HomeMy WebLinkAboutRFP 2026232-01 (Inmate Barber Services)
REQUEST FOR PROPOSAL for
INMATE BARBER SERVICES FOR INMATES OF THE FRANKLIN COUNTY JAIL
FOR THE COUNTY OF FRANKLIN, PA
COUNTY OF FRANKLIN, PENNSYLVANIA
RFP# 2026232-01
County of Franklin, PA
272 North Second Street
Chambersburg, PA 17201
Table of Contents
SECTION I INTRODUCTION & INSTRUCTIONS ............................................................................... 1
1.01 PURPOSE ......................................................................................................................... 1
1.02 RFP SCHEDULE ................................................................................................................ 1
1.03 REQUIRED REVIEW ........................................................................................................... 1
1.04 AMENDMENTS TO PROPOSALS ......................................................................................... 1
1.05 AMENDMENTS TO THE RFP ............................................................................................... 1
1.06 QUESTION & ANSWER PERIOD .......................................................................................... 1
1.07 PRE-PROPOSAL CONFERENCE ......................................................................................... 2
1.08 RETURN INSTRUCTIONS ................................................................................................... 2
1.09 TERM ................................................................................................................................ 3
1.10 CONTRACT ....................................................................................................................... 3
1.11 NONDISCRIMINATION CLAUSE ......................................................................................... 3
SECTION II BACKGROUND ........................................................................................................... 3
SECTION III SCOPE OF WORK ...................................................................................................... 4
3.01 GENERAL REQUIREMENTS ................................................................................................ 4
3.02 QUALIFICATIONS .............................................................................................................. 4
3.03 TASKS ............................................................................................................................... 5
3.04 ESTIMATED QUANTITIES .................................................................................................... 5
SECTION IV RESPONSE FORMAT .................................................................................................. 5
SECTION V EVALUATION .............................................................................................................. 6
SECTION VI CONTRACT PROVISIONS AND INSURANCE REQUIREMENTS ...................................... 6
6.01 CONTRACT PROVISIONS ................................................................................................... 7
6.02 INSURANCE REQUIREMENTS ............................................................................................ 7
SECTION VII GENERAL LEGAL INFORMATION ............................................................................... 8
7.01 RIGHT OF REJECTION ........................................................................................................ 8
7.02 WITHDRAWAL OF PROPOSALS .......................................................................................... 8
7.03 VENDOR CLEARANCE ....................................................................................................... 8
7.04 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS ................................................... 8
7.05 DISCLOSURE OF PROPOSAL CONTENTS ........................................................................... 8
7.06 INDEPENDENT CONTRACTOR ........................................................................................... 9
7.07 NEWS RELEASES .............................................................................................................. 9
7.08 NO ASSIGNMENT ALLOWED ............................................................................................. 9
APPENDIX A - FRANKLIN COUNTY JAIL BARBER ITEM LIST
APPENDIX B - RULES AND REGULATIONS FOR CONTRACTED BARBERS
APPENDIX C - TOOLS AND EQUIPMENT CONTROL PROCEDURES
APPENDIX D - SAMPLE HAIRCUT SIGN-UP SHEET
APPENDIX E - PROPOSAL FORM AND AUTHORIZED SIGNATURE
APPENDIX F - REFERENCES
APPENDIX G - W9 FORM
APPENDIX H - COUNTY OF FRANKLIN SERVICE AGREEMENT
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SECTION I INTRODUCTION & INSTRUCTIONS
1.01 PURPOSE
The County of Franklin, Pennsylvania is requesting proposals to provide professional barber
services from a Pennsylvania licensed barber for male and female inmates at the Franklin
County Jail.
1.02 RFP SCHEDULE
The RFP schedule set out herein represents Franklin County’s best estimate of the
schedule that will be followed. If a component of this schedule, such as the deadline for
the receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All
times are Franklin County, Pennsylvania time.
Request for Proposal Issued ……………..……………… Wednesday, September 9, 2026
Mandatory Pre-Proposal Meeting …………… Monday, September 21, 2026, 10:00 AM
Questions to be Submitted by ……….…….…… Monday, September 28, 2026, 4:00PM
Responses to Questions to be Posted by……. Tuesday, September 29, 2026, 4:00 PM
RFP Submission Deadline …..………………...…..… Tuesday, October 6, 2026, 4:00 PM
Anticipated Selection Date……..…..…..……………….… Wednesday, October 21, 2026
1.03 REQUIRED REVIEW
Offerors should carefully review this solicitation for defects and erroneous material.
Comments concerning defects and erroneous material should be made in writing and
received by the procurement office at procurement@franklincountypa.gov at least ten (10)
days before the deadline for receipt of proposals.
1.04 AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if an acceptable request
is received prior to the deadline that is set for the receipt of proposals. No amendments or
withdrawals will be accepted after the deadline.
1.05 AMENDMENTS TO THE RFP
If an amendment is issued, it will be posted on the Franklin County, PA website at
https://www.franklincountypa.gov/current-solicitation-opportunities/.
1.06 QUESTION & ANSWER PERIOD
All questions must be submitted in writing to procurement@franklincountypa.gov.
Questions may be submitted until Monday, September 28, 2026 by 4:00 PM, prevailing
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Franklin County, Pennsylvania time. Answers will be posted at
https://www.franklincountypa.gov/current-solicitation-opportunities/.
1.07 PRE-PROPOSAL CONFERENCE
There will be a mandatory pre-proposal conference on Monday, September 21, 2026, 10:00
AM at the Franklin County Jail, 1804 Opportunity Avenue, Chambersburg, PA 17201.
Attendees:
• Shall meet in the lobby of the Jail,
• Shall provide Photo ID and company name,
• Shall go through security before starting the conference,
• Cell phones and cameras may not be used,
• No weapons are permitted on jail property, and
• Permission to attend the pre-proposal conference, enter the facility and to remain
during the pre-proposal conference is subject to the rules and regulations of the
Franklin County jail including their standards of conduct.
1.08 RETURN INSTRUCTIONS
Proposals shall be submitted to the Procurement Office as paper files at the following
address:
Franklin County, Pennsylvania
Procurement Department RFP #2026232-01
272 North Second Street
Chambersburg, PA 17201
OR as an electronic PDF file via email to procurement@franklincountypa.gov or via a USB
flash drive delivered to the above address.
Please name the electronic file using the format “YOUR COMPANY NAME – BARBER
SERVICES FOR JAIL.”
The County is not responsible for deliveries that do not reach the Procurement Department
by the required due date and time. Note that email transmission is not instantaneous. If
emailing your proposal, the County recommends sending it ahead of the deadline to
ensure the email is delivered by the RFP submission deadline which will be strictly
enforced. It is the responsibility of the proposer to contact the Procurement Office on 717-
709-7229 to confirm that proposal has been received. The County is not responsible for
unreadable, corrupt or missing attachments.
All materials submitted with the response will become the property of the County of
Franklin. No materials submitted will be returned to the Respondent.
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1.09 TERM
The initial term of the contract shall be a two (2) year period to begin January 1, 2027. There
shall be an option to extend the contract term for up to two (2) additional one (1) year
periods. The County shall exercise this option by notifying the Contractor in writing within
thirty (30) days of the expiration of the then-current term.
1.10 CONTRACT
The contract is included in this document in Appendix H titled County of Franklin Service
Agreement.
1.11 NONDISCRIMINATION CLAUSE
Franklin County assures that no person shall be excluded from participating in, be denied
the benefits of, or be otherwise subjected to discrimination on the grounds of race, gender,
creed, color, sexual orientation, gender identity or expression, or in violation of the
Pennsylvania Human Relations Act, which prohibits discrimination on the basis of race,
color, religious creed, ancestry, age, sex, national origin, handicap or disability, or in
violation of any applicable local, state, or federal laws. With advance notification,
accommodations may be provided for those with special needs for language, speech, sight
or hearing. If you have a request for a special need, wish to file a complaint, or desire
additional information please contact the Risk Management Department at (717) 261-3819
or riskmgt@franklincountypa.gov.
SECTION II BACKGROUND
The County of Franklin is a fourth-class county located in south-central Pennsylvania,
operating under an elected three-person Board of Commissioners. The County provides
services to its residents in many areas, including various general government services, a
court system, public safety, health and welfare, and community enrichment programs. The
county operates with fifty-two departments and approximately 700 full-time, part-time, and
casual employees.
The Franklin County Jail is a 500-bed facility divided between 8 housing units and central
booking with an average daily population of 285. The facility opened in 2007, replacing the
previous jail located on Franklin Farm Lane in Chambersburg.
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SECTION III SCOPE OF WORK
3.01 GENERAL REQUIREMENTS
PHYSICAL SECURITY: The contractor shall safeguard Franklin County property provided for
contractor use. At the close of each work period, all support equipment and materials
shall be secured.
ACCESS CONTROL: The vendor will come to the front entrance to the jail and enter the
building; the Correctional Officer will inform Unit Officer of their presence. The vendor
then will be escorted to their work site.
HOURS OF OPERATION: Although a 24-Hour facility, the work would be completed
between the hours of 8:30 AM – 8:30 PM on mutually agreed upon dates and times.
LIST OF SUPPLIES AND EQUIPMENT: An item list of supplies and equipment (tools, lotions,
and other related items) required to perform the services is included as Appendix A. All
approved supplies will be provided and paid for by the contracted vendor.
SAFETY RULES AND REGULATIONS: The Contractor shall comply with the current security
and safety rules and regulations while on the premises of the Jail and shall not deviate from
these rules and regulations for any reason. The contractor and any contractor employee
that will be providing services on this contract must read, review and adhere to
requirements in Appendix B.
AUTHORIZATION TO SEARCH: Franklin County is authorized, at any time, with or without
cause, to search the contractor, any agents of the contractor, the vehicle used to bring the
contractor to the Jail, and any personal effects including both open and closed, locked or
unlocked containers in the contractor’s possession or within contractors’ vehicle while the
contractor or vehicle is on the premises of the Jail, for contraband prohibited by
Pennsylvania law for introduction to inmates in a detention facility.
3.02 QUALIFICATIONS
CRIMINAL HISTORY INVESTIGATION: All employees of the Contractor who will be
performing in accordance with this RFP, shall complete and must pass a criminal history
investigation to be completed by Franklin County.
AUTHORIZED TO PRACTICE IN THE COMMONWEALTH OF PENNSYLVANIA: A valid and
current Pennsylvania Barber License and a Pennsylvania driver’s license are required. The
contractor shall maintain these licenses throughout the term of the contract.
FIRM DESCRIPTION AND EXPERIENCE: The Contractor shall adequately staff the
engagement to meet all requirements of this RFP.
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3.03 TASKS
Tasks to be performed include, but may not be limited to:
a) Provide hair-cutting and/or beard-cutting services twice per week on a pre-
scheduled basis, on any mutually agreed upon day of the week, to both male
and female inmates incarcerated in the Franklin County Jail. Services shall be
performed in a room as designated by the Jail.
b) A list of inmates authorized to receive such service will be provided by the Jail.
The contractor shall provide the completed, annotated list to the assigned
Officer for verification. The Contractor shall sign the verified list as evidence of
the completed services. This list shall be provided for invoicing purposes. A
sample Sign-Up sheet, which shall indicate the haircut appointments for a
particular day, is provided in Appendix D.
c) The contracted vendor shall abide by the Standard Tools and Equipment Control
Procedures, which is attached as Appendix C.
3.04 ESTIMATED QUANTITIES
Upon award of a contract, performance will be based on the number of inmates serviced
as needed by Franklin County for the effective period of the contract. Currently (2026)
there are approximately 285 inmates in the Franklin County Jail, 43 of which are Female
and 243 being Male. The quantities of services stated herein are estimated only and are
not purchased by this contract. If actual performance does not result in the quantities
described as “estimated” in this document, that fact shall not constitute the basis for any
price adjustment. Performance shall be made only as authorized by the verified list of
inmates authorized to receive the services in accordance with this provision. The
contractor shall furnish to Franklin County all services specified in the Schedule only as
called for by the verified list. There is no guaranteed minimum or maximum quantities of
services.
SECTION IV RESPONSE FORMAT
Franklin County is seeking a concise, qualifications-based response to this Scope of Work.
Proposals should be limited in length and focused on the firm's ability to meet the County’s
needs. Extensive marketing content or generic material is discouraged.
Respondents shall include the following:
1. APPENDIX E: PROPOSAL FORM AND AUTHORIZED SIGNATURE
2. APPENDIX F: REFERENCES – References for similar types of engagements are
preferred but not required. The County reserves the right to contact or visit the
references without offeror involvement.
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3. APPENDIX G: Current W-9 to be completed and returned
4. Copy of Driver’s License
5. Copy of Barber’s License
SECTION V EVALUATION
5.01 EVALUATION COMMITTEE
Proposals submitted will be evaluated by an Evaluation Committee comprised of Jail and
County staff.
5.02 REVIEW OF PROPOSALS
The Evaluation Committee will review all proposals. Each member will first assess each
proposal by each of the criteria described in Section 5.03 below. The full Evaluation
Committee will then convene to review and discuss these evaluations. The County of
Franklin reserves the right to retain all proposals submitted and use any idea in a proposal
regardless of whether that proposal is selected.
5.03 EVALUATION CRITERIA
Proposals will be evaluated using the below criteria. The County will consider factors such
as price, service, reputation, and responsiveness to the requirements of the RFP in the
final decision-making process. The County reserves the right to accept or reject any or all
proposals and to award the Contract as is determined to serve the best interest of the
County.
• Contractor’s experience & professionalism (25 points)
• Past performance on comparable engagements (25 points)
• Price (50 points)
5.04 INTERVIEWS: The County reserves the right to conduct interviews of all, some or none
of the offerors, as part of the evaluation and selection process.
5.05 FINAL SELECTION: The Board of Commissioners of the County of Franklin will approve
a vendor based upon the recommendation of the Evaluation Committee. It is anticipated
that the vendor will be selected by Wednesday, October 21, 2026. Following the
notification of the vendor selected, it is expected a contract will be executed between both
parties by Tuesday, November 3, 2026.
SECTION VI CONTRACT PROVISIONS AND INSURANCE REQUIREMENTS
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6.01 CONTRACT PROVISIONS
After the County of Franklin makes its selection, it shall proceed to negotiate a contract
based upon a Scope of Work for the project. If the County is unable to negotiate a
satisfactory contract with the most highly qualified person or firm, the County shall
formally end negotiations with that person or firm and begin to negotiate with the second
most highly qualified person or firm. Negotiations shall continue in this sequence until a
contract is agreed upon.
The performance of this contract shall be in accordance with all Federal, State and local
laws as may be applicable. Any contract between the County of Franklin and the
consultant shall be subject to the rules and regulations of any agencies where funding is
being requested.
The contract between the County and the selected consulting firm will include the
following non-negotiable contract provisions:
1. Indemnification of the County.
2. Non-Indemnification of the Contractor.
3. Forum Selection (Franklin County, PA Court of Common Pleas).
4. Choice of law (Commonwealth of Pennsylvania)
5. Prevailing party attorneys’ fees.
6. Termination for convenience/termination for cause by the County.
7. Data security, confidentiality, and use of County data and information.
8. Nondiscrimination.
9. Suspension and debarment.
10. Release of liability in favor of the County.
11. Non-release of liability of the contractor.
12. Insurance coverage and County status as additional insured as set forth in Section
6.02.
13. Terms of payment and invoicing, including 45-day payment period.
14. Any and all federal and state provisions required as a result of grant funding.
The County reserves the right to request additional contract provisions it deems necessary
as needed to protect the best interest of the County.
6.02 INSURANCE REQUIREMENTS
Prior to and during the performance of any services covered by this solicitation, the
Contractor shall provide the County, upon execution of an agreement, in a form and
manner reasonably acceptable to the County Solicitor or Risk Manager, a certificate of
insurance as evidence that it has obtained and maintains in full force and effect during the
term of this Agreement the types of insurance in the amounts described in this section.
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• General Liability insurance covering liability for death and bodily injury and liabilities
for loss of or damage to property with a combined single limit of not less than One
Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars
($2,000,000.00) in the aggregate;
• Barber’s Professional Liability - $1,000,000 limit
• Worker’s Compensation and Employer’s Liability insurance as required by the laws
of the Commonwealth of Pennsylvania;
• Umbrella insurance of not less than $500,000.
The County shall be endorsed as additional insured on the General Liability Insurance for
services and activities provided by the vendor under this agreement. Vendor shall provide
proof of insurance and the requirements of this section upon execution of this agreement
as requested after that. Should the vendor have any changes to their current insurance
coverage, they shall notify the County within 5 business days.
SECTION VII GENERAL LEGAL INFORMATION
7.01 RIGHT OF REJECTION
Franklin County reserves the right to cancel this request for proposals at any time for any
reason. Any proposal received may be rejected in whole or in part when in the best interest
of the County.
7.02 WITHDRAWAL OF PROPOSALS
Proposals may not be modified, withdrawn or cancelled by the offeror for three months
after the time designated for the receipt of proposals.
7.03 VENDOR CLEARANCE
All vendors will be required to submit a W-9 and pass clearance checks including a
debarment check and other background checks as deemed necessary by Franklin County.
A contract will not be awarded to any offeror who is suspended or debarred by the
Pennsylvania Department of General Services or any Department or Agency of the United
States Government.
7.04 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS
The County will not pay any cost associated with the preparation, submittal, presentation,
or evaluation of any proposal.
7.05 DISCLOSURE OF PROPOSAL CONTENTS
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All responses are subject to the Pennsylvania Right to Know Law, 65 P.S. §§ 67.101-3104,
(“RTKL” or Right to Know Law”), which may mandate the release of any and all information
and documents submitted by the proposer. By submitting a proposal, all proposers
acknowledge the County’s non-waivable duties under the Right to Know Law, and agree to
cooperate therewith.
Any information deemed by the proposer to be confidential or proprietary shall be marked
accordingly. Additionally, any confidential information submitted by the vendor must be
easily separable from the non-confidential sections of the proposal and as such must be
submitted in a separate PDF Document from the main proposal and labeled similarly to as
described above including the word Confidential in the file name. Notwithstanding the
foregoing, all proposals, documents, submissions and data are subject to the Pennsylvania
Right to Know Law, and nothing contained herein shall be construed to bind the County to
the determinations made by the proposer.
Any exceptions taken to such mandatory terms shall result in rejection of the proposal.
7.06 INDEPENDENT CONTRACTOR
The relationship between Franklin County and Contractor providing the herein services are
that of an independent contractor and contracting agency. Nothing herein contained shall
be construed to give the Contractor and/or group facilitator any interest as an employee,
joint ventures, or partner of, or with, the County.
7.07 NEWS RELEASES
News releases pertaining to this project will not be made without prior Franklin County
approval, and then only in coordination with the Issuing Office.
7.08 NO ASSIGNMENT ALLOWED
Unless specifically noted in this RFP, Coordinating Entity must provide all services to
complete the identified work.
APPENDIX - A
Franklin County Jail Barber Item List
Date: __________________
Ofc: ____________________ Time of Arrival: _____________________________
Ofc: ____________________ Time of Departure: __________________________
Items In Out
(Need #’s of ea)
APPENDIX – B
SAFETY AND SECURITY ACKNOWLEDGEMENT
Rules and Regulations for Contracted Barbers
The following rules and regulations have been established to ensure the safe, secure, and orderly
operation of barber services within the Franklin County Jail. Compliance with these
requirements is mandatory.
Security is always the first priority. Our primary concern is maintaining the safety and security
of the facility. You must remain patient with custody staff at all times and must never interfere
with the custodial responsibilities of administrators or correctional staff.
1. Lockdowns
If a lockdown occurs while you are in the building, on a housing unit, or elsewhere within
the facility, you will be escorted from the unit and must immediately evacuate the secure
area. It is your responsibility to contact the Business Manager or Administrative Assistant
at 717-264-9513 to reschedule your barber services.
2. Monthly Schedule
A monthly barber schedule will be provided by the Business Office.
3. Cell Phones
Cell phones are prohibited beyond the lobby. All cell phones must be secured in the
lockers provided before entering the secure area.
4. Dress Code
The following items are prohibited within the secure perimeter of the jail:
• Dangling jewelry
• Earrings
• Camouflage clothing
• Hooded sweatshirts (hoodies)
• All jackets and outerwear must also be stored in the lockers provided in the
lobby.
5. Prohibited Items
Alcohol, firearms, weapons of any kind, illegal drugs, and other contraband are strictly
prohibited on jail property.
6. Rescheduling
If you need to reschedule your assigned barber services, contact the facility at 717-264-
9513, extension 21626 or 21627, and ask the Lobby Officer to notify the Business
Manager or the Shift Lieutenant.
7. Harassment or Safety Concerns
If an inmate or staff member behaves inappropriately, harasses you, or causes you to feel
unsafe or uncomfortable, immediately notify the Shift Supervisor or Shift Lieutenant.
8. Leaving and Re-entering the Secure Area
If you leave the secure area for any reason, including using the restroom, you will be
subject to a security search before re-entering.
9. Haircut Log
The assigned Correctional Officer is responsible for maintaining the official Haircut Log
and verifying inmate identities. You may maintain your own haircut records using an
approved tablet and Flex Pen. Your records should be compared with the Officer's
Haircut Log. Any discrepancies must be reported immediately to the Shift Supervisor or
Shift Lieutenant.
10. Authorized Haircuts
The barber shall not significantly alter an inmate's appearance.
The following hairstyles or services are prohibited:
• Fades
• Mohawks
• Hair coloring
• Specialty cuts
• Hair designs or patterns
11. Completion of Services
Upon completion of all scheduled housing units, you will be escorted to the lobby where
a copy of the Haircut Log may be made for your records.
The original Haircut Log shall be submitted to the Business Manager for payment
processing. A copy shall also be forwarded to the Records Department for inmate account
charge processing.
12. Licensing and Insurance
It is the barber's responsibility to maintain a current Pennsylvania Barber License and
proof of liability insurance.
Copies of both documents must be provided to the Franklin County Jail and kept current
at all times.
13. Tool Accountability
All barber tools, equipment, and supplies brought into the facility are subject to
inspection by jail staff before entering and upon leaving the secure area. The barber is
responsible for maintaining constant control and accountability of all tools and
equipment, including but not limited to:
• Clippers
• Trimmers
• Combs
• Brushes
• Extension cords and chargers
• Cleaning supplies
• Any other approved barber equipment
Tools shall never be left unattended or accessible to inmates. At the conclusion of each
work session, all tools and equipment shall be inventoried. Any missing, damaged, or
altered item must be reported immediately to the assigned Correctional Officer and the
Shift Supervisor. The barber shall not leave the facility until all equipment has been
accounted for or released by supervisory staff.
14. Confidentiality and Professional Boundaries
Information learned while providing services within the Franklin County Jail is
considered confidential and shall not be discussed outside the facility except as
authorized by law or jail administration.
The barber shall:
Maintain appropriate professional boundaries with inmates at all times.
Not exchange personal information, including home address, telephone
number, email address, or social media information.
Not provide legal advice or personal assistance to inmates.
Not establish personal, financial, or romantic relationships with inmates or
former inmates based on contact made while working within the facility.
Immediately report any attempt by an inmate to establish an inappropriate
relationship or obtain personal information.
15. Contraband and Unauthorized Communications
The barber shall not introduce, remove, possess, or transport contraband into or out of the
facility.
The barber shall not:
Deliver or accept letters, notes, photographs, money, or any other item on
behalf of an inmate.
Deliver messages between inmates and family members, attorneys, staff,
or any other person unless specifically authorized by jail administration.
Accept gifts, gratuities, money, or favors from inmates.
Purchase items for inmates or accept requests to purchase items.
Bring unauthorized food, beverages, tobacco products, nicotine products,
medications, or other personal property into the secure area.
Any inmate request involving unauthorized communications, contraband,
favors, or suspicious activity shall be immediately reported to the assigned
Correctional Officer or Shift Supervisor.
Failure to comply with these requirements may result in immediate removal from the
facility, termination of authorization to provide barber services, and, where applicable,
criminal prosecution.
Professional Conduct and Expectations
16. Personal Conduct:
• To ensure the safety and security of the facility, you shall:
• Never do anything that jeopardizes your personal safety or the security of the institution.
• Never report to work under the influence of alcohol or drugs.
• Never report to work while suffering from an illness or condition that could affect your
ability to safely perform your duties.
• Never possess alcohol, illegal drugs, or weapons on jail property or in your vehicle while
on jail grounds.
• Comply with all jail rules, regulations, policies, and staff instructions.
• Cooperate with correctional staff at all times.
• Never interfere with staff performing their assigned duties.
• If a disagreement arises, comply with staff instructions immediately and address concerns
with administrative staff after the incident.
17. Emergencies and Hostage Situations
If an emergency occurs, you will be instructed to leave the institution. You shall comply
immediately and exit the facility in a safe, orderly, and expeditious manner.
Under no circumstances will an inmate be permitted to escape from Franklin County Jail
by using a hostage.
If an employee is taken hostage during an escape attempt, any order issued by that
employee that would permit or assist an inmate in escaping the facility shall be
considered invalid and shall not be followed.
18. Professionalism:
Preferred Barber Service Hours
7:30 a.m. – 11:30 a.m.
12:30 p.m. – 4:30 p.m.
6:00 p.m. – 9:00 p.m.
• To promote professionalism, discipline, harmony, and morale, contracted barbers shall:
• Refrain from using indecent or profane language.
• Be courteous and respectful toward staff and inmates.
• Upon request, provide your name and identification badge or other approved
identification.
• Refrain from boisterous, abusive, insolent, or disruptive behavior.
• Make no oral, written, or graphic statements that ridicule, harass, or slander another
person or group.
• Refrain from making racial, ethnic, sexual, religious, or other discriminatory remarks.
• Use appropriate professional language at all times.
• Disclose any previous or current relationship with an inmate, including family members
or personal acquaintances.
• Refrain from engaging in political activities while functioning as a contracted service
provider.
• Maintain a clean work area before departing. Sweeping and mopping, when necessary,
will be performed by inmate workers under staff supervision.
• Never engage in horseplay with inmates.
• Never offer free services or accept favors, gifts, or compensation from inmates.
• Never leave your assigned work area unattended.
• Never leave your assigned work area without staff permission.
Barber Acknowledgement
I acknowledge that I have received, read, and understand the Franklin County Jail Barber Rules
and Regulations. I agree to comply with all facility policies, procedures, and security
requirements while providing barber services within the Franklin County Jail.
I understand that failure to comply with these rules may result in suspension or termination of
my authorization to provide barber services within the facility.
Barber Name (Print): ______________________________________
Barber Signature: _________________________________________
Date: ______________________
Business Name (if applicable): ____________________________
Facility Representative: __________________________________
Title: _________________________________________________
Signature: _____________________________________________
Date: ______________________
APPENDIX – C
TOOL & EQUIPMENT CONTROL PROCEDURES
POLICY
It is the policy of the Franklin County Jail (FCJ) to establish a systematic approach for
the management, inventory, use, and ordering of tools and equipment.
PURPOSE
To describe the procedures for tool and equipment control.
REFERENCES
None
DEFINITIONS
Tools: All instruments of manual operation, power equipment, implements used in the
kitchen, dental and medical surgical equipment, maintenance equipment, correctional
industries, etc., and desk tools (e.g. scissors, letter openers and paper cutters).
Class “A” Tools: Items that can be used as weapons or in an escape, or can be used to
fabricate weapons or facilitate an escape. Examples include end nippers and large
pliers, ice picks and knives, pipe and conduit benders, saw blades of all types, bolt and
cable cutters, cutting torches and mixing chambers, cordless/corded drills, grinders,
grinder wheels, files and hones, gear pullers and come-a-longs, ladders (six (6) feet in
length and longer), ram set (nail gun), hoses and ropes (over ten (10) feet long).
Class “B” Tools: Any tool not presenting a threat to the security of the facility that is not
designated as a class “A” tool or a controlled item.
Controlled Items: Items not designated as class “A” or “B” tools, e.g. janitorial equipment
and wheelbarrows. All controlled items will be on a typewritten inventory located in the
maintenance area.
Master Tool Inventory: A computerized listing of all tools in the facility. The Deputy
Warden of Inmate Security or his designee shall maintain the master tool inventory.
Chapter: 200 Security Procedures Number: 200.03 Pages: 6
Title: 03 Tool and Equipment Control Effective Date: 04/15/2021
Direct Staff Supervision: Staff presence in the immediate work area or job site, where
offenders are using class “A” tools as part of an offender job or assignment.
Mixing Chamber: The part of a welding torch commonly referred to as the torch body,
which contains the oxygen and acetylene torch valves. This does not include the
regulators, gauges or hoses, which are attached to the gas bottles themselves.
Janitorial Equipment: Controlled items such as mops, brooms, mop and broom handles,
mop buckets, floor signs, squeegees, etc.
PROCEDURES
1. The Facilities Director will be designated by the Warden to monitor compliance
with the guidelines of this administrative regulation.
2. Tool Categories/Classification
2.1 The FCJ will establish classification for all tools in the categories of class
“A”, class “B” and controlled items.
2.2 The FCJ shall develop a list of class “A” tools, class “B” tools and
controlled items. This list shall be maintained by the Facilities Director
and updated annually, or as needed.
3. Tool Issue
3.1 When a tool is issued, the Tool Issue Log (FCJ Form 200.03-1) shall be
completed.
3.2 Tool Issue Logs shall be kept in a visible place in the designated tool
storage area.
4. Tool Storage
4.1 The Facilities Director shall approve the design, location and placement
of tool storage areas.
4.2 All tools shall be kept in mobile tool boxes as determined by the Facilities
Director. Any tools that are too large for the tool boxes shall be kept on
shadow boards.
4.2.1 All shadow boards shall be approved by the Facilities Director.
4.3 Toolboxes, gang boxes and tool pouches will have a laminated inventory
of all tools enclosed or attached (FCJ Form 200.03-2 Tool Box/Pouch
Inventory). Tool boxes/pouches will be stored in a designated tool
storage area and will be included in that area inventory. All tools utilized
in pouches or toolboxes shall be inventoried at the end of the work period.
4.3.1 All toolboxes will have a foam type insert with tool-shaped cutouts
outlining all tools kept in each toolbox.
4.3.2 All tool boxes shall have the capability to be locked.
4.4 Knives
4.4.1 All knives shall be stored in a locked cabinet or tool box when not
in use. When in use, food service staff will tether kitchen knives to
the worktable.
4.4.2 All food service staff shall be responsible for the tool and
equipment items in their area.
4.5 Janitorial Equipment
4.5.1 Janitorial equipment shall be treated as a controlled item.
4.5.2 Typewritten inventories shall be located in a visible area in each
janitor’s closet.
4.5.3 Each janitor closet shall be inventoried each shift to ensure that all
equipment is accounted for and present.
4.5.4 Mop wringers with metal rods will not be permitted in the facility.
5. Purchase/Receipt of Tools
5.1 No tools may be ordered or delivered to the facility without the approval of
the Facilities Director. The tool officer shall receive, mark and inventory
all tools prior to being issued.
6. Tool Allotment
6.1 The Facilities Director shall establish tool allotments for each work area
within the facility, which will be the master tool inventory for each area.
Each work area shall maintain only the amount of tools required to meet
daily needs, including back-up tools.
7. Tool Marking and Color Coding
7.1 All tools will be marked by etching or stamping.
7.2 Class “A” tools will be marked with an A and a number (example A-1, A-2,
A-3, etc.).
7.3 Class “B” tools will be marked with a B and a number (example B-1, B-2,
B-3, etc.).
7.4 All Controlled items shall be marked with a C and a number (example C-
1, C-2, C-3, etc.).
8. Tool Replacement
8.1 When a tool is determined to be unusable, broken or worn out, it will be
turned over to the Facilities Director before the end of the shift,
accompanied by the Broken, Lost or Stolen Tool Report (FCJ Form
200.03-3).
8.2 In the case of a broken tool, the staff member will make a notation (in ink)
on the tool inventory sheet that the tool is broken, legibly sign his/her
name and maintain a copy of the Broken, Lost or Stolen Tool Report with
the inventory.
8.3 The Facilities Director will maintain a permanent written record of the
tool’s disposition and remove it from the master tool inventory. New tools
or replacement tools will only be added to the inventory after the Facility
Lieutenant completes the investigation and the report is reviewed and
signed by the Deputy Warden of Inmate Security.
8.4 All tools shall be disposed of in an appropriate location outside the secure
perimeter.
8.5 Replacement tools shall be issued with a new number, not the number of
the tool that is replaced.
8.6 The same number may be used when a food service utensil, e.g. ladle,
scoop, is determined to be unusable, broken or worn out, if it is replaced
with a utensil of the same size and shape. If the utensil is lost or replaced
with a different or upgraded utensil, a new number shall be issued and
the old number shall be retired.
9. Contractors and Other Non-Institutional Tools
9.1 All contractors who enter the facility shall have all their equipment
inventoried (FCJ Form 200.03-5 Contractors Inventory Form) upon entry
and exit to ensure no tools are left behind or lost. This will include a
photo(s) taken of the tools attached to the inventory sheet.
9.1.1 A camera shall be located at the visitor’s counter in the lobby.
10. Supervision of Tools
10.1 Offenders are not authorized to use class “A” tools. The area staff
member will directly supervise offenders using class “B” tools and
controlled items. All tools and controlled items will be accounted for by
the area staff member.
11. Tool Inventory
11.1 A current master tool inventory of all tools and locations of storage and
issue is to be maintained by the Facilities Director. Each tool storage
area, including toolboxes and pouches, will have an inventory of all tools
that are assigned to that area, which will remain with the tools at all times.
11.2 The Facilities Director will maintain a current master tool inventory of all
tools assigned in the facility and audit the inventory at least once
quarterly. Quarterly audits will be documented in writing. The written
audit report, with necessary comments and suggestions for
improvements, will be forwarded to the Warden.
11.3 Each tool and utensil storage area will also be checked and verified every
day at the beginning and end of the Facilities Director shift.
11.4 Each tool and utensil storage area will be checked and verified at the end
of each work period by the Facilities Director or designee. This will be
done before offenders are allowed to leave the work area. Food service
staff shall be responsible for the tool and equipment items in their area.
12. Lost Tools
12.1 If a tool is not accounted for at the end of the work period or at any other
time, the staff member will immediately notify the shift supervisor and
implement a search of the work area (FCJ SOP 200.12-Searches).
12.2 Area staff will be notified to assist in the search. Staff will detain and strip
search any offenders that may have had access to the missing tool at the
work location until a thorough search has been made.
12.3 All staff will remain in the facility until released by the shift supervisor.
12.4 If the tool is not located, the person responsible (e.g., employee,
contractor) will complete an Incident Report (FCJ Form 100.23-1) and
submit a Broken, Lost or Stolen Tool Report to the shift supervisor and
forward a copy to the Facilities Director before leaving the facility.
12.5 The Facilities Director will maintain a file listing all tools reported lost.
12.6 All tools confiscated during searches (contraband) will be checked
against this file. Identifiable and serviceable tools that are recovered will
be forwarded to the Facilities Director.
12.7 If they have already been replaced, the recovered tools will be placed in
storage and if unserviceable they will be disposed of in an appropriate
location outside the secure perimeter.
13. Tracking Broken, Lost or Stolen Tools
13.1 Any time a tool is broken, lost or stolen a tracking number shall be
assigned to that tool.
13.2 The tracking number shall be obtained from the Facilities Director.
Should there be no Facilities Director on duty, contact the shift supervisor
for the tracking number.
14. Personal Tools
14.1 Personal tools of any type are not authorized inside the facility. If such
tools are required for a job assignment, the tool(s) will be purchased,
etched, issued and inventoried in the same manner as all other tools.
15. All Other Equipment
15.1 All other equipment within the facility shall be inventoried and maintained
by the Deputy Warden of Security Services or his designee.
16. Building Supplies
16.1 The Warden or his designee shall appoint a warehouse officer/supervisor
to ensure that all supplies are ordered and on hand in accordance with
this policy.
16.2 All building supplies shall be stored in bulk in the warehouse and shall be
inventoried by the warehouse officer.
16.3 Inventory of the warehouse shall be kept in a visible area. No supplies
are to be removed from the warehouse without the proper paperwork.
16.4 Staff shall complete and sign a Supply Request Form (FCJ Form 300.13-
1) when supplies are needed.
16.4.1 Supply Request Forms shall be turned into the third (3rd) shift
supervisor.
16.5 Supplies shall be restocked on third (3rd) shift by the Float Officers.
16.5.1 Inmates may be used to assist the Float Officer.
16.6 When supplies are needed for the warehouse, the warehouse
officer/supervisor shall complete a requisition order in MUNIS.
16.7 At no time shall staff remove any supplies from the facility without
authorization from the Warden.
16.8 Staff shall be responsible for the inventory of supplies in their area and
submit a Supply Request Form in a timely fashion prior to the supplies
running out.
ATTACHMENTS
FCJ Form 200.03-1 Tool Issue Log
FCJ Form 200.03-2 Tool Box/Pouch Inventory
FCJ Form 200.03-3 Broken, Lost, or Stolen Tool Report
FCJ Form 200.03-4 Supplies Needed Form
FCJ Form 200.03-5 Contractor’s Inventory Form
FCJ Form 300.12-2 – Revised 10/16/14
APPENDIX – D
Franklin County Jail
Haircut Sign-up Sheet
Unit Officer: ___________ Housing Unit: __________ Date:____________
Last Name First Name Cell Signature B H HB
TOTALS
Best Hours of Operation for Barber: 7:30AM-11:30AM, 12:30PM-4:30PM, and 6-9PM
*THIS FORM MUST STAY AT THE OFFICER’S STATION – OFC MUST VERIFY NAME OF INMATE WHEN SIGNING AND INITIAL.
APPENDIX – E
PROPOSAL FORM AND AUTHORIZED SIGNATURE
Having examined the attached specifications and understanding the same, the undersigned
proposes the following to furnish and comply with all the said specifications for the sum of:
$ ____________ PER HAIRCUT
$ ____________ PER BEARD ONLY CUT
$_____________PER HAIR AND BEARD CUT
Vendor Name:
_______________________________________________
Name (typed):
Date: _______________________________________________
Email Address: ______________________________________________
Telephone #: ______________________________________________
APPENDIX – F
REFERENCES
NAME: _________________________________________________________
ADDRESS: ______________________________________________________
PHONE: __________________________________________________________
EMAIL: __________________________________________________________
NAME: _________________________________________________________
ADDRESS: ______________________________________________________
PHONE: __________________________________________________________
EMAIL: __________________________________________________________
NAME: _________________________________________________________
ADDRESS: ______________________________________________________
PHONE: __________________________________________________________
EMAIL: __________________________________________________________
APPENDIX - G
W-9
Form W-9
(Rev. March 2024)
Request for Taxpayer
Identification Number and Certification
Department of the Treasury
Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.
Give form to the
requester. Do not
send to the IRS.
Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.
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1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded
entity’s name on line 2.)
2 Business name/disregarded entity name, if different from above.
3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check
only one of the following seven boxes.
Individual/sole proprietor C corporation S corporation Partnership Trust/estate
LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) . . . .
Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax
classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate
box for the tax classification of its owner.
Other (see instructions)
3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification,
and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check
this box if you have any foreign partners, owners, or beneficiaries. See instructions . . . . . . . . .
4 Exemptions (codes apply only to
certain entities, not individuals;
see instructions on page 3):
Exempt payee code (if any)
Exemption from Foreign Account Tax
Compliance Act (FATCA) reporting
code (if any)
(Applies to accounts maintained
outside the United States.)
5 Address (number, street, and apt. or suite no.). See instructions.
6 City, state, and ZIP code
Requester’s name and address (optional)
7 List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN, later.
Note: If the account is in more than one name, see the instructions for line 1. See also What Name and
Number To Give the Requester for guidelines on whose number to enter.
Social security number
– –
or
Employer identification number
–
Part II Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
Sign
Here
Signature of
U.S. person Date
General Instructions
Section references are to the Internal Revenue Code unless otherwise
noted.
Future developments. For the latest information about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go to www.irs.gov/FormW9.
What’s New
Line 3a has been modified to clarify how a disregarded entity completes
this line. An LLC that is a disregarded entity should check the
appropriate box for the tax classification of its owner. Otherwise, it
should check the “LLC” box and enter its appropriate tax classification.
New line 3b has been added to this form. A flow-through entity is
required to complete this line to indicate that it has direct or indirect
foreign partners, owners, or beneficiaries when it provides the Form W-9
to another flow-through entity in which it has an ownership interest. This
change is intended to provide a flow-through entity with information
regarding the status of its indirect foreign partners, owners, or
beneficiaries, so that it can satisfy any applicable reporting
requirements. For example, a partnership that has any indirect foreign
partners may be required to complete Schedules K-2 and K-3. See the
Partnership Instructions for Schedules K-2 and K-3 (Form 1065).
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS is giving you this form because they
Cat. No. 10231X Form W-9 (Rev. 3-2024)
Form W-9 (Rev. 3-2024)Page 2
must obtain your correct taxpayer identification number (TIN), which
may be your social security number (SSN), individual taxpayer
identification number (ITIN), adoption taxpayer identification number
(ATIN), or employer identification number (EIN), to report on an
information return the amount paid to you, or other amount reportable
on an information return. Examples of information returns include, but
are not limited to, the following.
• Form 1099-INT (interest earned or paid).
• Form 1099-DIV (dividends, including those from stocks or mutual
funds).
• Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds).
• Form 1099-NEC (nonemployee compensation).
• Form 1099-B (stock or mutual fund sales and certain other
transactions by brokers).
• Form 1099-S (proceeds from real estate transactions).
• Form 1099-K (merchant card and third-party network transactions).
• Form 1098 (home mortgage interest), 1098-E (student loan interest),
and 1098-T (tuition).
• Form 1099-C (canceled debt).
• Form 1099-A (acquisition or abandonment of secured property).
Use Form W-9 only if you are a U.S. person (including a resident
alien), to provide your correct TIN.
Caution: If you don’t return Form W-9 to the requester with a TIN, you
might be subject to backup withholding. See What is backup
withholding, later.
By signing the filled-out form, you:
1. Certify that the TIN you are giving is correct (or you are waiting for a
number to be issued);
2. Certify that you are not subject to backup withholding; or
3. Claim exemption from backup withholding if you are a U.S. exempt
payee; and
4. Certify to your non-foreign status for purposes of withholding under
chapter 3 or 4 of the Code (if applicable); and
5. Certify that FATCA code(s) entered on this form (if any) indicating
that you are exempt from the FATCA reporting is correct. See What Is
FATCA Reporting, later, for further information.
Note: If you are a U.S. person and a requester gives you a form other
than Form W-9 to request your TIN, you must use the requester’s form if
it is substantially similar to this Form W-9.
Definition of a U.S. person. For federal tax purposes, you are
considered a U.S. person if you are:
• An individual who is a U.S. citizen or U.S. resident alien;
• A partnership, corporation, company, or association created or
organized in the United States or under the laws of the United States;
• An estate (other than a foreign estate); or
• A domestic trust (as defined in Regulations section 301.7701-7).
Establishing U.S. status for purposes of chapter 3 and chapter 4
withholding. Payments made to foreign persons, including certain
distributions, allocations of income, or transfers of sales proceeds, may
be subject to withholding under chapter 3 or chapter 4 of the Code
(sections 1441–1474). Under those rules, if a Form W-9 or other
certification of non-foreign status has not been received, a withholding
agent, transferee, or partnership (payor) generally applies presumption
rules that may require the payor to withhold applicable tax from the
recipient, owner, transferor, or partner (payee). See Pub. 515,
Withholding of Tax on Nonresident Aliens and Foreign Entities.
The following persons must provide Form W-9 to the payor for
purposes of establishing its non-foreign status.
• In the case of a disregarded entity with a U.S. owner, the U.S. owner
of the disregarded entity and not the disregarded entity.
• In the case of a grantor trust with a U.S. grantor or other U.S. owner,
generally, the U.S. grantor or other U.S. owner of the grantor trust and
not the grantor trust.
• In the case of a U.S. trust (other than a grantor trust), the U.S. trust
and not the beneficiaries of the trust.
See Pub. 515 for more information on providing a Form W-9 or a
certification of non-foreign status to avoid withholding.
Foreign person. If you are a foreign person or the U.S. branch of a
foreign bank that has elected to be treated as a U.S. person (under
Regulations section 1.1441-1(b)(2)(iv) or other applicable section for
chapter 3 or 4 purposes), do not use Form W-9. Instead, use the
appropriate Form W-8 or Form 8233 (see Pub. 515). If you are a
qualified foreign pension fund under Regulations section 1.897(l)-1(d), or
a partnership that is wholly owned by qualified foreign pension funds,
that is treated as a non-foreign person for purposes of section 1445
withholding, do not use Form W-9. Instead, use Form W-8EXP (or other
certification of non-foreign status).
Nonresident alien who becomes a resident alien. Generally, only a
nonresident alien individual may use the terms of a tax treaty to reduce
or eliminate U.S. tax on certain types of income. However, most tax
treaties contain a provision known as a saving clause. Exceptions
specified in the saving clause may permit an exemption from tax to
continue for certain types of income even after the payee has otherwise
become a U.S. resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an exception
contained in the saving clause of a tax treaty to claim an exemption
from U.S. tax on certain types of income, you must attach a statement
to Form W-9 that specifies the following five items.
1. The treaty country. Generally, this must be the same treaty under
which you claimed exemption from tax as a nonresident alien.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that contains the
saving clause and its exceptions.
4. The type and amount of income that qualifies for the exemption
from tax.
5. Sufficient facts to justify the exemption from tax under the terms of
the treaty article.
Example. Article 20 of the U.S.-China income tax treaty allows an
exemption from tax for scholarship income received by a Chinese
student temporarily present in the United States. Under U.S. law, this
student will become a resident alien for tax purposes if their stay in the
United States exceeds 5 calendar years. However, paragraph 2 of the
first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the
provisions of Article 20 to continue to apply even after the Chinese
student becomes a resident alien of the United States. A Chinese
student who qualifies for this exception (under paragraph 2 of the first
Protocol) and is relying on this exception to claim an exemption from tax
on their scholarship or fellowship income would attach to Form W-9 a
statement that includes the information described above to support that
exemption.
If you are a nonresident alien or a foreign entity, give the requester the
appropriate completed Form W-8 or Form 8233.
Backup Withholding
What is backup withholding? Persons making certain payments to you
must under certain conditions withhold and pay to the IRS 24% of such
payments. This is called “backup withholding.” Payments that may be
subject to backup withholding include, but are not limited to, interest,
tax-exempt interest, dividends, broker and barter exchange
transactions, rents, royalties, nonemployee pay, payments made in
settlement of payment card and third-party network transactions, and
certain payments from fishing boat operators. Real estate transactions
are not subject to backup withholding.
You will not be subject to backup withholding on payments you receive
if you give the requester your correct TIN, make the proper certifications,
and report all your taxable interest and dividends on your tax return.
Payments you receive will be subject to backup withholding if:
1. You do not furnish your TIN to the requester;
2. You do not certify your TIN when required (see the instructions for
Part II for details);
3. The IRS tells the requester that you furnished an incorrect TIN;
4. The IRS tells you that you are subject to backup withholding
because you did not report all your interest and dividends on your tax
return (for reportable interest and dividends only); or
5. You do not certify to the requester that you are not subject to
backup withholding, as described in item 4 under “By signing the filled-
out form” above (for reportable interest and dividend accounts opened
after 1983 only).
Form W-9 (Rev. 3-2024)Page 3
Certain payees and payments are exempt from backup withholding.
See Exempt payee code, later, and the separate Instructions for the
Requester of Form W-9 for more information.
See also Establishing U.S. status for purposes of chapter 3 and
chapter 4 withholding, earlier.
What Is FATCA Reporting?
The Foreign Account Tax Compliance Act (FATCA) requires a
participating foreign financial institution to report all U.S. account
holders that are specified U.S. persons. Certain payees are exempt from
FATCA reporting. See Exemption from FATCA reporting code, later, and
the Instructions for the Requester of Form W-9 for more information.
Updating Your Information
You must provide updated information to any person to whom you
claimed to be an exempt payee if you are no longer an exempt payee
and anticipate receiving reportable payments in the future from this
person. For example, you may need to provide updated information if
you are a C corporation that elects to be an S corporation, or if you are
no longer tax exempt. In addition, you must furnish a new Form W-9 if
the name or TIN changes for the account, for example, if the grantor of a
grantor trust dies.
Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a
requester, you are subject to a penalty of $50 for each such failure
unless your failure is due to reasonable cause and not to willful neglect.
Civil penalty for false information with respect to withholding. If you
make a false statement with no reasonable basis that results in no
backup withholding, you are subject to a $500 penalty.
Criminal penalty for falsifying information. Willfully falsifying
certifications or affirmations may subject you to criminal penalties
including fines and/or imprisonment.
Misuse of TINs. If the requester discloses or uses TINs in violation of
federal law, the requester may be subject to civil and criminal penalties.
Specific Instructions
Line 1
You must enter one of the following on this line; do not leave this line
blank. The name should match the name on your tax return.
If this Form W-9 is for a joint account (other than an account
maintained by a foreign financial institution (FFI)), list first, and then
circle, the name of the person or entity whose number you entered in
Part I of Form W-9. If you are providing Form W-9 to an FFI to document
a joint account, each holder of the account that is a U.S. person must
provide a Form W-9.
• Individual. Generally, enter the name shown on your tax return. If you
have changed your last name without informing the Social Security
Administration (SSA) of the name change, enter your first name, the last
name as shown on your social security card, and your new last name.
Note for ITIN applicant: Enter your individual name as it was entered
on your Form W-7 application, line 1a. This should also be the same as
the name you entered on the Form 1040 you filed with your application.
• Sole proprietor. Enter your individual name as shown on your Form
1040 on line 1. Enter your business, trade, or “doing business as” (DBA)
name on line 2.
• Partnership, C corporation, S corporation, or LLC, other than a
disregarded entity. Enter the entity’s name as shown on the entity’s tax
return on line 1 and any business, trade, or DBA name on line 2.
• Other entities. Enter your name as shown on required U.S. federal tax
documents on line 1. This name should match the name shown on the
charter or other legal document creating the entity. Enter any business,
trade, or DBA name on line 2.
• Disregarded entity. In general, a business entity that has a single
owner, including an LLC, and is not a corporation, is disregarded as an
entity separate from its owner (a disregarded entity). See Regulations
section 301.7701-2(c)(2). A disregarded entity should check the
appropriate box for the tax classification of its owner. Enter the owner’s
name on line 1. The name of the owner entered on line 1 should never
be a disregarded entity. The name on line 1 should be the name shown
on the income tax return on which the income should be reported. For
example, if a foreign LLC that is treated as a disregarded entity for U.S.
federal tax purposes has a single owner that is a U.S. person, the U.S.
owner’s name is required to be provided on line 1. If the direct owner of
the entity is also a disregarded entity, enter the first owner that is not
disregarded for federal tax purposes. Enter the disregarded entity’s
name on line 2. If the owner of the disregarded entity is a foreign person,
the owner must complete an appropriate Form W-8 instead of a Form
W-9. This is the case even if the foreign person has a U.S. TIN.
Line 2
If you have a business name, trade name, DBA name, or disregarded
entity name, enter it on line 2.
Line 3a
Check the appropriate box on line 3a for the U.S. federal tax
classification of the person whose name is entered on line 1. Check only
one box on line 3a.
IF the entity/individual on line 1
is a(n) . . .
THEN check the box for . . .
• Corporation Corporation.
• Individual or
• Sole proprietorship
Individual/sole proprietor.
• LLC classified as a partnership
for U.S. federal tax purposes or
• LLC that has filed Form 8832 or
2553 electing to be taxed as a
corporation
Limited liability company and
enter the appropriate tax
classification:
P = Partnership,
C = C corporation, or
S = S corporation.
• Partnership Partnership.
• Trust/estate Trust/estate.
Line 3b
Check this box if you are a partnership (including an LLC classified as a
partnership for U.S. federal tax purposes), trust, or estate that has any
foreign partners, owners, or beneficiaries, and you are providing this
form to a partnership, trust, or estate, in which you have an ownership
interest. You must check the box on line 3b if you receive a Form W-8
(or documentary evidence) from any partner, owner, or beneficiary
establishing foreign status or if you receive a Form W-9 from any
partner, owner, or beneficiary that has checked the box on line 3b.
Note: A partnership that provides a Form W-9 and checks box 3b may
be required to complete Schedules K-2 and K-3 (Form 1065). For more
information, see the Partnership Instructions for Schedules K-2 and K-3
(Form 1065).
If you are required to complete line 3b but fail to do so, you may not
receive the information necessary to file a correct information return with
the IRS or furnish a correct payee statement to your partners or
beneficiaries. See, for example, sections 6698, 6722, and 6724 for
penalties that may apply.
Line 4 Exemptions
If you are exempt from backup withholding and/or FATCA reporting,
enter in the appropriate space on line 4 any code(s) that may apply to
you.
Exempt payee code.
• Generally, individuals (including sole proprietors) are not exempt from
backup withholding.
• Except as provided below, corporations are exempt from backup
withholding for certain payments, including interest and dividends.
• Corporations are not exempt from backup withholding for payments
made in settlement of payment card or third-party network transactions.
• Corporations are not exempt from backup withholding with respect to
attorneys’ fees or gross proceeds paid to attorneys, and corporations
that provide medical or health care services are not exempt with respect
to payments reportable on Form 1099-MISC.
The following codes identify payees that are exempt from backup
withholding. Enter the appropriate code in the space on line 4.
1—An organization exempt from tax under section 501(a), any IRA, or
a custodial account under section 403(b)(7) if the account satisfies the
requirements of section 401(f)(2).
Form W-9 (Rev. 3-2024)Page 4
2—The United States or any of its agencies or instrumentalities.
3—A state, the District of Columbia, a U.S. commonwealth or territory,
or any of their political subdivisions or instrumentalities.
4—A foreign government or any of its political subdivisions, agencies,
or instrumentalities.
5—A corporation.
6—A dealer in securities or commodities required to register in the
United States, the District of Columbia, or a U.S. commonwealth or
territory.
7—A futures commission merchant registered with the Commodity
Futures Trading Commission.
8—A real estate investment trust.
9—An entity registered at all times during the tax year under the
Investment Company Act of 1940.
10—A common trust fund operated by a bank under section 584(a).
11—A financial institution as defined under section 581.
12—A middleman known in the investment community as a nominee or
custodian.
13—A trust exempt from tax under section 664 or described in section
4947.
The following chart shows types of payments that may be exempt
from backup withholding. The chart applies to the exempt payees listed
above, 1 through 13.
IF the payment is for . . .THEN the payment is exempt
for . . .
• Interest and dividend payments All exempt payees except
for 7.
• Broker transactions Exempt payees 1 through 4 and 6
through 11 and all C corporations.
S corporations must not enter an
exempt payee code because they
are exempt only for sales of
noncovered securities acquired
prior to 2012.
• Barter exchange transactions
and patronage dividends
Exempt payees 1 through 4.
• Payments over $600 required to
be reported and direct sales over
$5,0001
Generally, exempt payees
1 through 5.2
• Payments made in settlement of
payment card or third-party
network transactions
Exempt payees 1 through 4.
1 See Form 1099-MISC, Miscellaneous Information, and its instructions.
2 However, the following payments made to a corporation and
reportable on Form 1099-MISC are not exempt from backup
withholding: medical and health care payments, attorneys’ fees, gross
proceeds paid to an attorney reportable under section 6045(f), and
payments for services paid by a federal executive agency.
Exemption from FATCA reporting code. The following codes identify
payees that are exempt from reporting under FATCA. These codes
apply to persons submitting this form for accounts maintained outside
of the United States by certain foreign financial institutions. Therefore, if
you are only submitting this form for an account you hold in the United
States, you may leave this field blank. Consult with the person
requesting this form if you are uncertain if the financial institution is
subject to these requirements. A requester may indicate that a code is
not required by providing you with a Form W-9 with “Not Applicable” (or
any similar indication) entered on the line for a FATCA exemption code.
A—An organization exempt from tax under section 501(a) or any
individual retirement plan as defined in section 7701(a)(37).
B—The United States or any of its agencies or instrumentalities.
C—A state, the District of Columbia, a U.S. commonwealth or
territory, or any of their political subdivisions or instrumentalities.
D—A corporation the stock of which is regularly traded on one or
more established securities markets, as described in Regulations
section 1.1472-1(c)(1)(i).
E—A corporation that is a member of the same expanded affiliated
group as a corporation described in Regulations section 1.1472-1(c)(1)(i).
F—A dealer in securities, commodities, or derivative financial
instruments (including notional principal contracts, futures, forwards,
and options) that is registered as such under the laws of the United
States or any state.
G—A real estate investment trust.
H—A regulated investment company as defined in section 851 or an
entity registered at all times during the tax year under the Investment
Company Act of 1940.
I—A common trust fund as defined in section 584(a).
J—A bank as defined in section 581.
K—A broker.
L—A trust exempt from tax under section 664 or described in section
4947(a)(1).
M—A tax-exempt trust under a section 403(b) plan or section 457(g)
plan.
Note: You may wish to consult with the financial institution requesting
this form to determine whether the FATCA code and/or exempt payee
code should be completed.
Line 5
Enter your address (number, street, and apartment or suite number).
This is where the requester of this Form W-9 will mail your information
returns. If this address differs from the one the requester already has on
file, enter “NEW” at the top. If a new address is provided, there is still a
chance the old address will be used until the payor changes your
address in their records.
Line 6
Enter your city, state, and ZIP code.
Part I. Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. If you are a resident alien and
you do not have, and are not eligible to get, an SSN, your TIN is your
IRS ITIN. Enter it in the entry space for the Social security number. If you
do not have an ITIN, see How to get a TIN below.
If you are a sole proprietor and you have an EIN, you may enter either
your SSN or EIN.
If you are a single-member LLC that is disregarded as an entity
separate from its owner, enter the owner’s SSN (or EIN, if the owner has
one). If the LLC is classified as a corporation or partnership, enter the
entity’s EIN.
Note: See What Name and Number To Give the Requester, later, for
further clarification of name and TIN combinations.
How to get a TIN. If you do not have a TIN, apply for one immediately.
To apply for an SSN, get Form SS-5, Application for a Social Security
Card, from your local SSA office or get this form online at
www.SSA.gov. You may also get this form by calling 800-772-1213. Use
Form W-7, Application for IRS Individual Taxpayer Identification
Number, to apply for an ITIN, or Form SS-4, Application for Employer
Identification Number, to apply for an EIN. You can apply for an EIN
online by accessing the IRS website at www.irs.gov/EIN. Go to
www.irs.gov/Forms to view, download, or print Form W-7 and/or Form
SS-4. Or, you can go to www.irs.gov/OrderForms to place an order and
have Form W-7 and/or Form SS-4 mailed to you within 15 business
days.
If you are asked to complete Form W-9 but do not have a TIN, apply
for a TIN and enter “Applied For” in the space for the TIN, sign and date
the form, and give it to the requester. For interest and dividend
payments, and certain payments made with respect to readily tradable
instruments, you will generally have 60 days to get a TIN and give it to
the requester before you are subject to backup withholding on
payments. The 60-day rule does not apply to other types of payments.
You will be subject to backup withholding on all such payments until
you provide your TIN to the requester.
Note: Entering “Applied For” means that you have already applied for a
TIN or that you intend to apply for one soon. See also Establishing U.S.
status for purposes of chapter 3 and chapter 4 withholding, earlier, for
when you may instead be subject to withholding under chapter 3 or 4 of
the Code.
Caution: A disregarded U.S. entity that has a foreign owner must use
the appropriate Form W-8.
Form W-9 (Rev. 3-2024)Page 5
Part II. Certification
To establish to the withholding agent that you are a U.S. person, or
resident alien, sign Form W-9. You may be requested to sign by the
withholding agent even if item 1, 4, or 5 below indicates otherwise.
For a joint account, only the person whose TIN is shown in Part I
should sign (when required). In the case of a disregarded entity, the
person identified on line 1 must sign. Exempt payees, see Exempt payee
code, earlier.
Signature requirements. Complete the certification as indicated in
items 1 through 5 below.
1. Interest, dividend, and barter exchange accounts opened
before 1984 and broker accounts considered active during 1983.
You must give your correct TIN, but you do not have to sign the
certification.
2. Interest, dividend, broker, and barter exchange accounts
opened after 1983 and broker accounts considered inactive during
1983. You must sign the certification or backup withholding will apply. If
you are subject to backup withholding and you are merely providing
your correct TIN to the requester, you must cross out item 2 in the
certification before signing the form.
3. Real estate transactions. You must sign the certification. You may
cross out item 2 of the certification.
4. Other payments. You must give your correct TIN, but you do not
have to sign the certification unless you have been notified that you
have previously given an incorrect TIN. “Other payments” include
payments made in the course of the requester’s trade or business for
rents, royalties, goods (other than bills for merchandise), medical and
health care services (including payments to corporations), payments to
a nonemployee for services, payments made in settlement of payment
card and third-party network transactions, payments to certain fishing
boat crew members and fishermen, and gross proceeds paid to
attorneys (including payments to corporations).
5. Mortgage interest paid by you, acquisition or abandonment of
secured property, cancellation of debt, qualified tuition program
payments (under section 529), ABLE accounts (under section 529A),
IRA, Coverdell ESA, Archer MSA or HSA contributions or
distributions, and pension distributions. You must give your correct
TIN, but you do not have to sign the certification.
What Name and Number To Give the Requester
For this type of account:Give name and SSN of:
1. Individual The individual
2. Two or more individuals (joint account)
other than an account maintained by
an FFI
The actual owner of the account or,
if combined funds, the first individual
on the account1
3. Two or more U.S. persons
(joint account maintained by an FFI)
Each holder of the account
4. Custodial account of a minor
(Uniform Gift to Minors Act)
The minor2
5. a. The usual revocable savings trust
(grantor is also trustee)
The grantor-trustee1
b. So-called trust account that is not
a legal or valid trust under state law
The actual owner1
6. Sole proprietorship or disregarded
entity owned by an individual
The owner3
7. Grantor trust filing under Optional
Filing Method 1 (see Regulations
section 1.671-4(b)(2)(i)(A))**
The grantor*
For this type of account:Give name and EIN of:
8. Disregarded entity not owned by an
individual
The owner
9. A valid trust, estate, or pension trust Legal entity4
10. Corporation or LLC electing corporate
status on Form 8832 or Form 2553
The corporation
11. Association, club, religious, charitable,
educational, or other tax-exempt
organization
The organization
12. Partnership or multi-member LLC The partnership
13. A broker or registered nominee The broker or nominee
14. Account with the Department of
Agriculture in the name of a public
entity (such as a state or local
government, school district, or prison)
that receives agricultural program
payments
The public entity
15. Grantor trust filing Form 1041 or
under the Optional Filing Method 2,
requiring Form 1099 (see Regulations
section 1.671-4(b)(2)(i)(B))**
The trust
1 List first and circle the name of the person whose number you furnish.
If only one person on a joint account has an SSN, that person’s number
must be furnished.
2 Circle the minor’s name and furnish the minor’s SSN.
3 You must show your individual name on line 1, and enter your business
or DBA name, if any, on line 2. You may use either your SSN or EIN (if
you have one), but the IRS encourages you to use your SSN.
4 List first and circle the name of the trust, estate, or pension trust. (Do
not furnish the TIN of the personal representative or trustee unless the
legal entity itself is not designated in the account title.)
* Note: The grantor must also provide a Form W-9 to the trustee of the
trust.
** For more information on optional filing methods for grantor trusts, see
the Instructions for Form 1041.
Note: If no name is circled when more than one name is listed, the
number will be considered to be that of the first name listed.
Secure Your Tax Records From Identity Theft
Identity theft occurs when someone uses your personal information,
such as your name, SSN, or other identifying information, without your
permission to commit fraud or other crimes. An identity thief may use
your SSN to get a job or may file a tax return using your SSN to receive
a refund.
To reduce your risk:
• Protect your SSN,
• Ensure your employer is protecting your SSN, and
• Be careful when choosing a tax return preparer.
If your tax records are affected by identity theft and you receive a
notice from the IRS, respond right away to the name and phone number
printed on the IRS notice or letter.
If your tax records are not currently affected by identity theft but you
think you are at risk due to a lost or stolen purse or wallet, questionable
credit card activity, or a questionable credit report, contact the IRS
Identity Theft Hotline at 800-908-4490 or submit Form 14039.
For more information, see Pub. 5027, Identity Theft Information for
Taxpayers.
Form W-9 (Rev. 3-2024)Page 6
Victims of identity theft who are experiencing economic harm or a
systemic problem, or are seeking help in resolving tax problems that
have not been resolved through normal channels, may be eligible for
Taxpayer Advocate Service (TAS) assistance. You can reach TAS by
calling the TAS toll-free case intake line at 877-777-4778 or TTY/TDD
800-829-4059.
Protect yourself from suspicious emails or phishing schemes.
Phishing is the creation and use of email and websites designed to
mimic legitimate business emails and websites. The most common act
is sending an email to a user falsely claiming to be an established
legitimate enterprise in an attempt to scam the user into surrendering
private information that will be used for identity theft.
The IRS does not initiate contacts with taxpayers via emails. Also, the
IRS does not request personal detailed information through email or ask
taxpayers for the PIN numbers, passwords, or similar secret access
information for their credit card, bank, or other financial accounts.
If you receive an unsolicited email claiming to be from the IRS,
forward this message to phishing@irs.gov. You may also report misuse
of the IRS name, logo, or other IRS property to the Treasury Inspector
General for Tax Administration (TIGTA) at 800-366-4484. You can
forward suspicious emails to the Federal Trade Commission at
spam@uce.gov or report them at www.ftc.gov/complaint. You can
contact the FTC at www.ftc.gov/idtheft or 877-IDTHEFT (877-438-4338).
If you have been the victim of identity theft, see www.IdentityTheft.gov
and Pub. 5027.
Go to www.irs.gov/IdentityTheft to learn more about identity theft and
how to reduce your risk.
Privacy Act Notice
Section 6109 of the Internal Revenue Code requires you to provide your
correct TIN to persons (including federal agencies) who are required to
file information returns with the IRS to report interest, dividends, or
certain other income paid to you; mortgage interest you paid; the
acquisition or abandonment of secured property; the cancellation of
debt; or contributions you made to an IRA, Archer MSA, or HSA. The
person collecting this form uses the information on the form to file
information returns with the IRS, reporting the above information.
Routine uses of this information include giving it to the Department of
Justice for civil and criminal litigation and to cities, states, the District of
Columbia, and U.S. commonwealths and territories for use in
administering their laws. The information may also be disclosed to other
countries under a treaty, to federal and state agencies to enforce civil
and criminal laws, or to federal law enforcement and intelligence
agencies to combat terrorism. You must provide your TIN whether or not
you are required to file a tax return. Under section 3406, payors must
generally withhold a percentage of taxable interest, dividends, and
certain other payments to a payee who does not give a TIN to the payor.
Certain penalties may also apply for providing false or fraudulent
information.
APPENDIX – H
COUNTY OF FRANKLIN SERVICE A GREEMENT
1
COUNTY OF FRANKLIN SERVICE AGREEMENT
THIS AGREEMENT made and entered into this ___ day of ___________, by and
between the COUNTY OF FRANKLIN, a fourth class county organized and existing under
the laws of the Commonwealth of Pennsylvania, with a principal address of 272 North 2nd
Street, Chambersburg, PA 17201 (hereinafter the "COUNTY") and
_______________________, a(n) _________________ (hereinafter "CONTRACTOR") with a
principal address of ____________________________________________________.
WHEREAS, the COUNTY requires barber services for inmates of the Franklin County
Jail; and
WHEREAS, CONTRACTOR has presented an acceptable proposal to COUNTY and
is desirous of providing the services to the COUNTY in accordance with the terms and
conditions of this SERVICE AGREEMENT (hereinafter "AGREEMENT"); and
WHEREAS, the Board of Commissioners of Franklin County by majority vote at a
regularly scheduled meeting, approved CONTRACTOR to provide the SERVICES.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as
follows:
1. RECITALS
The above recitals are incorporated herein by reference thereto and made a part of
this AGREEMENT.
2. TERM
The term of this AGREEMENT shall commence January 1, 2027 and remain in effect
for the Fiscal Years 2027 and 2028. The COUNTY shall have the option to renew this
AGREEMENT under the same terms and conditions for up to two (2) additional
terms of (1) one year.
3. INCORPORATION OF PROPOSAL
The CONTRACTOR shall supply all work and comply with all requirements of its
Proposal RFP 2026232-01 dated ____________________ ("the PROPOSAL") marked
as Exhibit A and incorporated as though set forth fully herein. To the extent that
any terms of the PROPOSAL conflict with the terms of the AGREEMENT, the
AGREEMENT shall bind the parties, unless otherwise mutually agreed in writing.
2
4. SCOPE OF SERVICES
The CONTRACTOR's responsibility under this AGREEMENT is to provide
SERVICES as set forth in the PROPOSAL See Exhibit A.
5. COUNTY RESPONSIBILITIES
COUNTY shall provide all information and approvals required by CONTRACTOR
in a manner that is timely and that will not unnecessarily delay the approval
process.
6. GENERAL STANDARDS
The CONTRACTOR shall perform all SERVICES in accordance with the generally
accepted standards and practices used in the profession. The CONTRACTOR
shall render diligently and competently all SERVICES, with due consideration
given to applicable laws and regulations. The enumeration of specific duties
and obligations to be performed by the CONTRACTOR hereunder shall not be
construed to limit the general ethical requirements in the undertakings of the
CONTRACTOR.
7. INFORMATION/ ASSISTANCE PROVIDED BY COUNTY
COUNTY will provide the following information and assistance to the
CONTRACTOR:
A. The COUNTY will designate a person to act as its representative with
respect to the SERVICES to be rendered under this AGREEMENT. Such
person shall have complete authority to transmit instructions and receive
information pertaining to CONTRACTOR's SERVICES.
8. SCHEDULE/ TIME FOR PERFORMANCE OF SERVICES
CONTRACTOR and the COUNTY shall mutually establish the schedule of
SERVICES.
9. TERMS OF PAYMENT TO CONTRACTOR
A. The COUNTY shall pay the CONTRACTOR as set forth in Exhibit A, which
is attached and incorporated by reference as though set forth fully
herein.
3
B. Invoices are due upon presentation and shall be considered past-due if not paid
within forty-five (45) days of the invoice date. If payment is not received by the
COUNTY within forty-five (45) days of the invoice date, the COUNTY shall pay as
interest at the legal rate of interest of the past due amount. Payment thereafter
shall first be applied to accrued interest and then to the unpaid principal.
C. If the COUNTY objects to any portion of an invoice, the COUNTY shall so notify the
CONTRACTOR in writing within twenty (20) days of receipt of the invoice. The
COUNTY shall identify the specific cause of the disagreement and shall pay when
due that portion of the invoice not in dispute. Interest as stated above shall be
paid by the COUNTY on all disputed invoiced amounts resolved in the
CONTRACTOR's favor and unpaid for more than forty-five (45) days after date of
the notice of the dispute.
10. INDEPENDENT CONTRACTORS
Any SERVICES provided by the CONTRACTOR or its consultants under this
AGREEMENT are provided as independent contractors. Nothing in this AGREEMENT
shall be considered to create the relationship of employer and employee between
the parties. All persons engaged in any of the SERVICES performed pursuant to this
AGREEMENT shall at all times and places be subject to the CONTRACTOR's sole
direction, supervision, and control. The CONTRACTOR shall exercise control over
the means and manner in which it, its employees and consultants, and consultants
perform the SERVICES. The CONTRACTOR does not have the power or authority to
bind the COUNTY in any promise, agreement, or representation unless expressly
provided written agreement to do so.
11. AUTHORITY TO PRACTICE/ LICENSES
The CONTRACTOR hereby represents and warrants that it has and will continue to
maintain all licenses and approvals required to conduct its business and to provide
the SERVICES as required pursuant to this AGREEMENT.
12. MISCELLANEOUS
The CONTRACTOR agrees to comply with and observe all the applicable rules and
regulations pertaining to the facility, attached as Exhibit B and incorporated by
reference herein.
4
13. TERMINATION
A. The COUNTY shall have the right to terminate this AGREEMENT at any time
and for any reason, which termination shall be effective upon the COUNTY
providing written notice to the CONTRACTOR. In the event that the
COUNTY elects to terminate this AGREEMENT prior to CONTRACTOR's
performance of the SERVICES required hereunder the CONTRACTOR shall
be compensated for all SERVICES satisfactorily completed in an amount
proportionate to services actually provided by CONTRACTOR.
B. The CONTRACTOR shall have the right to terminate this AGREEMENT in the
event of substantial failure of COUNTY to perform in accordance with the terms
hereof through no fault of the CONTRACTOR. As a condition precedent to the
CONTRACTOR's ability to terminate the AGREEMENT, the CONTRACTOR shall
have provided the COUNTY with written notice of the delinquency and provided
the COUNTY with sixty (60) days in which to cure the delinquency. If the
CONTRACTOR terminates the AGREEMENT after meeting all conditions
precedent, the CONTRACTOR shall be compensated for all SERVICES
satisfactorily completed in an amount proportionate to the SERVICES actually
provided by CONTRACTOR.
14. INDEMNIFICATION
A. The CONTRACTOR and its consultants shall release, hold harmless, and
indemnify the COUNTY, if officers, elected officials, agents, representatives,
and employees acting within the scope of their official duties from and
against damages, costs, and expenses (including reasonable attorneys' fees)
to the extent caused by the negligent acts, errors, or omissions of the
CONTRACTOR, its employees, consultants, agents, servants, and/or anyone
acting under the CONTRACTOR's control and/or the CONTRACTOR's
direction, in the performance of the requirements of this AGREEMENT. The
CONTRACTOR shall defend any lawsuit commenced against the COUNTY
and shall pay any judgments and costs connected with such proceedings
which are based upon the negligent acts or omissions of the CONTRACTOR
or its consultants.
15. INSURANCE
Prior to and during the performance of any SERVICES covered by this
5
AGREEMENT, CONTRACTOR shall provide the COUNTY in a form reasonably
acceptable to the Risk Manager and County Solicitor, evidence that it has
obtained and maintains in full force and effect during the term of this
AGREEMENT the types of insurance and amounts described as follows:
i. General Liability with the COUNTY named as an Additional insured -
One Million Dollars ($1,000,000.00) per occurrence and Two Million
Dollars ($2,000,000.00) aggregate
ii. Barber's Professional Liability - One Million Dollars ($1,000,000.00) limit
iii. Worker's Compensation - Statutory Limits
iv. Umbrella Five Hundred Thousand Dollars ($500,000)
The COUNTY shall be provided thirty (30) days advance written notice of any
cancellation of the required insurances.
16. FORCE MAJEURE
The COUNTY, and the CONTRACTOR shall not be held responsible for any
delay, default, or nonperformance directly caused by an act of God, unforeseen
adverse weather events, accident, labor strike, fire, explosion, riot, war,
rebellion, terrorist activity, sabotage, flood, epidemic, act of federal or state
government, labor, material, equipment, or supply shortage.
17. REMEDIES
No remedy herein conferred upon any party is exclusive of any other remedy,
and each and every remedy shall be cumulative and shall be in addition to every
other remedy given hereunder or provided by law, equity, statute, or otherwise.
No single or partial exercise by any party of any right, power, or remedy
hereunder shall preclude any other exercise or further exercise thereof.
18. ENFORCEMENT COSTS, CHOICE OF LAW AND FORUM SELECTION
If an action at law or in equity is necessary to enforce or interpret the terms of
this Agreement, the prevailing party shall be entitled to recover, in addition to
any other relief, reasonable attorney's fees, costs and disbursements.
The parties agree that this Agreement shall be governed by the laws of the
6
Commonwealth of Pennsylvania. All claims shall be filed in and heard by the
Court of Common Pleas for the Thirty-Ninth Judicial District of Pennsylvania
Franklin County Branch, which shall have exclusive jurisdiction thereunder.
19. NOTICES
Any notices required to be given in accordance with this AGREEMENT shall be in
writing and delivered to the parties by certified mail or personal delivery or
acceptable overnight courier service. Notice that is mailed shall be sent to the
following addresses:
If to the COUNTY:
Business Manager, Tammy Zook
Franklin County Jail
1804 Opportunity Avenue
Chambersburg, PA 17201
tjzook@franklincountypa.gov
With Copy to:
Franklin County Solicitor
Administration Building
272 N. Second St.
Chambersburg, PA 17201
If to the CONTRACTOR:
[
]
20. NON-DISCRIMINATION
The CONTRACTOR shall not discriminate against any employee, applicant for
employment, or any person seeking the SERVICES of the CONTRACTOR to be
provided under this AGREEMENT on the basis of race, color, religion, creed, sex,
age, national origin, marital status, or presence of any sensory, mental, or
physical handicap.
7
21. ASSIGNMENT
This AGREEMENT (including, without limitation, any rights under or interest in
this AGREEMENT) shall not be assigned by either party without the express
written consent of the other party hereto. The provisions of this Section shall
survive the completion or termination of this AGREEMENT for any reason and
shall remain enforceable between the parties.
22. ENTIRE AGREEMENT / AMENDMENTS
This AGREEMENT contains the entire AGREEMENT between the parties and no
other agreements, oral or otherwise, regarding the subject matter of this
AGREEMENT, shall be deemed to exist or bind any of the parties. This
AGREEMENT cannot be modified, except by a written document signed by the
parties hereto. BOARD OF COMMISSIONERS' approval at a public meeting
shall be required to amend this AGREEMENT unless otherwise delegated to its
designees.
23. SEVERABILITY
If any term, provision, covenant, or condition of this AGREEMENT is held by a
court of competitive jurisdiction to be invalid, void or unenforceable, the
remainder of the provisions hereof shall remain in full force and effect and shall in no
way be affected, impaired, or invalidated as a result of such decision.
24. CAPTIONS
The captions used herein are for convenience only and are not a part of this
AGREEMENT and do not in any way limit or amplify the terms and provisions
hereof.
25. NO OFFER
This AGREEMENT does not constitute an offer and shall not be binding on the
parties unless and until executed by both parties.
26. USE OF HEADINGS
The use of headings within this AGREEMENT are for ease of reference and
convenience only and shall not be used or construed to limit or enlarge the
interpretation of the language hereof or the enforcement of this AGREEMENT.
8
27. EFFECTIVE DATE
As used herein, the "Effective Date" shall mean January 1, 2027.
IN WITNESS WHEREOF, the County of Franklin, Pennsylvania have caused these
presents to be executed, and its corporate seal affixed thereto and the Contractor has
caused these presents to be executed in a like manner the days and year above written.
ATTEST:
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By:
ATTEST: COUNTY OF FRANKLIN, PA
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Dean A. Horst, Chairperson
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John T. Flannery, Commissioner
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Robert G. Ziobrowski, Commissioner