HomeMy WebLinkAbout210914aJeffrey A. Cline, President
Terry L. Baker, Vice President
Krista L. Hart, Clerk
BOARD OF COUNTY COMMISSIONERS
September 14, 2021
OPEN SESSION AGENDA
8:30 AM MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Jeffrey A. Cline
APPROVAL OF MINUTES: August 31, 2021
8:35 AM COMMISSIONERS’ REPORTS AND COMMENTS
8:40 AM STAFF COMMENTS
8:45 AM CITIZENS PARTICIPATION
Convene as the Board of Health
8:50 AM AWARD OF THE PROGRAM “ADOLESCENT CLUBHOUSE”–HEALTH DEPARTMENT
(RFP#-2022-01) $250,000
Earl Stoner, Health Officer, Washington County Health Department
Reconvene as the Washington County Board of County Commissioners
8:55 AM PROPOSED PILOT AGREEMENT FOR SGC POWER, LLC
Zachary Kieffer, Esquire
9:10 AM RENEWAL OF COUNTY’S COMMUNITY DEVELOPMENT BLOCK GRANT PLANS
Rachel Souders, Senior Grant Manager, Office of Grant Management
9:15 AM EDWARD J. BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT – APPROVAL TO
SUBMIT APPLICATION AND ACCEPT FUNDING AS AWARDED
Rachel Souders, Senior Grant Manager, Office of Grant Management; Captain Mark Knight,
Washington County Sheriff’s Office
9:20 AM ONLINE SALES AND TELEWORKING GRANT – APPROVAL TO ACCEPT AWARDED
FUNDING
Rachel Souders, Senior Grant Manager, Office of Grant Management; Linda Spence, Business
Specialist, Business Development
9:25 AM UTILITY BUDGET TRANSFER
Mark Bradshaw, Director, Environmental Management
9:30 AM APPLICATION FOR ZONING TEXT AMENDMENT RZ-21-004
Jill Baker, Director, Planning and Zoning
Randall E. Wagner
Charles A. Burkett
Page 2 of 2
OPEN Session Agenda
September 14, 2021
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.
9:35 AM ADMINISTRATION OF AN END-OF-EMPLOYMENT ACTION IN CONJUNCTION
WITH THE EXHAUSTING OF ALL FMLA, PAID SICK LEAVE, AND SHORT-TERM
DISABILITY PLAN BENEFITS – AMENDMENT TO EB-4 SHORT TERM DISABILITY
POLICY
Larry Etchison, Director, Human Resources
9:45 AM CLOSED SESSION - (To discuss the appointment, employment, assignment, promotion, discipline, demotion,
compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body
has jurisdiction; or any other personnel matter that affects one or more specific individuals; To consult with counsel to obtain legal
advice on a legal matter; & To conduct collective bargaining negotiations or consider matters that relate to the negotiations.)
10:05 AM RECONVENE IN OPEN SESSION – Adjournment
The Commissioners will be attending a Ribbon Cutting of 417 N. Jonathan Street Structure (Preservation
Maryland)
NOTE: The Board will need to convene as the Board of Health when considering this
request.
Open Session Item
SUBJECT: Award of the program “Adolescent Clubhouse” - Washington County
Health Department - #RFP-2022-01 in the amount of $250,000.
PRESENTATION DATE: Tuesday, September 14, 2021
PRESENTATION BY: Earl Stoner, Health Officer
RECOMMENDED MOTION: Move to award the program “Adolescent Clubhouse,” RFP-
2022-01 to Horizon Goodwill Industries in the amount of $250,000.00
REPORT-IN-BRIEF: The RFP was advertised in EMMA (State Procurement Advertising
Portal) and available on the Washington County Health Department website. The RFP was issued
on Thursday, July 15, 2021 for interested individuals to develop and operate an Adolescent
Clubhouse in Washington County. Two vendors responded to the RFP. Critical Medical
Solutions Corporation from Ft. Meade, Maryland for the amount of $500,000. Critical Medical
Solutions was over the amount awarded and the description of the outcomes and deliverables did
not match the RFP. Hagerstown Horizon Goodwill Industries gave detailed information and
examples of solidified community partnership, detailed explanation of activities and a clear
implementation and operational timeline with a plan of sustainability. Hagerstown Horizon
Goodwill Industries requested $250,000 for the project.
The Adolescent Clubhouse through program expansion efforts, and by building needed
infrastructure to support collaboration with schools and communities, and to expand the array of
recovery-oriented services available to youth and families. The work done through this initiative
will also help to build sustainable partnerships with critical stakeholders in the school and
community settings in an effort to build upon an existing network aimed to advance the needs of
youth impacted by, affected by, or diagnosed with an OUD.
This initiative supports the early identification of youth who are at risk of, diagnosed with, or in
recovery from an OUD, as well as providing support to help engage their families. The funding
intends to increase family involvement in the youth and family’s well-being and recovery support
network. This overarching principle is behind a wide variety of Evidence Based Practice (EBP)
models. Increased family engagement has been shown to improve outcomes and to reduce youth
substance use across multiple meta analytic reviews. Additional EBP programs will also be offered
to the existing and new clubhouses in order to enhance their therapeutic programs.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
The Adolescent Clubhouse will allow adolescents to assemble with their peers, in a safe and
supportive alcohol and substance free environment that promotes recovery. The Adolescent
Clubhouse will honor and respect all diverse pathways to recovery and promote person-centered
and peer-based services. Services to the adolescents and families include, but are not limited to:
• Vocational and educational training,
• Self-care and social skills development,
• Peer recovery support,
• Age and developmentally appropriate recovery support groups,
• Resource linkage,
• Volunteer and service opportunities,
• Recovery related workshops, and
• Family engagement events.
DISCUSSION: None
FISCAL IMPACT: The project is being funded by the Behavioral Health
Administration and is 100% Federally funded. The grant award to WCHD from BHA was for
$350,000. Horizon Goodwill requested $250,000. The remainder of the monies will be used for
indirect cost.
CONCURRENCES: Earl Stoner, Health Officer and Daniel Triplett, Administrator
ALTERNATIVES: N/A
ATTACHMENTS: RFP-2022-01and Form of Proposal
AUDIO/VISUAL NEEDS: N/A
FY22 RFP Adolescent Clubhouse 1
Washington County Health Department
1302 Pennsylvania avenue
Hagerstown, MD 21742
240-313-3216
REQUEST FOR PROPOSAL
ADOLESCENT CLUBHOUSE PROGRAM (AC)
Issued: July 15, 2021
Questions & Answers Due: July 23, 2021 at 1:00 p.m.
Proposal Due: August 12, 2021 at 1:00 p.m.
Prospective applicants who have received this document from a source other than the issuing Officer should immediately
Contact the Issuing Officer and provide their name and mailing address in order that addenda to the RFP or other
communications can be sent to them. Any prospective applicants who fails to notify the Issuing Officer with this
information assumes the complete responsibility in the event they do not receive communications from the Issuing Officer
prior to the RFP closing.
FY22 RFP Adolescent Clubhouse 2
RFP-2022-01
REQUEST FOR PROPOSAL
ADOLESCENT CLUBHOUSE
INTRODUCTION:
The WCHD is issuing an RFP to develop and operate an Adolescent Clubhouse in Washington County. The
Awardee will develop and operate an Adolescent Clubhouse utilizing a grant award. The award is for budget
year July 1-September 30, 2021 and October 1, 2021 – June 30, 2022.
Preference will be given to facilities that are not co-located with substance abuse treatment services.
The Adolescent Clubhouse must be located in Washington County, with preference given to proposals that
incorporate multiple locations and/or virtual services for youth who cannot access the physical location.
Consideration will be given to either a freestanding or mobile facility as long as program requirements are
met per the condition of award and statement of work. Locations must be an easily accessible, clean and
welcoming public space, that will serve adolescents ages twelve (12) – seventeen (17) impacted by,
affected by, or diagnosed with an opioid use disorder (OUD), or in recovery from an OUD as well as their
families. These efforts are also aimed to decrease future opioid related deaths in this population at risk for
and recovering from an opioid use disorder.
This funding will support the Adolescent Clubhouse through program expansion efforts, and by building
needed infrastructure to support collaboration with schools and communities, and to expand the array of
recovery-oriented services available to youth and families. The work done through this initiative will also
help to build sustainable partnerships with critical stakeholders in the school and community settings in an
effort to build upon an existing network aimed to advance the needs of youth impacted by, affected by, or
diagnosed with an OUD.
This initiative supports the early identification of youth who are at risk of, diagnosed with, or in recovery
from an OUD, as well as providing support to help engage their families. The funding intends to increase
family involvement in the youth and family’s well-being and recovery support network. This overarching
principle is behind a wide variety of Evidence Based Practice (EBP) models. Increased family engagement
has been shown to improve outcomes and to reduce youth substance use across multiple meta analytic
reviews. Additional EBP programs will also be offered to the existing and new clubhouses in order to
enhance their therapeutic programs.
The Adolescent Clubhouse will allow adolescents to assemble with their peers, in a safe and supportive
alcohol and substance free environment that promotes recovery. The Adolescent Clubhouse will honor and
respect all diverse pathways to recovery and promote person-centered and peer-based services.
The services including groups or trainings offered monthly should include, but not be limited to:
• Vocational and educational training,
• Self-care and social skills development,
• Peer recovery support,
• Age and developmentally appropriate recovery support groups,
• Resource linkage,
FY22 RFP Adolescent Clubhouse 3
• Volunteer and service opportunities,
• Recovery related workshops, and
• Family engagement events.
The clubhouse shall employ a Young Adult Peer Recovery Support Specialist (YAPRSS) who will engage with
youth at the Adolescent Clubhouse in an effort to improve hope and optimism, support symptom
reduction, increase self-esteem, build overall health and wellness, reduce workplace stigma surrounding
substance use and co-occurring mental and opioid use disorders, and to inform non-peer staff about
recovery from a youth perspective.
There is an expectation that grant funds will be available for Federal Fiscal Year 2022 (July 1, 2021-
September 29, 2021). However, the grant award and subsequent payments are subject to the availability of
BHA and MDH funds and the satisfactory achievement of program deliverables. The performance measures
are subject to change based on the condition of award from BHA.
The funding can be used to support efforts such as, but not limited to:
• Family engagement and availability of Family Peer Support Resources,
• Referral to, or availability of, case management resources/services for families in need of, and
interested in, these services,
• Specific interventions supporting youth in families with, or at-risk for, opiate use disorders,
• Training participants and staff in evidence-based practices (EBP) and promising practices such
as, but not limited to, Strengthening Families, Adolescent Community Reinforcement
Approach (ACRA), Botvin Life Skills, Adverse Childhood experiences (ACES), Screening, Brief
Intervention, and Referral to Treatment (SBIRT)/Teen Intervene and Car, Relax, Alone, Forget,
Friends, Trouble (CRAFFT), (minimum of two EPB trainings per grant award period)
• Education on resiliency strategies to help support abstinence, avoidance of triggers, and
recovery,
• Recovery oriented services including engagement with certified peer recovery specialists,
• Smoking cessation and Sexually Transmitted Disease (STD) prevention/education activities,
• Training youth and families engaged in clubhouses on recognizing the signs/symptoms of
opiate overdose, on the administration of Naloxone, and to provide information regarding how
and where to access Naloxone kits,
• Specific interventions supporting youth in families with, or at-risk for, opiate use disorders,
• Training participants and staff in evidence-based practices (EBP) and promising practices such
as, but not limited to, Strengthening Families, Adolescent Community Reinforcement
Approach (ACRA), Botvin Life Skills, Adverse Childhood experiences (ACES), Screening, Brief
Intervention, and Referral to Treatment (SBIRT)/Teen Intervene and Car, Relax, Alone, Forget,
Friends, Trouble (CRAFFT), (minimum of two EPB trainings per grant award period)
• Recovery staff will be training in a variety of evidence-based short- and medium-term
intervention strategies to assist with promoting abstinence and recovery,
FY22 RFP Adolescent Clubhouse 4
• Social activities and life skills that are designed to promote healthy social connection and
reduce isolation,
• Trauma and or recovery related topics,
• Substance use/misuse psychoeducation,
• Naloxone education groups,
• Family support groups,
• These activities should include guidance regarding activities of daily living, independent living
skills, group social activities and outings, as appropriate within the structure of the program,
• Recovery support groups that facilitate a conversation focused on a specific topic, including
education around health risks, smoking cessation, and prevention of sexually transmitted
diseases, and
• Development and start-up of a new clubhouse program, preference given to in an identified,
underserved area.
The Clubhouse Model will be adapted for the Adolescent Clubhouse to focus on providing only non-clinical
services, although participants will be expected to be in treatment, in the process of beginning treatment,
or in aftercare. The Clubhouse Model’s non-clinical services foster natural peer support and peer mentoring
opportunities for adolescents, who traditionally look to their peers for advice, support, and modeling
behavior.
The Clubhouse Model adopts a strengths-based, person-centered approach to recovery that is an integral
part of peer recovery support services. The focus of the Adolescent Clubhouse is to support and promote
recovery in a way that respects the adolescent’s developmental stage and encourages independence and
self-efficacy.
GENERAL INFORMATION
The organization or service provider wishing to apply must:
• Meet the eligibility requirements listed in this document,
• Submit an application (Attachment 1),
• Designate one person (Clubhouse Program Director) to be the liaison with the Washington County
Local Addiction Authority (LAA) to
provide information for grant reporting and evaluating the services provided,
• Commit to meet with the LAA at a minimum of once per month from the date of grant
FY22 RFP Adolescent Clubhouse 5
award to provide updates on project progress. Schedule may be modified based on
performance,
• Demonstrate sustainability of the Adolescent Clubhouse beyond the life of this grant, and
• Commit to meet monthly, by phone or in-person, with the MDH, and the Behavioral Health
Administration Child, Adolescent, and Young Adult Services Unit (CAYA) to discuss the
operation of the Adolescent Clubhouse.
ELIGIBILITY REQUIREMENTS:
To apply for the Adolescent Clubhouse Grant, an organization must:
• Be a community-based provider that renders services to the population of adolescent youth
• Be a community- impacted by opioid use disorders (OUD’s) and/or co-occurring disorders
(COD’s), and their families,
• Develop and/or operate a community center in Washington County,
• Provide resiliency and recovery-oriented services to youth and their families,
• Plan to locate a facility that can feasibly meet the requirements for the program and be
operational within 3 months of being awarded funds,
• Demonstrate how the activities and services of the organization will be separate and different
from current activities and services at the existing facility,
• Be in good standing with the Maryland Department of Taxation and Assessment, the Office of
the Secretary of State’s Charitable and Legal Services Division (if applicable), the Washington
County Health Department, Washington County Department of Planning and Zoning, and all
other applicable Federal, State and Local requirements, and
• Maintain liability insurance according to Washington County Government P-4 policy – attached
ADMINISTRATIVE REQUIREMENTS
The Awardee must adhere to all grant requirements and comply with the Maryland Department of Health
(MDH) Conditions of Award, and relevant local, state, and federal laws and regulations. The Awardee will
demonstrate cultural and linguistic competence in the delivery of services to a diverse adolescent
population.
The Awardee must establish an advisory board for the Adolescent Clubhouse to guide selection and
implementation of services and programs, as well as, consult on issues that may arise. The majority of the
board (51% or greater) will consist of representatives of the local community of recovery, including
adolescents in recovery and their family members. The LAA will reserve the right to send a representative
to advisory board meetings to monitor board operations and progress.
The Awardee will hire and maintain a paid staff consisting of no less than a full-time Adolescent Clubhouse
Director and a full-time Young Adult Peer Recovery Support Specialist (YAPRSS). Other positions, which may
be full or part-time, include but are not limited to Recreations Coordinator, Educational Coordinator,
Vocational Coordinator, and Peer Support Specialist (these positions can be combined if deemed
appropriate).
FY22 RFP Adolescent Clubhouse 6
The Awardee’s staff will participate in Peer Review Workgroups and scheduled project meetings with LAA
staff and MDH as requested.
The Awardee will ensure all paid and volunteer staff are appropriately trained and have required
certifications or licensures, as applicable. The Awardee will participate in trainings as deemed necessary by
the LAA and/or MDH. The Awardee will ensure background checks are conducted and reviewed to
determine appropriateness to interact with the population of focus.
The Awardee will create clear Policies and Procedures for all paid and volunteer staff. Policies and
Procedures may be subject to review and approval by the LAA.
The Awardee will create clear Rules of Conduct for adolescents that promote tolerance, acceptance, and
sensitivity to diverse pathways of recovery and diverse cultures. The Rules of Conduct will be clearly posted
at the facility and may be subject to review and approval by the LAA.
The Awardee will utilize sign-in sheets for groups facilitated at the Adolescent Clubhouse to document the
number of participants utilizing the services and facility. While acknowledging that even signing in with a
first name and last initial may be problematic for certain groups because of issues of anonymity, we must
have at least a daily head count of attendees to ensure accountability for support of the Adolescent
Clubhouse.
The Awardee must obtain and maintain current knowledge of Washington County community resources. A
broad network of referral sources, services, and supports must be established to ensure timely access to
care.
FACILITY REQUIREMENTS
The Awardee will provide a safe, welcoming, and clean facility that is compliant with all Washington County
building and environmental codes, including guidelines for accessibility established by the Americans with
Disabilities Act (ADA). The facility must meet all safety requirements to provide a space conducive to HIPPA
compliance. The Awardee will agree to monitoring and inspection by the LAA, in addition to all other
inspections required by the County.
The Awardee will agree to have security for the Adolescent Clubhouse. Security will consist of, at minimum,
an alarm system and sufficient outdoor lighting around the facility. Preference will be given to a facility that
is a free standing, non-treatment service facility. If the chosen facility does provide treatment services, the
Awardee must demonstrate how the Adolescent Clubhouse will be separate in space and ideology of the
treatment services and must form or have an Advisory Board that is independent from the existing agency’s
Board.
The facility must be open for services at least 6 days a week. During the school week, the hours will begin
after school between 2:00 and 3:00 pm and will end no earlier than 8:00 pm. During the summer months’
hours may vary with pre-approval from the LAA, as long as the hours meet the needs of the individuals
served. Exceptions may be made to hours of operation during the COVID-19 pandemic and Maryland State
of Emergency, with the approval of the LAA, to provide appropriate hours of operation to meet the needs
of the individuals served.
The facility itself should consist of, at minimum:
FY22 RFP Adolescent Clubhouse 7
• Two offices, at least one of which is private and can be utilized for peer support sessions as
needed,
• Meeting room (holds up to 30 people),
• Kitchen (microwave, sink and refrigerator),
• Open space for socializing and peer led activities, and
• Bathrooms (either private or separate for men and women).
Preference will be given to a facility that can provide the following on-site:
• Recreation areas/equipment (e.g. basketball court, pool table, tennis court),
• Transportation,
• Computer lab and computer equipment,
• Existing provisions for security, and
• Adolescent/youth programs.
The Adolescent Clubhouse will not, under any circumstances, provide overnight accommodations.
PROGRAM AND SERVICES REQUIREMENTS
The Awardee will use the funds to support staffing, operations, and recovery-oriented services for the
Adolescent Clubhouse and the awardee will use funds to hire one YAPRSS, purchase a laptop, and for travel
reimbursement for the YAPRSS.
The Awardee will agree that no subcontractor(s) shall be hired to provide services related to the Adolescent
Clubhouse, unless and until prior approval has been given by the LAA. The Awardee will submit in writing
any request for services to be provided by a subcontractor to the LAA. Work performed by a subcontractor
that has not received prior approval from the LAA will not be eligible for reimbursement.
The Awardee will create a process for identifying adolescents at risk for or in recovery from an OUD, and a
method of recruiting this population of focus for participation in the Adolescent Clubhouse. This process
should include how the population of focus will be marketed to in an appropriate manner.
The Awardee will identify how the project will be integrated or incorporated into the existing structure and
activities of the facility and organization.
The Awardee will describe how the Adolescent Clubhouse will partner with other community-based
organizations to increase youth participation in community activities and avoid duplication of resources
available to youth via other providers.
The Awardee will hire a YAPRSS for the Adolescent Clubhouse to provide peer recovery support services
and care coordination to participants. The role of the YAPRSS includes but is not limited to the following:
• Engaging youth in evidence-based practices and recovery supports,
• Providing supervision on off-site outings,
• Maintaining clubhouse attendance records, and
• Maintaining any other required record through this award.
FY22 RFP Adolescent Clubhouse 8
The YAPRSS will be required to possess the following:
• Have a minimum of a high school diploma or equivalency,
• The ability to pass a state and federal child background investigation,
• Driver's license preferred,
• Certification as a Peer Recovery Specialist within 24 months from the date of hire from the Maryland
Addictions Professional Certification Board (MAPCB) located at 10807 Falls Rd., #1376, Brooklandville, MD
21202 to ensure those who are hired are seeking certification or recertification simultaneous to their
employment, and
• The YAPRSS's job classification, description, and supervision will be decided by the Awardee.
The Awardee will incorporate programming to assist participants with preventing relapse and as needed,
refer youth experiencing relapse to appropriate services.
The Awardee will strive for strong family engagement by providing activities and events focused on the
family.
The Awardee will provide tutoring and job readiness services for adolescents in all stages of schooling and
work preparedness. The Awardee can include an Education Coordinator and Vocational Coordinator. These
positions may be combined.
The Awardee will promote healthy lifestyle habits at the Adolescent Clubhouse by providing educational,
recreational, and social activities regarding healthy eating, physical fitness, stress reduction, coping
strategies, resilience skills, and healthy sleep habits. A Recreational Coordinator can be hired to develop
and deliver developmentally appropriate drug and alcohol-free activities.
The Awardee will provide age and developmentally appropriate self-help and support groups available
several times a week. Groups may include, but not be limited to, Alcoholics Anonymous, Narcotics
Anonymous, SMART Recovery, Al-Anon, etc. As needed, the Awardee will provide gender-specific groups
that will be available to both the adolescent males and females. These will allow adolescents to achieve
long-term recovery through a process of discovery without the distraction of members of the opposite sex.
Gender issues as they pertain to Lesbian, Gay, Bisexual and Transgender (LGBT) adolescents should be
addressed as well in support groups and/or individual peer support programming as needed.
The Awardee will utilize Trauma-Informed practices, with modifications made for recovery support. This
approach will assist in developing a trauma-informed program that recognizes the presence of trauma
symptoms and the role trauma plays in one’s life while creating a safe and supportive environment. The
Awardee will utilize ACE education and the role ACEs can play in one’s life.
The Awardee will include presenters trained in Cultural and Linguistic Competence or specializing in cultural
issues to come speak to the group as often as possible to educate and increase awareness of the culture
issues that may arise in addiction and recovery. All staff members must also receive annual training in
Cultural and Linguistic Competence.
The Awardee will agree to collaborate with the Washington County Health Department, Local Management
Board (LMB), Department of Community Services, and the Office on Drug Control Policy to include
FY22 RFP Adolescent Clubhouse 9
additional services, such as HIV testing and education and anti-bullying education and support, as funds
allow and as appropriate for the participants in the Adolescent Clubhouse.
Please see Attachment 2 for guidance regarding implementation of the Adolescent Clubhouse model as
well as resources for evidence-based models.
DATA AND REPORTING
The Awardee will make any/all documents and records available for audit/evaluation to entitled Federal,
State, and County officials upon request. LAA will establish and conduct regular program monitoring site
visits and record reviews that will include assessing compliance with all Federal, State, and Local conditions
of award, health and safety reviews, fiscal and data information, and quality management of service
processes. Program and Fiscal Reviews will occur at least biannually.
The Awardee will collect data and provide a monthly report to be submitted by close of business on the
15th day of the month to the LAA. Funding for this award is from SAMHSA State Opioid Response Grants.
Recipients will be required to report a series of data elements that will enable SAMHSA to determine the
impact of the program on opioid use, and opioid-related morbidity and mortality. Recipients will be
required to report client-level data on elements including but not limited to:
• Must serve a minimum of thirty (30) youth and families per clubhouse, engaged in services during
implementation year grant cycle,
• Status of program expansion if applicable,
• Number of staff trained in any EBP with details regarding which program,
• Number of youth and families enrolled in any EBP with details regarding which program and percent
completing EBP training program as defined,
• Number of youth and families trained in trauma and/or recovery related topics,
• Number and type of services provided by the family peer support specialist including number of youth
and families served,
• Number of new recovery-oriented groups/activities,
• Total number of youth served in any capacity during grant period as well as percent retained in any
program throughout entire grant period,
• Number of youth and families referred to higher level Substance Use Disorder (SUD) or Mental Health
(MH) services and percent successfully engaged in those services,
• Number of youth and families educated about the signs/symptoms of opiate overdose, on the
administration of Naloxone, and provided information regarding how and where to access Naloxone kits,
• Demographic characteristics,
• Substance use, diagnosis(es) services received,
• Types of Medication Assisted Treatment (MAT) received,
• Length of stay in treatment,
• Employment status,
• Criminal justice involvement, and
• Housing status.
Additional data elements will also be required and will be provided upon award. Recipients are required to
ensure all data reported to SAMHSA are accurate.
FY22 RFP Adolescent Clubhouse 10
Data will also be collected via a face-to-face interview at intake using BHA required tools. Recipients will be
expected to complete a Government Performance and Results Act (GPRA) interview on all clients
participating in services through this award. GPRA training and technical assistance will be offered to
recipients.
The Awardee will conduct annual client and family satisfaction surveys. The Awardee and the LAA will
determine the content of the surveys based on the information provided in the monthly reports. Results of
the satisfaction surveys will be submitted directly to the LAA.
The Awardee must base any additional service development on results of focus groups, surveys of a cross-
section of the population being served, including but not limited to the client satisfaction survey, and/or
advisory board meetings, collaborations, and participant feedback.
The Awardee should be open to qualitative and quantitative evaluation by an outside evaluator/consultant
hired by the State.
GRANT AGREEMENT AND TERMINATION FOR NON-PERFORMANCE
The Awardee shall enter into a Grant Agreement with the LAA. Any Grant Agreement resulting from this
RFP may be terminated by either LAA or the Awardee by giving sixty (60) days written notice to the other
party.
If the Awardee shall fail to fulfill in a timely and proper manner its obligations under the Grant Agreement,
or if the Awardee shall violate any terms of the Grant Agreement, within the sole discretion of the LAA, the
LAA may immediately terminate the Grant Agreement by giving written notice to the Awardee.
ELIGIBLE EXPENDITURES
Grant funds will be awarded for the time period of July 1, 2021 to September 30, 2021 and October 1, 2021
– June 30, 2022 will be awarded. Subject to availability of MDH and LAA funds, an additional grant award
may be available in subsequent Fiscal years to the Awardee based on performance in FY2021 up to five
years’ renewal. Allowable startup cost must be invoiced between 7/1/21-9/30/21.
Examples of eligible expenditures include, but are not limited to:
• Staff salaries,
• Minor building improvements,
• Information technology equipment,
• Sports equipment, and
• Program supplies (field trips, snacks, activity fees).
Expenditures not considered eligible include, but are not limited to:
• Donations to other organizations,
• Gift Cards,
• Political activity,
FY22 RFP Adolescent Clubhouse 11
• Payment for fundraising activities,
• Capital purchases,
• Sales tax, and
• Indirect cost.
Grant funds cannot be used to offset money the organization is spending on services or activities not
related to the Adolescent Clubhouse and the encompassing recovery support services, either inside or
outside of the proposed facility. As put forth in the above Grant Requirements, services and activities
provide
d by the Adolescent Clubhouse must be separate and different than those already provided in the existing
facility so that Grant funds are not used for these services and activities already in operation.
FISICAL REQUIREMENTS
As stated in the introduction this is a SAMHSA and SOR federal grant award therefore a pre-risk assessment
and annual risk assessment will be conducted by BHA and the LAA. The Awardee will provide the OMH/ CSA
with an independent fiscal audit of this program annually.
Special Terms of Award
Grant funds may not be used, directly or indirectly, to purchase, prescribe, or provide marijuana or
treatment using marijuana. Treatment in this context includes the treatment of opioid use disorder
(prevention of opioid use disorder in high risk youth). Grant funds also cannot be provided to any individual
who or organization that provides or permits marijuana use for the purposes of treating substance use or
mental disorders. See, e.g., 45 C.F.R. § 75.300(a) (requiring HHS to “ensure that Federal funding is
expended . . . in full accordance with U.S. statutory . . . requirements.”); 21 U.S.C. §§ 812(c)(10) and 841
(prohibiting the possession, manufacture, sale, purchase or distribution of marijuana). This prohibition does
not apply to those providing such treatment in the context of clinical research permitted by the Drug
Enforcement Agency (DEA) and under a Food and Drug Administration (FDA)-approved investigational new
drug application where the article being evaluated is marijuana or a constituent thereof that is otherwise a
banned controlled substance under federal law.
Certain Federal Fund Requirements and Restrictions
The Awardee will not discriminate against any employee or applicant for employment because of physical
or mental handicap in regard to any position for which the employee or applicant for employment is
qualified. The Grantee agrees to take affirmative action to employ, advance in their physical or mental
handicap in all upgrading, demotion or transfer, recruitment, advertising, layoff or termination, rates of pay
or other forms of compensation, and selection for training, including apprenticeship. Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. Sec. 791 et seq.) prohibits discrimination on the basis of
handicap in all federally assisted programs and activities.
The undersigned 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 undersigned, 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 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.
FY22 RFP Adolescent Clubhouse 12
Grant funds may not be used, directly or in affiliation with safe use sites.
Failure to comply with these Conditions of Award may result in the following, including but not limited to,
loss of award, future audit exceptions, dis-allowance of expenditures, award reductions, and/or delay in
payment of award funds, until such time that areas of non-compliance are corrected.
Invoicing and payment schedules will be determined during the contracting process with the OMHA/CSA.
Invoices for work, services, and items not on the project timeline and/or not approved by the LAA may
result in denial of further funding. Awardee must provide receipts and/or other documentation of
expenditures and attach to invoices. Receipts and proof of payment will be required for reimbursement.
Invoices are to be submitted to: wchd.invoice@maryland.gov
Funds that are eligible
● Initiation efforts and activities directly related to the development of establishing
adolescent clubhouses serving approximately 30-45 youth and family (adjustable)
participants. The programs are expected to serve the adolescents (<18 or still in HS)
for an extended duration. These are not treatment programs, but are rather a resource
to help prevent escalation of opiate experimentation, use and/or promote recovery in
our youth. Programs should also support family engagement with these high-risk
youths including recommended consultation / collaboration with Family Peer Support
Resources
● Training for both staff as well as youth and families in conjunction with the
requirements laid out in the scope of work (EBPs such as, but not limited to
Strengthening Families, A-CRA, BOTVIN, ACES, SBIRT/Teen Interveen and
CRAFFT/Parent CRAFFT. These programs are designed to enhance the toolbox of
screening and brief interventions strategies to promote abstinence and/or recovery.
● Recruitment/identification of required program staff including peer recovery
specialists as well as efforts to identify youth who are at high risk for opiate use
disorders.
● One-time payments for set-up work related to implementation
● Care Coordination staffing, data collection, technical assistance and quality assurance
efforts related to the model
● Basic case management services including Accessing entitlements and other social
services as well as referral to appropriate mental health and substance use treatment
services when appropriate
● Education and Support services shall include, but are not limited to:
o Referral to or availability of case management resources / services for families in
need of and interested in these services.
o Specific interventions supporting youth in families with opiate use disorders such
FY22 RFP Adolescent Clubhouse 13
as prevention and recovery plan development,
○ Education on resiliency strategies to help support abstinence, avoidance of
triggers and recovery
○ Educating participants on health risks, smoking cessation and prevention of
sexually transmitted diseases.
○ Training youth and families engaged in clubhouses on the signs/symptoms of
opiate overdose, on the administration of Naloxone, and providing information
regarding how and where to access Naloxone kits
○ Social activities and life skills that are designed to promote healthy social
connection and reduce isolation. These activities should include guidance
regarding activities of daily living, independent living skills, group social
activities and outings, as appropriate within the structure of the program.
A. One-on-one meetings;
B. Peer support groups;
C. Family Peer to Peer Support Services
D. Activities that reduce isolation;
E. Recovery Plan development;
F. Accessing entitlements and other social services;
G. Recovery advocacy work;
H. Vocational/Educational activities;
I. Connection to treatment-based support;
J. Community outreach;
K. Resource connection activities.
● Telehealth equipment and other related costs
B. Ineligible Use of Funds:
● Treatment services that are reimbursable by Medicaid are not eligible for reimbursement
with grant funds.
● Funds may not be used to purchase medication including buprenorphine, naloxone,
methadone, long acting naltrexone (Vivitrol).
● Funds may not be used if other funding source(s) are already paying for that service.
● Funds may not be used for any items or services that are not directly related to the
development of the clubhouse.
● Funds cannot be used to purchase gift cards.
● Grant funds may not be used, directly or indirectly, to purchase, prescribe, or provide
marijuana or treatment using marijuana. Treatment in this context includes the
FY22 RFP Adolescent Clubhouse 14
treatment of opioid use disorder. Grant funds also cannot be provided to any individual
who or organization that provides or permits marijuana use for the purposes of treating
substance use or mental disorders. See, e.g., 45 C.F.R. § 75.300(a) (requiring HHS to
“ensure that Federal funding is expended . . . in full accordance with U.S. statutory . . .
requirements.”); 21 U.S.C. §§ 812(c)(10) and 841 (prohibiting the possession,
manufacture, sale, purchase or distribution of marijuana). This prohibition does not apply
to those providing such treatment in the context of clinical research permitted by the
DEA and under an FDA-approved investigational new drug application where the article
being evaluated is marijuana or a constituent thereof that is otherwise a banned
controlled substance under federal law.
● Funding may not be used, directly or in affiliation with safe use sites.
C. Additional Federal Fund Requirements and Restrictions:
The Grantee will not discriminate against any employee or applicant for employment
because of physical or mental handicap in regard to any position for which the employee
or applicant for employment is qualified. The Grantee agrees to take affirmative action to
employ, advance in employment and otherwise treat qualified handicapped individuals
without discrimination based upon their physical or mental handicap in all upgrading,
demotion or transfer, recruitment, advertising, layoff or termination, rates of pay or
other forms of compensation, and selection for training, including apprenticeship.
Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. Sec. 791 et seq.)
prohibits discrimination on the basis of handicap in all federally assisted programs and
activities.
The undersigned 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
undersigned, 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 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.
Performance Requirements:
The program should be operational within 3 months of issuing contract. Expectation of a
minimum of 30 youth and families, per clubhouse, engaged in services during implementation
year grant cycle.
Reporting Requirements:
Reports are to be provided to the CSA/LBHA by the 10th of each month and will reflect
progress toward established performance measures identified in this RFP. The report will be
submitted to the LAA by the 10th of each month for submission to BHA by the 15th.
FY22 RFP Adolescent Clubhouse 15
Completion and Start-up:
The program should be operational within 3 months of a notice of award. Start-up costs must be
invoiced in the timeframe 7/1/21-9/30/21.
TECHNICAL REVIEW PROCESS BY LAA
A panel of reviewers will conduct the application review process using the attached rating scale
(Attachment 3). The decision to award funds of any amount will be based on the merits of the application
and the funds requested. The decision of the reviewers will be final. Applications will be examined for:
1. Organizational Capacity (10 points)
2. Approach to Service Delivery (15 points)
3. Project Description & Outcomes (20 points)
4. Implementation & Operations Strategy (30 points)
5. Budgets & Sustainability (15 points)
6.Appendices/Documentation(10points)
APPLICATION DEADLINE
Applications must be submitted electronically to Brenda.cole@maryland.gov no later than Friday, August
13, 2021 by 1:00 p.m. A proposal with original signatures should be mailed by the same date to:
Brenda Cole, Agency Procurement Officer
Washington County Health Department
1302 Pennsylvania Avenue, Room 306
Hagerstown, MD 21742
Brenda.cole@maryland.gov
240-313-3216
RFP-2022-01
Adolescent Clubhouse
Supplemental Terms & Conditions
SUPPLEMENTAL TERMS AND CONDITIONS
1. General Requirements:
This invitation is for sealed proposals from qualified agencies to startup and provide resources and
guidance to adolescents and families necessary resources and programs to prevent the escalation of opiate
experimentation use and/or promote recovery in our youth. The program will support family engagement
with high-risk youth the recommended for consultation/collaboration with Family Peer Support Resources.
2. Form of Contract:
a. The provider awarded for their proposal shall promptly enter into a contract with the WCHD
in a form approved by the WCHD within ten (10) calendar days after notification of award.
b. The Washington County Health Department may, at any time, make changes in the scope of
the work to be performed. If such changes are material and cause an increase or decrease
in the cost, an equitable adjustment shall be made based on a mutual agreement between
the parties. No material change in the scope of work or in the cost of performing because
of a material change may be made by the Contractor or the County without a mutual
agreement as stated above. No material change shall be made by one party, whether or not
it results in an increase or decrease in cost, without the written consent of the other.
c. The WCHD reserves the right to terminate the contract at any time by giving the Contractor
written notice ten (10) calendar days prior to the termination date.
d. Failure by the Contractor to provide any scheduled daily rides in a timely manner shall be
grounds for immediate termination of the contract by the WCHD.
3. Payment/Reimbursement:
The Contractor shall accept payment for work completed within a two- week period from receipt of
the invoice. The Contractor must submit invoices to wchd.invoice@maryland.gov.
4. Questions & Answers:
Questions regarding this RFP must be emailed to Brenda.cole@maryland.gov on or before July 23,
2021 at 1:00 p.m. Questions after this time will not be accepted.
5. Proposal Due Date:
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Adolescent Clubhouse
Supplemental Terms & Conditions
Proposals are due no later than Thursday, August 12, 2021 at 1:00 p.m. No email or fax
proposals will be accepted. Proposal will be date and time stamped by the receptionist at the
Health Department when delivered. Proposals received after the date and time will be returned
unopened.
6. Proposal Award Date:
It is anticipated that the award for this proposal will be made on/or before August 20, 2021.
7. Compliance with Federal HIPAA and State Confidentiality Law:
a. The Contractor acknowledges its duty to become familiar with and comply, to the extent
applicable, with all requirements of the federal Health Insurance Portability and
Accountability Act (HIPAA), 42 U.S.C. §1320d et seq. and implementing regulations including
45 CFR Parts 160 and 164. The contractor also agrees to comply with the Maryland
Confidentiality of Medical Records Act (Md. Code Ann. Health-General §§4-301 et seq.
MCMRA). This obligation includes:
1. As necessary, adhering to the privacy and security requirements for protected
health information and medical records under federal HIPAA and State MCMRA and
making the transmission of all electronic information compatible with the federal
HIPAA requirements;
2. Providing training and information to employees regarding confidentiality
obligations as to health and financial information and securing acknowledgement of
these obligations from employees to be involved in the contract; and
3. Otherwise providing good information management practices regarding all health
information and medical records.
b. Based on the determination by the Department that the functions to be performed in
accordance with the Services to Be Performed set forth in Part I constitute business
associate functions as defined in HIPAA, the selected offeror shall execute a business
associate agreement as required by HIPAA regulations at 45 CFR §164.501 and set forth in
Attachment B. The fully executed business associate agreement must be submitted within
ten (10) working days after notification of selection, or within ten (10) days after award,
whichever is earlier. Upon expiration of the ten-day submission period, if the Department
determines that the selected offeror has not provided the HIPAA agreement required by
this solicitation, the Procurement Officer, upon review of the Office of the Attorney General
and approval of the Secretary, may withdraw the recommendation for award and make the
award to the next qualified offeror.
c. Protected Health Information as defined in the HIPAA regulations at 45 CFR §§160.103
and 164.501, means information transmitted as defined in the regulations, that is
individually identifiable; that is created or received by a healthcare provider, health plan,
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Adolescent Clubhouse
Supplemental Terms & Conditions
public health authority, employer, life insurer, school or university, or healthcare
clearinghouse; and that is related to the past, present, or future physical or mental health
or condition of an individual, to the provision of healthcare to an individual, or to the
past, present, or future payment for the provision of healthcare to an individual. The
definition excludes certain education records as well as employment records held by a
covered entity in its role as employer.
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Adolescent Clubhouse
Insurance Requirements – P-4
POLICY TITLE: Independent Contractors for Insurance Requirements
POLICY NUMBER: P-4
ADOPTION DATE: August 29, 1989
EFFECTIVE DATE: September 1, 1989
I. PURPOSE
To protect Washington County against liability, loss or expense due to damaged property, injury to
or death of any person or persons and for care and loss of services arising in any way, out of, or in
connection with or resulting from the work or service performed on behalf of Washington County.
II. ACTION
The following should be inserted in all Independent Contractor Contracts:
"The Contractor shall procure and maintain at his sole expense and until final acceptance of the
work by the County, insurance as hereinafter enumerated in policies written by insurance
companies admitted in the State of Maryland, have A.M. Best rating of A- or better or its
equivalent, and acceptable to the County."
1. Workers Compensation: The Contractor agrees to comply with Workers Compensation
laws of the State of Maryland and to maintain a Workers Compensation and Employers
Liability Policy.
Minimum Limits Required:
Workers Compensation - Statutory
Employers Liability - $100,000 (Each Accident)
$500,000 (Disease - Policy Limit)
$100,000 (Disease - Each Employee)
2. Comprehensive General Liability Insurance: The Contractor shall provide Comprehensive
General Liability including Products and Completed Operations.
Minimum Limits Required:
$1,000,000 combined single limit for Bodily Injury and Property Damage.
Such insurance shall protect the County, its agents, elected and appointed officials,
commission members and employees, and name Washington County on the policy as
additional insured against liability, loss or expense due to damaged property (including loss
of use), injury to or death of any person or persons and for care and loss of services arising
in any way, out of, or in connection with or resulting from the work of service performed on
behalf of Washington County.
RFP-2022-01
Adolescent Clubhouse
Insurance Requirements – P-4
Policy P-4
2. Comprehensive General Liability Insurance (continued)
The Contractor is ultimately responsible that Subcontractors, if subcontracting is authorized,
procure and maintain at their sole expense and until final acceptance of the work by the
County, insurance as hereinafter enumerated in policies written by insurance companies
admitted in the State of Maryland, have A.M. Best rating of A- or better or its equivalent,
and acceptable to the County.
3. Business Automobile Liability: The Contractor shall provide Business Auto Liability
including coverage for all leased, owned, non-owned and hired vehicles.
Minimum Limits Required:
$1,000,000 combined single limit for Bodily Injury or Property Damage.
Certificate(s) of Insurance: The Contractor shall provide certificates of insurance requiring a 30 day notice
of cancellation to the Insurance Department, Board of County Commissioners of Washington County prior
to the start of the applicable project.
Approval of the insurance by the County shall not in any way relieve or decrease the liability of the
Contractor. It is expressly understood that the County does not in any way represent that the specified
limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of
the Contractor.
All responsibility for payment of any sums resulting from any deductible provisions, corridor, or self-insured
retention conditions of the policy or policies shall remain with the Contractor.
General Indemnity: The Contractor shall indemnify, defend and save harmless the Board of County
Commissioners of Washington County, its appointed or elected officials, commission members, employees
and agents for any and all suits, legal actions, administrative proceedings, claims, demands, damages,
liabilities, interest, attorneys fees, costs and expenses of whatsoever kind of nature, whether arising before
or after final acceptance and in any manner directly or indirectly caused, occasioned or contributed to in
whole or in part by reason of any act, error or omission, fault or negligence whether active or passive by
the Contractor, or any one acting under its direction, control or on its behalf in connection with or incident
to its performance of the Contract.
Revision Date: August 27, 1991
Effective Date: August 27, 1991
Revision Date: March 4, 1997
Effective Date: March 4, 1997
RFP-2022-01
Adolescent Clubhouse
Signature to Bid
RFP-2022-01 ___________________________________
Bidder’s Name
SIGNATURE TO BIDS
NOTE: Bidders shall use this page as a cover page when submitting his/her bid.
Each bid must show the full 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
furnished. Anyone signing the bid as agent shall file satisfactory evidence of his/her authority to do so.
All documents, materials, or data developed as a result of this contract are the
Washington County Health Department’s property. The Washington County Health Department 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 Washington County Health Department 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 Washington County Health Department. All erasures and/or changes shall be
initialed by the individual making modifications to the proposal.
BIDDER MUST SIGN HERE AND RETURN THIS PAGE 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 fully 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. 1 _________ Addendum No. 2 _________ Addendum No. 3 _________
Addendum No. 4 _________ Addendum No. 5 _________ Addendum No. 6 _________
RFP-2022-01
Adolescent Clubhouse
Signature to Bid
AFFIRMATION REGARDING COLLUSION
I AFFIRM THAT:
Neither I nor, to the best of my knowledge, information, and belief, the below stated business has:
SIGNATURE TO BIDS (Cont’d)
(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 before judgment
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):
___________________________________________________________________________________
____________________________________________________________________________________
BIDDER’S COMPANY/FIRM: ______________________________________________________
ADDRESS: ________________________________________________________________________
AUTHORIZED SIGNATURE: ______________________________________________________
NAME AND TITLE PRINTED: ______________________________________________________
TELEPHONE & FAX NUMBER: ______________________________________________________
RFP-2022-01
Adolescent Clubhouse
Signature to Bid
E-MAIL ADDRESS: __________________________________________________________________
DATE: __________________ FEDERAL EMPLOYER’S IDENTIFICATION NO. ________________
For Informational Purposes Only: Has your company/firm been certified by the State of Maryland as a
Minority Business Enterprise? (Please check below.)
_____ Yes _____ No
RFP-2022-01
Adolescent Clubhouse
Form of Proposal
_________________________________
Bidder’s Name
RFP-2022-01
Adolescent Clubhouse
FORM OF PROPOSAL
(Submit in Duplicate)
STANDARD FORM OF PROPOSAL
Item No. Contract Term Unit Cost
Written/Figures TOTAL
1 Contract Term
7/1/21 thru 9/30/21
______________________________Dollars
______________________________Cents
($___________________________)(Figures)
$
2
Contract Term
10/01/21 thru 6/30/22
______________________________Dollars
______________________________Cents
($___________________________)(Figures)
$
Total Cost for term
7/1/21 thru 6/30/22
(TOTAL OF #1 & #2)
______________________________Dollars
______________________________Cents
($___________________________)(Figures)
$
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Adolescent Clubhouse
Form of Proposal
CONTRACTOR MUST SIGN HERE
By signing here, the firm does hereby attest that they have read fully the instructions, conditions and
general provisions and understands them.
Firm Name:
_______________________________________________________________________________
Address:
_______________________________________________________________________________
Authorized Signature of Officer of Firm:
_______________________________________________________________________________
Name & Title Printed:
____________________________________________________________________
Telephone No.: _______________________________ Fax No.: ____________________________
E-mail Address: ____________________ Federal Employer Identification No. ________________
Date: _________________________
EXCEPTIONS (If no exceptions are taken, state NONE):
_____________________________________________________________________________________
_____________________________________________________________________________________
____
For Informational Purposes Only: Has your company/firm been certified by the State of Maryland as a
Minority Business Enterprise? (Please check below.)
_____ Yes _____ No
BUSINESS ASSOCIATE AGREEMENT
This Business Associate Agreement (the “Agreement”) is made by and between the Washington
County Health Department, a unit of the Maryland Department of Health and Mental Hygiene (herein referred
to as “Covered Entity”) and ___________________________________________(Insert Name of Contractor)
(hereinafter known as “Business Associate”). Covered Entity and Business Associate shall collectively be
known herein as the “Parties.”
WHEREAS, Covered Entity has a business relationship with Business Associate that is memorialized
in a separate agreement (the “Underlying Agreement”) pursuant to which Business Associate may be
considered a “business associate” of Covered Entity as defined in the Health Insurance Portability and
Accountability Act of 1996 including all pertinent privacy regulations (45 C.F.R. Parts 160 and 164) and
security regulations (45 C.F.R. Parts 160, 162, and 164), as amended from time to time, issued by the U.S.
Department of Health and Human Services as either have been amended by Subtitle D of the Health
Information Technology for Economic and Clinical Health Act (the “HITECH Act”), as Title XIII of Division
A and Title IV of Division B of the American Recovery and Reinvestment Act of 2009 (Pub. L. 111–5)
(collectively, “HIPAA”); and
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Adolescent Clubhouse
Business Associate Agreement
may involve the exchange of Protected Health Information (“PHI”) as that term is defined under HIPAA; and
WHEREAS, for good and lawful consideration as set forth in the Underlying Agreement, Covered
Entity and Business Associate enter into this Agreement for the purpose of ensuring compliance with the
requirements of HIPAA and the Maryland Confidentiality of Medical Records Act (Md. Ann. Code, Health-
General §§4-301 et seq.) (“MCMRA”); and
WHEREAS, this Agreement supersedes and replaces any and all Business Associate Agreements the
Covered Entity and Business Associate may have entered into prior to the date hereof;
NOWTHEREFORE, the premises having been considered and with acknowledgment of the mutual
promises and of other good and valuable consideration herein contained, the Parties, intending to be legally
bound, hereby agree as follows:
I. DEFINITIONS.
A. Catch-all definition. The following terms used in this Agreement, whether capitalized or not,
shall have the same meaning as those terms in the HIPAA Rules: Breach, Data Aggregation,
Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary,
Notice of Privacy Practices, Protected Health Information, Required by Law, Secretary,
Security Incident, Subcontractor, Unsecured Protected Health Information, and Use.
B. Specific definitions:
1. Business Associate. “Business Associate” shall generally have the same meaning as
the term “business associate” at 45 C.F.R. § 160.103, and in reference to the party to
this Agreement, shall mean (Insert Name of Contractor).
2. Covered Entity. “Covered Entity” shall generally have the same meaning as the term
“covered entity” at 45 C.F.R. § 160.103, and in reference to the party to this
Agreement shall mean Washington County Health Department.
3. HIPAA Rules. “HIPAA Rules” shall mean the Privacy, Security, Breach Notification,
and Enforcement Rules at 45 C.F.R. Parts 160 and Part 164.
4. Protected Health Information (“PHI”). Protected Health Information or “PHI” shall
generally have the same meaning as the term “protected health information” at 45
C.F.R. § 160.103.
II. PERMITTED USES AND DISCLOSURES OF PHI BY BUSINESS ASSOCIATE.
A. Business Associate may only use or disclose PHI as necessary to perform the services set forth
in the Underlying Agreement or as required by law.
B. Business Associate agrees to make uses and disclosures and requests for PHI consistent with
Covered Entity’s policies and procedures regarding minimum necessary use of PHI.
C. Business Associate may not use or disclose PHI in a manner that would violate Subpart E of
45 C.F.R. Part 164 if done by Covered Entity.
D. Business Associate may, if directed to do so in writing by Covered Entity, create a
limited dataset as defined at 45 C.F.R. § 164.514(e)(2), for use in public health, research, or
health care operations. Any such limited data sets shall omit any of the identifying
information listed in 45 C.F.R. § 164.514(e)(2). Business Associate will enter into a valid,
HIPAA-compliant Data Use Agreement as described in 45 C.F.R. § 164.514(e)(4), with the
limited data set recipient. Business Associate will report any material breach or violation of
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Business Associate Agreement
material breach or violation.
E. Except as otherwise limited in this Agreement, Business Associate may disclose PHI for the
proper management and administration or legal responsibilities of the Business Associate,
provided that disclosures are Required By Law, or Business Associate obtains reasonable
assurances from the person to whom the information is disclosed that it will remain
confidential and used or further disclosed only as Required By law or for the purpose for
which it was disclosed to the person, and the person notifies the Business Associate of any
instances of which it is aware in which the confidentiality of the information has been
breached.
F. The Business Associate shall not directly or indirectly receive remuneration in exchange for
any PHI of an individual pursuant to §§ 13405(d)(1) and (2) of the HITECH Act. This
prohibition does not apply to the State’s payment of Business Associate for its performance
pursuant to the Underlying Agreement.
G. The Business Associate shall comply with the limitations on marketing and fundraising
communications provided in § 13406 of the HITECH Act in connection with any PHI of
individuals.
III. DUTIES OF BUSINESS ASSOCIATE RELATIVE TO PHI.
A. Business Associate agrees that it will not use or disclose PHI other than as permitted or
required by the Agreement or as Required by Law;
B. Business Associate agrees to use appropriate administrative, technical and physical safeguards
to protect the privacy of PHI.
C. Business Associate agrees to use appropriate safeguards, and comply with Subpart C of 45
C.F.R. Part 164 with respect to electronic PHI, to prevent use or disclosure of PHI other than
as provided for by the Agreement;
D. 1. Business Associate agrees to report to Covered Entity any use or disclosure of PHI not
provided for by the Agreement of which it becomes aware, including breaches of
unsecured PHI as required by 45 C.F.R. § 164.410, and any Security Incident of which it
becomes aware without unreasonable delay and in no case later than fifteen (15) calendar
days after the use or disclosure.
2. If the use or disclosure amounts to a breach of unsecured PHI, the Business Associate shall
ensure its report:
A. Is made to Covered Entity without unreasonable delay and in no case later than fifteen
(15) calendar days after the incident constituting the Breach is first known, except where a
law enforcement official determines that a notification would impede a criminal
investigation or cause damage to national security. For purposes of clarity for this Section
III.D.1, Business Associate must notify Covered Entity of an incident involving the
acquisition, access, use or disclosure of PHI in a manner not permitted under 45 C.F.R. Part
E within fifteen (15) calendar days after an incident even if Business Associate has not
conclusively determined within that time that the incident constitutes a Breach as defined
by HIPAA;
B. Includes the names of the Individuals whose Unsecured PHI has been, or is
reasonably believed to have been, the subject of a Breach;
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Exhibit A
D. Includes a draft letter for the Covered Entity to utilize to notify the affected
Individuals that their Unsecured PHI has been, or is reasonably believed to have been,
the subject of a Breach that includes, to the extent possible:
i) A brief description of what happened, including the date of the Breach
and the date of the discovery of the Breach, if known;
ii) A description of the types of Unsecured PHI that were involved in the
Breach (such as full name, Social Security number, date of birth, home
address, account number, disability code, or other types of information that
were involved);
iii) Any steps the affected Individuals should take to protect themselves
from potential harm resulting from the Breach;
iv) A brief description of what the Covered Entity and the Business
Associate are doing to investigate the Breach, to mitigate losses, and to protect
against any further Breaches; and
v) Contact procedures for the affected Individuals to ask questions or
learn additional information, which shall include a toll-free telephone number,
an e-mail address, website, or postal address.
E. To the extent permitted by the Underlying Agreement, Business Associate may use agents and
subcontractors. In accordance with 45 C.F.R. §§ 164.502(e)(1)(ii) and 164.308(b)(2) shall
ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of the
Business Associate agree to the same restrictions, conditions, and requirements that apply to
the Business Associate with respect to such information, Business Associate must enter into
Business Associate Agreements with subcontractors as required by HIPAA;
F. Business Associate agrees it will make available PHI in a designated record set to the Covered
Entity, or, as directed by the Covered Entity, to an individual, as necessary to satisfy Covered
Entity’s obligations under 45 C.F.R.§ 164.524, including, if requested, a copy in electronic
format;
G. Business Associate agrees it will make any amendment(s) to PHI in a designated record set as
directed or agreed to by the Covered Entity pursuant to 45 C.F.R. § 164.526, or take other
measures as necessary to satisfy Covered Entity’s obligations under 45 C.F.R. § 164.526;
H. Business Associate agrees to maintain and make available the information required to provide
an accounting of disclosures to the Covered Entity or, as directed by the Covered Entity, to an
individual, as necessary to satisfy Covered Entity’s obligations under 45 C.F.R.§ 164.528;
I. To the extent the Business Associate is to carry out one or more of Covered Entity's
obligation(s) under Subpart E of 45 C.F.R. Part 164, comply with the requirements of Subpart
E that apply to the Covered Entity in the performance of such obligation(s);
J. Business Associate agrees to make its internal practices, books, and records, including PHI,
available to the Covered Entity and/or the Secretary for purposes of determining compliance
with the HIPAA Rules.
K. Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is
known to Business Associate of a use or disclosure of PHI by Business Associate in violation
of the requirements of this Agreement.
IV. TERM AND TERMINATION
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A. Term. The Term of this Agreement shall be effective as of the effective date of the Contract
entered into following the solicitation for RFP-2022-01, Solicitation and shall terminate when
all of the PHI provided by Covered Entity to Business Associate, or the PHI created or
received by Business Associate on behalf of Covered Entity, is destroyed or returned to
Covered Entity, in accordance with the termination provisions in this Section IV, or on the
date the Covered Entity terminates for cause as authorized in paragraph (b) of this Section,
whichever is sooner. If it is impossible to return or destroy all of the PHI provided by Covered
Entity to Business Associate, or the PHI created or received by Business Associate on behalf
of Covered Entity, Business Associate’s obligations under this contract shall be ongoing with
respect to that information, unless and until a separate written agreement regarding that
information is entered into with Covered Entity.
Termination for Cause. Upon Covered Entity's knowledge of a material breach of this Agreement by
Business Associate, Covered Entity shall:
1. Provide an opportunity for Business Associate to cure the breach or end the violation
and, if Business Associate does not cure the breach or end the violation within the
time specified by Covered Entity, terminate this Agreement; or
2. Immediately terminate this Agreement if Business Associate has breached a material
term of this Agreement and Covered entity determines or reasonably believes that cure
is not possible.
C. Effect of Termination.
1. Upon termination of this Agreement, for any reason, Business Associate shall return
or, if agreed to by Covered Entity, destroy all PHI received from Covered Entity, or
created, maintained, or received by Business Associate on behalf of Covered Entity,
that the Business Associate still maintains in any form. Business Associate shall
retain no copies of the PHI. This provision shall apply to PHI that is in the possession
of subcontractors or agents of Business Associate.
2. Should Business Associate make an intentional or grossly negligent Breach of PHI in
violation of this Agreement or HIPAA or an intentional or grossly negligent disclosure
of information protected by the MCMRA, Covered Entity shall have the right to
immediately terminate any contract, other than this Agreement, then in force between
the Parties, including the Underlying Agreement.
D. Survival. The obligations of Business Associate under this Section shall survive the
termination of this agreement.
V. CONSIDERATION
Business Associate recognizes that the promises it has made in this Agreement shall, henceforth, be
detrimentally relied upon by Covered Entity in choosing to continue or commence a business
relationship with Business Associate.
VI. REMEDIES IN EVENT OF BREACH
Business Associate hereby recognizes that irreparable harm will result to Covered Entity, and to the
business of Covered Entity, in the event of breach by Business Associate of any of the covenants and
assurances contained in this Agreement. As such, in the event of breach of any of the covenants and
assurances contained in Sections II or III above, Covered Entity shall be entitled to enjoin and restrain
Business Associate from any continued violation of Sections II or III. Furthermore, in the event of
breach of Sections II or III by Business Associate, Covered Entity is entitled to reimbursement and
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and costs that were reasonably incurred as a proximate result of Business Associate’s breach. The
remedies contained in this Section VI shall be in addition to, not in lieu of, any action for damages
and/or any other remedy Covered Entity may have for breach of any part of this Agreement or the
Underlying Agreement or which may be available to Covered Entity at law or in equity.
VII. MODIFICATION; AMENDMENT
This Agreement may only be modified or amended through a writing signed by the Parties and, thus,
no oral modification or amendment hereof shall be permitted. The Parties agree to take such action as
is necessary to amend this Agreement from time to time as is necessary for Covered Entity to comply
with the requirements of the HIPAA rules and any other applicable law.
VIII. INTERPRETATION OF THIS AGREEMENT IN RELATION TO OTHER AGREEMENTS
BETWEEN THE PARTIES
Should there be any conflict between the language of this Agreement and any other contract entered
into between the Parties (either previous or subsequent to the date of this Agreement), the language
and provisions of this Agreement shall control and prevail unless the parties specifically refer in a
subsequent written agreement to this Agreement by its title and date and specifically state that the
provisions of the later written agreement shall control over this Agreement.
IX. COMPLIANCE WITH STATE LAW
The Business Associate acknowledges that by accepting the PHI from Covered Entity, it becomes a
holder of medical information under the MCMRA and is subject to the provisions of that law. If the
HIPAA Privacy or Security Rules and the MCMRA conflict regarding the degree of protection
provided for PHI, Business Associate shall comply with the more restrictive protection requirement.
X. MISCELLANEOUS
A. Ambiguity. Any ambiguity in this Agreement shall be resolved to permit Covered Entity to
comply with the Privacy and Security Rules.
B. Regulatory References. A reference in this Agreement to a section in the HIPAA Rules means
the section as in effect or as amended.
C. Notice to Covered Entity. Any notice required under this Agreement to be given Covered
Entity shall be made in writing to:
Jared Blakeslee
Privacy Officer
Washington County Health Department
1302 Pennsylvania Avenue
Hagerstown, Maryland 21742
Phone: (240) 313-3410
D. Notice to Business Associate. Any notice required under this Agreement to be given Business
Associate shall be made in writing to:
Address: ________________________________
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Attention: ________________________________
Phone: ________________________________
E. Survival. Any provision of this Agreement which contemplates performance or observance
subsequent to any termination or expiration of this contract shall survive termination or
expiration of this Agreement and continue in full force and effect.
F. Severability. If any term contained in this Agreement is held or finally determined to be
invalid, illegal, or unenforceable in any respect, in whole or in part, such term shall be severed
from this Agreement, and the remaining terms contained herein shall continue in full force and
effect, and shall in no way be affected, prejudiced, or disturbed thereby.
G. Terms. All of the terms of this Agreement are contractual and not merely recitals and none
may be amended or modified except by a writing executed by all parties hereto.
H. Priority. This Agreement supersedes and renders null and void any and all prior written or oral
undertakings or agreements between the parties regarding the subject matter hereof.
IN WITNESS WHEREOF and acknowledging acceptance and agreement of the foregoing, the Parties
affix their signatures hereto.
COVERED ENTITY: BUSINESS ASSOCIATE:
By: _______________________________
Name: _______________________________
Title: _______________________________
By: _______________________________
Name: _______________________________
Title: _______________________________
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EXHIBIT A
FORM OF NOTIFICATION TO COVERED ENTITY OF
BREACH OF UNSECURED PHI
This notification is made pursuant to Section III.2.D(3) of the Business Associate Agreement between
Washington County Health Department), a unit of the Maryland Department of Health and Mental Hygiene
(DHMH), and____________________________________________________________ (Business Associate).
Business Associate hereby notifies DHMH that there has been a breach of unsecured (unencrypted) protected
health information (PHI) that Business Associate has used or has had access to under the terms of the Business
Associate Agreement.
Description of the breach: ______________________________________________________________
_____________________________________________________________________________________
Date of the breach: _____________________________ Date of discovery of the breach____________
Does the breach involve 500 or more individuals? Yes/No If yes, do the people live in multiple states? Yes/No
Number of individuals affected by the breach:
_________________________________________________________________________________
Names of individuals affected by the breach:(attach list)
The types of unsecured PHI that were involved in the breach (such as full name, Social Security number, date
of birth, home address, account number, or disability code):
_____________________________________________________________________________________
_________________________________________________________________________________
Description of what Business Associate is doing to investigate the breach, to mitigate losses, and to protect
____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Contact information to ask questions or learn additional information:
Name: ________________________________________________________________________
Title: ____________________________________________________________________
Address: ________________________________________________________________________
EmailAddress: ____________________________________________________________________
Phone Number: ____________________________________________________________________
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Attachment 1
OFFICE ON MENTAL HEALTH/ CORE SERVICE AGENCY OF WASHINGTON COUNTY
ADOLESCENT CLUBHOUSE PROGRAM
Fiscal Year 2022 Adolescent Clubhouse grant applications must be typed in Arial 12- point
font, single-spaced on 8½” by 11” paper and include page numbers. Applications must not
exceed 15 pages, excluding appendices, and should include six labeled sections as identified
under Review Process of this document. Applications MUST follow the format below.
1) Organizational Capacity
a. Cover Page (See Attachment 4)
b. Abstract/Summary Page
i. The abstract provides a brief overview of the entire grant. It
provides information, which enables the reader to quickly identify
the overall goal. The abstract should not exceed one page in length
and should include:
1. Name of applicant organization
2. Type of organization
3. Project description/title
4. Demographics of population of focus
5. Location of facility
c. Agency Description
i. Summary of relevant experience
ii. Brief overview of the applicant organization and previous work or
capabilities with the targeted population
iii. Organizational structure, including where the Adolescent
Clubhouse would fit into existing structure
iv. Staffing (both paid and volunteer)
2) Narrative
a. Approach to service delivery
b. Applicants philosophy of adolescent substance use and recovery support
services
c. Importance of active participant involvement in service delivery
d. Importance of peer involvement in recovery support services
3) Project Description and Outcomes
a. Description of Adolescent Clubhouse project for Washington County,
including how it will be incorporated into the existing structure and
activities
b. Specific goals and objectives for the project
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c. Efforts to encourage participation and create awareness of project
through various media, including social media
d. Grievance procedure for participants
e. Supervision of Adolescent Clubhouse staff (both paid and volunteer)
f. Description of activities and services that will be provided, including
facilities and other resources available for use by the Adolescent
Clubhouse project
g. Confidentiality and record security, if applicable
4) Implementation and Operations Strategy
a. Commitment and plan to adhering to the March 1, 2022 deadline
i. Plan of action that describes project implementation and how
participation data will be tracked and reported
ii. Timeline for implementation, including staff (both paid and
volunteer) recruitment and utilization, training and turnover that
details the order in which work and/or services will be completed
iii. Significant delays in the approved project timeline will require
notification and/or meeting between the Awardee and the LAA.
The LAA reserves the right to cease funding of the project due to
repeated significant or unnecessary delays.
iv. The majority of the project must be implemented by March 1,
2022
b. Plan to include peer participation in the development and operation of
project
c. Problem solving, if encountered
5) Budget and Plan for Sustainability
a. A budget proposal for Adolescent Clubhouse grant expenditures must be
submitted. A budget narrative page should be included explaining how
funds will be used in accordance with the Grant Requirements identified
above. A FY2022 budget for the time period of September 30, 2021 to
September 29, 2022 should be included. All available resources, such as in-
kind contributions, other sources of support and volunteer labor hours,
should be included.
6) Appendices
a. Proof of nonprofit status, if applicable
b. Resumes for key staff and consultants
c. Proof of liability insurance
d. Letter stating that background checks will be performed on all program
staff
e. Proof of good standing with the Maryland Department of Assessments
and Taxation
f. Proof of good standing with the Maryland Department of Charitable
Organizations, if applicable
g. Letters of Support from key partners, if applicable
h. Copies of the organizations 2 most recent financial audits
i. Timeline for implementation
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Do not enclose any photographs, exhibits or other materials that you want returned.
All materials submitted under the grant application become the property of LAA. All
applications must follow the format described above.
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Attachment 2
EXPECTATIONS FOR A SUCCESSFUL ADOLESCENT CLUBHOUSE
The vision for the successful Adolescent Clubhouse includes a safe, clean, welcoming
space that opens its doors to a diverse population of adolescents ages twelve (12) –
seventeen (17) in recovery and their families and demonstrates a low recidivism rate
among successive cohorts of adolescents. Peer-based services will be the heart of the
Adolescent Clubhouse and will be an integral part of all activities and services provided at
the Clubhouse. As a non-clinical program and facility, the focus will be on how
adolescents will sustain recovery through education, skill building, recreation, and
wellness, as well as many other services and activities.
A strong program of activities and/or groups may include, but not be limited to:
• Age and developmentally appropriate Substance and Alcohol Use 12-Step
Meetings for both adolescents in recovery and their families (e.g. NA and AA, as
well as Al-Anon and Nar-Anon),
• Trauma support Groups,
• Adverse Childhood Experience (ACE) Education,
• Peer-led support groups (with adult supervision),
• Mental health education and/or support groups,
• Gender specific groups,
• Parenting classes (for families or adolescent parents),
• Communication and social skills workshops,
• Educational and vocational workshops (e.g. Computer skills, tutoring, job
readiness, how to enroll in college or GED courses),
• Recovery-related movie night/Family movie night,
• Potluck meals,
• Naloxone education groups,
• Trauma and recovery related topics,
• Substance use/misuse psychoeducation groups,
• Family support groups,
• Fitness and wellness classes (e.g. yoga, meditation, Zumba, healthy eating),
• Tobacco cessation classes, and
• Video game hour, Book Club, or other leisure activities.
A strong offering of services may include, but not be limited to:
• Peer Support Services (may be formal or informal),
• A minimum of two EBP trainings per grant award period,
• Resource linkage/Care Coordination,
• Referrals to age appropriate substance use and/or mental health treatment,
• Monthly HIV/STD testing and education (done by outside, qualified
organization), and
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• Community service opportunities.
The majority of time the Adolescent Clubhouse is open should be devoted to structured
activities and services with scheduled time for “hanging out”. For example, an hour-long
video game time may be scheduled in the morning or evening where participants get a
chance to relax with fellow participants. It is important to not allow the Adolescent
Clubhouse to become a place for adolescents to evade responsibilities, revert to substance
use dependency or avoid being a productive and active part of their community, school or
family outside of recovery.
For additional information regarding adolescents in recovery and the Clubhouse Model for
adolescents in recovery, please see the following websites:
Publications on Adolescents and Recovery
• SAMHSA, Designing a Recovery-Oriented Care Model for Adolescents and
Transition Age Youth with Substance Use or Co-Occurring Mental Health
Disorders.
• https://gucchdtacenter.georgetown.edu/publications/AdolescentRecoveryRepor
t.pdf
• William White, The Recovery Revolution: Will it include children, adolescents, and
transition age youth?
http://www.williamwhitepapers.com/pr/2009RecoveryRevolutionChildren%26A
dolescents.pdf
Georgia Adolescent Clubhouse Information
• https://dbhdd.georgia.gov/prevention-clubhouses
• https://www.myviewpointhealth.org/the-clubhouse.da
• http://www.imaginehope.com/Adolescent-Recovery-Clubhouse/clubhouse-
community-for-recovering-youth.html
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Attachment 3
Attachment 3
ADOLESCENT CLUBHOUSE GRANT RATING SHEET
1) Organizational Capacity Score _____
(0-10 TOTAL)
a) Cover Letter
i) Cover letter signed by authorized official
b) Abstract/Summary Page
i) Organization name, type, location, project description/title, etc.
c) Agency Description
i) Summary of relevant experience
ii) Brief overview of applicant organization and previous work/capabilities with
population of focus
iii) Description of organizational structure
iv) Table of organization/organizational relationships
v) Explanation of how the project will relate to the whole
vi) Description of staff assigned, names, and resumes for key staff and
consultants
vii) Number and qualifications of staff indicates high probability of meeting
project outcomes
2) Narrative Score_____
Approach to service delivery (0-15 TOTAL)
a) Philosophy about recovery support services
b) Knowledge of population of focus
c) Knowledge of Washington County Resources
d) Importance of active participant involvement in both service delivery and
recovery support services
3) Project Descriptions and Outcomes Score_____
(0-20 TOTAL)
a) Clearly stated project description, including hours/days of operation
b) Description of activities and services that will be provided, including facilities and
other resources available for use by the Adolescent Clubhouse project
c) Description of population of focus and number served
d) Listed mission, goals, and objectives
e) Project clearly supports recovery support services
f) Description of Policy & Procedure development, including grievance for
participants
g) Description of supervision efforts for staff, volunteers, and participants
h) Confidentiality and record security (if applicable)
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i) Efforts or methods to identify and recruit population of focus, including use of
social media
a) Implementation and Operations Strategy Score _____
i) Ability to meet March 1, 2022 deadline (0-30 TOTAL)
ii) Clear and concise work plan and timelines
iii) Plan reflects peer and participant involvement in development and operation of
project
iv) Ability to cover staff turnover and leave
v) Data report requirements
vi) Problem solving, if encountered
b) Budget & Sustainability Score ____
i) Copy of proposed budget for FY22 (0-15 TOTAL)
ii) Justification (budget narrative) of funds requested
iii) Budgets adequate to support project
iv) Clear and concise timelines for spending of budget funds
v) Organization has demonstrated ability to manage large amounts of funds,
population of focus
vi) Current and proposed sources for additional funding
vii) Any additional plans to sustain Adolescent Clubhouse beyond startup funds
b) Appendices/Documentation Score ___
a) Copy of 501C (3) status, if applicable (0-10 TOTAL)
b) Copy of liability insurance (P4) – County Government Required Limits
c) Proof of good standing with Maryland Department of Assessments and Taxation
d) Proof of good standing with Maryland Department of Charitable Organizations
e) Copy of 2 most recent financial audits
Additional documentation including:
i) Recommendations
ii) Reports of outcomes from other Grants
iii) Testimonials of accomplishment
iv) Any additional documentation that may provide support for the
organization’s ability to fulfill the requirements of the Grant
b) Timeline for implementation
_______
Total score
*MINIMUM OF 75 TOTAL POINTS TO QUALIFY
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Adolescent Clubhouse
Grant Application Cover Page
FY 2022 WASHINGTON COUNTY HEALTH DEPARTMENT
ADOLESCENT CLUBHOUSE
GRANT APPLICATION COVER PAGE
PROJECT TITLE:
ORGANIZATION:
AMOUNT OF GRANT FUNDS REQUESTED (Please indicate amount for each year of
grant, listed on the bid sheets included in this packet.)
CONTACT PERSON
(1) TITLE CONTACT PERSON
(2) TITLE
ADDRESS CITY, STATE, ZIP PHONE NUMBER FAX E-MAIL ADDRESS
DATE OF NONPROFIT STATUS:
FEDERAL IDENTIFICATION NUMBER:
I DO SOLEMNLY DECLARE AND AFFIRM THAT THE CONTENTS OF THIS APPLICATION
ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND
BELIEF.
PRINTED NAME
TITLE
SIGNATURE DATE
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W-9
Open Session Item
SUBJECT: Proposed PILOT Agreement for SGC Power, LLC
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Zachary J. Kieffer, Esq.
RECOMMENDED MOTION: Move to accept the proposal for PILOT Agreement with SGC Power, LLC
REPORT-IN-BRIEF: On December 2, 2020, the Board of Zoning Appeals approved a two (2) megawatt
SEGS on +/- 10 acres of land located at 14455 Weller Road, Hancock (the “Property”). Due to the intensity
of the start-up capital costs of a Solar Energy Generating System (“SEGS” or “Facility”), the Legislature
enacted Md. Code, Tax-Property § 7-514(a)(1-2) which allows the County to “enter into an agreement with
the owner of a facility for the generation of electricity that is located or locates in the county for a negotiated
payment by the owner in lieu of taxes on the facility.” SGC Power, LLC (the “Company”) requests a payment
in lieu of taxes as permitted by the Maryland Code.
DISCUSSION: The Maryland Renewable Portfolio Standard Law (“RPS Law”) mandates that Fifty Percent
(50%) of Maryland’s electricity is to be generated from renewable sources by 2030 (up from 25%), with at
least Fourteen and One-Half Percent (14.5%) of the electricity coming from solar power (up from 2.5%).
The mandated proportions are increases from the previous iteration of the RPS Law.
The Property is a 202-acre farm owned by Austin McKee and located at. The Facility will be centrally located
on the Property with ample forest and tree lines providing a natural buffer. Nearest residential dwellings are
over 1000 feet away. The Property is currently zoned Environmental Conservation EC. A layout of the
proposed Facility, is attached hereto and incorporated herein.
The initial capital investment for the SEGS is considerable. The Company expects an initial outlay of
$2,305,800.00 for the equipment and solar modules. As a result of the start-up costs, the business personal
property taxes are comparatively more significant for a SEGS project than other businesses for which only a
portion of the start-up costs are taxable as business personal property. In order to soften the immediate
financial impact to the Company and to meet the RPS Law requirements, the County may and the Company
respectfully requests approval to enter into an agreement for a negotiated payment by the Company in lieu
of taxes on the Facility.
The County has previously entered into the following PILOT agreements:
Pinesburg Solar: $6,000.00/MW for 40 years
Rockdale Solar: $6,500.00/MW for 25 years
Hostetter Solar: $6,500.00/MW for 30 years
Pittman Solar One: $6,500.00/MW for 30 years
FISCAL IMPACT: Real Property taxes on the Property amount to $1,888.50 per year according to County
Records, setting the tax rate at approximately $9.34/acre. Under the contemplated PILOT agreement, The
Company would pay $13,000.00 per year, totaling $260,000.00 over the 20-year term of the lease for the real
property between SGC Power, LLC and the landowner. In the event the lease were to be renewed, the
Company’s payments to the County would equal $390,000.00 over 30 years and $520,000.00 the full 40-
year term of the lease.
ATTACHMENTS: PILOT request letter, Excel Spreadsheet, Draft site plan
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
-,i, I.. I.. { i }
ZACHARY 1. KIEFFERiii
July 2, 2021
Sara L_ Greaves
Chief Financial Officer
100 W Washington Street. Suite 3100
HaWstow n, ♦Iar\ land 21740
Re: Nequest fior Paywent in Lira r f Laves (P11.01) jor .lular knerw, Generating
.Vyvrem Jucilitr (".SF'4S"' or the "! ari in' 1 ru he situates] on f/- 11) erect at 14415
W enter Nuad, Hancock (tit "I'► lw"y' )
Dcar Sara,
On behalf of my client. SGC Pcawef, Ll_C (the "Company"). I respectfully submit this
request for a negomated paN-mcnt by the Company in lieu of taxes on the Facility (the "PILOT
Agreement") between the Company and the Board of County Commissicxicrs
'The Maryland Renewable Portfolio Standard Law ("RPS Law") mandates that Fifty
Percent (W"9) of Mari lands clectricty is to be generated from renewable tAxitors by 2030 (up
from 25%), with at least Fcxirtcen and Onc-Half Perccnt (14 S%, ) of the clectncity coming from
solar power (up from 2 S°o) The mandated proportion% arc increases from the previous iteration
of the RPS law
In light of the changes to the Rl'S Law and gencrally. the high initial capital costs
invok-ed in the construction of a solar farm, the Legislature enacted Md. Code, Tax -Property § 7-
514(a)(I -2) which allows the County to "enter into an agreement with the owner of a facility for
the generation of electricity that is located or locates in the county for a n"ated payment by
the owner in lieu of taxes on the facility "
On December 2, 2020, the Hoard of Zoning Appeals approved a two (2) megawatt SEGS
an +/- 10 acres of land located on the Propem• The Property is a 202-acre farm owned by Austin
McKee and located at 1445; Weller Road, I lancock The Facility will be centrally located on the
Property with ample forest and tree lines providing a natural buffer Nearest residential dwellings
are over 10f►0 fret away The Property is currently toned Environmental Conservation F.0 A
lavma of the proposed Facility. as presented to the Washington County Board of Zoning Appeals
is attached hereto and incorporated herein
11905 Emcrald Square, Sum 2100 011iuc 202, Hagerstown, :ND 21742
Office 240-� 134332
Final itch tr 1;ieflcClaw Agn
wv%-%.zkocITcrlaw .com
The Facility will consist of 6,240 440-watt solar modules, ground mounted and not to
exceed a height of 9 feet. Sixteen 125-kilowatt inverters will convert the panels' direct current
power to alternating current. The SEGS will be enclosed with a 9-foot agricultural fence with
access via a 16-foot wide gate with emergency/utility access. The Company leased the portion of
the Property for the Facility from Mr. McKee for a twenty-year term with two ten-year renewal
options. The Property (Tax ID: 15-003871; Tax Map: 0005, Parcel 0014) has a total assed value
of $172,500.00 ($98,900.00 attributed to the land with improvements valued at $73,600.00).
The initial capital investment for the SEGS is considerable. The Company expects an
initial outlay of $2,305,800.00 for the equipment and solar modules. As a result of the start-up
costs, the business personal property taxes are comparatively more significant for a SEGS project
than other businesses for which only a portion of the start-up costs are taxable as business
personal property. In order to soften the immediate financial impact to the Company and to meet
the RPS Law requirements, the County may and the Company respectfully requests approval to
enter into an agreement for a negotiated payment by the Company in lieu of taxes on the Facility.
The Company requests the approval to enter a PILOT Agreement as permitted by the
Maryland Code, setting up an annual payment of Six Thousand Five Hundred and 00/100
Dollars ($6,500.00) per MW of installed capacity for 20 years.
Real Property taxes on the Property amount to $1,888.50 per year according to County
Records, setting the tax rate at approximately $9.34/acre. Under the contemplated PILOT
agreement, The Company would pay $13,000.00 per year, totaling $260,000.00 over the 20-year
term of the lease. In the event the lease with Mr. McKee were to be renewed, the Company's
payments to the County would equal $390,000.00 over 30 years and $520,000.00 the full 40-year
term of the lease. A spreadsheet showing the Company's calculations of the payments and a
comparison to the personal property tax rate for Washington County, is attached hereto and
incorporated herein. It is important to note that it may appear that the County is giving up
revenue, the actual cost benefit analysis should compare the net gain generated by the PILOT
compared to Zero Dollars the County would receive from the Company if the Facility was not
constructed at all. Thereafter the County would be left to collect only the Real Property Tax
levied on the Property.
The Company believes the nature and details of the project address concerns with the loss
of productive farmland in the County. The SEGS is not a fixture of the Property and is thus
removeable and indeed shall be removed from the Property upon the termination of the lease
agreement with Mr. McKee. A plan for the decommissioning of the SEGS is attached hereto and
incorporated herein. The Company will also obtain a decommissioning bond to guarantee the
proper removal of the Facility in the future. It is important to note, also that the Facility is
contemplated to take up only +/- 10 acres of the Property, leaving approximately, 192 acres of
wooded areas and fields still under cultivation. Moreover, the Company is paying Mr. McKee an
annual rental for the use of his ground, allowing Mr. McKee to diversify his income streams and
provide some insulation from the volatility and unpredictability of crop prices.
Construction of the Facility will also provide work and jobs for local firms. The
Company has a list of local companies that will be sent a request for quote. The Facility will
need to contract for excavation, electrical system installation, fencing and landscaping, to name a
few.
The Company is anticipating construction to commence on or about January 2022 with
the anticipated commercial operation date set for mid -August 2022, providing work for local
businesses in the near term as the County continues its post-Covid recovery and growth. The
County has previously entered into the following PILOT agreements:
Pinesburg Solar: $6,000.00/MW for 40 years
Rockdale Solar: $6,500.00/MW for 25 years
Hostetter Solar: $6,500.00/MW for 30 years
Pittman Solar One: $6,500.00/MW for 30 years
The Company is confident that this requested PILOT will be a net benefit to the
landowner, community members, Washington County and the State of Maryland.
Attachments are provided, I and the Company are available to address any questions or
concerns from County staff.
Very Truly Yours,
7
Zachary J. Kieffer
Attorney at Law
FACILITY LAYOUT
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DECOMMISSIONING PLAN
Element
Method
PV Modules
Hand Removal. Modules placed face down on pallets, tape wire ends, tie
down and transport to staging location.
Inverters
Disassemble and remove by hand.
Transformers
No disassembly. Oil removal at scrap facility.
Racking Frames
Machine stabilize. Cut lets and lower. Cut cross beams and transport via
dump truck.
Racking Posts
Remove with post -puller and transport by dump truck.
Racking Wiring
Disconnect PV connectors, cut cable ties and remove wires from cable tray.
Transport via dump truck.
Underground
Cables
Excavate to cable depth at one end of trench. Use backhoe and tractor to
remove all cables in common trench. Transport via dump truck.
Fence
Roll fencing material. Remove post with post -puller and transport via dump
truck.
Concrete
Remove with excavator and jack hammer. Transport vid dump truck.
Offsite disposal
Gravel
Remove with skid steer sweeper. Transport via dump truck. Offsite
disposal.
Re -Seeding
Re -seed with native grasses.
I 'A
OAV
lam
August 20, 2021
Lisa A. Kelly, Senior Planner
Washington County Plan Review and Permitting
80 West Baltimore Sheet
Hagerstown, MD 21740
RE: McKee Solar Decommissioning Plan, Wash. Co. File # SP-21-012
Lisa,
981 Mt Aetna Rd
Hagerstown, MD 21740
Phone:301-733-8503
Fax:301-733-1853
This opinion of probable costs is based on the engineer's experience in the design and construction of
energy facilities and is subject to final engineering. Costs have been split between plant disassembly, site
restoration, and salvage which reflect the overall decommissioning process. This opinion assumes a third -
party contractor, experienced in the construction and decommissioning of PV facilities will lead the effort.
The reported costs include labor, materials, taxes, insurance, transport costs, equipment rental, contractor's
overhead, and contractor's profit. Labor costs have been estimated using regional labor rates and labor
efficiencies from the Bureau of Labor Statistics along with previous decommission plan estimates
completed for other similar projects.
The PV plant will first be disassembled, with all above and below grade components removed. This
includes all buried cables. Concrete can be removed by machine to increase efficiency.
It is expected that the entire site will be re -seeded with native grasses and vegetation. Planting trees, shrubs,
and other woody vegetation (re -forestation) or other beautification is not included in the costs.
Salvage values have been estimated using publicly available data from https://rockawayrecycling.coin/,
http://www.scrapmonster.coin as well as industry provided actual salvage values and previous experience
with similar solar projects.
Inflation is included in this estimate. A 2.5% annual increase in labor costs and a 1% annual increase in
salvage value were assumed
Item
Removal Method
PV Modules
Hand Removal. Place modules face down on pallets, tape wire ends, tied down and
transport via skid -steer to staging location.
Inverters weigh approximately 1761bs and will be disassembled and removed by hand.
Inverters
Assumed salvage value.
Transformers
Assume no disassembly. Oil removal performed by scrap facility. Assumed salvage
value,
Racking
Stabilize with machine. Cut legs and lower to ground level. Cut cross beams to
Frames
appropriate size and transport via dump truck to staging location. Assumed salvage
value.
Racking Posts
Remove via post -puller and transport by dump buck to staging area. Assumed salvage
value.
Racking Wiring
Disconnect PV connectors, cut cable ties and remove wires from cable tray. Transport via
dump truck to staging area. Assume salvage value.
Underground
Excavate to cable depth at one end of trench. Use tractor or backhoe to remove all cables
Cables
in common trench. Transport via dump buck to staging area. Assumed salvage value.
Machine roll fence fabric. Remove post via post -puller and transport via dump trick to
Fence
staging location. Assumed salvage value.
Remove with excavator and jack hammer. Transport via dump truck to staging area.
Concrete
Assumed offsite disposal.
Remove with skid steer with sweeper. Transport via dump trick to staging area.
Gravel
Assumed offsite disposal.
Re -Seeding
Re -seed using an ATV -pulled drill seeder or hydroseeding, with native grasses.
FOX & ASSOCIATES, INC.
1
Gor Poffenberger, P.E.
Director of Engineering
C: Steve Nelson, SGC Power
file
DECOMMISSIONING COST ANALYSIS
McKEE SOLAR
Description of Item
Quantity
Unit
Unit Cost
Total Cost
(2019)
Total Cost
(After 25 Years)**
Logic
I. DISASSEMBLY & DISPOSAL
1.0
PV Modules
5,184
EA.
$
6.10
$
31,622.40
58,626.16
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 200 panels/day.
2.0
Inverter(s)
16
EA.
$
306.00
$
4,896.00
9,076.91
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 4/day.
3.0
Transformer(s)
1
EA.
$
306.00
$
306.00
567.31
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 4/day.
4.0
Racking Frame (Tracker)
1921
EA.
$
27.00
$
5,184.00
9,610.85
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 45/day.
5.0
Racking Posts
774
EA.
$
20.00
$
15,480.00
28,699.05
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 60/day.
6.0
LV Wiring
37,415
LF
$
0.81
$
30,306.15
56,185.91
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 1500 LF/day
7.0
Fiber Optic Cable
672
LF
$
0.81
$
544.32
1,009.14
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 1500 LF/day
8.0
MV Wiring
841
LF
$
0.41
$
344.81
639.26
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 3000 LF/day
9.0
Ag Fence
2,746
LF
$
4.50
$
12,357.00
22,909.19
* Use Crew A-5 (2 Laborers; .25 Truck Driver; .25 Flatbed Truck) = $1,222/day. Assume crews can remove 500 LF/day
10.0
Concrete
7
CY
$
71.00
$
497.001
921.41
* Use Crew 13-313 (2 Laborers; 1 Equip Oper; 1 Truck Driver; 1 Backhoe; 1 Dump Trk) = $3,534/day. Assume crew can remove 50 CY/day
11.0
Gravel (Access Road)
322
CY
$
71.00
$
22,862.00
42,384.87
* Use Crew B-313 (2 Laborers; 1 Equip Oper; 1 Truck Driver; 1 Backhoe; 1 Dump Trk) = $3,534/day. Assume crew can remove 50 CY/day
12.0
Removal of utility poles
8
EA.
$
2,000.00
$
16,000.00
29,663.11
Estimate includes labor and all required tools and vehicles
Subtotal
$
140,399.68
260,293.16
II. Site Restoration
13.0
Re -Seeding (includes seed)
11
AC
$
2,400.00
$
26,400.00
48,944.12
* Cost includes: (Seed: 4-7 species (native types) Also with estimate is labor: Spraying; Disking; Planting; Mulch; One man & machine
14.0
Re -Grading
329
CY
$
11.00
$
3,619.00
6,709.42
* (2 Laborers; 1 Equip Oper; 1 Truck Driver; 1 Backhoe; 1 Dump Trk) = $3,448/day. Assume crews can grade 300 CY/day.
Subtotal
$
30,019.00
55,653.55
III. SALVAGE
15.0
PV Modules
4,925
EA
$
5.00
$
24,624.00
31,578.61
Assumed 95%salvage
16.0Inverters
16
EA
$
16.00
$
256.00
328.30
17.0
Transformer(s)
1,000
LBS
$
0.18
$
180.00
230.84
Rockaway
18.0
Racking Frame (Tracker)
249,600
LBS
$
0.09
$
22,464.00
28,808.55
Scrapmonster
19.0
Racking Posts
58,514
LBS
$
0.18
$
10,532.59
13,507.33
Scrapmonster
20.0
LV Wiring
59,864
LBS
$
2.29
$
137,088.56
175,806.76
Rockaway
21.0
MV Wiring
841
LBS
$
0.72
$
605.52
776.54
Scrapmonster
22.0
Ag Fence
2,348
LBS
$
0.50
$
1,173.92
1,505.47
Rockaway and others 3.6 Ibs per linear foot. $0.50 per lb. ( x 3.6 x 0.5)
Subtotal
$
196,924.59
252,542.39
Legend
DEMOLITION COST $
1 -170,418.68
-315,946.71
* = Costs derived from RS Means Heavy Site estimating manual
SALVAGE VALUE CREDIT
$
1 196,924.591
252,542.39
** = Assumes 2.5% annual increase in labor costs and 1% annual increase in salvage value
NET DECOMMISSIONING COST
$
1 26,505.91
-63,404.32
Open Session Item
SUBJECT: Renewal of County’s Community Development Block Grant Plans
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Rachel Souders, Senior Grant Manager, Office of Grant Management
RECOMMENDED MOTION: Move to renew three of the County’s Community Development
Block Grant Plans: Section 3 Plan, Minority Business Plan, and Fair Housing & Equal Opportunity
Plan.
REPORT-IN-BRIEF: The Department of Housing and Community Development (DHCD)
requires that each unit of local government receiving or expecting to receive Community
Development Block Grant (CDBG) funds enacts certain policies to maintain eligibility. Three of
these are due to be renewed this year: The Section 3 Plan, Minority Business Plan, and Fair
Housing and Equal Opportunity Plan. It was required that each plan must be current and effective
for a three-year period. The County last renewed these in September 2018, so they must be renewed
this month to maintain compliance with DHCD regulations. Going forward, the requirement is for
a five-year period, so the plans will not need to be renewed again until September 2026.
DISCUSSION: The Section 3 Plan requires the County to comply with Section 3 of the Housing
and Urban Development Act of 1968 (as amended). Section 3 requires the Board to ensure, to the
greatest extent possible and consistent with existing federal, state, and local laws and regulations,
that employment and contracting opportunities are provided to low and very low-income persons.
Section 3 applies to all contracts awarded for CDBG-funded projects exceeding $100,000.
The Minority Business Plan requires the County to make good faith efforts to contract with
minority business enterprises (MBE) and women-owned business enterprises (WBE) when
contracting for goods and/or services for projects utilizing CDBG funding.
The Fair Housing and Equal Opportunity Plan ensures that the County complies with all federal
statutes, regulations and Executive Orders relating to civil rights, fair housing, non-discrimination,
and equal opportunity. As part of this plan, the County will further fair housing in our community
by upholding a Fair Housing Proclamation and celebrating the month of April as Fair Housing
Month each year.
FISCAL IMPACT: If the plans are not renewed, the County will not be eligible for Community
Development Block Grant funding.
CONCURRENCES: Susan Buchanan, Director, Office of Grant Management
ALTERNATIVES: Deny the request to renew the plans and be ineligible for CDBG funding.
ATTACHMENTS: 2018 version of Washington County’s Community Development Block
Grant Section 3 Plan, Minority Business Plan, and Fair Housing & Equal Opportunity Plan.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
MARYLAND CDBG PROGRAM I FHEO
SECTION 3 PLAN
As a recipient of federal Community Development Block Grant (CDBG) funds through the United
States Department of Housing and Urban Development (HUD) received through the State of
Maryland, the Board of County Commissioners of Washington County, Maryland (the "Board") is
required to comply with Section 3 of the Housing and Urban Development Act of 1968 (as
amended). Section 3 requires the Board to ensure, to the greatest extent possible, and
consistent with existing federal, state and local laws and regulations, that employment and
contracting opportunities are provided to low and very low income persons. Section 3 applies to
all contracts awarded for CDBG funded projects that exceed $100,000.
Definitions:
A low and very low income person who qualifies as a Section 3 Person is an individual who:
• resides in Washington County; and
• resides in public housing funded by the federal government; or
• receives housing assistance from the federal government; or
• resides in a household where the total household income is less than 50% of the area
median income for Washington County using income limits provided by HUD.
A low and very low income person who benefits or qualifies as a Section 3 Business is defined
as:
a business that is 51 % or more owned by Section 3 persons; or
a business where 30% of the permanent, full time employees are currently
Section 3 persons or within three (3) years of the date of first employment were Section 3
persons; or
a business that commits to subcontract over 25% of the total contract award to
businesses that meet the definition of a Section 3 business as described above.
Washington County, Maryland is the Section 3 Business and Employment Project Area for the
Board of County Commissioners of Washington County, Maryland.
Compliance:
The Board certifies that it will, to the greatest extent feasible, comply with Section 3 requirements
when awarding contracts for construction, non -construction, materials, and supplies.
The Board will undertake the following steps when Section 3 applies:
1. Develop bid and solicitation documents which will identify Section 3 requirements and
include the Section 3 Hiring Estimate Form which will be submitted with bid.
2. Advertise RFP/RFQ which will include the following statement, "Federal Section 3
hiring requirements apply to this project."
3. Notify local housing authority, county housing office, job training services, and other
related agencies of federally funded projects that may result in hiring in the near
future.
4. Require bid submittals from Section 3 Businesses or from businesses using Section
3 Business subcontractors to include a Section 3 Business Certification form.
5. Insert Section 3 Clause in selected contractor's contract and include specific
language to detail contractor's Section 3 intent related to new hires and/or Section 3
Businesses as subcontractors.
MARYLAND CDBG PROGRAM I FHEO
6. At pre -construction conference, explain Section 3 requirements including certification
process prior to hiring. Provide contractor with Section 3 Self -Certification Forms to
use when accepting applications for employment.
7. Require contractor to submit a list of all current employees who will work on the
project.
8. Review and approval by grantee of Section 3 Self -Certification Form submitted by the
contractor before a hire is made.
9. Review payroll records to document the participation of Section 3 hire(s) on the
project.
10. Review payroll records to document the participation of Section 3 Business
employees on the project.
11. At the completion of the work under the contract, complete CDBG Section 3 Tracking
Form which documents Section 3 compliance.
The Board will document efforts undertaken during the procurement process and maintain them
in the CDBG files.
ATTESTMITNESS:
Knsta L. Hart, Clerk
BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
BY:
Terry L. B ker, President
This Section 3 Plan is hereby adopted by the Board of County Commissioners of Washington
Count ,Maryland on 5..�4r.cKb c r 18 , 2018. It is effective for a three (3) year period until
01-1
2
MARYLAND CDBG PROGRAM I FHEO
MINORITY BUSINESS PLAN
As a recipient of federal Community Development Block Grant (CDBG) funds through the United States
Department of Housing and Urban Development received through the State of Maryland, the Board of
County Commissioners of Washington County, Maryland (the "Board") is required to make good faith
efforts to contract with minority business enterprises (MBE) and women business enterprises (WBE) for
goods and services.
A minority or women business enterprise is one that is at least 50% owned by a minority or a woman. For
publicly -owned businesses, at least 51 % of the stock must be owned by minority group members or
women.
The Board will make efforts to solicit MBEs and WBEs for projects utilizing Community Development
Block Grant funds. These efforts will include:
• Developing and maintaining a list of qualified MBEs and WBEs Assuring that small businesses
and MBEs and WBEs are solicited for appropriate contract opportunities
• Establishing a delivery system which will encourage participation by MBEs and WBEs
• Encouraging contractors to subcontract with MBE and WBE businesses
The Board will document efforts undertaken during the procurement process and maintain them in the
CDBG files.
ATTEST/WITNESS:
iV_ I 110 A 'J
Krista L. Hart, Clerk
BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
&L
Terry L. Bakdr, President
This Minority Business Plan is hereby adopted by the Board of County Commissioners of Washington
County, Maryland on 2018. It is effective for a three (3) year period until
MARYLAND CDBG PROGRAM I FHEO
FAIR HOUSING AND EQUAL OPPORTUNITY PLAN
As a recipient of federal Community Development Block Grant funds from the United States Department
of Housing and Urban Development received through the State of Maryland, the Board of County
Commissioners of Washington County, Maryland (the "Board") is required to comply with all federal
statutes, regulations and Executive Orders relating to civil rights, fair housing, non-discrimination and
equal opportunity. The Board's compliance is not specific to the federally funded project or activity. The
Board must ensure that its administrative practices, policies and laws meet the intent of the statutes,
regulations and Executive Orders.
Therefore, the Board commits to create an environment for its citizens where no one is excluded from
participation or benefit due to their race, color, national origin, ethnicity, gender, disability, familial status,
marital status, age or religion. The denial of rights based on any of these protected classes is detrimental
to the health, safety and welfare of the citizens and constitutes an unjust denial or deprivation of such
inalienable rights which is within the power and the proper responsibility of government to prevent.
Fair Housing
In accordance with the federal Civil Rights Act of 1968 (as amended), the federal Housing and
Community Development Act of 1974 (as amended), and the Fair Housing Act of 1988, the Board will
promote through fair, orderly and lawful procedures, the opportunity for each person to obtain housing of
such person's choice in this community without regard to race, color, national origin, ethnicity, gender,
disability, familial status, marital status, age or religion.
To the best of our ability, the Board will promote and encourage fair housing choice for all its residents.
The Board's administrative practices, policies and laws will attempt to prohibit:
• Discrimination in the Sale or Rental of Housing
• Discrimination in Housing Financing
• Discrimination in Providing Brokerage Services
• Unlawful Intimidation
The Board will accept complaints from any citizen that feels that they have been discriminated against
related to their housing choice. The Board will make an initial investigation and refer the complaint to the
state or the federal housing departments.
For housing projects developed or assisted with federal funds, the Board will ensure that its subrecipients
and developers will comply with statutes, regulations and Executive Orders.
Equal Opportunity
In accordance with the federal Civil Rights Act of 1964 (as amended), no person in Washington County
shall be excluded from participation in, denied benefits of, or subjected to discrimination under any
program or activity receiving federal financial assistance.
The Board will ensure that it will not discriminate in its procurement practices. The County's procurement
policies allow for open and competitive bidding concerning all procured goods and services. When
applicable, the County will solicit bids from minority women owned businesses.
Affirmative Action Strategy
It is the policy of the Board not to discriminate against any employee or any applicant for employment
because of race, color, national origin, ethnicity, gender, disability, familial status, marital status, age or
religion. The Board will take affirmative action to insure that this policy includes but is not limited to the
MARYLAND CDBG PROGRAM I FHEO
following: recruitment and employment, promotion, demotion, transfer, compensation, selection for
training, layoff and termination. Additionally, the Board will ensure that our contractors and
subcontractors will not discriminate against any employee or applicant for employment.
Affirmatively Furthering Fair Housing
The Board commits to affirmatively further fair housing in our community. Our programs will be
administered in accordance with our efforts to provide a range of fair housing choices to our citizens
The Board will adopt a Fair Housing Proclamation and celebrate the month of April as Fair Housing
Month on an annual basis.
Excessive Force
The National Affordable Housing Act (NAHA) of 1990 (as amended) requires recipients of federal
Community Development Block Grant funds through the United States Department of Housing and Urban
Development to protect individuals engaging in non-violent civil rights demonstrations. To that end, the
County is required to develop and maintain a policy of enforcing applicable State and local laws against
physically barring entrance to or exit from a facility or location which is the subject of such nonviolent civil
rights demonstrations.
The Board maintains a Sheriff's Department for the safety of its citizens. The Board prohibits the use of
excessive force by employees of the Washington County Sheriff's Department against anyone engaged
in non-violent civil rights demonstrations. This is more defined in the Washington County Sheriff's
Department's "Use of Force" policy.
Limited English Proficiency
The Board recognizes that, as its population increases, its population now includes persons from other
countries whose primary language is not English. To that end, the Board will make efforts to identify
various populations and to provide information to them in a language they understand.
Personnel Policies
The Board's personnel policies are in compliance with all federal and state equal opportunity
requirements. They are updated as requirements change.
Specifically, employees are notified of their rights, responsibilities and requirements of their specific jobs
and as a representative of this County. The personnel policies provide information on compensation,
leave, termination, grievances, benefits, sexual harassment, and employee reviews. The personnel
policy also provides information about conflict of interest provisions related to contracting and
procurement.
A full copy of the personnel policies for Washington County may be obtained at the Health and Human
Services office located in the County Administration Building during normal business hours.
ATTEST/WITNESS: BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
14,
Krista CH Clerk Terry L. Baker; resident
2
MARYLAND CDBG PROGRAM I FHEO
This Fair Housing and Equal Opportunity Plan is hereby adopted by the Board of County Commissioners
of Washington County, Maryland on 5.zgk jx " ,, I g 2018. It is effective for a three (3) year period
until .5,�� I� nd1�r�:�v � I .
Open Session Item
SUBJECT: Edward J. Byrne Memorial Justice Assistance Grant – Approval to Submit
Application and Accept Funding as Awarded
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Captain Mark Knight, Washington County Sheriff’s Office, and Rachel
Souders, Senior Grant Manager, Office of Grant Management
RECOMMENDED MOTION: Move to approve submission of the application for the Edward
J. Byrne Memorial Justice Assistance Grant to the Governor’s Office of Crime Prevention,
Youth, and Victim Services requesting a total of $30,095 for FY22 and accept funding as
awarded.
REPORT-IN-BRIEF: The Washington County Sheriff’s Office is requesting approval to apply
for Edward J. Byrne Memorial Justice Assistance Grant (BJAG) Program grant funding in the
amount of $30,095, and to accept funding as awarded. This grant funding will cover the entire
cost of an AVATAR Tactical Robot to be used by the Special Response Team.
DISCUSSION: The Washington County Sheriff’s Office is requesting approval to submit an
application to the Governor’s Office of Crime Prevention, Youth, and Victim Services for grant
funding under the Edward J. Byrne Memorial Justice Assistance Grant (BJAG) Program in the
amount of $30,095, and to accept funding as awarded. This grant funding is being requested for
the purchase of an AVATAR Tactical Robot. The AVATAR will enhance the capabilities of the
Special Response Team by allowing them to quickly and safely inspect dangerous situations
without sending personnel in blindly. The AVATAR saves lives by keeping emergency
responders out of harm’s way.
The Office of Grant Management has reviewed the application and program guidelines. The
funding period is for one year, starting October 1, 2021 and ending September 30, 2022. There is
no match requirement associated with the agreement.
FISCAL IMPACT: Provides the Washington County Sheriff’s Office with $30,095 to fully
cover the cost of purchasing an AVATAR Tactical Robot.
CONCURRENCES: Susan Buchanan, Director, Office of Grant Management
ALTERNATIVES: Deny acceptance of funding
ATTACHMENTS: Notice of Funding Availability; Quote, Spec Sheet
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
FY 2022 Edward J. Byrne Memorial Justice Assistance Grant
(BJAG) Program
Notice of Funding Availability (NOFA)
Online Submission Deadline:Wednesday, September 15,2021 by 3 PM
Funded by:
State of Maryland through the Office of Justice Programs,
Bureau of Justice Assistance (CFDA# 16.738)
Governor's Office of Crime Prevention, Youth, and Victim Services
100 Community Place
Crownsville, Maryland 21032-2022
www.goccp.maryland.gov
(410) 697-9338
Larry Hogan, Jr., Governor
Boyd K. Rutherford, Lt. Governor
V. Glenn Fueston, Jr., Executive Director
ELIGIBILITY
Funding through this application is available to State and Local governmental agencies;
Non-profit organizations; Non-governmental victim service providers; Faith-based and
Community organizations; and Institutions of higher learning to prevent or reduce crime and
violence.
IMPORTANT LINKS
NOFA Application Instructions:
http://goccp.maryland.gov/wp-content/uploads/NOFA-application-instructions.pdf
Grants Management System (GMS):http://goccp.maryland.gov/grants/
GMS submission is required; Hard copy applications are not accepted.
Purpose
Thank you for applying for the FY 2022 Edward J. Byrne Memorial Justice Assistance Grant
(BJAG) Program from the Governor's Office of Crime Prevention, Youth, and Victim
Services.The primary purpose of BJAG funding is to reduce existing gaps in service that
impact violent crime, crime victims, enforcement,prosecution, adjudication, detention, and
rehabilitation.The Office has undertaken a comprehensive,three-tier plan focused on expanded
collaboration among the law enforcement, crime prevention,and victim service communities to
create a safer Maryland. This program supports the following Office objectives:
●Developing criminal justice strategies that are coordinated at the local, State, and federal
level.
●Improving victim services for Maryland residents.
●Improving the well-being for all Maryland children and youth.
●Maximizing the public safety returns on Maryland’s corrections spending.
●Increasing the availability of data to support data-driven approaches to criminal justice
issues in Maryland.
If you need technical application assistance, please contact:
Quentin Jones, Program Manager
(410) 697-9318
Quentin.Jones@maryland.gov
Justice Schisler, Chief of Programs
(410) 697-9334
Justice.Schisler@maryland.gov
If you need assistance with program criteria or program design for Criminal Justice initiatives
please contact:
Martin Hammond, Deputy Director of Criminal Justice Programs
(410) 697-9309
Martin.Hammond@maryland.gov
The Governor's Office of Crime Prevention, Youth,and Victim Services’ success is measured by
subrecipient success. It is critical that we hear from you, our customers. The Hogan-Rutherford
administration is committed to providing the best possible customer service to our citizens. To
share your ideas on how the Office can best serve you and provide support, please email the
above program manager to provide your feedback or complete a three question customer
experience survey customer experience survey.
Governor's Office of Crime Prevention, Youth, and Victim Service’s Mission:
To serve as a coordinating office that advises the Governor on criminal justice strategies. The
office plans, promotes, and funds efforts with government entities, private organizations, and the
community to advance public policy, enhance public safety, reduce crime and juvenile
delinquency, and serve victims.
2
TABLE OF CONTENTS
ELIGIBILITY CRITERIA 4
PROGRAM DESCRIPTION 4
Federal Purpose Areas 5
BJAG State Priority Areas 6
Funding Availability and Eligibility 7
General BJAG Formula Funds 7
Local BJAG Formula Funds 7
Small Jurisdictions BJAG Formula Funds 8
National Incident-Based Reporting System (NIBRS) BJAG Formula Funds 8
PROGRAM REQUIREMENTS 8
APPLICATION PROCESS 9
TRAINING/TECHNICAL ASSISTANCE (TA)10
IMPORTANT DATES 10
APPLICATION EVALUATION 10
FUNDING SPECIFICATIONS 11
DISTRIBUTION OF FUNDS & REPORTING REQUIREMENTS 12
APPLICATION CHECKLIST 13
3
I.ELIGIBILITY CRITERIA
The following entities in Maryland are eligible to submit one application for FY 2022
Edward J. Byrne Memorial Justice Assistance Grant (BJAG) Program funding:
●Local law enforcement
●State law enforcement
●Local government agencies
●State government agencies
●Non-profit organizations
●Non-governmental victim
service providers
●Faith-based and Community
organizations
●Institutions of higher learning
Note: Only one application may be submitted per agency/organization.Also, the
Office will not support the continuation of past years’projects funded by the
BJAG program.
Non-profit – 501(c)(3)
An organization must provide proof of this status by submitting a copy of its status letter
from the IRS with their application. The requirements for obtaining 501(c)(3) status can
be found on the Internal Revenue Service website (www.irs.gov);search for Publication
557, “Tax-Exempt Status for Your Organization.” If the IRS letter is not available, a letter
from your organization’s authorized official listing officers, bylaws, and/or articles is
permissible until such time that a copy can be obtained from the IRS.
Faith-Based/Community Organizations
Faith-based organizations applying for BJAG funding do not have to relinquish or modify
their religious identity (e.g., remove religious symbols)to be considered eligible
applicants. However, BJAG funding may not be used to fund any inherently religious
activity, such as prayer or worship. Organizations may continue to engage in inherently
religious activities; however, such activities may not coincide with activities funded by the
grant—i.e., such religious activities must be separate (in time and place) from the grant
funded activity. Further, any participation in religious activities by individuals receiving
services provided under the grant must be voluntary.
II.PROGRAM DESCRIPTION
A.Requiring Agency
Governor ’s Office of Crime Prevention, Youth, and Victim Services
B.Opportunity Title
FY 2022 Edward J. Byrne Memorial Justice Assistance Grant (BJAG) Program
C.Submission Date
Wednesday, September 15, 2021, by 3 PM
D.Anticipated Period of Performance
October 1, 2021 to September 30, 2022
E.Funding Opportunity Description
Edward J. Byrne Memorial Justice Assistance Grant (BJAG) Program provides states,
tribes, and local governments with critical funding necessary to support a range of
programs areas including law enforcement, prosecution,indigent defense, courts, crime
prevention and education, corrections and community corrections, drug treatment and
enforcement, planning, evaluation, technology improvement,and crime victim and
witness initiatives. Grant funding has been used to improve sentencing and correction’s
4
policies, reduce crime in communities, provide public safety, protect victims, remove
guns from violent offenders, track DNA, train local law enforcement, and provide
state-of-the-art technology to law enforcement.
The Governor ’s Office of Crime Prevention, Youth,and Victim Services has overseen the
administration of this grant for the State of Maryland for over ten years. The Office
awards funds to support the coordinated efforts of local governments, state agencies,
private entities, faith-based and community organizations,institutions of higher
education, and non-profit organizations in achieving realistic goals and carrying out
jurisdictional strategic plans that increase public safety and address the needs of
Maryland’s communities.
In early 2021, the Governor ’s Office of Crime Prevention,Youth, and Victim Services
distributed a survey to its subrecipients to identify funding priorities for the Edward Byrne
Memorial Justice Assistance Grant (JAG) Program for the upcoming federal fiscal
year(s). Specifically, the survey requested insight from the statewide criminal justice
community as it relates to needs within the eight federal purpose areas (see below).
The Office received surveys from 711 entities of which 68.2% (n = 485) consisted of local
and nonprofit entities, and 31.8% (n = 226) consisted of state, other, private sector, and
federal entities.Of the 711 received responses,entities identified specific priorities1
based on the following categories:
●Law Enforcement: Crisis intervention/mental health/suicide prevention,
recruitment/retention, and training are all identified needs for law enforcement
programs. Equipment, such as body worn cameras and surveillance, is also
needed.
●Courts: Greatest needs relating to courts include specialty courts, mental health
liaisons, and training.
●Corrections: Alternatives to incarceration and reentry programs are essential for
corrections. Reentry priorities include reducing recidivism,access to treatment,
and employment programs.
●Youth and Prevention: Specific needs include juvenile delinquency, adverse
childhood experiences (ACEs), and mentoring. Challenges relating to youth
include mental health, racial and ethnic disparities,and substance use.
●Victims: Youth exposed to violence, special populations,and sexual assault are
all identified priorities. Victim service providers are also needed.
●Technology: Priorities include automated information sharing and the
development of outcome based performance measures.
●Opioids:Substance use treatment is a pressing priority to address opioids.
The most notable needs, excluding COVID, were for mental health (49%), substance
abuse response (40%), and staffing/workforce shortages (31%). The greatest need for
responding to COVID was staffing/workforce (48%).Technology including automated
information sharing and the development of outcome based performance measures as
well as Opioid response remain a priority as well.
Federal Purpose Areas
This grant is managed by the Bureau of Justice Assistance (authorized under Public Law
1 It is important to note that the Office received surveys from 711 entities or 711 unique Responded IDs; however,
some questions resulted in more than 711 responses.
5
109-162) and can be used to fund a wide variety of initiatives in the Federal Purpose
Areas listed below:
●Law enforcement and task forces programs
●Prosecution and court programs
●Prevention and education programs
●Corrections and community corrections programs
●Drug treatment and drug court programs
●Planning, evaluation, and technology improvement programs
●Crime victim and witness programs (other than compensation programs)
●Mental health programs and related law enforcement and corrections programs,
including behavioral programs and crisis intervention teams
BJAG State Priority Areas
In an effort to prevent and reduce crime and violence in Maryland, the Governor’s Office
of Crime Prevention, Youth, and Victim Services has made up to $4.6M available for the
BJAG State Priority Areas as defined below. Priorities were identified and
consideration was given by utilizing Maryland’s crime data, stakeholder survey, federal
recommendations, and new state legislation. Preference will be given to those strategies
that are aligned with best practices, evidence-based practices, and data-driven decision
making processes. The BJAG State Priority Areas are:
Crime/Violence Reduction
●Gun Violence Reduction Strategies such as offender focused deterrence
designed to alter the offender behavior through a multifaceted approach involving
law enforcement, social service, and community-based action while utilizing early
advance analytics and strong partnerships to successfully prosecute violent
repeat offenders. Applicants should be familiar with the Maryland Criminal
Intelligence Network initiative and efforts should include partnerships with local,
state and federal agencies.
●Community Violence Intervention (CVI) programs that utilize evidence-based
and/or evidence-informed models to reduce violent crimes and address the
ongoing issues of gun violence in their community.There are proven CVI
strategies for reducing gun violence through tools other than incarceration. For
example, violence interruption programs which deploy trusted messengers to
work directly with individuals most likely to commit gun violence, intervene in
conflicts, and connect people to social and economic services to reduce the
likelihood of gun violence as an answer. Hospital-based violence interventions
engage people who have been shot while they are still in the hospital, connecting
them to services to decrease the likelihood that they commit gun violence or are
victimized in the future.
Wellness, Mental Health and Crisis Intervention programs
●Officer Wellness initiatives and law enforcement employee assisted programs
that provide peer support services, counseling services,crisis counseling, stress
management counseling, resiliency sessions, and suicide prevention training for
police officers.
●Crisis intervention teams/mental health/suicide prevention programs that utilize
and/or expand best practice responses for law enforcement,and development or
expansion of best practices for local initiatives designed to improve the way law
6
enforcement and the community respond to people experiencing behavioral
health crises. Collaboration and strong partnerships between law enforcement,
behavioral health provider agencies, and individuals are highly encouraged.
●Prevention, early intervention, crisis and behavioral intervention programs that
increase child well-being and address adverse childhood experiences with the
goal of diverting youth from involvement in the juvenile justice and/or child
welfare system. Education/training in the reduction of Adverse Childhood
Experiences (ACEs), enforcement and prosecutorial efforts.
Law Enforcement Enhancements
●Body Worn Cameras (BWC) equipment in support of establishing new BWC
implementation, or expanding existing programs.
●NIBRS Compliance programs that utilize software and hardware that directly
support or enhance an agency’s technical capacity for collecting and processing
data and submitting those data to the state Uniform Crime Report (UCR)
Program or directly to the FBI. This includes acquiring software to enable
reporting of IBR/NIBRS compliant data to the state UCR Program, costs for
improving the automation of processes associated with data collection and
management, and costs for validation testing to ensure compliance with
IBR/NIBRS standards.
●Specialized law enforcement training programs such as classes and seminars in
professional development, use of force, de-escalation,investigation, crime
prevention, and crime analysis including, but not limited to: crime scene
investigation, laboratory procedures, certification of crime lab skills, data driven
policing strategies (i.e. crime analysis, mapping),law enforcement information
sharing, victim services/witness protection, and investigative techniques.
●Planning and evaluation of programs to develop a theory of change and to impact
systems-level change in partnership with coalition and other workgroup activities.
Funding Availability and Eligibility
The Governor ’s Office of Crime Prevention, Youth,and Victim Services anticipates the
availability of $4,605,806 for the FY 2022 Edward J. Byrne Memorial Justice Assistance
Grant (BJAG) program. The office anticipates making up to 60 awards not to exceed the
total of $4,605,806 for the period of October 1, 2021 to September 30, 2022. See below
more information on the multiple BJAG funding allocations and the eligibility
requirements for each allocation.
General BJAG Formula Funds
Funding Available: $1,320,000
Anticipated Number of Awards: up to 20
Award Range: $10,000 to $300,000
Eligibility: Open only to state governmental and law enforcement agencies, non-profit
organizations, non-governmental victim service providers,faith-based/community
organizations, and institutions of higher education.
Local BJAG Formula Funds
Funding Available: $3,000,000
Anticipated Number of Awards: up to 30
Award Range: $10,000 to $100,000
7
Eligibility: Open only to local governmental and law enforcement agencies
Small Jurisdictions BJAG Formula Funds
Funding Available: $200,000
Anticipated Number of Awards: up to 30
Award Range: $5,000 to $30,000
Eligibility: Open only to local governmental and law enforcement agencies that are
ineligible for direct federal funding as identified by BJA. Please see the List of BJA
ineligible jurisdictions that qualify for Maryland’s Small Jurisdictions allocation.
National Incident-Based Reporting System (NIBRS)BJAG Formula Funds
Funding Available: $85,806
Anticipated Number of Awards: up to 5
Award Range: $10,000 to $85,806
Eligibility: Open only to local and state law enforcement agencies to support NIBRS
compliance
Please note that applications that do not meet the minimum range noted above based
on eligible allocations, or those that exceed the maximum award allocation noted above
are subject to removal from consideration during the initial technical review.
All funding is contingent upon the Governor ’s Office of Crime Prevention, Youth,
and Victim Services receiving the specified grant funds from the Bureau of Justice
Assistance.
III.PROGRAM REQUIREMENTS
To qualify for funding under this grant, the proposed program must support at least one
of the Federal Purpose Areas listed above. Within these broad areas, the program
must also support at least one State Priority Area listed above.
Grantees will be required to track and measure program outputs and outcomes.
Outputs and outcomes must be recorded and submitted to the Governor ’s Office of
Crime Prevention, Youth, and Victim Services on a quarterly basis.
Depending on the type of project funded, all grants awarded under this funding
opportunity will be required to report on the mandatory performance measures noted
below in line with the Governor’s Office of Crime Prevention, Youth, and Victim
Services goals to include the disruption/dismantlement of Criminal Organizations,
reduction of prison population, or improving child wellbeing . Please note that these
lists are not inclusive of all the potential outputs and outcome measures that may be
included in the final awards.
Gun Violence Reduction Programs
●Number of guns seized
●Number of firearms trafficking organizations disrupted / dismantled
●Number of gun cases referred for federal prosecution
Community Violence Intervention (CVI) Programs
●Number of individuals served
●Number of individuals who successfully completed the program
●Number of prevention and education activities conducted
Officer Wellness and Law Enforcement Employee Assisted Programs
8
●Number of sworn officers served during reporting period
●Number of follow-up contacts during reporting period
●Training attendees
Crisis Intervention Programs
●Number of attendees
●Number of Mental Health Calls for Service/Encounters
●Number of Mental Health Calls Responded to by CIT Officers
Youth Prevention, Intervention, and Crisis Programs
●Number of youth served
●Number of youth re-arrested or seen at a juvenile court for a new delinquent
offense within 6-12 months of exiting the program
●Number of youth who successfully completed the program during the reporting
period
For more measures, please use the following link to view a separate document of the
sample performance measure list:click here.
The Bureau of Justice Assistance has provided a list of JAG accountability measures to
assess the validity and reliability of evidence-based practices used by each
sub-recipient. Each grant’s performance measures will be determined based on the
corresponding purpose areas. Specific information on the measures used can be found
at https://bjapmt.ojp.gov/help/jagdocs.html.
Post-award, recipients will be required to provide the relevant data by submitting
quarterly performance metrics through BJA’s online Performance Measurement Tool
(PMT) located at https://bjapmt.ojp.gov.Applicants should visit OJP’s performance
measurement page at www.ojp.gov/performance for an overview of performance
measurement activities at OJP.
The OJP CrimeSolutions.gov website at https://www.crimesolutions.gov/is one
resource that applicants may use to find information about evidence-based programs in
criminal justice, juvenile justice, and crime victim services.
For a detailed instructions and sample logic model,please refer to:
http://www.extension.uidaho.edu/publishing/pdf/CIS/CIS1097.pdf.
IV.APPLICATION PROCESS
Applicants are required to apply for grant funding through the Governor's Office of
Crime Prevention, Youth, and Victim Services’ web-based application process, which
may be accessed through the web URL www.goccp.maryland.gov and clicking on
GRANTS MANAGEMENT SYSTEM,or by going directly to the login screen using the
URL:https://grants.goccp.maryland.gov.
In order to use the Governor's Office of Crime Prevention,Youth, and
Victim Services’ web-based application you must have a User ID.
If you have not previously applied through the web,go to the following URL to
obtain instructions and the information required to obtain a User ID and password:
http://goccp.maryland.gov/grants/requesting-access/.
The last day to request a User ID is August 27 , 2021.If you have previously
9
applied through the web, use your existing User ID and password.
If you have previously applied to the Governor's Office of Crime Prevention, Youth,
and Victim Services,but do not have your User ID,or are having technical
issues with the system,contact the helpdesk via email at
support@goccp.freshdesk.com for assistance.
If you need assistance completing the program-specific information required in the
online application, please contact Quentin Jones,BJAG Program Manager, at
Quentin.Jones@maryland.gov.
V.TRAINING/TECHNICAL ASSISTANCE (TA)
To help applicants prepare and submit applications that reflect the Governor's Office of
Crime Prevention, Youth, and Victim Services’ established guidelines and procedures,
training is provided through training videos posted on the website. These may be
accessed through the following URL:
http://goccp.maryland.gov/grants/gms-help-videos/.
Please review the training videos prior to beginning your application to
become familiarized with system guidelines, fiscal review and tips, civil
rights requirements, etc.
Additionally, instructions for completing the online application can be found at:
http://goccp.maryland.gov/wp-content/uploads/NOFA-application-instructions.pdf.
Applicants are encouraged to review these instructions prior to completing the online
application. The narrative section of the application should be completed in an
outline-style format (retaining all numbering, lettering,and section headers).
Note: A NOFA Technical Assistance Call will be held from 10:00-11:00 AM on
August 27, 2021 using Google Meet.
Call in number: 1-339-674-7141
PIN: 416 798 162#
Meeting Link:Join with Google Meet
VI.IMPORTANT DATES
Deadline to Request a User ID August 27, 2021
NOFA Technical Assistance Call August 27, 2021
Deadline to Submit an Online Application September 15, 2021
Letters of Intent Emailed/Denial Letters Emailed September 30, 2021
Award Documents October 2021
Sub-award Start Date October 1, 2021
Sub-award End Date September 30, 2022
VII.APPLICATION EVALUATION
The Governor's Office of Crime Prevention, Youth,and Victim Services will assess
the merits of the proposed program in each of the following areas (See Notice of
Funding Availability Application Instructions located at
http://goccp.maryland.gov/grants/programs/) and will score each application
accordingly:
●Problem statement/needs justification (15 points total)
●Program goals and objectives (20 points total)
10
●Program strategy/program logic (10 points total)
●Performance measurement (outputs, outcomes, and impacts)(20 points total)
●Timeline (5 points total)
●Spending plan and budget (reasonableness, cost effectiveness,detailed
justification per line item) (20 points total)
●Management capabilities (5 points total)
●Sustainability (5 points total)
BJAG is a competitive application process. The Governor's Office of Crime
Prevention, Youth, and Victim Services may conduct a three-tier review, to include
internal staff and external independent reviewers,of each application submitted in
accordance with this Notice of Funding Availability.As part of the internal review, the
Governor's Office of Crime Prevention, Youth, and Victim Services’ staff will also
review the following for each application:
●Crime rate
●Geographic distribution
●Scope (geographic size and location)
●Reach (ability to recognize and address the needs of underserved populations)
●Audit findings
●Performance history with previous awards
VIII.FUNDING SPECIFICATIONS
A.Funding Cycle
Commencement of awards funded under BJAG for FY 2021 will begin October 1, 2021
and end on September 30, 2022. Funds are paid on a quarterly reimbursable basis.
B.Unallowable Costs
The following services, activities, and costs cannot be supported with BJAG funding:
●Vehicles, vessels, or aircraft, including unmanned aircraft, unmanned aerial
vehicles, and unmanned aerial systems
●Luxury items
●Real estate
●Construction projects (other than penal or correctional institutions)
●Incentives
●Rent
●Tasers
●Audit costs
●Property insurance
●Printing
●Telephone/fax
●Food/beverage
●Trinkets (e.g., hats, mugs, portfolios, t-shirts,coins, gift bags, etc., whether or
not they include the conference name or Office of Justice Programs/Department
of Justice logo) must not be purchased with Department of Justice funds as
giveaways for conferences. Basic supplies that are necessary for use during the
conference (e.g., folders, name tags) may be purchased.
The list above is not exhaustive. The Governor's Office of Crime Prevention,
Youth, and Victim Services reserves the right to make additional budget
reductions/restrictions and adjustments at its discretion.
11
C. Consultant Rates
The threshold for consultant rates is $650 per day or $81.25 per hour. Rates above this
threshold will be considered on a case by case basis,with sufficient budget justification.
IX.DISTRIBUTION OF FUNDS & REPORTING REQUIREMENTS
The Governor's Office of Crime Prevention, Youth,and Victim Services will distribute
awarded funds to grantees on a quarterly reimbursement of expenditures basis
following the timely submission of corresponding quarterly fiscal and programmatic
reports. These reports must be submitted through the Grants Management System. All
programmatic electronic reports are due within 15 calendar days of the end of each
quarter. Financial electronic reports are due within 30 calendar days of the end of each
quarter. All reporting activity occurs through the Grant Management System, using the
same User ID and password that were used for the application process.
For further post-award instructions, read the Special Conditions specific to your award
in the GMS and read the General Conditions which can be found at:
http://www.goccp.maryland.gov/grants/general-conditions.php.
A.Electronic Funds Transfer (EFT)
The Governor's Office of Crime Prevention, Youth,and Victim Services encourages
the use of electronic funds transfer (EFT). To obtain the appropriate form, the
address to submit the form, and a general overview,including FAQs, refer to the
following website:
http://comptroller.marylandtaxes.gov/Vendor_Services/Accounting_Information/Stati
c_Files/GADX10For m20150615.pdf.
B.Match
There is no match required for this funding source.Do NOT enter a match into your
budget. If you wish to show other financial or in-kind contributions to your program, it
may be written into your narrative.
C.Supplanting, Transparency, and Accountability
Federal funds must be used to supplement existing state and local funds for program
activities and must not replace those funds that have been appropriated for the same
purpose. See the Office of Justice Programs Financial Guide (Part II, Chapter 3). There
are strict federal laws against the use of federal funds to supplant current funding of an
existing program. Jurisdictions must provide assurances and certifications as to
non-supplanting and the existence of proper administrative/financial procedures.
A strong emphasis is being placed on accountability and transparency. Grantees must
be prepared to track, report on, and document specific outcomes, benefits, and
expenditures attributable to the use of grant funds.Misuse of grant funds may result in
a range of penalties to include suspension of current and future funds and civil/criminal
penalties.
12
X.APPLICATION CHECKLIST
What an Application Must Include by the Deadline to be Considered for Funding:
_____ Face Sheet
_____ Project Summary
_____ Narrative
___ Problem Statement/Needs Justification
___ Program Goals
___ Program Strategy
___ Program Measurement
___ Timeline
___ Spending Plan
___ Management Capabilities
___ Sustainability
_____ Unique Entity Identifier (UEI, Currently DUNS number) and SAM
Registration
_____ Letters of Support/Commitment (if required)
_____ Budget and Budget Justification
___ Personnel
___ Operating Expenses
___ Travel
___ Contractual Services
___ Equipment
___ Other
_____ Indirect Cost Rate Agreement or Documentation Supporting Use of the De minimis
Indirect Cost Rate (if applicable)
_____ Budget Prioritization
_____ Certified Assurances
_____ Certification Regarding Lobbying
_____ Audit Findings/Corrective Action Plan (if applicable)
_____ Single Audit Requirements (if applicable)
_____ Proof of 501 (c)(3) Status (if applicable)
*Please note, the Subrecipient Organizational Capacity Questionnaire is no longer due
at the time of application. If awarded, this completed questionnaire will be required
post-award.
*More information on each item above can be found in the NOFA Application
Instructions.
Additional Applicant Resources:
National Training and Technical Assistance Center (NTTAC):https://bjatta.bja.ojp.gov/
International Association of Chiefs of Police- Officer Health and Wellness Roadmap:
https://www.theiacp.org/sites/default/files/2021-08/250266_IACP_OSW_Report_Final.pdf
Code for Federal Regulation Title 2 CFR:https://ecfr.io/Title-02/cfr200_main
Department of Justice (DOJ) Financial Guide:https://www.ojp.gov/financialguidedoj/overview
FBI Crime Data Explorer:https://crime-data-explorer.fr.cloud.gov/explorer/state/marylandcrime
13
±±±±±±±±±±±WashiItem No.Description Unit Qty GSA Unit Price Total Price
KIT-RBXTACPKGA3A Robotex Avatar III Tactical Package 334519 EACH 1 29,990.00 29,990.00
Includes:
Avatar III Robot, 900 MHz Radio, 2 Batteries, High Angle
Stabilizers, Controller Charger Adapter
Cable, PTZ Camera
NON TAXABLE
FREIGHT
Non Taxable Freight EACH 1 105.00 105.00
Work Description:*
Delivery Time: 90 Days ARO
*
Please contact Gisela Mendieta at 800-997-3773 ext. 103 or gmendieta@aardvarktactical.com if you would like to place this
order.
*
0.00
30,095.00
0.00
30,095.00
Total:
Total Sales Tax:
Invoice Discount:
Subtotal:
No return will be accepted unless a Return Authorization is issued prior to the goods being returned. If
the error which necessitates the return is a result of an AARDVARK error, no restocking fee will be
charged. Merchandise may be returned within 30 days of purchase and buyer will be subject to a 20%
restocking fee. All returns must be Freight Prepaid and in new sellable condition. Credit for the value of
the returned merchandise (less restocking fees and shipping charges) will be made. Defective
merchandise is not subject to any restocking fee. Customized orders are non-returnable.
Page:
Sales Quote Date:
Sales Quote Number:
Sales Quote
To:
Ship
SalesPerson:
Customer ID:
Terms:
Ship Via:
To:
Sell
SQ15446
Brent Doan
WASHINGTONCNTYMD
USA
Hagerstown, MD 21740
500 Western Maryland Parkway
Capt. Mark Knight
Washington County Sheriff's Office
Net 30 Days
Best Way
USA
Hagerstown, MD 21740
500 Western Maryland Parkway
Capt. Mark Knight
Washington County Sheriff's Office
9/8/2021
1
Entered By:
Contact:
ATI\GMENDIETA
Capt. Mark Knight
Quote Valid To:11/7/2021
ROBOTEX
robot technology solutions
January 1, 2020
300 S. Washington St. t: 650.838.9191
Jerseyville, IL 62052 f: 650.323.1044
This letter is to inform you that AARDVARK serves as the primary and sole source distributor to
represent all RoboteX items in the United States and Canada, its Provinces and Territories. AARDVARK is
the only RoboteX United States distributor authorized to respond to Request for Proposal/Requests for
Quotes for these products.
Sole Authorized Distributor:
AARDVARK
1935 Puddingstone Drive
LaVerne, CA 91750
Sole Authorized Manufacturer and Repair Facility:
RoboteX, Inc.
300 S. Washington
Jerseyville, IL 62052
RM Lucas, Jr.
President
RoboteX, Inc.
AVATAR® III Robot Specs (10-1-18)
Warranty
3-year “Flipper to Flipper” Warranty Coverage
Avatar® III Robot
Capabilities:
• Lightweight tactical robot
• Stair climbing ability
• Self-rights if flipped upside down
• Rugged “no jam” track system
• All-terrain navigation (dirt, grass, sand, gravel, clothing, water)
• Live video and audio with IR
• Two-way audio functionality
• Video and audio recording capability
• Easy setup and operation
• Separate, adjustable wireless channels for running multiple robots simultaneously
• Durable, flexible antenna design
Specs:
• Operating Range: 300 meters LOS (line of sight)
• Physical Dimensions: 24.41” (L) x 15.35” (W) x 6.14” (H) (with Flippers Folded OUT), 18.50”(L) X
15.35”(W) X 6.14”(H) (with Flippers Folded IN)
• Antenna height from ground: 25.5 inches
• Weight: 25 lbs (without battery), 28 lbs (with battery)
• Moving Speed: 4 MPH
• Optics: Wide angle color drive camera
• Chassis Material: Durable Monostructure Composite
• Track System: ”Closed Track” Design with Brushless Motors
• Headlight: 200 Lumen (LED), 180 mW/sr (IR) with on/off toggle
• Radio Type: Secure 900MHz radio (1W 2.4 GHz available)
• Ground Clearance: 3/4" (20mm)
Robot Battery
• Military grade, BB-2590 lithium-ion battery
• Battery Life: 5 hours average
• Physical Dimensions: 5.0” (L) X 4.5” (W) X 2.5” (H)
• Weight: 3.2 lbs
Robot Battery Charger
• Physical Dimensions: 10.0” (L) X 6.5” (W) X 2.5” (H)
• Weight: 1.2 lbs
Robot Controller
• Digital video/audio with 5” touchscreen, dual joysticks, USB port, video recording, swappable radio
modules
• Video output, audio output, microphone input, USB
• Physical Dimensions: 10.8” (L) X 6.1” (W) X 2.8” (H)
• Weight: 4.2 lbs
• Video Resolution: 640x480
• Battery: 14.8V/6700mAh lithium-ion
• Battery Life: 5 hours
Robot Controller Battery Charger
• Physical Dimensions: 6.0” (L) X 3.5” (W) X 2.5” (H)
• Weight: 1.0 lbs
Avatar High Angle Stabilizers
• Mount - Physical Dimensions: 0.7” (L) X 7.0” (W) X 0.9” (H)
• Rods - Physical Dimensions: 16.1” (L) X 7.0” (W) X 0.9” (H)
• Total Weight: 1.5 lbs
Carrying Case
• Wheeled Military Grade Hardcase w/handles
• Outside Dimensions: 31.59” (L) X 20.47” (W) X 12.45” (H)
• Weight: 24.03 lbs
AVATAR® Pan‐Tilt‐Zoom Camera (PTZ) Accessory Specs
• Physical Dimensions: 6.9” (L) x 5.9” (W) x 5.1” (H)
• Weight: 3.3 lbs (with roll bar), 2.8 lbs (without roll bar)
• Optical Zoom: 10X
• Digital Zoom: 12X
• Pan: 360 degrees continuous
• Tilt: 90 degrees
• Resolution: 560TV
• Illumination: Min illumination: Day: 0.5 Lux @ F1.6. Night: (IR-cut filter on): 0.1 Lux @ F1.6”
AVATAR® Standard Manipulator Arm Specs
Capabilities:
• Five-axis arm designed to open doors, transport supplies, and manipulate objects
• Live video captured by built-in IR capable camera
• Ability to mount CarbonFire 10 PAN disruptor
• Easy setup and operation
Specs:
• Weight: 17 lbs
• Extension (from front of robot ): 28” (25” to ground contact)
• Lowest horizontal view level: 10.2" from the ground
• Highest horizontal view level: 24.5" (29.5" with flipper)
• Maximum overhead reach: 37" (42" with flipper)
• Lifting Capacity: 8lbs full reach, 12lbs close-in
• Turret rotation: 305 degrees (can reach the back of robot)
• Shoulder rotation: 180 degrees
• Elbow rotation: 180 degrees
• Wrist rotation: 360 degrees continuous
• Gripper width: 100mm open, 45 degrees open, 30lb closing force, 30lb opening force
• Integrated camera: Day/night color IR camera
• Overload Protection: Overload protection in the form of a torque limiting clutch at each axis
AVATAR® Extended Reach Manipulator Arm Specs
Capabilities:
• Five-axis arm designed to open doors, transport supplies, and manipulate objects
• Live video captured by built-in IR capable camera
• Ability to mount CarbonFire 10 PAN disruptor
• Easy setup and operation
Specs:
• Weight: 18 lbs
• Extension (from front of robot ): 40” (35” to ground contact)
• Lowest horizontal view level: 10.2" from the ground
• Highest horizontal view level: 34" (40" with flipper)
• Maximum overhead reach: 48" (54" with flipper)
• Lifting Capacity: 8lbs full reach, 12lbs close-in
• Turret rotation: 305 degrees (can reach the back of robot)
• Shoulder rotation: 180 degrees
• Elbow rotation: 180 degrees
• Wrist rotation: 360 degrees continuous
• Gripper width: 100mm open, 45 degrees open, 30lb closing force, 30lb opening force
• Integrated camera: Day/night color IR camera
• Overload Protection: Overload protection in the form of a torque limiting clutch at each axis
AVATAR® Tactical Deployment Backpack Specs
Capabilities:
• Specially designed to house Avatar III robot and accessories
• Easily transports robot, controller, and spare battery
• Arm can remain attached while robot is in backpack
• Comfortably distributes load with waist belt
• Excellent for rural environments and mobile operations
• Ruck is compatible with the MULLE II frame
Specs:
• Physical Dimensions: 25” (L) x 16” (W) x 5” (D)
• Weight: 8 lbs
AVATAR® Hitch and Trailer Specs
Capabilities:
• Tow large or heavy items behind robot
• Remotely release trailer to leave item behind
Specs:
• Flat ground towing capacity: 30 lbs
• Stair towing capacity: up to 10lbs
• Physical Dimensions (hitch): 7” (L) x 3” (W) x 2” (H)
• Physical Dimensions (trailer): 25.5” (L) x 17.75” (W) x 6” (H)
• Weight (hitch): 1.2 lbs
• Weight (trailer): 5.2 lbs
AVATAR® External Audio/Video Receiver Specs
Capabilities:
• Remote viewing of robot’s audio/video feed
• Large monitor for easy viewing of video
Specs:
• Physical Dimensions (receiver box): 13.75” (L) x 8.75” (W) x 5.5” (H)
• Physical Dimensions (monitor): 8” (L) x 22.25” (W) x 17.5” (H)
• Physical Dimensions (headset): 9.4” (L) x 2.8” (W) x 7.8” (H)
• Weight (receiver box): 7.0 lbs
• Weight (monitor): 9.6 lbs
• Weight (headset): 0.65 lbs
AVATAR® Standard 900 MHz Radio Package Specs
Capabilities:
• Swappable with the 2.4GHz system
Specs:
• Physical Dimensions (robot radio): 7.25” (L) x 7” (W) x 24.75” (H)
• Physical Dimensions (controller radio): 19.75” (L) x 6.25” (W) x 1.5” (H)
• Weight (robot radio): 2.0 lbs
• Weight (controller radio): 0.9 lbs
AVATAR® 2.4 GHz 1W Radio Package Specs
Capabilities:
• Swappable with stock 900 MHz system
Specs:
• Physical Dimensions (robot radio): 7.25” (L) x 7” (W) x 24.75” (H)
• Physical Dimensions (controller radio): 19.75” (L) x 6.25” (W) x 1.5” (H)
• Weight (robot radio): 2.0 lbs
• Weight (controller radio): 0.9 lbs
AVATAR® 2.4 GHz 2W Radio Package Specs
Capabilities:
• Swappable with stock 900 MHz system
Specs:
• Physical Dimensions (robot radio): 7.25” (L) x 7” (W) x 24.75” (H)
• Physical Dimensions (controller radio): 19.75” (L) x 6.25” (W) x 1.5” (H)
• Weight (robot radio): 2.0 lbs
• Weight (controller radio): 0.9 lbs
Open Session Item
SUBJECT: Online Sales & Teleworking Grant – Approval to Accept Awarded Funding
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Rachel Souders, Senior Grant Manager, Office of Grant Management,
and Linda Spence, Business Specialist, Department of Business Development
RECOMMENDED MOTION: Move to accept the awarded funding from the Department of
Commerce for Online Sales & Teleworking in the amount of $125,164.00.
REPORT-IN-BRIEF: In March 2021, the State of Maryland Department of Commerce
awarded Washington County $12,516.41 in State RELIEF Act funding to be granted to local
businesses to assist those businesses in setting up online sales frameworks and offering
employees telework opportunities. Since then, additional funds have been made available under
the federal American Recovery Act and now the Department of Commerce is prepared to award
Washington County $125,164.00 in grant funding to be used for the same purpose.
DISCUSSION: The State of Maryland Department of Commerce is awarding Washington
County $125,164.00 in federal American Recovery Act grant funding to be granted to businesses
in order to assist the businesses in setting up online sales frameworks and offering employees
telework opportunities. Priority will be given to applicants that have not received prior funding
provided by the Maryland Economic Development Assistance Authority and Fund (MEDAAF)
or from the COVID-19 Small Business Emergency Loan or Grant Program.
Upon acceptance of grant funds, the Department of Business Development will distribute the
funds to eligible businesses via a grant application process.
The Office of Grant Management has reviewed the grant funding guidelines and grant
application. The funds must be distributed to eligible grantees by December 1, 2021. The total
anticipated grant funding to be received, including the initial grant received in March, is
$137,680.41. Matching funds are not required.
FISCAL IMPACT: Will provide $125,164.00 to support local businesses affected by the
COVID-19 pandemic.
CONCURRENCES: Susan Buchanan, Director, Office of Grant Management
ALTERNATIVES: Deny approval for acceptance
ATTACHMENTS: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Utility Budget Transfer
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Mark Bradshaw, PE – DEM Director
RECOMMENDED MOTION: Approve the budget transfer.
REPORT-IN-BRIEF: Water Quality requests approval to transfer funds from Contingency Utility
Admin (ADM003) to the Local Limits Study (STY025) in the amount of $40,000.00
DISCUSSION: The Local Limits study is required by Maryland Department of the Environment
(MDE) to update and establish loading limits for local industries discharging into the Conococheague
Wastewater Treatment Plant. We had budgeted $50,000 to have the study completed, but the low bid
was in the amount of $89,561.00, thus requiring the $40,000 budget transfer. The past study is over 20
years old and treatment and loading limits are more stringent and additional funding is required.
FISCAL IMPACT: Without the budget transfer, we will be unable to update the loading limits as
required by MDE.
CONCURRENCES: None
ALTERNATIVES: None
ATTACHMENTS: Budget Transfer Form
AUDIO/VISUAL NEEDS: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Department Head Authorization
Budget & Finance Director Approval
County Administrator Approval
Required > $ 25,000 with date
Washington County, Maryland
Budget Adjustment Form
Explain
Budget Adjustment
Budget Transfer - Moves revenues or expenditures from one account to another or between budgets or funds.
Budget Amendment - Increases or decrease the total spending authority of an accounting fund or department
County Commissioners Approval
Transaction/Post -Finance
Deputy Director - Finance
Preparer, if applicable
Expenditure /
Account Number
Fund
Number
Department
Number Project Number Grant Number Activity Code Department and Account Description Increase (Decrease)
+ / -
Required approval with date
Required approval with date
If applicable with date
Required approval with date
Division Director / Elected Official Authorization
Required Action by
County Commissioners No Approval Required Approval Required Approval Date if
Known
Print Form
Davina Yutzy Digitally signed by Davina Yutzy
Date: 2021.08.20 10:56:25 -04'00'
Budget transfer needed to fund Local Limits study as required by Maryland Department of the Environment.
Kelcee Mace Digitally signed by Kelcee Mace
Date: 2021.08.20 15:00:15 -04'00'
Davina Yutzy Digitally signed by Davina Yutzy
Date: 2021.08.20 10:56:54 -04'00'
498740 37 40010 ADM003 Capital Transfer - Utility Admin -40,000
599999 37 40010 ADM003 Water Quality - Contingency Utility Admin -40,000
498740 37 40010 STY025 Capital Transfer - Utility Admin 40,000
599999 37 40010 STY025 Water Quality - Local Limits Study 40,000
Mark D Bradshaw Digitally signed by Mark D Bradshaw
Date: 2021.08.20 13:13:01 -04'00'
09/14/2021
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Application for Zoning Text Amendment RZ-21-004
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Jill Baker, Director, Department of Planning and Zoning
RECOMMENDED MOTION: I move to approve RZ-21-004 and adopt the Ordinance
amending the text of Section 4.26 of the Zoning Ordinance.
REPORT-IN-BRIEF: The Commissioners reached consensus to amend Section 4.26 of the Zoning
Ordinance to deter placement of solar arrays on productive agricultural land.
DISCUSSION: This text amendment was presented to the Washington County Planning
Commission at a Public Information Meeting on June 7, 2021. On July 19, 2021, the Planning
Commission unanimously recommended approval of the proposed amendment. A Public Hearing
before the Board of County Commissioners of Washington County was held on August 31, 2021. The
Commissioners reached a consensus to approve the amendment. The ordinance effectuating the
amendment is ready for adoption.
FISCAL IMPACT: N/A
CONCURRENCES: Washington County Planning Commission
ALTERNATIVES: N/A
ATTACHMENTS: Approving Ordinance
AUDIO/VISUAL NEEDS: N/A
1
ORDINANCE NO. ORD-2021-___
AN ORDINANCE TO AMEND CERTAIN PROVISIONS OF THE
ZONING ORDINANCE FOR WASHINGTON COUNTY, MARYLAND
(RZ-21-004)
RECITALS
The Board of County Commissioners of Washington County, Maryland (the “Board”)
adopted the Zoning Ordinance for Washington County, Maryland (the “Ordinance”) on January
23, 1973, and it became effective on April 2, 1973.
The Washington County Planning Commission filed an application requesting that
amendments be made to the text of the Ordinance. The amendments proposed would amend
the second paragraph of Section 4.26, Solar Energy Generating Systems.
The Board believes it to be in the best interests of the citizens of Washington County
for the amendments to be enacted.
The Washington County Planning Commission (the "Planning Commission") held a
public meeting for the purpose of taking comments on the proposed amendments on June 7,
2021, pursuant to public notice duly given.
The Board held a public hearing for the purpose of taking testimony on the proposed
amendments on August 31, 2021, pursuant to notice duly given.
The Board has considered the recommendations of the Planning Commission and the
Planning Department staff, and testimony and materials received at the public hearing. The
Board conducted this review in a public session.
N OW , T HEREFORE , B E I T O RDAINED AND E NACTED , that certain provisions of
the Zoning Ordinance, as amended, be further amended and restated as follows:
Section 4.26 Solar Energy Generating Systems
[Paragraph 2]
SEGS shall be permitted as a land use as specified in Sections 3.3 and 21.42 of this
ordinance. However, SEGS shall be prohibited as a use in defined Priority Preservation
Areas, Rural Legacy Areas, and Antietam Overlay Areas. In addition, the developer of a
SEGS shall, to the degree practicable, avoid disturbing Class 1 & 2 prime agricultural soils
outside of designated growth areas.
Adopted and effective this _____ day of __________________, 2021.
2
ATTEST: B OARD OF C OUNTY C OMMISSIONERS
OF W ASHINGTON C OUNTY , M ARYLAND
___________________________ _____________________________________
Krista L. Hart, Clerk Jeffrey A. Cline, President
Approved as to legal
sufficiency:
Mail to:
___________________________ Office of the County Attorney
Kirk C. Downey 100 W. Washington St., Suite 1101
County Attorney Hagerstown, MD 21740
Open Session Item
SUBJECT: Administration of an End-of-Employment Action in Conjunction with the Exhausting of
all FMLA, Paid Sick Leave and Short-Term Disability Plan Benefits.
PRESENTATION DATE: September 14, 2021
PRESENTATION BY: Laurence “Larry” Etchison, Director of Human Resources
RECOMMENDED MOTION: To approve a revision of EB-4 Short Term Disability Policy
authorizing the Director of Human Resources (with the County Administrator’s review and
concurrence) to administer end-of-employment actions to Employees who have exhausted all FMLA,
Paid Sick Leave and Short-Term Disability Plan Benefits.
REPORT-IN-BRIEF:
Consistently administering an administrative end-of-employment to all Employees who exhaust all
FMLA, Paid Sick Leave and Short-Term Disability Plan Benefits shifts the ongoing healthcare cost
burden to either the Employee (Long Term Disability Benefits, Personal Assets, etc.) or potentially to
Federal and State funded programs (SSDI, Medicaid, ACA, etc.) versus the County’s Citizens and
Taxpayers. Therefore, it is prudent to adopt the following revision to the EB-4 Short Term Disability
Policy:
L. An Employee who has an illness which is expected to continue beyond the Short-Term
Disability Benefits Plan period may be eligible for benefits under the County’s Long-Term
Disability Benefit Plan. Employees are encouraged to keep the Department of Human
Resources informed if they believe that they may require Long-Term Disability Benefit
Plan monthly income. Please note that the Director of Human Resources (with the County
Administrator’s review and concurrence) will administer an end-of-employment action to
any Employee who has exhausted all FMLA, Paid Sick Leave and Short-Term Disability
Plan Benefits regardless of their Long-Term Disability Benefit Plan eligibility or
acceptance.
FISCAL IMPACT: On a case-by-case basis, the Employee Health Benefit cost savings can be
substantial.
CONCURRENCES: Mr. John Martirano, County Administrator, Mr. Kirk Downey, County
Attorney, Ms. Deborah Condo, Deputy Director of Human Resources and Brittany Price, Benefits
Coordinator.
ALTERNATIVES: Not Applicable
ATTACHMENTS: Not Applicable
AUDIO/VISUAL NEEDS: Not applicable
Board of County Commissioners of Washington County, Maryland
Agenda Report Form