists registered Small businesses.lf the business seeks to be registered again, it will have to reapply and complete a new application. Issued: 2/10/2022 Certification Number: A0211.49 Peter Lowicki Deputy Director Expiration: 2/1012025 The expiration date is contingent oo the proper and on. time filing of all Annual Verifications. Please see above for more detail, FRENCHTOWN, NJ 08825 v V State of New Jersey DEPARTMENT OF THE TREASURY DIVISION OF PROPERTY MANAGEMENT AND CONSTRUCTION 33 WEST STATE STREET - P.O. BOX 034 TRENTON, NEW JERSEY 0862MO34 DPMC NOTICE OF CLASSIFICATION In accordancewth N.J.S.A 1BA18A-27 el seq (Department of Education) and N.J.S.A. 52:35-1 (Department of the Treasury) and any rules and regulations issued pursuant hereto, you are hereby notified of your classification to do State work for the Department (a) as previously noted, Aggregate Amount$2 Trades) 8 License(s) I)� 5177 000 C035 -SOLAR ENERGY 50STEMS • Licenses associated with certain trades are on file with the Division of Property Management & Construction (DPMC). • Current license information must be verified prior to bid award. • A copy of the DPMC 701 Form (total Amount of Uncompleted Projects) may be accessed from the DPMC webslte at iirgl Uci.� tau) 9ovLl xulyRipinciF� r t,/I Ile;p� U1411 IC70 i,t?t1.f"., ANY ATTEMPT BY A CONTRACTOR TO ALTER OR MISREPRESENT ANY INFORMATION CONTAINED IN THIS FORM MAY RESULT IN PROSECUTION AND/OR DEBARMENT, SUSPENSION OR DISQUALIFICATION. INFORMATION ON AGGREGATE AMOUNTS CAN BE VERIFIED ON THE WMG V, .!n Sill, state ®f Now Jersey NOW JWsey Offioe of the Attorney General Division of Consumer Affairs THIS IS TO CERTIFY THAT THE Board of Examiners of Electrical Contractors HAS LICENSED eary M. Raboaky 91 Lowsp Oak Drove Road Franchtom NJ 0ee25 FOR PRACTICE IN WR JERS€v AS A(N): bins! CoMmotor 03/0912021 To 091M/202e 34EN508800 VALID LICENSE7ME019TRAT10 ERTIFICATION0 CIlk 81ggeNroolL m:eawegistrenvicen�teate kW 'ACTING DIRECTOR State Of New Jersey New Jersey Office of the Attorney General Division of Consumer Affairs THIS IS TO CERTIFY THAT THE Board of Examiners of Electrical Contractors HAS LICENSED GLOBAL ELECTRICAL SERVICES INC GARY MATTHEW RABOSKV 984 County Rd 519 Frenchtown NJ 08825 FOR PRACTICE IN NEW JERSEY AS AIN): EIe0110091 Buslnese Psrmit 040212021O0/31/2024 34EB1508600 _ A0 VALID LICENSEREGISTRTIOWCERTIFICATION. SlgnaNr Llcati ealiegishanVCedif"to er 'ACTING I ECTOR Certificate Number 634868 Registration Date: 03/11/2022 Expiration Date: 03/10/2024 State of New Jersey Department of Labor and Workforce Development Division of Wage and Hour Compliance Public Works Contractor Registration Act Pursuant to N.J.S.A. 34:11-56.48, et seq. of the Public Works Contractor Registration Act, this certificate of registration is issued for purposes of bidding on any contract for public work or for engaging in the performance of any public work to: Responsible Representative(s): Gary Rabosky, President Robert Asaro-Angelo, Commissioner Department of Labor and Workforce Development This certificate may not be transferred or assigned NON TRANSFERABLE and may be revoked for cause by the Commissioner of Labor and Workforce Development. NEGOTIATED AGREEMENTS 1. TO# 12 – Rehabilitate Runway 9-27 Lighting and Signage (Design, Bidding and Construction) – Airport Design Consultants, Inc. 2. Independent Fee Estimate (IFE) – C&S Companies r� U. S. Department of Transportation Federal Aviation Administration February 16, 2023 Mr. Neil Doran Airport Director Hagerstown Regional Airport 18434 Showalter Road Hagerstown, MD 21742 WASHINGTON AIRPORTS DISTRICT OFFICE 13873 Park Center Road, Suite 490S Herndon, Virginia 20171 Telephone: 703/487-3980 Fax: 703/487-3982 Re: Hagerstown Regional Airport Task Order No. 12 Rehabilitate Runway 9-27 Lighting and Signage AIP# 3-24-0019-(pending) Dear Mr. Doran: Email Only We received your correspondence transmitting the February 10, 2023, professional services agreement for the design, bidding and construction phases of the subject project. With the submission of the revised proposal and the additional signature page by ADCI, Inc. on February 14, we concur with this task order, subject to the limitations of the future grant agreement, as follows: Design, Bidding and Grant Admin Services $ 107,180 (Lump Sum) Cost Fixed Fee Construction Mgmt, Admin, RPR Services $116,714.00 $14,006.00 Sub -consultant and Reimbursable Expenses $ 1,000.00 $ 0.00 Subtotal $117,714.00 $ 14,006.00 = $131,720.00 (Cost plus fixed fee) Our concurrence of this agreement is based on Washington County's recommendation and the independent fee estimate completed January 16, 2023 by C&S Companies. Any changes in scope or additional services affecting the engineering costs should be coordinated with us prior to execution. The reasonableness of incurred engineering costs will be reviewed upon completion of the project. Please provide a copy of the fully executed agreement for our files. If you have any questions or if I can assist you in any way, do not hesitate to call. Sincerely, Digitally signed by KYLE F KYLE F ALLISON 023.02.16 09:01:00 A L L I S O N 05 00' Kyle F. Allison, P.E. Washington Airports District Office cc: Ashish Solanki, MAA (via email) Mahesh Kukata, ADCI (via email) 18434 Showalter Road | Hagerstown, MD 21742 | P: 240.313.2777 | F: 301.791.2590 flyHGR.com February 10, 2023 Kyle F. Allison Federal Aviation Administration (FAA) Washington Airports District Office 13873 Park Center Road, Suite 490S Herndon, VA 20171 (703) 487-3975 Kyle.allison@faa.gov RE: Reasonable Cost Determination Process - HGR RWY 09-27 Design, Bid, CA, CMI Services Dear Mr. Allison (Kyle): Based on comments provided by your office, on February 9, 2023, we have received and reviewed the revised Design, Bid, CA, CMI services fee proposal submitted by our Engineers at Airport Design Consultants, Inc. (ADCI) addressing your comments. The fee in the proposal did not change and ADCI confirmed that they can accomplish the indicated Scope of Services for that fee as requested. We hereby confirm that we believe those costs to be reasonable. Based on an Independent Fee Estimate (IFE) received from C&S Companies (attached), when compared to the fee proposal of ADCI, the overall cost of ADCI’s fee proposal is _64.73_ % below the IFE. Based on ADCI’s confirmation of the scope and price, HGR is requesting FAA’s concurrence and approval of the ADCI’s Scope of Services and Cost Proposal for the referenced project. Should you have any questions or need additional information, please feel free to contact me at (240) 313-2764 or ndoran@washco-md.net. Thank you for the support of our airport! Sincerely, Neil R. Doran, C.M., A.C.E. Airport Director AIRPORT DESIGN CONSULTANTS, Inc. 6031 University Blvd, Suite 330 Ellicott City, MD 21043 410.465.9600 Fax 410.465.9602 www.adci-corp.com February 10, 2023 (Revised) Contract No. 2023-HGR-1302 Mr. Neil Doran, C.M, ACE Airport Director Hagerstown Regional Airport 18434 Showalter Road Hagerstown, Maryland 21742 Sent electronically to: ndoran@washco-md.net Reference: Scope of Work and Price Proposal (Revision 1) Runway 9-27 Edge Lighting and Signage Replacement Design, Bid, and Construction Phase Services Hagerstown Regional Airport, Hagerstown, MD Dear Mr. Doran: Based on comments provided by the FAA, on February 9, 2023, Airport Design Consultants, Inc. (ADCI) is pleased to submit this revised proposal to the Board of County Commissioners of Washington County, Maryland, a body corporate and politic and a political subdivision of the State of Maryland (County) to provide Design, Bid, Construction Administration (CA), and Construction Management and Inspection (CMI) services associated with the Runway 9-27 Edge Lighting and Signage Replacement Project at the Hagerstown Regional Airport – Richard A. Henson Field (HGR). Whereas, the County and ADCI entered into an Agreement (PUR-1450) for ADCI to provide Professional Services that was originally executed on January 27, 2020. All of the terms and conditions of the Agreement, as amended and restated on January 27, 2021, remain in full effect and apply to this Specific Project Proposal. Whereas, the County and ADCI in their mutual covenants herein agree in respect to the scope of work and price proposal for the referenced Project as set forth below: A. DESCRIPTION OF WORK Runway 9-27 is the primary runway at HGR with a runway reference code of C-III-2400. Runway 9-27 is 7,000-feet long and 150-feet wide with a 150’ wide x 380’ long blast pad at the approach end of Runway 9. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 2 of 8 The existing runway edge and threshold/end lights are all incandescent and will be replaced with new high-intensity Light Emitting Diode (LED) fixtures and new transformers. In June of 2019 the Federal Aviation Administration (FAA) approved the use of LED fixtures for High Intensity Runway Lights (HIRL) in PGL 19-02. It is assumed that the existing base cans will remain and will be reused. The existing layout will be evaluated in accordance with the requirements set forth in Federal Aviation Administration (FAA) Advisory Circular (AC) 150/5340-30J, Design and Installation Details for Airport Visual Aids, and if current standards are not met the Engineer will advise HGR, FAA, and Maryland Aviation Administration (MAA) of the updates required. LED fixtures and transformers are more energy efficient, have greater longevity, which in turn requires less maintenance. The edge lights from Taxiway B to Runway 27 End were installed as part of the Runway Extension project in 2006/2007 and are over 16 years old, while the edge lights on the remainder of the runway date back much further and are over 25 years old. The existing lighting cables will also be replaced within the existing conduits and a new homerun cable will be installed back to the airfield electrical vault. The existing constant current regulator will be replaced with a new unit as part of this project. In addition to the runway edge/end lights, there will be approximately 54 airfield guidance signs addressed on this project. Field visits inclusive of external sign measurements, sign foundation measurements, internal inspection of each sign, as well as site photographs to verify existing conditions will be a part of this effort. A preliminary review of the existing airfield guidance signs indicated that as many as 36 signs will either need to be replaced or upgraded to be LED. It is anticipated that based on both the sign legends and positions of these signs as depicted on HGR’s FAA Approved Signage and Marking Plan dated 8/16/22 that based on the physical conditions of these signs that a recommendation during design may be made whether each sign would either be a full replacement with a new LED sign or perhaps just a LED upgrade kit would be required. In addition to the 36 signs not requiring any legend updates, there are an additional 18 airfield guidance signs that will either need to be replaced or upgraded to meet the FAA’s alphanumeric taxiway naming requirements. Of those 18 signs, it is believed that as many as 12 signs will need to be evaluated to determine if either full replacement or sign extensions with LED upgrade kits is the best course of action. The remaining 6 signs are believed to be LED signs. Therefore, for each of these signs, replacement or extension is dependent on the number of existing sign modules and the current legend displayed versus the proposed alphanumeric legend to determine the best course of action. Field visits will be critical to finalize the best approach for all signs. All of the signs to be addressed on this project are depicted on Sheets 3, 4, 5, and 6 of the Approved Signage and Marking Plan (see attachments). The existing sign bases will likely be maintained based on condition but perhaps extended based on alphanumeric legend upgrades. Like the preceding Taxiway F Rehabilitation Project, a Signing and Marking Plan Update will be submitted to FAA for approval prior to construction. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 3 of 8 Upgrading the airfield signage to comply with the alphanumeric designations will ensure compliance with the Part 139 inspection recommendations and current FAA requirements. The update will comply with the current requirements outlined in FAA Advisory Circular (AC) 150/5340-1, Standards for Airport Marking, and AC 150/5340-18, Standards for Airport Sign Systems. Signs will be constructed in accordance with the requirements set forth in AC 150/5345-44K, Specification for Runway and Taxiway Signs. The design portion of this project includes edge/end lighting and signage upgrades to Runway 9- 27. Detailed electrical scope is as follows: • Removal of the existing edge light and threshold/end light fixtures and transformers. • Replacement of existing cable with new cable in existing conduit. • Installation of new LED edge and threshold/end lights and transformers on existing concrete encased base cans. • Replacement of all airfield signs associated with Runway 9-27 existing (Approx. 54 Signs not previously addressed on a prior project within runway hold lines) to be LED and alphanumeric – existing sign bases will be maintained based on condition but may be extended based on alphanumeric legend requirements. • Installation of a new homerun for Runway 9-27 back to the airfield electrical vault. • Removal and replacement of the constant current regulator. ADCI will also provide project management services during the design, bid and construction phases. Overall services to be provided in both the design and construction phases will be as follows. B. PROFESSIONAL ENGINEERING SERVICES Professional Engineering Services to be performed under this task will be as detailed below. Design Phase Project Management ADCI will provide project management services throughout the course of the project including consultation with HGR, grant application preparation, grant administration, coordination with the Federal Aviation Administration Washington Airports District Office (FAA - WADO), Maryland Aviation Administration Office of Regional Aviation Assistance (MAA – ORAA), Air Traffic Control Tower (ATCT) personnel and overall quality assurance/quality control of project deliverables. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 4 of 8 Design Phase Services 1. Project initiation and design review meetings will be held and will include personnel from HGR, ATCT, MAA - ORAA and FAA - WADO. 2. Perform Site Visits and Prepare Base Drawings. 3. Prepare construction documents including but not limited to General Project Layout, Construction Safety and Phasing Plans and Details, Electrical Demolition and New Work Plans and Details, Signage Plans, Schedules and Details, and Electrical Details. 4. Preparation and assembly of Instructions and Invitations to Bidders, Special Provisions, Contract Forms, and Bid Forms. 5. Preparation of the general contract provisions, and technical specifications conforming to FAA AC 150/5370-10H, Standard Specifications for Construction of Airports. 6. Design submittals will be made at (30%), Pre-Final (90%) and the final stages (100% or bid ready plans) of completion. Plans and specifications will be submitted to HGR, MAA- ORAA and FAA – WADO (90% Design Submittal Required) for review and comment, as required. 7. Prepare for and attend design review meetings after the 30%, 90% and Final submittals. 8. Preparation of construction quantity/cost estimates and design report. Cost estimates will be based on unit prices from recent projects at the Airport and recent inflationary changes in the market. 9. Prepare the Construction Safety Phasing Plan (CSPP), in accordance with the requirement set forth in FAA AC 150/5370-2G, for review and approval by the FAA. Prepare a draft SPCD to be submitted by the Contractor for compliance with the CSPP. ADCI will follow the procedures outlined in FAA Office of Airports (ARP) Standard Operating Procedure (SOP) 1.0, FAA Evaluation of Sponsor’s Construction Safety and Phasing Plans Funded by the AIP or PFC Programs. The Engineer's responsibilities for coordination of construction safety programs shall not extend to direct control over or charge of the acts or omissions of the Construction Contractor, its subcontractors, agents or employees of the Construction Contractor or its subcontractors, or any other persons performing work on the Project not directly employed by the Engineer. 10. Signage and Marking Plan Update. ADCI will prepare any necessary updates to the Signage and Marking Plan and submit them to the appropriate FAA office(s) for review / approval. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 5 of 8 11. Prepare and submit two (2) FAA Form 7460-1, Notice of Proposed Construction or Alteration, for the critical Construction Equipment and the Construction Safety and Phasing Plan (CSPP) to the FAA through OE/AAA for review and determination. A copy of the submittal will be provided to HGR and MAA-ORAA. ADCI will follow the procedures outlined in FAA Office of Airports (ARP) Standard Operating Procedure (SOP) 9.2, FAA Aeronautical Study, Coordination and Evaluation. Bid Phase Services Following final approval of plans and specifications by HGR, bidding services will commence and will include the following services: 1. Prepare ten (10) copies of the As-Bid documents for distribution to HGR, FAA, MAA and prospective bidders. 2. Schedule, prepare for, and conduct one (1) Pre-Bid Meeting between owner, engineer, prospective bidders, and other agencies. The Pre-Bid Meeting will be conducted in accordance with FAA AC 150/5370-12B, Quality Management for Federally Funded Airport Construction Projects, to discuss project scope, work schedule, funding, airport operational safety, contract requirements, and other project specific items. Prepare and distribute meeting notes in an Addendum. 3. Preparation of responses to bidder’s questions and requests for clarifications. 4. Preparation of addenda as appropriate to interpret, clarify or expand the Bidding Documents and coordination with the Purchasing Department. 5. Preparation of bid tabulation, review of bids and recommendation for award to HGR and Washington County Purchasing. Construction Phase Project Management ADCI will provide project management services to include issuance of conformed documents to the awarded contractor, proposal preparation, consultation with HGR, overall coordination of construction activities, coordination with HGR, MAA – ORAA, FAA – WADO, ATCT, and airport tenants, and project startup and closeout. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 6 of 8 Construction Administration Construction Administration includes: • Preparation for and attendance at the Pre-Construction Conference, including preparation of minutes. • Setup construction management software, Procore for use by the CMI team, Contractor, and his/her subcontractors, HGR, and others who may have a need to access the documents. • Review and Processing of the Contractor’s Submittals and Pay Requests. • Review and Responses to Contractor’s Requests for Information (RFIs). • Preparation and Submission of the FAA Weekly Inspection Reports to FAA-WADO, MAA - ORAA and to your office. ADCI on-site staff will be responsible for daily correspondence with the Contractor, ATCT and HGR. • Review and submittal of the sponsor approved Safety Plan Compliance Document (SPCD) to the FAA-WADO and MAA-ORAA. • Preparation of design changes as required by differing field conditions and unforeseen items. • Preparation and Coordination of project Change Orders through HGR, MAA - ORAA and FAA-WADO, as required. This will also include negotiations with the Contractor regarding price and schedule. • Hold Weekly Progress Meetings. ADCI will prepare meeting minutes for all Progress/Coordination Meetings. • Pre-Final Inspection and Preparation of Punch List. • Final Inspection/Walk-Through and Project Acceptance. Construction Management and Resident Engineering/Inspection ADCI is proposing Mahesh Kukata, PE in the role of Construction Manager. A Senior Resident Electrical Inspector will be provided by ADCI to monitor the work. ADCI will provide a full-time Senior Resident Electrical Inspector to inspect and monitor the Contractor's work on a daily/nightly basis for compliance with the Contract Documents. Inspection services are based on 8-hour contractor workdays, Monday through Friday, for an anticipated 10-week construction duration. The Senior Resident Electrical Inspector will be available two (2) weeks prior to construction start for contract initiation and two (2) weeks upon completion for contract closeout. Record Drawings After completion and acceptance of the project by HGR, ADCI will prepare record construction plans, based on Contractor-furnished redline markups to reflect any revisions to the project. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 7 of 8 Preparation of Requests for Reimbursement ADCI will assist HGR in the preparation and submission of Requests for Reimbursement for all costs associated with the construction of the project. It is anticipated that reimbursement requests will be filed monthly. A total of four (4) reimbursement requests are anticipated. Project Closeout At the conclusion of the project, ADCI will submit the Final Engineer’s Report, Tabulate Final Quantities, and complete all necessary documentation to close out the project grants. Two (2) copies of the record drawings will be provided to HGR. Electronic copies of the record drawings will be provided as well. Electronic files of the as-builts will be provided to MAA-ORAA and FAA-WADO. C. ITEMS NOT INCLUDED Items not included in this contract include: 1. Payment of any permit fees for the proposed improvements. 2. Preparation of environmental documentation for the proposed improvements (conducted previously). D. COMPENSATION For the Engineering Services described in Paragraph B above, we ask compensation to be on a lump-sum not-to-exceed basis for the design and bid phase and on a not-to-exceed cost-plus fixed fee basis for the construction phase. We estimate the costs of these services to be: Design/Bid Phase Services: $107,180 Construction Phase Services: $131,720 Grand Total: $238,900 A list of tasks, and breakdowns of the man-hours and costs required for the overall project are attached. F. SCHEDULE Assuming issuance of Notice-to-Proceed by the end of January 2023, ADCI anticipates completion of the design phase by mid-May 2023 and bids received by mid-June 2023. Mr. Neil Doran, C.M., ACE February 10, 2023 Page 8 of 8 Construction is anticipated to start as soon as contractor procures the long lead items and actual construction is anticipated to take approximately 10 weeks upon receipt of all materials. E. AUTHORIZATION ADCI will proceed with the design/bid phase of this project immediately upon receipt of the written Notice-to-Proceed by HGR. Thank you for the opportunity to submit this Proposal. If you have any questions, please do not hesitate to contact me. Sincerely, ADCI Mahesh S. Kukata, PE Principal Attachments L:\Proposals\HGR\2023-HGR-1302 Runway 9-27 Lighting and Signage Replacement Design and Construction Phase Services\20230210 HGR Runway 9-27 Lighting and Signage Replacement Design and Construction R1.doc PROJECT TITLE:Runway 9-27 Lighting and Signage Replacement PROJECT NO:PUR-1450; TO #12; Purchase Order (PO): WASHCO30459 3/27/2023 PO Exceed); Not Authorized Yet 107,180$ Construction - 131,720$ PROJECT DESCRIPTION: ACCEPTED APPROVED February 13, 2023. The original Agreement for Professional Services between Board of County Commissioners of Washington County, Maryland (County) and Airport Design Consultants, Inc. (ADCI) for professional services at the Hagerstown Regional Airport – Richard A. Henson Field (HGR) dated January 27, 2020 and amended/restated agreement dated January 27, 2021 shall govern all task orders executed under this agreement unless modified in writing and agreed to by the County and ADCI. The original Federal Contract Provisions have been updated and are being replaced with those included in Attachment A to this Task Order Proposal. TASK ORDER NO: 12 PROFESSIONAL SERVICES AGREEMENT: PUR-1450 AIRPORT DESIGN CONSULTANTS, INC. AIRPORT: DATE OF ISSUANCE: ATTACHMENTS: H:\Proposals\HGR\2023-HGR-1302 Runway 9-27 Lighting and Signage Replacement Design and Construction Phase Services_TO_12\HGR Runway 9-27 Lighting and Signage Replacement Design and Construction_Fee.xlsx Runway 9-27 Lighting and Signage Replacement Multipliers Hagerstown Regional Airport Overhead: 148.54% Design and Bid Phase Services Profit: 12.00% Firm Name: Airport Design Consultants, Inc. Date Prepared: January 10, 2023 Total Budget Amount: $107,180 Work Classification: m o c v) c sT a c Cn m d� UnW dW 0W UQ Total Hours by Task Project Management Proposal Preparation 2 2 Design Review Meetings (3) 3 3 6 QA/QC Review of Submittals (3) 6 6 Preliminary Design Project Initiation and Coordination with HGR, ATCT, MAA and FAA 2 2 4 8 Project Kick-off Meeting 2 2 2 6 Conduct Site Visit 4 8 16 16 44 Record Document Collection and Review 4 4 8 30% Submittal Title Sheet 2 2 4 General Project Layout 2 2 2 4 10 Construction Safety and Phasing Plans 2 4 10 20 20 56 Electrical Demolition Plans 2 8 8 10 20 48 Electrical New Work Plans 2 10 10 20 40 82 Ductbank Plan 4 8 10 12 34 Airfield Signage Plans 2 8 10 20 40 80 Sign Schedule 2 2 8 8 20 Electrical Details (4) 2 8 8 20 40 78 Specifications 2 8 20 10 40 Design Report (including construction schedule) 2 4 4 8 8 26 Construction Cost Estimate 2 2 2 6 90% Submittal Incorporate HGR, ATCT, MAA and FAA Comments 4 12 20 40 40 116 Prepare and Submit Construction Safety and Phasing Plans (CSPP) to FAA 2 4 4 10 Runway 9-27 Lighting and Signage Replacement Hagerstown Regional Airport Design and Bid Phase Services Firm Name: Airport Design Consultants, Inc. Date Prepared: January 10, 2023 Total Budget Amount: $107,180 Work Classification: m o c m e sT a)c m d2 UnW dW 0W Un 100% Submittal Incorporate HGR, ATCT, MAA and FAA Comments Submit 100%/Bid Documents (6 Sets) Bid Phase Services Prepare for, Conduct, and Prepare Minutes from the Pre -bid Meeting Prepare Response to Bidders Questions and Addenda as Appropriate Attend the Bid Opening Prepare Bid Tabulation and Analyze Bids Prepare Recommendation for Contract Award Prepare Conformed Drawings and Provide (3) Sets Grant Administration Prepare Grant Application Requests for Reimbursements 4 10 10 20 2 2 Total Hours by Task 10 54 4 8 2 2 4 2 2 2 6 2 2 1 1 2 4 1 1 2 2 2 4 8 4 4 4 4 Multipliers Overhead: 148.54% Profit: 12.00% 40 115 145 214 272 786 Total Labor: $ 38,180 Overhead Cost (148.54%): $ 56,713 Subtotal: $ 94,893 Fixed Fee (12%): $ 11,387 Total with Overhead and Fixed Fee: $ 106,280 Total Direct Expenses: $ 900 Grand Total (Cost -Plus -A -Fixed -Fee (Not -To -Exceed (NTE)): $ 107,180 Runway 9-27 Lighting and Signage Replacement Hagerstown Regional Airport Construction Phase Services Firm Name: Airport Design Consultants, Inc. Date Prepared: January 10, 2023 Total Budget Amount: $131,720 C 0 U Work Classification: i m 0 m c � ° a) 0 a) (' a� U) o 0 2 i)W iAQ 0 d W UD Project Management Issuance of Conformed Documents Proposal Preparation Consultation with HGR Overall Coordination of Construction Activities Coordination with the HGR, ATCT, Tenants, FAA and MAA Project Startup (includes RPR at 20 hours a week for 2 weeks) Construction Administration Prepartion for and Attendance at the Pre -Construction Conference Setup Procore Review and Processing of Contractor's Submittals and Pay Requests Review and Responses to Contractor's Requests for Information (RFIs) Prepartion and Submission of FAA Weekly Inspection Reports Preparation of Design Changes based on Unforeseen Items WADO Hold Weekly Progress Meetings and Prepare Meeting Minutes Pre -Final Inspection, Preparation of Punch List and Punchlist Follow -Up Final Inspection/Walk-Through and Project Acceptance Total Hours by Task 2 2 4 8 2 1 3 2 2 4 2 2 2 10 12 2 40 42 2 2 2 6 4 4 8 2 4 6 2 10 10 22 2 4 6 2 2 4 4 12 2 4 6 4 12 16 2 4 20 26 2 4 4 10 Multipliers Overhead: 148.54% Profit: 12.00% Runway 9-27 Lighting and Signage Replacement Hagerstown Regional Airport Construction Phase Services Firm Name: Airport Design Consultants, Inc. Date Prepared: January 10, 2023 Total Budget Amount: $131,720 C 0 U Work Classification: i 0 ° `o 0 a)c �' U) 0 0 2 U)w iAQ 0 dw UD Construction Managementand Resident Engineering/Inspection Construction Manager (10 weeks at 2 hours per/week) Senior Resident Inspector (10 weeks at 45 hours/week) Record Drawings Prepare Record Drawings and Provide (2) sets Preparation of Requests for Reimbursement Requests for Reimbursements (3) Project Closeout Submit Final Engineer's Report, Quanities, and Record Drawings Grant Closeout Multipliers Overhead: 148.54% Profit: 12.00% Total Hours by Task 20 20 450 450 2 4 8 14 3 3 2 8 8 4 22 2 2 4 49 69 518 46 20 702 Total Labor: $ 46,960 Overhead Cost (148.54%): $ 69,754 Subtotal: $ 116,714 Fixed Fee (12%): $ 14,006 Total with Overhead and Fixed Fee: $ 130,720 Total Direct Expenses: $ 1,000 Grand Total (Cost -Plus -A -Fixed -Fee (Not -To -Exceed (NTE)): $ 131,720 January 13, 2023 Neil R. Doran, C.M., ACE, Airport Director Hagerstown Regional Airport – Richard A. Henson Field 18434 Showalter Rd Hagerstown, Maryland 21742 RE: Runway 9-27 Edge Lighting & Signage Replacement Design, Bid and Construction Phase Services Hagerstown Regional Airport Independent Fee Estimate (IFE) Dear Mr. Doran: We are pleased to submit this proposal to render engineering services in connection with: Preparation of an Independent Fee Estimate (IFE) for Runway 9-27 Lighting & Signage Replacement – Design, Bid & Construction Phase Services At Hagerstown Regional Airport (hereinafter called the “Project”). Our Basic Services will consist of preparation of an IFE in accordance with the requirements of FAA AC 150/5100-14E. We ask you to furnish us with any additional information relating to your requirements not currently identified, including any special or extraordinary conditions for the Project or special services you may require. Additionally, we ask you to make available all pertinent reports, data, or other information necessary for our performance and upon which we may rely in performing services hereunder. The Basic Services described herein shall be completed and the final IFE shall be submitted within ten days of the date of your acceptance of this proposal. If you should request any modifications or changes to the general scope or extent of the Project, the time allowed for performance of our services will be adjusted equitably. In exchange for performance of our services, you agree to pay us for Basic Services a Lump Sum fee of the following: Project LS Fee RW 9-27 Lighting & Signage Replacement – $2,250 Design, Bid and Construction Phase Services This proposal, together with the attached terms and conditions, constitutes the entire agreement between us with respect to its subject matter and supersedes all prior and contemporaneous written or oral understandings with respect to that subject matter. This proposal may be amended, supplemented, modified, or cancelled only by a written instrument signed by both parties. If this proposal meets with your approval, kindly acknowledge the same on the line indicated below and return to the undersigned. This proposal will become an agreement upon your acceptance, as acknowledged below. Your acceptance will constitute authorization to proceed on this Project. The proposal will remain open for acceptance until Tuesday, January 31, 2023 unless modified by us in writing. Mr. Neil R. Doran, C.M., ACE January 13, 2023 Page 2 of 2 f:\project\405 - misc clients\405a02\hagerstown md\rw 9-27 lighting signage desgin bid ca cmi\letter proposal hgr ife rw 9-27 lighting signage design bid ca cmi 2023 01 13.doc Thank you for this opportunity. We look forward to working with you on this project. Should you have any questions, or require any additional information please call or email me any time, at (315) 243-7428 or jdolan@cscos.com. Very truly yours, Accepted this day of , 2023 C&S ENGINEERS, INC. By: ____ James Dolan (Signature) Managing Engineer – Aviation Cc: D. Sweetland, C&S _______________________________ (Typed Name: Authorizing Official) January13th Neil R. Doran, C.M., A.C.E. EXHIBIT “A” TERMS & CONDITIONS (Study and Report Phase) These Terms and Conditions govern the performance by or through Engineer of the Scope of Services set forth in the letter part of this Agreement. Capitalized terms used herein, unless otherwise defined, shall have the meanings ascribed thereto in the letter and/or scope of services. Owner and Engineer agree as follows: 1.01 Basic Agreement A. Engineer shall provide, or cause to be provided, the services set forth in the letter part of this Agreement, and Owner shall pay Engineer for such Services as set forth in the letter part of this Agreement. 2.01 Payment Procedures A. Terms of Payment. Refer to the letter part of this Agreement between Owner and Engineer for the method of payment to Engineer. B. Preparation of Invoices. Engineer will prepare a monthly invoice in accordance with Engineer’s standard invoicing practices and submit the invoice to Owner. C. Payment of Invoices. Invoices are due and payable within 30 days of receipt. If Owner fails to make any payment due Engineer for services and expenses within 30 days after receipt of Engineer’s invoice, the amounts due Engineer will be increased at the rate of 1.5% per month (or the maximum rate of interest permitted by law, if less) from said thirtieth day. In addition, Engineer may, without liability, after giving seven days written notice to Owner, suspend services under this Agreement until Engineer has been paid in full all amounts due for services, expenses, and other related charges. Payments will be credited first to interest and then to principal. In addition, Owner agrees to pay all expenses incurred by Engineer as a result of Owner’s failure to fulfill its obligations under this Agreement, including but not limited to, costs, disbursements, and attorney’s fees. D. Payment upon Termination. In the event of termination of Engineer's services by Owner, Engineer will be paid for Basic Services rendered to date of termination in accordance with the method of payment defined in the letter part of this Agreement except that under the lump sum method, the adjusted fee shall be determined by proportioning the stipulated amount to reflect the percentage of completion of the Project, as mutually agreed to by Owner and Engineer. Engineer will also be paid for additional services rendered to date of termination in accordance with the method of payment defined in the letter part of this Agreement. 3.01 Additional Services A. If authorized by Owner, or if required because of changes in the Project, Engineer shall furnish services in addition to those set forth in the letter part of this Agreement. B. Owner shall pay Engineer for such additional services as follows: For additional services of Engineer’s employees engaged directly on the Project an amount equal to the cumulative hours charged to the Project by each class of Engineer’s employees times standard hourly rates for each applicable billing class; plus reimbursable expenses and Engineer’s consultants’ charges, if any. 4.01 Owner’s Responsibilities Owner shall perform the following in a timely manner so as not to delay the services of Engineer under this Agreement. Owner shall be responsible for, and Engineer may rely upon, the accuracy and completeness of all reports, data and other information furnished pursuant to this paragraph. Engineer may use such reports, data and information in performing or furnishing services under this Agreement. A. Designate in writing a person to act as Owner's representative with respect to the services to be rendered under this Agreement. Such person shall have complete authority to transmit instructions, receive information, and interpret and define Owner's policies and decisions with respect to Engineer's services for the Project. Engineer shall not rely on directions from anyone outside the scope of that person’s authority as set forth in written delegations. Directions and decisions made by the Owner’s representatives shall be binding on the Owner. B. Provide all criteria and full information as to Owner's requirements, including study objectives and constraints, space, capacity, and performance requirements; flexibility and expendability; and any budgetary limitations. C. Assist Engineer by placing at Engineer's disposal all available information pertinent to the Project including previou s reports and any other existing data relative to the Project. D. Inform Engineer in writing of any specific requirements of safety or security programs that are applicable to Engineer, as a visitor to the Site. E. Furnish to Engineer, as Engineer requires for performance of Engineer's Basic Services (except to the extent provided otherwise in Section 1.01), the following: 1. data prepared by or services of others, including without limitation borings, probings, subsurface explorations and hydrographic surveys at or contiguous to the site, laboratory tests and inspections of samples, materials and equipment; 2. appropriate professional interpretations of all of the foregoing; 3. environmental assessments, audits, investigations, and impact statements, and other relevant environmental or cultural studies as to the Project, the site and adjacent areas; 4. property, boundary, easement, right-of-way, topographic and utility surveys; 5. property descriptions; 6. zoning, deed and other land use restriction; and 7. other special data or consultations not covered in Section 1.01; all of which Engineer may use and rely upon in performing services under this Agreement. F. Owner shall arrange for safe access to and make all provisions for Engineer and its consultants to enter upon public and private property as required for Engineer to perform services under this agreement. 5.01 Termination A. The obligation to provide further services under this Agreement may be terminated: EXHIBIT “A” TERMS & CONDITIONS (Study and Report Phase) 1. For cause, a. By either party upon 30 days written notice in the event of substantial failure by the other party to perform in accordance with the Agreement’s terms through no fault of the terminating party. b. By Engineer: 1) upon seven days written notice if Engineer believes that Engineer is being requested by Owner to furnish or perform services contrary to Engineer’s responsibilities as a licensed professional; or 2) upon seven days written notice if the Engineer’s services for the Project are delayed or suspended for more than 90 days for reasons beyond Engineer’s control. 3) Engineer shall have no liability to Owner on account of such termination. c. Notwithstanding the foregoing, this Agreement will not terminate as a result of a substantial failure under paragraph 5.01.A.1.a if the party receiving such notice begins, within seven days of receipt of such notice, to correct its failure and proceeds diligently to cure such failure within no more than 30 days of receipt of notice; provided, however, that if and to the extent such substantial failure cannot be reasonably cured within such 30 day period, and if such party has diligently attempted to cure the same and thereafter continues diligently to cure the same, then the cure period provided for herein shall extend up to, but in no case more than, 60 days after the date of receipt of the notice. 2. For convenience, by Owner effective upon the receipt of notice by Engineer. B. The terminating party under paragraphs 5.01.A.1 or 5.01.A.2 may set the effective date of termination at a time up to 30 days later than otherwise provided to allow Engineer to demobilize personnel and equipment from the Project site, to complete tasks whose value would otherwise be lost, to prepare notes as to the status of completed and uncompleted tasks, and to assemble Project materials in orderly files. 6.01 Controlling Law This Agreement is to be governed by the law of the state in which the project is located without regard to any conflict of laws provisions, which may apply the laws of other jurisdictions. 7.01 Successors, Assigns, and Beneficiaries A. Owner and Engineer each is hereby bound and the partners, successors, executors, administrators, and legal representatives of Owner and Engineer (and to the extent permitted by paragraph 7.01.B the assigns of Owner and Engineer) are hereby bound to the other party to this Agreement and to the partners, successors, executors, administrators, and legal representatives (and said assigns) of such other party, in respect of all covenants, agreements, and obligations of this Agreement. B. Neither Owner nor Engineer may assign, sublet, or transfer any rights under or interest (including, but without limitation, moneys that are due or may become due) in this Agreement without the written consent of the other, except to the extent that any assignment, subletting, or transfer is mandated or restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. 8.01 General Considerations A. The standard of care for all professional engineering and related services performed or furnished by Engineer under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. Engineer makes no warranties, express or implied, under this Agreement or otherwise, in connection with Engineer’s services. Engineer and its consultants may use or rely upon the design services of others, including, but not limited to, contractors, manufacturers, and suppliers. Engineer may also rely upon publically available information that is ordinarily used by members of the subject profession. B. Owner agrees that if Engineer is not employed to provide professional services during the Design, Bidding (if the work is put out for bids) or the Construction Phases of the Project, Engineer will not be responsible for, and Owner shall indemnify, hold Engineer (and Engineer's professional associates and consultants) harmless, and defend Engineer from all claims, damages, losses and expenses including attorneys' fees arising out of, or resulting from any interpretation, clarification, substitution acceptance, shop drawing or sample approval or modification of such documentation issued or carried out by Owner or others. Nothing contained in this paragraph shall be construed to release Engineer (or Engineer's professional associates or consultants) from liability for failure to perform in accordance with professional standards any duty or responsibility which Engineer has undertaken or assumed under this Agreement. C. All documents prepared or furnished by Engineer are instruments of service, and Engineer retains an ownership and property interest (including the copyright and the right of reuse) in such documents, whether or not the Project is completed. Such documents are not intended or represented to be suitable for reuse by Owner or others in extensions of the facility beyond that now contemplated or on any other facility. Any reuse by Owner or others without specific written verification or adaptation by Engineer for the specific purpose intended will be at user's sole risk and without liability or legal exposure to Engineer, or to Engineer's independent professional associates or consultants, and Owner shall indemnify and hold harmless Engineer and Engineer's independent professional associates and consultants from all claims, losses, damages of any kind or nature, judgments, and expenses (including, but not limited to, reasonable attorney's fees and any costs), arising out of or resulting therefrom. Any such verification and adaptation will entitle Engineer to further compensation at rate to be agreed upon by Engineer and Owner. D. The specific schedule of services is more specifically described in the letter part of this Agreement or an Exhibit thereto. The term of this agreement commences upon the acceptance of this Agreement (including all exhibits) by owner and terminates upon completion of the services described in the letter part of this Agreement. Any delay in or failure of performance of any party to this Agreement shall not constitute a default under this Agreement nor give rise to any claim for damage, if and to the extent such delay or failure is caused by occurrences or events beyond the control of the party affected, including but not limited to, acts of God; expropriation or confiscation of facilities or compliance with any EXHIBIT “A” TERMS & CONDITIONS (Study and Report Phase) order or request of government authority, affecting to a degree not presently existing, the supply, availability, or use of personnel or equipment; strikes; flood blizzard, labor unrest, riot; or any cause the affected party is unable to prevent or foresee with reasonable diligence. A party who is prevented from performing for any reason shall immediately notify the other in writing of the reason for the nonperformance and the anticipated extent of any delay and its efforts to minimize the extent of delay and resume performance under this Agreement. E. To the fullest extent permitted by law, Owner and Engineer (1) waive against each other, and the other’s employees, officers, directors, agents, insurers, partners, and consultants, any and all claims for or entitlement to special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to the Project, and (2) agree that Engineer’s (including Engineer’s employees, officers, directors, agents and insurers, partners, and consultants) total liability to Owner under this Agreement shall be limited to $50,000 or the total amount of compensation received by Engineer, whichever is greater. The Owner may negotiate with the Engineer in the event the Owner wishes to change the total liability described herein but acknowledges that any change may result in an additional fee. This additional fee is in consideration of the greater risk involved in performing work for which there is an increase or no limitation of liability. F. The parties acknowledge that Engineer’s scope of services does not include any services related to a Hazardous Environmental Condition (the presence of asbestos, PCBs, petroleum, hazardous substances or waste, and radioactive materials). If Engineer or any other party encounters a Hazardous Environmental Condition, Engineer may, at its option and without liability for consequential or any other damages, suspend performance of services on the portion of the Project affected thereby until Owner: (i) retains appropriate specialist consultants or contractors to identify and, as appropriate, abate, remediate, or remove the Hazardous Environmental Condition; and (ii) warrants that the Site is in full compliance with applicable Laws and Regulations. G. Owner acknowledges that: (i) Engineer is not recommending any action to Owner or other obligated person hereunder that would cause Consultant to be considered a municipal advisor for purposes of the Securities and Exchange Commission Registration of Municipal Advisors Rule, 78 Fed. Reg. 67468 (2013); (ii) Engineer does not owe a fiduciary duty pursuant to Section 15B of the Securities Exchange Act of 1934 (15 U.S.C. 78o-4) to Owner or other obligated person with respect to the information and material contained in this Agreement or any Project deliverable; and (iii) Owner or other obligated person should discuss any information and material contained in this Agreement or Project deliverable with any and all internal or external advisors and experts that Owner or other obligated person deems appropriate before acting on this information or material. 9.01 Opinions of Probable Cost Since Engineer has no control over the cost of labor, materials, equipment or services furnished by others, or over the Contractor(s)' methods of determining prices, or over competitive bidding or market conditions, Engineer's opinions of probable Total Project Costs and Construction Cost provided for herein are to be made on the basis of Engineer's experience and qualifications and represent Engineer's best judgment as an experienced and qualified professional engineer, familiar with the construction industry; but Engineer cannot and does not guaran- tee that proposals, bids or actual Total Project or Construction Costs will not vary from opinions of probable cost prepared by Engineer. If prior to the Bidding or Negotiating Phase Owner wishes greater assurance as to Total Project or Construction Costs, Owner shall employ an indepen- dent cost estimator. 10.01 Dispute Resolution A. Owner and Engineer agree to negotiate in good faith for a period of thirty (30) days from the date of notice of disputes between them as to the execution, meaning of, or performance under the terms of this Agreement prior to exercising their right under Section 10.01(B) below. The thirty-day period may be extended upon mutual agreement of the parties. B. If any dispute cannot be resolved pursuant to paragraph 10.01(A) and only if mutually agreed by Owner and Engineer, said dispute and all unsettled claims, counterclaims and other matters in question between them arising out of or relating to the execution, meaning of, or performance under the terms of this Agreement or the breach thereof ("disputes") shall be submitted to mediation by a mediator, to be selected by the parties jointly, prior to initiating a legal action against the other, unless initiating mediation would irrevocably prejudice one of the parties. It is the intention of the parties that any agreement reached at mediation become binding upon them. The cost of mediation shall be shared equally between the parties. C. This Section 10.01 shall survive any termination or cancellation of this Agreement. 11.01 Total Agreement/ Severability This Agreement (consisting of the letter part of this Agreement, this Exhibit “A” and any additional exhibits referenced in the letter part of this Agreement), constitutes the entire agreement between Owner and Engineer and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. Any provision or part of this Agreement held by a court of law to be invalid or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon Owner and Engineer, who agree that the Agreement shall be reformed to replace such stricken provision or part therefore with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. 12.01 Notice Any notice required by the terms of this Agreement to be given by one party to another shall be in writing, and shall be deemed to have been duly given (a) on the date of service, if served personally on the party to whom notice is to be given, or (b) on the third day after mailing, if mailed to the party to whom notice is to be given by first-class certified mail, postage prepaid, return receipt requested, at the addresses and to the persons set forth in the letter part of this Agreement. Either party hereto may change its address for notice purposes by giving notice to the other party as prescribed by this paragraph 12.01. For purposes of this notice provision, failure or refusal to accept receipt of notice shall constitute notice nonetheless. 13.01 Insurance A. The following types and amounts of insurance shall be procured and maintained by the Engineer throughout the duration of the Project: EXHIBIT “A” TERMS & CONDITIONS (Study and Report Phase) a. Worker's Compensation Insurance in the amounts required by law to provide protection for employees of the Engineer in the event of job-related injuries. b. Comprehensive General Liability Insurance, including broad form and contractual liability endorsement, having a limit of $1,000,000 per occurrence and $1,000,000 Aggregate for personal injury and property damage. c. Automobile Liability Insurance having a combined single limit of $1,000,000 for bodily injury and property damage per occurrence/policy aggregate. d. Professional Liability or Errors and Omissions Insurance having limits of $1,000,000 per claim and $1,000,000 aggregate liability. Owner shall be named as additional insured with respect to the coverages set forth in (b) and (c) above, on a primary & non- contributory basis. FORCE ACCOUNT WORK AGREEMENT (No Force Account Work is proposed for this Project.) SCOPE OF WORK (The scopes of work are included in the respective Negotiated Agreements) INDEPENDENT FEE ESTIMATES 1. Runway 9-27 Edge Lighting & Signage Replacement – C&S Companies F:\Project\405 - Misc Clients\405A02297 - IFE HGR RW 9-27 Lighting Signage\Design\Correspondence\IFE HGR RW 9-27 Edge Lighting and Signage Design Bid and Construction Phase Services 2023 01 16.doc January 16, 2023 Mr. Neil R. Doran, C.M., ACE, Airport Director Hagerstown Regional Airport 18434 Showalter Road Hagerstown, MD 21742 Re: Hagerstown Regional Airport (HGR) Independent Fee Estimate (IFE) Runway 9-27 Edge Lighting and Signage Replacement Design, Bid and Construction Phase Services File: 405.A02.297 Dear Mr. Doran: We have completed the Independent Fee Estimate (IFE) for the Runway 9-27 Edge Lighting and Signage Replacement – Design, Bid and Construction Phase Services Project at the Hagerstown Regional Airport (HGR). The independent fee estimate has been completed in two parts: Design and Bid Phase Services: $337,500. Construction Phase Services: $339,900 Total Independent Fee Estimate: $677,400 The fee estimate is based upon the scope of work received via email from your office on Thursday, January 12, 2023. It is our opinion that a reasonable total fee for all services for this work is in the range from $609,660 to $745,140. We are pleased to have this opportunity to provide this service for the Hagerstown Regional Airport. If you have any questions regarding this IFE, please do not hesitate to call me at (315) 703- 4391 or (315) 243-7428. Very truly yours, C&S ENGINEERS, INC. James Dolan Managing Engineer – Aviation Attachments Overhead:175.00% Profit:15.00% Firm Name: Date Prepared: Total Budget Amount: Work Classification: Pr o j e c t Ma n a g e r Se n i o r En g i n e e r Pr o j e c t En g i n e e r De s i g n En g i n e e r CA D De s i g n e r Direct labor cost: 75.00$ 80.00$ 70.00$ 62.00$ 44.80$ Project Management Proposal Preparation 4 8 12 940$ Design Review Meetings (3) (Assumed in-person meetings)16 16 32 2,480$ 580$ QA/QC Review of Submittals (3)24 24 1,920$ Preliminary Design Project Initiation and Coordination with HGR, ATCT, MAA and FAA 24 16 40 3,080$ Project Kick-off Meeting 8 8 8 24 1,736$ 238$ Conduct Site Visit 2 16 16 34 2,272$ 387$ Record Document Collection and Review 2 8 8 18 1,014$ 150$ 30% Submittal Title Sheet 2 4 6 319$ General Project Layout 4 4 8 16 16 48 2,889$ Construction Safety and Phasing Plans 2 4 8 48 80 142 7,590$ Electrical Demolition Plans 4 8 8 40 24 84 5,055$ Electrical New Work Plans 8 16 48 80 80 232 13,784$ Ductbank Plan 2 8 16 40 48 114 6,540$ Airfield Signage Plans 8 40 24 80 96 248 14,741$ Sign Schedule 4 8 24 24 60 3,503$ Electrical Details (4)4 16 24 24 68 4,003$ Specifications 2 4 16 40 62 4,070$ Design Report (including construction schedule)4 4 16 24 8 56 3,586$ Construction Cost Estimate 6 4 24 24 16 74 4,655$ 90% Submittal Incorporate HGR, ATCT, MAA and FAA Comments 4 4 24 24 56 3,183$ Prepare and Submit Construction Safety and Phasing Plans (CSPP) to FAA -$ Runway 9-27 Lighting and Signage Replacement Multipliers Hagerstown Regional Airport Design and Bid Phase Services ADCI: Independent Fee Estimate (IFE) January 16, 2023 $337,500 Total Hours by Task Total Loaded Labor Cost Total Direct Expenses Overhead:175.00% Profit:15.00% Firm Name: Date Prepared: Total Budget Amount: Work Classification: Pr o j e c t Ma n a g e r Se n i o r En g i n e e r Pr o j e c t En g i n e e r De s i g n En g i n e e r CA D De s i g n e r Direct labor cost: 75.00$ 80.00$ 70.00$ 62.00$ 44.80$ Runway 9-27 Lighting and Signage Replacement Multipliers Hagerstown Regional Airport Design and Bid Phase Services ADCI: Independent Fee Estimate (IFE) January 16, 2023 $337,500 Total Hours by Task Total Loaded Labor Cost Total Direct Expenses 100% Submittal Incorporate HGR, ATCT, MAA and FAA Comments 4 4 24 24 56 3,183$ Submit 100%/Bid Documents (6 Sets)8 8 16 854$ -$ Bid Phase Services Prepare for, Conduct, and Prepare Minutes from the Pre-bid Meeting 16 24 8 2,195$ 200$ Prepare Response to Bidders Questions and Addenda as Appropriate 8 8 8 40 8 8 4,638$ Attend the Bid Opening 8 8 496$ 139$ Prepare Bid Tabulation and Analyze Bids 8 16 24 1,552$ Prepare Recommendation for Contract Award 2 4 6 430$ Prepare Conformed Drawings and Provide (3) Sets 4 4 16 24 1,297$ -$ Grant Administration Prepare Grant Application 8 24 32 2,088$ Requests for Reimbursements 8 24 32 2,088$ 134 196 242 640 532 1648 Total Labor:106,184$ Overhead Cost (X%):185,821$ Subtotal:292,005$ Fixed Fee (X%):43,801$ Total with Overhead and Fixed Fee:335,806$ Total Direct Expenses:1,694$ Grand Total (Cost-Plus-A-Fixed-Fee (Not-To-Exceed (NTE)):337,500$ Overhead:175.00% Profit:15.00% Firm Name: Date Prepared: Total Budget Amount: Work Classification: Co n s t r u c t i o n Ma n a g e r Se n i o r En g i n e e r Se n i o r Re s i d e n t In s p e c t o r Pr o j e c t En g i n e e r CA D De s i g n e r Direct labor cost: 75.00$ 80.00$ 64.40$ 70.00$ 44.80$ Project Management Issuance of Conformed Documents (Duplicate Task from Design/Bid Phase?)2 8 10 518$ Proposal Preparation 4 8 12 940$ Consultation with HGR 56 40 96 6,776$ Overall Coordination of Construction Activities 80 80 6,000$ Coordination with the HGR, ATCT, Tenants, FAA and MAA 24 40 64 4,376$ Project Startup (includes RPR at 20 hours a week for 2 weeks)8 40 48 3,176$ Construction Administration Prepartion for and Attendance at the Pre-Construction Conference 8 8 8 4 4 32 2,214$ 144$ Setup Procore 4 16 20 1,420$ -$ Review and Processing of Contractor's Submittals and Pay Requests 16 64 80 5,510$ Review and Responses to Contractor's Requests for Information (RFIs)8 4 40 40 24 116 7,371$ Prepartion and Submission of FAA Weekly Inspection Reports 20 20 1,288$ Preparation of Design Changes based on Unforeseen Items 4 24 8 24 24 84 5,490$ Preparation and Coordination of Change Orders with HGR and FAA-WADO 24 12 24 60 4,306$ Hold Weekly Progress Meetings and Prepare Meeting Minutes 40 40 16 96 6,517$ Pre-Final Inspection, Preparation of Punch List and Punchlist Follow-Up 8 8 8 24 1,800$ 210$ Final Inspection/Walk-Through and Project Acceptance 8 8 8 24 1,800$ 210$ $339,900 Total Hours by Task Total Labor Cost Total Direct Expenses January 16, 2023 Runway 9-27 Lighting and Signage Replacement Multipliers Construction Phase Services Hagerstown Regional Airport ADCI: Independent Fee Estimate (IFE) Overhead:175.00% Profit:15.00% Firm Name: Date Prepared: Total Budget Amount: Work Classification: Co n s t r u c t i o n Ma n a g e r Se n i o r En g i n e e r Se n i o r Re s i d e n t In s p e c t o r Pr o j e c t En g i n e e r CA D De s i g n e r Direct labor cost: 75.00$ 80.00$ 64.40$ 70.00$ 44.80$ $339,900 Total Hours by Task Total Labor Cost Total Direct Expenses January 16, 2023 Runway 9-27 Lighting and Signage Replacement Multipliers Construction Phase Services Hagerstown Regional Airport ADCI: Independent Fee Estimate (IFE) Construction Managementand Resident Engineering/Inspection Construction Manager (10 weeks at 2 hours per/week)20 20 1,500$ Senior Resident Inspector (10 weeks at 45 hours/week)450 450 28,980$ Record Drawings Prepare Record Drawings and Provide (2) sets 8 16 80 104 5,214$ Preparation of Requests for Reimbursement Requests for Reimbursements (3)8 16 24 1,630$ Project Closeout Submit Final Engineer's Report, Quanities, and Record Drawings -$ Grant Closeout (^Record Drawings is a duplicate task to "Record Drawings) above 8 24 80 40 152 10,472$ 320 98 798 244 156 1616 Total Labor:107,300$ Overhead Cost (X%):187,775$ Subtotal:295,075$ Fixed Fee (X%):44,261$ Total with Overhead and Fixed Fee:339,336$ Total Direct Expenses:564$ Grand Total (Cost-Plus-A-Fixed-Fee (Not-To-Exceed (NTE)):339,900$ EXHIBIT A (AIRPORT PROPERTY MAP) (The current Exhibit A is on File with FAA WADO and is not attached to this Application Package.) November 6, 2023 Mr. Ashish Solanki, A.A.E. Director Maryland Aviation Administration Office of Regional Aviation Assistance 991 Corporate Boulevard, Suite 130 Linthicum, MD 21090 Sent electronically to: asolanki@bwiairport.com Re: Application for State Assistance Runway 9-27 Edge Lighting and Signage Replacement Design, Bid, and Construction Phase Services Hagerstown Regional Airport FAA AIG No. 3-24-0019-069-2024 Dear Mr. Solanki: It is with pleasure and great anticipation that the Board of County Commissioners of Washington County, Maryland is submitting the grant funding request for the referenced project at Hagerstown Regional Airport. Background and Description of the Project: This grant request is for the design, bidding and construction phases of a project for the complete removal and replacement of the existing incandescent edge lighting and signage systems with new LED fixtures. The Project will revise the airfield signage to meet the requirements of the approved Airport Signage and Marking Plan. The existing can and conduit system is being reused; however, new circuits will be installed to power the new fixtures and signs. The existing regulator for this circuit is being replaced in the existing airfield electrical vault as part of this Project to accommodate the more efficient fixtures. This project is on the Approved ALP dated September 2020. This Project is in accordance with the Airport Signage and Marking Plan approved by the FAA on August 21, 2023. A NEPA Categorical Exclusion (CATX) was approved for this Project by the FAA on March 21, 2023. Benefits Anticipated: The current edge light fixtures and signs were installed over 20 years ago and have reached their useful life. The Project is required to maintain existing capacity and safety for the traveling public. Mr. Ashish Solanki, A.A.E. November 6, 2023 Page 2 Project Schedule: • Anticipated Construction NTP: February 2024 • Anticipated Final Inspection: September 2024 • Anticipated Contract/Grant Closeout: December 2024 Project Funding Summary: Item Description Cost $238,900.00 MAA Share of the eligible costs is $25,048.00, which is 5% of the construction cost. MAA share will account for 3.33% of the overall project costs. A full copy of the FAA grant application package is attached. The Board of County Commissioners of Washington County, Maryland hereby commits to providing the required local share for this Project and would like to thank the MAA for its continued assistance. We look forward to the successful completion of this much needed project. Should you have any questions or need additional information, please feel free to contact me at (240) 313- 2764 or ndoran@washco-md.net or Mahesh Kukata, PE, ADCI at (410) 300-6379 or mkukata@adci- corp.com. Thank you for the support of our airport! Sincerely, Neil R. Doran, C.M., A.C.E. Airport Director Attachments 1. FAA Grant Application Package cc: Mr. Sean Hammer, MAA Mr. Mahesh Kukata, PE, ADCI sbuchanan@washco-md.net Will the grant funded project, program or purchase result in additional & recurring department operating expenses? (' Yes (: No Will the grant include funding for pay incentives or bonuses resulting in additional tax expense for County? (—Yes (e No If Yes, indicate the annual amount and identify the funding source that will be used to pay for the increased expenses. Section• • Plan Grant Award Period: ❑X 1 year period Multiple year period Annual Renews Provide a continuation plan if grant funding is expected to end and recurring expenses will continue. Section4:Approval Signatures Please sign electronically appropriate areas. All areas may not apply. Your signature indicates a full understanding of the program information provided and intent to implement the project according to all program guidelines, assurances and certifications. DepartmentHead Neil R. Doran Digitally signed by Neil R.Doran Date 11/6/2023 Date: 2023.11.06 15:35:41-05'00' Division Director Andrew Eshleman Digitally signed Eshleman 08:39:16-OS'00' Date Date: 2023.11.07 Agency (Sub -Grantee) Date Grants Office F Date Office of Budget and Finance F Date County Commissioners > $25,000 Date Section5: Final Award (Office of Community Grant Management Only) Grantor Approval Date Final Actual Award Grants Office Approval F Date Comments, if any: Open Session Item SUBJECT: Contract Award (PUR-1635) Hagerstown Regional Airport 9-27 Edge Lighting Signage Replacement PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Brandi Naugle, CPPO, Buyer; Neil Doran, Director, Hagerstown Regional Airport RECOMMENDED MOTION: Move to award the Hagerstown Regional Airport 9-27 Edge Lighting Signage Replacement project at the Hagerstown Regional Airport to the responsive, responsible bidder, Global Electrical Services, Inc. of Frenchtown, NJ who submitted the lowest sum total of A in the amount of $469,960 and the lowest sum total of B in the amount of $31,000; total sum for both A and B, $500,960 and contingent upon the grant funding by MAA and by the Federal Aviation Administration (FAA) and contingent upon the County Attorney’s Office approval of the contract Agreement. REPORT-IN-BRIEF: Runway 9-27 is the Primary Air Carrier Runway at Hagerstown Regional Airport (HGR), and it is 7000’ long by 150’ wide. This project focuses on replacing the runway edge lighting and guidance sign systems associated with the runway. The intent is to remove and replace the L-824 cabling within the conduit infrastructure supporting these systems and to install new LED L-861 elevated edge lights and L-858 guidance signs in existing locations. Select signs require updated legends per FAA PART 139 requirements and the approved Airport Signage and Marking Plan. Home run cabling for the affected circuit(s) will travel back to the airfield lighting vault. The new cabling will utilize existing conduit and duct banks, and a new constant current regulator will be installed in the existing airfield electrical vault. The project is to be substantially completed within seventy-five (75) cons ecutive calendar d ays from the date of “Notice to Proceed”/issuance of purchase order. The County can assess liquidated damages in the sum of two thousand five hundred dollars ($2,500.00) for each consecutive day that the project is not completed. The Invitation to Bid (ITB) was advertised in the local newspaper, listed on the State’s “eMaryland MarketplaceAdvantage” and on the County’s website. Twenty (20) persons/companies registered/downloaded the bid document online. Three (3) companies were represented at the Pre- Bid Conference/Teleconference; two (2) bids were received as indicated on the attached bid tabulation. DISCUSSION: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form FISCAL IMPACT: Funds are budgeted in the department’s Capital Improvement Plan account (515000-35-45010-RUN020) in the amount of $1,059,200. FAA anticipated funding is 90%, Maryland Aviation Administration (MAA) 5%, and 5% local (County) funding. CONCURRENCES: Public Works Division Director; Airport Consultant – ADCI, Maryland Aviation Administration (MAA). ALTERNATIVES: N/A ATTACHMENTS: Bid Tabulation Matrix AUDIO/VISUAL NEEDS: N/A PUR-1635 Hagerstown Regional Airport Runway 9-27 Edge Lighting Signage Replacement Item No. Description Unit Approx. Qty.Unit Price Total Price L-100-5.1 Site Locating and Duct Tracing ALL 1 $20,000.00 $20,000.00 $20,000.00 L-108-5.1 1-1/C No. 8 AWG, 5KV, L-824C Cable in Conduit, Installed Complete in Place LF 28,500 $6.10 $173,850.00 $3.49 $99,465.00 L-108-5.2 Demolition of Cable in Conduit to Remain, per Conduit Length LF 28,500 $1.00 $28,500.00 $0.80 $22,800.00 L-109-7.1 Remove 30KW Constant Current Regulator and Associated Equipment and Install 20KW, 5-Step, 240V, L-829 Constant Current Regulator and all Associated Incoming Power and Communication Appurtenances EA 1 $48,600.00 $48,600.00 $27,000.00 $27,000.00 L-125-5.1 L-862(L) Runway Elevated Edge Light Fixture on Existing Light Base, with Transformer and Accessories, Installed Complete in Place EA 64 $2,555.00 $163,520.00 $860.00 $55,040.00 L-125-5.2 L-862E(L) Runway Threshold/End Light on Existing Light Base, with Transformer and Accessories, Installed Complete in Place EA 16 $2,800.00 $44,800.00 $890.00 $14,240.00 L-125-5.3 L-850C(L) Runway In-Pavement Edge Light Fixture on Existing Light Base, with Transformer and Accessories, Installed Complete in Place EA 5 $4,260.00 $21,300.00 $1,590.00 $7,950.00 L-125-5.4 1 Module – Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place EA 10 $4,500.00 $45,000.00 $2,150.00 $21,500.00 L-125-5.5 2 Module – Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place EA 13 $5,730.00 $74,490.00 $3,150.00 $40,950.00 Callas Contractors, LLC Hagerstown, MD Unit Price Global Electrical Services, Inc. Frenchtown, NJ Total Price $20,000.00 1 Bids Opened: October 25, 2023 PUR-1635 Hagerstown Regional Airport Runway 9-27 Edge Lighting Signage Replacement Item No. Description Unit Approx. Qty.Unit Price Total Price Callas Contractors, LLC Hagerstown, MD Unit Price Global Electrical Services, Inc. Frenchtown, NJ Total Price L-125-5.6 3 Module – Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place EA 13 $7,170.00 $93,210.00 $3,900.00 $50,700.00 L-125-5.7 4 Module – Size 1, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place EA 2 $8,750.00 $17,500.00 $4,100.00 $8,200.00 L-125-5.8 1 Module – Size 4, Style 3, Class 1, Mode 2, L-858(L) Airfield Guidance Sign on Existing Foundation, with Transformer and Accessories, Installed, Complete in Place EA 6 $7,900.00 $47,400.00 $4,100.00 $24,600.00 L-125-5.9 Relocate 2 Module L-858(L) Airfield Guidance Sign on Existing Foundation, Furnish and Install Transformer and Accessories, Installed, Complete in Place EA 2 $2,700.00 $5,400.00 $750.00 $1,500.00 L-125-5.10 Remove and Replace all Existing Sign Panels within Existing Sign Housing EA 4 $2,675.00 $10,700.00 $900.00 $3,600.00 L-125-5.11 Install 12” Diameter 36” Deep Reinforced Concrete Pier for Sign Foundation Extension and 6” Deep Washed Stone Maintenance Pad, Complete in Place EA 12 $5,500.00 $66,000.00 $1,100.00 $13,200.00 L-125-5.12 Remove Airfield Guidance Sign, Demolish Transformer and Accessories, Foundation to Remain EA 46 $1,600.00 $73,600.00 $590.00 $27,140.00 L-125-5.13 Remove Light Fixture, Demolish Transformer and Accessories EA 85 $210.00 $17,850.00 $295.00 $25,075.00 L-125-5.14 Temporary Airfield Lighting During Construction ALL 1 $7,000.00 $7,000.00 $7,000.00 $7,000.00 Sub Total A: Sum Total of Base Bid Items L-100-5.1 through L-125-5.14 *Corrected Calculations based on Unit Pricing $469,960.00$958,720.00 2 Bids Opened: October 25, 2023 PUR-1635 Hagerstown Regional Airport Runway 9-27 Edge Lighting Signage Replacement Item No. Description Unit Approx. Qty.Unit Price Total Price Callas Contractors, LLC Hagerstown, MD Unit Price Global Electrical Services, Inc. Frenchtown, NJ Total Price M-100-4.1 Maintenance and Protection of Traffic (shall not exceed 10% of total Contract Bid amount)LS 1 $106,000.00 $106,000.00 $10,000.00 $10,000.00 C-105-6.1 Mobilization (shall not exceed 5% of total Contract Bid amount)LS 1 $46,000.00 $46,000.00 $21,000.00 $21,000.00 *Corrected Calculations based on Unit Pricing Sub Total B: Sum Total of Base Bid Items L-100-4.1 through C-105-6.1 $152,000.00 $31,000.00 3 Bids Opened: October 25, 2023 Open Session Item SUBJECT: Bid Award (PUR-1638) Lease and Supplying of Golf Carts for Washington County’s Black Rock Golf Course and the Washington County Parks Department PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Brandi Naugle, CPPB, Buyer; Andrew Eshleman, P.E., Director, Division of Public Works RECOMMENDED MOTION: Move to award the contract for the Leasing and Supplying of Golf Carts for the Black Rock Golf Course and the County Parks department to the lowest responsive, responsible low bidder, Capitol Golf Cars & Utility Vehicles, LLC of Frederick, Md based on Option No. 1 (6-year lease) for seventy-two (72) new rental carts and one (1) heavy duty cart for the Black Rock Golf Course for a total amount of $89,736.88 per year for a total 6-year cost of $538,421.28 and Alternate No. 1 (6 year lease) seventy-three (73) fold down windshields at an annual amount of $2,937.60 per year for a total 6-year cost of $17,625.60 and for Option No. 2 (6-year lease) for four (4) new rental at the total amount of $5,726.40 per year for a total 6 year cost of $34,358.40 and Alternate No. 2 (6 year lease) for four (4) fold down windshields at an annual amount of $163.20 per year for a total 6 year cost of $979.20; for a grand total for all carts if $591,384.48 and this award is contingent upon final approval of the lease documents by the County Attorney’s Office. REPORT-IN-BRIEF: The recommended award option is for the leasing and supplying of seventy-two (72) new rental golf carts, and one (1) new heavy-duty range cart, for use at the Washington Cunty Black Rock Golf Course and four (4) new rental golf carts for the use at the Washington County Parks Department and for fold-down windshields to be installed in each with a requirement of the exchange for new carts at the end of three (3) years. This recommended option also includes a service agreement of (a) weekly maintenance, (b) winter-time service of the fleet, and (c) 24-hour emergency service. At the end of the 6-year lease, the golf carts are returned to the vendor. Should the County wish to own the carts at the end of a lease, it would need to pay fair-market value to purchase the carts as well as purchase an additional maintenance service agreement. However, due to wear and tear on the golf carts, the Black Rock Board originally decided to replace its carts every three (3) years. Notice of the Invitation to Bid (ITB) was advertised in the local newspaper, on the County’s website, and on the State of Maryland’s website, “e-Maryland Marketplace Advantage.” Bids were received on September 20, 2023. Fifteen (15) persons/companies registered/downloaded the bid document online, and as indicated on the bid tabulation matrix, three (3) bids were received. One (1) bid was deemed to be non-responsive due to the requirements of the bid not being met. DISCUSSION: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form FISCAL IMPACT: Funding is available in various departmental budgets: Black Rock Golf Course - 535055-46-46020 in the amount of $63,510 for seventy-three (73) carts. Funding for the additional four (4) carts shall be split between Public Works – 526000-10-11910 in the amount of $2,944.80 and Recreation – 584040-10-12200 in the amount of $2,944.80. CONCURRENCES: NA ALTERNATIVES: N/A ATTACHMENTS: Bid Tabulation Matrix AUDIO/VISUAL NEEDS: N/A PUR-1638 Lease and Supplying of Golf Carts for Washington County's Black Rock Golf Course Capitol Golf Cars & Utility Vehicles, LLC Textron Inc.LLC Interest Rate 7.99%7.75%6.8% * Total Annual Lease Amount of Eight (8) Payments $89,736.88 $107,809.92 $102,543.04 Total Lease Cost Over Six-Year Period $538,421.28 $323,429.76 $615,258.24 Total Annual Lease Amount of Eight (8) Payments $2,937.60 $0.00 $0.00 Total Lease Cost Over Six-Year Period $17,625.60 $0.00 $0.00 Utility Vehicles, LLC Textron Inc.LLC Interest Rate 7.99%7.75%6.08% Total Annual Lease Amount of Eight (8) Payments $5,726.40 $6,032.64 $6,122.88 *Corrected Calculations based on Unit Pricing Remarks/Exceptions: Golf Car Specialties Option 2: Yamaha Golf Car supplied to be: 2024 Yamaha Drive 2-EFI Gas with thermoplastic utility beds installed Cargo box beds E-Z-Go - Non-Responsive / Changed Option 1 and Option 2 both from 6-Year Lease to Straight 3 year Lease Option No. 1: Lease of Seventy-Two (72) new Rental Carts and One (1) Heavy-Duty Range Cart (6 year lease) (6 year lease) Alternate No. 2: (Four (4) Fold-down Windshields) ADDITIONAL AMOUNT to be added to Option No. 2 Alternate No. 1: (Seventy-Two (72) Fold-down Windshields) ADDITIONAL AMOUNT to be added to Option No. 1 Capitol Golf Cars & Utility Vehicles, LLC E-Z-Go Division of Textron Inc. Augusta, GA Golf Car Specialties, LLC Pottstown, Pa Textron Inc. Augusta, GA LLC Pottstown, Pa Capitol Golf Cars & Utility Vehicles, LLC Bids Opened: 9/20/2023 Open Session Item SUBJECT: Contract Award (PUR-1642) for Gasoline and Diesel Fuel Deliveries PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Brandi Naugle, CPPB, Buyer, Purchasing Department; Zane Rowe, Deputy Director, Washington County Highway Department. RECOMMENDED MOTION: Move to award the bids for gasoline and diesel fuel transport deliveries under four (4) separate contracts to the responsive, responsible bidders who submitted the lowest bids. 1. Contract for gasoline tank-wagon deliveries to A. C. & T. Company, Inc of Hagerstown, MD at the unit bidder factor prices as stated in its bid dated October 31, 2023. 2. Contract for gasoline transport deliveries to Petroleum Traders Corporation of Fort Wayne, IN. at the unit bidder factor prices as stated in its bid dated October 30, 2023. 3. Contract for diesel tank-wagon deliveries to A. C. & T. Company, Inc of Hagerstown, MD at the unit bidder factor prices stated in its bid dated October 31, 2023. 4. Contract for diesel transport deliveries to Petroleum Traders Corporation of Fort Wayne, IN. at the unit bidder factor prices stated in its bid dated October 30, 2023. REPORT-IN-BRIEF: The following tabulations listed below were made from the bids received on November 1, 2023, based on estimated quantities for the contract period that is tentatively to begin on December 1, 2023, and end on November 30, 2024. The contracts are for a one (1) year term with no option to renew. These are requirements contracts and the County guarantees neither a maximum nor a minimum quantity. The Invitation to Bid was advertised on the State of Maryland’s eMMA “eMaryland Marketplace Advantage” website, on the County’s website, and in the local newspaper. Thirty (30) persons/companies registered/downloaded the bid document online and four (4) bids were received, and one (1) bid was received after the deadline which was deemed non-responsive. The bids were evaluated based on the Oil Price Information Service (OPIS) pricing index publication and the bidder’s bid factor; bids were submitted as follows: Board of County Commissioners of Washington County, Maryland Agenda Report Form GASOLINE: (multiple contract award) Vendor Transport Loads Total Bid Tank-wagon Loads Total Bid A, C & T Co., Inc. Hagerstown, MD $966,337.40 $ 232,994.67 Mansfield Oil Company Gainesville, GA $977,762.00 NO BID Petroleum Traders Corporation Fort Wayne, IN $940,857.20 NO BID Baltimore, MD NON-RESPONSIVE $984,579.90 NO BID DIESEL: (multiple contract award) Vendor Transport Loads Total Bid Tank-wagon Loads Total Bid A, C & T Co., Inc. Hagerstown, MD $2,471,346.80 $216,935.62 Mansfield Oil Company Gainesville, GA $2,453,371.80 NO BID Petroleum Traders Corporation Fort Wayne, IN $ 2,450,136.30 NO BID Baltimore, MD NON-RESPONSIVE $2,600,766.80 NO BID DISCUSSION: The contract requirements for the City of Hagerstown, Washington County Public Schools and Hagerstown Community College are also included in the above recommendations. Those entities will also make their own formal contract awards. FISCAL IMPACT: Funds are available in various departmental operating budgets for fuels. CONCURRENCES: N/A ATTACHMENTS: The complete Bid Tabulation may be viewed online at: https://www.washco- md.net/wp-content/uploads/purch-pur-1642-bid-tab-II.pdf Open Session Item SUBJECT: Bid Award (PUR-1643) Swimming Pool and Water/Wastewater Treatment Chemicals PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Brandi Naugle, CPPO, Buyer – Purchasing Department; Davina Yutzy, Deputy Director of Water Quality Operations Division of Environmental Management; Mark Bradshaw, Division Director of Environmental Management. RECOMMENDED MOTION: Move to award the bids for Swimming Pool and Water/Wastewater Treatment Chemicals to the responsive, responsible bidders with the lowest bids for each item. The award of Item No. 34 is contingent upon the receipt and acceptance of the additional information requested from the vendor. Product/ (Estimated Annual Usage) Vendor Item #9B – Sulfuric Acid 93%-95% (330 Gallons ) Univar Solutions USA, Inc. Morrisville, PA $6.97/gal. 55-Gallon Drum Item #10 - Sodium Hypochlorite (5,500 Gallons) Univar Solutions USA, Inc. $5.08/gal. 55-Gallon Drum Item #11 – Potassium Permanganate (52,000 Pounds) Univar Solutions USA, Inc. $4.83/lb. 55-Pound Pail Item #12 (Sodium Hydroxide) (6,050 Gallons) Brenntag Northeast LLC Reading, PA $2.8675/gal. 55-Gallon Drum Item #13A – Hydrofluosilic Acid (H2SiF6) (75 Gallons) Univar Solutions USA, Inc. Morrisville, PA $12.00/gal. 15-Gallon Pail Item #13B – Hydrofluosilic Acid (H2SiF6) (165 Gallons) Inc. $5.50/gal. 55-Gallon Drum Board of County Commissioners of Washington County, Maryland Agenda Report Form Product/ (Estimated Annual Usage) Vendor – DelPac 2000 (Polyaluminum Chloride Hydroxide Sulfate Solution) (144,000 Pounds) Kemira Water Solutions, Inc. Lawrence, KS $0.25/lb. Bulk Pounds Item #16 – Sodium Hypochlorite (2,585 gallons) Univar Solutions USA, Inc. Morrisville, PA $5.08/gal. 55-Gallon Drum Item #17 – Cyanuric Acid (100-200 pounds) NO BID $/lb. Pound Item #18 – Calcium Chloride (500 – 600 pounds) NO BID $/lb. 50-Pound Container Item #19 – Muriatic Acid (20-40 Pounds) NO BID $/lb. Pound Item #21 – DelPAC 2020 (Polyaluminum Hydroxychlorosulfate Solution) (3,080 Gallons) Univar Solutions USA, Inc. Morrisville, PA $4.75/gal 55-Gallon Drums Item #26 – Bacterial Enzymatic Powder (1,500 pounds) Maryland Chemical Company, Inc. Baltimore, MD $9.00/lb. 50-Pound Containers Item #29 – DelPAC 2000 (Aluminum Chloride Hydroxide Sulfate) (220 gallons) Inc. Morrisville, PA $5.62/gal. 55-Gallon Drum Item #30 – Liquid Aluminum Sulfate (10,000 gallons) Univar Solutions USA, Inc. Morrisville, PA $2.10/gal. Gallon Bulk Item #31 - MicroC 2000 (11,520 gallons) Co, Inc. Croydon, PA $4.20/gal. 240-Gallon Totes Product/ (Estimated Annual Usage) Vendor *Item #34 – Magnetite (210,000 pounds) CONTINGENT Chemrite, Inc. Buford, GA $.69/lb. Pound Bulk REPORT-IN-BRIEF: The County accepted bids on November 1, 2023, for the swimming pool and water/wastewater treatment chemical requirements for County departments as well as for the City of Hagerstown and the Town of Boonsboro. The Invitation to Bid was advertised on the State of Maryland’s eMMA “eMaryland Marketplace Advantage” website, on the County’s website, and in the local newspaper. Forty (40) persons/companies registered/downloaded the bid, and fourteen (14) bids were received, two of which were deemed non-responsive due to not submitting their bids on the correct forms. The term of this contract is for a one (1) year period tentatively beginning December 1, 2023, and ending November 30, 2024, with no options for renewal. The above recommendations are for the County’s requirements only; the City of Hagerstown and the Town of Boonsboro shall make their awards independently from the County. The County guarantees neither a minimum/maximum quantity of chemicals to be purchased under this contract. DISCUSSION: N/A FISCAL IMPACT: Funds are available in various accounts for chemicals for the Department of Water Quality Facilities and the Parks and Recreation Department. CONCURRENCES: County using departments. ALTERNATIVES: N/A ATTACHMENTS: The complete Bid Tabulation may be viewed online purch-pur-1643-bid-tab-II.pdf (washco-md.net) Open Session Item SUBJECT: Presentation of the June 30, 2023 Audited Financial Statements PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Chris Lehman, Partner in SB&Company, and Kelcee Mace, Chief Financial Officer RECOMMENDED MOTION: The presentation is for informational purposes. REPORT-IN-BRIEF: The external independent auditors will review the scope of services, the audit process, and required communications. They will also report the results of the audit. DISCUSSION: General discussion by external auditor and Chief Financial Officer on various funds of Washington County. FISCAL IMPACT: The audit report updates the fiscal condition of the County as of the fiscal year ending June 30, 2023. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Financial statements were distributed as a separate bound document prior to the presentation. AUDIO/VISUAL NEEDS: The auditors have a slide presentation. Board of County Commissioners of Washington County, Maryland Agenda Report Form November 28, 2023 Washington County, Maryland Presentation to the Board of County Commissioners SB & Company, LLC Leadership Team Chris Lehman, Audit Partner Introductions 2 3 Audit of the June 30, 2023, financial statements Performance of the Uniform Guidance Single Audit Preparation of Form 990’s for the Golf Course and Agriculture Center Compilation of the County’s Agriculture Land Transfer Tax Revenues and Expenditures Agreed upon procedures report for the landfill report Schedule of Fire and Rescue Expenditures Audit of 9-1-1 trust fund Detention Center agreed upon procedures State Charitable Registration Review of Uniform Financial Report Preparation of Data Collection Form Executive Summary 4 Summary of the Results Issued an Unmodified Opinion No Fraud Discovered or Made Aware Of Audit journal entries - No audit journal entries noted No Material Weaknesses Identified No Single Audit Findings to Date Full Cooperation Received SBC Audit Approach 5 Area Points to Consider Control Environment Key executive integrity, ethics, and behavior Control consciousness and operating style Commitment to competence Exercise oversee responsibility Organizational structure, responsibility, and authority Enforce accountability HR policies and procedures Risk Assessment Define objectives and risk tolerances Identify, analyze, and respond to risk Assess fraud risk Identify, analyze, and respond to change Mechanisms to anticipate, identify, and react to significant events Processes and procedures to identify changes in GAAP, business practices, and internal control Control Activities Design control activities Design activities for the information system Implement control activities Existence of necessary policies and procedures Clear financial objectives with active monitoring Logical segregation of duties Periodic comparisons of book-to-actual and physical count-to-books Adequate safeguards of documents, records, and assets Assess controls in place Assessment of Control Environment 6 Area Points to Consider Information and Communication Use quality information Communicate internally Communicate externally Adequate performance reports produced from information systems Information systems are connected with business strategy Commitment of HR and finance to develop, test, and monitor IT systems and programs Business continuity and disaster plan for IT Established communication channels for employees to fulfill responsibilities Adequate communication across organization Monitoring Perform monitoring activities Remediate deficiencies Periodic evaluations of internal controls Implementation of improvement recommendations Assessment of Control Environment (cont.) 7 Evaluation of Key Processes Process Function Treasury Cash Management Reconciliations Estimation Methodology Information Calculation Financial Reporting Accounting Principles and Disclosure Closing the Books Report Preparation General Ledger and Journal Entry Processing Verification and Review of Results Expenditures Purchasing Receiving Accounts Payable and Cash Disbursements Purchase Card Transactions 8 Process Function Payroll Hiring Attendance Reporting Payroll Accounting and Processing Payroll Disbursements Separation Revenue Billing Cash Receipts Revenue Recognition Cutoff Fixed Assets Physical Custody Asset and Construction in Progress Accounting Depreciation Grant Compliance Acceptance Grant Oversight Compliance Reporting Monitoring Accounting Billing and Collection Grant Close Out Evaluation of Key Processes (cont.) 9 1.Auditor’s Responsibilities Under Generally Accepted Auditing Standards (GAAS) The financial statements are the responsibility of management. Our audit was designed in accordance with auditing standards generally accepted in the United States of America, and provide for reasonable, rather than absolute, assurance that the financial statements are free of material misstatement. 2. Significant Accounting Policies Management has the responsibility for selection and use of appropriate accounting policies. In accordance with the terms of our engagement letter, we will advise management about the appropriateness of accounting policies and their application. The significant accounting policies used by management are described in the notes to the financial statements. 3. Auditor’s Judgments About the Quality of Accounting Principles We discuss our judgments about the quality, not just the acceptability, of accounting principles selected by management, the consistency of their application, and the clarity and completeness of the financial statements, which include related disclosures. We have reviewed the significant accounting policies adopted by the County and have determined that these policies are acceptable accounting policies. Required Communications 10 4. Audit Adjustments We are required to inform the County’s oversight body about adjustments arising from the audit (whether recorded or not) that could in our judgment either individually or in the aggregate have a significant effect on the County’s financial reporting process. We also are required to inform the County’s oversight body about unadjusted audit differences that were determined by management to be individually and in the aggregate, immaterial. There were no adjustments identified during the audit process. 5. Fraud and Illegal Acts We are required to report to the County’s oversight body any fraud and illegal acts involving senior management and fraud and illegal acts (whether caused by senior management or other employees) that cause a material misstatement of the financial statements. Our procedures identified no instances of fraud or illegal acts. 6. Material Weaknesses in Internal Control We are required to communicate all significant deficiencies in the County’s systems of internal controls, whether or not they are also material weaknesses. There were no material weaknesses noted during the audit. Required Communications (cont.) 11 7. Other Information in Documents Containing Audited Financial Statements None. 8. Disagreements with Management on Financial Accounting and Reporting Matters None. 9. Significant Difficulties Encountered in Performing the Audit No significant difficulties. 10. Major Issues Discussed with Management Prior to Acceptance None. 11. Management Representations We received certain written representations from management as part of the completion of the audit. 12. Consultation with Other Accountants To our knowledge, there were no consultations with other accountants since our appointment as the County’s independent public accountants. 13. Independence As part of our client acceptance process, we go through a process to ensure we are independent of the County. We are independent of the County. Required Communications (cont.) 12 14.Non-Audit Services We provided assistance with drafting the financial statements and completion of the 990’s, which do not impair our independence. 15. Our Responsibility Related to Fraud Plan and perform the audit to obtain reasonable assurance that there is no material misstatement caused by error or fraud; Comply with AU-C Section 240: Consideration of Fraud in a Financial Statement Audit; Approach all audits with an understanding that fraud could occur in any entity, at any time, by anyone; and Perform mandatory procedures required by GAAS and our firm policies. Examples of Procedures Performed Discuss thoughts and ideas on where the financial statements might be susceptible to material misstatement due to fraud; Understand pressures on the financial statement results; Understand the tone and culture of the organization; Look for unusual or unexpected transactions, relationships, or procedures; Discussions with individuals outside of finance; Evaluate key processes and controls; and Consider information gathered throughout the audit. Required Communications (cont.) 13 Opportunity Generally provided through weaknesses in internal control Tone at the top is important We assess controls and tone at the top Pressure Pressure can be imposed due to economic troubles, personal vices and unrealistic deadlines and performance goals There are increased pressures due to economy and minimal salary increases Rationalization Individuals develop a justification for their fraudulent activities Increased rationalization due to minimal salary increases and less personnel PRESSURE Responsibility for Mitigating Fraud 14 Engagement Team Contact Information Christopher Lehman, CPA Audit Partner Office: 410-584-2201 Cell: 301-785-7408 clehman@sbandcompany.com Executive Assistant: Danae Henry Office: 410-584-0060 dhenry@sbandcompany.com 15 Maryland 10200 Grand Central Avenue Suite 250 Owings Mills, MD 21117 410.584.0060 Washington, D.C. 1200 G Street, NW Suite 809 Washington, DC 20005 202.434.8684 Budget & Finance FY2023 General Fund Review General Fund Budget Budget and Finance Year End Review 1 $262,814,130 $288,110,734$25,296,604 Original Budget *Adjustments Final Budget *$6.4M related to reserves; $4.2M related to in-kind and, $14.7M related to grants & other revenues. FY2023 General Fund Revenues Expenditures Net (Reserves) $304,781,208 $299,765,705 $5,015,503 Budget and Finance Year End Review 6 General Fund Cash Reserve Budget and Finance Year End Review 7 FY22 $68.2M or 24.73% FY23 $73.2M or 24.58% FY2023 Revenue Highlights Budget and Finance Year End Review 8 Significant Revenues over/(under) final budget Real Property Tax 2.0M Personal Property Tax 4.2M Income Tax 11.7M Recordation Tax 2.9M Interest 5.7M Other (9.8)M Total 16.7M FY2023 Expenditure Highlights Budget and Finance Year End Review 9 Significant Expenditures (over)/under final budget Transfer to Capital (20.0)M Transfers to Other Operating Funds 1.0M Wages (1.1)M Benefits 3.9M Departmental operations (2.6)M Program grants 9.8M Controllable assets (2.6)M Total (11.6)M Budget and Finance Year End Review 10 Upcoming Expenditures Upcoming Expenditures Inflation continues to impact capital project costs Additional changes to the salary scale to remain competitive and retain employees Infrastructure maintenance Public Safety organizational changes Requests/Feedback Budget and Finance Year End Review 12 •Commissioner Requests •Feedback Thank you Kelcee Mace Chief Financial Officer Washington County, MD (240) 313-2305 Connect with us www.washco-md.net SUBJECT: Utilities — Eastern Boulevard PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Scott Hobbs, Director, Division of Engineering RECOMMENDED MOTION: Move to approve utility work for the Eastern Boulevard widening and intersection improvement phase one project from a sole provider of utility service, Potomac Edison, in the amount of $99,308.22. REPORT -IN -BRIEF: The work involves the relocation of existing utilities and additional line work along Eastern Boulevard at the intersections with Jefferson Boulevard (MD 64) and Security Road. DISCUSSION: Construction along the Eastern Boulevard corridor will occur in several phases of work as indicated in the Capital Improvement Plan (CIP) and involves widening from two lanes to four lanes from Jefferson Boulevard (MD 64) to Antietam Drive, traffic signal improvements, and extending Eastern Boulevard from Antietam Drive to Marsh Pike. Construction is scheduled to begin in the spring. FISCAL IMPACT: $99,308.22; CIP budgeted project (RDI042) with $3,000,000 in State contribution for the Jefferson Boulevard (MD 64) intersection improvements. The County has incorporated the work at MD 64 into the improvement plans along Eastern Boulevard and agreed to manage the coordinated project with the contribution provided by the State. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Aerial Map AUDIOVISUAL TO BE USED: Aerial Map Washington County Board of County Commissioners of Washington County, Maryland - - Agenda Report Form Open Session Item SUBJECT: Contract Award —Facilities Design Services (PUR-1481) — Stormwater and Watershed Services Administration Building PRESENTATION DATE: November• 28, 2023 PRESENTATION BY: Scott Hobbs, Director, Division of Engineering RECOMMENDED MOTION: Move to award the contract for Facility Design services for the Stormwater and Watershed Services Administration Building to the responsive, responsible proposer, L.S. Grim, Inc. of Hagerstown, Maryland with the lowest total fee of $189,024.42. REPORT -IN -BRIEF: The work involves the engineering/design of an office building for staff working in stormwater management and watershed services. The facility will house the staff and equipment needed to implement the mandated National Pollution Discharge Elimination System (NPDES) General Permit for Discharges from Small Municipal Separate Storm Sewer Systems (MS4). DISCUSSION: The request for proposal was issued under the Facilities Design Services contract, PUR- 1481. Two proposals were received for the Facility Design Services (Architectural, Engineering, Design, and Construction Administration services) and listed on the bid results sheet. L.S. Grim's team includes BFM Architects, Matonak & Associates, Frederick, Seibert & Associates, and Triad Engineering. The project assumes the design of an approximate 3,500 square feet building with garage bays on the Kemps Mill Park property. FISCAL IMPACT: Capital Improvement Plan Project (BLD 116). CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Aerial Map, Bid Results AUDIOVISUAL NEEDS: Aerial Map v LU zC U) �ja' t�• LL co Lf) c o W Q�% °- co= O CO t Q) (1)c ^^,, " cn O n Qu � Q J o 0 0o E o N __ it �` O N V 1 III D p i 0- 0 i -I—' 06 L Q 1. I Y 1 S 4 � � .• �0 � �14 1 II r Greencastle Pike (MDc63) O �4--j • �,i �n 1 ^ IW, V / + O_ O CL 0 z 2 w w z a z w U. O z O } H z D O U z O O z a 9= I— J w rl -, 0 z_ J_ E5 m z O a CO z 0 Q CO w U_ w Cl) w 2 N w I- Q z a w a re O 'F- v/ Open Session Item SUBJECT: Maryland Agricultural Land Preservation Program (MALPP) 60/40 Match for FY 2024 PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Chris Boggs, Rural Preservation Administrator, Planning and Zoning RECOMMENDED MOTION: Move to approve a $1,333,333.00 commitment from the County Agricultural Transfer Tax and State Agricultural Transfer Tax to the 60/40 match component of the MALPP easement program for FY 2024 Cycle. REPORT-IN-BRIEF: Each year the Maryland Agricultural Land Preservation Foundation (MALPF) asks counties if they want to obligate funds to the 60/40 match portion of the Land Preservation Easement Program. Land Preservation staff is recommending that Washington County designate $1,333,333.00 as its 40% local match in order to receive the 60% State match of $2,000,000.00. The commitment requested today will result in total funding of about $5,000,000 for easement purchases in FY 23 (including approximately $1,700,000 of general allotment funds that all counties receive). These Transfer Taxes collected each year are restricted for use in preservation programs and are not General Fund dollars. DISCUSSION: For clarity sake, State funding contributions to the Ag Preservation Program result from the following distributions. The entire MALPP fund is divided in half. One half is divided equally among all Maryland counties which will result in an FY 2024 “General Allotment” of approximately $1,700,000 for each County. The remaining half is divided among only those Counties that make local commitments to the 60/40 matching program and is used for the State’s 60% contribution. FISCAL IMPACT: This 60/40 match commitment and General Allotment money results in funds for land preservation easement purchases on ten (10) farms. There are no General Funds involved. $500,000 comes from the State Agricultural Transfer Tax and $833,333 comes from the County Agricultural Transfer Tax. The County’s share of State Agricultural Transfer Tax funds must be used toward MALPP easements; the County Ag Transfer Tax may be used for any land preservation program. CONCURRENCES: The Agricultural Land Preservation Advisory Board has endorsed the use of the above funding source for the 60/40 match. ALTERNATIVES: Make no commitment to the matching program; or commit further funding to the 60/40 match through the use of other County funding sources. ATTACHMENTS: N/A AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Approval of Zoning Map Amendment RZ-23-004 and Comprehensive Plan Amendment CP-23-001 PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Zachary J. Kieffer, Deputy County Attorney RECOMMENDED MOTION: The purpose of this agenda item is to seek approval of the request to rezone the applicant’s property, and to approve the subsequent amendment to the Comprehensive Plan. REPORT-IN-BRIEF: The applicant has requested to amend the current zoning of property located at 23226 Fruit Tree Drive, Smithsburg, from Residential Transition (RT) to Agricultural Rural (AR) through a rezoning map amendment. DISCUSSION: The Planning Commission recommended in favor of the proposed map amendment on July 10, 2023. The public hearing for the proposed rezoning request was held on September 12, 2023. A consensus of approval was reached by the Board of County Commissioners on September 12, 2023. This matter is on the agenda for decision by the Board of County Commissioners in the form of proposed Findings of Fact and Conclusions of Law as prepared by the County Attorney's Office for review, approval, and adoption by the Commissioners. FISCAL IMPACT: N/A CONCURRENCES: Washington County Planning Commission ALTERNATIVES: N/A ATTACHMENTS: Ordinance(s) with attached Decision and Findings of Fact Board of County Commissioners of Washington County, Maryland Agenda Report Form - 1 - B EFORE THE B OARD OF C OUNTY C OMMISSIONERS OF W ASHINGTON C OUNTY , M ARYLAND D ECISION Rezoning Case RZ-23-004 Comprehensive Plan Amendment CP-23-001 Property Owner: Troy A. & Elisabeth Jernigan Applicant: Troy A. & Elisabeth Jernigan Requested Zoning Change: RT Residential Transition to A(R) Agricultural Rural Property: 23226 Fruit Tree Drive, Smithsburg, MD 21783 Pursuant to Washington County Zoning Ordinance § 27.3, the Board of County Commissioners of Washington County (the “Board”) makes findings of fact with respect to the following matters: (1) The report and recommendations of the Planning Commission; (2) Population change in the area of the proposed change; (3) Availability of public facilities in the area; (4) Present and future transportation patterns in the area; (5) Compatibility with existing and proposed development of the area including indication of neighboring sites identified by the Washington County Historic Sites Survey and subsequent revisions or updates; (6) The relationship of the proposed change to the Adopted Plan for the County, Development Analysis Plan Map and Policies; (7) Whether there was a substantial change in the character of the neighborhood where the property is located; (8) Whether there was a mistake in the existing zoning classification; and (9) Whether there has been a convincing demonstration that the proposed zoning would be appropriate and logical for the subject property. Findings of Fact The Property. The subject property is located at 23226 Fruit Tree Drive, Smithsburg, MD 21783, at the edge of the delineated Town Growth Area for the Town of Smithsburg (the “Property”). The Property is currently improved with an historic single family dwelling unit and several outbuildings in various states of disrepair. The Property is triangular in shape and generally slopes upward from the southeast to the northwest. The - 2 - Property consists partly of forested lands and partly of actively farmed fields and includes a stream the runs east to west and bisects the Property near its midpoint. The Property also contains high-power overhead electrical transmission lines that follow the same general path as the stream bed. The Property is located within a designated growth area that surrounds the Town of Smithsburg. The applicant intends to use the Property for agricultural purposes, which are otherwise not allowed in the RT District. (1) The report and recommendation of the Planning Commission. The Planning Commission held a public information meeting on the proposed change and received comments from staff, the Applicant, and allowed an opportunity for comments from members of the public. The Planning Commission also received written comments. Following deliberations at its regular meeting, the Planning Commission unanimously recommended approval of the map amendment. (2) Population change in the area of the proposed change. The Property is in the Smithsburg Election District #7. Between 1990 and 2020, the 30-year average change in population shows that Election District #7 has outpaced the average growth rate of the County. This district increased 45.8% while the County has increased in population by 27.4%. (3) Availability of public facilities in the area. Water and Sewerage- The Property is currently improved and contains a private well and private on-site sewerage disposal system. Despite the Property’s inclusion in the Town of Smithsburg’s Town Growth Area, the Property is designated in the Water and Sewerage Plan as having a priority service area of W- 7/S-7. This designation means that there is no planned public water or sewerage - 3 - service to the Property. There are currently no plans to extend public water or sewer services to the Property in the County Capital Improvement Plan. Emergency Services- The Property is located within the service area of the Smithsburg Volunteer Fire Company and Smithsburg Emergency Medical Services. The Property is approximately 1 mile away from each. Schools- The Property is within the districts of Smithsburg Elementary, Middle, and High Schools. The change in zoning from RT to A(R) would make the impact from residential development much lower, all but eliminating prospects for development under the A(R) zoning designation. Therefore, the impact on the local schools would be minimal and less impactful than the current zoning of the Property. (4) Present and Future Transportation Patterns in the area. Highways- The Property has existing road frontage along Maryland Route 64 and Fruit Tree Drive. There is currently an approved entrance from Fruit Tree Drive that accommodates the existing residential use. There is no existing access onto Smithsburg Pike. Public Transportation- Washington County Transit provides bus service to the Smithsburg area, but the service does not reach the subject parcel. (5) Compatibility with existing and proposed development of the area including indication of neighboring sites identified by the Washington County Historic Sites Survey and subsequent revisions or updates. The Property is bounded to the north, east, and south by parcels zoned A(R) Agricultural Rural. A small portion of the northern boundary of the subject parcel is adjacent to land zoned BG Business General. Across MD 64 on the west side of the Property is land that is zoned (RT)Residential Transition. All of the parcels surrounding the Property are currently open space or very low density with large lot residential uses. There are 4 historic sites listed on the Washington County Historic Site Survey located within a 0.5-mile radius of the - 4 - Property. (6) The relationship of the proposed change to the Adopted Plan for the County. The purpose of the Washington County, MD Comprehensive Plan (the “County Plan”) is to evaluate the needs of the community and balance the different types of growth to create a harmony between different land uses. The County’s comprehensive plan designates the Property as low density residential, while the Town of Smithsburg’s Plan (the “Town Plan”) designates a policy area of commercial. Both comprehensive plans include the Property in a growth area. The Property has access to a good transportation network, with relatively flat topography and proximity to an existing population center. However, the Property contains environmentally sensitive areas, is heavily wooded, and does not have access to sewer utilities. The current conditions of the Property suggest it is more suited for limited growth as proposed herein. (7) Whether there was a substantial change in the character of the neighborhood where the property is located. Applicant did not argue there was a substantial change in the character of the neighborhood. (8) Whether there was a mistake in the existing zoning classification. The Property is not within a State approved Priority Funding Area. The designated land use policy area in the County Plan is not consistent with the designated policy area in the Town Plan. Currently, the Property’s use is inconsistent with both County and the Town of Smithsburg’s designation. The Property has a priority service area designation of W-7/S-7, no planned service. Maryland State Highway Administration’s control and limitation of access along MD 64 frustrate development consistent with its current zoning designation. These factors augar towards the requested rezoning. (9) Whether there has been a convincing demonstration that the proposed zoning would be appropriate and logical for the subject property. The application included exhibits showing the adjoining parcels with the same zoning designation requested for the Property. One of the Applicants, Troy Jernigan, testified at the public hearing that the current state of the Property was - 5 - agricultural in nature and that he intended to continue to use the Property as such. Applicant’s engineer, Fred Frederick, presented additional information and provided testimony concerning the current condition of the Property, the most logical use of the Property and the appropriateness of the proposed A(R) zoning for the Property. Despite the Property’s inclusion in both the County Plan and Town Plan as a future site for development, based on the evidence presented in the application materials and at the public hearing, the Applicant has convincingly demonstrated that the proposed zoning of A(R)-Agricultural Rural would be appropriate and logical for the Property. Conclusion The requested rezoning would align the Property’s zoning designation with that of the adjoining parcels to the north, east, and south of the Property. Moreover, the uses of the Property’s neighbor parcels are distinctly agricultural in nature. While there is some residential use, orchards and agricultural fields dominate the adjoining landscape. Nearby parcels sharing the Property’s current zoning of RT-Residential Transition are separated from the Property by MD 64. While identified within the growth area for the Town of Smithsburg, the Property’s water and sewer designation, W-7/S-7, respectively, is evidence that the Property is likely unsuitable for development in accordance with its current residential zoning designation. Moreover, while no floodplain is associated with the creek bisecting the Property, the County’s sensitive are regulations would require an associated stream buffer. Therefore, having considered all of the testimony, evidence, and arguments presented, and applying the Commissioners’ “extensive local knowledge in determining zoning issues[,]” Burgess v. 103-29 Ltd. Partnership, 123 Md. App. 293, 301 (1998), this application for a rezoning is hereby granted. Comprehensive Plan Amendment Despite the Property’s inclusion in the growth area of both the County Plan and the Town Plan, the Property’s environmentally sensitive areas and lack of access to water and sewer utilities are compelling justification for the Board to conclude that the Property is better suited to its current agricultural character than to some type of urbanized development, whether commercial or residential. Commensurate with this Board’s grant of Applicant’s Map Amendment rezoning request, the Board shall certify the Planning Commission’s corresponding - 6 - amendment to the County Plan, excluding the Property from the Town of Smithsburg growth area. A TTEST : B OARD OF C OUNTY C OMMISSIONERS OF W ASHINGTON C OUNTY , M ARYLAND ___________________________ BY: ________________________________ Dawn L. Marcus, Clerk John F. Barr, President Approved as to form and legal sufficiency: ______________________________ Zachary J. Kieffer Deputy County Attorney Open Session Item SUBJECT: Department of Solid Waste Budget Transfer PRESENTATION DATE: November 28, 2023 PRESENTATION BY: David A. Mason, P.E., Deputy Director, Division of Environmental Management, Department of Solid Waste. RECOMMENDED MOTION(S): Motion to approve Budget Transfer in the amount of $35,270 for the funds from the Loss Settlement of the 2004 New Holland tractor. REPORT-IN-BRIEF: While mowing in the summer of 2023 at the Resh Road Landfill, an employee hit a culvert headwall with the sickle bar attached to the New Holland Mower. The impact caused the mower to stop abruptly and split the engine block and broke the frame. DISCUSSION: The mower was evaluated by staff mechanics and Antietam Tractor. It was determined repairs would cost more than $18,000 if parts for the 19-year-old machine were able to be located. The County’s insurance provider decided to total the machine. FISCAL IMPACT: $35,270 will be transferred to the Solid Waste Accident repairs budget. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Budget Transfer Form AUDIO/VISUAL TO BE USED: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form # ] E \\ 2 f \_ !\; E E ) ® m \ s ) ) \CL R \ \ / 0 a- t E E E E 0 \ / \ \ A \ 7 7 7 7 = e 5 5 e c E CL c E 2 2 2 / \ / ƒ / ± ± ƒ _0 E � E m 0 4- � E _ a)o E V E 2� < E 4-J L m � m � 0 j \ \ \ \ / } 0- \ \ \ < / CL k 5 < 3 6 0 } e x / a)'A § / 0 E \ E / c 0 \ { \ ± / ± \ 0 \ 3 � 3 § / § / 2 2 , N F \ Lr Lf r r \ . > 7 [ 0 2 QL | (13 ± 7 { § � 7 \ 0 \ ) $ M � \ e a \ � � i \ � i , ; i ) � } � � ; \ \ 2 2 E o 0 G & / \ E g z \ _ \ \ z \ \ ) \ (0- m Open Session Item SUBJECT: Hagerstown Flying Boxcars Stadium Advertising Opportunity - Hotel Rental Tax (HRT) Funds PRESENTATION DATE: Tuesday, November 28, 2023 PRESENTATION BY: Danielle Weaver, Director, Public Relations and Marketing RECOMMENDED MOTION: Motion to use $100,000 from Hotel Rental Tax (HRT) funds to purchase ad space at the Hagerstown Flying Boxcars Stadium REPORT-IN-BRIEF: This report outlines an exciting advertising opportunity at the Hagerstown Flying Boxcars Stadium, with a five-year commitment plan. The proposal is to reserve the highly visible area beneath the pitch clock for an annual cost of $20,000. DISCUSSION: The Hagerstown Flying Boxcars Stadium is a prominent sports venue that will host numerous events and sports competitions throughout the year. Advertising at this stadium provides an excellent opportunity to reach a large and diverse audience, enhancing brand visibility and engagement Benefits of Advertising at Hagerstown Flying Boxcars Stadium: 1.High Visibility: The pitch clock area is one of the most prominent and visible locations in the stadium,ensuring that our brand is seen by a large and engaged audience.2.Diverse Audience: The stadium attracts a diverse audience, including sports enthusiasts, families, and localresidents, creating an opportunity to reach a wide range of individuals.3.Brand Exposure: Our brand will gain significant exposure not only during live events but also throughtelevised broadcasts, ensuring our message reaches an even broader audience.4.Community Engagement: Supporting a local sports venue strengthens our connection with the community andshowcases our commitment to local initiatives.5.Exclusive Placement: By reserving the pitch clock area, our brand will enjoy exclusivity in this primeadvertising location. Advertising at Hagerstown Flying Boxcars Stadium is a fantastic opportunity to increase brand visibility, engage with a diverse audience, and support local initiatives. With a five-year commitment at $20,000 per year, we can secure an exclusive advertising location under the pitch clock and enjoy the benefits of this strategic investment. We look forward to the opportunity to help our brand shine at the Hagerstown Flying Boxcars Stadium. FISCAL IMPACT: $100,000 CONCURRENCES: Michelle Gordon, County Administrator ALTERNATIVES: NA ATTACHMENTS: Contract AUDIO/VISUAL NEEDS: NA Board of County Commissioners of Washington County, Maryland Agenda Report Form Hagerstown Flying Boxcars P.O. Box 4144, Hagerstown, MD 21741 Phone: 240-215-6050 www.flyingboxcars.com Advertising Contract Customer: Contract ID: 95 Washington County Government Danielle Weaver 100 West Washinton Street Suite 2600 Hagerstown, MD 21740 P: 2403132384 E: dweaver@washco-md.net Please verify that all of the information above is correct. Contract Date: 11/10/2023 Account Rep: Natalie Brockway Contract Notes 5 Year, 8x20 Outfield Pitch Clock Signage. Price reflected below in “Unit Price” is a seasonal rate. 25% Deposit Due at signing – see Payment Plan below. Item Name Description Unit Price Quantity Total Pitch Clock (8x20) $20,000.00 1 $20,000.00 Total: $20,000.00 Balance: $20,000.00 The Client is responsible for providing film artwork for the print advertisement to the club (Downtown Baseball, LLC) by March 1 of each calendar year. If changes are to be made to the existing outfield billboards, those artwork changes must be submitted to Downtown Baseball, LLC by March 1 of each calendar year. If Client requests an update to artwork during their active contract, sign production and installation are the financial responsibility of the Client. The Client hereby authorizes Downtown Baseball, LLC to place the advertising above for the 2024-2028 baseball season(s). This contract becomes of full force and effect upon the acceptance thereof by the Club. Failure to pay any payment when due is a default in which event (i) all advertisement may be cancelled at Club’s option and (ii) all remaining payments will then become immediately due and payable at the Club’s option. Interest will accrue at one-and-a-half percent (1½%) per month on all past due accounts. In the event this account is placed in the hands of an attorney for collection, the Client agrees to pay all costs of collection, including a twenty percent (20%) attorney fee. Advertising Payment Plan ☐ Net Payment 30 Days from Signed Contact $5,000.00 Due at Signing $5,000.00 Due 12.1.2023 $5,000.00 Due 1.1.2024 $5,000.00 Due 2.1.2024 ☒Four (4) Equal Monthly Installments: ☐Other: Sponsor Signature Flying Boxcars Rep Signature Printed Name Printed Name Date Date a a �C O z 0 U k Q J a Y O i ui J LLJ z Q a U Open Session Item SUBJECT: Agriculture – Faces of Farming Presentation PRESENTATION DATE: Tuesday, November 28, 2023 PRESENTATION BY: Jonathan Horowitz, Director, Department of Business and Economic Development RECOMMENDED MOTION: N/A REPORT-IN-BRIEF: “Faces of Farming” is an agricultural-focused video marketing campaign that will showcase two local Washington County farms every month, for one year. The “Faces of Farming” marketing videos will be showcased on the County’s website, as well as Facebook and other social media platforms, and will target a new industry and highlight a local farmer from that specific agricultural industry. Additionally, the Faces of Farming marketing campaign will be utilized in Washington County Public Schools as an agricultural education element focused on kindergarten to Fifth grade students to connect Washington County youth directly with local farms. DISCUSSION: Washington County’s agricultural business represents the backbone of the County’s landscape. With over 900 operating family farms and $153,725,000 in market value of products sold, agriculture is the largest economic driver in Washington County. The “Faces of Farming” marketing campaign will aim to educate residents in Washington County, along with the surrounding States and Counties, about the economic impact of the Ag industry. Additionally, these videos will be used for agricultural education to numerous streams around Washington County, such as, 4-H and FFA (Future Farmers of America) meetings, Ag Expo and Fair, and they will be available on the Washington County Ag App and website. FISCAL IMPACT: N/A CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: N/A AUDIO/VISUAL NEEDS: Yes - Faces of Farming Videos: Willow Run Farm of Boonsboro and Mountain Valley Orchard of Smithsburg Maryland. Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Budget Adjustment for unbudgeted costs PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Michelle Gordon, County Administrator RECOMMENDATION: Move to approve the budget adjustment as presented. REPORT-IN-BRIEF: Amend the budget for the County Administrator’s office and the County Clerk’s office due to personnel changes. DISCUSSION: Amend the budget for the County Administrator’s office ($175,402) and the County Clerk’s office ($21,265) due to personnel changes. Additional funding is needed in both departments. FISCAL IMPACT: A combined total of $196,667 is needed. Funding is available from unexpected increases to Interest Revenue in FY24. CONCURRENCES: Kelcee Mace, Chief Financial Officer ALTERNATIVES: None ATTACHMENTS: Budget Adjustment Form Dept 10110; and Budget Adjustment Form Dept 10300 AUDIO/VISUAL NEEDS: None Board of County Commissioners of Washington County, Maryland Agenda Report Form aJ V U c c c � p O Q N V �1 (6 c Q Q (6 al a) n d E 0 U- � � C: av :3 E %.% t�/1 C 0 Q a"' N m m a/ -0 O O O 'J O O 3 i i N O O_ O_ yh m Z a aaj aa) Q) c cr cr cr c 0 -° o `0 0 (D n v o v m .c N V � T v .- v c N T O � N 0 � c O N O t O Q c 76 o � 76 O N o ate+ V _0a V O_ O_ Q V _ ro > O— Q > O Q Q Q w 00 aJ O = 0 V c O flo t; n cC 0 O N LC � + cu c i c 0 dS aJ C Q aT+ C u +T+ c6 0 p1 m c V c U i V O1 N N O N O N M v1 a1 + au i V c C O i= .2- v O c OV Q c :3 LL ` O _ O_ W Q L.LL U i c _ U i 7 C O c O c a 7 N COC- N C O aJ I v Y ate+ is Q a1 �C C z v v o a c a' O O O O o CD CDE O O O O O O O M O O O O O O O 0. z I I O � aJ c E O O O O O O O U- D Z iJ YCD z O O CD CDON N OM d O 0 +J O O O O O O c C) O Q O O O O O O O� X V w Q � M N O N 00 00 N A s E$ 0 o�o 0 U O 0 a/ N L V_ 4J V U c c c � I.L } V_ p O Q N O V �1 a Q N a) n d fB Ei 0 U- � � C: av :3 E %.% t�/1 C 0 Q a"' N m m v ry) IT co Ln Ln O N + c) m M N N M N ra 4u V c 41 aj a+ r6 ru c O O s O v 3 a ri O in c m > -C t6 > 76 > O O 'J O O Ln 41 v v 0-3 Q Q �_ � C O > CaC QLL C c p Q 6 LL +� d U N a Q a- a � c U ro � OVC I -OTC � OOC � L,L N Y c 0 P O c 0 O l7 n O � N O 0 p 0- a 0 a r Ln - v o � u � O Q T C T O O 7 N T — N S U _O 0 0 L W A 1W G c O N O t O Q c 76 O O N o ate+ V _0a V Q 0-> Q V _ 76 O— Q > O Q Q Q LU YO N -O m = � i O V V c O 4Z Ln cC O - N LA �+ �1 i c O dS N C Q +T+ C u +T+ c6 0 p1 m C V c U cQj _ E is Q N 41 -C C 7 z c N �C C z v N O a c E O O O O O O O If E O O O O O O z I I O c E O O O O O O LL 7 Z iJ Y0 CD z O O CD CD CDOM �t O +J O 0 O O O O c C) Q O O O O O O OIt X V LU V Q M N O N 00 N A Open Session Item SUBJECT: Revisions to Policy PR-34 Leave PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Michelle Gordon, County Administrator RECOMMENDATION: Move to approve the revisions to Policy PR-34 Leave as presented. REPORT-IN-BRIEF: Revisions to Policy PR-34 Leave are recommended to ensure that all employees are treated fairly and equitably. DISCUSSION: Revisions to Policy PR-34 Leave are recommended to ensure that all employees are treated fairly and equitably. Major changes include the following:  Vacation Leave Accruals Stop After 90 Days While on Workers’ Compensation: In Section III. Vacation Leave, a new Letter F. was added and states “Vacation is earned by actively being at work. Any employee that is absent for more than ninety (90) consecutive calendar days because of workers compensation leave will have his/her vacations accruals stopped and will not begin accruing vacation benefits until they return to work.”  Leave Earned & Used: The increment for leave earned and used throughout the document was changed from days to hours. For example, 3 days was changed to 24 hours.  Personal Leave: Effective January 1, 2024, regular full time employees are entitled to personal leave consisting of sixty (60) hours per calendar year and that leave may be used in hourly increments. This is an increase from the previous language that provided six (6) days of personal leave per calendar year which equated to forty-eight (48) hours for most employees. The increase in leave of twelve (12) hours will be partially offset by changes to the holiday schedule and will ensure that all employees are treated fairly and equitably.  Sick Leave: Sick Leave Section V.B. Language adjusted to better match the County’s Retirement Plan, Section 3.2. FISCAL IMPACT: None CONCURRENCES: None ALTERNATIVES: None ATTACHMENTS: PR-34 Leave-Redlined AUDIO/VISUAL NEEDS: None Board of County Commissioners of Washington County, Maryland Agenda Report Form POLICY TITLE: Leave POLICY NO.: PR-34 I. PURPOSE This Policy establishes consistent practices County-wide regarding administering employee leave; provides information and sets County policy regarding compliance with Federal and State statutes, rules, and regulations; and establishes uniformity in reporting absences. Absences adversely impact employees and their departments. Loss of earnings can be devastating to employees, and loss of productivity to County departments can disrupt the County’s provision of services to its citizens. Therefore, while the County provides a paid leave program to eligible employees as income protection for absences, the administration of the paid leave program is subject to strict requirements and monitoring. II. SCOPE This Policy addresses various types of leave and applies to all regular full-time (working at least [40] hours per week) and part-time personnel employed by the Board of County Commissioners of Washington County. If other leave policies are in place within departments reporting to elected officials, such as the Washington County Sheriff’s Office, the State’s Attorney’s Office, and the Washington County Treasurer’s Office, this Policy is intended to work in conjunction with, and not to supersede, those other leave policies. If this Policy conflicts with any Federal, State, and local laws, ordinances, rules, and regulations, then the Federal, State, and local laws, ordinances, rules, and regulations will prevail. III. VACATION LEAVE A. All regular full-time employees are eligible for vacation time. B. The amount of paid vacation leave to which an employee is entitled each year depends on the employee’s length of service with the County. The employee should consult with his or her supervisor each year concerning scheduling vacation leave. Every effort will be made to accommodate employees’ requests for vacation leave. However, the needs of the County and the balancing of work schedules will take precedence over vacation leave requests. If a department head cannot accommodate all employees when two or more employees request overlapping vacation leave periods, the requests will be granted on the basis of seniority within the County. Vacation is a benefit granted to employees by the County and may be denied if the circumstances described herein so warrant. PR-34 Leave Page 2 C. Although vacation leave begins to accrue during the first month of employment, vacation leave may not be taken by any employee until six (6) months of employment have been completed. Employees who terminate prior to the completion of six (6) months of employment are not entitled to vacation leave pay for unused vacation. However, after six (6) months of employment, an employee will be eligible for vacation leave pay for unused vacation if the employee terminates employment with the County. D. Vacation leave may be taken in increments of one-quarter (¼) hour or more. E. Carryover of vacation leave will run on a calendar year basis from January 1 to December 31. Years of service for purposes of vacation leave accrual are based on an employee’s actual time in full-time County employment, computed from the employee’s anniversary date of hire. Earned vacation leave will accrue as indicated in the following table, according to the anniversary date of hire. Years of Service Rate of Accrual per Pay Period Annual Vacation Leave Entitlement Maximum Carryover at end of the calendar year 0 through 5 3.08 hours 80 hours 250 hours 6 through 15 4.62 hours 120 hours 250 hours Over 15 6.16 hours 160 hours 250 hours F. Vacation is earned by actively being at work. Any employee that is absent for more than ninety (90) consecutive calendar days because of workers compensation leave will have his/her vacations accruals stopped and will not begin accruing vacation benefits until they return to work. IV. PERSONAL LEAVE Effective January 1, 2024, Rregular full-time employees are entitled to personal leave consisting of six (6)sixty (60) hours personal days per calendar year. Three Thirty (30) (3) days hours of personal leave are granted on January 1 of each year, and leave will be pro-rated for newly hired full-time employees based on the month that they are employed as a full-time employee., Employees hired in March and April will receive twenty (20) hours; and employees hired in May and June will receive ten (10) hours. andThirty three (30) hours days of personal leave are granted on July 1 of each year. Employees hired in September and October will receive twenty (20) hours; and employees hired in November and December will receive ten (10) hours. Personal days leave must be taken in full hourly (1 hour) day increments with the exception of Emergency Services which has its own policy regarding the use of personal leave. Personal leave cannot be carried over at the end of a calendar year to the next calendar year. V. SICK LEAVE A. Regular full-time and regular part-time employees are eligible for sick PR-34 Leave Page 3 leave. Sick leave accrues for all eligible employees from the first day of work; however, no sick leave may be taken until completion of three (3) months of employment. Any absence during the first three (3) months of employment due to illness will be unpaid unless the use of any available personal leave is authorized by an employee’s supervisor. B. Sick leave for regular full-time employees accrues at 120 hours per year (4.62 hours bi-weekly). Accumulation of sick leave is unlimited except for employees in the Deferred Retirement Option Plan (DROP). After an employee has entered the DROP, the maximum accumulated sick leave balance is two (2) months. C. Sick leave for part-time employees accrues on the basis of one (1) hour for every 30 hours worked. Employees are permitted to carry over 24 hours each year; not to exceed 64 hours. D. Sick leave is paid only for days and hours of regularly scheduled work. If an employee has been approved for use of sick leave under the Family and Medical Leave Act (FMLA), any used sick leave will be counted against and will run consecutively with the approved period of absence allowed under the FMLA.1 E. Upon termination of employment, if the employee has not used any Sick Family Medical (SFM) or Earned Sick and Safe Leave (ESS), the employee will receive payment at the regular rate of pay for up to 40 hours. If the SFM and ESS does not equal $1300, then the employee will be paid at a rate of $10.00 per eight (8) hour increments; not to exceed $1300 or 1040 hours. No sick leave payout will be made to any employee who has not completed his or her first three (3) months of employment. F. All Aaccrued and unused sick leave will may be applied to credited service for retirement purposes, within certain limits. See Section V. for maximum accumulated sick leave balance for DROP participants. G. If an employee is absent for three (3) or more consecutive work days, the employee must obtain an excuse from a licensed healthcare provider and must provide the excuse to the employee’s supervisor upon return to work. The employee must also provide the Department of Human Resources with a copy of the excuse upon return to work. This requirement also applies to an employee who is absent from work either the day before or the day after a holiday. Failure to provide the required excuse will result in the employee not being paid for the holiday. 1 See Policy No. PR-15 Family and Medical Leave (FMLA). PR-34 Leave Page 4 VI. ABUSE OF SICK LEAVE A. Sick leave is intended to be used for bona fide illnesses and for health- related reasons such as doctor appointments. Sick leave is not to be used for vacation, personal business, or leave of absence. B. An employee’s supervisor and department head are jointly responsible for monitoring sick leave usage, notifying an employee of problematic sick leave use, and taking appropriate disciplinary action in cases of substantiated sick leave abuse. Examples of sick leave abuse include, but are not limited to, the following: 1. Any pattern of unsubstantiated sick leave use, such as the use of six (6) days in a six (6) month period in increments of one (1) or two (2) days at a time; 2. Any pattern of unsubstantiated tardiness or early departure; not approved in advance; 3. Habitual sick leave absences on Mondays, Fridays, and the days immediately before and after holidays; 4. Use of sick leave in excess of any sick leave accrued, whether substantiated or unsubstantiated, during the first calendar year of employment; 5. Use of sick leave along with other types of leave; 6. Use of sick leave to avoid undesirable scheduling of work; 7. Participation in activities or secondary employment that would indicate fitness for duty while an employee is on sick leave; 8. Engaging in unsubstantiated sick leave use for lengthy illnesses; 9. No significant accumulation of sick leave after at least three (3) to five (5) years of service, without sustaining a major illness during that time period. VII. FAMILY SICK LEAVE A. Employees are entitled to use up to forty (40) hours of their accumulated sick leave per calendar year to care for ill family members. A family member includes spouse, biological child; an employee’s adopted child, foster child, or stepchild;, a child for whom an employee has legal or physical custody or guardianship; a child for whom the employee stands in loco parentis; an employee’s biological parent, adoptive parent, foster PR-34 Leave Page 5 parent, or stepparent or an employee’s spouse; an individual who acted as a parent or stood in loco parentis to the employee or the employee’s spouse when the employee or the employee’s spouse was a minor; an employee’s legal guardian, biological grandparent, adopted grandparent, foster grandparent, or step-grandparent; an employee’s biological grandchild, adopted grandchild, foster grandchild, or step-grandchild; an employee’s biological sibling, adopted sibling, foster sibling, or step-sibling; and an employee’s parent-in-law. Family sick leave may also be used for the birth or adoption of a child, for the placement of a child in foster care with an employee, or for the care of any person for whom the employee is financially responsible. B. Employees are entitled to use up to forty (40) hours of their accumulated sick leave per calendar year for absences that are necessary due to domestic violence, sexual assault, or stalking against the employee or the employee’s family member if the leave is to obtain any of the following: 1. Medical or mental health attention; 2. Services from a victim services organization; 3. Legal services or proceedings; 4. Temporary relocation; C. All family sick leave hours should be coded FAMILY SICK (SFM) on time reporting records. D. All part-time employees’ use of family sick hours should be coded FAMILY SICK (ESS) on time reporting records. E. Family sick leave is paid only for days and hours of regularly scheduled work. If an employee has been approved for use of family sick leave under the Family and Medical Leave Act (FMLA), any used family sick leave will be counted against and will run consecutively with the approved period of absence allowed under the FMLA.2 F. If an employee is absent for three (3) or more consecutive work days due to care of an ill family member, the employee must obtain an excuse from a licensed healthcare provider and must provide the excuse to the employee’s supervisor upon return to work. The employee must also provide the Department of Human Resources with a copy of the excuse upon return to work. This requirement also applies to an employee who is absent from work either the day before or the day after a holiday; failure to provide the required excuse will result in the employee not being paid for the holiday. G. Use of family sick leave will be counted against an employee’s eligibility for incentives under the County’s Sick Leave Incentive Program (see 2 See Policy No. PR-15 Family and Medical Leave (FMLA). Formatted: Font: Bold, Italic, Underline Formatted: Font: Bold PR-34 Leave Page 6 Section VIII of this Policy). VIII. SICK LEAVE INCENTIVE PROGRAM A. To reward employees who sparingly use sick leave, an incentive of up to $90.00 per day (with a maximum payout of five [5] days) will be given to each employee whose sick leave usage record during the fiscal payroll period (from the first pay end of the fiscal payroll year to the last pay end of the fiscal payroll year) meets the following eligibility requirements: 1. One (1) day incentive payment not to exceed $90.00 for two (2) days of sick leave used; 2. Two (2) day incentive payment not to exceed $180.00 for one (1) day of sick leave used; 3. Three (3) day incentive payment not to exceed $270.00 for zero (0) days of sick leave used; 4. Four (4) day incentive payment not to exceed $360.00 for three (3) or four (4) consecutive fiscal payroll years with no sick leave usage; 5. Five (5) day incentive payment not to exceed $450.00 for five (5) or more consecutive fiscal payroll years with no sick leave usage. B. For immediately preceding subsections A.4. and A.5., any use of sick leave will constitute a break in consecutive fiscal payroll years; and the employee must work at least three (3) consecutive fiscal payroll years before regaining eligibility for the sick leave incentive. C. Sick leave used due to a work-related injury or to visit a physician at the County’s direction due to a past work-related injury will not adversely affect the calculation of an employee’s eligibility for the sick leave incentive if the employee’s time is properly coded on time records. D. If sick leave is used for additional bereavement leave purposes (see Section XI of this Policy), the use of sick leave for that purpose will not be counted against an employee’s eligibility for the sick leave incentive. E. The incentive at the end of the fiscal payroll year will not be subject to any applicable deduction from accumulated sick leave totals. F. Any sick leave approved under the FMLA will be treated as sick leave for purposes of calculating eligibility for the sick leave incentive. G. All new employees who are hired during the course of the fiscal payroll year will receive sick leave incentive benefits on a pro rata basis. The County will calculate the benefit due to a new employee by using only that PR-34 Leave Page 7 specific period of time that the employee could have actually used sick leave. The following example illustrates the practical application of this subsection VIII (G). A new employee who is hired effective October 1 would have nine (9) full months of County service as of July 1 of the following fiscal payroll year. However, during the first three (3) months of the individual’s employment, sick leave was not usable pursuant to County policy. Assuming no sick leave usage for the full nine (9) months, the employee would not receive nine-twelfths (9/12) of the total sick leave incentive; but would instead receive six-twelfths (6/12) because 6/12 x 3 days equals 1½ days of sick leave incentive pay due, not to exceed $90.00 per day. IX. HOLIDAYS A. Regular full-time employees observe thirteen fourteen (134) holidays per calendar year listed below. Yearly holiday schedules are established by the County Administrator prior to the beginning of each new calendar year and distributed to each department. Month Holiday January New Year’s Day Martin Luther King Day February Presidents’ Day March/April Good Friday May Memorial Day June Juneteenth July Independence Day September Labor Day November Veterans’ Day Thanksgiving Day Friday after Thanksgiving December Christmas Eve Christmas Day New Year’s Eve B. Certain County departments have twenty-four (24) hour operations or have schedules requiring work on County holidays. Employees required to work on County holidays will abide by the guidelines established by the County. PR-34 Leave Page 8 X. ANNUAL PHYSICAL LEAVE BENEFIT To promote good health and well-being of employees, routine annual physicals are covered under the County’s health care plan, subject to any applicable office visit co-pays and charges for non-covered procedures. All full-time employees will be granted up to two (2) hours per fiscal year (July through June) during normal business hours for an annual physical under the following conditions: A. The physical must be with the employee’s primary care physician; B. The physical must be documented as an annual physical; C. The documentation of the annual physical must be forwarded to the Department of Human Resources; D. No special time reporting is needed because annual physical leave will show on time reporting records as time worked. XI. BEREAVEMENT LEAVE AND PROCEDURE A. A regular full-time employee who experiences the death of an immediate family member may take off up to three twenty-four (24) (3) hours working days with pay to attend services and handle related matters within one (1) week after the death occurs. Alternatively, and in lieu of receiving bereavement leave within one (1) week of the death, in circumstances where the service may be delayed due to reasons outside of the employee’s control, upon written request of the Director of Human Resources, up to twenty-four (24) hours of bereavement leave may be used on or consecutive to the date of service. An immediate family member is defined as mother, father, parent-in-law, step-parent, spouse, grandparent, grandchild, child, step-child, brother, sister, step-sibling, foster parent, or foster child as recognized by law, or other persons residing with the employee. The employee should notify his or her supervisor as soon as possible of the death and plans to take bereavement leave. B. Bereavement leave should be coded as BEREAVEMENT on time reporting records. C. Temporary full-time and part-time employees are not eligible for paid bereavement leave. D. If an employee needs more than three (3) daystwenty-four (24) hours of bereavement leave, the employee may use up to three (3)twenty-four (24) additional days hours of any available leave for bereavement purposes. If sick leave is used for additional bereavement leave and is coded PR-34 Leave Page 9 BEREAVEMENT SICK on time reporting records, an employee’s use of sick leave for bereavement purposes will not be counted against the employee’s eligibility under the sick leave incentive program (see Section VIII of this Policy). XII. WORKERS’ COMPENSATION DISABILITY LEAVE A. If an employee suffers a compensable workers’ compensation illness or injury and is unable to work, he or she will receive temporary total disability benefits from the County’s third-party administrator and as provided by Maryland and other applicable law. These benefits are due only if the employee is off work more than three (3) days and will be administered according to applicable State and federal statutes, laws, rules, and regulations. B. An employee’s workers’ compensation disability period will not be deducted from the employee’s accrued vacation, personal, or sick leave balances. In addition, the employee’s regular accruals of benefit time will continue during the period of workers’ compensation disability leave. However, this workers’ compensation disability period of leave will be calculated toward and will run concurrently with any approved period of absence allowed under the FMLA. B. C. While an employee is on workers’ compensation disability leave, the County will continue the employee’s health, life, and disability benefits during the leave period at the same level and under the same conditions as if the employee were continuing to work, paying both the employer’s share and the employee’s share of benefit premiums. Upon the employee’s return to work, the employee will repay the County for the amounts paid by the County for the employee’s share of the benefit premiums during the period of workers’ compensation disability leave. The employee’s repayment will be made by the employee’s payment of an additional 25% above the employee’s share of the benefit premium for each pay period until the County is repaid in full. Repayment amounts will be automatically deducted from the employee’s paycheck. Alternatively, the employee may elect to pay the employee’s share of benefit premiums while on workers’ compensation disability leave. D. An employee who is released to duty with medical restrictions may be eligible to participate in the County’s modified duty assignment program on a case-by-case basis.3 D.E. See Vacation Leave, Section III. F. of this policy, establishing guidelines for 3 See Policy No. PR-17 Modified Duty Procedure. Formatted: List Paragraph, Left, No bullets or numbering, Hyphenate Formatted: List Paragraph, Left, No bullets or numbering PR-34 Leave Page 10 stopping vacation benefits for employees on extended workers’ compensation absences and beginning vacation benefits after the employee returns to work. XIII. FAMILY AND MEDICAL LEAVE See Policy No. PR-15 Family and Medical Leave (FMLA). XIV. ADMINISTRATIVE LEAVE OF ABSENCE WITH PAY Any approved administrative leave or leave of absence with pay is available only sparingly, on a case-by-case basis, upon the recommendation of the department head and in concurrence with the Director of Health and Human Services and the County Administrator. Exception: On an annual basis, employees who lives in Washington County, Maryland, and are a registered voter of Maryland may be granted eight (8) hours of administrative leave, upon request and approval, to volunteer as election worker at Washington County polling places. Consideration should be given to the operations of the department when considering this benefit. XV. ADMINISTRATIVE LEAVE OF ABSENCE WITHOUT PAY Upon an employee’s exhaustion of available paid leave, department heads and elected officials may, at their discretion, grant up to five forty (40) hours (5) days of administrative leave or leave of absence without pay within each fiscal year. The County Administrator will review all requests for administrative leave or leave of absence without pay for more than forty (40) hours five (5) days on a case-by- case basis. Such requests must be made in writing through the department head to the County Administrator, specifically stating the reasons for the request and the covered time period. The department head will accompany an employee’s request with a written recommendation for approval or disapproval and state the supporting reasons if disapproval is recommended. The employee may initiate a grievance under the County’s grievance procedure4 if he or she is dissatisfied with the disapproval. For an employee who is on extended unpaid leave, the accruals of sick and vacation leave will be suspended until the employee returns to work. XVI. SHORT-TERM DISABILITY See Policy No. EB-4 Short-Term Disability. XVII. LONG-TERM DISABILITY The County provides for long-term disability benefits with eligibility determined by the County’s insurance carrier on a case-by-case basis. Employees who require 4 . PR-34 Leave Page 11 more information regarding long-term disability should contact the Department of Human Resources. XVIII. REPORTING DOCUMENTATION, AND RETURN TO DUTY REQUIREMENTS A. If an employee cannot report to work because of illness, his or her supervisor must be notified as soon as possible. Each department head will develop and post notification requirements specifically applicable to their areas of responsibility. If an employee experiences an extended illness of several days’ duration, the employee must keep his or her supervisor informed at regular intervals (no less than weekly) of the state of his or her condition and expected return-to-work date. B. Sick leave taken for three (3) consecutive work days or more must be substantiated by a statement from a licensed healthcare provider on professional letterhead, signed and dated by the provider, indicating the dates or anticipated dates of the employee’s absence, the probable duration of the employee’s illness or condition, and the employee’s fit-for-duty status. C. Each department head is responsible for notifying the Department of Human Resources when an employee is absent for three (3) or more consecutive days for the same health-related reason. Each department head is responsible for forwarding medical and disability statements to the Department of Human Resources for inclusion in personnel files. D. The Department of Human Resources will distribute periodic absence utilization reports to department heads, division directors, and the County Administrator. PR-34 Leave Page 12 Policy Actions Action Taken Approval Date Effective Date Adoption – new policy consolidating and rewriting EB-3 Holidays (last revised 1/22/03), EB-8 Personal Days (adopted and effective 7/1/87, revised 1/22/03), EB-9 Employee Sick Leave Incentive (adopted and effective 7/1/85, revised 1/22/03), and EB-13 Annual Physical (adopted and effective 7/1/00) November 28, 2017 November 28, 2017 Revised April 2, 2019 April 2, 2019 Revised- Hourly increments; Revised Personal Leave to 60 hours; Vacation Leave Stops after 90 days on W/C absence; DROP Plan Maximum Accrued Sick Leave is 2 Months. November 28, 2023 November 28, 2023 Open Session Item SUBJECT: Retention of Government Relations Consultant and Lobbyist PRESENTATION DATE: November 28, 2023 PRESENTATION BY: Kirk Downey, County Attorney RECOMMENDED MOTION: Move to retain Bruce C. Bereano as the County’s government relations consultant and lobbyist for the 2024 Session of the Maryland General Assembly upon the terms set forth in the proposed Engagement Letter dated November 6, 2023. REPORT-IN-BRIEF: To consider the retention of government relations consulting and lobbying services. DISCUSSION: Bruce C. Bereano has served the Board of County Commissioners as its government relations consultant and lobbyist for seven (7) years. Mr. Bereano has offered to again serve in this role for the 2024 General Assembly session for a fixed engagement fee or $10,000.00 plus $100.00 for the lobbying registration fee. The term of his representation would be the calendar year of 2024. Mr. Bereano’s services include monitoring legislation; arranging and attending meetings with legislative and executive branch officials; providing counsel and advice concerning political and legislative matters; and delivering other customary government relations and lobbying services. Mr. Bereano’s retention as the County’s government relations consultant and lobbyist would provide the County with an ongoing presence and voice in Annapolis, as Mr. Bereano regularly attends delegation meetings, bill hearings, and other political events. FISCAL IMPACT: $10,100 from Commissioner’s Contingency CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Engagement Letter from Bruce Bereano AUDIO/VISUAL NEEDS: None Board of County Commissioners of Washington County, Maryland Agenda Report Form November 6, 2023 The Honorable John Barr President Washington County Commissioners 100 West Washington Street, Room 226 Hagerstown, Maryland 21740 Dear President Barr: In preparation for the upcoming 2024 Session of the Maryland General Assembly which convenes January 10, 2024, and for calendar year 2024, I write to propose to the Washington County Commissioners to represent and serve the Commissioners as their government relations consultant and lobbyist in Annapolis during the upcoming 2024 session of the General Assembly and before the Executive Branch of State Government. The term of my representation would be the calendar year of 2024. I have appreciated and enjoyed representing the County for the past 7 years and I would be happy and willing to continue to act in such a capacity for the proposed same fee of $10,000 plus reimbursement for the $100.00 lobbying registration fee. The scope and nature of the government relations and lobbying services I would provide the Washington County Commissioners would include the following: 1. Making available the depth and breadth of my relationships and network, and experience developed over the past 52 years in government and politics in Maryland; 2. Provide government and political strategic advice and counsel concerning relationships with government elected and appointed officials; 3. Arrange and attend meetings for the County Commissioners with key legislative and executive branch officials; 4. Advise and inform the County Commissioners of particular events and functions which are good networking opportunities and ways to increase the presence and involvement in relationship development for the County; 5. Focus my efforts and attention on areas of interest and agenda of the County with the legislature and executive branches of government as requested; 6. Meet and work with Washington County Commissioners as and when requested concerning issues, problems and assistance I can render with State government officials, agencies; 7. Register as a lobbyist for the Washington County Commissioners as required by law and comply with all legal requirements; 8. Customary and usual professional lobbying and government relations activities and efforts on behalf of the Washington County Commissioners; 9. Assist in advocating and representing Washington County on legislation as indicated; 10. Keep the Washington County Commissioners fully informed of my activities and efforts on their behalf and maintain current and clear communications in this regard; 11. Assist in securing meetings with key government appointed and elected officials and attend any and all such meetings which are arranged; 12. Provide any other and further services and functions as requested and desired by the County Commissioners relative to my role and function; 13. Attend all Washington County Delegation meetings during the legislative session and work in harmony and coordination with the Washington County legislative Delegation and be of assistance; 14. Work closely with the Washington County Commissioners on their legislative agenda and priorities for the 2024 legislative session; It is also understood and agreed that you hereby certify and declare that Bruce C. Bereano hereby is authorized to act as a lobbyist and government relations representative on behalf of the Washington County Commissioners for the time period of November 1, 2023 through October 31, 2024 as to matters between them. I would very much appreciate the opportunity to work with the Washington County Commissioners, and you can be assured of my fullest professional and dedicated services. Please feel free to discuss this matter further with me or let me know any questions you or the other Commissioners may have. I of course am willing and available to meet with the County Commissioners to further discuss and decide this matter. If this arrangement is agreeable and acceptable please sign and return to me one of the enclosed copies for my files. Thanking you in advance for your consideration and time, I am Sincerely, Bruce C. Bereano Intending to be legally bound, the parties have duly executed this Agreement below: Washington County Commissioners By: The Honorable John Barr President Washington County Commissioners 100 West Washington Street, Room 226 Hagerstown, Maryland 21740 Date: Bruce C. Bereano 191 Duke of Gloucester Street Annapolis, Maryland 21401 Date: November 6, 2023