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John F. Barr, President Jeffrey A. Cline, Vice President BOARD OF COUNTY COMMISSIONERS August 13, 2024 OPEN SESSION AGENDA 9:00 AM INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President John F. Barr APPROVAL OF MINUTES: July 23, 2024 9:05 AM COMMISSIONERS’ REPORTS AND COMMENTS 9:15 AM STAFF COMMENTS 9:20 AM CITIZEN PARTICIPATION 9:30 AM 2024 HOUSING BOND ALLOCATION TRANSFER Jill Baker, Director, Planning and Zoning 9:40 AM SEX OFFENDER COMPLIANCE AND ENFORCEMENT MARYLAND GRANT – APPROVAL TO ACCEPT AWARDED FUNDING Cody Miller, Quartermaster/Grants Manager, Washington County Sheriff’s Office; Nicole Phillips, Senior Grant Manager, Grant Management 9:45 AM SOLID WASTE ENVIRONMENTAL MONITORING BUDGET INCREASE David A. Mason, Deputy Director, Solid Waste 9:50 AM BID AWARD (PUR -1690) SLUDGE HAULING Brandi Naugle, Buyer, Purchasing; Mark Bradshaw, Director, Environmental Management 9:55 AM INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-24-0149) TWO (2) NEW 2024 FORD TRANSIT VANS Rick Curry, Director, Purchasing; Zane Rowe, Deputy Director, Highway Department INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-24-0150) TWO (2) NEW 2024 CATERPILLAR ROLLERS Rick Curry, Director, Purchasing; Zane Rowe, Deputy Director, Highway Department INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-24-0148) ONE (1) NEW BRUSH CHIPPER Rick Curry, Director, Purchasing; Zane Rowe, Deputy Director, Highway Department Wayne K. Keefer Randall E. Wagner Page 2 of 2 OPEN Session Agenda August 13, 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. 10:05 AM INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-24-0147) ONE (1) NEW ALTEC TELESCOPIC AERIAL UNIT Rick Curry, Director, Purchasing; Zane Rowe, Deputy Director, Highway Department BID AWARD (PUR-1702) FOUR (4) 2024 CAM 22 FOOT EQUIPMENT HAULER TRAILERS Rick Curry, Director, Purchasing; Zane Rowe, Deputy Director, Highway Department SOLE SOURCE PROCUREMENT (PUR-1705) FIRE HOUSE SOFTWARE AGREEMENT FOR DIVISION OF EMERGENCY SERVICES Rick Curry, Director, Purchasing; R. David Hays, Director, Emergency Services 10:15 AM COLLECTIVE BARGAINING MEMORANDUM OF UNDERSTANDING (MOU) –AFSCME Chip Rose, Director, Human Resources 10:25 AM CLOSED SESSION: (To discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other personnel matter that affects one or more specific individual. (1) These topics include the discussion of confidential personnel matters •Discussion of hiring recommendation for Office of Grants Management Director •Discussion of hiring forthcoming open position within County •Discussion of hiring positions in Division of Emergency Services •Discussion of personnel complaint investigation. •Discussion of applicants/seek consensus to appoint or reappoint individuals to fill open positions on Agricultural Land Preservation Advisory Board. •Discussion of hiring additional County personnel. In addition to being a confidential personnel matter. The nature of the hiring, if discussed in open session, would put the County at a negotiating disadvantage. To consult with counsel to obtain legal advice on a legal matter. (7) Board has requested legal advice on negotiating strategy for contract of sale. Providing legal advice in open session would deprive Board of attorney/client privilege and put Board in inferior bargaining position. •Provide legal advice and options to Board pertaining to negotiation strategy for potential contract of sale.) 11:40 AM RECONVENE IN OPEN SESSION ADJOURNMENT Open Session Item SUBJECT: 2024 Housing Bond Allocation Transfer PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Jill Baker, Director, Department of Planning and Zoning RECOMMENDED MOTION: Move to approve the transfer of Washington County’s 2024 Housing Bond Allocation in the amount of $6,807,063.00 to the Community Development Administration for use in issuing housing bonds on behalf of Washington County. REPORT-IN-BRIEF: Each year the State of Maryland invites local governments to partner in a statewide bond pool for first time homebuyers. The pool allows counties to transfer their housing bond allocation to the State to issue bonds to fund housing programs. Washington County has traditionally used this allocation to participate in the Maryland Mortgage Program (MMP). DISCUSSION: Washington County has been transferring its housing bond allocation to the Community Development Administration (CDA) annually since at least 2007. Income limits for MMP participants in FY 2024 were between $124,500 and $174,300 depending on family size. The MD DHCD reports purchasing activity in Washington County as 64 units in 2021 ($11,650,118), 64 units in 2022 ($11,771,075) and 62 units ($13,794,610) in 2023. Targeted areas in Washington County are within Hagerstown city limits. FISCAL IMPACT: No cost to Washington County CONCURRENCES: n/a ALTERNATIVES: If there is no transfer there will be less money available to make housing loans to Washington County applicants from the Maryland Mortgage Program. ATTACHMENTS: Letter to MD Department of Housing and Community Development AUDIO/VISUAL NEEDS: n/a Board of County Commissioners of Washington County, Maryland Agenda Report Form WWW.WASHCO-MD.NET 100 West Washington Street , Suite 2600 | Hagerstown, MD 21740 | P: 240.313.2430 | F: 240.313.2431 | TDD: 7-1-1 DEPARTMENT OF PLANNING & ZONINGCOMPREHENSIVE PLANNING | LAND PRESERVATION | FOREST CONSERVATION | GIS August 13, 2024 Kamili Jamal Brown Single Family Housing Community Development Administration Department of Housing & Community Development 7800 Harkins Road, Room 367 Lanham, Maryland, 20706 Dear Mr. Brown: Pursuant to Sections 13-801 through 13-807 of the Financial Institutions Article of the Maryland Annotated Code, Washington County hereby irrevocably transfers to the Community Development Administration, for use in issuing housing bonds or mortgage credit certificates on behalf of this jurisdiction, 100% of its total $6,807,063 tax -exempt housing bond allocation as set forth in 20 24 allocation of the Maryland State Ceiling made by the Secretary of Commerce pursuant to the Article. Sincerely, John F. Barr, Chairperson Board of County Commissioners of Washington County, Maryland Certificate of Counsel This transfer of a tax-exempt bond allocation is duly authorized and executed and constitutes the valid, binding and irrevocable act of Washington County, Maryland. Zachary Kieffer, County Attorney Washington County, Maryland Open Session Item SUBJECT: Sex Offender Compliance and Enforcement Maryland Grant – Approval to Accept Awarded Funding PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Cody Miller, Quartermaster/Grants Manager, Washington County Sheriff’s Office and Nicole Phillips, Sr. Grant Manager, Office of Grant Management RECOMMENDED MOTION: Move to approve the acceptance of funding awarded under the FY25 Sex Offender Compliance and Enforcement Maryland Grant Program from the Governor’s Office of Crime Prevention and Policy in the amount of $29,719. REPORT-IN-BRIEF: The Washington County Sheriff's Office has been awarded $29,719 from the FY25 Sex Offender Compliance and Enforcement Maryland (SOCM) Grant Program. DISCUSSION: The FY25 Sex Offender Compliance and Enforcement Maryland (SOCM) Grant Program provides funding for the salaries of two part-time civilian employees, who assist the Sex Offender Registrar with the registration/re-registration of sex offenders, while also conducting compliance checks of employment and home addresses. The Office of Grant Management has reviewed the grant funding guidelines. Matching funds or in-kind support is not required for this program. This grant is annually recurring and there are no unusual conditions or requirements attached to the acceptance of the grant. FISCAL IMPACT: Will provide the Washington County Sherriff’s Office with $29,719 for costs associated with the Sex Offender Registration Program. CONCURRENCES: Kelcee Mace, Chief Financial Officer ALTERNATIVES: Deny acceptance of funds ATTACHMENTS: N/A AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Solid Waste Environmental Monitoring Budget Increase PRESENTATION DATE: August 13, 2024 PRESENTATION BY: David A. Mason, P.E., Deputy Director, Division of Environmental Management, Department of Solid Waste. RECOMMENDED MOTION(S): Motion to approve increases for the Consultant fees for the Environmental Monitoring Program for the various Solid Waste Sites. REPORT-IN-BRIEF: As of July 1, 2024, the Maryland Department of the Environment has changed the Monitoring and Reporting requirements. The new regulations now require testing for PFAS/PFOS (Per- and polyfluoroalkyl substances), known as the “Forever Chemicals” for all sites for groundwater and surface water. For Washington County this testing includes: 40 West Landfill: Semi Annual Resh Road Landfill: Semi-Annual City/County Landfill: Annual Rubble Landfill: Semi-Annual Hancock Landfill: Semi-Annual Kaetzel Transfer Station: Annual DISCUSSION: Overall cost will increase a total of $66,735.83 (74.68%). Cost increases are due to the additional testing required for the PFAS/PFOS of which are more expensive and new equipment that is required for the testing. All equipment must be PFAS free materials. FISCAL IMPACT: $66,735.83 by reducing various department line items to keep it budget neutral for FY25 CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Letter From MDE, FY24 and FY25 Monitoring Costs. AUDIO/VISUAL TO BE USED: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Maryland Department of the Environment January 2, 2024 Dear Facility Operator: Wes Moore, Governor Aruna Miller, Lt. Governor Serena Mcllwain, Secretary Suzanne E. Dorsey, Deputy Secretary The Maryland Department of the Environment ("Department") is providing this notice as to a change in monitoring and reporting requirements. As of July 1, 2024, the Department will require all facilities conducting monitoring regulated under Code of Maryland Regulations (COMAR) 26.04.07.09, 26.04.07.17, 26.04.07.20 and/or 40 CFR Part 258 to analyze for PFOA, PFOS, PFHxS, PFNA, PFBS, and HFPO-DA (commonly referred to as a GenX Chemical). This requirement applies to all of the monitoring wells and surface water points in your netivork, and also sampling of leachate being collected at your facility on the same frequency. There are multiple methods available to reliably measure and quantify the six PFAS at or below their proposed MCLs. The EPA Methods used are 533, 537.1, 8327, and/or 1633. The analysis used shall meet a practical quantitation limit of 2 ppt for all PFAS parameters. The enclosed Table I and Table II shall replace the existing Table I and Table II in the current facility permit. As of July 1, 2024, you will be required to utilize EPA Method 533, 537.1, 8327, and/or 1633 (or equivalent) to analyze for PFOA, PFOS, PFHxS, PFNA, PFBS, and HFPO-DA. Please add these requirements to your facility monitoring plan. If you are unable to comply with the July 1, 2024 deadline or have questions concerning this matter, please contact Andrew Grenzer, Chief, Solid Waste Operations Division, at (410) 537-3315 or andrew.grenzerai mai dm�gov. Sincerely, t i Andrew Grenzer, Chief Solid Waste Operations Division Enclosure cc: Tyler Abbott, Director, Land and Materials Administration (LMA) Brian Coblentz, Chief, Solid Waste Compliance Division (SWCD), SWP/LMA 1800Washingion Boulevard i Baltimore. MD 2123011-800.633.6101 1 410-537-30001 TrY Users 1-800.735.2258 w .mde.maryland.gov Item Event Description Unit Price Estimated Occurrence Total Price 1 Resh Road Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 4 surface water samples/12 ground water samples $ 9,376.20 2 $ 18,752.41 2 Resh Road Landfill - Lump Sum – Gas Monitoring Event: 8 probes (2 multi- level) $ 209.35 4 $ 837.39 Total Cost for Site $ 19,589.80 1 Surface and Ground Water Monitoring Event: 3 surface water samples/13 ground water samples $ 8,322.26 2 $ 16,644.51 2 Rubble Landfill - Lump Sum – Domestic Ground Water Monitoring Event: 3 well samples $ 1,478.05 1 $ 1,478.05 3 Rubble Landfill - Lump Sum – Gas Monitoring Event: 9 probes $ 208.06 1 $ 208.06 Total Cost for Site $ 18,330.62 1 City/County Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 2 surface water samples/5 ground water samples $ 5,235.81 1 $ 5,235.81 2 City/County Landfill - Lump Sum – Gas Monitoring Event: 5 probes, 3 Buildings $ 208.06 4 $ 832.24 Total Cost for Site $ 6,068.05 1 40 West Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 3 surface water samples/19 ground water samples $ 12,401.17 2 $ 24,802.34 2 40 West Landfill - Lump Sum – Domestic Ground Water Monitoring Event: 8 well samples $ 5,849.37 1 $ 5,849.37 3 40 West Landfill - Lump Sum – Gas Monitoring Event: 8 probes, 3 buildings $ 242.31 4 $ 969.23 Total Cost for Site $ 31,620.94 FY 2024 Cost/Site 21030 - Resh Road Landfill 21040 - Rubble Landfill 21050 - City/County Landfill 21020 - 40 West Landfill 21060 - Hancock Landfill 1 Hancock Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 0 surface water samples/3 ground water samples $ 4,462.20 2 $ 8,924.39 2 Hancock Landfill - Lump Sum – Gas Monitoring Event: 15 probes (3 multi- level), 1 Building $ 213.41 4 $ 853.65 Total Cost for Site $ 9,778.04 3 Kaetzel Transfer Station - Lump Sum - Surface and Ground Water Monitoring 0 surface water samples/1 ground water samples $ 3,354.59 1 $ 3,354.59 4 Kaetzel Transfer Station - Lump Sum – Gas Monitoring Event: 6 probes, 1 Building $ 309.26 2 $ 618.52 Total Cost for Sites $ 3,973.10 $ 89,360.55 21100 - Transfer Stations TOTAL PROPOSAL AMOUNT Costs do not include change orders for additional testing/sampling or the construction or abandonment of any monitoring wells or monitoring probes. Item Event Description Unit Price Estimated Occurrence Total Price 1 Resh Road Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 4 surface water samples/12 ground water samples $ 16,773.00 2 $ 33,546.00 2 Resh Road Landfill - Lump Sum – Gas Monitoring Event: 8 probes (2 multi- level) $ 203.25 4 $ 813.00 Total Cost for Site $ 34,359.00 1 Surface and Ground Water Monitoring Event: 3 surface water samples/13 ground water samples $ 16,744.00 2 $ 33,488.00 2 Rubble Landfill - Lump Sum – Domestic Ground Water Monitoring Event: 3 well samples $ 1,435.00 1 $ 1,435.00 3 Rubble Landfill - Lump Sum – Gas Monitoring Event: 9 probes $ 202.00 1 $ 202.00 Total Cost for Site $ 35,125.00 1 City/County Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 2 surface water samples/5 ground water samples $ 9,086.00 2 $ 18,172.00 2 City/County Landfill - Lump Sum – Gas Monitoring Event: 5 probes, 3 Buildings $ 202.00 4 $ 808.00 Total Cost for Site $ 18,980.00 1 40 West Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 3 surface water samples/19 ground water samples $ 22,554.50 2 $ 45,109.00 2 40 West Landfill - Lump Sum – Domestic Ground Water Monitoring Event: 8 well samples $ 5,679.00 1 $ 5,679.00 3 40 West Landfill - Lump Sum – Gas Monitoring Event: 8 probes, 3 buildings $ 235.25 4 $ 941.00 Total Cost for Site $ 51,729.00 FY 2025 Cost/Site 21030 - Resh Road Landfill 21040 - Rubble Landfill 21050 - City/County Landfill 21020 - 40 West Landfill 21060 - Hancock Landfill 1 Hancock Landfill - Lump Sum - Surface and Ground Water Monitoring Event: 0 surface water samples/3 ground water samples $ 5,616.50 2 $ 11,233.00 2 Hancock Landfill - Lump Sum – Gas Monitoring Event: 15 probes (3 multi- level), 1 Building $ 203.25 4 $ 813.00 Total Cost for Site $ 12,046.00 3 Kaetzel Transfer Station - Lump Sum - Surface and Ground Water Monitoring 0 surface water samples/1 ground water samples $ 3,256.88 1 $ 3,256.88 4 Kaetzel Transfer Station - Lump Sum – Gas Monitoring Event: 6 probes, 1 Building $ 300.25 2 $ 600.50 Total Cost for Sites $ 3,857.38 $ 156,096.38 21100 - Transfer Stations TOTAL PROPOSAL AMOUNT Costs do not include change orders for additional testing/sampling or the construction or abandonment of any monitoring wells or monitoring probes. Open Session Item SUBJECT: Bid Award (PUR-1690) Sludge Hauling PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Brandi Naugle, CPPO, Buyer, Purchasing Department; Mark Bradshaw, Division Director of Environmental Management RECOMMENDED MOTION: Move to award the contract for Sludge Hauling services for the Division of Environmental Management to the lowest responsible, responsive bidder, A.C & T., Inc., of Hagerstown, MD who submitted the total sum bid of $133,050. REPORT-IN-BRIEF: The Invitation to Bid (ITB) was advertised on the State of Maryland’s “eMaryland MarketPlace Advantage” website and on the County’s website, and in the local newspaper. Eighteen (18) persons/companies registered/downloaded the bid document on-line, and two bids were received. The Contract period shall be for a one-year period tentatively commencing September 1, 2024, with an option by the County to renew for up to two (2) additional consecutive one (1) year periods. The work consists of hauling liquid sludge from the Smithsburg WwTP, Winebrenner WwTP, and Antietam WwTP to the Conococheague WwTP . The contractor shall have a minimum of two (2) serviceable vehicles capable of transporting liquid sludge. There is a current haul average of 14,000 gallons per week from Smithsburg WwTP, 6,000 gallons per week from Winebrenner, and 13,000 gallons per week from Antietam. No guarantees as to the minimum or maximum number of services required during the period of this Contract will be made. Services will be on an as-needed basis. DISCUSSION: N/A FISCAL I MPACT: Funds are available in the department’s operating budget account 5 90030-4 2- 42120 CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Bid Tabulation Matrix AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form PUR-1690 Washington County Sludge Hauling Description:Qty 1 Smithsburg WwTP - One (1) Trip Trip 122 $450.00 $54,900.00 $494.94 $60,382.68 2 Winebrenner WwTP - One (1) Trip Trip 52 $525.00 $27,300.00 $494.94 $25,736.88 3 Antietam WwTP - One (1) Trip Trip 113 $450.00 $50,850.00 $494.94 $55,928.22 TOTAL SUM BID (Items No. 1 through 3 above)$133,050.00 A.C.&T. Co., Inc. Hagerstown, MD JCI Environmental Waldorf, MD $142,047.78 A.C.&T. Co, Inc. - The above pricing is based upon utilizing the existing sludge pumps at the treatment plants to load the tanker and allows one hour maximum each to load and unload the tanker. Remarks / Exceptions: 1 Bids Opened: 7/17/2024 two Open Session Item SUBJECT: Intergovernmental Cooperative Purchase (INTG-24-0149) Two (2) New 2024 Ford Transit Vans PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Rick F. Curry, CPPO, Director, Purchasing Department; Zane Rowe, Deputy Director, Highway Department RECOMMENDATION: Move to authorize by Resolution, the Highway Department to purchase two (2) new Ford Transit Passenger Vans in the amount of $54,974 each; for the total sum of $109,948 from Hertrich Fleet Services, Inc., of Milford, DE and to utilize another jurisdiction’s contract (#4400004546) that was awarded by Howard County, MD to Hertrich Fleet Services. REPORT-IN-BRIEF: The Highway Department is requesting to purchase two (1) new 2024 Ford Transit Passenger Vans to replace two 2014 vans that exceeds the County’s Vehicle and Equipment Types and Usage Guidelines. The County initiated the Vehicle and Equipment Types and Usage Guideline in 2001. The County’s replacement guidelines for less than 19,500 lbs. GVWR is recommended at a ten (10) year economic life cycle. The replaced vehicle will be sold on GovDeals. The Code of Public Laws of Washington County, Maryland (the Public Local Laws) 1-106.3 provides that the Board of County Commissioners may procure goods and services through a contract entered into by another governmental entity, in accordance with the terms of the contract, regardless of whether the County was a part to the original contract. If the Board of County Commissioners determines that participation by Washington County would result in cost benefits or administrative efficiencies, it could approve the procurement of the vehicle in accordance with the Public Local Laws referenced above that participation would result in cost benefits or in administrative efficiencies. The County will benefit from the direct cost savings in the purchase of this vehicle because of the economies of scale this contract has leveraged. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. Acquisition of the vehicle by utilizing the Howard County, MD contract and eliminating our county’s bid process would result in administrative and cost savings for the Highway Department and Purchasing Department in preparing specifications. DISCUSSION: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form FISCAL IMPACT: Funds in the amount of $1,201,000 are budgeted in the department’s Capital Improvement Budget (CIP) EQP042. CONCURRENCES: Division Director ATTACHMENTS: Hertrich Fleet Services quote. HeRTRICH FLEET SERVICES, INC 1427 Bay Road Milford, DE 19963 Ford - Chevrolet - Dodge -jeep Lincoln - Honda - Buick - GMC - Toyota - Nissan Page 1 of 2 RESOLUTION NO. RS-2024- (Intergovernmental Cooperative Purchase [INTG-24-0149] Two [2] New 2024 Ford Transit Vans) RECITALS The Code of Public Local Laws of Washington County, Maryland (the “Public Local Laws”), § 1-106.3, provides that the Board of County Commissioners of Washington County, Maryland (the “Board”), “may procure goods and services through a contract entered into by another governmental entity in accordance with the terms of the contract, regardless of whether the county was a party to the original contract.” Subsection (c) of § 1-106.3 provides that “A determination to allow or participate in an intergovernmental cooperative purchasing arrangement under subsection (b) of this section shall be by resolution and shall either indicate that the participation will provide cost benefits to the county or result in administrative efficiencies and savings or provide other justifications for the arrangement.” The Highway Department is requesting to purchase two (2) new Ford Transit Passenger Vans in the amount of $54,974 each, for the total sum of $109,948, from Hertrich Fleet Services, Inc., of Milford, Delaware, and to utilize another jurisdiction’s contract (#4400004546) that was awarded by Howard County, Maryland, to Hertrich Fleet Services. Eliminating the County’s bid process will result in administrative and cost savings for the County. The County will benefit with direct cost savings because of the economy of scale the aforementioned contract has leveraged. Additionally, the County will realize administrative efficiencies and savings as a result of not preparing, soliciting, and evaluating bids. NOW, THEREFORE, BE IT RESOLVED by the Board, pursuant to § 1-106.3 of the Public Local Laws, that the Highway Department is hereby authorized to purchase two (2) Ford Transit Passenger Vans for the total sum of $109,948, from Hertrich Fleet Services, Inc., of Milford, Delaware, and to utilize another jurisdiction’s contract (#4400004546) that was awarded by Howard County, Maryland, to Hertrich Fleet Services. Adopted and effective this ____ day of ________, 2024. Page 2 of 2 ATTEST: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND _____________________________ BY: ______________________________________ Dawn L. Marcus, County Clerk John F. Barr, President Approved as to form and legal sufficiency: Mail to: Office of the County Attorney ______________________________ 100 W. Washington Street, Suite 1101 Zachary J. Kieffer Hagerstown, MD 21740 County Attorney Open Session Item SUBJECT: Intergovernmental Cooperative Purchase (INTG-24-0150) Two (2) New 2024 Caterpillar Rollers PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Rick F. Curry, CPPO, Director, Purchasing Department; Zane Rowe, Deputy Director, Highway Department RECOMMENDATION: Move to authorize by Resolution, the Highway Department to purchase two (2) new Caterpillar CB 1.7 Rollers in the amount of $32,297 each; for the total sum of $74,594 from Carter Machinery Co., Inc., of Baltimore, MD and to utilize another jurisdiction’s contract (#0601222- CAT) that was awarded by Sourcewell to Carter Machinery Co., Inc. REPORT-IN-BRIEF: The Highway Department is requesting to purchase two (2) new 2024 Caterpillar Rollers to replace two rollers that exceeds the County’s Vehicle and Equipment Types and Usage Guidelines. The County initiated the Vehicle and Equipment Types and Usage Guideline in 2001. The County’s replacement guidelines for less than 19,500 lbs. GVWR is recommended at a ten (10) year economic life cycle. The replaced vehicle will be sold on GovDeals. The Code of Public Laws of Washington County, Maryland (the Public Local Laws) 1-106.3 provides that the Board of County Commissioners may procure goods and services through a contract entered into by another governmental entity, in accordance with the terms of the contract, regardless of whether the County was a part to the original contract. If the Board of County Commissioners determines that participation by Washington County would result in cost benefits or administrative efficiencies, it could approve the procurement of the vehicle in accordance with the Public Local Laws referenced above that participation would result in cost benefits or in administrative efficiencies. The County will benefit from the direct cost savings in the purchase of this vehicle because of the economies of scale this contract has leveraged. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. Acquisition of the vehicle by utilizing the Sourcewell contract and eliminating our county’s bid process would result in administrative and cost savings for the Highway Department and Purchasing Department in preparing specifications. DISCUSSION: N/A FISCAL IMPACT: Funds in the amount of $1,201,000 are budgeted in the department’s Capital Improvement Budget (CIP) EQP042. CONCURRENCES: Division Director ATTACHMENTS: Carter Machinery Co, Inc. quote. Board of County Commissioners of Washington County, Maryland Agenda Report Form June 17, 2024 WASHINGTON COUNTY HIGHWAY 601 NORTHERN AVENUE HAGERSTOWN, MARYLAND 21742 ATTENTION: MR. JACK REYNARD RE: Quote 203801.01 REVISED Mr. Reynard, We would like to offer the same terms and conditions as the Sourcewell Contract #0601222-CAT for the purchase of (1) NEW 2024 CATERPILLAR CEI 1.7 ROLLER Thank you for the opportunity to provide you a quote for your equipment needs. This quotation is valid for 30 days. If there are any questions, please do not hesitate to contact me. Regards, �32erazLD. �'t.¢ustut- Brent D. Stewart Key Account Manager - Governmental Carter Machinery Co. Inc. 443-764-7692 Brent—stewart@cartermachinery.com Page 1 of 2 MACHINE SPECIFICATIONS Description Reference No CB1.7 03A UTILITY COMPACTOR 568-7901 LANE 3 ORDER OP-9003 ENGINE, CAT C1.1 564-0665 MUFFLER, STD 485-6082 OIL, HYD, STANDARD 485-6087 DRUM, STANDARD 485-6202 LIGHTS, ROADING AND WORKING 485-6090 SEAT, ADJ VINYL W/SEAT SWITCH 485-6186 ROPS, FOLDABLE 485-6085 PRODUCT LINK, CELLULAR PL641 590-9114 INSTRUCTIONS, ANSI 485-6081 SERIALIZED TECHNICAL MEDIA KIT 421-8926 LIGHT, BEACON 485-6189 GUARD, ROADING LIGHTS 485-6096 MIRROR, REAR VIEW 625-3871 CATERPILLAR LIST PRICE $44,871.00 SOURCEWELL DISCOUNT OF 20% OFF OF LIST PRICE-8,974.00 SALE PRICE $35,897.00 3 YEAR / 3000 HOUR TOTAL MACHINE WARRANTY W/TTM 1,400.00 TOTAL SALE PRICE $37,297.00 TOTAL SALE PRICE FOR (2) UNITS $74,594.00 • 'TTM = TRAVEL TIME AND MILEAGE Page 2 of 2 Page 1 of 2 RESOLUTION NO. RS-2024- (Intergovernmental Cooperative Purchase [INTG-24-0150] Two [2] New 2024 Caterpillar Rollers) RECITALS The Code of Public Local Laws of Washington County, Maryland (the “Public Local Laws”), § 1-106.3, provides that the Board of County Commissioners of Washington County, Maryland (the “Board”), “may procure goods and services through a contract entered into by another governmental entity in accordance with the terms of the contract, regardless of whether the county was a party to the original contract.” Subsection (c) of § 1-106.3 provides that “A determination to allow or participate in an intergovernmental cooperative purchasing arrangement under subsection (b) of this section shall be by resolution and shall either indicate that the participation will provide cost benefits to the county or result in administrative efficiencies and savings or provide other justifications for the arrangement.” The Highway Department is requesting to purchase two (2) new Caterpillar CB 1.7 Rollers at $32,297 each, for a total sum of $74,594, from Carter Machinery Co., Inc., of Baltimore, Maryland, and to utilize another jurisdiction’s contract (#0601222-CAT) that was awarded by Sourcewell to Carter Machinery Co., Inc. Eliminating the County’s bid process will result in administrative and cost savings for the County. The County will benefit with direct cost savings because of the economy of scale the aforementioned contract has leveraged. Additionally, the County will realize administrative efficiencies and savings as a result of not preparing, soliciting, and evaluating bids. NOW, THEREFORE, BE IT RESOLVED by the Board, pursuant to § 1-106.3 of the Public Local Laws, that the Highway Department is hereby authorized to purchase two (2) new Caterpillar CB 1.7 Rollers for a total of $74,594, from Carter Machinery Co., Inc., of Baltimore, Maryland, and to utilize another jurisdiction’s contract (#0601222-CAT) that was awarded by Sourcewell to Carter Machinery Co., Inc. Adopted and effective this ____ day of ________, 2024. Commented [AW1]: Caterpillar Inc. for 060122-CAT Commented [AW2]: Don’t know if this is true from materials provided Commented [AW3]: Caterpillar Inc. for 060122-CAT Commented [AW4]: Same as comment above Page 2 of 2 ATTEST: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND _____________________________ BY: ______________________________________ Dawn L. Marcus, County Clerk John F. Barr, President Approved as to form and legal sufficiency: Mail to: Office of the County Attorney ______________________________ 100 W. Washington Street, Suite 1101 Zachary J. Kieffer Hagerstown, MD 21740 County Attorney Open Session Item SUBJECT: Intergovernmental Cooperative Purchase (INTG-24-0148) One (1) New Brush Chipper PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Rick F. Curry, CPPO, Director, Purchasing Department; Zane Rowe, Deputy Director, Highway Department RECOMMENDATION: Move to authorize by Resolution, the Highway Department to purchase one (1) new Vermer Brush Chipper in the amount of $61,223.71 from Vermeer All Roads of Baltimore, MD and to utilize another jurisdiction’s contract (#031721-VRM) that was awarded by Sourcewell to Vermeer All Roads. REPORT-IN-BRIEF: The Highway Department is requesting to purchase one (1) new Vermeer brush chipper to replace a 1997 brush chipper that exceeds the County’s Vehicle and Equipment Types and Usage Guidelines. The County initiated the Vehicle and Equipment Types and Usage Guideline in 2001. The County’s replacement guidelines for less than 19,500 lbs. GVWR is recommended at a ten (10) year economic life cycle. The replaced brush chipper will be sold on GovDeals. The Code of Public Laws of Washington County, Maryland (the Public Local Laws) 1-106.3 provides that the Board of County Commissioners may procure goods and services through a contract entered into by another governmental entity, in accordance with the terms of the contract, regardless of whether the County was a part to the original contract. If the Board of County Commissioners determines that participation by Washington County would result in cost benefits or administrative efficiencies, it could approve the procurement of the vehicle in accordance with the Public Local Laws referenced above that participation would result in cost benefits or in administrative efficiencies. The County will benefit from the direct cost savings in the purchase of this vehicle because of the economies of scale this contract has leveraged. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. Acquisition of the vehicle by utilizing the Sourcewell contract and eliminating our county’s bid process would result in administrative and cost savings for the Highway Department and Purchasing Department in preparing specifications. DISCUSSION: N/A FISCAL IMPACT: Funds in the amount of $1,201,000 are budgeted in the department’s Capital Improvement Budget (CIP)-EQP042. CONCURRENCES: Division Director ATTACHMENTS: Vermeer All Roads ‘quote. Board of County Commissioners of Washington County, Maryland Agenda Report Form Quotation Quote: Q-07951 Date: 6/5/2024 Expiration Date: 9/30/2024 Purchase Order: Bill To: Washington Co Roads Jack Reynard 601 Northern Ave Hagerstown, MD 21740 Ship To: Washington Co Roads Jack Reynard 601 Northern Ave Hagerstown, MD 21740 Mobile: 240-313-2722 Email: jreynard@washco-md.net Please review the below quote for your consideration. Qty Product Name Product Details Net Total 1 VERMEER BC1200XL15VP 15VP, 115HP, ORI GAS STOCK NUMBER: V047461 SN: 1VRD14AD8R1051177 $58,967.71 1 Freight and Prep $2,256.00 Machine $58,967.71 Freight and Prep $2,256.00 Subtotal $61,223.71 Grand Total $61,223.71 Total Due $61,223.71 Joel Piller Accepted by: Date: Private & Confidential Remit to Address: PO BOX 69561, Baltimore, MD 21264-9561 DUAL HORIZONTAL OFFSET FEED ROLLERS. Improve performance by aggressively grabbing and feeding material to the drum. The offset helps the upper feed roller climb over big logs or material with lots of branches and forks. EASILY LIFTS HEAVY MATERIAL. An optional winch allows operators to move large logs effortlessly. The 150' (45.7 m) winch line can handle logs up to 2000 lb (907.2 kg) and can be used to lift the log onto the feed table. ELECTRONIC FUEL INJECTION ENGINE. With improved fuel economy, the 135 horsepower (101 kW) Power Solutions International (PSI) engine allows for more effi cient working conditions and boosts engine response under load. A CLUTCHLESS PTO SYSTEM. Avoids premature wear to the belt-drive system by preventing high-speed engagement of the cutter drum. The throttle is integrated with the belt drive to help ensure the PTO can be engaged only while the engine is at low speed. EXTENDED WARRANTY. The 3-year/ 3000-hour extended limited warranty on drum housing, cutter drum, shaft and ring-fetter hubs offers you peace of mind, in addition to the 1-year/1000-hour Vermeer equipment limited warranty. ECOIDLE™ ENGINE CONTROL SYSTEM. When the EcoIdle function is selected by the operator, the engine speed automatically lowers to a preset rpm after 1 minute or 5 minutes of inactivity to help reduce fuel consumption when not chipping material. Due to this idling, noise and greenhouse emissions are also reduced. VERMEER.COM GAS BRUSH CHIPPER BC1200XL GENERAL Length: 168" (426.7 cm) Width: 79" (200.7 cm) Height: 103" (261.6 cm) Weight (with winch): 6450 lb (2925.7 kg) Weight: 5680 lb (2576.4 kg) ENGINE Make/Model: PSI 4.XL Electronic Fuel Injection Horsepower: 135 hp (101 kW) Max torque: 258 ft-lb (349.8 Nm) @1400 rpm Fuel type: Gasoline Number of cylinders: 6 Cooling medium: Liquid CUTTING SYSTEM Drum dimensions: 20" diameter x 20" wide (50.8 cm x 50.8 cm) Drum speed: 2000 rpm Knives: Two A8 chipper steel Bedknife: Four usable edges FEED SYSTEM Chipping capacity (max): 13.3" (33.8 cm) Infeed opening height: 32" (81.3 cm) Infeed opening width: 52" (132.1 cm) Feed roller orientation: Dual horizontal offset Feed table height: 32" (81.3 cm) Feed speed (max): 110 fpm Feed roller dimensions (upper roller):15" (38.1 cm) diameter x 17" (43.2 cm) Feed roller dimensions (lower roller): 11.1" (28.2 cm) diameter x 17" (43.2 cm) CAPACITIES/ELECTRICAL Fuel tank: 25 gal (94.6 L) Hydraulic tank: 12 gal (45.4 L) System voltage: 12 V Lights: LED brake, turn, tail, license, side indicators CHASSIS/BRAKES Frame: 7" x .25" (17.8 cm x .6 cm) Z-channel Tires (option 1): ST235/80/R16 Load Range E Tires (option 2): ST285/75/R16 Load Range E Axle/Suspension: 7000 lb (3175.2 kg) rubber torsion Electrical brakes with breakaway switch BC1200XL GAS BRUSH CHIPPER Vermeer Corporation reserves the right to make changes in engineering, design and specifications; add improvements; or discontinue manufacturing at any time without notice or obligation. Equipment shown is for illustrative purposes only and may display optional accessories or components. Please contact your local Vermeer dealer for more information on machine specifications. Vermeer, the Vermeer logo, EcoIdle, Equipped to Do More and Vermeer Confidence Plus are trademarks of Vermeer Manufacturing Company in the U.S. and/or other countries. PSI is a trademark of Power Solutions International Inc. © 2016 Vermeer Corporation. All Rights Reserved. Printed in the U.S.A. Please recycle. PN 180007865 OPTIONS Extended warranty Special paint Planned maintenance Vermeer Confidence Plus® asset protection program NOTES: 08/16.50 Equipment Credit Application Albany, NY (800) 333-4183 Hopkinton, MA (800) 333-4183 Seymour, CT (800) 333-4183 Medina, OH (888) 213-3544 Findlay, OH (888) 213-8338 Cranberry Twp, PA (888) 213-8340 Annapolis Jct., MD (800) 492-1274 Manassas, VA (877) 661-6566 Roanoke, VA (844) 837-6337 Ashland, VA (800) 552-2074 Garner, NC (888) 883-7633 Charlotte, NC (800) 768-3444 Colfax, NC (888) 993-9344 Summerville, SC (800) 850-4710 Simpsonville, SC (800) 246-4307 Company: Phone: Address: Fax: City, State, Zip: County (for Sales Tax): Type of Entity: Sole Proprietor: LLC: Corporation: (state of inc) SSN / EIN#: Sales Tax Exempt: Y N (If yes, attach tax certificate) Years in Business: No Employees: Type of Business: P.O. Required: Y - N Primary Officers Information: (List additional officer information on a separate sheet if necessary) Name: Title: Social Security # Address: City, St. Zip: Phone Mobile E-mail Address: Driver’s License: State License # Date of Birth: Insurance Information: Company: Phone #: Address: Agent Name: Bank / Finance References: (List additional bank or finance company references on a separate sheet) Bank City: State Phone #: Acct #: Contact name Loan Activity: Y - N Trade References: 1. Name City Phone Fax 2. Name City Phone Fax 3. Name City Phone Fax The Customer certifies the above credit information is correct: that the Customer is solvent: and authorizes and directs the above-indicated bank and suppliers to verify said information and give additional requested information to VERMEER MID ATLANTIC, LLC (“VERMEER”) upon request. The undersigned represents that he has the authority to sign this Agreement on behalf of the Customer and that a signed facsimile copy of this agreement shall be as binding as an originally signed and delivered document. The undersigned hereby consent(s) to VERMEER use of a non-business consumer credit report on the undersigned in order to further evaluate the credit worthiness of the undersigned as principal(s), proprietor(s) and/or guarantor(s) in connection with the extension of business credit as contemplated by this credit application. The undersigned hereby authorize(s) Vermeer and it's assigns (assignees, designees, sources) to obtain a consumer credit report and the release of bank and trade information on the undersigned from time to time in connection with the extension or continuation of the business credit represented by this credit application. The undersigned as (an) individual(s) hereby knowingly consent to the use of such credit report consistent with the Federal Fair Credit Reporting Act as contained in 15 USC 1681 ct seq. SIGNATURE REQUIRED FOR VERIFICATION & CREDIT REPORT AUTHORIZATION DATED: __ (x) ______ _____ SIGNATURE PRINTED NAME TITLE Please email back to Financing@allroads.com or fax to 704-583-4188 Page 1 of 2 RESOLUTION NO. RS-2024- (Intergovernmental Cooperative Purchase [INTG-24-0148] One [1] New Brush Chipper) RECITALS The Code of Public Local Laws of Washington County, Maryland (the “Public Local Laws”), § 1-106.3, provides that the Board of County Commissioners of Washington County, Maryland (the “Board”), “may procure goods and services through a contract entered into by another governmental entity in accordance with the terms of the contract, regardless of whether the county was a party to the original contract.” Subsection (c) of § 1-106.3 provides that “A determination to allow or participate in an intergovernmental cooperative purchasing arrangement under subsection (b) of this section shall be by resolution and shall either indicate that the participation will provide cost benefits to the county or result in administrative efficiencies and savings or provide other justifications for the arrangement.” The Highway Department is requesting to purchase one (1) new Vermeer Brush Chipper in the amount of $61,223.71 from Vermeer All Roads of Baltimore, Maryland, and to utilize another jurisdiction’s contract (#031721-VRM) that was awarded by Sourcewell to Vermeer All Roads. Eliminating the County’s bid process will result in administrative and cost savings for the County. The County will benefit with direct cost savings because of the economy of scale the aforementioned contract has leveraged. Additionally, the County will realize administrative efficiencies and savings as a result of not preparing, soliciting, and evaluating bids. NOW, THEREFORE, BE IT RESOLVED by the Board, pursuant to § 1-106.3 of the Public Local Laws, that the Highway Department is hereby authorized to purchase one (1) new Vermeer Brush Chipper in the amount of $61,223.71 from Vermeer All Roads of Baltimore, Maryland, and to utilize another jurisdiction’s contract (#031721-VRM) that was awarded by Sourcewell to Vermeer All Roads. Adopted and effective this ____ day of ________, 2024. Page 2 of 2 ATTEST: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND _____________________________ BY: ______________________________________ Dawn L. Marcus, County Clerk John F. Barr, President Approved as to form and legal sufficiency: Mail to: Office of the County Attorney ______________________________ 100 W. Washington Street, Suite 1101 Zachary J. Kieffer Hagerstown, MD 21740 County Attorney Open Session Item SUBJECT: Intergovernmental Cooperative Purchase (INTG-24-0147) One (1) New Altec Telescopic Aerial Unit PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Rick F. Curry, CPPO, Director, Purchasing Department; Zane Rowe, Deputy Director, Highway Department RECOMMENDATION: Move to authorize by Resolution, the Highway Department to purchase one (1) new Altec Telescopic Aerial Truck in the amount of $205,412 from Altec Industries, Inc., of Birmingham, AL and to utilize another jurisdiction’s contract (#110421-ALT) that was awarded by Sourcewell to Altec Industries, Inc. REPORT-IN-BRIEF: The Highway Department is requesting to purchase one (1) new Altec Telescopic Aerial unit to replace a 1992 unit that exceeds the County’s Vehicle and Equipment Types and Usage Guidelines. The County initiated the Vehicle and Equipment Types and Usage Guideline in 2001. The County’s replacement guidelines for less than 19,500 lbs. GVWR is recommended at a ten (10) year economic life cycle. The replaced vehicle will be sold on GovDeals. The Code of Public Laws of Washington County, Maryland (the Public Local Laws) 1-106.3 provides that the Board of County Commissioners may procure goods and services through a contract entered into by another governmental entity, in accordance with the terms of the contract, regardless of whether the County was a part to the original contract. If the Board of County Commissioners determines that participation by Washington County would result in cost benefits or administrative efficiencies, it could approve the procurement of the vehicle in accordance with the Public Local Laws referenced above that participation would result in cost benefits or in administrative efficiencies. The County will benefit from the direct cost savings in the purchase of this vehicle because of the economies of scale this contract has leveraged. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. Acquisition of the vehicle by utilizing the Sourcewell contract and eliminating our county’s bid process would result in administrative and cost savings for the Highway Department and Purchasing Department in preparing specifications. DISCUSSION: N/A FISCAL IMPACT: Funds in the amount of $1,201,000 are budgeted in the department’s Capital Improvement Budget (CIP)-EQP042. CONCURRENCES: Division Director ATTACHMENTS: Altec Industries, Inc. quote. Board of County Commissioners of Washington County, Maryland Agenda Report Form Quote Number:1413706 Opportunity Number:23012739 Sourcewell Contract #:110421-ALT Date:6/5/2024 REFERENCE ALTEC MODEL Sourcewell Price Overcenter Articulating Aerial Device (Insulated)$222,368 (A.) 1 LR856RM-US58 58' Boom Height (LR858-RM)$8,018 (A1.) 1 SPOT3 FOUR (4) POINT STROBE SYSTEM (LED)$843 2 CG Cab Guard $4,298 SOURCEWELL OPTIONS TOTAL:$235,527 (B.) 1 UNIT $0 2 UNIT & HYDRAULIC ACC $0 3 BODY Altec Steel Flat Bed Body Only -$10,702 4 BODY & CHASSIS ACC Horizontal Cone Holder, Fire Extinguisher $1,110 5 ELECTRICAL $0 6 FINISHING $0 7 CHASSIS 2025 Freightliner M2-106 4x2 Diesel -$8,360 8 OTHER Altec Model Year Price Adjustment -$22,798 OPEN MARKET OPTIONS TOTAL:-$40,750 SUB-TOTAL FOR UNIT/BODY/CHASSIS:$194,777.00 Delivery to Customer:$1,304.00 Extended Warranty:$9,331.00 TOTAL FOR UNIT/BODY/CHASSIS:$205,412.00 (C.) 1 2 3 4 Altec Industries, Inc. SOURCEWELL OPTIONS ON CONTRACT (Unit) SOURCEWELL OPTIONS ON CONTRACT (General) OPEN MARKET ITEMS (Customer Requested) ADDITIONAL ITEMS (items are not included in total above) LR856RM Quoted for: Board of County Commissioners of Washington Customer Contact: Jack Reynard Phone: / Email: 240-675-1237 / jreynard@washco-md.net **Pricing valid for 45 days** NOTES PAINT COLOR: White to match chassis, unless otherwise specified Quoted by: Stuart Paul Northup Jr Altec Account Manager: Rich Held Phone: / Email: 919-523-0120 / paul.northup@altec.com PRICING: Altec will make every effort to honor this quotation, subject to the following provisions. Prices for equipment with production start dates 12 months and beyond are budgetary only due to irregular cost inflation and market volatility. These prices will be reviewed based on market conditions and confirmed closer to the production date. Quotes and orders with chassis model year beyond the current open order bank, should be considered estimates only. Altec's turn-key pricing is subject to change in accordance with chassis pricing received from the OEM. Chassis model year, specifications and price will be reviewed and confirmed when specific model year information becomes available from the OEM and that chassis price difference will be passed through to the customer. BUILD LOCATION: Creedmoor, NC WARRANTY: Standard Altec Warranty for Aerials and Derricks - One (1) year parts warranty One (1) year labor warranty Ninety (90) TRADE-IN:Please ask your Altec Account Manager for more information CHASSIS: Per Altec Commercial Standard DELIVERY: No later than 4-6 months ARO, FOB Customer Location TERMS: Net 30 days BEST VALUE: Altec boasts the following "Best Value" features: Altec ISO Grip Controls for Extra Protection, Only Lifetime Warranty on Structural Components in Industry, Largest Service Network in Industry (Domestic and Overseas), Altec SENTRY Web/CD Based Training, Dedicated/Direct Gov't Sales Manager, In-Service Training with Every Order. TO ORDER: To order, please contact the Altec Account Manager listed above. 1413706 Washington City Hwy LR858RM Sourcewell 6.6.24 Page 1 of 2 RESOLUTION NO. RS-2024- (Intergovernmental Cooperative Purchase [INTG-24-0147] One [1] New Altec Telescopic Aerial Unit) RECITALS The Code of Public Local Laws of Washington County, Maryland (the “Public Local Laws”), § 1-106.3, provides that the Board of County Commissioners of Washington County, Maryland (the “Board”), “may procure goods and services through a contract entered into by another governmental entity in accordance with the terms of the contract, regardless of whether the county was a party to the original contract.” Subsection (c) of § 1-106.3 provides that “A determination to allow or participate in an intergovernmental cooperative purchasing arrangement under subsection (b) of this section shall be by resolution and shall either indicate that the participation will provide cost benefits to the county or result in administrative efficiencies and savings or provide other justifications for the arrangement.” The Highway Department is requesting to purchase one (1) new Altec Telescopic Aerial Truck in the amount of $205,412 from Altec Industries, Inc., of Birmingham, Alabama, and to utilize another jurisdiction’s contract (#110421-ALT) that was awarded by Sourcewell to Altec Industries, Inc. Eliminating the County’s bid process will result in administrative and cost savings for the County. The County will benefit with direct cost savings because of the economy of scale the aforementioned contract has leveraged. Additionally, the County will realize administrative efficiencies and savings as a result of not preparing, soliciting, and evaluating bids. NOW, THEREFORE, BE IT RESOLVED by the Board, pursuant to § 1-106.3 of the Public Local Laws, that the Highway Department is hereby authorized to purchase one (1) new Altec Telescopic Aerial Truck in the amount of $205,412 from Altec Industries, Inc., of Birmingham, Alabama, and to utilize another jurisdiction’s contract (#110421-ALT) that was awarded by Sourcewell to Altec Industries, Inc. Adopted and effective this ____ day of ________, 2024. Page 2 of 2 ATTEST: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND _____________________________ BY: ______________________________________ Dawn L. Marcus, County Clerk John F. Barr, President Approved as to form and legal sufficiency: Mail to: Office of the County Attorney ______________________________ 100 W. Washington Street, Suite 1101 Zachary J. Kieffer Hagerstown, MD 21740 County Attorney Open Session Item SUBJECT: Bid Award (PUR-1702) Four (4) 2024 CAM 22 Foot Equipment Hauler Trailers PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Zane Rowe, Deputy Director of Highway Department RECOMMENDED MOTION: Move to award the procurement of four (4) 2024 CAM 22-foot equipment hauler trailers to Trailer Enterprise of Hagerstown, MD in the amount of $15,500 each; for a total sum cost of $62,000. REPORT-IN-BRIEF: The Purchasing Department received a request from the Highway Department regarding the procurement. The Highway Department is requesting to purchase four (4) 22’ CAM hauler trailers to replace 2000 and 2009 hauler trailers that exceed the County’s Vehicle and Equipment Types and Usage Guidelines. The County initiated the Vehicle and Equipment Types and Usage Guideline in 2001. The County’s replacement guidelines for less than 19,500 lbs. GVWR is recommended at a ten (10) year economic life cycle. The replaced trailers will be sold on GovDeals. FISCAL IMPACT: Funds in the amount of $1,201,000 are budgeted in the department’s Capital Improvement Budget (CIP) EQP042. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Tabulation Matrix AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Description Qty Unit Price Total Price 2024 8 CAM 20FTT Equipment Hauler Titlt Trailer 4 $13,000.00 $52,000.00 Serial Model P8CAM22FTT GVWR 17,600 LB. Empty Weight 4,470 LB. Payload 13,130 LB. 81' Usable Deck Width Standard Specs: 8 D-Ring Tie Down (4 Each Side) Wrap Around Tongue 8K Dexter E-Z Lube™ Axles Tires 215/75R17 5LRH Color "Blue" Slipper Spring Suspension Electric Brakes (2) Axles *Adjustable Hydraulic Cusion Cyliner Diamond Plate Fenders Stake Pockets (8) **Steel Toolbox w/Lockable Lid Oak - 2X Deck 4-Bolt Adjustable Hitch Plate Pintal Ring Type Coupler (2) Banjo Eye Tie Downs Solar Charged Breakaway W/Zip™ Cable 12K Bolt-On Drop-Leg Jack Sealed Wiring Harness 7-Way RV Plug Safety Chains Led Lights - Rubber Mounted Epoxy Primer PPG Polyurethane Paint Finish Three Year Warranty Upgrade: Power Up/Power Down Deck Option $1,875.00 $7,500.00 Upgrade: Bolt-On Hydraulic 12K Jack $1,500.00 $6,000.00 Upgrade: Add 2' of Deck Length (22' Total) Upgrade: Mud Flaps $90.00 $360.00 Upgrade: Color Blue $210.00 $840.00 Discount on 4 Trailer Purchasse Tax # on File *Full Total See bottom of Remarks $66,700.00TOTAL Mechanicsburg, PA Remarks/Exceptions: AllPro Trader Superstore, Inc. Quotes shall not include state sales tax Quote shall include FREIGHT FOB destination 601 Northern Avenue, Hagerstown, MD 21742 Delivery of fully completed transfer to WashCo shall be complete in less than 90-dasy after Notice to Proceed (NTP), eg., received date of WashCo purchase order **Tax exemption number 3000129-2 (tax exempt certificate available on demand) $250 per trailer / $1,000 Total Quote of trailer: Sixty Seven Thousand Seven Hundred Dollars ($67,700) Description Qty Unit Price Total Price 2024 8 CAM 20FTT Equipment Hauler Titlt Trailer 4 Serial Model P8CAM22FTT $13,000.00 $52,000.00 GVWR 17,600 LB. Empty Weight 4,470 LB. Payload 13,130 LB. 81' Usable Deck Width Standard Specs: 8 D-Ring Tie Down (4 Each Side)$25.00 $100.00 Wrap Around Tongue 8K Dexter E-Z Lube™ Axles Tires 215/75R17 5LRH Color "Blue" Slipper Spring Suspension Electric Brakes (2) Axles *Adjustable Hydraulic Cusion Cyliner Diamond Plate Fenders Stake Pockets (8) **Steel Toolbox w/Lockable Lid Oak - 2X Deck 4-Bolt Adjustable Hitch Plate Pintal Ring Type Coupler (2) Banjo Eye Tie Downs Solar Charged Breakaway W/Zip™ Cable 12K Bolt-On Drop-Leg Jack Sealed Wiring Harness 7-Way RV Plug Safety Chains Led Lights - Rubber Mounted Epoxy Primer PPG Polyurethane Paint Finish Three Year Warranty Upgrade: Power Up/Power Down Deck Option $1,875.00 $7,500.00 Upgrade: Bolt-On Hydraulic 12K Jack $1,562.50 $6,250.00 Upgrade: Add 2' of Deck Length (22' Total) Upgrade: Mud Flaps $93.75 $375.00 Upgrade: Color Blue $218.75 $875.00 Discount on 4 Trailer Purchasse Tax # on File $67,100.00TOTAL Frederick, MD Remarks/Exceptions: AllPro Trader Superstore, Inc. Quotes shall not include state sales tax Quote shall include FREIGHT FOB destination 601 Northern Avenue, Hagerstown, MD 21742 Delivery of fully completed transfer to WashCo shall be complete in less than 90-dasy after Notice to Proceed (NTP), eg., received date of WashCo purchase order **Tax exemption number 3000129-2 (tax exempt certificate available on demand) Quote of trailer: Sixty Seven Thousand One Hundred Dollars ($67,100) Description Qty Unit Price Total Price 2024 8 CAM 20FTT Equipment Hauler Titlt Trailer 4 $62,712.00 Serial Model P8CAM22FTT GVWR 17,600 LB. Empty Weight 4,470 LB. Payload 13,130 LB. 81' Usable Deck Width Standard Specs: 8 D-Ring Tie Down (4 Each Side) Wrap Around Tongue 8K Dexter E-Z Lube™ Axles Tires 215/75R17 5LRH Color "Blue" Slipper Spring Suspension Electric Brakes (2) Axles *Adjustable Hydraulic Cusion Cyliner Diamond Plate Fenders Stake Pockets (8) **Steel Toolbox w/Lockable Lid Oak - 2X Deck 4-Bolt Adjustable Hitch Plate Pintal Ring Type Coupler (2) Banjo Eye Tie Downs Solar Charged Breakaway W/Zip™ Cable 12K Bolt-On Drop-Leg Jack Sealed Wiring Harness 7-Way RV Plug Safety Chains Led Lights - Rubber Mounted Epoxy Primer PPG Polyurethane Paint Finish Three Year Warranty Upgrade: Power Up/Power Down Deck Option Upgrade: Bolt-On Hydraulic 12K Jack Upgrade: Add 2' of Deck Length (22' Total) Upgrade: Mud Flaps Upgrade: Color Blue -$712.00 Discount on 4 Trailer Purchase Tax # on File $62,000.00TOTAL Hagerstown, MD Page 1 Open Session Item SUBJECT: Sole Source Procurement (PUR-1705) Fire House Software Agreement for Division of Emergency Services PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Rick Curry, CPPO, Director of Purchasing; R. David Hays, Director, Division of Emergency Services (DES) RECOMMENDED MOTION: Move to authorize a Sole Source procurement of a Maintenance Software Agreement for the Division of Emergency Services for Auto-Cad software updates and upgrades in the amount of $99,730.94.74 from ESO Solutions, Inc. of Dallas, TX. REPORT-IN-BRIEF: This is a maintenance agreement for the ESO Software platform which is utilized by County fire and EMS (volunteer and career) for fire incident reporting. DES wishes to apply Sections 1-106.2(a)(1) & (2) of the Code of Local Public Laws of Washington County, Maryland, to the procurement requested. These sections state that a sole source procurement is authorized and permissible when: (1) Only one source exists that meets the County’s requirements and (2) The compatibility of equipment, accessories, or replacement parts is the paramount consideration. This request requires the approval of four of the five Commissioners in order to proceed with a sole source procurement. If approved, the following remaining steps of the process will occur as outlined by the law: 1) Not more than ten (10) days after the execution and approval of a contract under this section, the procurement agency shall publish notice of the award in a newspaper of general circulation in the County and 2) An appropriate record of the sole source procurement shall be maintained as required. DISCUSSION: This software is a necessary tool to ensure that accurate and factual NFIRS complaint documentation of fire, rescue and EMS incidents can be completed. FISCAL IMPACT: Funds in the amount of $103,140 are available in account 515180-10-93130 for this procurement. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: ESO Solutions, Inc., quote AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Please send payments to: ESO Solutions, Inc. PO Box 738310 Dallas, TX 75373-8310 Bill To Washington Cty Vol Fire & Resc Assoc Washington County Fire & Rescue Assoc. 1501 Pennsylvania Ave Hagerstown MD 21742 United States rick hem hilp l9criyacty net Invoice Date: Invoice # Terms Due Date PO# Ship To Washington Cry Vol Fire & Resc Assoc Washington County Fire & Rescue Assoc. Hagerstown MD 21742 US 6/i/2024 ESO-142151 Net 30 7/1/2024 Item From To QTY UOM Lis[Amount Discount Total RMS Bundle - ESO Fire Incidents 7/l/2024 6/30/2025 25 Stations USD $20,619,76 LSD $1,030.99 USD $19,538.77 Includes Auto EHR-import or Auto -CAD import, federal NFIRS data reporting, software updates and upgrades. RMS Bundle - ESO Properties 7/l/2024 6/30/2025 25 Stations USD $6,195.76 USD $309.79 USD $5,885.97 Includes CAMEO integration, Pre -Plan view. Stores property and occupant history (presence of chemicals and tanks, Incidents, and previous inspections). RMS Bundle- Personnel 7/1/2024 6/30/2025 471 Employees USD $11,249.63 USD $562AS USD $10,637.15 Management Includes tracking of Training classes, certifications, credentials, immunization records. Discounted as a part of the RMS Bundle. RMS Bundle - ESO Hydrants 7/1/2024 6/30/2025 25 Stations USD $4,638.63 USD $231.93 USD $4,406.70 Inventory and document testing and status of hydrants, RMS Bundle - ESO Activities - Fire 7/l/2024 6/30/2025 25 Stations USD $3,573.21 USD $178.66 USD $3,394.55 and Fire/EMS Agencies Application for tracking non -response activities, including Operations and Community Risk Reduction and Daily Log. Fire Incidents CAD Integration 7/l/2024 6/30/2025 10,000 Incidents USD $2,726.36 USD $0.00 USD $2,726.36 Allows for integration of CAD data into the FIRE application. Ongoing maintenance included. Additional fees from your CAD vendor may apply. Fire Umbrella for Incident 7/l/2024 6/30/2025 1 USD $759.45 USD $0.00 tJSD $759.45 Reporting Allows for reporting for multiple departments to one report. Assets -Checklist Bundle 7/l/2024 6/30/2025 71 Vehicles USD $21,411.99 USD $0.00 USD $21,41199 Web -based asset management and apparatus checklist for Fire and EMS. EMS1 Academy with ISO 7/l/2024 6/30/2025 300 Employees USD $17,304.00 USD $1,731.00 USD $15.573.00 Integration Track and report EMS training and access to CAPCE accredited online courses, with ESO integration, FireRescuet Academy with ESO 7/1/2024 6/30/2025 300 Employees USD$16,995.00 USD$1,698.00 LSD$15,29Z00 Integration Track and report Fire training and access to online courses following NFPA standards, with ESO integration, 1 of 2 = Please send pa ments to: ESO Solutions, Inc. PO Box 738310 Dallas, TX 75373-8310 Invoice Message: ACH/EFT bank information: JP Morgan Chase Routing: 111000614 Account Number: 577211926 Check Remittance lockbox address: E5O Solutions, Inc. PO Box 738310 Dallas, TX 75373-8310 Invoice Date: Invoice # Terms Due Date PO# 6/i/2024 ESO-142151 Net 30 7/i/2024 Total (Without Tax): USD $99,730.94 Tax: USD $0,00 Grand Total: USD $99,730.94 Amount Paid/Credit: USD $0.00 Total Recurring: USD $99,730.94 Total One -Time: Invoice Balance: USD $99,730.94 Please submit payment remittances to accountsreceivable@eso.com to ensure correct invoice application. Amounts invoiced are per your agreements) which may include annual uplift and an increase in quantities based on usage overages. Your payment of this invoice serves as acceptance of such increases. Questions? Contact: AccountsReceivable@eso.com 866-766-9471 option 8 Tax ID: 36.4566209 ESO will never e-mail you soliciting payment information. Please call us or e-mail AccountsReceivable@eso.com if you have any questions or wish to make a change. This invoice presents the total net price of the product(s) and/or service(s) which is inclusive (net) of any discount. As the buyer of such products)/service(s), you may have additional reporting obligations to federal or state health care programs (including pursuant to 42 CFR 1001.952(h)) and/or upon inquiry by the HHS Secretary or other state or federal agencies. As the buyer, you must adhere to any other relevant federal or third -party payer requirements. EQLa3;njee, riav via Card Direct Card Payment Link: https:"app.suitesync.io/payments/acct_1 FelgtGvY2g6ha8S/custinvc/7284662/?amount=10272286.82 P�via_Qnline Bank Transfer Direct Bank Transfer Link: https://app,suitesync.io/payments/acct_l FelgtGvY2g6ha8S/custinvc/7284662/?card=false 2 of Open Session Item SUBJECT: Collective Bargaining Memorandum of Understanding (MOU) - AFSCME PRESENTATION DATE: August 13, 2024 PRESENTATION BY: Chip Rose, Director, Human Resources RECOMMENDED MOTION: Move to approve the proposed MOU as presented. REPORT-IN-BRIEF: There were four employee grievances filed by AFSCME in January 2024. The union and Washington County Government have been in discussions to address these grievances. As a result, the parties have agreed to amend and clarify the current Collective Bargaining MOU with the attached MOU. DISCUSSION: Local 2677, Maryland Public Employees Council 3, AFSCME, has been recognized as a collective bargaining agent on behalf of full-time hourly employees in the County Highway Department, Solid Waste Department, Transit Department, Department of Emergency Communications and Water Quality Collections and Maintenance. The County and Local 2677 had a Collective Bargaining MOU agreed to in November 2023. As a result of four grievances filed earlier this year, all parties entered into negotiations to provide clarification through a proposed MOU. The Union has approved the attached MOU. The Board of County Commissioners must now act on the MOU. FISCAL IMPACT: N/A CONCURRENCES: County Attorney ATTACHMENTS: Proposed Collective Bargaining MOU Board of County Commissioners of Washington County, Maryland Agenda Report Form AGREEMENT between THE BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND, and MARYLAND PUBLIC EMPLOYEES COUNCIL 3, AFSCME, AFL-CIO AND ITS LOCAL 2677, AFL-CIO May 14, 2024 WHEREAS, Maryland Public Employees Council 3, AFSCME, AFL-CIO and its Local 2677, AFL-CIO ("Local 267T) have filed four grievances alleging violations of the July 1, 2023 through June 30, 2024 Collective Bargaining Agreement (`CBA"), copies of which are attached hereto as Exhibits I through 4; and WHEREAS, representatives of Local 2677 and the Board of County Commissioners ("the County") met on February 8, 2024 for the purpose of attempting to resolve these grievances; and WHEREAS, the Parties desire to resolve this disagreement without resort to litigation, NOW, THEREFORE, IT IS AGREED by the Parties as follows: I. Seniority List Grievance (Article 8, Section 8.3): The parties agreed that, no later that 15 days after the execution of this Agreement, the County will share with Local 2677 a list of current bargaining unit employees in Excel format, broken down by name and date of hire. Following receipt of this list, Local 2677 will sort the list by Departmental seniority. After sorting the list by Departmental seniority, Local 2677 will share it with the Director of Human Resources for review and approval. In accordance with Section 8.3 of the CBA, every six months, the County shall provide an updated list of current bargaining unit employees in Excel format, broken down my name and date of hire. 2. Multi -Grade Promotion Grievance: (Article 20, Section 20.2): The parties agreed that, in the event that a bargaining unit employee is promoted more than one grade, he or she will move back one less step than the number of grades advanced. For example, if an employee is promoted from a Grade 7 to a Grade 10, which is a three grade increase, they will move back two steps on the scale. Water Quality On -Call (Article 12, Section 12.11): The parties agreed that: a. Two employees shall be on call, and both shall receive the on -call premium ($20 for regular shifts or $40 for weekends and holiday shills). b. On -call employee who fail to respond to a call in a timely manner (within the hour) will be subject to discipline, except when the employee presents evidence of a medical emergency that caused them to fail to timely respond. An employee who fails to timely respond to a call due to a medical emergency will not be paid the on -call premium for that shift. c. All Water Quality employees (both Maintenance and Collections) can be scheduled for on call duty. However, at least one of the two on -call employees must be a Collections employee. d. Consistent with past practice, employees shall volunteer for on -call assignments. Both bargaining unit and non -bargaining unit employees may volunteer. In the event that there are insufficient volunteers to cover an on -call shift, the Department has the authority to assign employees to cover mandated, on call shifts. Employees shall be selected in order of Departmental seniority, with the least senior employees being chosen first. Non -bargaining unit employees, who accept voluntary on call, will also be mandated when there are no volunteers. Except in an emergency situation, no employee will be mandated a second time until all other eligible employees have been mandated. e. In the event there are more volunteers than needed for an on -call shift, employees shall be selected in order of Departmental seniority, with the most senior employees being chosen first. f. Consistent with past practice, when evening shift is fully staffed (4 employees) employees on evening shift shall handle on -call duties during the week. When not fully staffed, night shift employees will be provided the first opportunity to accept on call positions during the week. 4. In return for the agreements set forth in paragraphs 1 through 3 above, Local 2677 with withdraw the four pending grievances attached as Exhibits 1 through 4. 5. The Parties agree that they have full authority to enter this agreement and to make the promises, obligations and considerations contained herein. IN WITNESS WHEREOF, the Board of County Commissioners of Washington County, Maryland, and the Maryland Public Employees Council 3, AFSCME, AFL-CIO and Local 2677, executed in their respective names and attested by their duly authorized officers, this day of _--j-0k)c 2024. BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND John Barr, President MARYLAND PUBLIC EMPLOYEES COUNCIL 3, AFSCME, AFL-CIO AND 2677 Samuel Mowery, PAsident