HomeMy WebLinkAbout241105aJohn F. Barr, President
Jeffrey A. Cline, Vice President
BOARD OF COUNTY COMMISSIONERS
November 5, 2024
OPEN SESSION AGENDA
9:00 AM INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President John F. Barr
APPROVAL OF MINUTES: October 15, 2024
9:05 AM COMMISSIONERS’ REPORTS AND COMMENTS
9:15 AM STAFF COMMENTS
9:20 AM CITIZEN PARTICIPATION
9:30 AM END OF YEAR FY24 BUDGET ADJUSTMENTS TO THE WASHINGTON
COUNTY BOARD OF EDUCATION’S GENERAL FUND BUDGET
Jeffrey Proulx, Chief Operating Officer, Washington County Public Schools; Eric
Sisler, Executive Director of Finance, Washington County Public Schools
9:35 AM GOVERNOR’S OFFICE OF CRIME CONTROL AND PREVENTION –
RESIDENTIAL SUBSTANCE ABUSE TREATMENT PROGRAM – APPROVAL
TO SUBMIT APPLICATION AND ACCEPT FUNDING
Richard Lesh, Grant Manager, Grant Management; Meaghan Willis, Program
Director, Washington County Sheriff’s Office
9:40 AM CONTRACT AWARD (PUR-1709) – FINANCIAL ADVISOR SERVICES
Brandi Naugle, Buyer, Purchasing; Kelcee Mace, Chief Financial Officer
BID AWARD (PUR-1703) – BULLET RESISTANT BARRIERS
Brandi Naugle, Buyer, Purchasing; Kristin Grossnickle, Court Administrator, Circuit
Court for Washington County, Maryland
9:50 AM INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-24-0165) ONE (1)
MACK CHASSIS/CAB DUMP TRUCK
Rick Curry, Director, Purchasing; Scott Hose, Superintendent of Maintenance, Water
Quality
INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-24-0164) –
PERSONAL PROTECTIVE EQUIPMENT (PPE) FOR DIVISION OF
EMERGENCY SERVICES
Rick Curry, Director, Purchasing; Eric Jacobs, Operations Manager, Emergency
Services
Derek Harvey
Wayne K. Keefer
Randall E. Wagner
Page 2 of 2
OPEN Session Agenda
November 5, 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.
9:55 AM REQUEST FOR PROPOSAL AWARD (PUR-1697) – LIGHTED DRONE SHOWE
FOR THE SEMI QUINCENTENNIAL (250TH ANNIVERSARY) CELEBRATION
Rick Curry, Director, Purchasing; Danielle Weaver, Director, Public Relations and
Marketing
QUOTATION AWARD (Q-24-793) RUBRIK ENTERPRISE DATA PROTECTION
FOR INFORMATION TECHNOLOGY DEPARTMENT
Rick Curry, Director, Purchasing; Josh O’Neal, Chief Technical Officer; Information
Technology
10:05 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.
• Hiring recommendation for open position (2) in Department of Budget and Finance
• Hiring recommendation for open position in Division of Environmental Management
• Discussion of open position in Department of Public Works
• Hiring recommendation for open position in County Attorney’s Office
To consult with counsel to obtain legal advice on a legal matter.
• Discussion of offer and negotiation strategy that, if held in open session would
negatively impact County’s bargaining positions and violate attorney/client privilege.
To consider a matter that concerns the proposal for a business or industrial organization to locate,
expand, or remain in Washington County.
• Discussion of financial incentive support for business intending to locate in
Washington County. Discussion in open may result in the disclosure of proprietary
information of the business provided to County, as well as prematurely disclose
proposed incentives, putting the County in a disadvantageous bargaining position.)
10:55 AM RECONVENE IN OPEN SESSION
ADJOURNMENT
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: End of Year FY24 Budget Adjustments to the Washington County Board of
Education’s General Fund Budget
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Mr. Jeffrey Proulx, Chief Operating Officer, WCPS
Mr. Eric Sisler, Executive Director of Finance, WCPS
RECOMMENDED MOTION: Move to approve the requested adjustments to
the Board of Education’s FY2024 General Fund Budget.
REPORT-IN-BRIEF: The Annotated Code of Maryland requires local school systems to
periodically re-forecast their financial needs and make necessary changes to their budgets. To that
end, the Washington County Board of Education approved the attached list of changes to its
FY2024 General Fund Budget at its October 15, 2024, meeting.
DISCUSSION: The changes that the Board of Education approved on October 15, 2024, cross
major categories. Therefore, these requested adjustments must also be approved by the Board of
County Commissioners. The Board of Education has asked its Finance staff to review the requested
budget changes with the Commissioners and answer any questions that they may have.
FISCAL IMPACT: None. These proposed modifications merely adjust various categories of the
budget to reflect updated information on revenue and spending trends.
CONCURRENCES: Washington County Public Schools Finance staff recommended the
adjustments for approval by the full Board based on accounting process changes made after
consulting with the systems audit firm, Clifton Larson Allen LLP. The Board of Education
approved these changes at their October 15, 2024, meeting.
ALTERNATIVES: None
ATTACHMENTS:
• FY2024 general fund budget adjustments
AUDIO/VISUAL NEEDS: None
Category Value The primary reason for variance is:
Revenue $711,972 Miscellaneous income from the sale of old Apple computer devices
Administration $552,088 Higher indirect cost recovery from Federal grants. Savings from printer rentals and
maintenance.
Mid‐Level Administration $213,544 Savings in communications expense
Instructional Salaries $1,223,283 Turnover & Additional pay savings
Instructional Textbooks and
Supplies $451,545 Savings in Printing Supplies & Computer devices (devices charged to ECF grant)
Other Instructional Costs $438,040 Savings from Transfers for Dual Enrollment costs with HCC & State Instuition costs
Special Education $9,613 Savings from Non‐Public Placements
Student Services $91,436 Salary turnover savings from Social Workers
Student Health Services 281,588 Nursing vacancies ‐ employees and contracted personnel
Student Transportation
Services 439,796 Savings on fuel and salary turnover savings
Operation of Plant 116,072 Salary turnover savings
Maintenance of Plant 1,116,825 Savings in salary turnover savings,contracted maintenance, maintenance materials, and
furniture & equipment
Food Services 61,407 Bad debt expense on student accounts was less than expected
Fixed Charges 1,152,189 Savings in health insurance and other fringe benefits due to vacancies
Total Expense
Reductions/Additional
Revenue
$6,859,397
Capital Outlay 452,278 Due to new auditing guidance, use o committed fund balance needs shown as a current
expense ‐ expense associated with Tech High Renovation
Total Expense
Increases/Reduced Revenue $452,278
Net Effect on Fund Balance
from Current Year Activities $6,407,119
Prior Year Committed Fund
Balance Used to Cover Current
Expenses (for Expenses
Above)
$499,929
Net Effect on Fund Balance $6,907,048
Washington County Public Schools
Requested FY2024 End of Year Budget Adjustments
10/11/2024 FY24 Year‐End Budget Category Transfers
Open Session Item
SUBJECT: Governor’s Office of Crime Control and Prevention - Residential Substance
Abuse Treatment Program – Approval to Submit Application and Accept Funding
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Richard Lesh, Grant Manager and Meaghan Willis, Program Director,
Washington County Sheriff’s Office.
RECOMMENDED MOTION: Move to approve the submission of the grant application for the
Residential Substance Abuse Treatment Program to the Governor’s Office of Crime Control and
Prevention in the amount of $450,000 and accept the awarded funding.
REPORT-IN-BRIEF: The Washington County Sheriff’s Office is requesting approval to
submit a grant application which will provide $450,000 in funding for Deputy Sheriffs and
Drug/Re-entry Coordinators. The Residential Substance Abuse Treatment (RSAT) program
enhances the capability of states and units of local government to provide residential substance
use treatment for pre-trial defendants and incarcerated inmates and prepares offenders for their
reintegration into the communities from which they came by incorporating reentry planning
activities into treatment programs; and assists offenders and their communities through the
reentry process through the delivery of community-based treatment and other broad-based
aftercare services. Treatment practices/services will be, to the extent possible, evidence-based.
DISCUSSION: The Washington County Office of Grant Management has reviewed the
application and program guidelines. There is no match requirement associated with the grant and
the period of performance is from November 1, 2024 to September 30, 2025.
FISCAL IMPACT: Provides $450,000 to the Washington County Sheriff’s Office to fund the
RSAT program described above for the period stated above.
CONCURRENCES: Kelcee Mace, CFO, Office 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
PUBLIC PACKET
SUBJECT: Contract Award (PUR-1709) Financial Advisor Serv ices
PRESENTATION DATE: November 5, 202 4
PRESENTATION BY: Brandi Nau gle, CPPO, Buyer, Purchasing Department; Kelcee Mace,
Chief Financial Officer
RECOMMENDATION: Move to award the contract for financial advisor services to the
responsive, responsible firm with the lowest total 5-year proposal value, plus out-o f-p ocket expenses
related to bond issues; and the hourly rates for each employee classification to be used for any required
Extra Work.
REPORT-IN-BRIEF: The following persons served as members of the selection committee: Chief
Financial Officer, Director of Budget and Finance, Deputy Director of Budget and Finance,
Senior Accountant, and County Buyer. Three (3) proposals were received for the subject services. All
three (3) three firms’ Qualifications & Experience/Technical Proposals were considered to be
responsive by the Committee and all three (3) Price Proposals were opened. Notice of the Request for
Proposal (RFP) was published on the County’s website, the State’s e-M aryland Marketplace eMMA
website, the new online bidding site, and in the local newspaper. Thirty-six (36) persons/firms accessed
the RFP document from the County website. It should be noted that the RFP incorporated financial
advisory services that may be required during the term of the contract that are in addition to the bond
issue financial advisor services. For your easy reference, attached is a copy of Section III of the RFP
outlining the Scope of Services. The initial term of this contract is for a one-year period tentatively to
commence December 1, 2024, and ending November 30, 2025, with an option by the Board to renew
for up to four (4) consecutive one (1) year periods thereafter based on the annual lump sum fees
proposed by the successful firm.
DISCUSSION: N/A
FISCAL IMPACT: Funds are budgeted in C IP Pr oject ADM001 for bond issuance costs
CONCURRENCES: As recommen ded by the Coo rdinating Committee
ALTERNATIVES: N/A
ATTACHMENTS: (1) RFP Section III – Scope of Services
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
III. SCOPE OF SERVICES:
A. Financial Advisory Services for an estimated $89 million in financing over a five (5) year
period to include:
1. Preparation of bond issues, including recommendations on the size and timing of bond
sales; refunding opportunities; structuring of sales on competitive vs. negotiated
bonds; bond maturity schedules; provisions for issuance of additional bonds and
redemption prior to maturity; call premiums; registration; provision for handling and
investment of bond funds; covenants as to the establishment of funded interest or
reserve funds; investment procedures; closing instructions; and other matters which
may assist in obtaining the lowest practical interest cost and the widest competition
for their purchase.
2. Assistance with preparation and distribution of Preliminary Official Statement, Notice
of Sale, Official Statement and other documents and materials required to facilitate all
bond sales.
3. Verification of bond bids on competitive bond issues and review of underwriting
proposals for negotiation transactions.
4. Assistance in the preparation of legal and financing documents in coordination with
bond counsel, underwriters counsel, county staff, and others.
5. Development of rating agency strategy, assist with preparation of rating agency
presentation material, schedule meetings with rating agencies, organize and coordinate
County and staff rehearsals and presentations, coordinate itinerary for rating agency
visits as required with the objective of maintaining and improving, when applicable,
the rating assigned to the County. (Out-of-pocket expenses related to these services
are not to be included in the annual lump sum fees.)
B. All firms responding to this proposal shall demonstrate the capabilities and experience to
conduct the following scope of services if requested:
1. Formulation of financing plans, including presentations of alternative financial
programs and strategies taking into consideration: construction schedules; appropriate
debt structures; timing; impact on tax rates and taxpayers; credit ratings; coordination
with other issues; new tax laws; assessment of current climate of the capital markets.
2. Develop and take primary responsibility for quantitative analysis of structuring
alternatives for debt issues including sizing, structure, and term of issue, provide
computer modeling, comparison of alternatives.
3. Assist and advise in the development of debt limits, debt service coverage ratios,
reserve funds, compliance with debt affordability policies or other debt policies as
requested.
4. Assist the County in updating its financial strategies and policies when requested. This
includes analyzing short, intermediate and long-term financing options.
5. Be available for consultation to render advice and recommendations regarding all
financial aspects of the County as may be requested by the County.
6. Identify policy issues and direction(s) related to effective administration of the
Capital Program.
7. Provide general advice on tax issues, particularly compliance with respect to
arbitrage rebate, but not including any arbitrage rebate calculations.
8. Develop financial analysis programs and computer models to be used in conjunction
with the County’s financing programs.
9. Assist with long-term forecasting regarding debt and related issues.
10. Provide pricing analysis and comparisons following bond sale, document pricing
results, and provide written report to County with respect to final pricing.
11. Upon request, assist in reviewing and analyzing legislation that may have a financial
impact on the County.
12. Assist when conducting surveys of the financial activities of other major government
operations and utilities.
13. Review the existing Long Range Financial Plan, provide an analysis of the proposed
funding methods and potential options including analysis of the structure of the
finance plan, discuss issues or difficulties which may be foreseen and the strategies
to deal with such issues.
14. Assist with obtaining required debt authorizations from the legislative body.
15. Attend various meetings, including meetings of the Board of County
Commissioners.
---
Open Session Item
SUBJECT: Bid Award (PUR-1703 ) – Bullet Resistant Barriers
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Brandi Naugle, CPPO, Buyer, Purchasing Department; Kristin
Grossnickle, Court Administrator
RECOMMENDED MOTION: Move to award the contract for Bullet Resistant Barriers at the
Circuit Court of Washington County, MD to the responsible, responsive vendor GCCM Corp of
Lorton, VA for the lump sum amount of $57,959.99.
REPORT-IN-BRIEF: The County accepted bids on September 11 , 2024. The Invitation to Bid
(ITB) was advertised on the State of Maryland’s (eMMA) “eMaryland Marketplace Advantage”
website, on the County’s website, in the local newspaper, and on the County’s new online bidding
site, Ionwave. Twenty-six (26) persons/companies registered/downloaded the bid document
online. Three (3) bids were received.
DISCUSSION: The purchase and installation of the bullet-resistant barriers at the Washington
County Circuit Court House shall include all labor and materials to install one (1) level three bullet-
resistant storefront wall and two (2) level three bullet-resistant doors.
FISCAL IMPACT: Funds are available for this purchase in account 600200-10-12800 (GRT521)
in the amount of $57,959.99.
CONCURRENCES: Public Works Director
ALTERNATIVES: N/A
ATTACHMENTS: Bid Tabulation Matrix
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Intergovernmental Cooperative Purchase (INGT-24-0165) One (1) Mack
Chassis/Cab Dump Trucks
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Rick Curry, CPPO, Director, Purchasing Department; Scott Hose,
Superintendent of Maintenance, Department of Water Quality
RECOMMENDED MOTION: Move to authorize by Resolution, the Department of Water
Quality to purchase one (1) 4x2 Mack dump trucks from Baltimore Truck Center, Inc. of
Hagerstown, MD in the amount of $166,858.30 and to utilize another jurisdiction’s contract (RFP
#032824MAK) that was awarded by Soucrewell to Mack Trucks, Inc.
REPORT-IN-BRIEF: The Department of Water Quality is requesting to purchase one (1) dump
truck to replace a dump truck that is twenty-six (26) years old and exceed the County’s Vehicle
and Equipment Types and Usage Guidelines. The County’s replacement guidelines for vehicles
greater than 33,000 lbs. GVWR is recommended at a ten (10) year economic life cycle. The
replaced vehicles will be advertised on GovDeals.com for auctioning.
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 party to the original contract. Sourcewell took the lead in
soliciting the resulting agreement. If the Board of County Commissioners determines that
participation by Washington County would result in cost benefits or administrative efficiencies, it
could approve the purchase of this service in accordance with the Public Local Laws referenced
above by resolving that participation would result in cost benefits or in administrative efficiencies.
The County will benefit with direct cost savings in the purchase of these trucks because of the
economies of scale this buying group leveraged. I am confident that any bid received as a result of
an independent County solicitation would exceed the spend savings that Sourcewell contract
provides through this agreement. Additionally, the County will realize savings through
administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. This
savings/cost avoidance would, I believe, be significant.
DISCUSSION: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
FISCAL IMPACT: Funds are budgeted in the Department of Water Highway Department’s Capital
Improvement Plan (CIP) account (VEH010) in the amount of $200,000.
CONCURRENCES: N/A
ALTERNATIVES:
1. Process a formal bid and the County could possibly incur a higher cost for the purchase, or
2. Do not award the purchase of the dump trucks.
ATTACHMENTS: Baltimore Truck Center, Inc. quote.
AUDIO/VISUAL NEEDS: N/A
_____________________________________________________________________________________
October 7, 2024
CUSTOMER QUOTATION
Washington County Maryland – Sourcewell Member # 18599
100 West Washington Street
Hagerstown MD 21740
Baltimore Truck Center provides the following vehicle(s) for your consideration:
(1) New 2026 Model Year Mack MD7
• Cummins 6.7L 300 HP Engine
• Allison 3000 RDS Automatic Transmission
• 12,000 pound Meritor Front Axle
• 21,000 Pound Meritor Rear Axle on Spring Suspension
• 151” Wheelbase
• Bridgestone Tires on Accuride Aluminum Wheels
• 10 foot J&J Dump Body Package with trailer connections.
• Complete Chassis and body specifications provided in accompanying pages.
One Unit (1)
Chassis List Price $ 114,568
Total Discount from List $ (17,873)
Sourcewell Customer Chassis Price $ 96,695.00
Sourced Goods
Prep $ 2,757.50
Body $ 56,411.25
Wheel Covers and Floor Mats $ 682.50
Fontaine Installed Trailer Connections $ 4,042.50
Added Protection Plans $ 6,269.55
Subtotal for Sourced Goods $ 70,163.30
Total – Chassis plus Sourced Goods $ 166,858.30
This vehicle(s) is available under the Sourcewell Contract Number 032824-MAK . Please
reference this Contract Number on all Purchase Orders. Washington County Maryland and
Sourcewell Member ID # _18599 _____. (member # must match name and billing address)
Thank you for the opportunity to offer this Mack MD7 Single Axle Municipal Dump Truck
Proposal to Washington County Maryland.
Should you have any questions, please do not hesitate to call.
Sincerely,
Bill Gross
Baltimore Truck Center – Hagerstown Division
bgross@baltimoretruckcenter.com Cell – 443-591-0031
Page 1 of 2
RESOLUTION NO. RS-2024-
(Intergovernmental Cooperative Purchase [INTG-24-0165] One [1] Mack Chassis/Cab
Dump Trucks)
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 Department of Water Quality is requesting to purchase one (1) 4x2 Mack dump truck
from Baltimore Truck Center, Inc., of Hagerstown, Maryland, in the amount of $166,858.30, and
to utilize another jurisdiction’s contract (RFP #032824MAK) that was awarded by Sourcewell to
Mack Trucks, 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 Department of Water Quality is authorized to purchase one (1) 4x2 Mack
dump truck from Baltimore Truck Center, Inc., of Hagerstown, Maryland, in the amount of
$166,858.30, and to utilize another jurisdiction’s contract (RFP #032824MAK) that was awarded
by Sourcewell to Mack Trucks, 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: Intergovernmental Cooperative Purchase (INTG-24-0164) – Personal Protective
Equipment (PPE) for Division of Emergency Services
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Eric Jacobs, Operations
Manager, Division of Emergency Services.
RECOMMENDED MOTION: Move to authorize by Resolution, for the approval of the purchase of
50 sets of Personal Protective Equipment (PPE) (coats and pants) for the Division of Emergency
Services from Municipal Emergency Services of Rockville, MD at the contracted unit prices totaling
$204,417.50 based on the contract awarded by the Fairfax County, VA contract (#4400010661)
REPORT-IN-BRIEF: Section 106.3 of the Public Local Laws of Washington County grants
authorization for the County to procure goods or services under contracts entered into by other
government entities. On items over $50,000, a determination to allow or participate in an
intergovernmental cooperative purchasing arrangement shall be by Resolution and shall indicate that
the participation will provide cost benefits to the county or result in administrative efficiencies and
savings or provide other justification for the arrangement.
The County will benefit with the direct cost savings in the purchase of PPE (pants and coat) because of
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 equipment by utilizing the Fairfax County, VA contract and eliminating our County’s bid process
would result in an administrative and cost savings for the Division of Emergency Services in preparing
specifications and the Purchasing Department.
DISCUSSION: This structural-firefighting, turn-out gear will be purchased to assist in outfitting our
first responders throughout the County. This is an annual program that has been supported through
general budget funding. Fairfax County award the initial contract with multiple renewal periods. The
contract offers a 30.5% discount, PPE coats are $2,462.71 each (retail $3,543.57) and PPE pants are
$1,625.64 (retail $2,339.05).
FISCAL IMPACT: Funding is in the department’s FY’24 operating budget 599999-10-10500.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Bill To
Eric Jacobs
WASHINGTON COUNTY (MD) DES
16232 ELLIOTT PKWY
WILLIAMSPORT MD 21795-4083
United States
HFRP Tail Coat MDWASH00033
HFRP Tail Pant MDWASH00032
Quote
Quote #
QT1858430
Date
09/18/2024
Expires
10/31/2024
Sales Rep
Dunn, William
Shipping Method
FedEx Ground
Customer
WASHINGTON COUNTY DES (MD)
Customer #
C242423
Ship To
Eric Jacobs
WASHINGTON COUNTY (MD) DES
16232 ELLIOTT PKWY
WILLIAMSPORT MD 21795-4083
United States
MDWASH00033
HFRP Tail Coat
Morning Pride coat (ZIPPER CLOSURE), as per
Washington County spec ID# MIDWASI-100033.
List price is $3543.57.
MDWASH00032
HFRP Tail Pant
Morning Pride pant, as per Washington County spec
ID# MIDWASI-100032.
List price is $2339.05.
Pricing is per Fairfax County contract # 4400010661,
Honeywell- 30.5%
50 '1 $2,462.71.! $123,135-501
50 $1,625.64 $81,282.00:
Subtotal
$204,417.50
Shipping Cost
$0,00
Tax Total
$0,00
Total
$204,417,50
This Quotation is subject to any applicable sales tax and shipping and handling charges that may apply, Tax and shipping charges are
considered estimated and will be recalculated at the time of shipment to ensure they take into account the most current information.
All returns must be processed within 30 days of receipt and require a return authorization number and are subject to a restocking fee.
Custom orders are not returnable. Effective tax rate will be applicable at the time of invoice.
II III Ill II1II1II'll ll Ill Page I of 1
QT1858430
Page 1 of 2
RESOLUTION NO. RS-2024-
(Intergovernmental Cooperative Purchase [INTG-24-0164] Personal Protective
Equipment [PPE] for Division of Emergency Services
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 Division of Emergency Services is requesting to purchase fifty (50) sets (coats and
pants) of Personal Protective Equipment (PPE) from Municipal Emergency Services, Inc. dba
MES, Inc., of Rockville, Maryland, at the contracted unit prices totaling $204,417.50, based on the
contract awarded to Fairfax County, Virginia, contract #4400010661.
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 Division of Emergency Services is authorized to purchase fifty (50) sets of
PPE from Municipal Emergency Services, Inc., dba MES, Inc., of Rockville, Maryland, at the
contracted unit prices totaling $204,417.50, based on the contract awarded to Fairfax County,
Virginia, contract #4400010661.
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: Request for Proposal Award (PUR-1697) – Lighted Drone Show for the Semi-
quincentennial (250th Anniversary) Celebration
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Danielle Weaver, Director
of Public Relations and Marketing
RECOMMENDED MOTION: Move to award the contract for the Lighted Drone Show to the
responsible, responsive vendor Firefly Drone Shows, LLC of Waterford, MI for the lump sum
amount of $107,950 and contingent upon the company being in good standing and authorized and
registered to do business in the State of Maryland with the Maryland Department of Assessments
and Taxation and remaining so throughout the term of the contract.
The lighted drone show will be performed by illuminated, synchronized, and choreographed
groups of drones that arrange themselves into various aerial formations. The services to be
performed will be in compliance with all FFA rules and restrictions, including licenses of drone
operators. The contractor is responsible for creative programming, custom design formations,
including local elements, sponsor logo, storyboard, groundwork set-ups and all other necessary
materials needed to perform a synchronized drone light show.
REPORT-IN-BRIEF: The County accepted proposals on July 18, 2024. The Request for
Proposals (RFP) was advertised on the State of Maryland’s (eMMA) “eMaryland Marketplace
Advantage” website, on the County’s website, in the local newspaper, and on the County’s new
online bidding site (IonWave). Twenty-one (21) persons/companies registered/downloaded the bid
document online. One (1) proposal was received.
DISCUSSION: To help offset or potentially cover the full cost of the drone show, the County
plans to secure a sponsorship. Given the high visibility and historical significance of the 250th
anniversary, we anticipate strong interest from potential sponsors seeking to align their brand with
this landmark event. Our Public Relations and Marketing team will lead the sponsorship initiative,
targeting both local and regional businesses, leveraging the draw of the drone show to attract a
high-profile sponsor or multiple sponsors who would gain exposure through logo displays on
promotional materials, and across event marketing channels. We anticipate that with successful
sponsorship efforts, we can mitigate the cost to the County and elevate the overall experience for
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
attendees, ensuring a memorable celebration of Washington County’s semi-quincentennial
anniversary.
FISCAL IMPACT: Funds will be provided through the Hotel/Motel tax account.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Bid Tabulation Matrix
PUR-1697
LIGHTED DRONE SHOW CONSULTANT
Price Proposal Tabulation
$107,950
TOTAL PROPOSAL AMOUNT $107,950
Remarks/Exceptions:
Open Session Item
SUBJECT: Quotation Award (Q-24-793) Rubrik Enterprise Data Protection for Information
Technology Department
PRESENTATION DATE: November 5, 2024
PRESENTATION BY: Rick F. Curry, CPPO, Director of Purchasing; Josh O’Neal, Chief
Technical Officer, Information Technology
RECOMMENDED MOTION: Move to award the Quotation for the Rubrik Enterprise Data
Protection to the responsible, responsive bidder, GHA Technologies Inc. of Scottsdale, AZ who
submitted the responsive Total Lump Sum of $349,284.39 for these services.
REPORT-IN-BRIEF: Rubrik is an enterprise data backup and ransomware protection product,
consisting of hardware, software and cloud services to replace the County’s current backup
solution, which depends on hardware that has reached its end of life.
DISCUSSION: The Code of the Public Local Laws states that a contract over $50,000 for the
purchase or other expenditure shall be awarded by the Board to the lowest responsible bidder who
submits a responsive bid. Request for Quotations are processed for purchases of commodities and
services not exceeding $50,000 and are normally awarded at the departmental level in concurrence
with the Purchasing Department. Due to the recommendation of award the cost for the
cameras/installation exceeded $50,000, the Quotation is before the Board for an award. It was
anticipated that these services would not exceed $50,000.
It was anticipated these services would be quoted below the $50,000 threshold which would not
have required using the Invitation to Bid (ITB) advertisement process. As such, the Request for
Quotation process was followed and not the formal bid process. As noted previously, a significant
number of vendors reviewed the document; as such we do not believe publicly advertising the
project in the newspaper or through the State’s web site would have yielded any difference in the
final outcome. Given the value of the quotations, the Board of County Commissioners’ approval
is necessary to award the purchase of the equipment.
FISCAL IMPACT: Funds in the amount of $1,095,592 are available in the department’s
operating budget 10-11000.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Quote Tabulation Matrix
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Q-24-793
Rubrik Enterprise Data Protection
TOTAL SUM (Item No.'s 1 through 10)
Axelliant LLC Torrance
En-Net Services Frederick, MD
GHA Technologies Inc Scottsdale, AZ
Phaeton Solutions, LLC Reston, VA
vPrime Tech Inc Houston, TX
$145,207,889.47
$587,833.64
$349,284.39
$571,144.51
$570,284.11
Quotes Opened: October 16, 2024