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BOARD OF COUNTY COMMISSIONERS
October 30, 2018
OPEN SESSION AGENDA
08:00 A.M. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Terry L. Baker
APPROVAL OF MINUTES – October 16, 2018
08:05 A.M. CLOSED SESSION
(To discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation,
or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other
personnel matter that affects one or more specific individuals; to consider a matter that concerns the proposal for a business
or industrial organization to locate, expand, or remain in the State; to consult with counsel to obtain legal advice on a legal
matter; and to consult with staff, consultants, or other individuals about pending or potential litigation.)
09:00 A.M. RECONVENE IN OPEN SESSION
09:05 A.M. COMMISSIONERS’ REPORTS AND COMMENTS
09:15 A.M. REPORTS FROM COUNTY STAFF
09:25 A.M. CITIZENS PARTICIPATION
09:35 A.M. GENERAL FUND CONTINGENCY GRANT REQUEST, KEEDYSVILLE
COMMUNITY CENTER – Susan Buchanan, Director, Office of Grant Management,
and Art Williamson, President, South Eastern Washington County Health & Community
Services
09:40 A.M HOTEL RENTAL TAX FUNDING REQUEST, HAGERSTOWN-WASHINGTON
COUNTY CONVENTION VISITORS BUREAU – Susan Buchanan, Director, Office of
Grant Management, and Daniel Spedden, President, Hagerstown / Washington County
Convention and Visitors Bureau
09:45 A.M. HAGERSTOWN / WASHINGTON COUNTY CONVENTION VISITORS BUREAU
ANNUAL AUDIT AND ECONOMIC IMPACT PRESENTATION – Daniel Spedden,
President, Hagerstown / Washington County Convention and Visitors Bureau, and Al
Martin, Treasurer, Hagerstown / Washington County Convention and Visitors Bureau
09:55 A.M. CONSTRUCTION BID AWARD – PARKING FACILITY AT COUNTY
ADMINISTRATION BUILDING – Scott Hobbs, Director, Division of Engineering
10:00 A.M. FEDERAL AID PROJECT FUNDING – Scott Hobbs, Director, Division of Engineering
Terry L. Baker,
Jeffrey A. Cline, Vice
President
John F. Barr
Wayne K. Keefer
LeRoy E. Myers, Jr.
WWW.WASHCO-MD.NET
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make
arrangements.
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10:05 A.M. ENHANCED NUTRIENT REMOVAL AT WASHINGTON COUNTY’S
WWTP – Mark D. Bradshaw, P.E., Deputy Director, Engineering Services Water
Quality
10:15 A.M. PRETRIAL SERVICES PROGRAM GRANT – APPROVAL TO ACCEPT AWARDED
FUNDING – Stephanie Lapole, Senior Grant Manager, Office of Grant Management,
and Major Craig Rowe, Washington County Sherriff’s Office
10:20 A.M. PRESENTATION OF FARM OF THE YEAR 2018-2019 – Leslie Hart, Agricultural
Specialist, Department of Business Development, Susan Small, Director, Department of
Business Development, and Dan Norris, Owner, Don Spickler Insurance and President,
AG Marketing Advisory Committee
10:30 A.M. ADJOURNMENT
Board of County Commissioners have been invited to attend the “Ribbon Cutting and Grand Opening”
of the Hancock Veteran’s Memorial Branch of the Washington County Free Library located in Hancock,
Maryland
Open Session Item
SUBJECT: General Fund Contingency Grant Request, Keedysville Community Center
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Susan Buchanan, Director, Office of Grant Management, Art
Williamson, President, South Eastern Washington County Health & Community Services
RECOMMENDED MOTION: Move to approve the request for General Fund Contingency
funding from South Eastern Washington County Health & Community Services in the amount of
$________, for direct expenses associated with the Keedysville Community Center.
REPORT-IN-BRIEF: South Eastern Washington County Health & Community Services has
submitted a request for General Fund Contingency funding to support the operations of the
Keedysville Community Center.
DISCUSSION: South Eastern Washington County Health & Community Services is requesting
$6,000 of General Fund Contingency funding to support costs associated with operating the
Keedysville Community Center. The Keedysville Community Center is a former elementary
school building which was sold to South Eastern Washington County Health & Community
Services in the 1980’s. The building houses several tenants including a day care center, several
small businesses, and is utilized by local groups for practices, meetings, and private events.
The building, due to its age, requires considerable maintenance and the current operating
expenses exceed rental income. Recent unexpected repair costs include the replacement of a
furnace, an underground sewer line replacement, and roof and appliance repairs. If awarded, the
General Fund Contingency funds will allow the center to remain open through the end of fiscal
year 2019, while allowing the organization to seek other funding sources to support ongoing
operations.
The Office of Grant Management has reviewed this request and the organization is eligible for
General Fund Contingency grant funding.
FISCAL IMPACT: General Fund Contingency fund will be reduced by the amount of this
award.
CONCURRENCES: N/A
ALTERNATIVES: Deny the request for General Fund Contingency funding.
ATTACHMENTS: General Fund Contingency Funding Application
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Washington County, Maryland
General Fund Contingency
Grant Application
100 West Washington Street
Room 2200
Hagerstown, Maryland 21740
240-313-2040
Organization/Agency: S_ E. Washington Co. Health & Community Services E-mail Address:
Address: 40 Mount Vernon Drive, Keedysville, Maryland 21756
Contact Person: Arthur Williamson Title: Board President
Phone Number: 301-432-0281 Fax: 301-432-0271
Tax ID/Federal ID#: 31168108 / 521071379 (` Capital Request f: Operating Request
® Pre -Event / Project Request ❑ Post -Event / Project Request
Project Name: Keedysville Community Center
Project Start Date: 1-1-2018 Project End Date: I6-30-2019
Narrative Description of Project: Include description, purpose, goals, expected attendance or participation, and any other information
that may be useful in the consideration of your request.
The Keedysville Community Center is an old Washington County Elementary School that was sold to the non-profit S. E. Washington
County Health & Community Service Corp. circa 1980. It is currently operated as a facility for the benefit of the citizens of the area.
A Day Care, Kombuca business, Karate classes, BAAA Wrestling practices, Keedysville Ruritan Bingo Fundraisers, Chair Caning classes
through HCC, and various private parties rent the building.
Being aged, the building requires considerable maintenance, and expenses exceed rental income.
This grant is being sought to make up the operating deficit.
A. Amount of Contingency Funding Requested
B. List other sources of funding to be provided by applicant below:
$6,000.00
Estimated rental income (2018) [ $20,000.00
Estimated rental income (6 mo. 2019) $10,000.00
C. Total Project/Event Funding (A + B) $36,000.00
Total Project Budget (indicate how grant funds will be used)
D. Personnel Costs:
None
I E.
F.
:ing:
Estimated 2018 $24,000.00
Estimated - 6 month 2019 $12,000.00
nent Purchases/Rental:
None
G. Other:
None
Total Project Budget (This line should agree to to line C)
$36,000.00
Certification:
I/We certify the information contained in this application is complete, accurate, and fully discloses the scope and
intent of our request for funding from the General Fund Contingency. We agree to comply with the County's
requests for information regarding the use of awarded funds and to provide access to accounting records
related to these funds.
We acknowledge that if expenditures of funds is approved, such approval will be for line -item -by -line -item
expenditures, which must be adhered to within the maximum 10% line item deviation.
We further acknowledge that any deviations beyond 10% of the allowable amount will require us to submit a
program amendment which will have to be approved in writing by the Office of Grant Management prior to any
further expenditures.
By signing this application, I/we accept and agree to be bound by the terms and conditions of General Fund
Contingency Regulations/Procedures as administered by the Washington County Commissioners in compliance
with current State laws.
Applicant: Date: / 0 - / _ Rol
Title/Position: Board Presi ent
Recommended by: Date: (� Approve
Director, Office of Grant Management i Deny
Comments:
Approved by:
Recommended Award:
Date:
County Administrator
Approved Award:
Return Application To:
Washington County Office of Grant Management
100 West Washington Street
Room 2200
(7 Approved
(- Denied
Hagerstown, Maryland 21740
240-313-2040
Open Session Item
SUBJECT: Hotel Rental Tax Funding Request, Hagerstown-Washington County Convention
Visitors Bureau
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Susan Buchanan, Director, Office of Grant Management, Daniel
Spedden, President, Hagerstown/Washington County CVB
RECOMMENDED MOTION: Move to approve the request for Hotel Rental Tax funding
from the Hagerstown/Washington County Convention Visitors Bureau in the amount of
$________, for direct expenses associated with the USA Cycling Amateur Road National
Championships to be held on June 20-23, 2019.
REPORT-IN-BRIEF: The Hagerstown/Washington County Convention Visitors Bureau (CVB)
has submitted a request for Hotel Rental Tax funding to support the USA Cycling Amateur Road
National Championships to be held on June 20-23, 2019. The amount of funding requested for
this event by the CVB is $65,000.
DISCUSSION: This is the second year that Washington County has hosted the USA Cycling
Amateur Road National Championship, a nationally recognized event that is expected to bring
economic benefits to our region. As a host community of the USAC Championships the region
can anticipate increased visitor spending on lodging, food & beverage, gas, and amusements.
The USAC Championships will also generate labor income in the hospitality, transportation,
government, health, waste, insurance, emergency services, construction and utilities sectors. This
national event will elevate the profile of our community and present it as a preferred destination
among cyclists.
In July 2018, the USA Cycling Amateur Road National Championships event reported 672
individual athletes and 1,507 unique race registrants, and the event is predicted to attract 1,000
unique participants in 2019. On average two spectators accompany each athlete. Additionally,
over 30 staff members and officials will be in the region for this event. A minimum of 140 room
nights will be generated from this event from staff and officials. It is anticipated that athletes and
spectators will generate an additional 2,500 - 3,500 room nights during the event. Visit
Hagerstown expects to see a $1.5 million impact in Hagerstown and Washington County in
2019.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
The total event budget for 2019 is set at $180,040. The CVB is providing $76,290 for the event
and has secured funding from the Maryland Sports Commission and local & national sponsors
for this event totaling $38,750.
This year’s budget is based upon actual costs of the 2018 race and has increased significantly,
primarily due to much higher than expected traffic control costs associated with the event. The
CVB has increased this year’s Hotel Rental Tax funds request from $25,000 to $65,000 to assist
with these costs. The project budget for County Hotel Rental Tax funding includes $51,414 for
traffic control costs and detour signage, $13,586 towards the costs of law enforcement and EMS
services for the event.
This event meets all 7 of the Board of County Commissioner’s goals and criteria for the use of
Hotel Rental Tax Funds. There are no issues of outstanding obligations to the County that would
prevent the CVB from receiving funding. It is the recommendation of the Washington County
Office of Grant Management that this application be approved in an amount determined to be
appropriate by the Board of County Commissioners.
FISCAL IMPACT: The Hotel Rental Tax Fund will be reduced by the amount of this award.
CONCURRENCES: N/A
ALTERNATIVES: Deny the request for Hotel Rental Tax Funding.
ATTACHMENTS: Hotel Rental Tax Funding Application
AUDIO/VISUAL NEEDS: N/A
Washington County, Maryland
Hotel Rental Tax Funding
Grant Application
100 West Washington Street
Room 2200
Hagerstown, Maryland 21740
240-313-2040
Organization/Agency: Hagerstown/Washington County CVB E-mail Address: dan@visithagerstown.com
Address: 16 Public Square Hagerstown, Maryland 21740
Contact Person: Dan Spedden Title: President
Phone Number: (301) 745-5770 Fax Number: (301) 791-2601
Tax ID/Federal ID#: 152-1866211 C Capital Request ( Operating Request
Project Classification: (%J Tourism/Attraction ( Economic Development C Cultural (i Recreation
Project Name: IUSA Cycling Amateur Road National Championships 2019
Project Start Date: June 20, 2019 Project End Date: June 23, 2019
Project Justification and Economic Benefit/Impact to the Visitor Industry, if Applicable
-he USA Cycling Amateur Road National Championship is a nationally recognized event that is certain to bring economic benefits to
)ur region again in 2019. As a host community of the USAC Championships the region can anticipate increased visitor spending on
odging, food & beverage, retails, gas, and amusements. The USAC Championships will also generate labor income in the hospitality,
ransportation, government, health, waste, insurance, emergency services, and utilities sectors. This national event will elevate the
)rofile of our community and present it as a preferred destination among cyclists.
Anticipated Visitor Attendance and Impact on Hotel Rental Occupancy, if Applicable
In 2018 the USA Cycling Amateur Road National Championships event in Washington County reported 672 individual athletes and 1,507
unique race registrants, the event has the potential to attract 1,000 unique participants in 2019. On average two spectators accompany
each athlete. Additionally, 30 + staff members and officials will be in the region for this event. A minimum of 140 room nights will be
generated from this event from staff and officials. It is anticipated that athletes and spectators will generate an additional 2,500 -3,500
room nights during the course of the event.
Narrative Description of Project: Include purpose of project, outline of project procedures, intended results of project or any additional
comments that support the need for project and/or merit as an event or activity designed to promote Washington County, Maryland.
Recognized by the United States Olympic Committee and the Union Cycliste Internationale, USA Cycling is the official governing body
for all disciplines of competitive cycling in the United States, including BMX, cyclocross, mountain bike, road and track. As a
membership -based organization, USA Cycling comprises 60,000+ annual members; 2,500+ clubs and teams; and 34 local associations.
The national governing body sanctions over 3,000 competitive and non-competitive events throughout the U.S. each year and is
responsible for the identification, development, and support of American cyclists.
The mission of USA Cycling is to develop the sport of cycling in the United States at all levels and to achieve sustained international
racing success while fostering a shared commitment to safety, integrity, and the joy of cycling.
The vision of USA Cycling is that the sport of cycling in the United States is safe, fun, and locally accessible for a vibrant community of
racers, enthusiasts, supporters and event directors, and is represented by highly successful athletes competing with integrity on the
world stage.
The purpose of this event is to generate tourism and fulfill our mission to improve the economy of our destination. In partnership with ,
USAC, Visit Hagerstown aims to provide event participants with a memorable experience that encompasses our regions historic
significance, culture and scenic road ways. As the host destination for the USAC Amateur Road National Championship businesses will
be able to benefit from a visitor segment known for their lengthy overnight hotel stays as well as increased spending. To maximize our
impact of the visitors during the event, the CVB plans to provide an on -site expo demonstrating opportunities for local businesses.
By leveraging an event with such national prestige, we intend to elevate the status of the community in the tourism sports market.
Total Project Budget
A. Amount of Hotel Rental Tax Grant Funding Requested $65,000.00
B. List Other Funding Sources and Their Respective Amounts
Source: MD Sports Commission $25,000.00
Source: National and Local Sponsors $13,750.00
Source: Hagerstown/Washington County CVB $76,290.00
C. Total Project/Event Funding (A+ B) $180,040.00
Itemize your total project budget into the appropriate classifications:
A. Tourism Attraction (Be specific in expense break down):
See the attached detailed report of the 2018 event.
Actual spending from the 2018 event will serve as a budget for 2019
B. Economic Development Enhancement (Be specific in expense breakdown):
See Attached
C. Cultural Projects (Be specific in expense breakdown):
See Attached
D. Recreational Projects (Be specific in expense breakdown):
See attached
JTotal Project Budget
$180,040.00
Certification:
We certify the information contained in this application is complete, accurate and fully discloses the scope and intent
of our request for funding from the Hotel Rental Tax Fund. We agree to comply with the County's requests for
information regarding the use of awarded funds and to provide access to accounting records related to these funds.
We acknowledge that if expenditures of funds is approved, such approval will be for line -item -by -line -item
expenditures, which must be adhered to within the maximum 10% line item deviation.
We further acknowledge that any deviations beyond 10% allowable amount will require us to submit a program
amendment which will have to be approved by the Office of Community Grant Management prior to any further
expenditures.
By signing this application, Vwe accept and agree to be bound by the terms and conditions of Hotel Rental Tax
Regulati s as administered by the Washington County Commissioners in compliance with current State laws.
�a n $ ed d e Digitally signed by Dan Spedden Date: 9/27/2018
Signature: p Date: 2017.07.06 15:02:37-04'00'
Applicant/Organization: Hagerstown/Washington County Convention and Visitors Bureau
Recommended by: Date: Approve
( Denied
Director, Office of Community Grant Management
Comments:
Approved By:
County Administrator
Comments:
For Requests over $25,000
Date:',
Approved By: Date
President, Board of County Commissioners
Return Application To:
Washington County Office of Community Grant Management
100 West Washington Street Room 2200
Hagerstown, Maryland 21740
240-313-2040
('• Approved
(' Denied
(' Approved
( Denied
Washington County, Maryland Hotel Rental Tax Grant Report
Post -Event Report
USA Cycling Amateur Road National Championship • July 26 -29, 2018
Accommodations & Total Room Nights
Five host hotels were utilized for the event, though all hotels in the region were asked to report
any rooms that actualized because of the event. From speaking with spectators, we know
visitors also stayed at Hagerstown area campgrounds or temporary Airbnb/short term rental
lodging properties in the surrounding tri-state region.
A total of 585 roorn nights actualized according to direct reports from Hagerstown area Hotels.
According to the pick-up reports the average length of stay was 3.5 nights. This reporting is
believed to be lower than what actualized, as we know for a fact that several properties
reported no nights associated with the event did have participates stay at their property. To
better streamline our hotel reporting for 2019, we will be requiring all hotels to provide a rate
code to track room nights associated with the event.
Total Participates & Estimated Number of Spectators
• 672 Athletes were registered for the National Championship
• 1,507 Race starts occurred: meaning on average athletes participated in two or more
cycling races at the National Championship
• Based on hotel occupancy and directly speaking with attendees, we estimate that on
average each athlete was accompanied by 3 spectators, totaling participation at 2,688
Event Summary
The USA Cycling Amateur Road National Championship occurred over four days and
encompasses three styles of racing: Time Trial, Road Race and, Criterium. In total 672 athletes
accompanied by their cycling coaches and family members traveled to the region to participate
in the event.
In 2017 the Amateur Road National Championship was held in Louisville, KY and drew
approximately 100 more riders. The registration was slightly down, due to the lack of category
1 level riders, who have been competing in the Pro -Road National Championships. On average
athletes participated in two types of road racing or more. A substantial number of athletes
arrived days prior to the first race to practice and get a feel for the courses in Boonsboro, Clear
Spring and Hagerstown, MD. This is important for those riders who hailed from much dryer
destinations as they had to acclimate the humidity and the terrain.
The event was deemed successful by both athletes and the national sanctioning body, USA
Cycling. Several factors that contributed to the success of the event were the commitment of
the USA Cycling Staff, USAC Officials, USAC third -party contractors, auxiliary personnel paid for
by Visit Hagerstown and the robust volunteer program. In total, Visit Hagerstown and USA
Cycling invested $260,506.59 to organize the event.
The athletes and their supporters were impressed by the quality of the courses and the
challenges they presented, certainly worthy of a National Championship. Many athletes
commented on not only the quality of the courses but also the scenic beauty of the region. The
athletes were impressed with the welcoming spirit of the community and are looking forward
to returning to the area next year.
USA Cycling Amateur Road National Championships will return to Hagerstown, Maryland June
20 — 23, 2019. The goal of the local organizing committee in 2019 are to: improve logistics,
medical and safety planning, streamlining communications amongst agencies on site, provide
more discounted lodging options for athletes and focus on driving more regional spectators to
the National Championships.
In addition to the support of MD Sports Commission, the 2018 USA Cycling Amateur Road
National Championships was made possible by the partnerships Visit Hagerstown forged with
Maryland Sports, Washington County Government and the various departments within; the
City of Hagerstown and the various departments within; Main Street Hagerstown; the Town of
Boonsboro and the Boonsboro Economic Development Commissions; Maryland State
Highways, Antietam Velo Club, the Cumberland Valley Cycling Club, CVB Members and the
Community.
• Hosting Expenses
o Most of the grant funds were utilized to offset the cost for housing the USA
Cycling Staff and Officials.
o The average length of stay (4.5 Days) for staff and officials was slightly more
than that of the athletes
o Two of the five host hotels were utilized for hosting.
• Digital Marketing with Herald Mail Media
Website Traffic:
• July traffic experienced an overall traffic increased 50% over the previous month of
June primarily during the July 20-30 timeframe
• Organic traffic rose 41% over the previous month
• Our 2017 to 2018 traffic comparison
0 29% in overall traffic
o Organic traffic improving 18%
o Social Media traffic to the site increased by 256%, primarily via Facebook, due
to paid posts
• The Amateur Road page (created specifically for cyclists) was the #1 visited landing
page
• Google rankings increased 18 ranks with an overall ranking increase of 35,704
positions
• Bing rankings increased 52 ranks in July and an overall ranking increase of 30,201
ranks
• We received a Google Anomaly alert that showed that on the day of July 28 (the
Saturday of the race week) our website usage spiked in Page Views by 45%.
o Amateur Road (the Cyclist's page) showed an increase of 361%
o The Amateur Road Spectators Page showed an increase of 307%
ARTICLES: Print and Online (See attached list of links)
• A search on the Herald Mail's website for USA Cycling produces nearly 50 event
related articles and photo galleries pages (pre and post event)
• WDVM aired 7 reports on air and online
Additional Publications:
Sports Destinations
Recreation News
BicycleRetailer.com
BikingPress.com
CyclingNews.com
CXMagazxine.com
Shreveport Times
Business Insider
The Eagle (Bryan, TX)
Bicycling.com
Duarngo Herald (Durango, CO)
Wilton Bulletin (Norwalk CT)
SoCalCyling.com
Washington Post (slight negative)
Daily Interlake (Kallispell, MT)
ADVERTSING (Paid and In -Kind):
Paid Media:
• 9 Boosted Posts, geared to Cyclists, Volunteers, and Resident Specific info
via Facebook for the month of July which ran from March -July
• Digital ads on Herald Mail Media page — 35,000 impressions
• Digital ads on websites across the internet via Manning media
• Herald Mail Insert
• In -Kind - Sponsored Media:
• Print: Herald Mail Sponsored Ads for March-JUly
o A Total of 30 COLOR Back Page ads, and several Full Page ads in What's NXT
o 70,000 digital ads on their page in June —July
Radio: Manning Media Sponsored on -air radio ads — daily for March -July
o WWEG, 106.9 The Eagle: 1,000 commercials
0 102.1MoreFM: 1,185 commercials
o WARK 98.9FM: 1,500 commercials
o Total: 3,685 commercials
SOCIAL MEDIA ANALYTICS: (Organic)
FACEBOOK:
• In July 47 Posts were made about the event by Visit Hagerstown
• 33,008 times posts entered the users screen, all unique users
• 47,147 times posts entered any screen, all users
• 2.030 Post engagements (likes, shares, etc), unique users
• 27,208 impressions to people who like our page, unique users
• 822 Video Views of 95% of video, unique users
IN STAG RAM/TWITTER:
• A search of the #amateurroadnats and other related hashtags yielded close to 1,000
posts on each platform. (hashtags included team names, cyclist names, cycle venue,
race names)
• Total reach on each platform of 1,000 posts averages about 350 likes, shares, and
impressions (according to our insights and metrics
• Conclude that about 35,000 were reach on each platform
VIDEO:
• The official video was created by Scott Cantner, and other videos made during the
event can be found
here: https://www.f ace bookcom/HagerstownWash ingtonCountyCVB/videos/101606
56913415440/
• For pre -event excitement, volunteer recruitment, etc. we created a YouTube Playlist
on our channel, called USA Cycling which contains 3 videos Link here to
view: https://www.youtube.com/playlist?list=PLV35y8Sp8bGRT2 k4ilaUZF8UBDa1-
3Ld
PHOTOGRAPHY:
• Youngblood Studios was our official event photographer,
and will provide individual high-res, non -watermarked photos at no cost, on an as -
requested basis; the link to them is
here:littps•//www.facebook.corn/youngblood.seniors/photos all
• Ed Crawford, local photographer, also took some great photos of the Crit and they can
be found and downloaded here: https://app.box.com/folder/53832517668
SAMPLE OF NUMEROUS QUOTES/TESTIMONIALS:
• Local resident Tim Hamilton said he and his wife, Robbin, are not really cycling fans,
"but we love this." The couple live downtown and walked over to catch a midmorning
race. "The excitement. The young kids. It's just unreal," he said. The couple were
planning to spend the day watching the cycling and hanging out at a nearby block
party. (source: Herald Mail Media, Sun. July 29, 2018)
• From a cyclist: "I'm telling you, everybody is so friendly," Katy May said. The Mays made
the nine -hour drive a week ago because Elizabeth's team reviewed the course
Tuesday ..."We've been eating fresh corn and blueberries and peaches," she
said. Georgia has all of that, but "It's not, like, right down the street." (source: Herald
Mail Media, Sun. July 29, 2018)
Event Budget
• Total Direct Spend by Event Organizers was $260,507
• Visit Hagerstown expenses were $168,506.59
• * $20,000 was received In -Kind Marketing Support from Herald Mail Media and
Manning Media for Digital, Radio and Print Marketing.
• Additional $8,500 of In -Kind goods or services were also awarded to the CVB by area
businesses and restaurants to assist with the Volunteer Program, Staff Meals and
Operations.
2018 Amateur Road National Championship
Hosting Expenses
Rental Vehicles
,
Security
.
Itosident Notifications
.
USAC site Visit
.
Event Insurance
■
Waste Management
-
Volunteer Incentives
-
General Supplies
-
Mediral Support Services
r r
Detoan Signage
Marketing '
Staff & Volunteer Meals
Promotional/Venue Signage
Hosting Accommodations
• '
Personnel
Police
rraftic Control
r
Event Impact
• The event drew Athletes from 42 of the 50 states to Maryland.
• The top five represented states by visitors where: Pennsylvania, California,
Colorado, Maryland and Texas.
• In July 2018, the month of the USA Cycling Amateur National Road Championship,
more than $3,686,633 was spent on lodging on Washington County Maryland.
• According to STIR, Average Daily Rate reached a record high of $101.44 for during a
peak night of the event.
• Average hotel occupancy during the event was 85.84% with several hotels reporting
sells out or near sell out at their properties.
• "The USA Cycling Amateur National Road Championship generated an
unprecedented volume of marketing forever elevating Washington County's profile
as a destination." — Daniel P. Spedden, Visit Hagerstown
• This event help Visit Hagerstown absorb a loss that had been created by the decline
in meetings and convention business and further strengthen our stake in the Sports
Market.
Category
As5um )tian
Attendance Characteristics
Number or Events
Total Participants
Average Household Travel Party Size
I
672
3.0
Total Attendees (Spectators & Participants)
2,016
Number of Room Nights
Total Attendees (Spectators & Participants)
Percentage Staying Overnight in a Flotel/Motel
Overnight Attendees
Average Length of Stay
Total Overnight Attendee Days
People Per Room
2,688
75%
2,016
4.0
8,064
4.0
Total Room N hts
2,016
Attendee Spending Outside the Venne
Total Overnight Attendee Days
AveraRe Spending Per Person Per Da
8,064
$150
Total Direct S endin - Overnight Attendees
$1210 000
Daytripper Attendee Days
Average Spending Pcr Person Per Da
672
$40
Total Direct Spending - Daytripoer Attendees
$27 000
Total Direct S endin - All Attendees
S1,237,000
Weighted Average - Direct Spending Per Attendee
$142
Event Organizer/Producer Spending in the State
Number of Events
Average S endin Per Organization Per Event
I
$129 932
Total Direct S endin - Event Organizer/Producer
$260 507
Grand Total - Direct Spending
$1 49? 507
Open Session Item
SUBJECT: Hagerstown/Washington County Convention and Visitors Bureau Annual Audit
and Economic Impact Presentation
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Dan Spedden, President, Hagerstown / Washington County Convention
and Visitors Bureau, and Al Martin, Treasurer Hagerstown / Washington County Convention and
Visitors Bureau
RECOMMENDED MOTION: Move to accept the annual audit report
REPORT-IN-BRIEF: Mr. Spedden and Mr. Martin will discuss ongoing efforts, future
planning and present the 2017 audit report of the Bureau’s finances.
DISCUSSION: Economic impact statement will be presented, and the 2021 world canal
conference will be discussed.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Audit report, Economic Impact Statement
AUDIO/VISUAL NEEDS: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Audited
Financial
Statements
December 31,
2017
Washington County,
Maryland Convention and
Visitors Bureau, Inc.
I-.'*0
AG
&Washington County
Convention and Visitors Bureau
CONTENTS
INDEPENDENT AUDITORS REPORT
FINANCIAL STATEMENTS
PAGE
1-2
Statements of Financial Position 3
Statements of Activities and Changes in Net Assets 4
Statements of Cash Flows 5
Notes to Financial Statements 6-10
Smith Elliott Kearns & Company, LLC
(SEN 4D CERTIFIED PUBLIC ACCOUNTANTS & CONSULTANTS
INDEPENDENT AUDITOR'S REPORT
Board of Directors
Washington County, Maryland Convention and Visitors Bureau, Inc.
l-Iagerstown, Maryland
REPORT ON THE FINANCIAL STATEMENTS
We have audited the accompanying financial statements of Washington County, Maryland
Convention and Visitors Bureau, Inc. (the Bureau) (a nonprofit organization), which comprise the
statements of financial position as of December 31, 2017 and 2016, and the related statements of
activities and changes in net assets and cash Flows for the years then ended, and the related notes to the
financial statements.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial
statements in accordance with accounting principles generally accepted in the United States of
America; this includes the design, implementation, and maintenance of internal control relevant to the
preparation and fair presentation of financial statements that are free from material misstatement,
whether due to fraud or error.
Auditor's Responsibility
Our responsibility is to express an opinion on these financial statements based on our audits.
We conducted our audits in accordance with auditing standards generally accepted in the United States
of Arnerica. Those standards require that we plan and perform the audit to obtain reasonable assurance
about whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and
disclosures in the financial statements. The procedures selected depend on the auditor's judgment,
Including the assessment of the risks of material misstatement of the financial statements, whether due
to fraud or error. In making those risk assessments, the auditor considers internal control relevant to
the entity's preparation and fair presentation of the financial statements in order to design audit
procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion
on the effectiveness of the entity's internal control. Accordingly, we express no such opinion. An audit
also includes evaluating the appropriateness of accounting policies used and the reasonableness of
significant accounting estimates made by management, as well as evaluating the overall presentation of
the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a
basis for our audit opinion.
1
Opinion
In our opinion, the financial statements referred to above present fairly, in all material respects,
the financial position of Washington County, Maryland Convention and Visitors Bureau, Inc. as of
December 31, 2017 and 2016, and the changes in its net assets and its cash flows for the years then
ended in conformity with accounting principles generally accepted in the United States of America.
Hagerstown, Maryland
May 11, 2018
2
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Statements of Financial Position
December 31, 2017 and 2016
ASSETS
CurrentAssets
Cash
Taxes receivable
Grants receivable
Inventories
Prepaid expenses
Total Current Assets
Property and Equipment
Office equipment
Leasehold improvements
Less accumulated depreciation
Total Property and Equipment
TOTAL ASSETS
LIABILITIES AND NET ASSETS
Current Liabilities
Accounts payable
Accrued salaries and wages
Deferred income
Total Current Liabilities
Unrestricted Net Assets
TOTAL LIABILITIES AND NET ASSETS
2017 2016
$ 160,868 $ 98,272
70,452 68,837
- 703
9,648 11,552
- 13,516
240,968
192,880
66,382
42,462
33,236
33,236
99,618
75,698
55,834
47,430
43,784
28,268
$ 284,752 $
221,148
$ 24,741 $ 17,555
22,633 21,541
59,298 24,559
106,672 63,655
178,080 157,493
$ 284,752 $ 221,148
The Notes to Financial Statements are an integral part of these statements. 3
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Statements of Activities and Changes in Net Assets
Years Ended December 31, 2017 and 2016
2017
2016
UNRESTRICTED REVENUES AND OTHER SUPPORT
Lodging taxes
$ 1,028,163
$ 1,016,479
Grants
102,815
68,565
Membership revenues
49,650
53,353
Official Visitor's Guide revenues
46,806
50,878
Gift shop revenues
19,433
18,953
Ticket sale commissions
1,895
1,293
Advertising revenues
2,463
1,485
Miscellaneous
6
12
Interest income
479
199
Total Revenues and Other Support
1,251,710
1,211,217
UNRESTRICTED EXPENSES
Advertising expense
330,325
314,672
Board of directors expense
4,413
5,301
Convention sales expense
74,131
77,965
Civil War Heritage
3,800
6,200
Depreciation
8,404
7,764
Dues and subscriptions
17,088
15,001
Employee benefits and payroll taxes
66,069
65,469
Gift shop cost of sales
9,949
11,328
Interest expense
324
76
Loss on disposal of asset
-
81
Maintenance and repairs
22,039
26,287
Miscellaneous
15,174
13,012
Newcomer house expenses
4,501
3,848
Office supplies
7,879
16,288
Office equipment expense
-
24,303
Postage
11,791
13,800
Printing expenses
4,007
5,652
Professional fees
25,300
21,975
Programs expense
80,100
93,987
Public relations
60,940
64,419
Publications expense
89,117
80,542
Rent expense
42,976
40,204
Salaries
334,128
312,345
Utilities
18,668
18,586
Total Expenses
1,231,123
1,239,105
Change In Unrestricted Net Assets
20,587
(27,888)
UNRESTRICTED NET ASSETS, BEGINNING OF YEAR
157,493
185,381
UNRESTRICTED NET ASSETS, END OF YEAR
$ 178,080
$ 157,493
The Notes to Financial Statements are an integral part of these statements. 4
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Statements of Cash Flows
Years Ended December 31, 2017 and 2016
CASH FLOWS FROM OPERATING ACTIVITIES
Change in unrestricted net assets
Adjustment to reconcile change in net assets to
net cash provided by (used in) operating activities:
Depreciation
Loss on asset disposal
Decrease in grants receivable
(Increase) decrease in taxes receivable
Decrease in inventories
(Increase) decrease in prepaid expenses
Increase in accounts payable
Increase(decrease)in accrued expenses
Increase (decrease) in deferred income
Net Cash Provided By (Used In) Operating Activities
CASH FLOWS FROM INVESTING ACTIVITIES
Acquisition of property and equipment
Net Cash (Used In) Investing Activities
Net Increase (Decrease) In Cash
CASH, BEGINNING OF YEAR
CASH, END OF YEAR
2017 2016
$ 20,587 $ (27,888)
8,404
703
(1,615)
1,904
13,516
7,186
1,092
34,739
7,764
81
6,258
15,086
679
(11,616)
3,238
(8,674)
(33,621)
86,516 (48,693)
(23,920) (11,884)
(23,920) (11,884)
62,596 (60,577)
98,272 158,849
$ 160,868 $ 98,272
The Notes to Financial Statements are an integral part of these statements. 5
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Notes to Financial Statements
December 31, 2017 and 2016
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Organization and Nature of Operation
Washington County, Maryland Convention and Visitors Bureau, Inc. (Bureau) is a not -for -profit
organization headquartered in Hagerstown, Maryland. The purpose of the Bureau is to develop
tourism and market Washington County to meeting planners, leisure travelers and business
customers. Approximately 82% of the Bureau's unrestricted funding in 2017 was received
from lodging tax revenues passed through the County Commissioners of Washington County.
Basis of Accounting
The accounting policies of the Bureau conform to generally accepted accounting principles.
Therefore, the financial statements are prepared using the accrual basis of accounting. Revenue
from lodging taxes is recorded in the period the tax is remitted by the hotels/motels to the
County Commissioners of Washington County.
Use of Estimates in the Preparation of Financial Statements
The preparation of financial statements in conformity with generally accepted accounting
principles requires management to make estimates and assumptions that affect the reported
amounts of assets and liabilities, disclosure of contingent assets and liabilities at the date of the
financial statements, and the reported amounts of revenue and expenses during the reporting
period. Actual results could differ from those estimates.
Allowance for Bad Debts
The Bureau does not normally provide credit to its customers. The Bureau records receivables
for lodging tax revenues and grant revenues. Management of the Bureau periodically reviews
the collectability of accounts receivable, and those accounts which are considered not
collectible are written off as bad debts. Based on management's review, an allowance for
doubtful accounts is not considered necessary.
Property and Equipment
The Bureau follows the practice of capitalizing expenditures for property and equipment in
excess of $5,000 that are deemed to have a useful life greater than one year. Fixed assets are
recorded at cost or estimated value, if donated. Depreciation of fixed assets is charged as an
expense against operations. Depreciation has been provided over the estimated useful lives,
between three and fifteen years, using the straight-line method. When assets are retired or
otherwise disposed of, the cost and related accumulated depreciation are removed from the
accounts, and any resulting gain or loss is recognized in income for the period. The cost of
maintenance and repairs is charged to expense as incurred; significant renewals and
betterments are capitalized.
6
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Notes to Financial Statements
December 31, 2017 and 2016
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED
Donated Services and Material
Donations of services and materials, if applicable, are recorded at their estimated fair value at
the date of donation, given the services received create or enhance nonfinancial assets or
require specialized skills, are provided by individuals possessing those skills, and would
typically need to be purchased if not provided by donation.
General and Program Service Expenses
Expenses directly identified within functional areas are charged to such area. If an expense
affects more than one area, it is allocated based on the time expended, space utilized, or by
another rational basis.
Advertising
Advertising costs are expensed the first time the advertising takes place. Advertising expense
amounted to $330,325 and $314,672 for the years ended December 31, 2017 and 2016,
respectively.
Income Tax Status
The Bureau is a not -for -profit corporation as described in Internal Revenue Code Section
501(c)(6) and is exempt from federal income tax under Internal Revenue Code Section 501(a).
Uncertain Tax Positions
The Bureau follows the FASB Accounting Standards Codification, which provides guidance on
accounting for uncertainty in income taxes recognized in an entity's financial statements. The
guidance prescribes a recognition threshold and measurement attribute for the financial
statement recognition and measurement of a tax position taken or expected to be taken in a tax
return, and also provides guidance on derecognition, classification, interest and penalties,
accounting in interim periods, disclosures, and transition. The Bureau's policy is to recognize
interest and penalties in expense as incurred. The Bureau's federal and state income tax
returns are subject to examination by the Internal Revenue Service and state tax authorities,
generally for a period of three years after the returns are filed.
Inventory
Inventory is valued at cost, using the first -in first -out method.
7
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Notes to Financial Statements
December 31, 2017 and 2016
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Statement of Cash Flows
For purposes of the statement of cash flows, the Bureau considers all highly liquid deposits with
a maturity of three months or less to be cash equivalents.
NOTE 2 PROPERTY AND EQUIPMENT
Accumulated Net Book
Cost Depreciation Value
2017
Office equipment (3-10 years)
Leasehold improvements (5-15 years)
2016
Office equipment (3-10 years)
Leasehold improvements (5-15 years)
$ 66,382
33,236
$ 99,618
$ 42,462
33,236
$ 75,698
$ 38,892
16,942
$ 55,834
$ 32,428
15,002
$ 47,430
$ 27,490
16,294
$ 43,784
$ 10,034
18,234
$ 28,268
Depreciation expense was $8,404 and $7,764 for years ended December 31, 2017 and 2016,
respectively.
NOTE 3 SAVINGS INCENTIVE PLAN FOR EMPLOYEES
The Bureau adopted a contributory employee savings incentive plan effective June 29, 1998.
The plan covered substantially all employees and the Bureau could contribute a matching
amount at their discretion. Employer contributions to the plan were $6,253 and $6,364 for the
years ended December 31, 2017 and 2016, respectively. This plan was terminated December
31, 2017.
On January 1, 2018, the Bureau adopted a new contributory employee savings incentive 401(k)
plan. The plan covers substantially all employees and the Bureau may contribute a matching
amount at their discretion.
NOTE 4 FUNCTIONAL EXPENSES
Expenses grouped by functional category are as follows:
2017 2016
Program services $ 1,056,426 $ 1,064,668
Management and general 174,697 174,437
$ 1,231,123 $ 1,239,105
Salary expenses for the visitor center store employees reflects as an expense to the store, but
employees only spend a portion of their time servicing store customers while their remaining
time is spent answering phones for the visitor's bureau.
8
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Notes to Financial Statements
December 31, 2017 and 2016
NOTE 5 OPERATING LEASES
The Bureau leases office space from an unrelated party which will expire March 2023. The lease
requires a monthly payment of $1,533, with a 2.5% increase over the most recent base rent
amount on the annual anniversary date of the lease.
The Bureau also leases retail space from the City of Hagerstown, which will expire in January
2021, requiring monthly payments of $1,609. The lease contains an option to renew for a period
of five years with a 3.6% increase of monthly payments. The Bureau must maintain general
liability insurance and property damage insurance.
During 2012, the Bureau entered into a lease for a mailing machine from a local vendor. The
lease term is for sixty months, with a monthly payment of $75. This lease will be paid off in
2018.
During 2016, the Bureau entered into a sixty month lease for a copier which expires in August
2021, requiring a monthly payment of $330, including taxes and monthly service charges.
During 2016, the Bureau entered into a lease for a vehicle with Honda. The lease term is for 36
months, expiring in May 2019, with a monthly payment of $467.
The following is a schedule of future minimum lease payments for the above operating leases
based on their current terms as of December 31, 2017:
Year Ending December 31,
2018 $ 47,486
2019
44,454
2020
42,592
2021
24,060
2022
20,310
Rent expense for office and retail space under operating leases was $42,976 and $40,204 for
2017 and 2016, respectively.
9
WASHINGTON COUNTY, MARYLAND
CONVENTION AND VISITORS BUREAU, INC.
Notes to Financial Statements
December 31, 2017 and 2016
NOTE 6 DEFERRED INCOME
Deferred income represents fees and grants received prior to the designated period. Deferred
income at December 31 is as follows:
Amount Description
2017
Membership fees
Visitor guide
USA cycling event
2016
Membership fees
Visitor guide
NOTE 7 LINE OF CREDIT
24,630 2018 Dues
9,668
2018 Advertising Fees
25,000
2018 event
$ 59,298
$ 14,499
2017 Dues
10,060
2017 Advertising Fees
$ 24,559
The Bureau has a line of credit with a bank with a borrowing limit of $125,000 bearing interest
at the Prime Rate plus 1.50% (4.50% at December 31, 2017). At December 31, 2017 and 2016,
there was no outstanding balance on this line of credit.
NOTE 8 SUBSEQUENT EVENTS
The Bureau has evaluated events and transactions subsequent to December 31, 2017 through
May 11, 2018, the date these financial statements were available to be issued. Based on the
definitions and requirements of generally accepted accounting principles, management has
identified one event that has occurred subsequent to December 31, 2017 through
May 11, 2018 that require recognition or disclosure in the financial statements.
January 1, 2018, the Bureau adopted a new contributory employee savings plan 401(k) as
discussed in Note 3.
10
I
i&A
Economic Impact of Tourism in
Maryland
Calendar Year 2017 analysis
Washington County, visitors
Washinqton Count
Year
2017
607.9
668.0
1,275.9
0.3%
2016
599.7
672.3
1,272.0
1.5%
2015
584.9
668.2
1,253.1
4.7%
2014
563.5
633.5
1,197.0
2.4%
2013
531.4
638.1
1,169.5
4.9%
Visits by type
2017
Overnic
47.6°/
El
gay
4%
4oTOURISM ECONOMICS
Washington County, industry sales
Washington County
Year ... -
.!
..
2017 $40.55 $70.48
$55.01
$36.42
$42.44
$12.40
$257.29
0.2%,
2016 $40.28 $70.96
$55.24
$36.43
$41.48
$12.31
$256.71
-1.7%
2015 $39.45 $70.17
$57.08
$33.89
$48.05
$12.59
$261.24
1.6%
2014 $39.52 $68.30
$58.82
$31.56
$46.03
$12.81
$257.05
4.6%
2013 $37.42 $64.99
$57.13
$29.89
$44.17
$12.16
$245.76
2.9%
Tourism industry sales
$270
$261
$260 $257 $257 $257
$250 S 41; Recreatior
14.2%
� $240 $239
0
i2 $230 2225
N
$220
$210 Ret;
21.4
$200 1 1
2011 2012 2013 2014 2015 2016 2017
Transport Second
16.5% Homes
Lodging
15.8%
)od &
ierage
27.4%
• #&TOURISM ECONOMICS
Washington County, tourism impact
Washington Count
Tourist
Year
2017
2.32%u
Labor Incor
3,394
5,203
2016
3,434
5,281
2.38%
2015
3,428
5,275
2.41 %
2014
3,369
5,193
2.43%
2013
3,282
1 5,064
2.40%
Year
■
$87.1
171.1
1.70%
Employmf
2017
2016
$86.77!$170.7
1.75%
2015
$83.5
163.8
1.77%
2014
$82.6
$160.1
1.83%
2013
1 $78.5
1 $151.3
1 1.82%
Year
Total Tourism
Tax Receipts
(millions)
2017
$35.3
$38.1
$2.06
$73.4
2016
$35.2
$37.8
$2.04
$73.0
2015
$34.0
$37.9
$2.05
$72.0
2014
$33.3
$37.1
$1.99
$70.4
2013
$31.6
$35.7
$1.90
$67.3
63
n share of County economy
ne
,nt
0% 2% 4% 6% 8% 10%
TOUrism Sales
W�T"owism
(millions)
Tourism
. .
$257.3
$277.5
$256.7
$277.6
$261.2
$283.5
$257.0
$277.5
$245.8
$265.4
46TOURISM ECONOMICS
Open Session Item
SUBJECT: Construction Bid Award – Parking Facility at County Administration Building
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Scott Hobbs, Director, Division of Engineering
RECOMMENDED MOTION: Move to award the Washington County Employee Parking
Facility contract to the lowest responsive, responsible bidder, Kinsley Construction, Inc. of
Hagerstown, Maryland, in the amount of $148,405.00.
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. Six (6) bids were received on
October 19, 2018.
Contractor: Bid:
Kinsley Construction, Inc. $148,405.00
L.W. Wolfe Enterprises, Inc. $175,990.10
David H. Martin Excavating, Inc. $197,819.50
Huntzberry Brothers, Inc. $215,788.00
Outdoor Contractors, Inc. $263,833.41
MIM Construction, Inc. $285,625.00
The bids have been evaluated. The low bid from Kinsley Construction, Inc. is in order. The
Engineer’s estimate for this work is $160,000.
DISCUSSION: The project involves construction of a new parking lot that will allow for
additional employee parking near the County Administration Building and alleviate parking
needs at other locations. The parking lot is located behind the County Administration Building
at 100 West Washington Street between Wareham Alley and Franklin Street (formerly the T&R
Tire location). The work includes grading, paving, curbing, inlet, and pipe installation. The
alley at the intersection with Jonathan Street will be temporarily closed to through traffic during
completion of the drainage work. Signs will be posted accordingly.
The bid documents provide thirty-five (35) consecutive calendar days to complete the work. The
Notice to Proceed date is anticipated to be on or about November 12, 2018. Bid documents
include Liquidated Damages in the amount of $250.00 per calendar day for work beyond the
completion date.
FISCAL IMPACT: Budgeted Capital Improvement Plan Project (BLD091).
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Bid Tabulation, Aerial Map
AUDIO/VISUAL TO BE USED: N/A
PROJECT NAME: Washington County Employee Parking Facility DATE: October 2018
ITEM DESCRIPTION ITEM UNIT Price Total Price Total Price Total Price Total Price Total Price Total
Mobilization 101 1.00 LS $7,400.00 $7,400.00 $9,300.00 $9,300.00 $27,282.00 $27,282.00 $7,600.00 $7,600.00 $9,400.00 $9,400.00 $50,000.00 $50,000.00
Nyloplast 2FT X 3FT Curb Inlet Structure 303 1.00 EA $3,085.00 $3,085.00 $7,028.00 $7,028.00 $2,808.00 $2,808.00 $6,450.00 $6,450.00 $3,600.00 $3,600.00 $5,000.00 $5,000.00
WASHINGTON COUNTY DIVISION OF ENGINEERING
BID TABULATION
Kinsley Construction, Inc.L.W. Wolfe Enterprises Inc.David H. Martin Excavating, Inc.Huntzberry Brothers, Inc.Outdoor Contractors, Inc.MIM Construction Inc.
BID QTY.
Sub-Total
WestWashingtonStreet JonathonStreet
NorthProspectStreet
WarehamPlace
T & R Tire Parking Lot
0 25 50 75 100Feet
Legend
- Parcel Boundaries
- T & R Tire Parking Lot
WestFranklin Street
Open Session Item
SUBJECT: Federal Aid Project Funding
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Scott Hobbs, Director, Division of Engineering
RECOMMENDED MOTION: For informational purposes.
REPORT-IN-BRIEF: The Maryland Department of Transportation State Highway
Administration (MDOT SHA) has been working to update the 1978 Master Agreement for
recipients of federal funding and requests Washington County to sign the revised 1978 Master
Agreement.
DISCUSSION: MDOT SHA is responsible for the oversight and assistance to local public
agencies for projects financed with federal funds in accordance with Title 23 U.S.C.; 23 CFR
635.105, which contains regulations relating to highways including 2 CFR 200. There have been
no significant changes to the 1978 agreement.
FISCAL IMPACT: Federal Aid Funding.
CONCURRENCES: County Attorney’s Office
ALTERNATIVES: N/A
ATTACHMENTS: Master Memorandum of Understanding
AUDIO/VISUAL TO BE USED: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
MDOT SHA Control No. POI### C-1
MASTER MEMORANDUM OF UNDERSTANDING
WASHINGTON COUNTY
and
MARYLAND DEPARTMENT OF TRANSPORTATION
MDOT SHA HIGHWAY ADMINISTRATION
FEDERAL -AID PROJECT
GUIDELINES AND WORKING AGREEMENT
THIS MASTER MEMORANDUM OF UNDERSTANDING ("MOU"), executed in
duplicate, made effective as of the 2018, by and between the Maryland
Department of Transportation State Highway Administration, acting for and on behalf of, the
State of Maryland, hereinafter referred to as "MDOT SHA", and "WASHINGTON
COUNTY", Maryland, a body corporate and politic, hereinafter referred to as the "Local
Public Agency" or "LPA".
WHEREAS , MDOT SHA is responsible for the oversight of and assistance to the LPA
for projects financed with Federal funds in accordance with Title 23 U.S.C.; 23 CFR 635.105
which contains regulations (general and permanent rules published in the Federal Register) relating
to highways including 2 CFR 200. Regulations based on Civil Rights requirements -in Title 49,
the Uniform Relocation Assistance and Real Property Policies, the Federal Highway
Administration ("FHWA"), and other Federal laws and regulations set forth procedures whereby
services and facilities of LPA may be utilized on Federally -aided projects and requires that an
agreement be executed between MDOT SHA and the LPA setting forth the conditions under
which any project would be implemented; MDOT SHA determines if the LPA is able to satisfy
the requirements of Title 23 U.S.C. 106(g)(4) and therefore be effective in managing Federally -
aided projects; and
WHEREAS, the LPA desires to make improvements to roads, bridges, traffic signals, or
other highway -related facilities, orto engage in a safety or highway related project, either on and/or
off the Federal -aid system of highways; and ,
WHEREAS, the MDOT SHA has accepted the proposal of the LPA and agrees to assist
in the administering and partnering with the LPA as outlined in this MOU and in the Supplemental
Agreement ("SA") as they are developed for any selected project(s); and
WHEREAS, the LPA proposes to utilize Federal funds for eligible project activities and
agrees to participate in financing the project if the project costs exceed the amount of the Federal
aid; and
MOTSHA
federil Aid to Local Public Agencies
WHEREAS, the LPA desires to cooperate with the MDOT SHA in carrying out
Projects, in accordance with the regulations, policies, and procedures of the FHWA, with the
provisions of the MDOT SHA's, USDOT Order 5020.2 dated August 14, 2014 and Stewardship
& Oversight Agreement between the MDOT/SHA/FHWA dated May 21, 2015, where
applicable.
NOW, THEREFORE, be it understood the MDOT SHA and the LPA do hereby agree as
follows:
1. Project Selection
A. Projects shall be selected by the LPA in cooperation with the MDOT
SHA (hereinafter "Project"). Grant Programs may require the LPA to
apply for fielding that is approved and awarded by a Review Committee.
For each Project, the parties will jointly develop a SA, which shall include,
when applicable, the following:
1. A Detailed scope and objective(s).
2. Set milestone targets and schedule.
3. Indicate ' compliance with the MDOT SHA's monitoring
requirements to include monthly progress or status reports which
shall be submitted to the designated Office(s) within the MDOT
SHA on or about March I", June I", September I", and December
V of each year until the Project has been closed out.
4. Outline the Federal and LPA funding amounts and other pertinent
financial information.
5. Establish roles and responsibilities that are tailored to and recognize
the LPA's experience and capabilities
6. Insure timely delivery.
7. Monthly billing and reimbursement arrangement.
8. Set forth a timely Project Closeout Date for the LPA to complete all
related project closeout activities and reviews.
9. Set forth a timely Project Agreement End Date (Period of
Performance 2 CFR Pail 200.309)
10. The Project Closeout Date and Project Agreement End Date will be
determined using the established MDOT SHA project end date
procedures.
IL . Outline records and retention requirements
12. Identifies the LPA's fulltime employee to be in "responsible charge"
of the project as defined on the MDOT SHA Development Guide
for Local Public Agencies and other Sub -recipients of federal funds.
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B. The LPA Projects must be included in an approved State Transportation
Improvement Program (STIP) and, when applicable, an approved
Metropolitan Transportation Improvement Program (TIP).
C. The LPA's pursuant to 23 U.S.C. 106(g)(4) and the MDOT SHA shall be
responsible for determining that sub -recipients of Federal fiends have
adequate project delivery systems for locally administered projects and
sufficient accounting controls to properly manage such Federal -aid fiends.
The MDOT SHA is also responsible for ensuring compliance with reporting
and other requirements applicable to grantees making sub -awards, such as
monthly reporting requirements under the Federal Funding Accountability
and Transparency Act of 2006, PL 109-282 (as amended by PL 110-252).
11. Procurement of Consultant Services
A. The LPA shall perform preliminary design (PD) and final design (FD) work
under Preliminary Engineering (PE), prepare specification, estimates,
contract plans, inspections and/or construction management either with their
own forces or by utilizing the services of an approved A/E Consultant in
accordance with 23 CFR Part 172.
B. The LPA shall, prior to initiating procurement of a A/E consultant, request
the MDOT SHA approval for procuring an A/E consultant, the contract
type, the procurement and payment methods to be used based on the
estimated cost, and the award of the A/E consultant contract from the
MDOT SHA Office of Procurement through the MDOT SHA Office of
Finance Federal Aid Programming Division. If the contract type is an open-
end (IDIQ), the LPA shall also request approval of their 2" d Qualification
Based Selection (QBS) in awarding of task orders is in compliance with 23
CFR 172.9 (a)(3).
C. The LPA will use the Development Guide for LPAs and Other Sub -
Recipients of Federal Funds for instructions on the procurement and
payment methods, and contract types.
D. The MDOT SHA may allow the following options for obtaining A/E
Consultant Services. Each request will be subject to review, availability of
services, LPA's ability to manage process as described in Section I.C.
The LPA Consultant Procurement Options:
I . The LPA request use of the MDOT SHA open-end contract (ID1Q).
2. The LPA procure a project specific contract via the QBS or small
purchases method.
3. The LPA procure an IDIQ or project specific contract QBS (see
section 11.B).
111. Preliminary and Final Design
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A. Design Standards:
1. The geometric design standards shall meet FHWA most currently
adopted edition of "A Policy on Geometric Design of Highways
and Streets" by American Association of State Highway and
Transportation Officials (AASHTO), or as modified with t h e
concurrence of (i) the LPA, and the MDOT SHA for projects
exempt from FHWA review, and (ii) the LPA, the MDOT SHA,
and FHWA for projects not exempt from FHWA review.
2. Bridge design standards shall be consistent with the current edition
of AASHTO Load Resistance Factor Design (LRFD) Bridge
Design Specifications.
3. Non -highway projects must conform to the currently accepted
standards for the type of work being done, such as architectural
standards and/or International Building Code (IBC) (current
version).
4. Bicycle and pedestrian facilities funded with Federal funding must
conform to design standards in the MDOT's Bicycle Policy &
Design Guidelines and Accessibility Guidelines for Pedestrian
Facilities along State Highways (current version).
5. All projects must conform to FHWA design standards,
specifications and guidelines. Projects within the MDOT SHA
right-of-way must conform to the MDOT SHA approved standards
where they are more stringent than FHWA requirements as outlined
Chapter 9 of the Development Guide for LPA and other Sub -
Recipients of Federal Funds. Projects within the Local right of way
must meet Local and Federal requirements.
G. The installation of traffic control devices shall meet the warrants
and/or guidelines prescribed in the current version of Maryland's
Manual on Uniform Traffic Control Devices and Maryland
Supplements.
7. The specific design and dimensions shall be determined from said
standards using traffic volumes, terrain, and benefit/cost analysis
as warranted. Design exceptions shall be cooperatively reviewed
and approved by the MDOT SHA, the LPA, and FHWA, for
Projects not exempt from FHWA review.
8. The LPA will comply with the Project Design Standards,
Guidelines, Policies and Requirements as outlined in Chapter 9 of
the Development Guide for Local Public Agencies and Other Sub -
Recipients of Federal Funds.
B. Project Plan Development:
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1. Preliminary and final design w o r k may be performed by the
L P A, the MDOT SHA, or ii A / E consultant (23 CFR Part 172),
as agreed to by the LPA and the MDOT SHA (see Section 11). PE
(preliminary and final design) may be programmed for Federal
participation, including surveys, environmental documents,
hearings, and permits.
2. LPA will comply with the MDOT SHA approved Book of Standards
for Highway & Incidental Structures to develop plans and
specifications to the maximum extent practical; and the Standards
Specifications for Construction and Materials of the MDOT SHA
shall apply unless other MDOT SHA approved specifications are
adopted.
3. The appropriate MDOT SHA Office, which may include but not be
limited to, the MDOT SHA Office of Highway Development, Office
of Traffic and Safety or Office of Structures. The appropriate office
will provide technical assistance, guidance and review and approval
of the LPA's design documents.
C. Environmental Reviews and Permitting:
1. The preparation, submittal and approval of all environmental
permits, clearances and approvals is the responsibility of the local
public agencies, except for National Environmental Policy Act
(NEPA) clearances and approvals [e.g., Programmatic Categorical
Exclusion (PCE), Categorical Exclusion (CE), Finding of No
Significant Impact (FONSI), or a Record of Decision (ROD)]
specifically required by FHWA to be obtained by the MDOT SHA.
Environmental documents must be obtained prior to FHWA
authorization of final design funds, right of way funds and
construction fiends. Permits and other environmental clearances
must be obtained prior to submitting PS&E package for
advertisement to MDOT SHA.
a) LPA must request a NEPA document from the MDOT SHA
Environmental Liaison, PCE #1, before initiating any
Prelin7inary Design (Preliminary Investigation) activities.
b) Generally, the threshold for entering final design is the
approval of the NEPA document.
c) h'inal Design (Semi -Final, Final, and PS&E) means any
design activities following preliminary design that expressly
includes the preparation of final construction plans and
detailed specifications for the performance of construction
work.
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d) FHWA can approve some final design activities during
preliminary design if those activities do not materially affect
the objective consideration of alternatives or have adverse
environmental impacts.
e) The execution or modification of the project agreement to
authorize final design for design -bid -build projects shall not
occur until after the NEPA decision.
f) Under no circumstances may any construction related work,
such as long lead item procurement or early work packages,
proceed prior to a NEPA decision.
2. Portions of the environmental documents may be prepared by the
LPA, consultant, or the MDOT SHA, as agreed by the project
sponsor and the MDOT SHA. All LPA projects must receive
environmental approval through the MDOT SHA's Environmental
Planning Division (EPLD) as NEPA approval is not delegated to the
LPAs.
3. The MDOT SHA, through its Environmental Planning Section,
shall coordinate with the LPA and may provide technical
assistance in the preparation of environmental documents, where
required. As staff resources are available, the MDOT SHA may
also provide technical assistance for the preparation of
environmental documents during the preliminary engineering phase
of project development. The LPA must follow the Environmental
Coordination and Documentation Process for Local Government
projects.
4. In conformance with the MDOT SHA and/or Federal established
procedures, the LPA shall provide the opportunity for, and hold
when required, public involvement or hearings for each Federal -
aid project. The MDOT SHA shall, if requested and agreed to in
the SA, assist in publicizing and conducting hearings.
D. Railroads
] . A railroad certification statement is a standard requirement that
applies to all Federal -aid projects, even if railroads are not affected
by the project. Sub -recipients are responsible for working with the
MDOT SHA's Office of Traffic and Safety's Traffic Development
and Support Division (DOTS TDSD) to obtain a railroad
certification.
2. The Railroad certification statement should include that either no
Railroad coordination is required or that all Railroad work has been
completed prior to the project or that the necessary arrangements
have been made for all Railroad work to be undertaken and
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completed as required for proper coordination with physical
construction schedules.
3. The LPA shall contact the Railroad Liaison within the OOTS TDSD
when a highway -rail crossing is located within the project or within
500 feet outside the project limits to determine if a highway -rail
crossing safety improvement is needed as prescribed in Chanter 7 of
the Development Guide for LPA and other Sub -Recipients of
Federal Funds.
4. The LPA may only include costs allowable under Title 23 CFR Part
140 Subpart 1, and Title 23 Part 646 Subpart B in the total project
costs; all other costs associated with railroad work will be at the sole
expense of the LPA, or others. The LPA may request the MDOT
SHA, in writing and at project expense, provide railroad
coordination and negotiations. However, the MDOT SHA is under
no obligation to agree to perform said duties.
E. Utilities
1. A utility certification is a standard requirement that applies to all
Federal -aid projects, even if utilities aren't affected by the project.
Sub -recipients are responsible for working with the MDOT SHA's
District Utility Liaison to obtain a utility certification.
2. The LPA shall follow the MDOT SHA established Utility Policy
and Utility Procedures Manual when impacts occur to privately or
publicly -owned utilities. MDOT SHA's Utility Policy, Utility
Procedures Manual and applicable forms are available through the
MDOT SHA's website at
https://www.i-oads.inarylaiid.g—ov/liidex.aspx?Pap,eld=869 or the
MDOT SHA's District LPA Liaison as included in Chapter 8 of the
Development Guide for LPA and other Sub -Recipients of Federal
Funds.
3. The Utility certification should include that either no Utility
coordination required or that all Utility work has been completed
prior to the project or that the necessary arrangements have been
made for all Utility work to be undertaken and completed as required
for proper coordination with physical construction schedules.
4. The LPA shall provide copies of all required utility documentation
(Agreements, MOUs, Utility Permits, Utility Certification, Utility
cost, Utility schedule, etc.) for each utility listed in the Utility
Statement of the Invitation for Bids (IFB) to the MDOT SHA's
District Utility Liaison. Only those utility relocations, which are
eligible for reimbursement under State Law and Title 23 CFR 645
Subpart A and B, shall be included in the total project costs; all other
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utility relocations shall be at the sole expense of the LPA, or others.
The LPA may send a written request to the MDOT SHA, at LPA
expense, to arrange for utility relocations/adjustments lying within
the LPA jurisdiction. This request must be submitted no later than;
(i) twenty-one (21) weeks prior to bid let date or (ii) the time needed
to relocate utilities with physical construction schedules, whichever
is longer. However, the MDOT SHA is under no obligation to agree
to perform said duties.
5. The LPA shall not perform any utility work on the MDOT SHA
highway right of way without first receiving written authorization
from the MDOT SHA.
F. Rights -of -Way
1. The LPA must select the method of acquisition and reference the specific
method in the SA. If any federal fiinding has been utilized during any
portion of the project, federal acquisition requirements must be followed
regardless if federal funding is used for right-of-way acquisition activities.
2. If the LPA performs right of way acquisition, the following method would
apply:
The LPA shall provide all necessary rights -of -way, in compliance with the
conditions governing acquisition of rights -of -way with Federal
participation, as set forth in the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970, as amended in 1987, Public Law
91-646, 42 US.C. Sections 4601-4655 and the enforcement regulations at
no expense to the MDOT and in accordance with the LPA's Right -of -Way
Manual. The LPA shall, prior to acquiring any rights -of -way, prepare a
LPA's Right -of -Way Manual approved by the MDOT SHA and the FHWA,
or use the MDOT SHA's Manual.
3. If (lie LPA requests the MDOT SHA Office of Real Estate to perform some
of the right-of-way services, the applicable part(s) of the following should
be used:
If the LPA requests, and the MDOT SHA agrees, the MDOT SHA shall
provide title, right-of-way plan preparation, right-of-way plat preparation,
appraisal, appraisal review, relocation assistance, and negotiation services,
at the expense of the LPA. The LPA is responsible for providing all the
other services in connection with right-of-way acquisitions at their own
expense.
4. If the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970, as amended in 1987, and the enforcement regulations
to the Act or the Manual, are not complied with, neither the MDOT SHA
nor the FHWA will participate in the cost of preliminary and final design
engineering, construction, or any other costs of the Project(s).
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5. The LPA will coordinate with the MDOT SHA Office of Real Estate for
revision of all ROW documentation. The MDOT SHA Office of Real Estate
is responsible for issuing a right-of-way certification once all necessary
documents are received. For information on the documents needed for
submittal, refer to Chapter 6 of the Development Guide for LPAs and Other
Sub -Recipients of Federal Funds.
G. Advertisement, Bid and Concurrence in Award
1. The LPA shall submit the Plans, Specifications and Estimate (PS&E)
package to the MDOT SHA Office of Finance Federal Aid Programming
Division for approval to advertise. Refer to Chapter 10 for process guidance
and Appendix F for a PS&E checklist in the Development Guide for LPAs
and Other Sub -Recipients of Federal Funds.
2, The LPA shall not advertise the project prior to obtaining written approval
of Federal funds. The LPA must advertise the project for competitive
bidding and shall award the contract to the lowest responsible and
responsive bidder.
3. The LPA must advertise all projects using Maryland Department of General
Services website: eMaryland Marketplace.
4. The LPA must conduct a public opening of the sealed bid proposals. The
LPA will review and evaluate the bid documents to determine the lowest
responsive and responsible bid that conforms to the requirements contained
in the Invitation for Bids book and design plans. The LPA must submit a
formal request for written concurrence of the bid analysis for the MDOT
SHA Concurrence in Award (CIA) approval.
5. The MDOT SHA Office of Construction and the Federal Aid Office shall
distribute the CIA letter to the LPA.
6. The LPA must contact the MDOT SHA District Assistant District Engineer
of Construction (ADE-C) prior to Notice to Proceed.
1V. Construction & Construction Management
A. All Project work shall be performed in accordance with plans, estimates,
and specifications prepared in accordance with Section 11 and Ill,above,
approved inadvance,by the MDOT SHA, if exempt from FHWA oversight,
or by the MDOT SHA and FFIWA, if the MDOT SHA's exempt status is
not applicable.
The LPA shall either perform project work with their own forces in
compliance with 23 CFR 635 Subpart B; or advertise, receive bids, and
award a contract or contracts for the performance of the work (all Contract
Procedures shall comply with the provisions of 23 CFR 635 Subpart A). The
LPA forces performing work on a Force Account basis orAgreed Unit Price
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shall be acceptable to, and approved in advance, by the MDOT SHA and
FHWA.
B. The MDOT SHA, the LPA or qualified consultant may perform
construction management, if obtained in accordance with 23 CFR Part 172
as described in Section II.
C. The LPA shall provide the MDOT SHA with a project and organizational
chart including a person in "responsible charge" (RC) of the administration
and construction inspection for the project. This person must be a full-time
employee of the sub -recipient's agency who is accountable for the project
per FHWA Memorandum dated August 4, 2011, that is included in
Appendix G of the Development Guide for LPAs and Other Sub -Recipients
of Federal Funds.
1. The LPA may hire a consultant to oversee the project; however, the
RC must be available to respond to any issues on the project and be
informed on the day-to-day activities.
2. The LPA's RC will be the primary contact for the MDOT SHA
regarding contract administration issues. The RC is ultimately
responsible to ensure the requirements described in this manual are
followed and documented as a stipulated condition for receiving the
Federal Aid associated with the project.
D. The MDOT SHA ADE-C are responsible for construction oversight. The
MDOT SHA ADE-C will establish the oversight expectations for each
project located within their District. The ADE-C will assign various field
managers who will be authorized as the MDOT SHA construction
compliance reviewers. These individuals will serve as the MDOT SHA
representatives to the subrecipients regarding compliance reviews, technical
questions, guidance, and other information during the project.
V. Inspection
A. The LPA's project is subject to inspections by representatives of the MDOT
SHA and of the FHWA. The LPA shall complete the inspection•processes
in accordance with the procedure as outlined in Chapter 11 of the MDOT
SHA Development Guide for LPAs and Other Sub -Recipients of Federal
Funds.
B. The LPA and/or consultant employed by LPA must maintain good records,
such as measured field quantities for payment; work activities on the
Inspectors Daily Reports (IDRs); certifications of material quality; field
diaries as a general project record; environmental permits and
commitments; and other documentation to show observance with other
Federal, State, and local requirements in the contract.
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C. The LPA must supply adequate construction inspection staff during all
construction activities. The RC and/or designated on -site consultant
assigned to inspect the project are required to have and maintain proper
experience, training, certifications and knowledge throughout the duration
of the project to ensure all requirements are met.
1. The number and qualifications of the inspection forces shall be
determined in accordance with standards generally applied on other
comparable MDOT SHA contracts.
2. The LPA may supply the inspection forces by assigning its own
personnel, by utilizing the services of a consultant acceptable to the
MDOT SHA under 23 CFR Part 172 as described in Section II, or
by utilizing available MDOT SHA personnel. The MDOT SHA, at
the request and expense of the LPA, shall provide its construction
inspection forces, if available.
D. The MDOT SHA District Construction Office, Office of Construction
(OOC), OOC Safety Inspectors, OEO Compliance Officer, Office of
Environmental Design and/or Highway Hydraulics Division will provide
technical support and guidance for compliance documentation.
E. The LPA will develop a punch list after the semi-final inspection and track
completion of remaining items till closeout. The LPA will schedule a
project final inspection meeting/walk through and invite all key project
personnel (to include SHA District staff, Program Manager and FHWA
Area Engineer). The MDOT SHA ADE-C staff must participate in the
project final inspection meeting/walk through and the MDOT SHA must
approve project acceptance according to the 2015 Stewardship and
Oversight Agreement. The MDOT SHA -District Construction staff is
available for technical support or guidance.
F. The LPA will send a letter to notify the contractor of the Final Acceptance
and the MDOT SHA and FHWA should be carbon copied. A project
closeout audit is required by the District Contract Finals personnel prior to
processing of final reimbursement and contract closeout.
VI. Material Testing
A. The LPA must have all materials sampled, tested and inspected to comply
with the details published in the specifications at the time of the
advertisement award request in accordance with the procedure as outlined
in Chapter 11 of the MDOT SHA Development Guide for LPAs and Other
Sub -Recipients of Federal Funds.
B. The AASHTO certified testing laboratory of the LPA or of the MDOT SHA
shall be incorporated in the work only after the materials have been
approved and accepted by the MDOT SHA.
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1. The LPA must contact the MDOT SHA's Office of Materials
"Technology (OMT) prior to executing the project to determine
materials testing requirements and associated expenses.
2. The MDOT SHA will provide general requirements and an
associated cost estimate to the LPA for concurrence.
3. The MDOT SHA shall accept all materials meeting SHA's Standard
Specification for Construction and Materials. The LPAs must follow
all current policies, procedures and directives of the MDOT SHA
for material testing, clearance and acceptance and in accordance
with State Quality Assurance (QA) Processes Manual
(hltp:Hroads►naryland,gov/Index.aspx?Pageld=284).
C. The LPAs and the MDOT SHA must appoint RC persons for each project.
D. The LPA's contractor must submit a Source of Supply (SOS) listing for all
items used on the project, which identifies the manufacturer and supplier
for each material for the MDOT SHA's OMT review and approval.
E. The LPA shall submit regular material clearance reports to OMT. Refer to
the Materials Clearance Report and Materials Approval Status Report in
Appendix G and Chapter I l of the Development Guide for Local Public
Agencies and Other Sub -Recipients of Federal Funds. OMT will issue a
Materials Clearance letter when all material issues are resolved.
V11. Changes and Additional Work
A. The LPA must submit any contract changes to the MDOT SHA Program
Manager or RC and the MDOT SHA ADE-C for review and approval. All
changes to the project must be accepted and approved in advanced by the
MDOT SHA (if Exempt from FHWA oversight) or be acceptable and
approved in advance by the MDOT SHA and FHWA (if non -Exempt
from FHWA oversight).
B. The cost of any change or additional work that has not been approved by
the MDOT SHA or by the MDOT SHA and FHWA shall be borne solely
by the LPA.
C. The LPA will submit a request in accordance with the procedure as outlined
in the MDOT S14A Development Guide for LPAs and Other Sub -Recipients
of Federal Funds. The MDOT SHA District Office of Construction and
Office of Construction's Engineering Support Section will review and
provide approval of the package for distribution to the LPA.
Vlll. Maintenance of Traffic Operation
A. The LPA shall install all necessary traffic control devices. All signs,
signals, and markings shall conform do the Maryland's Manual on Uniform
Traffic Control Devices for Streets and Highways. The LPA is responsible
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for the operation and maintenance of all traffic control devices as detailed
in Chapter I 1 of the MDOT SHA Development Guide for LPAs and Other
Sub -Recipients of Federal Funds,
B. The LPA shall ensure the contractor has a designated Traffic Control
Manager with current certifications, to be on site anytime the project
requires disruption to the normal flow of traffic and perform Traffic Control
Quality Assurance inspections as necessary. The LPA shall document daily
Maintenance of Traffic set-ups on the IDRs.
C. The MDOT SHA District Traffic Office is available for technical support
and guidance.
IX Maintenance of Project Improvements
A. Upon completion of the project, the LPA having jurisdiction will maintain
and operate the project at its own cost and expense, and in a manner
satisfactory to the MDOT SHA and the FHWA. Where unsatisfactory
maintenance has been identified by the MDOT SHA or FHWA and brought
to the attention of the LPA in writing, immediate corrective action shall be
taken by the LPA at is sole expense.
B. If the LPA fails to fulfill its responsibilities under this Section, it shall be
disqualified from receiving Federal aid for future projects for which it will
have maintenance responsibility. Federal fiends may be withheld from
firture LPA projects until the infrastructure is properly functioning, or until
deficiencies in regulations have been corrected, or until project
improvements have been brought to a condition of maintenance to the
satisfaction of the MDOT SHA and FHWA.
X. Fund Reimbursement - General
A. The amount of funds available for the local bridge program will be
determined annually by the MDOT SHA.
B. The MDOT SHA federal funds may be used for all phases of a project,
including but not limited to, PE (preliminary and final design), right of way,
utility relocation, and construction. The funding use shall be consistent with
the applicable program requirements, laws and policies of the MDOT SHA
and FHWA. The LPA shall be subject to audits for expenditure of the
MDOT SHA funds.
C. The MDOT SHA and the LPA shall enter into a Supplemental Project
Agreement ("SA") to finding reimbursement projects. SAs shall describe
the projects and assign specific responsibilities in matters of project
financing. The procedure for invoice submittal, review and processing
varies based on the LPA; therefore, the details and timefr•ames of each are
determined by the project schedule, unless otherwise amended by the
parties.
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D. Funding reimbursements shall be requested by the LPA on, at minimum,
a quarterly basis and will be paid on a reimbursement basis up to the
maximum amount specified in the approved SA.
XI. Funding Reimbursements - SHA Services for LPA Project
A. If the LPA requests MDOT SHA services (design, material testing,
inspection, etc.) a SA shall be entered to document requested services and
agreed upon cost for the services. Payment method for all MDOT SHA
expenses incurred will be determined in the SA.
B. Reimbursement shall cover direct salary costs ofpersonnel assigned to the
Project, (which includes the appropriate payroll additives); all non -salary
direct costs, including, but not limited to, payments to contractors or
consulting engineers, travel, supplies, equipment utilization, plus the
prevailing MDOT SHA and general overhead rate as applied to direct costs.
C. If for any reason the LPA fails to pay any portion of said Project(s) costs,
MDOT SHA is hereby authorized to deduct such costs from the LPA's share
of applicable Federal Aid finds and/or MDOT SHA Highway User
Revenue.
XII. Funding Reimbursements - Eligible Project Costs
A. The LPA shall be reimbursed for all eligible Project costs to the extent of
the amount stipulated in the approved SA. Reimbursement shall be made
through the MDOT SHA on a monthly or quarterly basis.
B. The LPA shall bill the MDOT SHA for federal aid project costs incurred in
conformity with applicable federal and state laws. Expenditures by the LPA
for maintenance, general administration, supervision, and other overhead
shall not be eligible for federal participation unless a current indirect cost
plan has been prepared in accordance with the regulations outlined in 2 CFR
Part 200 - Uniform Admin Requirements, Cost Principles and Audit
Requirements for Federal Awards, and retained for audit.
C. Final reimbursement shall be made to the LPA upon the acceptance of
the Project by the SHA after a satisfactory checklist of the LPA's records
has been performed.
D. The LPA shall maintain, in readily accessible files, all project records
in support of all costs incurred and actual expenditures in accordance with
local government accounting procedures prescribed by the Maryland State
Auditor's Office, the U.S. Department of Transportation, and the MDOT
SHA. The records shall be open to inspection by the State and Federal
Government at all reasonable times and shall be retained and made available
for such inspection for a period of not less than five years from the financial
closure of the project to FHWA. Copies of said records shall be furnished
to the State and/or Federal Government upon request.
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E. The LPA is not prevented from pooling their funds with other LPA or
transportation jurisdictions in order to accomplish one or more
transportation projects as long as they meet the federal, state and program
policies.
F. If the LPA makes a written request for the cancellation of a Federal -aid
project, the LPA shall bear one hundred (100) percent of all costs as of the
date of cancellation. if MDOT SHA was the sole cause of the cancellation,
MDOT SHA shall bear one hundred (100) percent of all costs incurred. If
it is determined the project was cancelled due to a third party or
circumstances beyond the control of MDOT SHA or the LPA, then no
further charges may be incurred to the project once work has been
terminated. Repayment for completed work will not be required by the
LPA.
G. The requirements o f MDOT SHA as required in the 2 CFR part 200.501
"Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, issue December 26, 2014, and the
Federal Single Act must be followed by those LPA receiving $750,000 or
more in Federal finds. The Single Audit Act of 1984, PL 98 502 as
amended by PL 104 156, described in "Office of Management and Budget
Circular A 133" requires LPA to obtain an audit that includes internal
controls and compliance with Federal laws and regulations of all Federally
funded programs in which the LPA participates. The cost of this audit can
be partially prorated to the Federal program.
H. If right of way acquisition, or actual construction of the improvement for
which PE is undertaken is not started by the close of the tenth fiscal year,
following the fiscal year in which preliminary design phase was authorized,
the LPA will repay to the State the sum or sums of federal fiends paid to the
LPA under the terms of this agreement per the PE 10-year rule.
1. The LPA stipulates, as a condition to payment of the Federal fiends
obligated, it accepts and comply with the provisions set forth in 23 CFR
630.112. These provisions incorporate by reference all other federal laws
and regulations pertaining to the project or the activity for which the funds
are obligated. Solely for the purposes of emphasis, such applicable
provisions include, but are not limited to, the requirements of Appendix A
to 2 CFR Part 170-Award terms for Reporting subaward and executive
compensation information, and 2 CFR 200, including for those fiends for
which such amount will be sub awarded to a sub recipient, 2 CFR 200.331.3
J. Any costs incurred after the Project Agreement -End Date are NOT eligible
for federal reimbursement. All eligible costs incurred prior to the Project
Agreement End Date must be submitted for reimbursement within 90 days
after the Project Agreement End Date or they become ineligible for federal
reimbursement.
A►no•r sr►A
►'evelal Aid to loco► Public Agencies
15
K. The procedure for invoice submittal, review and processing varies
depending on the LPA and finding program; therefore, the details and
timefiamcs of each are defined in the SA. Additional general information
can be found in the Development Guide for LPAs and Other Sub -Recipients
of Federal Funds.
XIII. Indemnity
The LPA shall save the MDOT SHA and the State of Maryland harmless from all
liability adjudged in any law or equity suit for or on account of Project work
undertaken by the LPA, and from all liability whatever, either directly or indirectly
related to that work.
XIV. Nondiscrimination
All parties to this MOU shall comply with the requirements of APPENDIX A through
APPENDIX E of SHA's Standard Title VI/Non-Discrimination Assurances DOT Order
No. 1050.2A which generally set forth non-discriminatory regulations and other civil rights
related regulations. APPENDIX A through APPENDIX E are attached hereto and
incorporated herein as substantive parts of this document.
XV. General
A. This MOU supersedes the previous Federal -Aid AGREEMENT between
parties dated August I, 1978.
B. This MOU shall inure to and be binding upon the parties and their successors
and assigns.
C. This MOU does not and is not intended to create any rights or benefits for
any third party. No third party shall have any legally enforceable rights or
benefits under this MOU.
D. Any amendment to the MOU must first be approved in writing by all the
parties signing the MOU, subject to any additional approval required by
Maryland law.
E. This MOU shall be construed, interpreted, and enforced according to the
laws of the State of Maryland and in Maryland courts.
F. The parties hereby warrant and affirm that the persons executing this MOU
are authorized and empowered to act on behalf of their respective party.
G. The WHEREAS clauses are incorporated herein as a substantive pail of this
MOU.
H. Contacts:
For the LPA:
Contact
Position, Agency
County
\IDOT SIIA
Federal Aid to local Public Agencies
16
Address
Phone
Email
For MDOT SHA:
William J. Bertrand
Director, Office of Finance
MDOT SHA
707 N. Calvert Street, MS C-505
Baltimore, MD 21202
Phone: 410-545-5530
Email: bbertrand@sha.state.md.us
with a copy to:
Agreements Division
MDOT SHA
Office of Procurement and Contract Management
707 N. Calvert Street, MS C-405
Baltimore, MD 21202
Phone: 410-545-5547
Fax: 410-209-5025
Email: SHAAgLeeiiieiitsTeai-n@sha.state.md.us
NIDOTSIIA
Federal Aid to Local Public Agencies
17
IN WITNESS WHEREOF, the parties hereto have caused this MOU to be executed by their
respective duly authorized officers.
MARYLAND DEPARTMENT OF TRANSPORTATION
STATE HIGHWAY ADMINISTRATION
BY: (SEAL)
WITNESS Gregory Slater Date
Administrator
APPROVED AS TO FORM AND RECOMMENDED FOR APPROVAL
LEGAL SUFFICIENCY:
Assistant Attorney General
Tim Smith, P.E.
Deputy Administrator/Chief Engineer
for Operations
Jason A. Ridgway, P.E.
Deputy Administrator/Chief Engineer for
Planning, Engineering, Real Estate, and
Environment
Lisa B. Conners
Deputy Administrator for Administration
William J. Bertrand
Director
Office of Finance
NInOT SIIA
rcderal Aid to Locnl Public Agencies
18
ATTEST:
Krista L. Hart Clerk
.BOARD OF COUNTY COMMISSIONERS OF
WASHINGTON COUNTY, MARYLAND
BY: (SEAL)
Terry L. Baker, President
Date
RECOMMENDED FOR APPROVAL:
Scott Hobbs, P.E.
Director of Engineering
APPROVED AS TO FORM AND CONTENT
FOR EXECUTION BY THE COUNTY:
Kirk C. Downey
Deputy County Attorney
<]nsert DOT Order No.
1050.2A as provided by Pl-1WA)
MDOT snA
Federal Aid to Local Public Agencies
20
Open Session Item
SUBJECT: Enhanced Nutrient Removal @ Washington County’s WwTP
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Mark D Bradshaw, P.E., Deputy Director, Engineering Services Water Quality
RECOMMENDED MOTION: Approve Change Order for Buchart-Horn, Inc. in the amount of
$140,126.00.
REPORT-IN-BRIEF: Buchart Horn, Inc’s contract for project management and inspection services for the
Conococheague WwTP was for eighteen (18) months. Due to the construction duration being extended by four
(4) months, Buchart Horn is requesting an additional four (4) months of project management and inspection
services be added to their contract. For a breakdown of the hours associated with this work please refer to
Buchart Horn’s letter dated September 24, 2018. Increase contract amount by $140,126.00.
DISCUSSION: N/A
FISCAL IMPACT: The project has funds available to pay for this change order.
CONCURRENCES: Dan Divito, Director, Division of Environmental Management
ALTERNATIVES: N/A
ATTACHMENTS: Change Order #14 and Buchart-Horn’s letters dated 9/24/18.
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Enhanced Nutrient Removal @ Washington County's WwTP
Add an additional four (4) months of project management services to the contract.
TO:
Consultant:
Contractor:
Vendor:
BOARD OF COUNTY COMMISSIONERS OF
WASHINGTON COUNTY MARYLAND
100 WEST WASHINGTON STREET, HAGERSTOWN, MARYLAND 21740-4735 CHANGE ORDER
Change Order No.
Contract No.
Purchase Order No.
Oracle Account No.
Project Title: Date: Oct 5, 2018
The contract time will: increase decrease remain the same by: 120 calendar days working days
Description of Change:
Reason for Change:
The completion date, incorporating the changes included in this change order, is: July 2018
The original contract sum was: $3,638,300.00
Net changes by previous change orders: $417,300.26
Contract sum prior to this change order: $4,055,600.26
By this Change Order, the contract sum will be changed by: $140,126.00
The new contract sum including this change order will be: $4,195,726.26
The Consultant/Contractor/Vendor shall not commence with the work described hereon until this form is executed by all agents.
Digitally signed by Jeffrey S Culton
Date: 2018.10.08 15:36:15 -04'00' Finance:
Contractor/Vendor: Purchasing:
Digitally signed by Mark D Mark D Bradshaw Bradshaw
Date: 2018.10.09 09:17:15 -04'00' County Administrator:
Outside County Entities: Please email the signed form to ChangeOrder@washco-md.net.
Buchart Horn was under contract to provide construction services for a period of eighteen (18) months which corresponded to the
construction contract but the construction contract was extended through change order by four (4) months. Buchart Horn provided
construction services during this period, thus they are requesting an additional four (4) months of project management services be added
to the contract. Buchart Horn is giving the County a credit of $3,100.00 for a design issues associated with HRI's change order #5. For
more detailed information please refer to Buchart Horn's letter dated September 24, 2018. Increase contract amount by $140,126.00.
Buchart Horn, Inc
PO Box 15040
York, PA 17405
WASHCO 23792
PUR - 977 515000-32-42010-TRP018-INSP00000
$UCHART HORN
ENGINEERS - ARCHITECTS - PLANNERS
September 24, 2018
Mark D. Bradshaw, P.E.
Deputy Director
Washington County
Department Of Water Quality
Public Works Annex
16232 Elliott Parkway
Williamsport MD 21795-4083
Reference: Conococheague BNR Upgrade
Construction Inspection Services
BH No. 76436-02
Dear Mr. Bradshaw:
As a follow-up to our recent meeting and conversations, Buchart Horn is requesting to
supplement our Fee Proposal for the Conococheague BNR Upgrade Project. Due to the
complexity of the design the construction period schedule has continued to be delayed.
Our original contract included a construction period of one year for the Conococheague
Upgrade and that schedule was subsequently updated to extend the completion date an
additional six months, or March 20, 2018. Buchart Horn, Inc. has continued to provide
construction phase services, that includes Project Administration and a Resident Representative
beyond this projected completion date. Resident representative services were provided
through July 2018 and ongoing contract administration services will continue through project
close out, which is anticipated to extend to the end of August into September.
The following is a breakdown of the additional fee requested with estimated hours and rates by
pay grade.
Title Hours Hourly Rate Fee
Project Manager 384 hrs. $134 $ 51,456
Inspector 890 hrs. $ 99 $ 87,120
Administrative Secretary 93 hrs. $ 50 4,650
$143, 266
The Russell E Horn Building - 445 West Philadelphia Street - PO Box 15040 - York, PA 17405-7040
T: (717) 852-1400 - F: (717) 852-1401 - www.bucharthorn.com
J:\PROJ\76436-02\CORRESP\Itr Inspection Services 9-24-18 docx
August 21, 2018
Page 2 of 2
Please note that the Project Manager grade includes hours for both myself and Matt Todaro.
We are also in receipt of your most recent request related to Contract Change Order No. 5. In
an effort to resolve this matter, BH is willing to adjust this supplement request in the amount of
$3,100. Considering the adjustment, the requested supplement for these additional services
would be reduced to $140,126.
If you do have any questions regarding this request please let us know. We enjoy working with
Washington County and look forward to continue to work with you toward the completion of
this project.
Regards,
BUCHART HORN, INC.
Jeffrey S. Culton, P.E.
Project Manager
www bucharthorn.com
J:\PROJ\76436-02\CORRESP\Itr Inspection Services 9-24-18.docx
Open Session Item
SUBJECT: Pretrial Services Program Grant – Approval to Accept Awarded Funding
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Stephanie Lapole, Senior Grant Manager, Office of Grant Management
and Major Craig Rowe, Washington County Sheriff’s Office
RECOMMENDED MOTION: Move to approve the acceptance of the award from Governor’s
Office of Crime Control and Prevention in the amount of $125,386.
REPORT-IN-BRIEF: The awarded funding will be utilized primarily to fund a Classification
Officer position to run the Pretrial Service activities at the Detention Center. Additional funding
will be utilized to lease GPS monitoring and alcohol testing equipment as well as the purchase of
drug testing equipment for those placed in the program.
With at least thirty-five participants on Pretrial supervision, the Detention Center will reduce food
cost by $58,943.85 and medical expense by $17,501.75. The Pretrial Supervision fee will be $35
per week for a total of $63,700 in revenue.
DISCUSSION: The Office of Grant Management has reviewed the grant funding guidelines.
Matching funds or in-kind support is not required and there are no unusual conditions or
requirements associated with the grant.
FISCAL IMPACT: The combination of reduced fees and revenue will provide $140,145.60 to
sustain the program.
CONCURRENCES: Susan Buchanan, Director, Office of Grant Management
ALTERNATIVES: Deny acceptance of the award
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Presentation of Farm of the Year 2018-2019
PRESENTATION DATE: October 30, 2018
PRESENTATION BY: Leslie Hart, Agricultural Business Specialist, Department of Business
Development, Susan Small, Director, Department of Business Development, and Dan Norris, Owner,
Don Spickler Insurance and President, AG Marketing Advisory Committee
RECOMMENDED MOTION: N/A
REPORT-IN-BRIEF: The 2018-2019 Farm of the Year has been selected. Members from the Farm
of the Year will be in attendance at the Board of County Commissioners (BOCC) meeting. Presentation
of plaque and certificate to the owners by BOCC.
DISCUSSION: N/A
FISCAL IMPACT: N/A
CONCURRENCES: Susan Small, Director, Department of Business Development
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: Photo will be taken with Farm of the Year and BOCC. Leslie Hart
will bring Proclamation and outdoor Plaque
Board of County Commissioners of Washington County, Maryland
Agenda Report Form