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John F. Barr, President
Jeffrey A. Cline, Vice President
BOARD OF COUNTY COMMISSIONERS
October 08, 2024
OPEN SESSION AGENDA
9:00 AM INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President John F. Barr
APPROVAL OF MINUTES: September 10, 2024
September 16, 2024 (Town Hall Meeting)
September 17, 2024
9:05 AM COMMISSIONERS’ REPORTS AND COMMENTS
9:25 AM STAFF COMMENTS
9:30 AM CITIZEN PARTICIPATION
Convene as the Board of Health
9:40 AM LEAD SERVICES – POTOMAC CASE MANAGEMENT SERVICES, INC./PCS
Earl Stoner, Health Officer, Washington County Health Department; Victoria Sterling,
BHS Director, Washington County Health Department
Reconvene as the Board of County Commissioners of Washington County
9:45 AM WASHINGTON COUNTY COMMUNITY COALITION: RECAP OF 2024;
REQUEST FOR SUPPORT IN 2025
Paul Frey, President and CEO, Washington County Chamber of Commerce; Jim
Kercheval, Executive Director, Greater Hagerstown Committee
10:10 AM CHARACTER COUNTS! FUNDING REQUEST AND OCTOBER 2024
PROCLAMATION
Carolyn Brooks, Director, Character Counts!
10:20 AM PROCLAMATION FOR DOMESTIC VIOLENCE AWARENESS MONTH
Board of County Commissioners to Kelly Clopper, Attorney for CASA; Jennifer
McNew, Meritus Forensic Nurse Department
10:30 AM RESOLUTION TO ESTABLISH RULES OF DECORUM FOR PARTICIPANTS IN
OPEN MEETINGS AND/OR PUBLIC HEARINGS
Aaron Weiss, Assistant County Attorney
Derek Harvey
Wayne K. Keefer
Randall E. Wagner
Page 2 of 3
OPEN Session Agenda
October 8, 2024
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200
Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting.
10:50 AM CHILD SUPPORT ENFORCEMENT COOPERATIVE AGREEMENT –
APPROVAL TO SUBMIT APPLICATION AND ACCEPT AWARDED FUNDING
Lieutenant James Grimm, Washington County Sheriff’s Office; Richard Lesh, Grant
Manager, Grant Management
10:55 AM MARYLAND 9-1-1 BOARD – APPROVAL TO SUBMIT APPLICATION AND
ACCEPT AWARDED FUNDING
Alan Matheny, Director, Emergency Management and Communications; Richard
Lesh, Grant Manager, Grant Management
11:05 AM EMS STAFFING TRANSITION DISCUSSION, NEXT STEPS
R. David Hays, Director, Emergency Services; David Chisholm, Deputy Director –
Field Operations, Emergency Services; Dale Fishack, Vice President, Washington
County Volunteer Fire and Rescue Association (WCVFRA)
11:15 AM LASERFICHE RENEWAL AGREEMENT (PUR-1712) FOR INFORMATION
TECHNOLOGY
Rick Curry, Director, Purchasing; Josh O’Neal, Chief Technical Officer, Information
Technology
TRANSIT ROUTING/DISPATCHING HARDWARE/SOFTWARE (HARFORD
COUNTY RFP 23-180) PROCUREMENT
Rick Curry, Director, Purchasing; Andrew Eshleman, Director, Public Works
11:25 AM FY24 BUDGET ADJUSTMENT
Kelcee Mace, Chief Financial Officer
11:30 AM FY24 EXCESS REVENUES
Kelcee Mace, Chief Financial Officer
11:45 AM WATER AND SEWER POLICY UPDATE
Mark Bradshaw, Director, Environmental Management
11:55 AM PRESENTATION OF 2024-2025 FARM OF THE YEAR AWARD
Kelsey Keadle, Business Specialist – Agriculture, Business and Economic
Development; Carmen Harbaugh, Business Support Specialist, Business and Economic
Development
12:05 PM CLOSED SESSION – (To discuss the appointment, employment, assignment,
promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of
appointees, employees, or officials over whom this public body has jurisdiction; or any other
personnel matter that affects one or more specific individual. (1) These topics include the discussion
of confidential personnel matters.
Discussion of advertisement of open position in Budget and Finance.
Page 3 of 3
OPEN Session Agenda
October 8, 2024
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200
Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting.
Discussion of transitional hiring in Budget and Finance.
Discuss appointments to two County volunteer boards (Property Tax Assessment
Appeals Board and Planning Commission)
Discussion of County hiring matter.
Personnel Discussion related to County vendor.
• To consider a matter that concerns the proposal for a business to locate, expand, or remain
in the State (4).
Discussion pertains to proprietary plans and development of the business to expand
operations in Washington County. Open session discussion would dissuade
company from sharing proprietary information or otherwise looking elsewhere to
locate.
• To consult with counsel to obtain legal advice on a legal matter. Discussion protected by
attorney-client privilege. (7)
County attorney to update Board on a legal matter. Discussion may also necessitate
advice on strategy and negotiations of pending legal matter, which would prejudice
the Board in litigation if the discussion were to occur in open session.
Discussion and consultation with County Attorney about County-Involved
Litigation and litigation strategies.
Discussion of contract negotiations between County and two non-County entities,
discussion protected by attorney-client privilege)
2:45 PM RECONVENE IN OPEN SESSION
2:45 PM SECOND STAFF COMMENTS
ADJOURNMENT
Open Session Item
NOTE: The Board will need to convene as the Board of Health when considering this request.
From:
SUBJECT:
PRESENTATION DATE:
PRESENTATION BY:
Michelle Hutchinson, Purchasing-Washington County Health Dept.
LEAD Services – Potomac Case Management Services, Inc./PCS
October 8, 2024
Earl Stoner, Health Officer & Victoria Sterling, BHS Director
RECOMMENDED MOTION: The health department is recommending that the Board of Health
approval the contract to Potomac Case Management Services, Inc./Potomac Community Services of
Washington County in the amount of $205,560.00 for funding legislated for the LEAD – Let Everyone
Advance with Dignity Grant, awarded September 5th, 2024, from the Governor’s Office of Crime
Control and Prevention. Contract period of July 1 st, 2024, through June 30th, 2025.
REPORT-IN-BRIEF: Washington Co. faces significant challenges with individuals who
are of high utilizers of the behavioral health system and are frequently involved in the criminal justice
system. These individuals often struggle with complex issues such as substance use disorder, mental
health disorders, homelessness, and socioeconomic disparities. Traditional approaches to address these
challenges have been insufficient, resulting in high rates of recidivism, increased strain on law
enforcement and emergency services, and limited access to appropriate care and support. The LEAD
program recognizes the need for a coordinated, community-based approach to addressing these
challenges. By partnering with law enforcement, behavioral health providers and community
organizations, LEAD aims to create a seamless system of care that meets the diverse needs of
individuals involved in the criminal justice system.
In response to these challenges, the Let Everyone Advance with Dignity (LEAD) program seeks to
provide an alternative approach to addressing substance use disorders and reducing criminal justice
involvement among individuals. By offering intensive case management, peer support services and
linked to comprehensive care. LEAD’s goal is to break the cycle of incarceration and connect
individuals with the support they need to achieve stability and recovery.
DISCUSSION:
FISCAL IMPACT: 100% of the funding for this contract is provided through a Maryland
Department of Health Behavioral Health Administration. No additional funding is being
requested.
CONCURRENCES:
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
ATTACHMENTS: Copy of the contract
STATE OF MARYLAND
MARYLAND DEPARTMENT OF HEALTH
FY25 F178N-0881
Potomac Case Management Services, Inc./Potomac Community Services
THIS CONTRACT (the "Contract"), is made as of the 10th day of September , 20 24 by and between
the STATE OF MARYLAND, acting through the MARYLAND DEPARTMENT OF HEALTH, Washington County Health Department
("Department"), and
Potomac Case Management Services, Inc./Potomac Community Services
("Contractor") whose principal office in Maryland is
324 E. Antietam St. Hagerstown, MD 21740
and whose principal business address is
Same
The parties agree as follows:
Scope of Contract.
(a) The Contractor shall provide the following goods or services:
Project Summary of Let Everyone Advance with Dignity (LEAD) Program is a pioneering initiative designed to address the needs of
individuals who find themselves in the intersection of high utilization of the behavioral health system and involvement with the
criminal justice system. Since inception in 2020, LEAD has been committed to providing comprehensive resources and support to
the vulnerable population within Washington County, Maryland.
Program Objectives are to divert individuals away from the criminal justice system by offering them access to community -based
behavioral health services, substance treatment, housing assistance and other resources. By providing alternatives to being
incarcerated.
Potomac Case Management Services, Inc./Potomac Community Services will provide case management for the Let Everyone
Advance with Dignity (LEAD) Program. This contract will include funds for salary and fringe for the case manager and supervisor.
In addition. PCS will also provide the electronic health record, Shared Villages for the monitoring and data collection. Additional
costs covered under this contract include transportation, rent. IT costs. clients activities and staff training. PCS LEAD staff will
attend the Operational Work Group meetings and the supervisor will attend the monthly administrative meetings. PCS will also
provide support with data collection for monthly reporting.
Potomac Case Management Services. Inc./Potomac Community Services agrees to the Grants General Conditions in the grant
award # COAP-2022-0009 of the project title LEAD - Let Everyone Advance with Dignity as provided in this contract.
The scope of work or solicitation dated N/A is attached and incorporated by reference as Exhibit A . The
Contractor's bid or proposal dated N/A is attached and incorporated by references as Exhibit N/A . If there
Is any conflict between this Contract and any exhibits incorporated by reference, the terms of this contract shall govern. If there
is any conflict among the Exhibits, the following order of precedence shall determine the prevailing provision:
Exhibit A - the scope of work or solicitation and Exhibit B - the Contractor's bid or proposal.
(b) Changes. This Contract may be amended only with the written consent of both parties. Amendments may not
significantly change the scope of the Contract (including the Contract price).
2. Term of Contract. The term of this Contract shall be for the period of
July 1st , 20 24 through June 30th 20 25
3. Compensation and Method of Payment.
Rev. 2/2014
(a) Compensation. The total compensation for services to be rendered by the Contractor shall not exceed
$205,560.00.
(b) Method of Payment. The Department shall pay the Contractor no later than thirty (30) days after services are
rendered and the Department receives a proper invoice from the Contractor. Charges for late payment of
invoices, other than as prescribed by Title 15, Subtitle 1, State Finance and Procurement Article, Maryland Code,
are prohibited.
(c) Tax identification Number. The Contractor's Federal Tax Identification Number is
52-2118801 The Contractor's Social Security Number is
(Individual Contractor Only). Contractor's Federal Tax Identification Number (or
Social Security Number - Individual Contractor Only) shall appear on all invoices submitted by the Contractor to
the Department for payment.
(d) Invoicing. All invoices for services shall be signed by the Contractor and submitted to
wchd.invoice@maryland.gov. All invoices shall be submitted along with any supporting documentation to prove
the expenses were incurred by the contractor. All invoices shall include the following information:
• Contractor name.
• Remittance address.
• Federal taxpayer identification number.
• Invoice period.
• Invoice date.
• Invoice number.
• Goods or services provided; and
• Amount due.
Invoices submitted without the required information and inclusive of the supportive documentation cannot be
processed for payment until the Contractor provides the required information.
Supporting Documentation Requirements
The Washington County Health Department is required to ensure that all expenses disbursed under grant
programs are made within the scope of the Condition of Awards and only appropriate expenses are reimbursed
under the grant. As such, supporting documentation is required to support expenses invoiced under this
contract.
• For reimbursement of salaries and related personnel costs, copies of payroll reports or other proof of
payments/costs must be submitted along with the invoice. Reports must detail amounts paid to or on
behalf of (salary and fringe costs) individual employees.
• For equipment purchases that are approved under the grant award, originals or copies of receipts for the
equipment must be submitted along with the invoice.
• For any sub -contracted services allowable under the grant award, copies of invoices from the
sub -contractors must be submitted along with the invoice. Sub -contracted services must be
pre -approved by the Contract Monitor. Supportive documentation proving the costs and expenses of
the sub -contractor will also need to be provided.
• For any supplies, utility costs, fuel purchases, or other expenses allowable for reimbursement under the
grant award, copies of receipts or invoices must be submitted along with the invoice.
Onsite Visit/Audit
For service contracts, the Washington County Health Department, will perform one or more onsite visits to
ensure that services provided by the contractor are consistent with this contract and any applicable conditions
of award. This site visit may include a financial review to audit the accuracy of invoices and billed expenses. If a
visit is made to ensure that a service is being performed at a specific time, it may be unannounced.
4. Procurement Officer. The Department designates Michelle Hutchinson
to serve as Procurement Officer for this Contract. All contact between the Department and the Contractor regarding a
matters relative to this Contract shall be coordinated through the Procurement Officer.
Rev. 2/2014
S. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15,
Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending
resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.
Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon
prior written notification to the Contractor specifying the extent and the effective date of the termination. The State will
pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination, and
all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for
any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the
determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12(A)(2).
7. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this
Contract, the Department may terminate the Contract by giving the Contractor written notice of termination. Termination
under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination
hereunder, including the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.
8. Termination for Non Appropriation. If funds are not appropriated or otherwise made available to support continuation in
any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the
fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after
termination.
9. Non -Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and
Maryland law, including, but not limited to, the employment provisions of §13-219 of the State Finance and Procurement
Article, Maryland Code and Code of Maryland Regulations 21.07.01.08, and the commercial nondiscrimination provisions
of Title 19. Subtitle 1, State Finance and Procurement Article, Maryland Code.
10. Maryland Law Prevails. The laws of Maryland shall govern the interpretation and enforcement of this Contract. The
Maryland Uniform Computer Information Transactions Act (Commercial Law Article, Title 22 of the Annotated Code of
Maryland) does not apply to this Contract or any software license acquired hereunder.
11. Anti -Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the
Contractor is a corporation or partnership) any of its officers, directors, partners, or controlling stockholders; nor any
employee of the Contractor who is directly involved in the business's contracting activities, has been convicted of
bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.
12. Contract Monitor- Contract Monitor is Victoria Sterling.
Rev. 2/2014
I[I��ll��li�lill<l�r����llilll[I[f�lllllll�liill�l��llllllil IliVll�llll[��INllillllll�
Governor's Office of Crime Prevention and Policy ca,varw„ee. 49478
Regional Mordlm Adams, Jacqueline
Notification of Project Commencement FacalSpocWW Farrare, Genevra
Grant Award Number: COAP-2022-0009
Sub -recipient: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
Implementing Agency: Washington County Health Department
Award Period: 07/01 /2024 - 06/30/2025 CFDA: 16.838
Federal Grant #:
The verification section of this form must be completed. Additionally, this form must be signed by the project
director and submitted through the Grants Management System within thirty (30) calendar days after receiving your
grant award packet.
No Requests for Funds will be processed until this Notification of Project Commencement has been signed and
received.
Authorized Official: Stoner, Earl E
Health Officer
Earl.Stoner@rnaryland.gov
Washington County Health Department
1302 Pennsylvania Avenue
Hagerstown, MD 21742-3108
240-313-3260
FAX: 240-313-3301
Project Director: Sterling, Victoria
Director of Behavioral Health Services
victoria.sterling@maryland.gov
Washington County Health Department
925 N. Burhans Blvd
Hagerstown, MD 21742-3173
240-313-3383
FAX: 240-313-3316
Fiscal Officer: Stoner, Shawn Grants Administrator
shawn.stoner@maryland.gov
Washington County Health Department
1302 Pennsylvania Avenue
Hagerstown, MD 21742-3108
240-313-3294 FAX: 240-313-3316
Award Information Verification - Please initial appropriate selection(s): COAP-2022-0009
Signed: __ '
Project
Printed Name:
All information on this form Is correct and project will commence on time. Project Director signs
below.
The contact information for all the staff on this form is not correct. You must submit a Grant
Modification that provides a justification and indicates all changes/revisions.
The project will not commence within forty-five (45) days of the beginning of the award period
0741,442024. You must submit a Grant Modification. Grant Modification must provide justification and
in to II changes.
Date:
is Preferred, Fiscal Contact or Authorized Ohmic''* Fi Project Directoris unavailable)
( _ () 3 Phone: 0W O 3i �
I�Iluilll�lllllil��llll�l�[�II�II�I�l� 11lIU��I1 11N��� GOCCPRegb,etlAWor Adams, Jacqueline
ooccP Frscd speclobt; Farrare, Genevra
Governor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number: COAP-2022-0009 Sub-Reclpient: Washington County Health Department
Award Period: 07/01/2024 - 06rM2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
General and Special Conditions (Post Award Instructions)
General Conditions and Special Conditions in this subaward package are the Maryland Governor's Office of Crime
Prevention and Policy's (Office) Post Award instructions and procedures for managing and monitoring grants,
irrelevant of the funding source. This subaward is subject to the General Conditions
(https://www.goccp.maryland.gov/grants/general-condifons.php) posted on the website, and additional Special
Conditions as accepted by the Applicant Agency's (Subrecipient) Authorized Official, Project Director, and Fiscal
Officer. Also, refer to General Condition #21 below.
See additional guidance posted on the Office website such as the specific Grant Program Notice of Funding
Availability (NOFA) and the GMS Application Instructions https://goccp.maryland.govtwp-content/uploads/gms-
application-instructions, pdf
2 Statutes and Requirements of State and Federal Funds
This subaward is subject to applicable State of Maryland (COMAR) and Federal Regulations (2 CFR) and
requirements for the relative funding source. For updates to the Code of Federal Regulations (CFR) visit
https://www.ecfr.gov/. The Office retains the right to add Special Conditions, if and when needed, during the
subaward period of performance. Refer to the grant award letter in the electronic Grants Management System
(GMS).
3 Federal Financial Guide
In addition to the post -award conditions, the subrecipient agrees to comply with the financial and administrative
requirements set forth in the current edition of the Department of Justice, Office of Justice Programs (OJP) Financial
Guide where applicable, and to abide by any other terms and conditions imposed by the Office. The DOJ financial
guide may be accessed at the following web URL: httpsJ/www.ojp.govtfunding/financialguidedoyoverview.
4 Award Period of Performance
Approved by the Office of the submitted application, the subaward that it has generated is for the time period stated
in the subaward package and constitutes no commitment for funding prior to the time period nor the continuation of
funding beyond that time period. The subaward may be terminated by one or both parties with written notice. If the
subaward is terminated before the end of the funding period, an accounting of the current quarterly and year-to-date
expenses must be provided within 60 calendar days. Also, refer to the General Condition #32 below.
5 Subaward Acceptance Document
To fully execute the grant with the Office, the subrecipient must upload signed documents to the GMS. Late
submission will be accepted on a case -by -case basis and may result in an increased risk/mondoring level of the
subaward, a delay in the project activity and related reimbursement, de -obligation of funds and/or termination of the
subaward. Acceptance of this subaward constitutes a commitment
The Grant Award and Acceptance Form containing the original signature of the Executive Director of the Office must
be signed by the Authorized Official (electronic signature is acceptable) noted on the submitted application. This
signed document must be uploaded within 21 CALENDAR DAYS of receipt of the award package. The Authorized
Official on the submitted application is the County Executive Duly Authorized Official of the local unit of Government,
Mayor, Commissioner, Town Administrator (if confirmed). President (if confirmed), or if agencies are permitted to
apply directly, the head of the agency receiving the subaward.
GOCCP ReglwW A wo w Adams. Jacqueline
GOCCP %cal Speciaw Farrare, Genevre
Governor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number. COAP-2022-0009 Sub-Reciplent: Washington County Health Department
Award Period: 07101/2024 - 06Mt2025 Implementing Agency: Washington County Health Department
Project Thle: LEAD - Let Everyone Advance with Dignity
6 Special Conditions
It is important that the subrecipient review all Special Conditions attached to this subaward. The Authorized Official
must initial each Special Condition page at the bottom right-hand comer. The initialed Special Condition pages must
be uploaded to the GMS within 21 CALENDAR DAYS of receipt of the award package.
Notification of Project Commencement Form
The Notice of Project Commencement Form/Delay Form must be initialed in the Award Information Verification
Section, AND signed at the bottom preferably by the Project Director. Alternatively, if the Project Director is
unavailable, the Fiscal Contact or Authorized Official may sign. The signed document must be uploaded within 30
CALENDAR DAYS of the receipt of the award package. The subrecipient's progress report modules will not be
accessible until the signed Award Acceptance, initialed Special Condition and Project Commencement documents
are submitted in the GMS. NOTE: If the project will not commence within 45 calendar days of the start date of the
period of performance, subrecipients may submit a Grant Adjustment Notice (GAN) within the GMS for review and
approval. Any delay to the start date of this project does not warrant, or necessarily allow, an extension to the end
date.
8 Subrecipient Organizational Capacity Questionnaire (SOCQ)
This questionnaire (https://goccp.maryland.gov/subrecipient-organizational-capacity-questionnaire/) is used as an
assessment tool post award for the purpose of determining the appropriate subrecipient monitoring and technical
assistance level. Effective SFY 25, this completed questionnaire must be available in the GMS. The Applicant
agency must upload all supporting documents to the GMS before the award is accepted by the Authorized Official.
See Section L. of the GMS Application Instructions: https://goccp.maryland.gov/wp-content/uploads/gms-application-
instructions.pdf
9 Online Reporting and Post -Award Technical Assistance
All subrecipients are required to view the Office's GMS Training Videos, which can be accessed at:
https:/Igoccp.maryland.gov/grants/gms-help-videos/. These videos provide step-by-step guidance on the application,
submission of modifications (GAN), and progress reports within the period of performance. Subrecjpients who require
technical assistance relative to the online GMS during business hours may contact the Office IT Staff at
support@goccp.freshdesk.com.
10 Post -award Required Documentation and Grant Adjustment Notification (GAN)
Post -award, finalized contracts must be uploaded into the GMS, and approved by the Office before any
reimbursement for the related expense is requested.
Conference and training logistics must be provided when information becomes available for review and approval by
the Office. Provide the dates, times, and locations of each conference or training 30 days in advance. Please submit
a Grant Adjustment Notice (GAN) in the GMS to include the logistics, as well as an adjustment of costs, fees, and
rates in the justification. Also, see other post -award guidance available in the GMS Application Instructions:
https://goccp.maryland.gov/wp-r,ontenVuploads/gms-application-instructions.pdf.
11 Subaward Budget Notice and New Personnel
The approved Budget Notice is included in subaward packets. This Budget Notice may have been modified from the
project budget submitted in the original application and represents approved expenses for the project. Any delays in
hiring must be reported to the Program Manager for the applicable funding source in writing within 30 calendar days
of receipt of the subaward package. if project personnel are not hired within 45 calendar days, project personnel
allocations may be de -obligated at the discretion of the Office. Also, refer to the General Condition #12 below.
GOCCP Regk" Monftec Adams, Jacqueline
GOCCP Mcai Speciakst Farrare, Genevra
Governor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number. COAP-2022-0009 Sub -Recipient: Washington County Health Department
Award Period: 07/01/2024 - 06/30/2025 implementing Agency: Washington County Health Department
Project Tito: LEAD - Let Everyone Advance with Dignity
12 Personnel Costs
Support of Salaries, Wages, and Fringe Benefits: Charges made to awards for salaries, wages, and fringe benefits
must be based on records that accurately reflect the work performed and comply with the established policies and
practices of the organization. 2 CFR §200.430 (Compensation - personnel services) and 2 CFR §200.431
(Compensation - fringe benefits).
The use of percentages is not allowable to claim personnel costs. Records to support claimed costs in this category
need to include timesheets or time and effort reports that record actual time charged to allowable grant program
activities and signed by a supervisor. When necessary and as an alternative, payroll records may reflect certified
after the fact work distribution of an employee's actual work activities within the current financial reporting period. The
certification statement must reflect the dates and number of hours charged to the award and the specific activities
that were completed. The certification statement must be dated and signed by the supervisor, and the grant number
must also be included in the statement.
13 Consultant Rates
The requirements related to consultant rates apply to all Office awards whether funded by State or federal funds. The
maximum allowable compensation rate for consultant services is $81.25 per hour or $650 per day. Rates above this
threshold will be considered on a case -by -case basis and require prior approval. Additional information and the
required procedures for requesting prior approval are found at https://goccp.maryland.gov/preauth-for-consuftant-
fees/. Please note that charges at a rate above the established maximum rate that are incurred prior to the issuance
of a GOCPP written approval will be disallowed.
14 Procurement
If the subrecipient does not have written procurement guidelines, the subrecipient must refer to the State of Maryland
Procurement Policy and Procedures, which includes the consideration of Minority Business Enterprises (MBE). An
overview of Maryland Procurement may be accessed here: https://procurement.maryland.gov/ and the manual can
be found here: https://procurement.maryland.gov/maryland-procurement-manual-l-introduction-and-general-
overview/.
15 Issuance of Request for Proposals, Bids, Procurement Process
When issuing requests for proposals, bid solicitations, or other procurement requests, all subrecipients must clearly
state that the cost of the potential purchase is being funded in part, or in its entirety, with government grant funds. For
example, "The Governor's Office of Crime Prevention and Policy funded this project under subaward number BJAG-
2009-9000."
16 Property Inventory Report Form
The submission of the Property inventory Report Form (PIRF) is a requirement for each financial reimbursement
request that includes equipment with acquisition costs of $5,000 or more per unit, that is approved under this
subaward. The form is included in the Project Director's award package. Body Armor subawards (BARM and BPVP)
are additionally referred to their Special Conditions for the required PIRF, all other conditions remain the same.
17 Supplanting
Supplanting is the use of grant funds to replace state or local funds which were previously appropriated/budgeted for,
or otherwise would have been spent on, the specific purpose(s) for which this subaward has been awarded. Any line
item paid for with Office grant funds must be used to supplement the organization's existing budget, and may not
replace any funds that were already included in the entity's existing or projected budget.
I�II�illl llll [Hill ll llllll lllll till/ lllll 111[gl lllfl lll� llll[ III �11 COccP A000ruw Monrwr Adams, Jacqueline
GOCCP Ft" spe"Ist Farrare, Genevra
Govemor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number: COAP-2022-0009 Sub -Recipient: Washington County Health Department
Award Period: 07/01/2024 - 06130=25 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Oignity
18 Budgeted Match Above Standard Requirements
The subrecipient's acceptance of this subaward constitutes a commitment that the budgeted match (if applicable), as
stated on the Award Acceptance Form, may be above the standard requirements and will remain so throughout the
life of the award. The subrecipient agrees that the required match (if applicable) will be allotted and relative
expenditures reported, for each quarterly reporting period in which they are expended. It is further agreed that the
full amount of the budgeted match (if applicable and over match if submitted) will be reported regardless of any
subsequent adjustments to the grant funds budgeted and/or any financial modifications to this subaward. Any
requested change to this match (if applicable) must be submitted electronically in the GMS through a GAN request
and is subject to prior approval by the Office,
19 Expended Grant Funds During Award Period
All grant funds related to the subaward project, as well as any required match funds (if and where applicable) must
be encumbered, obligated (requisitions, purchase orders, or contracts, which are negotiated purchases) or expended
(payment of an invoice) by the end of the subaward period or any pre -authorized extension thereof. Failure to
expend encumbered funds within 30 calendar days following the End Date of the award period may jeopardize
reimbursement and/or result in the de -obligation of funds. In that event, remaining obligations will be the sole
responsibility of the subrecipient.
MINIMUM 11111111111111101111011111111111 GOCCPRegbr W Mondw Adams, Jacqueline
GOCCP Fwmi sperm Farrare. Genevra
Govemors Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number. COAP-2022-0009 Sub-Reclplent: Washington County Health Department
Award Period: 07/01/2024 - 06/30/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
20 Modifications to Subaward and Grant Adjustment Notices (GAN) Submission
Depending on the modifications requested, the subrecipient may need to submit a general and/or a budget GAN;
however only one GAN of each type may be active in the GMS at a time. Subrecipient must act as soon as possible
to submit a GAN electronically in the GMS to minimize after -the -fact modification requests, which will be reviewed on
a case -by -case basis for extenuating circumstances only, as determined by Office staff.
GANs must be completed by one of the following authorized personnel: authorized official, project director, fiscal
officer, or pre -approved alternative authorized signatory. GANs submitted by anyone else In the GMS will be
returned to the subrecipient.
There are two types of GANs as follows:
1. General GAN - A General GAN must be submitted to make any type of non -budgetary change to a grant to
include, but not limited to, project scope, changes to the performance period, and designated roles identified in the
FACE SHEET of the GMS.
Transfer or addition of professional/consultant services must be included in this GAN. Other key personnel/staff
changes should be emailed to the grant manager. All documentation submitted to the Office is subject to the Public
Information Act (PIA). Alterations to the goals, activities and/or outcomes as applicable must be outlined in this GAN.
Subrecipients must also submit an associated Budget GAN separately if significant budget changes are required to
accomplish tasks.
2. Budget GAN - A Budget GAN must be submitted to make any changes to budget line items within the budget to
include, but not limited to, reallocating funding, adding budget line items, de -obligating funds, and requesting
additional funding. Justification must be sufficient and must include a detailed description of each line item
requesting a change, both the reasoning for the savings/unused line items and the need/justification for each
increased or new item requested.
GAN Approval Timeline: The subrecipient should submit a GAN electronically in the GMS as soon as possible.
Requests for changes or modifications must be submitted at least 30 calendar days prior to the end of the award
period, allowing the Office sufficient time to review and approve the GAN. This approval will be communicated via an
automated email (goccpgms.daemon@maryland.gov) from the GMS. The activity may not take place until the
Authorized Official and/or the Project Director receives documented approval from the Office. These changes may
not be requested via telephone, fax, or email.
Administrative GAN Exceptions: Exceptions for GAN requests within 30 days of the end of the award period will be
considered on a case -by -case basis, for extenuating circumstances, as determined by Office staff only. A request for
an exception and consideration of an Office administrative GAN must be emailed to the Program Manager with
sufficient justification. Sufficient justification must include a detailed description of each line item requesting a
change, both the reasoning for the savings/unused line items and the needfjustification for each increased or new
item requested. The subrecipient must submit revised progress, performance measures, and financial reports.
oil 111111111 Iflll GOCCPReg" MaMa Adams, Jacqueline
GOCCP Fiscal SpftWWs Farrare, Genevra
Governor's Office of Crime Prevention and Policy
Grant Award • General Conditions
Grant Award Number: COAP•2022-0009 Sub -Recipient: Washington County Health Department
Award Period: 07/0112024 - 06/30/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
21 Authorized Official/Altemate Authorized Official
The Authorized Official must possess the authority to enter into a legal agreement on behalf of the entity and bind it
to the award terms and conditions. The Authorized Official on the submitted application is the County Executive,
Duly Authorized Official of the local unit of Government, Mayor, Commissioner, Town Administrator (if confirmed),
President (if confirmed), or if agencies are permitted to apply directly, the head of the agency receiving the subaward.
If there is a change of the person in the Authorized Official position (https://goccp_maryland.gov/grants/changing-
authorized-official/), a letter, on letterhead, must be submitted to the Office via email at
support@goccp.freshdesk.com and contain all of the following:
1, Authorized official's contact information: All of the contact information listed on the new user page (name, title,
organization, address, phone, email, etc.) for the new authorized official.
2, Statement of authority: The new authorized official must state that they are the authorized official for the
organization and provide their job title and the date on which they assumed the role of authorized official.
3. Signature of the new authorized official.
The Alternate Authorized Signatory is not the same as the Authorized Official. The Alternate Authorized Signatory is
a person permitted to sign on behalf of the Authorized Official (county executive, mayor, town administrator,
president); Authorized Point of Contact (head of any sub -unit of government, agency, division, department, or
bureau); Project Director and/or Fiscal Officer. To authorize an alternate signatory, the person granting authorization
for another party to sign on their behalf must follow the three steps documented above. The purpose of the request
must be acknowledged in the letter (e.g. sign all award documents at all times, change of personnel, in case of
illness, vacation, leave of absence, etc.). If authorization is to sign all award documents at all times please attach a
copy, if applicable, of an Executive Order, or the vote from Council minute meetings.
Subrecipients may use the same directions above to make additional updates to the Alternative Authorized Signatory
to include, but not limited to, removal of personnel no longer authorized to make grant changes on behalf of the
organization.
22 Issuance of Statements, Press Releases, or Other Documents - GOCPP role
When issuing public statements, press releases, or other documents relating to this project or when conferences,
seminars, workshops, or forums are held in reference to this project, the subrecipient agrees that the source of
funding of this project and the role of the Office must and will be clearly acknowledged. The subrecipient will ensure
that all publications resulting from this project will have the following language on the publication: "The Governor's
Office of Crime Prevention and Policy funded this project under subaward number BJAG-2009-9000 (subaward
number). All points of view in this document are those of the author and do not necessarily represent the official
position of any State or Federal agency."
23 Reproduction and Sharing of Subaward and Project Materials
The Office has the right to reproduce, with attribution, and share any and all materials and documents generated as a
result of this subaward and project.
24 Privacy and Confidentiality of Client Records
The subrecipient must comply with federal regulations and state laws concerning the privacy and confidentiality of
client records, including statistical information gathered for research purposes.
iiiiiiiiiiiiii IIII III IN 111111111111101111111111
Governor's Office of Crime Prevention and Policy
Grant Award - General Conditions
GoccP Reg*W Menrox Adams, Jacqueline
GoccP FFspl sv*CmW: Farrare, Genevra
Grant Award Number: COAP-2022-0009 Sub -Recipient: Washington County Health Department
Award Period: 07/01/2024 - 06/30/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
25 Use of GOCPP Forms
All required Office forms must be generated electronically in the GMS. Only application and/or reports that are
submitted electronically in the GMS will be reviewed and considered.
26 Online Submission of Quarterly Report Forms in line with Project Scope
The subrecipient must implement the project in accordance with the approved narrative and budget set -forth in the
subaward.
All Quarterly Report Forms (Progress Reports, Performance Measurements, Financial Reports) must be submitted in
the GMS. In accordance with the policy the Office may freeze the release of funds until a subrecipient is current in
the filing of all programmatic and financial reports, and reports have been approved by the Office.
PROGRAM REPORTS: Progress Reports and Performance Measurements must be submitted via the GMS on a
quarterly basis. Additionally, federal required reports, as applicable to include the Performance Measurement Tool
(PMT), are due no later than 15 calendar days after the end of each quarter. This due date is prior to the submission
of relative quarterly financial reports. Financial reports submitted with Programmatic reports cannot be processed for
payment until programmatic reports are in 'Submitted" status online. Where the start date of any subaward may
vary, the quarterly time frames are constant. Those time frames and the relative due dates are:
07/01 - 09/30: reports due 10/15
10/01 - 12/31: reports due 01/15
01/01 - 03/31: reports due 04/15
04/01 - 06/30, reports due 07/15
In addition the Office may require an Annual Progress Report which would be documented in the Special Conditions.
This Information will be used to monitor and assess the program to determine if it is meeting the stated goals and
objectives, supports the State Crime Control and Prevention Strategy Plan and complies with federal requirements.
Failure to submit these reports in the prescribed time may prevent the disbursement of funds and/or result in
termination of the subaward.
FINANCIAL REPORTS: The Financial Report form must be electronically submitted within 30 calendar days after the
end of each quarter. The Award Acceptance, Project Commencement, Progress and Performance Measurement
Reports must be submitted prior to processing the quarterly financial report. If the above noted documents and
program reports have not been submitted within the required time frame, financial reports may be denied and
returned. Where the start date of any subaward may vary, the quarterly time frames are constant. Those time frames
and the relative due dates are:
07/01 - 09/30: reports due 10130
10/01 - 12/31: reports due 01/30
01/01 - 03131: reports due 04/30
04/01 - 06/30: reports due 07/30
There are two excepbions to the above timeline. The first, is if a subaward does not end at the end of a quarter. The
second is for nonprofit agencies that qualify for and have been granted monthly reimbursement for a particular
subaward. In these instances, the financial report is due on the 30th of the following month. For the quarter/month
ending on 6/30, GOCPP respectfully requests subrecipients to submit their final financial reports along with their
programmatic reports as soon as possible after 6/30 in an effort to ensure final payments for the fiscal year are
processed promptly and efficiently for the state fiscal year end closeout.
1111111111 IN 11111111111111111111111111111111111111011111111111111ll GOCCPReplanaf MoNtw Adams, Jacqueline
GOCCP FWDW Speck ha. Farrare, Genevra
Govemor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number: COAP-2022-0009 Sub-Reciplent: Washington County Health Department
Award Period: 07/01/2024 - 06130/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
27 Submission of Revised Financial Report
The Financial Reports must be submitted no later than 30 calendar days from the end of the reporting period. If the
Initial 30 calendar day submission is not the actual final report for the reporting period, the subrecipient must email
the Fiscal Specialist and copy the Program Manager stating that the report is not final at the same time that the
financial report is submitted electronically, which is no later than 30 calendar days from the end date of the reporting
period. Submission of a "FinalRevised" report must be emailed to the Office staff described above and uploaded
into the Grants Management System (GMS) for this particular subaward no later than 60 calendar days after the end
of the reporting period. Revisions are a manual process that require the subrecipient to make corrections on a copy
of the previously electronically submitted 30 day report, with the words "FinaURevised" labeled across the top.
Additionally, the "Final/Revised" submission document must include the dated signatures from the authorized agency
representative, The corrections must be actual expenditures, not the variance. At the end of the subaward period, the
Office reserves the right to complete an administrative closeout and de -obligate remaining funds on any subaward
that does not comply with this requirement.
28 Failure to Submit Reports Within Allotted Time Frames
Failure to submit any report within the allotted time frame(s) noted in the above conditions, or any pre -authorized
extension thereof, may result in the delay or prevention of payment, and/or the de -obligation of funds. If late reporting
occurs, the expenditure or obligation may become the responsibility of the subrecipient.
29 Holding Funds
in accordance with policy, the Office will hold the release of funds until a subrecipient is current in the filing of all
reports, submission of documentation, and have resolved any remaining issues.
30 Monitoring Expenditures
In order to verify the appropriateness of all grant fund related expenditures, the Office staff will monitor the use of
grant funds as reported by subrecipients. Back-up documentation must be maintained on -site, be available upon
request, correlate with the mandatory quarterly and/or monthly reporting, and be maintained as necessary to provide
that obligations under this subaward and other such standards as they apply are being met. The Office, fund source
agencies, State Legislative Auditors, or any State or Federal authorized representatives must have access to any
documents, papers, or other records of recipients which are pertinent to the award, in order to make audits,
examinations, excerpts, and transcripts. Also, refer to the General Condition #31 below.
31 Records Retention
Retain all financial records, supporting documents, statistical records, and all other records pertinent to the award for
a period of 5 years from the date of submission of the final programmatic and financial reports. Retention is required
for purposes of examination and audit. Records may be retained in an electronic format. Also, refer to the General
Condition #30 above.
IillUlll■III�IU{RII����II���I�Ui�IIUI1II�il�Illl�ll�l�l1� ooccPRqg�ona+: Adams, Jacqueline
DOCCPFbtslSpoci": Farrare. Genevre
Governor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number. COAP-2022-0009 Sub -Recipient: Washington County Health Department
Award Period: 07/01/2024 - 06/30/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
32 Termination of Subaward
The performance of work under this award may be terminated by the Office in accordance with this clause in whole,
or in part, whenever the Office determines that such termination is in the best interest of the State. If the subrecipient
fails to fulfill obligations under this award properly and on time, or otherwise violates any provisions of the subaward,
the Office may terminate the award by written notice to the subrecipient. The notice shall specify the acts or
omissions relied upon as cause for termination. All finished or unfinished supplies and services provided by the
subrecipient shall become Office property. The Office will pay all reasonable costs associated with this program that
the subrecipient has incurred prior to the date of termination, and all reasonable costs associated with the termination
of the subaward. When an award is terminated or partially terminated, the awarding agency or pass -through entity
and the recipient or subrecipient remain responsible for compliance with the requirements in 2 C.F.R. § 200.343
(Closeout) and 2 C.F.R. § 200.344 (Post -closeout adjustments and continuing responsibilities).
33 Civil Rights Discrimination
The subrecipient affirms that it shall not discriminate in any manner against any employee, applicant for employment,
or clients of services, because of race, color, religion, creed, age, sex, marital status, national origin, ancestry, sexual
orientation, pregnancy, physical or cognitive disability, or limited English proficiency, so as reasonably to preclude the
performance of such employment and/or services provided. The subrecipient also agrees to include a provision like
that contained in the preceding sentence for any underlying sub -contract, except a sub -contract for standard
commercial supplies or raw material. The subrecipient must have a non-discrimination poster, publicly displayed,
acknowledging that the entity does not discriminate and provides an avenue for employees, program beneficiaries,
and any relative vendors to submit formal complaints. Formal complaints may be submitted online at Maryland
Commission on Civil Rights: https://mccr.maryland.gov/: (410)767-8600; U.S. Department of Justice, Office of
Justice Programs, Office for Civil Rights: https://www.ojp.gov/program/civil-rights/filing-civil-rights-complaint; (202)
307-0690, United States Equal Employment Opportunity Commission: https://www.eeoc.gov/;(800) 669-4000.
Additionally, a complaint may be reported utilizing the form located on our website at
https://goccp.maryland.gov/grants/civil-rights-compliance/.
Also, refer to the non-discrimination and General Condition #34 below.
Subrecipients will comply (and will require any subrecipients or contractors to comply) with any applicable statutorily -
imposed nondiscrimination requirements, which may include § Title VI of the Civil Rights Act of 1964, as amended,
42 U.S.C. § 2000d; Omnibus Crime Control and Safe Streets Act of 1968, as amended, 34 U.S.C. §§ 10228(c) &
10221(a); Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. § 794; Title IX of the Education
Amendments of 1972, as amended, 20 U.S.C. § 1681; Title It of the Americans with Disabilities Act of 1990, as
amended, 42 U.S.C. § 12132; Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102; Juvenile Justice and
Delinquency Prevention Act of 1974, as amended, 34 U.S.C. § 11182(b); Victims of Crime Act of 1984, as amended,
34 U.S.C. § 20110(e); Violence Against Women Act of 1994, as amended, 34 U.S.C. § 12291(b)(13); and
Partnerships with Faith -Based and Other Neighborhood Organizations, (28 CFR Part 38).
For regulations pertaining to civil rights, visit
https://www.ojp.gov/sites/g/files/xyckuh241/files/media/document/standardassurances.pdf
I�YII�YII�IIIIII'�IIIYIYnINII�IIINIGIWIIIGovernor's Office of Crime Prevention and Policy
Grant Award - General Conditions
COMP R""W WNW Adams, Jacqueline
GoccP Fls a sped*M: Farrare, Genevra
Grant Award Number.. COAP-2022-0009 Sub-Reclplent: Washington County Health Department
Award Period: 07/01/2024 - 06t30/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
34 Civil Rights Federal Reporting Requirements
Recipients as well as subrecipients of Federal Financial Assistance through the Office of Justice Programs are
subject to various Federal Civil Rights Laws such as those related to discrimination on the basis of race, color,
national origin, sex, religion or disability.
The U.S. Department of Justice, Office of Justice Programs (OJP), Office for Civil Rights (OCR) developed the Equal
Employment Opportunity Reporting tool to help recipients receiving funding (Safe Streets Act which authorizes
VAWA, VOCA or JJDPA) comply with the Equal Employment Opportunity Plan (ESOP). The EEOP Reporting Tool
is accessed online at https:/iojp.gov/abouttocr/eeop.htm
New users will need to register for an account. Prior to registering for a new account and/or completing the report,
please know the source of grant and from which year the award has been funded. Grant number can be found in the
award package (for example: VOCA-17-XXXX would indicate VOCA 2017 funding),
Once registered, the EEOP Utilization Report tool will give step-by-step guidance for preparing and submitting
applicant agency's EEO Utilization Report and/or certification form.
Upon submission/completion of the report, forward the confirmation email to the Program manager and include a cc:
dlcivilrightscompliance_goccp@maryland.gov In the forwarded email, include in the subject line: Civil Rights/ESOP
reporting and the subaward number so the Office can update the organization's information.
35 Proof of Applicable Audit Regulations - On Site
All subrecipients must have proper documentation to present to the Office upon request, to prove compliance with
the Audit Regulations that apply. Local and State governments must have proof that they had an annual audit and
submitted said audit to the State Legislature in September of the year of their subaward. Non -Profit Organizations
must follow guidance located on the Maryland Secretary of State's website under the Charitable Division, located
here: https://sos.maryland.gov/Charity/Pages/instructions.aspx. Noncompliance with a request for proof can result in
forfeiture of grant funds.
36 Single Audit Requirement
If the subrecipient spends $750,000 or more per fiscal year in federal funds, a Single Audit is required in accordance
with 2 CFR §200.514. Provide a copy of the Single Audit Report and audited financial statements so that we may
issue a management decision letter for audit findings pertaining to the Federal award provided to the subrecipient
from the pass -through entity as required by §200.521. Also see SOCO required documentation as noted in the GMS
Application Instructions. https:/Igoccp.maryland.gov/certification-of-applicable-financial-reporting-requirements-form.
37 Reporting Fraud, Waste and Abuse
The subrecipient must promptly report any credible evidence of fraud, waste, abuse, or other misconduct related to
the use of grant funds to the Program Manager of the applicable funding source. Also, refer to
https:/twww.ola.state.md.us/fraud/ola-fraud-hotline
38 Food and Conference Costs
The Office will not approve any food and/or beverage costs associated with meetings, training, conferences, and/or
other events with federal funds. All conference costs will be thoroughly examined for compliance with the federal
requirements. This restriction does not impact direct payment of per diem amounts to individuals in a travel status
under the organization's travel policy.
ooccP R"io" M b, Adams, Jacqueline
GOCCP FlacM soot Farrare, Genevra
Governor's Office of Crime Prevention and Policy
Grant Award - General Conditions
Grant Award Number: COAP-2022-0009 Sub -Recipient: Washington County Health Department
Award Period: 07/01/2024 - M10/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
39 SAM.gov and Unique Entity ID (UEI) Requirements
Throughout the entire period of this grant, the subrecipient must maintain a current registration at the federal System
for Award Management website, SAM.gov, and the valid Unique Entity ID (UEI) that is associated with the SAM.gov
registration. If the SAM.gov registration expires during the life of the grant, the subrecipient will not be able to draw
down grant funds until the SAM.gov registration and the UEI have been reactivated,
A UEI is a universal identifier of entities that receive federal funds. The UEI facilitates the verification of an entity's
good standing and the tracking of federal funds received by the entity. Information about the SAM.gov and its
registration procedures can be found at www.SAM.gov.
40 Computer Equipment/Program/Network Procurement
No award funds may be used to maintain or establish a computer network unless such network prohibits the viewing,
downloading, and exchanging of pornography, and nothing limits the use of funds necessary for any Federal, State,
tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecution, or
adjudication activities.
41 No distracted Driving While Performing Program Duties
Subrecipients are to adopt and enforce policies banning employees from text messaging while driving any vehicle
during the course of performing work funded by this grant, and to establish workplace safety policies and conduct
education, awareness, and other outreach to decrease crashes caused by distracted drivers.
42 Services to those with Limited English Proficiency
The Subrecipients are obligated to provide services to Limited English Proficient (LEP) individuals. Refer to the
DOJ's Guidance Document. This regulation may be accessed at: https:lhvww.lep.gov/.
State Government Article, Subtitle 11- Equal Access to Public Services for Individuals with Limited English
Proficiency, §§10-1101-10-1105, Annotated Code of Maryland.
43 Drug -Free Workplace Requirements
Subrecipients are subject to the applicable requirements regarding the state and federal drug free workplace
requirements. The state's policy can be found here: State of Maryland Substance Abuse Policy
(https://dbm.maryland.gov/employees/Documents/Policies/Substance%20Abuse%2OPolicy%202023.pdO. The
Federal Government -wide Requirements for Drug -Free Workplace (Grants) is codified at 28 C.F.R. Part 83
(https:/twww.gpo. govtfdsys/pkg/CFR-2010-title28-vol2/pdf/CFR-2010-tife28-vol2-part83. pcif).
44 Office Name Change Effective 1.18.2024
Any reference to the Governor's Office of Crime Prevention, Youth and Victim Services (GOCPYVS or GOCCP)
should now be referenced as the Governor's Office of Crime Prevention and Policy (GOCPP/Office) per Executive
Order 01.01.2024.05. This change does not invalidate previous, current, or future agreements or documents
referencing the agency as GOCPYVS. Specific concerns for the Executive Director must be emailed to
GOCPPgrants.Admin@maryland.gov.
IIII����I �IIIIIIII�IIII �I��I�)IIII)III�I�I�ll�lllt�l�l�ll�illlil F�Ris, Adams, Jacqueltne Genevra
Governor's Office of Crime Prevention and Policy
Grant Award - Special Conditions
Grant Award Number: COAP-2022-0p09 Sub-Reciplent: Washington County Health Department
Award Period: 07/01/2024 - 06/30/2025 Implementing Agency: Washington County Health Department
Project Title: LEAD - Let Everyone Advance vnlh Dignity
General Conditions
This grant award is subject to the General Conditions (POST AWARD INSTRUCTIONS) found on the GOCPP
website (http://www.gocep.maryland.gov/grants/general-conditions.php). The aforementioned General
Conditions/Post Award Instructions are REQUIRED to be reviewed, should be printed for your reference and are
subject to change without written notice.
In addition, the Tips and Guidance page is provided as a resource on the GOCPP website
(http:/Igocep.maryland.gov/grants/tips-and-guidance/) to address frequently asked questions.
2 SAM.gov and Unique Entity ID (UEI) Requirements
Throughout the entire period of this grant, the subrecipient must maintain a current registration at the federal System
for Award Management website, SAM.gov, and the valid Unique Entity ID (UEI) that is associated with the SAM.gov
registration. If the SAM.gov registration expires during the life of the grant, the subrecipient will not be able to draw
down grant funds until the SAM.gov registration and the UEI have been reactivated.
A UEI is a universal identifier of entities that receive federal funds. The UEl facilitates the verification of an entity's
good standing and the tracking of federal funds received by the entity. Information about the SAM.gov and its
registration procedures can be found at www.SAM.gov.
Due to a previous audit finding, receipts and/or back-up documentation reflecting actual expenditures must be
submitted with each quarterly Financial Report form. Reimbursements to sub -recipients will not exceed actual costs.
4 SAM.gov and Unique Entity ID (UEI) Requirements
Throughout the entire period of this grant, the subrecipient must maintain a current registration at the federal System
for Award Management website, SAM.gov, and the valid Unique Entity ID (UEI) that is associated with the SAM.gov
registration. If the SAM.gov registration expires during the life of the grant, the subrecipient will not be able to draw
down grant funds until the SAM.gov registration and the UEI have been reactivated.
A UEI is a universal identifier of entities that receive federal funds. The UEI facilitates the verification of an entity's
good standing and the tracking of federal funds received by the entity. Information about the SAM.gov and its
registration procedures can be found at www.SAM.gov.
5 GOCPP support must be noted in any press releases, brochures, printed materials, and/or RFPs related to this
subaward.
"The Governor's Office of Crime Prevention and Policy (GOCPP) funded this project under subaward number CACS-
2009-9000 (your subaward number). All points of view in this document are those of the author and do not
necessarily represent the official position of any State or Federal agency."
6 Final quarterly programmatic reports indicating progress towards the attainment of each program/project objective
must be submitted no later than 15 calendar days from the End Date of the sub -award. Financial reports will not be
processed unless Programmatic Reports are in "submitted" status in the GMS.
The FINAL Financial Report must be submitted no later than 30 calendar days from the End Date of this sub -award.
If the initial 30 calendar day submission is not your actual FINAL report, send an email to the Fiscal Specialist so that
the GMS can be noted.
Submission of a "Not Final" report will require a "Final/Revised" report to be submitted no later than 60 calendar days
after the End Date of the sub -award. Revised reports may only be submitted if an initial 30 calendar day report was
submitted as required. ALL Final financials must be submitted within the 60 days or GOCPP reserves the right to
complete an administrative closeout on this grant award and de -obligate all remaining funds.
Revisions are a manual process that requires hand written corrections on a copy of the previously submitted 30 day
report, with the word "FINAL" written in red ink. The corrections must be actual expenditures, not the variance. New
signatures and current dates are required in blue ink. The revised report can be mailed, emailed, or delivered.
7 In addition to GOCPYVS quarterly reports (financial and programmatic), the sub -recipient must report specific
information, as mandated by the Federal Funding Accountability and Transparency Act (FFATA), directly to the
Bureau of Justice Assistance (BJA) via their performance measurement tool (PMT).
The Bureau of Justice Assistance's reporting requirements MUST be completed NO LATER than FIFTEEN
CALENDAR DAYS after the end of each quarter (via www.bjaperformancetools.org).
Login procedures are either provided with your award packet or will be made available via email. The BJA PMT
helpline number is: 1-888-252-6867.
Failure to comply may result in the de -obligation of funds and/or risk future funding.
8 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable restrictions on the use
of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general
provisions" in the Consolidated Appropriations Act, 2022, are set out at
https://www.ojp.gov/funding/Explore/FY22AppropriationsRestricfons.htm, and are incorporated by reference here.
Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or
might fall within the scope of an appropriations -law restriction, the recipient is to contact OJP for guidance, and may
not proceed without the express prior written approval of OJP.
9 The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted
and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements") apply to this FY
2022 award from OJP.2022 award from OJP.
The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If this FY 2022 award
supplements funds previously awarded by OJP under the same award number (e.g., funds awarded during or before
December 2014), the Part 200 Uniform Requirements apply with respect to all funds under that award number
(regardless of the award date, and regardless of whether derived from the initial award or a supplemental award) that
are obligated on or after the acceptance date of this FY 2022 award.
For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and
subawards ("subgrants"), see the OJP website at https://oip.gov/funding/Part200UniformRequirements.htm.
Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee")
at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report
(SF425), unless a different retention period applies -- and to which the recipient (and any subrecipient ("subgrantee")
at any tier) must provide access, include performance measurement information, in addition to the financial records,
supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.334.
In the event that an award -related question arises from documents or other materials prepared or distributed by OJP
that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the
recipient is to contact OJP promptly for clarification,
10 The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an
actual or imminent "breach" (OMB M-17-12) if it (or a subrecipient) -- (1) creates, collects, uses, processes, stores,
maintains, disseminates, discloses, or disposes of Personally Identifiable Information (Pli) (2 CFR 200.1) within the
scope of an OJP grant -funded program or activity, or (2) uses or operates a "Federal information system" (OMB
Circular A-130). The recipient's breach procedures must include a requirement to report actual or imminent breach of
PII to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of
an imminent breach.
11 Any training or training materials that the recipient -- or any subrecipient ("subgrantee") at any tier — develops or
delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees,
available at https://www.ojp.gov/funding/implement/training-guiding-principles-grantees-and-subgrantees.
12 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28
C.F.R. Part 38 (as may be applicable from time to time), specifically including any applicable requirements regarding
written notice to program beneficiaries and prospective program beneficiaries.
Currently, among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the
basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious
practice. Part 38, currently, also sets out rules and requirements that pertain to recipient and subrecipient
("subgrantee") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements
that pertain to recipients and subrecipients that are faith -based or religious organizations,
The text of 28 C.F.R. Part 38 is available via the Electronic Code of Federal Regulations (currently accessible at
https://www.ecfr.gov/cgi-bin/ECFR?page=browse), by browsing to Title 28-Judicial Administration, Chapter 1, Part
38, under a-CFR "current" data.
13 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28
C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an
equal employment opportunity program.
14 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28
C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs."
15 The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions of 41
U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against
an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal
grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific
danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant.
The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of
employee rights and remedies under 41 U.S.C. 4712.
Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to
contact the DOJ awarding agency (OJP or OVW, as appropriate) for guidance.
16 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable laws, regulations,
policies, and official DOJ guidance (including specific cost limits, prior approval and reporting requirements, where
applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ),
including the provision of food and/or beverages at such conferences, and costs of attendance at such conferences.
Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ
Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial
Guide").
17 Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed, Reg.
51225 (October 1, 2009), DOJ encourages recipients and subrecipients ("subgrantees") to adopt and enforce
policies banning employees from text messaging while driving any vehicle during the course of performing work
funded by this award, and to establish workplace safety policies and conduct education, awareness, and other
outreach to decrease crashes caused by distracted drivers.
18 Employment eligibility verification for hiring under the award
1. The recipient (and any subrecipient at any tier) must --
A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in
whole or in part) with award funds, the recipient (or any subrecipient) properly verifies the employment eligibility of
the individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1).
B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under
this award of both—
(1) this award requirement for verification of employment eligibility, and
(2) the associated provisions in 8 U.S.C. 1324a(a)(1) that, generally speaking, make it unlawful, in the United States,
to hire (or recruit for employment) certain aliens.
C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award
requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)(1).
D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain
records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with
Form 1-9 record retention requirements, as well as records of all pertinent notifications and trainings.
2. Monitoring
The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition.
3. Allowable costs
To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for
the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition.
4. Rules of construction
A. Staff involved in the hiring process
For purposes of this condition, persons "who are or will be involved in activities under this award" specifically
includes (without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be
involved in the hiring process with respect to a position that is or will be funded (in whole or in part) with award funds.
B. Employment eligibility confirmation with E-Verify
For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the
recipient (or any subrecipient) may choose to participate in, and use, E-Verify (www.e-verify.gov), provided an
appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E-Verify (and follows the proper
E-Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation") to confirm
employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or in part)
with award funds.
C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United
States, and the Commonwealth of the Northern Mariana Islands.
D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or
any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law.
E. Nothing in this condition, including in paragraph 4.B., shall be understood to relieve any recipient, any subrecipient
at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1).
Questions about E-Verify should be directed to DHS. For more information about E-Verify visit the E-Verify website
(https://www.e-verify.gov/) or email E-Verify at E-Verity@dhs.gov. E-Verify employer agents can email E-Verify at
EVerifyEmployerAgent@dhs.gov.
Questions about the meaning or scope of this condition should be directed to OJP, before award acceptance.
19 Restrictions and certifications regarding non -disclosure agreements and related matters
No recipient or subrecipient ("subgrantee") under this award, or entity that receives a procurement contract or
subcontract with any funds under this award, may require any employee or contractor to sign an internal
confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the
reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of
a federal department or agency authorized to receive such information.
The foregoing is not intended, and shall not be understood by the agency making this award, to contravene
requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to
sensitive compartmented information), or any other form issued by a federal department or agency governing the non
disclosure of classified information.
1. In accepting this award, the recipient --
a. represents that it neither requires nor has required internal confidentiality agreements or statements from
employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict)
employees or contractors from reporting waste, fraud, or abuse as described above; and
b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute
agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste,
fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide
prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such
obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized under this
award to make subawards ("subgrants"), procurement contracts, or both --
a. it represents that--
(1) it has determined that no other entity that the recipient's application proposes may or will receive award funds
(whether through a subaward ("subgrant"), procurement contract, or subcontract under a procurement contract)
either requires or has required internal confidentiality agreements or statements from employees or contractors that
currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from
reporting waste, fraud, or abuse as described above; and
(2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and
b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds
under this award is or has been requiring its employees or contractors to execute agreements or statements that
prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above,
it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written
notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if
expressly authorized to do so by that agency.
20 All subawards ("subgrants") must have specific federal authorization.
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements for
authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants
administrative requirements — OJP considers a "subaward" (and therefore does not consider a procurement
contract).
The details of the requirement for authorization of any subaward are posted on the OJP web site at
https://ojp,gov/funding/Explore/SubawardAuthorization.htm (Award condition: All subawards ("subgrants") must have
specific federal authorization), and are incorporated by reference here.
21 Requirements related to System for Award Management and Universal Identifier Requirements
The recipient must comply with applicable requirements regarding the System for Award Management (SAM),
currently accessible at https:/twww.sam.gov/. This includes applicable requirements regarding registration with SAM,
as well as maintaining the currency of information in SAM.
The recipient also must comply with applicable restrictions on subawards ("subgrants") to first -tier subrecipients (first
tier "subgrantees"), including restrictions on subawards to entities that do not acquire and provide (to the recipient)
the unique entity identifier required for SAM registration.
The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web
site at https://ojp.gov/funding/Explore/SAM.htm (Award condition: System for Award Management (SAM) and
Universal Identifier Requirements), and are incorporated by reference here.
This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated
to any business or non-profit organization that he or she may own or operate in his or her name).
22 Restrictions on "lobbying"
In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any
subrecipient ("subgrantee") at any tier, either directly or indirectly, to support or oppose the enactment, repeal,
modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There
may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be
barred by law.)
Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any
subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of
Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or
cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing,
extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an
exception that applies to Indian tribes and tribal organizations.
Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or
might fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed
without the express prior written approval of OJP.
23 Specific post -award approval required to use a noncompetitive approach in any procurement contract that would
exceed $250,000
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements to obtain
specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the
Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of
federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not
consider a subaward).
The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract
under an OJP award are posted on the OJP web site at
https://ojp.govtfunding/Explore/NoncompeftiveProcurement.htm (Award condition: Specific post -award approval
required to use a noncompetitive approach in a procurement contract (if contract would exceed $250,000)), and are
incorporated by reference here.
24 Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and
OJP authority to terminate award)
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements
(including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons,
whether on the part of recipients, subrecipients ("subgrantees"), or individuals defined (for purposes of this condition)
as "employees" of the recipient or of any subrecipient.
The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on
the OJP web site at https://ojp.gov/funding/ExplorelProhibitedConduct-Trafficking.htm (Award condition: Prohibited
conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP
authority to terminate award)), and are incorporated by reference here.
25 The recipient, and any subrecipients ("subgrantees") at any tier, must promptly refer to the DOJ Office of the
Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor,
subcontractor, or other person has, in connection with funds under this award-- (1) submitted a claim that violates the
False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery,
gratuity, or similar misconduct.
Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the
OIG by--(1) online submission accessible via the OIG webpage at https://oig.justice.gov/hotline/contact-grants.htm
(select "Submit Report Online"): (2) mail directed to: U.S. Department of Justice, Office of the Inspector General,
Investigations Division, ATTN: Grantee Reporting, 950 Pennsylvania Ave., NW, Washington, DC 20530; and/or (3)
by facsimile directed to the DOJ OIG Investigations Division (Attn: Grantee Reporting) at (202) 616-9881 (fax).
Additional information is available from the DOJ OIG website at https://oig.justice.gov/hotline.
26 Protection of human research subjects
The recipient (and any subrecipient at any tier) must comply with the requirements of 28 C.F.R. Part 46 and all OJP
policies and procedures regarding the protection of human research subjects, including obtainment of Institutional
Review Board approval, if appropriate, and subject informed consent.
27 Confidentiality of data The recipient (and any subrecipient at any tier) must comply with all confidentiality
requirements of 34 U.S.C. 10231 and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data
or information. The recipient further agrees, as a condition of award approval, to submit a Privacy Certificate that is in
accord with requirements of 28 C.F.R. Part 22 and, in particular, 28 C.F.R. 22,23.
28 The recipient acknowledges that OJP reserves a royalty -free, non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and authorize others to use (in whole or in part, including in connection with derivative
works), for Federal purposes: (1) any work subject to copyright developed under an award or subaward (at any tier);
and (2) any rights of copyright to which a recipient or subrecipient (at any tier) purchases ownership with Federal
support.
The recipient acknowledges that OJP has the right to (1) obtain, reproduce, publish, or otherwise use the data first
produced under any such award or subaward; and (2) authorize others to receive, reproduce, publish, or otherwise
use such data for Federal purposes. "Data" includes data as defined in Federal Acquisition Regulation (FAR)
provision 52.227-14 (Rights in Data - General).
It is the responsibility of the recipient (and of each subrecipient (at any tier), if applicable) to ensure that the
provisions of this condition are included in any subaward (at any tier) under this award.
The recipient has the responsibility to obtain from subrecipients, contractors, and subcontractors (if any) all rights and
data necessary to fulfill the recipient's obligations to the Government under this award. If a proposed subrecipient,
contractor, or subcontractor refuses to accept terms affording the Government such rights, the recipient shall
promptly bring such refusal to the attention of the OJP program manager for the award and not proceed with the
agreement in question without further authorization from the OJP program office.
29 The recipient, and any subrecipients ("subgrantees") at any tier, must promptly refer to the DOJ Office of the
Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor,
subcontractor, or other person has, in connection with funds under this award-- (1) submitted a claim that violates the
False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery,
gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this
award should be reported to the OIG by —(I) online submission accessible via the OIG webpage at
https://oig.justice.gov/hotline/contact-grants.htm (select "Submit Report Online"); (2) mail directed to: U.S.
Department of Justice, Office of the Inspector General, Investigations Division, ATTN: Grantee Reporting, 950
Pennsylvania Ave., NW, Washington, DC 20530; and/or (3) by facsimile directed to the DOJ OIG Investigations
Division (Attu: Grantee Reporting) at (202) 616-9881 (fax). Additional information is available from the DOJ OIG
website at https://oig.jusbce.gov/hotline.
30 The recipient understands and agrees that the GOCPP may withhold award funds, or may impose other related
requirements, if the recipient does not satisfactorily and promptly address outstanding issues from audits required by
GOCPP, or other outstanding issues that arise in connection with audits and Single Audit Management Decisions.
31 If the recipient currently has other active awards (federal or state), or if the recipient receives any other award during
the period of performance for this award, the recipient promptly must determine whether funds from any of those
other awards have been, are being, or are to be used(in whole or in part) for one or more of the identifical cost items
for which funds are provided under this awards. If so, the recipient must promptly notify GOCPP in writing of the
potential duplication, and, if so requested by the awarding agency, must seek a budget -modification or change -of -
project -scope Grant Award Notification (GAN) to eliminate any inappropriate duplication of funding.
32 Post -award, finalized contracts must be uploaded into the GMS, and before any reimbursement for the related
expense is requested. See Contractual Services guidance available in GOCPP's GMS Application Instructions.
https://goccp. maryland.gov/wp-content/uploads/gms-application-instructions.pdf
Govemor's Office of Crime Prevention and Policy
Budget Notice
Grant Award Number:
Sub -recipient:
Project Title:
Implementing Agency:
Award Period:
R"IonM µ«nor Adams. Jacqueline
ri3c-m sped" Farrare, Genevra
COAP-2022-0009
Washington County Health Department
LEAD - Let Everyone Advance with Dignity
Washington County Health Department
07/01 /2024 - 06/30/2025
C FDA: 16.838
Federal Grant #:
Funding Summary Grant Funds 100.0 % $350,000.00
Cash Match 0.0 % $0.00
In -Kind Match 0.0 % $0.00
Total Project Funds $350,000.00
Personnel
Description of Position Salary Type Funding Total Budget
COORD. SP. PRGRMS III, HS
COORD. SP. PRGRMS III, HS
Fringe
Grant Funds
$17,216.00
Salary
Grant funds
$17,746.00
Peer Support Specialist 1
Fringe
Grant Funds
$3,075.00
Peer Support Specialist I
Salary
Grant Funds
$39.469.00
Peer Support Specialist III (1)
Fringe
Grant Funds
$6.675.00
Peer Support Specialist 111 (1)
Salary
Grant Funds
$6.764.00
Peer Support Specialist III (2)
Salary
Grant Funds
$7.009.00
Peer Support Specialist III (3)
Salary
Grant Funds
$4,432.00
Travel
Contractual Services
Personnel Total: $102,286.00
Funding Quantity Unit Cost Total Budget
Grant Funds_ 2981 $0.67 $200.00
Travel Total: $200.00
Description Funding Quantity Unit Cost
Potomac Community Services Grant Funds 0 $0.00
Contractual Services Total:
Total Budget
$205,560.00
$205,560.00
Other
Description Funding Quantity Unit Cost Total Budget
Indirect Costs
Grant Funds
0
$31.818.00
$31.818.00
office Suppllies
Grant Funds
0
$1,000.00
$1,000.00
Other Supplies
Grant Funds
0
$6,260.00
$6,260.00
Printing
Grant Funds
0
$1.676.001
$1.676.00
Training
Grant Funds
0
$1,200.001
$1,200.00
Other Total: $41,954.00
Budget Notice
Grant Award Number:
Sub -recipient:
Project Title:
Implementing Agency:
Award Period:
R994rW M*nKw Adams, Jacqueline
Fyul Sped"' Farrare, Genevra
COAP-2022-0009
Washington County Health Department
LEAD - Let Everyone Advance with Dignity
Washington County Health Department
07/01 /2024 - 06/30/2025
Funding Summary Grant Funds 100.0 % $350,000.00
Cash Match 0.0 % $0.00
In -Kind Match 0.0 % $0.00
Total Project Funds $350,000.00
CFDA: 16,838
Federal Grant #:
Approved: 40N Effective Date: 9/5/2024
Govemor'e Office of Crime Pr"witton and Policy Audwdred RepresontaBn
iII�IEllsl�lllfl�lllll�lll IlillllllllEllaIIIII�IIII�IQIIOtillll�ll
Governors Office of Crime Prevention and Policy Con" NtntW
Programmatic Reporting FiacdSpecWly.
Submitted Date:
11111111111119111111111111111
49478
Adams, JacquOine
Grant Award Number: COAP-2022-0009
Sub -recipient: Washington County Health Department
Project Title: LEAD - Let Everyone Advance with Dignity
Implementing Agency: Washington County Health Department
Award Period: 07/01 /2024 - 06/30/2025 CFDA: 16.838
Federal Grant #:
The information collected on this form helps us measure the progress you are making in achieving your project's goals and
objectives. It also helps us determine what, if any, technical assistance you may need in implementing your project.
F=I1Lei 11 F.1 11 _1=
Eluarnter the calendar day the Bureau of Justice Assistance (BJA) Performance Measurement Tool
ter
PMT) was completed. Note: The reporting must be completed within days after the end of the directly in the BJA PMT system at https:/Napmt.ojp.gov/,
4 lNumber of individuals diverted from arrest or criminal summons into the program.
5 umber of individuals receiving social referrals to the program.
6 IN
umber of individuals who have not been in contact in last 30 days
7 Eumber of individuals in active communication with program staff in last 30 days
8 lNumber of individuals discharged from program
9 umber of individuals arrested for a new crime.
10 umber of individuals arrested for a violation of supervision
11 lNumber of individuals admitted to the emergency room
12 umber of individuals who experienced an overdose
13 Number of individuals connected to permanent housing
14 umber of individuals receiving MAT
15 umber of individuals enrolled in ongoing behavioral health care
lm�
0
0
0
0
0
0
0
0
0
0
16 umber of individuals connected with primary care physician
i
17 umber of individuals connected with medical insurance
18 umber of individuals connected with employment, training or education
19 umber of individuals screened for and eligible who are receiving benefits
24 umber of individuals identified as victims of crime
I id • • I rM a - • • t ILP = • ! - CJ
0
0
0
iscribe any barriers/challenges to implementing or completing any of the objectives. Include any corrective
Lions taken or planned to overcome the noted barriers (include timeline If applicable). Are there any obstacles
barriers that could prevent you from expending all grant funds? Please include any requests for technical
sistance. if needed.
4 lease fist any success and/or best practices developed through this program funded by the Governor's Office of
rime Prevention and Policy (GOCPP).
5 escribe, in general, the level of cooperation and collaboration between partner agencies affiliated with this
�roject.
6 Mf no funds or minimal funds (less than 25%) were expended during this quarter, provide an explanation as to why
nd when you anticipate requesting funds. Your detailed explanation should address each budget category.
rovide a brief narrative assessment of the project's effectiveness thus far. This should include qualitiative ar
jantitative evidence, including performance metrics (outputs and outcomes) and impacts, as identified in the
,oiect aoDlication to hiahlioht factors considered to have facilitated or impaired the project's effectiveness.
8 lease explain the activities that have been planned for the upcoming quarter, include dates and a brief summary
f each activity.
9 lease provide a detailed narrative describing how the quarterly performance measures report numbers are
Ilected and what method or system is currently used to track them.
4my required to be completed in the Final Quarter of your Froject: uo you nave any noteworthy
10 ccomplishments, success stories, or program results that was completed during this project? List out all
ccomplishments, successes, and/or best practices developed through this grant -funded project. Have all
Mended activities been completed for this project? Please note any delays in project completions.
11 tease share noteworthy accomplishments, success stories, or program results from this reporting period that you
j
Would like to showcase in GOCPP's newsletter. 1
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J
Signed: cso C, Date:
Project Director - Tig"
1Ci01T8 y (P%iect Director is preferred. Fiscal Contact or Av tmzed'lOfficial if Project Director is unavadabie)
Printed Name: I.(Aj `• 3k-knr-Phone:dgo 313 33U
Certified Assurances
THE APPLICANT HEREBY ASSURES AND CERTIFIES THE FOLLOWING:
1. That Federal funds made available under this formula grant
will not be used to supplant State or local funds, but will be used
to increase the amounts of such funds that would, In the absence
of Federal Funds, be made available for program activities.
2. That matching funds required to pay the non -Federal portion
of the cost of each project, for which grant funds are made
available, shall be in addition to funds that would otherwise be
made available for program activities by the recipient of the grant
funds and shall be provided as required in the Grant Award
document.
3. That following the first year covered by a Grant Award and
each year thereafter, a performance evaluation and assessment
report will be submitted to the Govemor's Office of Crime Control
& Prevention.
4. That fund accounting, auditing, monitoring, evaluation
procedures and such records as the Governor's Office of Crime
Control & Prevention shall prescribe to and shall be provided to
assure fiscal control, proper management and efficient
disbursement of funds received.
5. That the Grantee shall maintain such data and information and
submit such reports in such form, at such times, and containing
such information as the Govemor's Office of Crime Control &
Prevention may reasonably require to administer the program,
6. Sub -recipients will comply (and will require any sub -grantees
or contractors to comply) with any applicable statutorily -imposed
nondiscrimination requirements, which may include the Omnibus
Crime Control and Safe Streets Act of 1968 (42 U.S.C. ° 3789d):
the Victims of Crime Act (42 U.S.C. ° 10604 (e)); the Juvenile
Justice and Delinquency Prevention Act of 2002 (42 U.S.C. °
5672(b)); the Civil Rights Act of 1064 (42 U.S.C. ° 2000(d)); the
Rehabilitation Act of 1973 (29 U.S.C. ° 704); the Americans with
Disabilities Act of 1990 (42 U.S.C. ° 12131-34); the Education
Amendments of 1972 (20 U.S.C. ° 1681, 1683, 1685-86); the
Age Discrimination Act of 1975 (42 U.S.C. ° 6101-07); and the
Department of Justice (DOJ's) Equal Treatment Regulations (28
C.F.R. pt. 38).
7. That in the event a Federal or state court or administrative
agency makes a finding of discrimination after a due process
hearing on the grounds of race, color, religion, national origin,
sex, or disability against the Grantee, a copy of the finding will be
forwarded to the Govemor's Office of Crime Control &
Prevention.
8. Sul-reciplents that are governmental or for -profit entities, that
have fifty or more employees and that receive a single award of
$500,000 or more under the Safe Streets Act or other
Department of Justice (DOJ) program statutes are required to
submit their Equal Employment Opportunity Plan (EEOP) to the
federal Office of Civil Rights (OCR). The sub -recipients are not
required to submit a copy to the Govemor's Office of Crime
Control & Prevention (GOCCP), but must have a copy available
on site for monitoring purposes. Those sub -recipients that are
subject to the OCR's EEOP Certification Form may access this
form at: http:ttwww.ojp.usdoj.gov/about/ocr/aeop,htm.
9. That the Grantee will comply with all provisions set forth In the
Govemor's Office of Crime Control & Prevention's General
http:/twww.gowp.maryland.gov/grantstgeneral-condifions.php
and Special Conditions.
10. That the Grantee will comply with the provisions of 28 CFR
applicable to grants and cooperative agreement.
11. Sub -recipients are obligated to provide services to Limited
English Proficient (LEP) individuals. Refer to the DOJ's
Guidance Document. To access this document see U.S.
Department of Justice, Guidance to Federal Financial Assistance
Recipients Regarding Tide Vi Prohibition Against National Origin
Discrimination Affecting Limited English Proficient Persons (67
Federal Regulation 41465 (2002)). This regulation may be
accessed at: http:/hvww.archives.gov/eeoAawsrtitle-vi htmi
CERTIFICATION: I certify that this program will comply with the provisions set forth by the State of Maryland and the
Oovernoe-a OTFI le of Critne,6or*a1 and Prevention.
r, Earl E - Health Officer
Name and Title
Certificaftin RegaMing Lobbying 1111111 IN III III III IN 11111111 IN milli 111
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants
should also review the instructions for certification included in the regulations before completing this form. Signature of this form
provides for compliance with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR Part 67,
"Government -wide Debarment and Suspension (Non -procurement) and Government -wide Requirements for Drug -Free Workplace
(Grants)." The certifications shall be treated as a material representation of fad upon which reliance will be placed when the
Department of Justice determines to award the covered transaction, grant, or cooperative agreement.
1. LOBBYING
As required by Section 1352, Title 31 of the U.S. Code, and implemented
at 28 CFR Part 69, for persons entering into a grant or cooperative
agreement over $100,000, as defined at 28 CFR Part 69. the applicant
certifies that-.
(a) No Federal appropriated funds have been paid or will be paid, by or
on behalf of the undersigned, to any person for Influencing or attempting
to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the making of any Federal grant,
the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any Federal grant
or cooperative agreement
(b) If any funds other than Federal appropriated funds have been paid or
will be pail to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in
connection with this Federal grant or cooperative agreement, the
undersigned shall complete and submit Standard Form - LLL,
"Disclosure of Lobbying ActivRles " In accordance with its instructions;
(c) The undersigned shalt require that the language of this certification be
included in the award documents for all subawards at all tiers (Including
subgrants, contracts under grants and cooperative agreements, and
subcontracts) and that all sub -recipients shall certify and disclose
accordingly.
2, DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and Suspension, and
implemented at 28 CFR Part 67, for prospective participants In primary
covered transactions, as defined at 28 CFR Part 67, Section 67.510 —
A. The applicant certifies that It and its principals:
(a) Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by
any Federal department or agency;
(b) Have not within a three-year period preceding this application been
convicted of or had a chile judgment rendered against them for
commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State or
local) transaction or contract under a public transaction; violation of
Federal or Stale antitrust statutes or commission of embezzlement, theft,
forgery, bribery, falsification or destnxdion of records, making false
statements, or receiving stolen property;
(c) Are not presently indicted or otherwise criminally or civilly charged by
a Government entity (Federal, State, or local) with commission of any of
the offenses enumerated in paragraph, (1) (b) of this certification; and
(d) Have not within a three-year period preceding this application had
one or more public transactions (Federal. State, or local) terminate for
cause or default; and
B. Where the applicant is unable to certify to any of the statements in
this certification, he or she shall attach an explanation to this application.
3. DRUG -FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and implemented
at 28 CFR Part 87, Subpart F, for grantees, as defined at 28 CFR Part
67, Sections 67.615 and 67,620 —
A. The applicant certifies that it will or will continue to provkfe a dWfree
workplace by:
(a) Publishing a statement notifying employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a controlled
substance is prohibited in the grantee's workplace and specifying the
actions that will be taken against employees for violation of such
prohibition;
(b) Establishing an on -going drug -free awareness program to inform
employees about —
(1) The dangers of drug abuse in the workplace;
(2) The grantee's poltcy of maintaining a drug -free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be Imposed upon employees for drug abuse
violations occurring in the workplace;
OJP FORM 406116 (3-91) REPLACES OJP FORMS 4061112, AMD 40W14 WHICH ARE OBSOLETE.
(c) Making it a requirement that each employee to be engaged in the
performance of the grant be given a copy of the statement required by
paragraph (a);
(d) Notifying the employee In the statement required by paragraph (a)
that, as a condition of employment under the grant, the employee will —
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of
a criminal drug statute occurring In the workplace no later than Care
calendar days after such conviction;
(e) Notifying the agency, in writing, within 10 calendar days after having
received notice under subparagraph (d)(2) from an employee or
otherwise receiving actual notice of such conviction. Employers of
convicted employees must provide notice, including position title,
to: Director, Grants and Contracts Service, U.S. Department of
Education, 400 Maryland Avenue, S.W. (Room 312A, GSA Regional
Office Building No. 3), Washington DC 202024571. Notice shall include
the Identification numbers) of each affected grenL
(0 Taking one of the following actions, within 30 calendar days of
receiving notice under subparagraph (d)(2), with respect to any
employee who is so convicted --
(1) Taking appropriate personnel action against such an employee, up to
and including termination, consistent with the requirements of the
Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse
assistance or rehabilitation program approved for such purposes by a
Federal, State, or local health, law enforcement, or other appropriate
agency;
(g) Making a good faith effort to continue to maintain a drug -free
workplace through impiementalion of paragraphs (a), (b), (c), (d), (e)
and (Q.
B. The grantee may insert In the space provided below the sites) for the
performance of work done in connection with the specific grant.
Place of Performance (street address, city, county, state, zip code)
Check _ if there are workplaces on file that are not identified here.
Section 67, 630 of the regulations provides that a grantee that is a State
may elect to make one certification In each Federal fiscal year. A copy of
which should be Included with each application for Department of
Justice funding. States and State agendas may elect to use OJP Form
4061/7.
Check _ if the State has elected to complete OJP Form 4061f7.
DRUG -FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and implemented
at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part
67. Sections 67.615 and 67,620 —
As a condition of the grant, I certify that I will not engage in the
unlawful manufacture, distribution, dispensing, possession, or use of a
controlled substance in conducting any activity with the grant; and
B. If convicted of a criminal drug offense resulting from a violation
occurring during the conduct of any grant activity, I will report the
conviction, in writing, within 10 calendar days of the conviction, to:
Department of Justice, Office of Justice Programs, ATTN: Control Desk,
633 Indiana Avenue, N.W., Washington, D.C. 20531.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with
the above certifications.
Applicant: Washington County Health Department
Address: 1302 Pennsylvania Avenue
Hagerstown, MD 21742 3108
Project Title: LEAD - Let Everyone Advance with Dignity
Federal ID Number: 52-1842599
Authorized Representative: StonerrEarl E - HeWtbOfficer
Signature:
Sl4naUft of A f rized Official
4�_
OJP FORM 4061/6 (3-91) REPLACES OJP FORMS 406/1/2, AMD 406/14 WHICH ARE OBSOLETE.
IN WITNESS THEREOF, the parties have executed this Contract as of the date hereinabove set forth.
CONTRACTOR
Potomac Community Services, Inc.
(Seal)
Dawn Johns, Executive Director
(Printed Name and Title)
Date
Attachment: Exhibit A - Scope of Work
By:
STATE OF MARYLAND
MARYLAND DEPARTMENT OF HEALTH
WASHINGTON COUNTY HEALTH DEPARTMENT
Earl Stoner, Health Officer
(Printed Name and Title)
Date
Rev. 2/2014
Open Session Item
SUBJECT: Washington County Community Coalition: Recap of 2024; Request for support in 2025
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Paul Frey, President and CEO, Washington County Chamber of Commerce,
and Jim Kercheval, Executive Director, Greater Hagerstown Committee
RECOMMENDED MOTION:
REPORT-IN-BRIEF: Since 2005, local leaders from the Washington County Community Coalition,
an advocacy group, have had a two-fold mission: First, we lobby Annapolis on issues important to
Washington County. Second, we educate State leaders and policy makers on the priorities, activities,
and strengths of our community. To be successful, the Coalition understands that it must go to
Annapolis with “one voice.” To build this consensus, we debate the issues among the Coalition
members and select only those on which all of the Coalition partners agree. We then go to Annapolis
with a unified message and an increased chance for success. Once the issues are chosen and the
agenda is set, the Coalition works with a team of professional lobbyists, led by John Favazza of Manis
Canning & Associates. The lobbying team uses our consensus agenda to develop a coordinated plan of
action.
DISCUSSION:
FISCAL IMPACT: To be determined
CONCURRENCES:
ATTACHMENTS: 2024 Community Coalition Results; 2024 Proposed Coalition Agenda
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
WCCC Update on the 2024 Session
The 2024 legislative session ended as expected with limited success due to a tight budget year and projections
for large budget shortfalls in the coming years. Getting large sums of money for any one project was very difficult
this year – particularly for rural counties. Overall, it looks like we will get about $1.7M in funding for items on
the Coalition’s agenda. We also were successful in keeping the tax exemption for aircraft parts alive for another
5 years. While we are still waiting for official notification from our lobbyist and state representatives, below are
the highlights from what we could gather: WIN LOSS PARTIAL WIN
•Aircraft Parts Tax Exemption –SB 574/HB 557 (passed) extends the sunset on the sales and use tax
exemption for aircraft parts and equipment until June 30, 2030 (it would have expired in 2025 if this bill
didn’t pass). We tried to get the sunset eliminated this year, but were unsuccessful.
•I-81 –General Assembly passed several new taxes/fees which are predicted to raise about $300M for the
Transportation Trust Fund as well as money for education. They included car registration fee increases, EV
registration fee ($100/$125), UBER/Lyft fee ($0.75), and increased taxes on cigarettes/nicotine. However,
MDOT was seeking $450M to restore funding for the projects cut in November of 2023 which included I-81.
Governor Moore and legislative leaders are expected to consider additional revenue options next session
following the final report of the TRAIN Commission. According to our lobbyist, “Throughout the
transportation debate, the I-81 project was raised as a critical safety project that needs to be move forward.
The awareness of the project among legislative leaders and staff has never been greater.” How MDOT uses
this new funding may not be known until the next draft of their CTP comes out in August/September. The
Key Bridge collapse could also pull funding from other state projects in future years (though it has other
funding sources).
•I-70/MD 65 –No new construction funding identified and expect challenges in finding funding in the near
term with transportation funding limits.
•Williamsport’s Rt 11 Bridge – A PELL Study was completed in early 2024 and results were shared with town.
However, no decisions were made yet as to whether bridge realignment is feasible. The town did not push
for this issue this session and prioritized I-81 and the Springfield Manor Farm project. They will continue to
work with MDOT on this issue in the coming year.
•Hagerstown Field House –No additional funding. The fact that the project broke ground hindered chances
to get additional funding as the State felt this project would happen with or without funding. In previous
years, this project received a total of $3.75M.
•Williamsport’s Springfield Manor Historic Farm – Received $500K in the Senate and another $250K in the
House for $750K total. This will dramatically help the town acquire this property which they believe they can
get for around $2.1M. They had previously received a $700K federal earmark for acquisition which they can
combine with these state funds.
•Doleman Black Heritage Museum –$150K from House was approved.
•Full CADE Formula Funding for Higher Education (HCC) – Governor Moore’s proposed 2025 budget included
the fourth largest cut to community colleges in the history of the Cade Funding Formula, a $22 million
reduction. The legislature restored $10 million, resulting in a $12 million reduction.
• Long Range Water & Wastewater Infrastructure Needs Study – While there won’t be funding for a broader,
County/City/Town study as reported in the paper, Hagerstown will receive $250K to complete their planned
infrastructure study on the Hagerstown owned systems. Since the City provides 90% of our water and
wastewater, this study will still be a step forward and will benefit all of the rate payers on the City’s system
as less local funding from water/sewer rates will be needed to pay for this study. That includes County,
Williamsport, Maugansville, Funkstown, Smithsburg, etc.)
•Public Safety Training Center Phase 3 – No funding provided by State (However, the County recently
received a Federal Congressional Earmark for $1M in March)
•Visit Hagerstown’s New Downtown Visitor’s Center – Received $500K in the capital budget. This was the
minimum the CVB needed to advance this project. With this funding, the CVB can match a $500K grant they
previously received from ARC contingent on finding matching funds. This takes their funding to $1M (though
there are strings on what the ARC money can be used for – mainly exhibits).
Watch List Items:
• Raising Tourism Promotions Grant Funding – This issue was dropped by state tourism offices early in the
session due to the tight budget year. They will pursue it in future years.
•Highway User Revenue – The House and Senate conferees rejected a BRFA provision that would have
advanced the reduction in the local share of the Highway User Revenue Distribution that would have
occurred in fiscal 2028 to fiscal 2026. This protected some of the local funding cuts for roads. It seems
unlikely that we will see HUR funding increased or restored in the near future.
• State Library Capital Funding and State Resource Center Funding – The House cut the State library capital
increase from the budget, and we don’t believe it was backfilled somewhere else. The State Library Resource
Center funding increase bill (SB 434) passed and $776,000 was added to the FY 2025 operating budget
contingent on the bill passing.
•TRAIN Commission – This commission will remain intact and continue its work for the remainder of 2024
with a final report due to the General Assembly on January 1, 2025. They will provide input on new revenue
sources for transportation as well as a statewide scoring system to prioritize projects. The original House
transportation bill proposed eliminating this commission if all of their proposed revenue streams were
passed. However, the Senate opposed this approach and cut out this provision in the compromised budget
bill that passed.
•Shifting liabilities from state to counties – Nothing major reported, but still too early to confirm the impacts
of the many bills passed this year.
•HCC Athletic Infrastructure Study – Received $125K (HCC also received money in 2022 but had to return
that funding when the state discovered that was incorrectly authorized from a pot of revenue that couldn’t
be used for studies. The funding this year rectified that error.
•Gaming Revenue – No changes or threats
•Changes in annexation tax differential laws for counties and municipalities – There were no changes or
significant bills passed on this subject.
•K-12 Education Funding (MD Blueprint) – Received FY’25 funding but a portion of out-year needs is still
unfunded.
Other projects, not part of the Coalition’s agenda (not official yet so may need revised):
•Williamsport Library received $750K
•Meritus School of Osteopathic Medicine $500K
•Meritus ER Renovations $889K
•Fairplay Volunteer Fire Company - $150K
•Maugansville Fire Co. - $35K
•Smithsburg EMS - $100K
•Hancock (Downtown Revitalization) - $75K
•Boonsboro Water Reservoir Replacement- $1.5M + Water/Wastewater upgrades - $300K
Other Items previously approved that remained in this year’s budget:
•Hagerstown Community College – Advanced Technology Center Renovation (Northern Ave) - Ended up
getting a little less than what they were hoping for, but Dr. Klauber said they’ll make it work
•George Edwards Fund - $10M (installment #3 of a 4-year plan approved in 2022 when Sen. Edwards retired)
Overall, we received $1.775M for Coalition projects on the Coalition’s agenda and extended our tax
exemption on aircraft parts. Most of our Watch List items made out okay. There was also another $4.3M
provided for other Washington County Projects plus $10M for George Edwards Fund and funding for HCC’s ATC
renovations on Northern Avenue (This list does not include any public school construction/renovation projects).
Large Group Speakers:
•Bill Ferguson, Senate President
•Adriene Jones, House Speaker
•Sen. Guy Guzzone, Chair B&T, TRAIN Commission
•Eric Luedke, Chief Legislative Officer
•Sen. Steve Hershey, Minority Leader, TRAIN Commission
•Frank Principe, Chair TRAIN Commission
•Molly Byron, Director Intergovernmental Affairs
•Dylan Goldberg, Dep. Director Intergovernmental Affairs
•Washington County Delegation Members
Washington County Community Coalition Highlights
Small Group Meetings with:
•Del. Mark Chang, Chair Capital Budget Subcommittee
•Del. Courtney Watson,Chair Transportation Subcommittee
•Sen. Craig Zucker, Chair Capital Budget Subcommittee
Informal contacts with Delegation Members,
Comptroller Brook Lierman, and Governor Moore
Reception:
30 Local Vendors showcased our community
Over 100 community members incl.Leadership Wash. County
Over 120 State Officials: Delegates (67), Senators (14), Other (41)
Articles in the Herald Mail and Maryland Reporter
Washington County
Community Coalition
Large Group Meetings
Washington County Community Coalition Reception
Washington County Community Coalition 2025 Draft Legislative Agenda
Next meeting date: October 9th, 2024, COC Office & Zoom
•Below are the results of past brainstorming exercises proposing possible agenda items. No voting has taken place to officially add
these items to the WCCC 2025 agenda. That vote is planned for our next meeting on October 9th. There was a consensus of the
representatives at the last meetings to propose the items below.
•“Rank” – Each partner was asked to rank each of the “capital” items they submitted which is reflected above (that is why you have
multiple #1’s). Each partner also provided a separate ranking for their “policy/legislative” items. Rank reflects their ranking
compared to the other items that this partner submitted. It is not a ranking compared to all the items on the list. Rankings will not be
reflected in our 2024 Legislator booklet – they are only for internal use as we go through our agenda setting process and for our
lobbyist to better understand our overall agenda.
•Highlighted Agenda Items:
o Green – reflects items where there was a unanimous consensus to be recommended for the final list – An official vote will
take place at the October 9th WCCC meeting after partners have had time to consult with their elected bodies or boards
o Yellow –reflects items requiring more information before being recommended to be on the final list – feedback is needed
o Red – reflects items that were recommended to be removed from the 2025 list – but could be agenda items in future years.
•Each Partner submitting an item must prepare a Blue Sheet with detailed information on the item, state ask, and graphics/photos
RANK BLUE
SHEET PARTNER AGENDA ITEM COMMENTS
Transportation
2 NO Williamsport Rt 11 Bridge funding for a NEPA
study
TBD - $Unknown (A NEPA study tends to cost about 2% of the total
project cost. Large bridge projects are $100M+ so NEPA study is
$2M+)
1 NO COC, GHC,
County
I-81 – Reinstate Design Funding
Phase 2
Work to reinstate remaining Phase 2 design funding (@$4M+), while
continuing to push and advocate for the restoration of Phase 2
construction funding ($68M+) pulled in 2022. Also ask for $10M to
design Phase 3 & 4 to PA line so it’s ready for construction by 2030
and begin planning for construction funding of Phase 3 and 4. Scott
Hobbs will update blue sheet.
2 NO COC, GHC I-70/MD65
Scott Hobbs will update blue sheet.
Construct a partial cloverleaf and other safety enhancements (I-70
Bridge portion completed 2024). Request the state begin the design
stage or remaining phases and allocate future construction funding.
There was some talk about removing this item this year due to lack
of funding and to keep I-81 as the #1 priority. We will discuss this
more at the next meeting so poll your leadership for their feedback.
Community Revitalization
1 NO Williamsport Facility Improvements to
current, old library building in
park and town hall
$TBD Old library has water, moisture, and aesthetic issues and
needs significant renovation. The town would like to keep the old
library building for other uses if a new library is constructed on
another site. Town Hall is also in need of renovations
1 NO Library New Williamsport Library Estimated at $15.6M (State $10.9M/County $4.7M). A variety of
sites are under review, but a final site has yet to be determined.
Without a final site, this item may need to be pulled out until
future years. Without an approved site, County and Library do not
feel the project will be ready for a State request this year
Health/Public Safety
1 YES Smithsburg Sewer Pump Station Upgrades
and Replacements
Pump Stations included in request: Chips Meadow, Henrietta,
Smithsburg High School. The Town and RK&K (engineer) are
estimating a projected $3.8 to $4.5 million dollars cost for this
project. Currently projected to invest nearly $1.3 million of business
funds (Water/Sewer), State Allocation Funds from Governor Hogan
(Water Street Project), and ARPA into our aging infrastructure in
FY24. Have spoken to County about potential County match due to
pumps discharging into treatment plant operated by Washington
County. With upgrades town will increase its sewer EDU allowance
capacity for future growth.
RANK BLUE
SHEET PARTNER AGENDA ITEM COMMENTS
Health/Public Safety (continued)
TBD NO County Public Safety Training Building:
Phase 3 – Propane Firefighting
Training Props ($1M) and/or
High Bay/Training Building
($4.5M)
As part of ongoing expansion plans, this includes the expansion of
the tactical village, the addition of new training structures, and the
construction of a high bay building designed for indoor elevated
training and equipment storage. The request also includes certified
class B propane flammable liquid training props that are not
present anywhere in Washington County. Examples include bulk
flammable liquid fuel storage facilities and propane storage
facilities. The propane fueled props will the ability to train
repeatedly on vehicle related fires. Same request as last year
TBD NO County Replacement of Circuit Court Total cost roughly estimated at $60-80M (90%/10% split between
State/Local). Local costs estimated at $6-8M. State’s $54-$72M.
1 YES City City Public Safety Complex in
Hagerstown
Police/Fire/Rescue – Move HPD out of Burhan’s location into new
facility and combine space with some targeted fire and EMS
operations
2 NO City Drug House Ordinance
Legislation
City is working with MML as this could be a statewide item and will
report back legislation details
TBD NO City Additional staffing for State’s
Attorney Office
Councilman Peter Perini noted concerns they’ve heard over staffing
shortages at the State Attorney’s office and the need for additional
state support. Currently, these positions are funded solely by the
counties, and requests for additional staff can be made during the
annual budgetary request to the County from the S.A. office. More
research is needed to see if State funding could be requested for a
county’s State’s Attorney staff. City to research and provide more
information on this item. Lobbyist will also be contacted
Education
1 YES HCC Advanced Technology Center This project is in the master list of prioritized Community College
capital requests. This statewide capital program gets about $80M
from the state each year. This $8.8M HCC project is in the middle of
that list and should get funding next year unless state cuts are
made. It’s been 30 years since the last renovation of that building.
County has budgeted their required match of this funding in their
CIP.
Tourism
1 YES CVB NEW Washington County Visitor
Welcome Center (Old Antietam
Paper Building)
Funding is needed for a new Visitor Welcome Center for
Hagerstown and Washington County. CVB has been given $1M in
grant funds to build amazing museum style exhibits for a first-rate
center but lacks money for the build-out costs of a leased Antietam
Paper building by Meritus Park. Build-out will include ADA
accessibility, security, bus parking, an office suite, etc. The
Appalachian Regional Commission is holding a $500K grant for
exhibits which is matched with $500K from the State’s 2024 Capital
Budget. CVB could afford to cover the costs of a long-term lease
through their hotel/motel tax revenue if buildout costs can be
raised from other sources.
2 YES CVB Lift the Cap on MD Heritage
Area Funding
The Maryland Heritage Area funding cap, initially set at $3 million
in 1996 for nine heritage areas, was raised to $6 million in 2016
under bipartisan support due to increased demand and the
expansion to 13 heritage areas. By 2025, a further increase to $12
million is needed to keep pace with growing demand, larger
heritage areas, and inflation. Senator Corderman and Delegate
Grossman have agreed to introduce a bill to lift the cap. Support
will also be mobilized from Heritage Area Directors across the state
and other local officials. This funding comes from the transfer tax
and not from the state’s general operating budget.
Other Pages Needed for Legislator Booklet:
BLUE
SHEET PARTNER INFORMATIONAL PAGE COMMENTS
YES USMH USMH Data Sheet Provided each year to highlight enrollment and programs
NO County County Economic Development 2024 had 2 pages highlighting county projects and incentives
NO Hagerstown Hagerstown Economic
Development
2024 had 2 pages on Community Center Plan and 1 page on recent
growth/development data in the city of Hagerstown
2025 Watch List:
Monitor any legislation or policy changes that impact Washington County
•State per capita funding for libraries – Libraries statewide working together on a plan to increase library funding
based on population – specific details to come out prior to session
•Gaming revenue protection
•Shifting of liabilities from state to localities
•Transportation Revenue and Infrastructure Needs (TRAIN) Commission impacts on our county – Commission was
reorganized in 2023 with less members and could be making recommendations on new transportation funding
options and a new scoring system to prioritize transportation projects
•Highway User Revenue restoration - HUR funding is stable next year but will drop in future years if not restored
•State funding of K-12 education – MD Blueprint for Education – Monitor effects on our County
•Changes in annexation or tax differential laws between counties and municipalities
•Higher Education Funding (CADE Formula & USM) Maintain CADE Funding – Do not cut USM funding as this
would result in cuts to HCC as current funding formula for all community colleges based on what USM receives.
•Monitor any capital funding requests for Washington County Museum of Fine Arts Expansion Project
Misc. Items.
•Work to secure visits from key Maryland General Assembly Committees (House Appropriations, Senate Budget
& Tax, etc.) as well as Governor’s Administration.
Note: The House Ways & Means Committee will be visiting Hagerstown on October 22nd
SAVE THE DATE:
Wednesday, January 22, 2025 – Washington County Day in Annapolis
•Lunch with Western MD Delegation (11:30am – 1:00pm)
•Large Group Meetings with State VIP’s (1:00pm – 4:00pm)
•Washington Co. Reception (4:30 - 6:30pm)
Open Session Item
SUBJECT: Character Counts! Funding Request and October 2024 Proclamation
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Carolyn Brooks, Director, Character Counts!
RECOMMENDED MOTION: Move to approve $3,000 in funding for direct expenses associated
with the year-end event (Elementary Youth Celebration) from the Commissioners Contingency Fund.
PROCLAMATION:
WHEREAS, young people will be the stewards of our communities, nation and world in critical times,
and the present and future well-being of our society requires an involved, caring citizenry with good
character, and;
WHEREAS, concerns about the character training of children has taken on a new sense of urgency as
violence by and against youth threatens the physical and psychological well-being of the nation, and;
WHEREAS, more than ever, children need strong constructive guidance from their families and their
communities, including schools, youth organizations, religious institutions and civic groups, and;
WHEREAS, the character of a nation is only a strong as the character of its individual citizens, and the
community benefits when young people learn that good character counts in personal relationships, in
schools and in the workplace, and;
WHEREAS character development is first and foremost, an obligation of families, through efforts by
faith communities, schools, and youth, civic and human service organizations also play an important
role in supporting family efforts by fostering and promoting good character. Every adult has the
responsibility to promote the development of good character.
NOW THEREFORE, we the Board of County Commissioners of Washington County, Maryland, do
hereby recognize October 2024 as “CHARACTER COUNTS! Month” and encourage our citizens,
schools, business and government to support Washington County’s “CHARACTER COUNTS!”
program.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Proclamation for Domestic Violence Awareness Month
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Board of County Commissioners to Kelly Clopper, Attorney for CASA,
Inc. and Jennifer McNew, Meritus Forensic Nurse Department
REPORT-IN-BRIEF: Proclamation Presentation
WHEREAS, domestic violence is an abuse of power that tears apart the fabric of relationships and
families and undermines the well-being of communities. 1 in 4 women and 1 in 10 men have
experienced sexual violence, physical violence or stalking by an intimate partner during their lifetime,
and;
WHEREAS, Domestic Violence Awareness Month is intended to draw attention to the fact that
domestic violence is widespread and has public health implications for every community member of
Washington County, and;
WHEREAS, staff and volunteers of anti-violence programs in Washington County encourage every
person to speak out when witnessing acts of violence. Through prevention education and increased
awareness, there is compelling evidence that we can be successful in reducing domestic violence in
Washington County and hold perpetrators who commit acts of violence responsible for their actions,
and;
WHEREAS, Washington County strongly supports the efforts of the national, state and local partners
and of every citizen to actively engage in public and private efforts, including conversations about what
domestic violence is, how to prevent it, and how to help survivors connect with services.
NOW THEREFORE, we the Board of County Commissioners of Washington County, Maryland,
hereby recognize the month of October as “Domestic Violence Awareness Month” and encourage all
citizens to speak out against domestic violence and support efforts to educate young people about
healthy relationships centered on respect, support victims and survivors, and to support the efforts of
victim advocates, service providers, health care providers, and the legal system in working to end
domestic violence.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: PUBLIC HEARING - Resolution to Establish Rules of Decorum
for Participants i n Open Meetings an d/or Public Hearings
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Aaron R. Weiss, Assistant County Attorney
RECOMMENDATION: Adopt the Civility C ode as written. The Boa rd ma y also propose
amendments in response to public comment or may take the matter under
advisement for action at a later date.
REPORT-IN-BRIEF: This proposed Civility Code seeks to establish basic rules of conduct
for Open Meetings and Public Hearings held by or on behalf of the
County, concerning County Business.
DISCUSSION: The County seeks to establish and/or c larify the rules of de corum and
civility for its open meetings a nd public hearings. The pr oposed Civility
Code provides measures meant to promote and encourage c ivility and
respect at such meetings and hearings. Care was t aken to account for
both the United States Constitution’s First Amendment protections, and
the County’s reasonable de sire for c ivility to the extent disruptions
impede the orderly administration of business.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ATTACHMENTS: Resolution and Exhibit A for the Washington County Code of C ivility
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
RESOLUTION NO.
Establishing Rules of Decorum and Behavior for County Employees, County Volunteers or
other County Agents, and Members of the Public who Participate in Open Meetings and/or
Public Hearings
RECITALS
The Board of County Commissioners for Washington County (the “Board”) desires that
all open and public meetings be accessible to the public; and
The Board also desires that all who attend such public meetings, whether as County
Employees, County volunteers, other County agents, and all participants and members of the
public maintain a level of decorum and civility to encourage the orderly administration of
business, and to prevent needless disruptions or disturbances.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND, that the Board hereby adopts
this Code of Civility, attached hereto as Exhibit A.
BE IT FURTHER RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
WASHINGTON COUNTY, MARYLAND, that in signing this resolution, the Board manifests its
support for this Code of Civility and its intent to act in accordance therewith.
ADOPTED and EFFECTIVE this ___ day of _________, 2024.
ATTEST: BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
______________________ BY:_________________________________
Dawn L. Marcus, Clerk John F. Barr, President
Approved as to form and
legal sufficiency: Mail to:
Office of the County Attorney
_____________________________ 100 W. Washington St., Rm. 202
Zachary J. Kieffer, County Attorney Hagerstown, MD 21740
EXHIBIT A
WASHINGTON COUNTY CODE OF CIVILITY
Decorum at Open Meetings and/or Public Hearings
The purpose of Code of Civility is to establish rules of conduct that shall prevent the
disruption or disturbance of open meetings and/or public hearings initiated, moderated, or
conducted by Washington County employees or its agents regarding or concerning County-
related matters.
This Code of Civility shall apply to all meetings and/or hearings which the County
makes open to the public, including hearings moderated by County commissions, County
employees or agents, or the Board of County Commissioners.
(a)Rules for citizen participation:
Each citizen who wishes to participate in an open meeting/and or public hearing shall:
(1)Limit all comments to no more than three (3) minutes, regardless of the number
of topics to be addressed.
(2)Speak and act politely, calmly, and reasonably.
(3)Avoid making slanderous or profane remarks.
(4)Avoid making personal attacks on any individual, unless the topic is a specific
individual’s qualifications or conduct.
(5)Avoid using threatening, loud, or abusive language which disturbs the orderly
administration of the hearing.
(6)Avoid the use of props, signs, or other objects to communicate a message that
violates this Subtitle.
(b)Enforcement of Code of Civility:
This Code of Civility shall be enforced as follows:
(1)Warning. Following a violation of the rules of participation, the presiding officer
shall request that the person who is in breach of the Code of Civility modify her or
his behavior to comply with said the rules for citizen participation.
(2)Removal. If, following a warning, the individual continues to violate the Code of
Civility, the presiding officer shall order the disruptive individual to leave the
meeting. If the individual fails to comply, the presiding officer may instruct law
enforcement to remove the individual from the meeting.
Open Session Item
SUBJECT: Child Support Enforcement Cooperative Agreement- Approval to Submit
Application and Accept Awarded Funding.
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Lieutenant James Grimm, Washington County Sheriff’s Office and
Richard Lesh, Grant Manager, Office of Grant Management.
RECOMMENDED MOTION: Move to approve the submission of the application for the
Child Support Administration Cooperative Reimbursement Agreement to the Maryland
Department of Human Services requesting a total of $600,437.00 for FY25 and accept funding as
awarded by the Agency.
REPORT-IN-BRIEF: The Washington County Sheriff’s Office is requesting approval to
submit an application to renew the Cooperative Agreement between the Department of Human
Services Child Support Administration and the Board of County Commissioners to reimburse
costs of child support enforcement services provided by the Washington County Sheriff’s Office.
The application is requesting a total amount of $600,437, which will reimburse the salaries and
fringe benefits for assigned Deputies and Sheriff’s office civilian staff to serve child support
warrants, summons and provide assistance to the local Department of Social Services as needed.
DISCUSSION: The Office of Grant Management has reviewed the application and program
guidelines. The performance period of the cooperative agreement is for one year, starting
October 1, 2024 and ending September 30, 2025. There is no match requirement associated with
the agreement.
FISCAL IMPACT: Provides $600,437 to partially reimburse the expenses incurred by the
Washington County Sheriff’s Office associated with child support enforcement.
CONCURRENCES: Kelcee Mace, CFO
ALTERNATIVES: Deny approval for submission of this request
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Maryland 9-1-1 Board – Approval to Submit Application and Accept Awarded
Funding
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Alan Matheny, Director of Emergency Management & Communications,
and Richard Lesh, Grant Manager, Office of Grant Management
RECOMMENDED MOTION: Move to approve the submission of grant application to the
Maryland 9-1-1 Board in the amount of $56,992.68 and accept funding as awarded for the
replacement of 18 Iron Horse 4000 Series chairs.
REPORT-IN-BRIEF: The Department of Emergency Communications is requesting approval
for the submission of grant application and to accept grant funds in the amount of $56,992.68 from
the Maryland 9-1-1 Board.
DISCUSSION: The Maryland 9-1-1 Board is a diverse team of 9-1-1 system experts and stakeholders
brought together by the Governor to coordinate the enhancement of county 9-1-1 systems across Maryland.
Washington County Emergency Communications is requesting funding to replace the Iron Horse
chairs through the Public Safety Answering Points (PSAP) 3-year funding plan. The existing chairs
are due for replacement and the new chairs are engineered, tested and designed for 24/7
environments. The unit price for each chair is $3006.26 (with the shown contract discount)
FISCAL IMPACT: Provides $56,992.68 for the Department of Emergency Communications.
CONCURRENCES: Kelcee Mace, CFO, Division of Budget & Finance, Office of Grant
Management
ALTERNATIVES: Deny approval for submission of this request
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: EMS Staffing Transition Discussion, Next Steps
PRESENTATION DATE: October 8th, 2024
PRESENTATION BY: R. David Hays - Director, Division of Emergency Services (DES)
David Chisholm – Deputy Director – Field Operations, Division of
Emergency Services (DES)
Dale Fishack – Vice President, Washington County Vol. Fire and
Rescue Association (WCVFRA)
RECOMMENDATION: Motion to approve the EMS Employee Transition MOU with the
Hancock Rescue Squad and authorize the Division of Emergency Services to hire eight (8) FF/FAO’s
that would allow dedicated staffing for Rescue Squad 59.
REPORT-IN-BRIEF: On August 13th, 2024, the Division of Emergency Services received
direction and authority from the BOCC to engage in discussion with the Hancock Rescue Squad on
the transition of the volunteer corporation employees into County employment.
The specifics of the employee transition, relative to wages and benefits for the Hancock employees,
and a requirement to move billing services to the County vender are in line with the requirements
during the EMS employee transition for Smithsburg EMS and Williamsport Fire/EMS in March of
2024.
DISCUSSION: During discussions with Hancock Rescue Squad Leadership, County staff
learned that with the EMS only transition of employees, Hancock Rescue Squad would be unable to
provide any staffing for Rescue Squad 59, which serves as the primary special service unit in Western
Washington County.
In April of 2024, the Hancock Fire Department sent an email advisement expressing concerns over
the extended timeframes that mutual aid departments require to arrive to the aid of Hancock
firefighters. In many cases, the first arriving mutual aid assistance is 15-20 mins. away, in some
instances more. During times when volunteer hours are limited, some of the mutual aid apparatus is
responding driver only or understaffed (less than 3 firefighters).
With the remoteness of Hancock and the far western portions of the County, it is felt that the addition
of dedicated Rescue Squad staffing will enhance firefighting and rescue capabilities. The additional
staffing for the Rescue Squad will also providing staffing opportunities for the 2nd ambulance owned
by Hancock Rescue Squad.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
The intent of the Division of Emergency Services is to utilize all county staffing assigned to the fire
and EMS stations in Hancock universally, handling Fire or EMS calls to the fullest extent possible.
FISCAL IMPACT: $700,000.00 (budgeted in FY25)
CONCURRENCES: Director of Emergency Services, R. David Hays
Hancock Rescue Squad, Inc. Board of Directors
County Administrator Michelle Gordon
Chief Financial Officer (CFO) Kelcee Mace
President James Sprecher, WCVFRA
Vice President Dale Fishack, WCVFRA
ALTERNATIVES: N/A
ATTACHMENTS: Transition and Staffing MOU’s
Memorandum of Understanding
Between the
Board of County Commissioners of Washington County, Maryland
and the Hancock Rescue Squad, Inc.
This Agreement ("Agreement" or "MOU") is made this day of cj , 202q
by and between the Board of County Commissioners of Washington County (hereafter "County"),
the Washington County Division of Emergency Services (hereafter DES) [DES is a division of
Washington County Government], and the Hancock Rescue Squad, Inc. (hereafter "Company"), a
Volunteer Fire and/or EMS Company and non-profit corporation duly organized and validly
existing under the laws of the State of Maryland and the Washington County Board of County
Commissioners.
EXPLANATORY STATEMENT
WHEREAS, DES was established to manage the daily operational relationships between the
BOCC and the 26 independent vol. fire/EMS companies. DES also provides support to the 26
volunteer fire and ambulance companies while providing emergency services to the citizens of and
the visitors to Washington County, Maryland.
WHEREAS, the mutual objective of the parties to this Agreement will be to maintain and enhance
the delivery of emergency services that are provided to the citizens of and visitors to Washington
County, Maryland by ensuring effective and timely response to emergencies that occur within the
County.
WHEREAS, this Agreement establishes a working relationship between the parties listed, provid es
for career staffing assistance, and outlines the mutual rights and responsibilities of those parties as
they work together to further their mutual objectives.
WHEREAS, the Company agrees to serve as a host company for apparatus and/or staffing from
the DES serving to augment Volunteer staffing of fire and EMS units while helping with the
sustainability of emergency service delivery to regions of Washington County, Maryland.
NOW THEREFORE, in consideration of the Explanatory Statement, which is incorporated as a
substantive provision of this Agreement, and of the mutual promises and covenants contained
herein, and for other good and valuable consideration, the receipt and sufficiency of which are
hereby acknowledged, the parties agree as follows:
RESPONSIBILITIES OF THE COMPANY
9/13/2024
1.1. Work Space for DES Employees
1.1.1. The Company shall provide work spaces/area for on -duty DES personnel. Such
Work-space/areas will contain the following facilities:
1.1.2. A space (Bunk and leisure) that is large enough to house all on -duty DES
Employees.
1.1.2.1. This may be common space shared with staff of the Company.
1.1.3. Access to/and use of a functional kitchen to include; stove/oven, refrigerator,
sink/countertops, kitchen table/chairs, cooking pots/pan, dishware and utensils.
1.1.4. Access to/and use of a computer or similar office equipment.
1.1.4.1. Where designated County IT resources are necessary, the County will
provide for installation and expenses directly and solely related to the same.
1.1.4.2. The County will provide the computer and printer for DES personnel use.
1.1.5. Rest -room facilities to include appropriate shower facilities.
1.1.5.1. Appropriate shower facilities are defined as being clean and free of Mold
and mildew, ample hot and cold water supply and personal privacy with
locking door(s) where co-ed facilities are utilized.
1.1.6. One personal locker space (suggested 12"W x 18"D x 72"H) must be available for
each full time DES employee assigned to the Company.
1.1.7. Adequate PPE storage space must be available for each frill time DES employee
assigned to the Company.
1.1.8. All defined indoor workspace/areas shall be smoke free.
1.1.9. All work areas that DES employees must access/utilize must be free from all
workplace hazards to include mold/mildew, and have no violations of OSHA
Occupational Regulations.
1.1.10. On-dutyDES employees must obey the County's Employee Rules and Regulations
while working in their defined workspace/area while on duty for the County.
1.1.11. A copy of such rules and regulations will be provided to the Company for file.
1.1.12. To the extent possible, DES employees will be provided a copy of the Company
rules/regulations, and agree to abide by the rules/regulations of the Company,
provided no conflict exists with County policy or regulation.
9/13/2024 2
1.1.13. It is highly recommended that the Company post all applicable rules or regulations
for DES employees in a space accessible to DES employees.
1.1.14. In lieu of providing a copy of the Company rules/regulations, the Company may
post a copy of the same in an area of the station accessible to DES employees.
1.1.15. On -duty DES employees will not be responsible for, or given tasks associated
with maintenance, janitorial duties, etc. of portions of the fire company's property
whose general primary purpose is revenue generation, such as: bingo halls,
carnival grounds, banquet facilities, activities buildings, etc.
1.1.16. On -duty DES employees may not be requested and shall not assist in corporation
gaming or fund-raising activities, such as; selling raffle tickets, working bingo,
working a carnival booth, selling food, etc.
1.1.17. On -duty DES employees may be requested to participate in event set-up or clean-
up, to include removal of trash, so long as no health hazard is created in doing so.
1.2. Apparatus Housing (when applicable)
1.2.1. The Company will provide for housing space at the facility (indoor where possible)
For DES apparatus assigned to the Company.
1.2.2. The Company will provide authorization for the installation of any onboard
Charging system for DES apparatus assigned to the Company.
1.2.3. Expenses associated with purchases and installation of items required within this
section shall be covered by the County.
1.2.4. DES employees shall have access to vehicle cleaning products including, soap,
water, brushes/towels; or provide storage for DES provided products of similar
nature and use.
2. DUTIES AND RESPONSIBILITIES OF DES
2.1. Management of DES personnel
2.1.1. DES will maintain responsibility for hiring, training and maintaining the
qualifications, assignments, and discipline of all DES employees.
2.1.2. DES personnel are subject to Washington County Employee Rules and
Regulations.
2.1.3. A copy of the Washington County Employee Rules and Regulations will be
provided to the Company Chief or his/her designee for file.
2.1.4. Any violation of a County or Company policy should be reported to the Company
Chief or his /her designee.
9/13/2024 3
2.1.4.1. The Chief or his/her designee will report the issue to the DES Regional
Captain who will either refer the issue as appropriate, or conduct an
appropriate inquiry and determine an appropriate course of action.
2.1.5. DES maintains responsibility for all matters involving the conduct and services
provided by DES personnel, regardless of the equipment, apparatus, or the facility
being used or represented.
2.1.6. The County shall be responsible for all compensation and benefits of DES
personnel, including the provision of workers' compensation coverage for DES
personnel assigned to the Company.
2.2. Assignment and scheduling of DES personnel
2.2.1. The DES shall have the sole and final authority over the assignment and/or schedule
of DES personnel.
2.2.2. Within the limits of ability, the DES will provide the Company with access to the
DES Tele-Staff Program, or provide a copy of the scheduled DES coverage for their
station.
2.2.3. DES Firefighters, Supervisors (to include Regional), and Station apparatus shall
remain in the station, to the fullest extent possible.
2.2.4. Apparatus or staffing should only be out of the first due area or assigned region
when directed by DES Leadership, or under a need to fulfill responsibilities of
assigned duties.
2.2.5. The DES will make reasonable efforts to notify the station duty officer when
apparatus must leave the station and/or staffing is anticipated to be out of position
or unavailable.
2.3. Insurance
2.3.1. The County shall provide liability coverage for the acts and omissions of DES
employees that are committed within the scope of their public duties and
employment.
2.3.1.1. The County will make a copy of its insurance coverage for DES employees
available to the Company for file.
3. CHAIN OF COMMAND/FILING AND CONSIDERATION OF COMPLAINTS
3.1. Chain of Command
3.1.1. DES and the Company will recognize an integrated chain -of -command.
3.1.1.1. The definition of integrated Chain of Command for the purpose of this
agreement shall mean that volunteer and career officers at the same rank
9/13/2024 4
are recognized in equal capacity/authority within the assigned Company.
3.1.2. Volunteer members and career personnel will strive to adhere to the integrated
chain -of -command, whenever possible.
3.1.3. Attempts to undermine the chain -of -command by picking/choosing officers to
address one's concerns is forbidden.
3.1.4. A career officer may be "bumped" by the station duty officer providing that
officer is in station prior to the apparatus response.
3.1.5. To eliminate confusion and delayed responses, whenever possible, such
situations should be identified prior to receiving an incident response request.
3.1.6. A "bumped" career officer may make up staffing on the responding unit, or move
to another unit/position within the station to provide an apparatus operator or
staffing.
3.2. Complaints (Volunteer)
3.2.1. Volunteer complaints regarding career personnel will first be directed to the
career station officer.
3.2.2. If the career station officer is not in the station, or the complaint involves that
officer, the complaint shall be directed to the volunteer chief or the Station Duty
Officer per station policy.
3.2.3. In instances whereas it is felt that the in station career officer has not adequately
addressed the complaint, the volunteer complaint will be escalated to the
Volunteer Chief.
3.2.4. The station officer will address the complaint by following the Escalation Matrix,
as defined by DES.
3.2.5. If the chief officer is not satisfied with the response, he/she shall direct the
complaint to the on -duty DES Duty Officer.
3.3. Complaints (Career)
3.3.1. Career personnel complaints regarding volunteer personnel will first be directed
to the Station Duty Officer.
3.3.2. If the Station Duty Officer cannot be contacted, or the complaint involves that
officer, the complaint shall be directed to the DES Duty Officer.
3.3.3. In instances where it is felt that the Station Duty Officer or DES Regional Officer
9/13/2024 5
has not adequately addressed the complaint, the career personnel complaint will
be escalated according to the DES Escalation Matrix.
3.4. Communication Flow When Issues Arise
3.4.1. Company officers that have concerns or complaints about a DES employee that
cannot be resolved directly by the in -station DES officer or the DES Regional
Officer should report such concerns and complaints to the DES Duty Officer.
3.4.2. The appropriate Company representative will contact the on -duty DES Duty
Officer to discuss and/or address the concerns.
4. NON -HOSTILE WORK ENVIRONMENT
4.1. The County, by federal, State and County law, and the Washington County Employee
Rules and Regulations Manual require the DES to provide its employees with a work
environment that is free from sexual abuse and harassment, alcohol and substance abuse,
and other similar hostile or discriminatory conduct.
4.2. Exceptions: DES recognizes that the Company may sponsor events that may violate the
County policy or requirements the County must provide to its employees.
4.3. In such events, the Company shall notify (in writing or by e-mail) the Operations Manager
- Fire, or his/her designee in their absence.
4.3.1. Notification should be made seven days in advance whenever possible,
or as soon as practical dependent upon the situation.
4.4. DES employees may be temporarily relocated to another station and/or other appropriate
accommodations can be considered.
JOINT OBLIGATIONS OF THE PARTIES
5.1. Litigation
5.1.1. It is anticipated that DES personnel will be called upon to operate Company
vehicles and apparatus, and that Company personnel will be called upon to operate
DES vehicles and apparatus.
5.1.2. To the extent covered by insurance, no claim arising out of the operation of a
Company vehicle or the actions of a Company member shall be asserted by the
Company against the County and/or its employees.
5.1.3. To the extent covered by insurance, no claim arising out of the operation of a
Company vehicle or the actions of DES personnel shall be asserted by the County
against the Company.
5.1.4. Nothing in this Agreement shall be interpreted as a release or waiver for which an
insurer may base the denial of a claim; or withhold coverage that otherwise would
be provided in the absence of such insurance or this provision of the Agreement.
9/13/2024 6
5.1.5. If a party's coverage is withheld on the basis of this provision, this provision shall
be of no effect.
5.2. Mutual Cooperation
5.2.1. The County and the Company will cooperate in trying to reach resolution of issues
that may arise.
5.2.2. Where work space rules or laws applicable to the County require the
implementation of certain practices, modifications, or improvements of the work
environment that exists at the Company, and or where reasonably available safety
or risk management procedures might feasibly be implemented, the parties shall
work together to consider and implement such practices, modifications,
improvements, or procedures.
6. Fundraising and Billing for Emergency Services Responses
6.1. No solicitations for contributions, donations, gaming, or billing for service from the
citizens are permissible with regards to the use of DES personnel/resources; without
BOCC approval and the provision of a codified Business Associates Agreement between
the County and the Company. (This should be executed with each Company to help clear
up any complications for the Vol. Companies).
6.2. No funding will be provided or promised in exchange for services or resources of DES.
6.3. Fire and/or EMS Billing (except for those EMS companies who have gone through an
EMS Staffing transition) for the Companies resources, services or staff shall continue to
be the responsibility of the independent corporation.
6.4. DES Staff will provide all necessary paperwork required on behalf of the Company for
incident reporting or billing purposes.
6.5. Patient care reports will be completed as required by the EMS Operational Program.
7. MOU REVIEW/ AMMENDMENT/ TERMINATION
7.1. This Agreement shall be re-evaluated annually and subject to modification or change as
necessary by both parties.
7.2. Changes in the terms and conditions of this Agreement may only be altered in a writing
that is executed by all parties to this Agreement.
7.3. This agreement may be terminated at will with a forty-five (45) day written notice by
either party (see below for defined breakdown of the 45 day period).
7.4. If a breach of the agreement is found, written notice will be provided to the offending
party.
9/13/2024 7
7.5. If a decision has made that a breach of this agreement has occurred, reasonable efforts
should be made to provide (in writing) the offending party a thirty (30) day opportunity to
correct the issue(s).
7.6. In cases whereas a breach of this agreement cannot be or is not remedied, termination of
the agreement may be made fifteen (15) days after the original notification of breach was
made to the offending party.
IN WITNESS WHEREOF, the Parties have caused this agreement to be executed by their
respective duly authorized officers.
Hancock Rescu Squad, Inc.
BY:BY:
Chief
ATTEST:
OARD OF COUNTY COMMISSIONERS
F WASHINGTON COUNTY, MARYLAND
IM
Dawn L. Marcus, County Clerk John F. Barr, President
Recommended for approval:
BY:
R. David Hays, irector
Division of Emergency Services
Approved as to form and legal
sufficiency for execution by the County:
Zachary J. Kieffer, County Attorney
9/13/2024
EMS MEMORANDUM OF UNDERSTANDING
THIS EMS MEMORANDUM OF UNDERSTANDING ("MOU") is entered into this
day of , 2024, by and between THE BOARD OF COUNTY
COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND, a body corporate and politic
of the State of Maryland (the "County"), and HANCOCK RESCUE SQUAD, INC., a Maryland
non-profit corporation (the "Station").
RECITALS
WHEREAS, the Division of Emergency Services (the "Division") was created by the
County for the purpose of administering the County's affairs regarding fire, rescue and emergency
medical services and associated activities while maintaining the existing volunteer services in
Washington County.
WHEREAS, the Station wishes to participate in the organizational component of the
Division by cooperating with the County to facilitate the transition of the full-time and part-time
Station employees to County employment.
WHEREAS, the parties agree that this MOU shall serve as the guiding document setting
forth the terms to which the parties will abide.
NOW THEREFORE, in consideration of the mutual covenants herein, the parties agree as
follows:
1. Definitions.
a. Authority Having Jurisdiction (AHJ). The Board of County Commissioners of
Washington County, MD by resolution (RS-2014-17) maintain the Authority
Having Jurisdiction over all matters involving fire, rescue and emergency
medical serves in Washington County, MD.
b. County Personnel. ("County Personnel") County Fire/EMS employees
assigned to various Volunteer Stations and/or apparatus throughout Washington
County to provide fire and emergency medical services. County Personnel are
supervised and managed by the Director, or his/her designees and are subject to
Volunteer Station assignment changes at the discretion of the Director.
c. Division. The Division of Emergency Services ("DES") serves as the oversight
agency on behalf of the Washington County Board of County Commissioners
on all matters involving fire, rescue, and emergency medical services for
Washington County, Maryland. The Division shall include County Personnel
operating under the management of the Division Director (the "Director").
d. New Employees. All eligible full-time and all eligible part-time employees of
the Station, as of the date of this MOU, to be hired by the County pursuant to
the terms herein.
e. Property. Real and personal property including apparatus(es), vehicles, and
equipment.
f. Washington COunt1' Volunteer Fire and Rescue Association (WCVFRA). A
volunteer Association representing the 26-volunteer fire and EMS companies
that are authorized to operate in Washington County, MD. The WCVFRA
provides administrative and operational guidance to the volunteer fire and EMS
companies within Washington County, MD.
g. Volunteer Fire and Rescue Stations. ("Volunteer Stations") Independent,
legally incorporated non-profit organizations responsible for their own
corporate administrative affairs, including but not limited to members,
employees, risk management, investments, and the management of their assets.
The Volunteer Stations are officially recognized by the County to provide fire,
rescue, and emergency medical services in accordance with the policies,
procedures, and laws of the County and the Division.
h. Washington County Fire and EMS Volunteers. ("Volunteers") All Volunteer
Station fire and emergency medical services volunteers performing duties
without promise, expectation, or receipt of compensation for services rendered.
2. Transfer of Current Employees.
a. The County agrees to hire all current full-time and part-time employees of the
Station ("Station Employees"), which shall be conditioned on the successful
completion of the County's standard hiring process (See Appendix A)
consisting of the following:
i. Submittal of completed application for County employment,
ii. Completion of an EMS Oriented Physical Abilities Test,
iii. Physical examination,
iv. Background check,
v. Psychological evaluation, and
vi. Alcohol and Substance Use Testing.
b. All full-time New Employees will be hired as regular full-time employees at
the grade and step on the County's wage and salary scale commensurate with
the New Employee's hourly or salary wage rate paid while a Station Employee.
c. All part-time New Employees will be hired as regular part-time employees at
the grade and step on the County's wage and salary scale commensurate with
the New Employee's hourly wage rate paid while a Station Employee.
d. The Station will provide the County with payroll documentation showing the
current wages of the Station Employees. The County will not honor any
increase in wage or salary given by the Station to a Station Employee after the
start of the County's current fiscal year, July 1, 202#, that was not enacted as
2
part of regular step -increases, promotion or otherwise within the normal course
of operations of the Station, as the case may be.
e. New Employees will serve a 1-year probationary period.
f. New Employees' eligibility for defined benefit participation and leave accruals
shall be in accordance with existing policy as promulgated by the County's
Department of Human Resources (See Appendix A), in the Employee
Handbook or on the County's Human Resources webpage. Personnel Policies -
Washington County (washco-md.net).
g. Seniority for full-time New Employees within the Division, as to priority for
scheduling, Kelly Days, and vacation approvals, will be determined by current
Division practices. General County employment seniority shall follow standard
Human Resources Department policies.
h. The County assumes no liability for any compensation owed to Station
Employees by Station, including but not limited to: wages, back -pay,
accumulated vacation time or sick leave, health insurance liabilities, retirement
or other deferred compensation plan, or any other amount or sum due and owing
to a Station Employee.
i. The provisions of this Section 2, shall apply only to those Station Employees
employed by the Station as of the date of this MOU. Nothing contained herein
shall be construed as an ongoing, open, or rolling hiring process. The Station
shall provide a list of the full-time and part-time Station Employees requesting
to be hired by the County.
I County Personnel and Volunteer Relations.
a. Assignment and Scheduling of County Personnel
i. The Division agrees to provide staffing to the Station based upon
available resources and Division priorities.
ii. The Division shall have sole responsibility and final authority over the
assignment and /or schedule of County Personnel.
iii. Within the limits of ability, the Division will provide the Company with
access to the Division scheduling program or provide a copy of the
scheduled Division coverage for their station.
iv. The County shall provide liability coverage for the acts and omissions
of County Personnel that are committed within the scope of their public
duties and employment. The County will make a copy of its insurance
coverage for County Personnel available to the Volunteer Station for
file.
3
4. Management of County Personnel.
a. The County, through its oversight of the Division will maintain responsibility
for hiring, training and maintaining the qualifications, assignments, and
discipline of all County Personnel.
b. County Personnel are subject to Washington County Personnel Rules and
Regulations (See Appendix A).
A copy of the Washington County Personnel Rules and Regulations will be
provided to the Volunteer Station Chief or designee.
d. Any violation of a Volunteer Station or Company policy should be reported to
the assigned Division Regional Officer who will either refer the issue as
appropriate, or conduct an appropriate inquiry, and determine an appropriate
course of action, in accordance with the County's progressive discipline policy
(See Appendix A).
e. The Division maintains responsibility for all matters involving the conduct and
services provided by Division personnel, regardless of the equipment,
apparatus, or the facility being used or represented.
f. The County shall be responsible for all compensation and benefits of County
Personnel, including the worker's compensation coverage for County Personnel
assigned to the Volunteer Station.
g. To the extent possible, County Personnel shall operate under the policies and
procedures of the Volunteer Station, provided no conflict exists with County
policy or regulation. Copies of these policies must be provided to the Director
or his/her designee prior to County Personnel placement at the Station and any
amendments or new policies shall be provided to the Director as they are
implemented. Station specific administrative rules and regulations will not be
altered, amended, or deleted by the Director unless mutually agreed upon, in
writing by the leadership of the Volunteer Station. It is highly recommended
that the Volunteer Station post all applicable rules or regulations for County
Personnel in a space accessible to County Personnel. To the extent there is an
unresolvable conflict, the County policy shall control.
h. County Personnel will not be responsible for, or given tasks associated with
maintenance, janitorial duties, etc. of portions of the Station's property whose
general primary purpose is revenue generation, such as bingo halls, carnival
grounds, banquet facilities, and activities buildings.
On -duty County Personnel may not be requested and shall not assist in the
Volunteer Station's gaming or fund-raising activities, such as but not limited
to, selling raffle tickets, working bingo, working a carnival booth, or selling
food.
4
j. On -duty County Personnel may be requested to participate in event set-up or
clean-up, to include trash removal, so long as no health hazard is created in
doing so.
k. The Station shall provide apparatus and other vehicles (Station and/or Division
owned) to County Personnel assigned to the Station to enable County Personnel
to perform their duties, including driver's training, incident responses, Station
supported/authorized training, public education and community related events
and activities. County Personnel and Volunteers may operate only the vehicle
they are licensed and approved to operate under the Division and Station
standard operating procedures and standard operating guidelines. Station and
the Director shall establish other criteria governing the use of the Station and
Division -owned vehicles. Director shall not lessen any Station mandated
standards for operation of any equipment.
1. Station shall be responsible for ensuring all maintenance and inspections are
performed on Station -owned apparatus and vehicles and that said apparatus and
vehicles have current certifications and have passed all required inspections as
required by all federal, state, or local laws or regulations.
in. As needed, the Volunteer Station will provide housing space, inside the facility,
for Division assigned apparatus.
5. Station Obligations to County Personnel. Station agrees to provide the following for
County Personnel:
a. At a minimum, the Station must purchase and maintain one (1) fully functional
and adequately equipped (per County standards and State requirements) EMS
transport unit (ambulance).
b. A workplace that is compliant with all safety standards and codes.
c. A smoke and tobacco free work setting (See Appendix A). This does not include
Station -owned property not designated as a work setting (to include attached or
unattached spaces used for public rentals, bingo or other social gatherings).
d. Adequate parking for each assigned County Personnel.
e. One (1) bed (if Stationreceives 24-hour-per-day-County Personnel staffing) for
every assigned position on a shift. The bed shall be, at a minimum, a twin bed
of acceptable construction with a mattress and mattress cover. Beds must be
located in an area suitable for sleeping. This may be a common space shared
with Volunteers.
f. Restroom facilities to include appropriate shower facilities. Appropriate
facilities are defined as being clean and free of mold and mildew, supplied with
5
ample hot and cold water and personal privacy with locking door(s) where co-
ed facilities are utilized.
g. One secure locker for each County Personnel regularly assigned to work at the
Station to accommodate a uniform change and house personal hygiene items.
(Suggested 12"W x 18"D x 72"H)
h. Access to a functional kitchen with adequate facilities (i.e., stove/oven,
refrigerator, sink/countertops, kitchen table/chairs, cooking pots/pans, dishware
and utensils) to allow County Personnel to prepare meals during their shift.
i. Access to a washer/dryer to allow for uniform washing. If available, access to
and use of a gear washer to allow for washing of PPE.
j. At a minimum, a functional telephone in the sleeping areas of the Station.
k. If available, access to physical training areas and equipment. If physical fitness
equipment is not available within the Volunteer Station, the Station shall
provide reasonable allowance to County Personnel to travel in Station Property
to an alternate facility for the same. The County will ensure that all mandated
physical training activities are covered under the County's Worker's
Compensation insurance or employees and volunteers.
1. A storage area free from direct sunlight or UV light for the storage of personal
protective equipment.
in. Adequate cleaning supplies and equipment for County Personnel use and for
Station maintenance.
n. Access to audio visual equipment in the Station for training programs.
o. As necessary, access to a County -provided network connection for computer
placement, and a functional fax, scan, and copy (multifunctional) machine and
a bulletin board. Station agrees to permit installation of necessary equipment
for County Personnel to operate on County hardware and software, at County's
sole cost and expense. County agrees to perform all restorative acts necessary
to return Station to good condition immediately following any installation.
p. Suitable secure storage space for County Personnel paperwork and sufficient
supply of office supplies needed to accomplish routine administrative tasks.
6. County/Division Obligations to Stations.
a. When County information/technology services are needed as deternuned by the
Division, the County will provide for the installation, maintenance, licensing,
and expenses for such services under the same terms and conditions as
paragraph 3(m) above. Station will remain responsible for its own
information/technology equipment.
b. Use of Apparatus/Vehicles — For the use of the apparatus/vehicles, the County
agrees to continue funding the daily operational costs associated with the use of
the apparatus/vehicles through the annual budget process. This shall include,
but not be limited to, funding for fuel, maintenance, insurance, etc.
c. Work Environment — The Division desires to work with Volunteers and
WCVFRA to create a safe and civil work environment in the Station. The
County Personnel and Volunteers agree to follow all Federal, State, County,
and Division policies to ensure a harmonious relationship.
d. The County, as Authority Having Jurisdiction and through the Division, and the
Station will recognize an integrated chain -of -command defined as any
Volunteer or County Personnel officer at the same rank are recognized in equal
capacity/authority within the assigned Volunteer Station.
e. Complaints (Volunteer) (See Appendix B)
i. Volunteer complaints regarding County Personnel will first be directed
to the Division station officer or regional officer in the absence of a
station officer.
ii. If the Division station officer is involved in the complaint, the complaint
shall be directed to the Volunteer Chief or the station duty officer per
Volunteer Station policy.
iii. In instances where it is felt that the in -station Division officer has not
adequately addressed the complaint, the volunteer complaint will be
escalated to the Volunteer Chief.
iv. The station officer will address the complaint by following Escalation
Matrix, as defined by the Division.
v. If the chief officer is not satisfied with the response, he/she shall direct
the complaint to the on -duty Division Duty Officer.
f. Complaints (Division) (See Appendix B)
i. County Personnel complaints regarding a Volunteer shall first be
directed to the Station Duty Officer.
ii. If the Station Duty Officer cannot be contacted, or the complaint
involves that officer, the complaint shall be directed to the DES
Regional Officer.
iii. In instances where it is felt that the Station Duty Officer, or Division
Regional Officer has not adequately addressed the complaint, a
complaint from County Personnel will be escalated to the Operations
Manager, or DES Duty Officer if the incident occurs after hours.
g. Discipline — The Division agrees that all disciplinary action stemming from
strictly Station/Volunteer affairs are the responsibility of the Station. If Station
7
discipline involves a Volunteer's removal from operations, the Director shall
be notified of the removal. The Director will serve as a resource to the Station
on matters, if requested.
h. Communications — Station President and Volunteer Fire Chief, or their
designees, shall meet with the Director at least once per quarter, or as required
to ensure a professional work environment.
i. The Station, having an EMS transport unit, shall be guaranteed to retain at least
one staffed transport unit, even when staffed by County Personnel. It will be
the discretion of the Director to determine additional staffing levels for each
additional unit and will be dependent upon evolving metrics.
7. Budget and Funding.
a. Upon the County's hiring of the New Employees and subsequent staffing of the
Station, the County shall receive eighty percent (80%) of the net billing revenue
generated by the Station for providing emergency medical services. The Station
shall retain the remaining twenty (20%) percent of said revenue.
b. When the Station staffs a second EMS transport unit to respond to a call, with
appropriate Volunteer staffing, defined as a qualified driver and qualified EMS
clinician (based on call type), the Station shall be entitled to retain a greater
share of the net billing than stated above. In this scenario, the County and the
Station shall each receive 50% of said net billing.
Upon the County's hiring of the New Employees, the County shall cease
providing the health insurance subsidy and the staffing subsidy previously
provided to the Station.
d. The annual funding provided by the County to the Station will not be affected
by the terms of this MOU. Additionally, the following funding sources are
intended to remain unaffected by this MOU:
i. Senator Amoss 508 funding,
ii. State Gaming funding,
iii. The Station may continue its annual subscription/membership fund
drive, the obligations of which the County agrees to honor, with regard
to billing of the Station's subscribers/members.
iv. County Fuel and Maintenance programs, and
v. Property, casualty, liability and vehicle insurance.
e. The Division will assume EMS billing responsibility upon placement of County
Personnel in the Station.
f. The Company will complete and provide all documents, signatures and
cooperate necessary to facilitate EMS billing.
g. The County will establish billing rates upon the County assuming EMS billing
for the Company.
h. The Authority Having Jurisdiction, or their designee, shall have the authority to
audit Station expenditures of County funds and provide input and analysis on
proposed Station budgets. The County reserves the right to review actual
expenditures made pursuant to prior budgets.
S. Indemnification and Insurance.
a. The County shall indemnify, protect, and save harmless the Station from
financial loss and expense, including legal fees and costs, if any, arising out of
any claim, demand, or judgment where County Personnel is deemed at fault or
negligent, up to the applicable tort caps and immunities.
b. Insurance deductibles will be the responsibility of the owner of the Property,
unless damage was caused by County Personnel operating Station owned
Property or Volunteers operating County -owned Property.
c. These coverage levels shall be reviewed annually by the insurance carrier, the
County's risk management specialist, and individual Station representatives. To
the extent available, the County shall maintain coverage based on the agreed -
upon values on all insured Property. These values shall be mutually agreed -
upon by all parties during the annual review of coverage. If an agreement cannot
be reached, the insured value will be determined by an independent insurance
appraisal.
d. In the event of a claim for partial loss of any Station -owned Property, all
amounts paid by any insurer for said Property, shall be made directly to the
contractor or County (as the first insured) for the repair of said damage. In the
event of a total loss, the entity responsible for replacing the Property shall
receive any insurance proceeds from the County.
e. The County will process claims with the cooperation of the Station, as well as
fund insurance coverage for the following: i) Property, ii) Crime, iii) Liability,
iv) Accident & Sickness for Volunteers, and v) Worker's Compensation.
9. Term. The term of this MOU shall be continuous (the "Term") and may be reviewed
by the County by sending a written notice through the Director to commence said
review. Notwithstanding anything to the contrary, the Station shall have no right to
terminate this MOU during the first ten (10) years of the Term, except for acts of gross
negligence by the County. Termination of this MOU by either party will result in the
cessation of staffing of the Station with County Personnel.
10. Governance. The terms of this MOU and its execution shall be construed, interpreted,
and enforced according to the laws of the State of Maryland.
11. Understanding of the Parties. This MOU represents the complete, total, and final
understanding of the parties and no other understanding or representations, oral or
written, regarding the subject matter of this MOU, shall be deemed to exist or bind the
parties at the time of execution.
IN WITNESS WHEREOF, the parties have executed this MOU on the date first written
above.
ATTEST:
442) X9,wi-091
0 ;K
WITNESS:
Approved as to form for execution by the County:
Zachary J. Kieffer
-County Attorney
10
STATION:
HANCOCK RESCUE SQUAD, INC.
e., et f �i
BY: J (SEAL)
Na
Title: i
NTY:
BOARD OF COUNTY COMISSIONERS
OF WASHINGTON COUNTY,
MARYLAND
BY:
John F. Barr, President
__(SEAL)
APPENDIX A
LIST OF SELECT COUNTY PERSONNEL POLICIES
• PR-2: Progressive Discipline and Dismissal
• PR-5 Alcohol and Substance Abuse Testing
• PR-5A Alcohol -Free Drug -Free Workplace
• PR-13 Anti -Harassment
• PR-21 Violence in Workplace
• PR-24 Hiring Process
• PR-37 Anti -Discrimination
"Appendix A is for reference purposes related to this MOU, only and not an exhaustive
list of all personnel policies applicable to New Emplovees and County Personnel."
11
APPENDIX B
CONFLICT ESCALATION MATRIX
DES Responsibility/Conflict Escalation Matrix
(each notification required within this documentwill be made to the indicated individual(s) by the DES
staff member(s) identified within each section)
DES Duty Officer/Operations Manager -Fire
General daily oversight of DES Fire/EMS personnel
Handles station and staff operational complaints during normal working hours
Escalates unresolved issues to the Deputy Director— Operations or Director as requested
Handles issues between multiple personnel with emphasis on resolution at the lowest level
Escalates unresolved issues to the DES Operations Manager - Fire, or the DES Duty Officer outside of normal workin€
Situations requiring escalation and/or notification to the Deputy Director and Director
Physical Altercation
Hostile Work Environment
Sexual Assault
Staff Under Influence
Station Captain/Lieutenant's
Station Liaison and In -station 24-hour DES Staff Supervision
Handles issues involving assigned personnel, with emphasis on resolution at this level
Situations requiring escalation to the Operations Manager -Fire
Physical Altercation
Hostile Work Environment
Sexual Assault
Staff Under Influence
Firefighter, Firefighter/Paramedic, Paramedics, Emrs
Handles "person to person" issues, with emphasis on resolution at this level
Escalates unresolved issues to the DES station officer for input or resolution
Situations requiring escalation to DES Station Officer
Physical Altercation
Hostile Work Environment
Sexual Assault
Staff Under Influence
12
Open Session Item
SUBJECT: Laserfiche Renewal Agreement (PUR-1712) for the Information Technology
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Rick Curry, CPPO, Director of Purchasing; Josh O’Neal, Chief Technical
Officer, Information Technology
RECOMMENDATION: Move to authorize, the Information Technology to enter into a one (1) year
Laserfiche support and subscription renewal Agreement for the total sum of $69,720.35 from MCCI of
Tallahassee, FL.
REPORT-IN-BRIEF: The agreement covers various types of annual Laserfiche support and subscription.
The Laserfiche platform has allowed for our manual processes to be streamlined into an elegant digital
workflow which has increased accessibility and searchability and has eliminated the paper trail. Using
digital forms to standardize processes saves time on printing documents and maintaining hard copies. The
system keeps a log for every task that shows what was done, who did it, and when it was done, which
provides better transparency.
DISCUSSION: N/A
FISCAL IMPACT: Funds in the amount of $1,525,363 are budgeted in the department’s account 515180-
10-11000.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: MCCI’s quote
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
I
3717 Apalachee Parkway, Suite 201
Tallahassee, FL 32311
850.701.0725
850.564.7496 fax
Quote Date: July 23, 2024
Support Period: 10/01 /2024 - 09/30/2025
Unit Cost Annual Total
Laserfiche Rio Records Management Edition Named Full User (100-199
176
$185.96
$321728.08
Users)
(�
Laserfiche Rio Forms Professional (100-199 Users)
176
$16.91
$2,975.28
[J
Laserfiche Rio Pilot Public Portal
1
$5,250.00
$5,250.00
Laserfiche Rio Forms Portal
1
$1,678.95
$1,678.95
Laserfiche Rio SDK
1
$787.50
$787.50
Laserfiche Rio Quick Fields Core
1
$1,050.00
$1,050.00
Laserfiche Rio Quick Fields Agent
1
$2,100.00
$21100.00
Laserfiche Rio Import Agent
1
$315.00
$315.00
Laserfiche Rio ScanConnect (Legacy)
3
$34.65
$103.95
[�
Laserfiche Participant User Subscription (200-499 Users)
287
$55.00
$15,785.00
MCCi Process Administration Support Services for Laserfiche (MPASS)
1
$3,780.00
$3,780.00
Laserfiche Rio Forms Portal
1
$1,678.95
$1,678.95
Laserfiche Rio Connector (100-199 Users)
176
$8.45
$1,487.64
ym: 1 ku V$ A
720.35
Note: Laserfiche recently announced that all Laserfiche renewal rates on the following platforms will Incur a 5961
Increase 5tartingjuly 1, 2024: Teams, United, A vante, Rio, Cloud & Subscription (Site Licenses only). This renewal
reflects this Increase.
Open Session Item
SUBJECT: Transit Routing/Dispatching Hardware/Software (Harford County RFP 23-180)
Procurement
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Rick F. Curry, CPPO, Purchasing Director; Shawn Harbaugh, Interim
Director, Transit,
RECOMMENDED MOTION: Move to authorize the procurement for the routing, dispatching,
scheduling hardware and software for County Transit in the amount of $74,555.15 from Ecolane
of Wayne, PA and in the amount of $198,424.89 from Passio Technologies of Atlanta, GA based
on their proposals.
REPORT-IN-BRIEF: Washington County participated in a joint purchasing venture RFP
23-180 Intelligent Transportation Systems administered by Harford County that also included
Frederick County, Charles County, St Mary’s County, and Worcester Commission on Aging for
procuring Routing Hardware and Software. The procurement process received concurrence
from the Maryland Transit Administration and is therefore eligible for an 80% Federal and
10% State cost share reimbursement.
Washington County Transit (WCT) participated in the request for proposal (RFP) process
and review committee and concurs that the two vendors met the criteria and can provide this
needed service for Washington County Transit.
The services will continue to allow WCT to have an electronic scheduling and notification
system. The Ecolane software supports the demand response operation (aka Paratransit)
including vehicle scheduling software and automated voice response system for rider trip
reminders. Passio software and hardware supports the fixed route bus operation and includes
software, GPS tracking, data reporting, automated voice announcements, audio interrupt
systems, driver mobile data terminals, stop request modules and messaging.
The maintenance support includes licensing for staff access (users), cellular connectivity for data
exchange, and Help Desk support for back-end software processes. Ongoing annual maintenance
for Ecolane over the service period is $21,479 while Passio is $27,825. The contract service period
can extend up to 5 years.
DISCUSSION: Washington County Transit has relied on electronic routing and scheduling since
2018 and these services are necessary for continuity of operations and service.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
FISCAL IMPACT: Funds in the amount of $300,000 are available in the department’s Capital
Improvement account EQP049 and anticipated a 80% federal, 10% state, and 10% local cost share.
The County’s local cost share will be 10% or $27,298.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Ecolane and Passio Quotes
AUDIO/VISUAL NEEDS: N/A
�� Ecolane
Ecolane is the industry -leading
provider of intelligent web -based
transit scheduling software.
Combining a powerful and intuitive
demand -response platform,
Ecolane software enables transit
providers increased productivity,
streamline efficiency, and
outstanding client satisfaction. 0"07t
M
info@)ecolanexom
Year 1 Subtotal $51,340.00
Discount ($14,792.00)
Ecolane
940 West Valley Road
Wayne, PA 19087
United States
T: 844-326-5263
Quote #155 v5
Date 2024/09/04
Expires 2024/09/30
Contact Bo Foster
Prepared for Washington County Transit
Connor Shank
1000 W Washington St
Hagerstown, MD 21740
United States
T: (240) 313-2750
E: cshank@washco-md.net
EVOLUTION - Traditional
Year 1 Fees
Item Qty Price Total
EVOLUTION and MDT Software Licenses
Core Ecolane Software, Includes licenses for core system, driver MDTs, and map data for 5
contiguous counties. Priced per vehicle with unlimited users
43% Item Discount ($14,792.00)
8 $4,300.00 $34,400.00
$19,608.00†
Onsite Training
Training, and Go-live days. 8-hour work days
7 $1,100.00 $7,700.00†
Remote setup and installation
Includes implementation project management, remote server setup, and remote training. 8-
hour work days
3 $1,100.00 $3,300.00†
Travel
For On-site services. Per trip.
2 $2,970.00 $5,940.00†
Ongoing Annual Fees
Item Qty Price Total
EVOLUTION and MDT Software Contract Annual Maintenance 8 $860.00 $6,880.00†
* Recurring fees billed Ongoing Annual Fees with 0 upfront payment(s).
ACCEPT QUOTE
Quote
Ecolane - Quote # 155 v5 2 / 4
Ongoing Annual Fees
Subtotal $6,880.00
Year 1 Subtotal $56,495.00
Discount ($18,487.85)
Ongoing Annual Fees
Subtotal $14,599.00
† Non-taxable item
Please contact us if you have any questions.
Value Adds
Year 1 Fees
Item Qty Price Total
INTERACTIVE
Use an Interactive Voice Response system to automatically call your riders to remind them
of their trip and let them cancel, without ever having to bother your call center. Requires
third-party licensing and setup costs for one call flow. Additional charges required to cover
monthly IVR call costs with committment estimates based on trip volume.
43% Item Discount ($18,487.85)
1 $42,995.00 $42,995.00
$24,507.15†
INTERACTIVE Monthly IVR Costs, Annualized Year 1
Customer responsible for overages set at $0.044/min, allotted 4,000 minutes/month, which
is based upon 700 trips performed weekly.
1 $6,000.00 $6,000.00†
INTERACTIVE Setup costs and licenses
Includes 1 call flow (night before or day-of service arrival notifications) and web-based call
flow reports
1 $7,500.00 $7,500.00†
Ongoing Annual Fees
Item Qty Price Total
INTERACTIVE Contract Annual Maintenance 1 $8,599.00 $8,599.00†
INTERACTIVE Monthly IVR Costs, Annualized
Customer responsible for overages set at $0.044/min, allotted 4,000 minutes/month, which
is based upon 700 trips performed weekly.
1 $6,000.00 $6,000.00†
* Recurring fees billed Ongoing Annual Fees with 0 upfront payment(s).
Summary
Quote
Ecolane - Quote # 155 v5 3 / 4
Year 1 Subtotal $107,835.00
Discount ($33,279.85)
Total Licenses and
Professional Services
for Year 1
$74,555.15 USD
Annual Recurring
Total After Year 1 $21,479.00 USD
Cost Breakdown
Category Year 1 Fees Ongoing Annual Fees
Value Added Items $48,995.00 $8,599.00
Recurring Items —$6,000.00
Non-Recurring Items $7,500.00 —
Core Licenses $34,400.00 $6,880.00
Professional Services $16,940.00 —
Discount ($33,279.85)—
Total $74,555.15 USD $21,479.00 USD
Quote Attachments
Master_Agreement_-_Ecolane.pdf (230 KB)
The Year One Cost includes initial licensing, Year One maintenance, and professional services; annual maintenance is paid in years 2-5.
Payment Terms: 75% is due upon (a) contract execution and (b) server spin-up, 20% is due at training completion, and 5% is due at system
acceptance. The annual payment is due one year from contract execution.
Additional Terms:
Implementation/Training Assumes eight hours per day on-site, excluding weekends and holidays.
All prices are in US dollars. All applicable sales/use taxes are additional, and payment of such is the sole responsibility of the prime contractor.
Prime contractors may purchase tablets and airtime through a cellular provider. Depending on the carrier, tablet prices range from $0 to $499. Please
coordinate your cellular data and tablet provider with Ecolane before ordering hardware.
Upgrade and webinar training is included for Value Ad module upgrades; additional on-site or new employee training is invoiced using Training Day
rates as applicable.
* Data plan does not include web browsing, etc. A 2GB data plan is sufficient for Ecolane Touchscreen MDT Software and Navigation usage. Unless
otherwise noted, the agency is responsible for the data plan and any overages.
** All licensing costs include annual hosting - support & licensing fees due one year from contract execution set at 20% of MSRP.
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Ecolane - Quote # 155 v5 4 / 4
Washington County
Communications & Outreach Mgr
Connor Shank
cshank@washco-md.net
Quote #: 2481 v6
Passio Cover Letter
Please review this quote from Passio Technologies to Washington County
Quote #: 2481 v6
Quote total: $198,424.89 USD
Thank you,
The Passio Team
6100 Lake Forrest Dr
Atlanta 30328
678-825-3456
marketing@passiotech.com
www.passiotech.com
Quote
Passio Technologies - Quote # 2481 v6 2 / 9
Passio Technologies
6100 Lake Forrest Dr
Atlanta, GA 30328
United States
T: 678-825-3456
F: 866-633-9504
Quote #2481 v6
Date Sep 4, 2024
Expires Dec 31, 2024
Contact Keven Izen
Prepared for Washington County
Connor Shank
MD
United States
E: cshank@washco-md.net
Passio Technologies CORE Quote for Washington County MD
Passio GO. CAD/AVL GPS Tracking
One-Time Fees
Category Item Qty Price Total
Setup Passio GO CAD/AVL GPS Setup
Setup Passio GO solution for customer account. One fee per system.
35% Item Discount ($922.95)
1 $2,637.00 $2,637.00
$1,714.05†
Code: GOga
Base Price $2,637.00 $2,637.00
License Passio GO GPS CAD/AVL Software License
Per unit one time software license. Includes lifetime updates. For Installed,
Portable, and API Configuration.
21 $108.00 $2,268.00
Code: GOgpsavl
Base Price $108.00 $2,268.00
Hardware VLU
Vehicle Logic Unit for GPS Tracking.
21 $350.00 $7,350.00
Code: VLU
Hardware VLU Roof Mount Antenna
Antenna: Roof Mount Antenna SMA/SMC, TriBand (Higher Accuracy Gain), 9'
21 $220.00 $4,620.00
Code: 1210025VLU
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Passio Technologies - Quote # 2481 v6 3 / 9
One-Time Subtotal $21,684.00
Discount ($922.95)
Annual Subtotal $11,844.00
Hardware Power Management Module
Power protection and surge management module.
21 $229.00 $4,809.00
Code: PWRMGT
Category Item Qty Price Total
Annual Fees
Category Item Qty Price Total
Recurring Passio GO GPS/AVL Recurring Annual
Per unit annual recurring fee. Configuration updates, reporting, and data
storage.
21 $564.00 $11,844.00†
Code: 40RX21PGO
* Recurring fees billed annually with 0 upfront payment(s).
Automated Voice Announcements
One-Time Fees
Category Item Qty Price Total
Setup AVA: Automated Voice Announcement Standard Setup
Automated Voice Announcement solution setup
35% Item Discount ($2,310.35)
1 $6,601.00 $6,601.00
$4,290.65†
Code: 1213009AVA
License AVA: Automated Voice Announcement Software License
Per unit one time software license. Includes lifetime updates.
21 $726.00 $15,246.00†
Code: AVAlicense
Hardware AVA: Audio Interrupt System
Includes audio interrupt hardware, ancillary equipment, and wiring for
connection to existing PA or Head Unit system with installed speakers. If
additional audio equipment is required, Passio can provide this option as an
upgrade to the customer.
21 $522.00 $10,962.00
Code: 1219045AVA
Hardware MDT - Fixed Mount Mobile Data Terminal
Rugged Android MDT, Multi Connections, Stationary Mount.
21 $912.00 $19,152.00
Code: 1210003MDT
Quote
Passio Technologies - Quote # 2481 v6 4 / 9
One-Time Subtotal $51,961.00
Discount ($2,310.35)
Annual Subtotal $7,140.00
One-Time Subtotal $42,293.00
Discount ($3,145.45)
RAM Mount: RAM-B-Std-Fixed-Bundle (RAMMDTF)
Category Item Qty Price Total
Annual Fees
Category Item Qty Price Total
Recurring AVA: Automated Voice Announcement Recurring Annually
Per unit annual recurring fee. Configuration updates, reporting, and data
storage.
21 $340.00 $7,140.00†
Code: AVAannual
* Recurring fees billed annually with 0 upfront payment(s).
Automated Voice Announcements - Stop Request
One-Time Fees
Category Item Qty Price Total
Setup/License Stop Request Integration Module
Setup Stop Request indicator to be triggered by on board tape or pull cord
system. Includes notification on driver Mobile Data Terminal (Passio
provided MDT solution) and Stop Requested message on Passio provided
internal message sign solution (SmartSense).
35% Item Discount ($3,145.45)
1 $8,987.00 $8,987.00
$5,841.55
Passio (Code: SRSET)
Setup/License Stop Request License Fee
Per vehicle license fee for Stop Request Module.
21 $654.00 $13,734.00
Passio (Code: SRLIC)
HDW&INST Stop Request Hardware
Per vehicle wiring, relay hardware, installation, and testing.
21 $932.00 $19,572.00
Passio (Code: SRHDW)
Annual Fees
Quote
Passio Technologies - Quote # 2481 v6 5 / 9
Annual Subtotal $4,662.00
One-Time Subtotal $45,748.04
Discount ($876.40)
Category Item Qty Price Total
Recurring Stop Request Annual Support and Maintenance
Annual per vehicle fee for support, maintenance, and upgrades for stop
request module.
21 $222.00 $4,662.00
Passio (Code: SRANN)
* Recurring fees billed annually with 0 upfront payment(s).
SmartSense. Interior, Passenger Facing LED Signs
One-Time Fees
Category Item Qty Price Total
Setup/License SmartSense LED Setup
Setup of SmartSense for new TranSign interior passenger information sign.
35% Item Discount ($876.40)
1 $2,504.00 $2,504.00
$1,627.60†
Code: LEDset
Setup/License SmartSense LED Software License
Per vehicle software license fee for passenger information sign and/or
destination sign management.
21 $395.00 $8,295.00†
Code: LEDsl
Hardware Passenger Information SmartSense LED Sign
Amber Interior LED Sign 3.5" x 32.25" x 2.25"
8x96 pixels
21 $1,664.24 $34,949.04
TranSign LLC (Code: 1210007SSNS)
Required SmartSense Accessories:
15' Data Link Custom Cable (LD-CP)
Wiring harness, mounts, hardware (SSHDW)
Annual Fees
Category Item Qty Price Total
Recurring SmartSense LED Software Recurring Annually
Per unit annual recurring fee for SmartSense LED management, includes
Passenger Information Sign and Destination Signs.
21 $199.00 $4,179.00†
Quote
Passio Technologies - Quote # 2481 v6 6 / 9
Annual Subtotal $4,179.00
One-Time Subtotal $2,354.00
One-Time Subtotal $38,640.00
† Non-taxable item
Code: LEDsoftRA
Category Item Qty Price Total
* Recurring fees billed annually with 0 upfront payment(s).
Spare Devices
One-Time Fees
Category Item Qty Price Total
Hardware MDT - Fixed Mount Mobile Data Terminal
Rugged Android MDT, Multi Connections, Stationary Mount.
2 $827.00 $1,654.00
Code: 1210003MDT
RAM Mount: Replacement MDT - No Mount (RMDT)
Hardware VLU
Vehicle Logic Unit for GPS Tracking.
2 $350.00 $700.00
Code: VLU
Installation
One-Time Fees
Category Item Qty Price Total
Installation Installation - Single Door Vehicles
Hardware installation and connectivity testing. On site charges, travel, and
initial costs.
21 $1,840.00 $38,640.00
Passio (Code: Install)
Component Install:
MDT (Mobile Data Terminal) (MDTINST)
VLU (Vehicle Logic Unit) (VLUINST)
AVA Interrupt (AVAINST)
LED Interior Sign - SmartSense (LEDINST)
Roof Mount Antenna (RMANINST)
Stop Request (STOPREQ)
Summary
Quote
Passio Technologies - Quote # 2481 v6 7 / 9
Please contact us if you have any questions.One-Time Subtotal $202,680.04
Discount ($7,255.15)
Shipping $3,000.00
Total One-Time $198,424.89 USD
Total Annually $27,825.00 USD
Cost Breakdown
Category One-Time Fees Annual Fees
Setup $9,238.00 —
License $17,514.00 —
Hardware $84,196.04 —
Recurring —$27,825.00
Setup/License $33,520.00 —
HDW&INST $19,572.00 —
Installation $38,640.00 —
Discount ($7,255.15)—
Shipping $3,000.00 —
Total $198,424.89 USD $27,825.00 USD
Standard Terms and Conditions
Installation
All installation quotes are estimates based on customer provided vehicle information. Limited vehicle availability or
undocumented vehicle configuration information may result in increased installation costs and/or trip charges.
Sales & Use Tax
Customers are responsible for all applicable sales tax. If you are sales tax exempt or use taxes are accrued, please provide
that documentation at the time of order acceptance.
Term of Agreement
Standard term is 36 months for optimal pricing. Customers have the option to select 60 month term to lock in pricing for an
extended period. Lesser term periods are subject to higher recurring fees. After term agreement is completed customer
has the option to transition to a new term agreement or month to month arrangement, any price adjustments will be
communicated, in writing, at that time. Month to month customers may cancel at any time by providing a minimum of 30
days' written notification.
Deposit
New customers are required to pay a deposit equal to 50% of the one time costs prior to shipment of any equipment or
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Passio Technologies - Quote # 2481 v6 8 / 9
account setup.
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Passio Technologies - Quote # 2481 v6 9 / 9
Open Session Item
SUBJECT: FY24 Budget Adjustment
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Kelcee Mace, Chief Financial Officer
RECOMMENDED MOTION: A motion to approve a budget transfer in the amount of
$140,010 from General Fund department 11525 – Fire Ops to CIP Project Budget VEH009 –
Emergency Services Vehicle and Equipment Replacement.
REPORT-IN-BRIEF: A budget adjustment is being requested to move funds for unpurchased
equipment from General Fund operating budget to the capital budget.
DISCUSSION: Staff is requesting moving funds budgeted for equipment for the reserve
engines to be transferred to the CIP budget to allow equipment to be purchased in FY25.
Delivery of the reserve engines is currently expected to be in October or November 2024.
FISCAL IMPACT: $0 net
CONCURRENCES: Dave Hays, Director of Emergency Services
ALTERNATIVES: N/A
ATTACHMENTS: Budget Adjustment Form
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Washington County, Maryland
Budget Adjustment Form
Form Routing
Budget Amendment
Budget Transfer
Fiscal Year 2024
BOCC Approval Date (if known)09/24/2024
Deputy Director - Finance
Open Session Item
SUBJECT: FY24 Excess of Revenues
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Kelcee Mace, Chief Financial Officer
RECOMMENDED MOTION: Motion to approve allocation of funding as presented or as
amended by the BOCC.
REPORT-IN-BRIEF: Staff recommends putting $10M into the pension fund and the
remaining excess into the capital reserve fund for future use.
DISCUSSION: The FY24 excess of revenues over expenditures in the General Fund is
approximately $29.3M. The excess is the result of revenues exceeding final budget
approximately $34.6M and expenses exceeding final budget by only approximately $5.3M. It is
best practice that excess funds be used for one-time costs and not on-going operating costs.
FISCAL IMPACT: Approximately $29.3M
CONCURRENCES: Michelle Gordon, County Administrator
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Water and Sewer Policy Update
PRESENTATION DATE: October 8, 2024
PRESENTATION BY: Mark Bradshaw, P.E., Director, Environmental Management
RECOMMENDATION: None – Provide update and request direction on future action
REPORT-IN-BRIEF: Discuss proposed changes to be made to the Water and Sewer Policies.
DISCUSSION: During the September 17, 2024 meeting, we discussed the proposed change to the
policy that all grinder pumps installed after the adoption of the revised Water and Sewer Policies would
be owned by the property owner instead of the County. The question was asked do other municipalities
repair privately owed grinder pumps. I called several different municipalities and below is a summary
of their policy regarding privately owned grinder pumps:
Allegany County owns and maintains all grinder pumps.
Frederick County has private owned grinder pumps, and they don’t perform maintenance on them.
Carroll County – all grinder pumps are private, and they don’t perform maintenance on them.
City of Westminster – all grinder pumps are private, and they don’t perform maintenance on them.
City of Hagerstown – all new grinder pumps are private, and they don’t perform maintenance on them.
City of La Vale - all grinder pumps are private, and they don’t perform maintenance on them.
City of Frostburg - all grinder pumps are private, and they don’t perform maintenance on them.
FISCAL IMPACT: None
CONCURRENCES: None
ATTACHMENTS : None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Presentation of 2024-2025 Farm of the Year Award
PRESENTATION DATE: Tuesday, October 8, 2024
PRESENTATION BY: Kelsey Keadle, Business Specialist, Agriculture, Department of Business and
Economic Development and Carmen Harbaugh, Business Support Specialist, Department of Business
and Economic Development
RECOMMENDED MOTION: N/A
REPORT-IN-BRIEF: The Farm of the Year Award is designed to recognize outstanding agricultural
achievement in proficiency of production, agricultural and community organization involvement,
conservation and preservation practices, and technological advances. It is hoped that this award will
enhance awareness for excellence in agriculture for Washington County, as well as create an improved
awareness and understanding of the problems faced by today’s family farm businesses.
DISCUSSION: The 2024-2025 Farm of the year is being honored for its exemplary commitment to
sustainable agriculture. The farm stands out for its innovative practices that prioritize production,
conservation & preservation, and community involvement. The farm is evident in their transformation
of traditional methods into modern approaches that enhance efficiency and promote animal welfare.
This recognition highlights their significant contributions to both the agricultural community and
environmental stewardship within Washington County, MD.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: Yes, PR presence is requested to take photos of the Farm of the Year
winner with BOCC and plaques.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form