HomeMy WebLinkAbout201020aJeffrey A. Cline, President
Terry L. Baker, Vice President
Krista L. Hart, Clerk
BOARD OF COUNTY COMMISSIONERS
October 20, 2020
OPEN SESSION AGENDA
The meeting of the Board of County Commissioners of Washington County will be held at 100 West Washington Street, Suite 1113,
Hagerstown. Due to Governor Hogan’s Executive Order and gathering restrictions, Board members will be practicing social
distancing. County buildings remain closed to public access except by appointment. Therefore, there will be no public attendance in
the meeting chambers, unless previously scheduled. The meeting will be live streamed on the County’s YouTube and Facebook sites.
10:00 AM MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Jeffrey A. Cline
APPROVAL OF MINUTES: October 13, 2020
10:05 AM COMMISSIONERS’ REPORTS AND COMMENTS
Proclamation: Economic Development Week
10:10 AM CITIZEN PARTICIPATION (citizens are required to submit a request to khart@washco-
md.net or by calling 240.313.2204 at least 24 hours in advance of the meeting)
10:15 AM PUBLIC SAFETY RADIO SYSTEM, CONSULTANT FUNDING REQUEST – Mark
Mades, Deputy Director, Wireless Communications; Dave Hays, Director, Emergency Services
10:20 AM CONSTRUCTION BID AWARD: HVAC @ 17718 VIRGINIA AVENUE – Andrew
Eshleman, Director, Public Works
10:25 AM CONSTRUCTION BID AWARD: ROOF REPLACEMENT @ 17718 VIRGINIA
AVENUE – Andrew Eshleman, Director, Public Works
10:30 AM HAGERSTOWN URBAN IMPROVEMENT PROJECT: CAPITAL BOND BILL
GRANT APPLICATION SUBMISSION – Susan Buchanan, Director, Grant Management
10:35 AM WASHINGTON COUNTY COMMUNITY COALITION REQUEST FOR SUPPORT –
Paul Frey, President, Chamber of Commerce; Jim Kercheval, Executive Director, Greater
Hagerstown Committee
10:45 AM DIVISION OF EMERGENCY SERVICES / DIVISION OF EMERGENCY
MANAGEMENT– Kirk Downey, Interim County Administrator / County Attorney
10:50 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.)
11:30 AM ADJOURNMENT
Wayne K. Keefer
Cort F. Meinelschmidt
Randall E. Wagner
Open Session Item
SUBJECT: Economic Development Week
PRESENTATION DATE: October 20, 2020
PRESENTATION BY: Board of County Commissioners
REPORT-IN-BRIEF: Proclamation Presentation
WHEREAS, Economic Development efforts have and will continue to improve the
economic well-being and quality of life of the County by helping to create and retain jobs
that facilitate business growth and provide a stable tax base, and;
WHEREAS, Economic Development requires Countywide teamwork with all
government, workforce development, educational, private business and various other
partners to be successful, and;
WHEREAS, the economic growth and stability of the State affects all regions and
jurisdictions in Maryland, and Washington County is an important component of the
State’s economic success and will highlight and promote economic development efforts
in our county.
THEREFORE, We, the Board of County Commissioners of Washington County, Maryland,
hereby proclaim the week of October 19– 23, 2020, as Economic Development Week
recognizing all the past, current and future efforts of all those to who participate and support
Economic Development private and public efforts at all levels – federal, state, county, city and
municipality
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: P25 450 MHz Public Safety Radio System, Consultant Funding Request
PRESENTATION DATE: October 27, 2020
PRESENTATION BY: Mark Mades – Deputy Director, Wireless Communications; R. David Hays
- Director, Division of Emergency Services (DES)
RECOMMENDATION: To authorize funding in the amount of $100,000.00 to secure
contractual Radio System Engineering Services.
REPORT-IN-BRIEF: The County’s 450 MHz, P25 Digital Radio System, which serves as the
primary radio system for Public Safety is nearing its 14th year of service since its original installation.
In so much, several areas of Washington County had marginal radio system coverage due to
mountainous terrain and the need for directional antennas to keep radio signals from interfering with
other jurisdictions. One area where radio system reception and transmission is questionable is the
southern areas of Washington County. There are several other areas throughout the County where
improved performance could be improved, however the southern areas of the County are most
pressing due to call volumes on the Potomac River, C&O Canal and Appalachian trails.
Compounding the initial radio system weaknesses, over 10 years of vegetative growth has continued
to occur. A recent review of system issues seems indicate a possibility that this growth is
contributing to decreased system function and performance issues in South County.
DISCUSSION: Director Mades of Wireless Communications has created a CIP project,
whereas, the P25 digital radio system would be reviewed by a specialized engineer who would draft
recommendations on improvements and updates to our Public Safety Radio System. This study is
needed to aid County Staff in addressing the needed updates and improvements to the system.
Timing of this study is of great significance, as the study needs to have the benefit of an analysis
during heavy tree foliage and vegetation states.
Awaiting future funding in the FY22 budgeting process, the study could not occur until the spring of
2022 due to the timing of heavy vegetation and foliage conditions. This would push correction of the
issues to the FY23 Budget cycle, which is more than 24 months out.
FISCAL IMPACT: $100,000.00
CONCURRENCES: CFO
ALTERNATIVES: N/A
ATTACHMENTS: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Construction Bid Award – HVAC Work at 17718 Virginia Avenue
PRESENTATION DATE: October 20, 2020
PRESENTATION BY: Andrew Eshleman, Director of Public Works
RECOMMENDED MOTION: Move to award the contract for the heating, ventilation, and air
conditioning (HVAC) work at 17718 Virginia Avenue to the lowest responsive, responsible
bidder, M.S. Johnston Company of Hagerstown, for the base bid amount of $98,450.00.
REPORT-IN-BRIEF: The project was advertised in the Herald Mail, on the County’s website,
and on the State of Maryland’s website, “e-Maryland Marketplace Advantage (eMMA).” Four (4)
bids were received and opened on Friday, September 25, 2020, as listed below.
Contractor: Base Bid:
M.S. Johnston Company $ 98,450.00
Mick’s Plumbing, Heating & Air Conditioning $ 162,545.00
Howard Mechanical Services $ 236,750.00
ASN General Contracting, Inc. $ 335,000.00
The bids were evaluated and the low bid is in order. The engineer’s estimate for the base bid work
was $133,000.
DISCUSSION: The existing HVAC system is insufficient in providing the heating/cooling needs
for the newly renovated space. The HVAC work will be done in a phased approach and the add
alternate work will be completed a later time. The project will consist of installing new
heating/cooling units and new duct work. The project is a 90 consecutive calendar day contract with
an anticipated Notice to Proceed in November 2020 and a completion date in February 2021. The
bid documents include Liquidated Damages in the amount of $250.00 per calendar day for work
beyond the completion date.
FISCAL IMPACT: The project will utilize available funds from the Systemic Improvements-
Buildings account (BLD078) in the Capital Improvement Plan (CIP).
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Bid Tabulation
AUDIO/VISUAL TO BE USED: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
MS JOHNSTON COMPANY
Hagerstown, MD
MICK’S PLUMBING,
HEATING & AIR
CONDITIONING
Thurmont, MD
HOWARD MECHANICAL
SERVICES
Baltimore, MD
ASN GENERAL
CONTRACTING, INC.
Upper Marlboro, MD
Base Bid $98,450.00 $162,545.00 $236,750.00 $335,000.00
Alternate $96,975.00 $57,000.00 $62,180.00 $40,000.00
TOTAL BID $195,425.00 $219,545.00 $298,930.00 $375,000.00
WASHINGTON COUNTY DIVISION OF ENGINEERING
BID TABULATION
17718 VIRGINIA AVENUE HVAC REPLACEMENT
COUNTY CONTRACT NO. MS-HV-283-28
Open Session Item
SUBJECT: Construction Bid Award – Roof Replacement at 17718 Virginia Avenue
PRESENTATION DATE: October 20, 2020
PRESENTATION BY: Andrew Eshleman, Director of Public Works
RECOMMENDED MOTION: Move to award the contract for the roof replacement project at
17718 Virginia Avenue to the lowest responsive, responsible bidder, Tecta America East, LLC. of
Jessup, Maryland, in the amount of $149,930.00.
REPORT-IN-BRIEF: The project was advertised in the Herald Mail, on the County’s website,
and on the State of Maryland’s website, “e-Maryland Marketplace Advantage (eMMA).” Fifteen
(15) bids were received and opened on Thursday, October 8, 2020, as listed below.
Contractor: Base Bid:
Tecta America East, LLC. $ 149,930.00
D Project, Inc. $ 156,000.00
Simpson Unlimited, Inc. $ 161,700.00
AAR of North Carolina, Inc. $ 166,300.00
Hite Roofing $ 168,000.00
Simpson of Maryland, Inc. $ 173,773.00
Skyline Roofing, Inc. $ 186,347.00
Alpha Omega Construction Group, Inc. $ 191,000.00
Bonded Applicators, Inc. $ 191,208.00
Ruff Roofing & Sheet Metal, Inc. $ 199,717.00
Reliance Roofing and Waterproofing, Inc. $ 206,920.00
Franco and Brothers Contractors, Inc. $ 209,950.00
Dynamic General Contracting, LLC. $ 240,000.00
Cole Roofing Co., Inc. $ 241,000.00
Vertex Roofing Contractors $ 319,609.00
The bids were evaluated and the low bid is in order. The engineer’s estimate for the work was
$160,000.00.
DISCUSSION: The existing roof is in need of replacement to maintain long term integrity of the
building. The project is a 45 consecutive calendar day contract with an anticipated Notice to
Proceed in November 2020 and a completion date in December 2020. The bid documents include
Liquidated Damages in the amount of $250.00 per calendar day for work beyond the completion
date.
FISCAL IMPACT: The project will utilize available funds from the Systemic Improvements-
Buildings account (BLD078) in the Capital Improvement Plan (CIP).
CONCURRENCES: N/A
ATTACHMENTS: Bid Tabulation
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
1 of 4
Tecta America East, LLC
Jessup, MD
D Project, Inc.
Glen Burnie, MD
Simpson Unlimited, Inc
Manassas, VA
AAR of North Carolina, Inc
Kernersville, NC
Base Bid $139,930.00 $146,000.00 $151,700.00 $156,300.00
Constr. Contingency $10,000.00 $10,000.00 $10,000.00 $10,000.00
TOTAL BID $149,930.00 $156,000.00 $161,700.00 $166,300.00
WASHINGTON COUNTY DIVISION OF ENGINEERING
BID TABULATION
17718 VIRGINIA AVENUE ROOF REPLACEMENT
COUNTY CONTRACT NO. MS-RF-284-28
2 of 4
WASHINGTON COUNTY DIVISION OF ENGINEERING
BID TABULATION
17718 VIRGINIA AVENUE ROOF REPLACEMENT
COUNTY CONTRACT NO. MS-RF-284-28
Hite Roofing
Cumberland, MD
Simpson of Maryland, Inc.
Hanover, MD
Skyline Roofing, Inc
Rockingham, VA
Alpha Omega
Construction Group, Inc
Glenwood Landing, NY
Base Bid $158,000.00 $163,773.00 $176,347.00 $181,000.00
Constr. Contingency $10,000.00 $10,000.00 $10,000 $10,000.00
TOTAL BID $168,000.00 $173,773.00 $186,347.00 $191,000.00
3 of 4
WASHINGTON COUNTY DIVISION OF ENGINEERING
BID TABULATION
17718 VIRGINIA AVENUE ROOF REPLACEMENT
COUNTY CONTRACT NO. MS-RF-284-28
Bonded Applicators, Inc
Waynesboro, PA
Ruff Roofing &
Sheet Metal, Inc.
Baltimore, MD
Reliance Roofing and
Waterproofing, Inc
Manassas, VA
Franco and Brothers
Contractors, Inc.
Beltsville, MD
Base Bid $181,208.00 $189,717.00 $196,920.00 $199,950.00
Alternate $10,000.00 $10,000.00 $10,000.00 $10,000.00
TOTAL BID $191,208.00 $199,717.00 $206,920.00 $209,950.00
4 of 4
WASHINGTON COUNTY DIVISION OF ENGINEERING
BID TABULATION
17718 VIRGINIA AVENUE ROOF REPLACEMENT
COUNTY CONTRACT NO. MS-RF-284-28
Dynamic General
Contracting, Inc
Millersville, MD
Cole Roofing Co., Inc.
Baltimore, MD
Vertex Roofing
Contractors
Manassas, VA
Base Bid $230,000.00 $231,000.00 $309,609.00
Alternate $10,000.00 $10,000.00 $10,000.00
TOTAL BID $240,000.00 $241,000.00 $319,609.00
Open Session Item
SUBJECT: Hagerstown Urban Improvement Project-Capital Bond Bill Grant Application
Submission
PRESENTATION DATE: October 20, 2020
PRESENTATION BY: Susan Buchanan, Director, Office of Grant Management
RECOMMENDED MOTION: Move to approve the submission of the FY21 Maryland Capital
Bond Bill application, accept awarded funds, and approve execution of grant documents upon
receipt from the Maryland Department of General Services and move to approve the subsequent
execution of a Subrecipient with the City of Hagerstown, who will be added as a beneficiary on
the Capital Bond Bill.
REPORT-IN-BRIEF: In 2017, Governor Hogan authorized five years of Capital Bond Bill
funding totaling $7.5 million for the Urban Improvement Project. The County has received the
application packet for the fourth year of funding in the amount of $2,500,000. Once the application
is submitted the State will provide a grant agreement to the County for review and execution.
DISCUSSION: The Department of General Services (DGS) has provided the County with the
application for the fourth year of Capital Bond Bill funding for the Hagerstown Urban
Improvement Project. The amount of funding allocated in FY20 is $2,500,000. The total amount
of funding authorized over 5 years is as follows:
The funding will be used to reimburse costs associated with the Urban Improvement Project
including the Maryland Theatre Expansion, Barbara Ingram School Expansion and proposed
multi-use Plaza. Once the application is submitted to the Department of General Services, a
grant agreement for the funding will be sent to the County for execution.
DGS is adding the City of Hagerstown to the Capital Bond Bill to allow them to receive
reimbursement for expenses associated the construction of a multi-use Plaza. This addition will
necessitate the execution of an additional Subrecipient Agreement between the City of
Hagerstown and the County.
FISCAL IMPACT: The grant will provide $2,500,000 for costs associated with various
components the Urban Improvement Project.
CONCURRENCES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL TO BE USED: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Washington County Community Coalition Request for Support
PRESENTATION DATE: October 20, 2020
PRESENTATION BY: Paul Frey, President, Washington County Chamber of Commerce, and
Jim Kercheval, Executive Director, Greater Hagerstown Committee
RECOMMENDED MOTION: Move to award $10,000 to the Washington County Community
Coalition for their continued partnership with lobbying efforts in Annapolis
REPORT-IN-BRIEF: Presentation of outlined topics to be discussed during the upcoming
legislative season
DISCUSSION: N/A
FISCAL IMPACT: $10,000
CONCURRENCES: None
ALTERNATIVES: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Division of Emergency Services / Division of Emergency Management
PRESENTATION DATE: October 20, 2020
PRESENTATION BY: Kirk C. Downey, County Attorney/Int. County Admin.
RECOMMENDED MOTION: Move to reorganize the Division of Emergency Services
and Division of Emergency Management as presented.
REPORT-IN-BRIEF: Separation of Emergency Management and Emergency Services
DISCUSSION: The Division of Emergency Services currently includes the Department of
Emergency Management. It has been determined that to streamline operational efficiencies in
both Emergency Services and Emergency Management, it would be beneficial to have them as
stand alone units. The fiscal impact is negligible. The Emergency Manager would report directly
to the County Administrator.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form