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HomeMy WebLinkAbout2023-03-08 Commissioner Minutes WEDNESDAY, MARCH 8, 2023 The Franklin County Commissioners met Wednesday, March 8, 2023, with the following members present: David S. Keller, John T. Flannery and Robert G. Ziobrowski. Chairman Keller presided and after calling the meeting to order, a Moment of Silence, and the Pledge of Allegiance, proceeded with the business of the day. The meeting was live streamed. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved to adopt the agenda. There was no public comment. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved all bills presented and ordered paid. The minutes of the March 1, 2023 meeting were reviewed. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the minutes. The Board reviewed Agreements, Contracts and Reports. The items will be decided upon in the afternoon session. The Board conducted a bid opening for the printing, furnishing and delivery of ballots for the Municipal Primary Election. The following bidders submitted bids as per the attached Shippensburg, PA; Single Point/KUTCO from McSherrystown, PA; NPC, Inc. from Claysburg, PA. Commissioner Ziobrowski asked what the distance is in the bid specs. Mrs. Byers not sure why they are even bothering submitting bids knowing that. Ms. Byers responded that decision. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously eting at 2:00 PM. This was the date for the award/reject for the kitchen floor replacement at the Franklin County Jail. Warden Chris Schell and Procurement Director Robin Harmon were present to provide a recommendation. Warden Schell said that they asked a couple weeks ago to have more time to perform due diligence and review the bid. His team met with the vendor at the Jail to look at the floor and a lot of red flags came up while they were reviewing it. The bid was not kness of the material thus the drains would have to be lowered which is more work. The vendor said it was not in the bid and it would add another $40,000 to requirem this bid is not a good option to go with at this time. Carrie Gray, County Administrator, said that after two non-responsive bids this allows us to be more flexible in acquiring the service the next t meet the specifications provided in the bid documents. Chairman Keller asked for more information on the law regarding bids. County Solicitor Elliott Sulcove ted them for any reason. The two bids did not meet specifications so that provides us with alternatives to either select a vendor through a less restrictive process such as an RFP to find someone to perform the work. Commissioner Ziobrowski asked if time is of the essence. Ms. Gray responded that time is of the essence. The Warden said that they have four companies that they can reach out to that other jail administrators recommended. They should be able to get everything done in two weeks to bring them in to review the job. Commissioner Flannery Continued on page 2 asked if the four companies they are looking at will do an epoxy type floor or replace the existing r and ripping everything out. He stated that the costs should be less than what this current bid is. The three jails he talked to ripped out their tile floors and put in epoxy floors which is the best option. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved to reject the bid due to being non responsive. This was the date for the award/reject for the HVAC for the Courthouse Annex renovation bids. Carrie Gray, County Administrator, John Boozer, Project Manager, and Procurement Director Robin Harmon were present to provide a recommendation. Carrie Gray said that Stouffer Mechanical provided a bid for the mechanical work at the Courthouse Annex in the amount of $2,579,500.00 and the team had time to look at the bid documents and determined that they are responsive and they were the only bid we received. The project team is recommending awarding the contract to Stouffer Mechanical. Chairman Keller said that this bid was a little higher than the bid they initially submitted so he asked for more clarity on why. Mrs. Gray said it was $60,500 more than the amount that Stouffer Mechanical submitted for the first bid that was rejected. She and John Boozer met with Jared from Stouffer Mechanical and she turned it over to Mr. Boozer to discuss the reason for the increased amount. Mr. Boozer said there are two main reasons for the price increase. The material cost increased between the bid times and the clarification that occurred from the previous bid to this bid that changed the assumption made on the materials requirements which in the long term will work in the He believes that up to 90% of this could be mitigated during construction and have a better material outcome. Mr. Boozer continued that he will work to mitigate the cost increase after the award. Mr. Boozer wanted to mention that Robin, Carrie, Anna and team have done their due diligence, have put in the extra effort and the hard work through all this recently and it is commendable. They have worked extra hard to work through this contract along with the other four contracts. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved to award to Stouffer Mechanical as presented. Chairman Keller asked when work will commence. Ms. Gray responded that the other four contracts are executed and today they are receiving the notice to proceed by email and US mail so we can act post haste. She stated that work should start in one to three weeks. Mr. Boozer said after meeting with the contractors and specifically the general contractor they are anxious to start. John Thierwechter, Assistant County Administrator, introduced Mr. Robert Then from Pennsylvania Emergency Management Agency (PEMA) who will present Director of Emergency Services Bob Povlich with his professional certification. Robert Then, Director of the Central Area Office for Pennsylvania Emergency Management Agency, wanted to publicly recognize achieve this certification within a specified time frame, and Bob was successful in doing that. He also wanted to mention that a very good partnership between position Bob is a wonderful person to work with, he knows his job and does a great job protecting citizens here in Franklin County. He wanted to take this opportunity to officially present B ago under then Director Thierwechter and following under Director Crider in establishing an environment with support from the Commissioners and County Administration to allow us to grow and develop the program. Under their guidance and leadership and the Commissioners with financial support they have been able to create an environment where they have a better response platform and preparedness platform for citizens of the county. He continued that a lot of it is bookwork and processing through training courses but the biggest portion and the folks he needs to thank the most are the Department of Emergency Services staff, without their professionalism and dedication, their grit to get things done under not so comfortable circumstances is a true testament to their talent and he accepts this on his behalf. Chairman ents to his team; he thanks them for the support they provide to allow Bob to get this done as well. Commissioner Ziobrowski said that some might not know that Bob is a retired Air Force Colonel and like any great officer he recognizes the chain of command and stands on the shoulders of those that serve with him. He appreciates him doing so. Continued on page 3 The Board recessed and will reconvene at 2:00 p.m. for final approval of the items that were reviewed. The Board reconvened at 2:00 p.m. Commissioner Flannery was not present for the afternoon meeting. There was no public comment. The Board reviewed Aging Office matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved for the Chairman of the Board to execute the quote from Comcast Business to move Comcast internet service and phone services from the old Waynesboro Senior Activity Center location to its new location for an amount of $2,818.56 for the term of March 8, 2023 through March 7, 2025. This replaces transaction number 407368 from February 8, 2023. The previous quote did not include the phone service. This new quote will include the phone service and will be at a lower rate than previously expected, due to bundling discounts. The Board reviewed additional Aging Office matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved for the Chairman of the Board to execute the rental agreement between the County of Franklin and Guilford Township Supervisors for rental of the community center at Norlo Park. The rental cost is $250.00 plus $100.00 security deposit to be refunded once the event is over and the community center has been inspected. This event is the Chambersburg Senior Activity Center's picnic to be held on May 26, 2023. The Board reviewed Children and Youth matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the updated contract listing for additional contracts and addendums for Fiscal Year 2022/2023 for the Children & Youth department. Contract listing is maintained for proper accounting of all contracts to include vendor name and address, type(s) of service provided and rate(s) charged for services. The Board reviewed CJAB & Grants Management matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the grant application to PA Department of Community and Economic Development requesting funds from the Technical Assistance and Training Grant in the amount of $2,000.00 to be used to purchase polo shirts and nylon jackets with the Crisis Incident Stress Management (CISM) logo for first responders to quickly and easily identify team members responding to an incident. Funds will also be used also cover shipping of these items to Franklin County. The Board reviewed Department of Emergency Services matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the 2022 County Annual HazMat Report to Pennsylvania Emergency Management Agency (PEMA). The 2022 County Annual HazMat Report provides PEMA the data to create the statewide annual report to the General Assembly. This report is also a requirement to apply for Hazardous Material Response Fund (HMRF) grant funding; which are used for chemical emergency plans, purchase of hazardous material response equipment, training and exercises. Approval is contingent on approval by PEMA. The Board reviewed Drug & Alcohol matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the updated contract listing for additional contracts and addendums for fiscal year 2022/2023 for the Drug & Alcohol department. Contract listing is maintained for proper accounting of all contracts to include vendor name and address, type(s) of service provided and rate(s) charged for services. Continued on page 4 The Board reviewed MH/IDD/EI matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the 2022-2023 contract listings for Mental Health, Intellectual Developmental, Disabilities, and Early Intervention (MH/IDD/EI). Contract listing is maintained for proper accounting of all contracts to include vendor name and address, type(s) of service provided and rate(s) charged for services. The Board reviewed Risk Management matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved for the Chairman of the Board to execute the proposal from Spectra Contract Flooring to replace the carpet in the Judicial Center from the water damage from the pipe that burst in 2022 at a cost of $11,502.00. The cost will be reimbursed from insurance. The Board reviewed Sheriff Office matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved for the Chairman of the Board to execute the obligation document from the U.S. Department of Justice to formally approve the acceptance of funds for the remainder of the USMTF fiscal year (Ending 9/30/2023) in the amount of $3,000.00. This money is to reimburse the wages of the three deputies who serve as official Task Force Officers with the Middle District Task Force. In accordance with PA Act notifications, PA Department of Transportation notified the County of a Pennsylvania Department of Environmental Protection Chapter 105 General Permit No. 11 application being applied for culvert replacement located on property in Metal Township. In accordance with PA Act notifications, Roxbury Holiness Camp notified the County of a Pennsylvania Department of Environmental Protection NPDES renewal permit being applied for property located in Orrstown, PA. This was the time for the award/reject for the printing, furnishing and delivery of ballots bid. Jean Byers, Deputy Chief Clerk, stated that she and Susan Christophel, Assistant Director and total per bidder. She continued that there are two things we included in bid specs. One is a minimum number of miles that the printer needs to be from Chambersburg which is 30 miles so there is only one responsive bidder to that requirement. There is also the requirement that they must have at least five years of experience printing Pennsylvania ballots and there is only one bidder that fits that requirement as well. Based on those reasons they are recommending awarding to Beidel Printing House out of Shippensburg, PA. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved to award the bid to Beidel Printing House on the amounts listed on the attached document. The meeting was adjourned at 2:08 p.m. with a motion by Robert G. Ziobrowski; seconded by David S. Keller. Carrie E. Gray County Administrator/Chief Clerk FRANKLIN COUNTY COMMISSIONERS ____________________________________ David S. Keller, Chairman ____________________________________ John T. Flannery ___________________________________ Robert G. Ziobrowski