Commissioners approve multiple procurement awards and purchases, reject one event-services RFP

The Washington County Board of Commissioners approved a package of procurement and contract actions during its open session, awarding construction and equipment contracts, authorizing vehicle purchases under other jurisdictions’ contracts, approving a sole-source equipment purchase, and rejecting one event production request for proposal.

Key actions (motions and outcomes follow the board’s recorded votes):

- Pole barn at the Washington County Agricultural Education Center (PUR1749): The board moved to award a design-build procurement to Reese's Home Improvement of Boonsboro, Maryland, for a total bid of $87,200. The Ag Center board solicited bids (50 downloads; eight bids received). Funding is by donation received from Edna Fulton. Motion approved on the record.

- Election management system (Quotation Q-25-800): The board awarded the election management solution to Sauk Incorporated of Richmond, Virginia, for a lump sum of $70,177.87. The low bid failed to meet specifications; five bids were received and funds are available in the board’s operating budget. Motion approved on the record.

- Rejection of event production services RFP (PUR1743): Staff recommended rejection because the single proposal received exceeded available budgets (89 downloads, one response). The board approved rejecting the RFP and re-advertising with a revised document; scope reduction (audio/visual and stage equipment) was proposed.

- Northwest Quadrant utility expansion at Hagerstown Regional Airport: The board moved to award to the lowest responsive bidder, C. William Hetzer of Hagerstown, Maryland, for $344,860, contingent on County Attorney approval of the contract. Work includes water-line, electrical and telecommunications extensions to a proposed sign (previously approved) and utility extensions for future hangar pads. Funding is budgeted in the airport systemic improvement project and includes a 2023 grant and a later Tri-County Council of Western Maryland/Maryland Department of Commerce grant. Motion approved contingent on attorney review.

- Sole-source purchase of two Moyo pumps (PUR1755): The Board authorized a sole-source procurement from Geiger Pump and Equipment (Baltimore) for $125,349.62, citing compatibility with existing pumps and spare parts standardization; county procurement code requires four of five commissioners for sole-source authorization. The motion passed with four "ayes" as required.

- Intergovernmental cooperative vehicle purchase for Emergency Services (INTG-250195): The board authorized purchase of a 2024 Ford F-350 crew cab from Apple Ford of Columbia, Maryland, at $83,977 using a Baltimore County contract; the existing 2005 Ford Expedition will be stripped and sold. Motion approved.

- Intergovernmental cooperative fleet purchase for Permits and Inspections (INTG-25-0193): The board authorized purchase of three 2026 Chevy Equinox vehicles from Heritage Fleet (Milford, Delaware) at $29,172 each for a total of $87,516, using a Howard County contract; the vehicles will replace three older Jeeps. Motion approved.

- Insurance brokerage and risk management services contract (PUR1726): The board moved to award a contract for insurance brokerage and risk management services to the responsive proposer from Cumberland, Maryland, at $96,000 per year (five-year potential total $480,000). The coordinating committee reviewed proposals; three firms submitted proposals and two were deemed nonresponsive. Motion approved.

Each procurement motion was presented by purchasing staff and discussed briefly by staff and commissioners before the board voted. Motions were approved on the record during the open session; several approvals included contingency language requiring County Attorney review or contract execution.