Baltimore County Council Agenda – WS December 15, 2015 | LS December 21, 2015

BALTIMORE COUNTY COUNCIL

NOTES TO THE AGENDA

LEGISLATIVE SESSION 2015

 

Issued:      December 10, 2015

Work Session:      December 15, 2015

Legislative Day No.  21 :   December 21, 2015

 

The accompanying notes are

compiled from unaudited

information provided by

the Administration and

other sources.

 

                                                                                                                                                        OFFICE OF THE COUNTY AUDITOR

BALTIMORE COUNTY COUNCIL

December 21, 2015

NOTES TO THE AGENDA

 

TABLE OF CONTENTS

PAGE

LEGISLATIVE SESSION

 

Witnesses…………………………………………………………………. ii

 

 

BILLS – FINAL READING

 

No Bills

 

 

FISCAL MATTERS

 

FM-1……………………………………………………………………………. 1

FM-2……………………………………………………………………………. 4

FM-3……………………………………………………………………………. 8

FM-4…………………………………………………………………………. 13

FM-5…………………………………………………………………………. 20

FM-6…………………………………………………………………………. 24

 

 

MISCELLANEOUS BUSINESS

 

MB-2 (Res. 107-15)………………………………………………….. 27

MB-3 (Res. 108-15)………………………………………………….. 33

 

 

APPENDIX

 

Correspondence (1) (a)…………………………………………….. 37

i

BALTIMORE COUNTY COUNCIL AGENDA

LEGISLATIVE SESSION 2015,   LEGISLATIVE DAY NO. 21

DECEMBER 21, 2015          6:00 P.M.

 

CEB = CURRENT EXPENSE BUDGET

BY REQ. = AT REQUEST OF COUNTY EXECUTIVE

 

 

Page

 

CALL OF BILLS FOR FINAL READING AND VOTE

 

            NO BILLS

 

 

APPROVAL OF FISCAL MATTERS/CONTRACTS

 

            ED ADAMS, DIRECTOR, DEPARTMENT OF PUBLIC WORKS

1          1. Contract – Myers Farms – On-call snow removal and salt application – DPW

4          2. Contracts – (4) – Rental of containers for Community Clean-up Program – DPW

 

  1. GREGORY BRANCH, DIRECTOR, DEPARTMENT OF HEALTH AND HUMAN SERVICES

8          3. Contracts – (3) – Recovery Housing for residents with Substance Use Disorders – HHS

13         4. Contract – Advance Corporation d/b/a Advance Relocation Systems – moving services –

School-Based Dental Sealant Program – HHS

 

            ROBERT STRADLING, DIRECTOR, OFFICE OF INFORMATION TECHNOLOGY

20           5. Amendment #4 to Contract – Tyler Technologies, Inc. – OASIS – Software support and maintenance services – OIT

24         6. Contract – ScanOptics, LLC – Preventative maintenance – County-wide scanner systems – OIT

 

 

MISCELLANEOUS BUSINESS

 

            COUNCIL

37         1. Correspondence – (a)(4) – Non-Competitive Awards (November 12, 2015)

 

            WALLY LIPPINCOTT, DEPARTMENT OF PLANNING

27         2. Res. 107-15 – Mrs. Bevins(By Req.) – Approval of purchase of (4) Agricultural Easements –

Maryland Agricultural Land Preservation Foundation

 

            WILL ANDERSON, DIRECTOR, DEPARTMENT OF ECONOMIC AND WORKFORCE DEVELOPMENT

33         3. Res. 108-15 – Mrs. Bevins(By Req.) – Support of conditional loan – MD Dept. of Bus. & Economic

Development – Clampett Industries d/b/a EMG

 

ii

Ed Adams                                                   Fiscal Note                                     December 21, 2015

 

 

FM-1 (Contract)                                                                                               Council District(s)  All_

 

 

Department of Public Works

 

On-Call Snow Removal and Salt Application

 

 

The Administration is requesting approval of a contract with Myers Farms to provide on-call snow removal and salt application services. The contract commenced November 2, 2015, continues through April 30, 2016, and may not exceed $25,000 unless approved by the Council. If approved, the contract may be renewed for 9 years (November 1 through April 30 constitutes a snow season). Compensation for this contract, together with all other contracts for these services, may not exceed the amount appropriated for snow removal and salt application services during the entire 9-year and 6-month term of the agreement.

 

Fiscal Summary

 

Funding Source

Initial Term
 

Maximum Compensation

County

  *   *    

State

     

Federal

     

Other

     

Total

  * (1) * (2)
 

(1) The hourly rate for the contractor is $110 with no specified maximum compensation. The contract is limited in the aggregate to the amount appropriated for snow removal and salt application services. The contract amount is not reasonably estimable at this time.

(2) Maximum compensation for these services for the entire approximate 9-year and 6-month term, including renewals, may not exceed the amount appropriated for snow removal and salt application services each year. The amount is not reasonably estimable at this time.

FM-1 (Contract) (cont’d)                                                                                          December 21, 2015

 

 

Analysis

 

In accordance with the Department’s snow removal plan, responsibility for most Priority 1 routes (i.e., roads with traffic volumes of at least 10,000 vehicles per day) will be assigned to contractors, allowing the County to focus its efforts on subdivision streets more quickly.

 

The contract commenced November 2, 2015, continues through April 30, 2016, and may not exceed $25,000 unless approved by the Council. If approved, the contract may be renewed for 9 years on the same terms and conditions, unless the County provides notice of non-renewal. A snow season begins November 1st and ends April 30th. The contract does not establish a fixed dollar amount; rather, compensation for this contract, together with all other contacts for these services, may not exceed the amount appropriated for snow removal and salt application services during the entire 9-year and 6-month term of the agreement. The Department advised that an estimated amount for the contract is undeterminable due to the unpredictable nature and timing of snow falls (i.e., density and depth of snow falls, number of snow falls occurring during the season). The County may terminate the agreement by providing 30 days prior written notice.

 

The FY 2016 budget for the Storm Emergencies Program totals $5,987,025, including $1,100,000 for contractual snow removal services. The Department advised that snow removal expenditures for FY 2015 totaled approximately $14.9 million, including approximately $4.3 million for contractual services.

 

Myers Farm will provide one single-axle dump truck with a plow and spreader at an hourly rate of $110. The contractor will be paid based on the actual hours the equipment is in service, including up to 2 hours for travel time (1 hour each to and from the County highway shop). Additionally, the minimum work shift for any dispatched truck is 4 hours. The County will provide all rock salt for spreading on road surfaces.

 

The Office of Budget and Finance, Purchasing Division advised that the pricing and contract terms are based on similar contracts established by the State of Maryland. However, hourly rates may be changed at the time of each annual renewal based on the State of Maryland rates in effect at that time. The State of Maryland contract includes an additional incentive payment to each contractor after the snow season ends in the amount of $500 per truck if the contractor was available and present for all snow events. The County’s contract also includes this incentive payment.

 

 

FM-1 (Contract) (cont’d)                                                                                          December 21, 2015

 

 

In procuring these services, the Department requested and received a waiver of a sealed bid process from the Administrative Officer due to the competition with surrounding jurisdictions. Accordingly, the contractor was selected on a non-competitive basis.

 

For the 2015/2016 snow season, the Department advised that it has approximately 300 pieces of snow removal equipment (e.g., trucks, loaders, backhoes, and graders) available from its Bureau of Highways and Equipment Maintenance and Bureau of Utilities, the Department of Recreation and Parks, and the Department of Education. The County currently has contracts with 54 contractors, excluding this contractor, which provide a total of 190 trucks and 47 loaders to supplement the County’s snow removal and salt application efforts this winter.

 

County Charter, Section 715, requires that “any contract must be approved by the County Council before it is executed if the contract is…for services for a term in excess of two years or involving the expenditure of more than $25,000 per year….”

 

 

 

Ed Adams                                                      Fiscal Note                                       December 21, 2015

 

FM-2 (4 Contracts)                                                                                          Council District(s) All_

 

 

Department of Public Works

 

Rental of Containers for Community Clean-up Program

 

 

The Administration is requesting approval of four contracts to provide rental roll-off containers for community clean-ups on an as-needed basis. The four contractors are: Northwest Recycling, LLC; A2Z Environmental Group, LLC; Benjer, Inc.; and EnviroSolutions, Inc. The contracts commence upon Council approval, continue for 1 year, and will automatically renew for four additional 1-year periods with the option to further extend the initial term or any renewal term an additional 120 days. Compensation for the four contractors combined may not exceed the amount appropriated for these services during the entire contract terms. Estimated compensation for the four contractors combined totals $190,000 for the initial 1-year term and $1,100,000 for the entire 5-year and 4-month term, including the renewal and extension periods.

 

Fiscal Summary

 

Funding

Source

Initial

Term

 

Total Compensation

County (1)

  $ 190,000   $         1,100,000

State

 

Federal

 

Other

 

Total

$ 190,000 (2) $       1,100,000 (3)
 

(1) General Fund Operating Budget.

(2) Estimated compensation for the four contractors combined for the initial 1-year term. The contracts do not specify a maximum compensation for the initial 1-year term.

(3) Estimated compensation for the entire 5-year and 4-month term, including the renewal and extension periods. The contracts do not specify a maximum compensation for the entire contract terms. Compensation for the four contractors combined may not exceed the amount appropriated for these services during the entire contract term.

 

 

 

FM-2 (4 Contracts) (cont’d)                                                                                    December 21, 2015

 

 

Analysis

 

Each contractor will provide 30-cubic-yard rental roll-off containers for the Community Clean-up Program on an as-needed basis. With two weeks’ notice, community associations may request to rent one or more containers for a given clean-up day. Each Council district is assigned a primary contractor, secondary contractor, tertiary contractor, and quaternary contractor based on the low bid for each district; therefore, if the primary contractor cannot provide the requested container(s) at the time of request, services will be requested from the secondary contractor, etc. based upon the next lowest bid. The contractors are also responsible for transporting the containers to the Eastern Sanitary Landfill for disposal of the refuse; if the containers are delivered to the landfill within two weeks of the clean-up event, the tipping fees will be waived. Rental unit prices per container vary according to contractor and by Council district. See Exhibit A.

 

The contracts commence upon Council approval, continue for 1-year, and will automatically renew for four additional 1-year periods with the option to further extend the initial term or any renewal term an additional 120 days on the same terms and conditions, unless the County provides notice of non-renewal. The contracts do not specify a maximum compensation for the initial 1-year term or for the entire 5-year and 4-month term, including the renewal and extension periods. Rather, each contract provides that “In no event shall the total compensation paid to the contractor together with all other contractors also awarded a contract…exceed the…approved appropriation during the entire term of this agreement including renewals thereof….” Estimated compensation for the four contractors combined totals $190,000 for the initial 1-year term and $1,100,000 for the entire 5-year and 4-month term, including the renewal and extension periods.

 

The contracts state that the County shall entertain requests for price escalations twice per year, limited to the actual price increase to the contractors, provided the contractors furnish documentation or price lists reflecting the associated fuel cost increases. The County may terminate the agreements by providing 30 days prior written notice.

 

The contracts were awarded through a competitive procurement process based on best value, experience, and low bid from five bids received, of which one bid was deemed non-responsive.

 

The Department advised that 287 community clean-up events were held during FY 2015 and expects approximately 300 clean-up events to be held in FY 2016.

 

 

FM-2 (4 Contracts) (cont’d)                                                                                    December 21, 2015

 

 

On February 21, March 6, and March 20, 2006, the Council approved four similar 10-year contracts, then estimated to total $1,572,237, which commenced upon Council approval, with Schafer’s Roll-Off (which together with another company, Ameriwaste, is known as EnviroSolutions, Inc.), Century Disposal, Inc., M.A.S. Company, Inc., and A2Z Environmental Group, LLC. As of December 7, 2015, expenditures under these contracts totaled $2,034,602 due to an increase in the number of community events and higher-than-anticipated fuel costs.

 

County Charter, Section 715, requires that “any contract must be approved by the County Council before it is executed if the contract is…for services for a term in excess of two years or involving the expenditure of more than $25,000 per year….”

 

 

 

 


 

 

 

 

 

Dr. Gregory Branch                                   Fiscal Note                                      December 21, 2015

 

 

FM-3 (3 Contracts)                                                                                         Council District(s)  All_

 

 

Department of Health and Human Services

 

Recovery Housing for Residents with Substance Use Disorders

 

 

The Administration is requesting approval of three contracts to provide recovery housing services for County residents ages 18 and older who are in recovery from a substance use disorder or co-occurring disorder. The three contractors are Port Recovery, Inc.; Marian House, Inc.; and The House of Nehemiah Outreach and Ministries, Inc. Each contract commenced on August 3, 2015, continues through December 31, 2015, and may not exceed $25,000 unless approved by the Council. If approved, the contracts will continue through June 30, 2016 and will automatically renew for four additional 1-year periods with the option to further extend the initial term or any renewal term an additional 90 days. The contracts do not specify a maximum compensation for the initial 11-month term or for the entire 5-year and 2-month term, including the renewal and extension periods. Compensation to the three contractors combined is limited to the amount of grant funds appropriated for these services in any fiscal year. Estimated compensation for the three contractors combined totals $66,175 for the initial 11-month term and totals $330,875 for the entire 5-year and 2-month term, including the renewal and extension periods, assuming the same level of appropriation each year.   See Exhibit A.

 

 

                                                                      Fiscal Summary

 

Funding Source   Initial

Term

  Combined

Total

Compensation

  Notes
County       (1) Maryland Department of Health and Mental Hygiene, Behavioral Health Administration.

(2) Estimated compensation for all three contractors combined for the initial 11-month term.

(3) Estimated compensation for all three contractors combined for the entire 5-year and 2-month term, including the renewal and extension periods, assuming the same level of appropriation each year.   Compensation to all contractors combined is limited to the amount of grant funds appropriated for these services in any fiscal year.

State(1)   $     66,175   $             330,875  
Federal      
Other      
Total   $     66,175 (2) $           330,875 (3)
           

 

 

FM-3 (3 Contracts) (cont’d)                                                                                    December 21, 2015

 

 

Analysis

 

The contractors will provide recovery housing services for County residents ages 18 and older who are in recovery from a substance use disorder, or a co-occurring disorder (e.g., mental illness) and do not have the financial means to pay for these services (insurance does not cover these services). The three contractors are Port Recovery, Inc.; Marian House, Inc.; and The House of Nehemiah Outreach and Ministries, Inc. Services will be provided at the contractors’ facilities, which are located at 3410 White Avenue, 21214; 949 Gorsuch Avenue, 21218; and 3300 Windsor Avenue, 21216, respectively. The Department advised that the Port Recovery facility is co-ed and the Marian House and House of Nehemiah facilities are women-only.

 

Port Recovery, Inc. will provide in-house Level II (monitored) services, which include peer-run groups, drug screenings, house meetings, and involvement in self-help and/or treatment services, at a per diem rate of $21.43. Marian House, Inc. will provide in-house Level IV (service provider) services, which include clinical services and programming and life skills development, at a per diem rate of $45.00. The House of Nehemiah Outreach and Ministries, Inc. will provide both Level II and Level IV services, at per diem rates of $19.90 and $45.00, respectively.

 

The Department’s Bureau of Behavioral Health (BBH) will refer clients for these services and will serve as the “gatekeeper” for the individual admissions into its recovery housing program. Individuals will be referred only after the BBH reviews a person’s application and determines that the individual is an appropriate candidate for this service and the level of service required. Individuals may be funded for recovery housing up to a maximum of 90 days, dependent upon the length of time an individual needs to 1) secure either employment or entitlement benefits that will cover the cost of residing in the recovery house or 2) secure another stable living arrangement that is supportive of recovery. The Department anticipates that approximately 30 clients will be served annually by the three contractors combined.

 

Each contract commenced on August 3, 2015, continues through December 31, 2015, and may not exceed $25,000 unless approved by the Council. If approved, the contracts will continue through June 30, 2016 and will automatically renew for four additional 1-year periods with the option to further extend the initial term or any renewal term an additional 90 days. The contracts do not specify a maximum compensation for the initial 11-month term or for the entire 5-year and 2-month term, including the renewal  and extension periods.   Compensation to the three

 

 

FM-3 (3 Contracts) (cont’d)                                                                                    December 21, 2015

 

 

contractors combined is limited to the amount of grant funds appropriated for these services in any fiscal year. Estimated compensation for the three contractors combined totals $66,175 for the initial 11-month term and totals $330,875 for the entire 5-year and 2-month term, including the renewal and extension periods, assuming the same level of appropriation each year. The County may terminate the agreements by providing 30 days prior written notice.

 

The contracts were awarded through a competitive procurement process; no other bids were received. The Department advised that a housing recovery vendor must be a member of the state-approved Maryland Association for Recovery Residences. The Department also advised that as of December 3, 2015, $23,918 has been expended under these three contracts and estimates an additional $11,260 will be incurred by the three contractors by December 21, 2015, for a total of $35,178 prior to Council approval.

 

County Charter, Section 715, requires that “any contract must be approved by the County Council before it is executed if the contract is…for services for a term in excess of two years or involving the expenditure of more than $25,000 per year….”

 

 

 

 

 

 

 

 

 

 

 

 

Dr. Gregory Branch                                   Fiscal Note                                      December 21, 2015

 

 

FM-4 (Contract)                                                                                               Council District(s)  All_

 

 

Department of Health and Human Services

 

Moving Services – School-Based Dental Sealant Program

 

 

The Administration is requesting approval of a contract with Advance Corporation d/b/a Advance Relocation Systems to provide moving services for the School-Based Dental Sealant Program. The contract commenced October 1, 2015, continues until September 30, 2016, and may not exceed $25,000 unless approved by the Council. If approved, the contract will automatically renew for four additional 1-year periods. The contract does not specify a maximum compensation for the initial 1-year term. Estimated compensation totals $3,897 for the initial 1-year term. Compensation may not exceed $30,000 for the entire 5-year term, including the renewal periods. See Exhibit A.

 

                                                                      Fiscal Summary

 

Funding Source

Initial

Term

Maximum Compensation

Notes

County

      (1)  First Financial Federal Credit Union of Maryland grant.

(2) Estimated compensation for the initial 1-year term.   The contract does not specify a maximum compensation for the initial 1-year term.

(3)  Maximum compensation for the entire 5-year term, including the renewal periods.

State

     

Federal

     

Other (1)

  $       3,897   $             30,000  

Total

  $       3,897 (2) $             30,000 (3)

         

 

 

Analysis

 

The School-Based Dental Sealant Program provides preventive dental services, including dental screenings and dental sealant placement to second and third graders in 42 (of the 48) Title I elementary schools. Dental sealants are placed on back teeth to help prevent tooth decay. The schools are selected based on the recommendation of the Baltimore County Public Schools’

 

 

FM-4 (Contract) (cont’d)                                                                                          December 21, 2015

 

 

Director of Health Services. See Exhibits B and C for a list and map location of the selected schools, respectively.

 

The contractor will move portable dental equipment and supplies (e.g., patient chairs, dental lights, operator chairs, storage containers) from the Liberty Family Resource Center storage area to a participating school and between participating schools throughout the school year. The hourly rate for each move is $64.95 and includes all labor, fuel, personnel, administrative, and other related costs. In FY 2015, 1,727 students received dental screenings and 1,124 students had dental sealants placed through this program. The Department’s goal for FY 2016 is to provide dental screenings to approximately 1,800 students and to place dental sealants on approximately 1,200 students.

 

The contract commenced October 1, 2015, continues until September 30, 2016, and may not exceed $25,000 unless approved by the Council. If approved, the contract will automatically renew for four additional 1-year periods on the same terms and conditions, unless the County provides notice of non-renewal. The contract does not specify a maximum compensation amount for the initial 1-year term. Estimated compensation for the initial 1-year term totals $3,897. Compensation may not exceed $30,000 for the entire 5-year term, including the renewal periods.

 

Prior to the commencement of each renewal period, the County may entertain a request for an escalation in unit price in accordance with the Consumer Price Index – All Urban Consumers – United States Average – All Items (CPI-U), as published by the United States Department of Labor, Bureau of Labor Statistics at the time of the request, or up to a maximum 5% increase on the current pricing, whichever is lower. The County may terminate the agreement by providing 30 days prior written notice.

 

The contract was awarded through a competitive procurement process based on low bid; no other bids were received. The Department estimates that services incurred under the proposed contract will total $1,120 prior to Council approval.

 

On December 16, 2013, the Council approved a similar 5-year contract not to exceed $30,000 with Allen & Son Moving/Storage, Inc. The Office advised that this contractor chose not to renew its contract with the County for the final 3-year renewal periods. As of August 14, 2015, the date of contract termination, $6,897 had been expended under this contract.

 

 

FM-4 (Contract) (cont’d)                                                                                          December 21, 2015

 

 

In addition, on January 22, 2013, the Council approved a 5-year contract not to exceed $125,155 with All-Pro Placement Services, Inc. to provide temporary dental staffing for the School-Based Dental Sealant Program. As of November 3, 2015, $64,357 has been expended under this contract.

 

County Charter, Section 715, requires that “any contract must be approved by the County Council before it is executed if the contract is…for services for a term in excess of two years or involving the expenditure of more than $25,000 per year….”

 

 

 

 

 

 

 

 

 

 

 

 

 

Rob Stradling                                             Fiscal Note                                      December 21, 2015

 

 

FM-5 (Contract Amendment)                                                                  Council District(s)     All   _

 

 

Office of Information Technology

 

OASIS – Software Support and Maintenance Services

 

 

The Administration is requesting a fourth amendment to a contract with Tyler Technologies, Inc. to provide software maintenance and support services for the County’s On-line Analytical Statistical Information System (OASIS) for the billing and collection of real and personal property taxes. This amendment adds two automatic 1-year renewal periods to the current 12-year term and increases the maximum compensation by $220,620, from $876,280 to $1,096,900, for the entire 14-year term of the contract, including the two additional renewal periods. The contract commenced June 30, 2004. See Exhibit A.

 

Fiscal Summary

 

Funding

Source

Contract Amendment

 

Current

Maximum Compensation

Amended Maximum Compensation

County (1)

  $         220,620   $           876,280

$       1,096,900

State

 

Federal

 

Other

 

Total

$         220,620   $           876,280   $       1,096,900 (2)
 

(1) General Fund Operating Budget.

(2) Maximum compensation for the entire 14-year term, including the two additional 1-year renewal periods.

 

 

 

Analysis

 

Under the proposed amendment, the contractor will continue to provide software maintenance support services for OASIS, for the County’s tax billing and collection system for two additional years, through June 30, 2018, while the County upgrades to a new replacement tax billing and management system, MUNIS, which is also a Tyler Technologies, Inc. application.

 

 

FM-5 (Contract Amendment) (cont’d)                                                                  December 21, 2015

 

 

On May 6, 2013, the Council approved a 10-year contract with Tyler Technologies, Inc. estimated at $5.3 million to provide a new tax collection and management system and integrated cashiering system, MUNIS, to replace the current OASIS (tax collection and management) and RECO (cashiering) systems. The Office advised that the original planned implementation date for MUNIS was in FY 2014; however, unexpected delays were encountered by both the contractor and the County due to vendor issues regarding the interface of the Interactive Voice Response/Interactive Web Response (IVR/IWR) application causing the planned implementation date to be pushed back to October 2016. The Office further advised that an additional problem has been identified, and therefore, this amendment is necessary to extend the support of OASIS. As of December 8, 2015, $590,683 has been incurred for services to develop the MUNIS system. The Office further advised that it expects MUNIS to be fully implemented in June 2018.

 

On November 1, 2004, the Council approved the original 4-year software maintenance and support services contract (with Cole Layer Trumble Company which merged into Tyler Technologies, Inc.) totaling $220,370; the contract commenced June 30, 2004. On June 2, 2008, the Council approved the first amendment to the contract, adding three automatic 1-year renewal periods (extending the term to June 30, 2011) and increasing the maximum compensation by $195,900 to $416,270. On March 21, 2011, the Council approved the second amendment to the contract, adding three automatic 1-year renewal periods (extending the term to June 30, 2014) and increasing the maximum compensation by $249,410 to $665,680. On June 2, 2014, the Council approved the third amendment to the contract, adding two automatic 1-year renewal periods (extending the term to June 30, 2016) and increasing the maximum compensation by $210,600 to $876,280. The proposed amendment adds two automatic 1-year renewal periods (extending the term to June 30, 2018) and increases the maximum compensation by $220,620 to $1,096,900, unless the County provides notice of non-renewal. The $220,620 compensation increase provides an annual fixed fee of $110,310 for FY 2017 and FY 2018, the same annual amount as FY 2016. All other terms and conditions remain the same. The Office advised that as of December 8, 2015, expenditures for this contract totaled $876,280. The County may terminate the agreement by providing 30 days prior written notice.

 

The Office advised that the original contract was awarded through a non-competitive (i.e., sole source) procurement process since the software is a proprietary product owned by the contractor.

 

County Charter, Section 715, requires that “any contract must be approved by the County Council before it is executed if the contract is…for services for a term in excess of two years or involving the expenditure of more than $25,000 per year….”

 

 

 

 

Rob Stradling                                             Fiscal Note                                     December 21, 2015

 

 

FM-6 (Contract)                                                                                                Council District(s) All_

 

 

Office of Information Technology

 

Preventive Maintenance – County-wide Scanner Systems

 

 

The Administration is requesting approval of a contract with ScanOptics, LLC to provide preventive maintenance services for various makes and models of scanners used throughout the County. The contract commenced July 1, 2015 and may not exceed $25,000 unless approved by the Council. If approved, the contract will continue through June 6, 2018 and will automatically renew for one additional 3-year period with the option to further extend the initial term or the renewal term an additional 90 days. Compensation may not exceed $131,169 for the initial approximate 3-year term and $240,800 for the entire approximate 6-year and 3-month term, including the renewal and extension periods. See Exhibit A.

 

                                                                      Fiscal Summary

 

Funding Source

Initial

Term

  Maximum

Compensation

  Notes

County (1)

  $     131,169   $           240,800   (1)  General Fund Operating Budget.

(2) Maximum compensation for the initial approximate 3-year term.

(3) Maximum compensation for the entire approximate 6-year and 3-month term, including the renewal and extension periods.

State

     

Federal

     

Other

     

Total

  $     131,169 (2) $           240,800 (3)

 

Analysis

 

The contractor will provide experienced and factory-trained technicians to service, repair and maintain the County’s scanners. The contractor will act as the single point of contact for problem determination and technical assistance and provide next-business-day field maintenance service on a variety of makes and models of County scanners. Scanner maintenance includes two preventive maintenance visits (including parts,  labor, and preventive maintenance kits with

 

 

FM-6 (Contract) (cont’d)                                                                                          December 21, 2015

 

 

consumables) for each scanner per year. The Office advised that the County currently has 22 scanners that will be covered by this contract. Scanners that are currently covered under warranty will be added to the contract once the warranty expires with the cost pro-rated.

 

Yearly preventive maintenance costs range from $455 to $3,102 per scanner based on the make and model. Nonfunctioning scanner maintenance, or any other service, will be provided on a time and materials basis at a rate of $195 per hour and requires prior County approval. In addition, the County reserves the right to add or remove scanning equipment throughout the term of the agreement, including renewals, as needed.

 

The contract commenced July 1, 2015 and may not exceed $25,000 unless approved by the Council. If approved, the contract will continue through June 6, 2018 and will automatically renew for one additional 3-year period with the option to further extend the initial term or any renewal term an additional 90 days on the same terms and conditions, unless the County provides notice of non-renewal. Compensation may not exceed $131,169 for the initial approximate 3-year term and $240,800 for the entire approximate 6-year and 3-month term, including the renewal and extension periods.

 

Prior to the commencement of the renewal period, the County may entertain a request for an escalation in unit prices in accordance with the Consumer Price Index – All Urban Consumers – United States Average – All Items (CPI-U), as published by the United States Department of Labor, Bureau of Labor Statistics at the time of the request, or up to a maximum 5% increase on the current pricing, whichever is lower. The County may terminate the agreement by providing 30 days prior written notice.

 

The contract was awarded through a competitive procurement process based on low bid from three bids received. The Department advised that it has scheduled preventive maintenance services to begin in January 2016 and that no other services have been incurred as of December 8, 2015.

 

On August 1, 2005, the Council approved a similar 10-year contract not to exceed $762,500 with Imaging 411, Inc. The Office advised that expenditures under this contract totaled $286,726.

 

County Charter, Section 715, requires that “any contract must be approved by the County Council before it is executed if the contract is…for services for a term in excess of two years or involving the expenditure of more than $25,000 per year….”

 

 

 

Wally Lippincott                                        Fiscal Note                                      December 21, 2015

 

 

MB-2 (Res. 107-15)                                                                                           Council District(s) _3_

 

 

Mrs. Bevins (By Req.)

 

 

Department of Planning

 

Approval of Purchase of (4) Agricultural Easements

 

 

The Administration is requesting approval to provide a County contribution toward the State’s purchase of four development rights easements totaling 185.60 acres under the Maryland Agricultural Land Preservation Program for FY 2015 and FY 2016. The request would provide $339,750 of County matching funds to the State for the purchase of three easements; one easement would have no County match. The combined purchase price of all four easements totals $1,239,375. The four properties are located within Agricultural Preservation Priority Areas. See Exhibit A.

 

                                                                      Fiscal Summary

 

Funding Source

Combined Purchase Price
  Notes

County (1)

  $         339,750   (1) Capital Projects Fund.

(2) Maryland Agricultural Land Preservation Program.

(3) Total of State-approved purchase prices.

State (2)

  899,625  

Federal

   

Other

   

Total

  $       1,239,375 (3)

 

 

Analysis

 

On November 17, 2014 (Resolution 104-14), the Council approved 16 recommended easement applications to be submitted to the State for further purchase consideration. The Department of Environmental   Protection    and Sustainability and the Baltimore County  Agricultural Land

 

 

MB-2 (Res. 107-15) (cont’d)                                                                                    December 21, 2015

 

 

Preservation Advisory Board ranked the 16 properties based on an analysis of the benefits per acre (including soil analysis) and costs per acre. The Department advised that the State made easement purchase offers to 8 of the 12 property owners, of which 4 have accepted the offers. All four properties are located within designated Agricultural Preservation Priority Areas. The Department also advised that of the four remaining properties, two offers are still being considered, one offer was rejected, and one landowner has accepted the offer but there are title issues that must be resolved in order to proceed to settlement.

 

Purchases of easements under the Maryland Agricultural Land Preservation Program may be made from the State’s general allotment allocation, the State’s matching allocation, and the reallocation of any remaining general allotment funds after allocations to all counties have been made. General allotment funds do not require a county contribution; matching fund purchases require a county to contribute at least 40% of the amount not funded by the general allotment fund. The Department advised that the four easement purchases will be funded with $899,625 of State matching and general allotment funds and $339,750 of County funds for a total cost of $1,239,375. The County matching funds may be financed by General Funds (PAYGO) and General Obligation bonds.

 

The four easements to be purchased, the related acreages, and the County’s share of the purchase prices are as follows:

 

Property Owner   Acres   County Share of Easement Cost   Total Easement

Cost

  Council District
Pitts, Henry & Jennifer   65.00   (1) $     390,000   3
Huggins, Richard   63.39   $       171,150   427,875   3
Devoe & Moore   48.21   141,600   354,000   3
Morris, Robert   9.00   27,000   67,500   3
     Total   185.60   $       339,750   $   1,239,375    
 

(1) 100% State funding through the Maryland Agricultural Land Preservation Program.

 

Approval of these purchases will add 185.60 acres to the 22,993 acres of farmland preserved through the Maryland Agricultural Land Preservation Program in Baltimore County. The Department advised that the total amount of land in the County preserved through all preservation programs as of October 1, 2015 is 63,476 acres; the County’s goal is 80,000 acres.

 

 

MB-2 (Res. 107-15) (cont’d)                                                                                    December 21, 2015

 

 

The Annotated Code of Maryland, Agriculture Article (Title 2, Subtitle 5), and the Baltimore County Code, Article 24, Land Preservation (Titles 2 and 3) require Council approval of development rights easements to be purchased under the Maryland Agricultural Land Preservation Program.

 

 

 

 

 

 

 

 

 

 

 

 

Will Anderson                                            Fiscal Note                                      December 21, 2015

 

 

MB-3 (Res. 108-15)                                                                                           Council District(s) _4_

 

 

Mrs. Bevins (By Req.)

 

 

Department of Economic and Workforce Development

 

 

Support of Conditional Loan – Clampett Industries, LLC d/b/a EMG

 

 

The Administration is requesting the endorsement of a project and a corresponding Maryland Department of Commerce, Maryland Economic Development Assistance Authority and Fund (MEDAAF) conditional loan of up to $100,000 as financial assistance for the renovation of and equipment for Clampett Industries, LLC d/b/a EMG’s new corporate headquarters in Owings Mills. See Exhibit A.

 

 

Fiscal Summary

 

This resolution has no fiscal impact to the County since MEDAAF is a state program.

 

Analysis

 

Clampett Industries, LLC d/b/a EMG provides engineering, environmental, capital planning, and project management services for commercial real estate projects. The Department advised that Clampett Industries, LLC d/b/a EMG was searching to relocate its Hunt Valley-based corporate headquarters and was considering locations within Baltimore County, the State of Maryland, and several other states; ultimately, in August 2015, the company relocated its headquarters to 16,000 square feet of leased space at 10461 Mill Run Circle in Owings Mills. Estimated project costs for the renovation of and equipment for the new space total $700,000 ($550,000 for the renovation and $150,000 for the equipment). The Department advised that the renovations and equipment acquisitions were also completed in August 2015.

 

 

MB-3 (Res. 108-15) (cont’d)                                                                                    December 21, 2015

 

 

This resolution endorses the project and a corresponding Maryland Department of Commerce, Maryland Economic Development Assistance Authority and Fund (MEDAAF) conditional loan of up to $100,000 as financial assistance for the project. The objective of the financial assistance is to obtain a commitment from the company to retain its existing workforce of 75 personnel and create 70 new positions (a total of 145 positions) at the Owings Mills location by December 31, 2020.

 

As a condition for providing assistance to the project, the State requires a local government resolution supporting the project and a minimum 10% matching County conditional loan. In October 2015, the Council approved a $20,000 conditional loan to Clampett Industries, LLC d/b/a EMG through the 7-day loan notification process as financial assistance for this project. The Department advised that the County provided a 20% match to show support for the retention of the corporate headquarters and the number of jobs being retained and created.

 

The Department advised that both the State and County conditional loans have 10-year terms with 3% interest rates. In order for the loans to be forgiven at the end of the 10-year terms, the company is required to spend at least $700,000 on the project and retain the 145 positions through the 10-year terms. If the company falls short of the employment goal, the amount of the loans that will be converted to grants will be calculated on a pro-rata basis, and the company will be responsible for repaying the remaining loan balances.

 

This resolution shall take effect from the date of its passage by the County Council.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

BALTIMORE COUNTY COUNCIL

NOTES TO THE AGENDA

APPENDIX A