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REQUEST FOR PROPOSAL

Trumbull County, Ohio will receive proposals at the offices of the Board of Trumbull County

Commissioners’, 5th Floor, 160 High Street N.W., Warren, Ohio 44481, c/o Paulette

Godfrey, Clerk until Wednesday July 8, 2020 at 2:30 PM, Eastern Standard Time for:

CONSULTING SERVICES

FOR

THE YOUNGSTOWN AIR RESERVE STATION (YARS) MILITARY INSTALLATION

SUSTAINABILITY (MIS) PROJECT

Request for Proposals (RFP) are open for public inspection at the above address. Copies of

the RFP may be obtained by requesting them by e-mailing pcsabell@co.trumbull.oh.us or

by telephone at 330-675-7939.

Request for Proposal (RFP) packets are available on the county’s website at

http://commissioners.co.trumbull.oh.us/comm_bidopps.html and on

www.demandstar.com

NOTE: PROPOSALS RECEIVED AFTER BID OPENING DATE AND

TIME WILL NOT BE OPENED OR CONSIDERED FOR AWARD

Trumbull County, Ohio

YOUNGSTOWN AIR RESERVE STATION

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Section I

Invitation to Consultants

A. Trumbull County’s Youngstown Air Reserve Station Military Installation

Sustainability (MIS) Project will receive proposals from interested consultants until

Wednesday, July 8, 2020 at 2:30 PM, EST for the referenced services which

include a eight tasks described in detail in the attached Scope of Work including

Administration and Management, Development of a Geographical Information

System Tool 3-Dimensional Imaginary Surfaces Model for the entire Military

Compatibility Area (MCA), Education, Comprehensive Planning for the MCA, Zoning

Recommendations and Updates for the MCA, Various Studies, and Legislative

Development. Proposals shall be mailed or delivered to:

Board of Trumbull County Commissioners’ Office

5th Floor, 160 High Street N.W., Warren, Ohio 44481

c/o Paulette Godfrey, Clerk

B. Statements of Proposals will be publicly opened on Wednesday, July 8, 2020 at

2:30 PM EST and only the names of those consultants responding will be

mentioned. All consultants are invited to be present during the proposal opening.

The Scope of Work for the Military Installation Sustainability (MIS) Project is

attached to the Request for Proposals.

C. The Consultant’s Proposal shall contain all elements described in this request.

Failure to provide the requested information will result in an evaluation of “non-

responsive.” Consultants may submit other information deemed important in the

evaluation of the consultant’s ability to perform the work.

D. These instructions are an integral part of any submittal.

E. Questions related to the RFP must be submitted no later than Wednesday, July 1,

2020 4 PM EST and should be in writing via email to Julie Marie Green, YARS MIS

Project Manager, pcgreen@co.trumbull.oh.us or by fax at 330-675-2790. RFP

questions and answers will be issued via addendum and posted on Trumbull

County’s website at http://commissioners.co.trumbull.oh.us/

F. The following described project is subject to federal funding, any contract award is

contingent upon receipt of that funding.

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Request for Proposals

For

Youngstown Air Reserve Station

Military Installation Sustainability (MIS) Project

Trumbull County, Ohio

SECTION II

Introduction

Trumbull County, Ohio, is seeking proposals from qualified firms or entities to carry out the tasks identified in the attached Scope of Work for the Youngstown Air Reserve Station (YARS), coverage for the Scope of Work includes the entire Military Compatibility Area (MCA) as defined in the Joint Land Use Study – see map on Page 2 of Executive Summary attached and found online at http://yarsjlus.com/images/docs/yars_execsumm.pdf. As you can see the geographic area of the MCA covers most of Trumbull County and extends into Mahoning County and western Pennsylvania. Interested consulting firms are invited to submit their proposals and statement of qualifications for the Military Installation Sustainability (MIS) project. The Request for Proposals (RFP) shall be submitted in a sealed envelope plainly marked RFP- Youngstown Air Reserve Station (YARS) Military Installation Sustainability (MIS) Project and will be received by the Board of Trumbull County Commissioners’, 5th Floor, 160 High Street N.W., Warren, Ohio 44481, c/o Paulette Godfrey, Clerk until 2:30 PM on Wednesday, July 8, 2020. The Department of Defense Office of Economic Adjustment (OEA) provides 90% grants to State and local governments to carry out the recommendations identified in the JLUS that support the long-term sustainability and operability of the military installation complex. Interested firms or entities must, depending on the task identified for award, demonstrate knowledge and experience in Geographic Information Systems (GIS), community planning and zoning, development and land use issues, fiscal impact analysis, economic development, and the military operations and missions located at YARS. Funding the contract for the proposed YARS MIS project is contingent upon receipt of Federal funding. No advance payments will be made. The Youngstown Air Reserve Station is located in the southeast portion of Trumbull County and in the northwest corner of Vienna Township bordering Fowler Township and serves two major missions; these include fixed wing aerial spray and agile, combat air support. The primary mission of Youngstown Air Reserve Station (YARS) is to train nearly 2,000 Reservists in various specialties to perform the aforementioned missions domestically, or in deployed locations. These specialties include air operations, aircraft maintenance, ground support (e.g. security, communications, personnel, logistics, etc.), and medical. Additionally, YARS provides all emergency response support to the Youngstown-Warren Regional Airport. The runway at Youngstown Air Reserve Station (YARS) is over 9,000 feet in length and the Youngstown Air Reserve Station (YARS) occupies 321 acres within Vienna Township, Trumbull County, Ohio and contributes heavily to the local economy.

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YARS resource documents may include: Vienna Township Comprehensive Plan; 2009 Installation Complex Encroachment Management Action Plan (ICEMAP); October

2012

YARS Joint Land Use Study; 2019

Various community comprehensive plans and zoning regulations countywide

Project Description

The primary focus of the Military Installation Sustainability (MIS) Project is to to carry out the prioritized implementation strategies defined through the recently completed Youngstown Air Reserve Station Joint Land Use Study (YARS JLUS). The YARS JLUS, completed in 2019, included a community-driven, cooperative, strategic planning process with the Youngstown Air Reserve Station, Fowler Township, Vienna Township and Trumbull County, to promote community development that is compatible with the military training, testing, and operational missions; and sought ways to reduce operational impacts on adjacent lands. The goal of the YARS JLUS was to encourage local townships, together with Trumbull County, to work closely with the military installation to implement measures that prevent the introduction of incompatible civilian development that may impair the continued operational utility of the military installation, and to preserve and protect the public health, safety, and welfare of those living near an active military installation. YARS JLUS planning process was intended to increase public awareness of the military missions and contribution to the regional economy as well as protect and preserve military readiness and defense capabilities while supporting continued community economic development. The Board of Trumbull County Commissioners passed a resolution of support for the implementation strategies defined through the YARS JLUS planning process on February 5, 2020. See attached. Trumbull County and partners will match the $399,725 with professional services valued at $44, 425 over the grant period for a total project budget of $444,150. The YARS JLUS, completed in October 2019, was a collaborative effort which began in 2017 involving the Executive Policy Committee comprised of representatives from the Board of Trumbull County Commissioners, the Youngstown Warren Regional Chamber, the Eastern Ohio Military Affairs Commission, the Western Reserve Port Authority, the Youngstown Air Reserve Station, and Vienna and Fowler Townships in coordination with the Technical Advisory Committee. Working with Jay Sweat, Project Manager of the Office of Economic Adjustment, Trumbull County was able to draft and submit a funding request in 2017 in order to hire an expert consultant, Matrix Design Group, in 2018 and begin the Joint Land Use Planning Process, the purpose of which was to identify and address compatibility issues for the YARS, culminating in a set of implementable recommendations. Through the two-year long YARS JLUS planning process, stakeholders established a working relationship to collaboratively identify, prevent, and/or reduce encroachment issues associated with current and future military missions and local community growth.

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Once the JLUS was complete, the Trumbull County Planning Commission met with representatives of the Eastern Ohio Military Affairs Commission, the Youngstown Air Reserve Station, and Vienna Township to discuss and prioritize the strategies defined during the JLUS planning process to address compatibility issues. Many of the strategies were completed during the JLUS planning process or are currently in progress. The recommendations and initiatives identified during the planning process and contained in the YARS JLUS will serve to protect public health, safety, and welfare; promote an orderly transition between community and military land uses to achieve and maintain compatibility, preserve and expand the operational capabilities of Youngstown ARS; promote an awareness of the size and scope of military activities to protect areas outside Youngstown ARS used for, or impacted by, military operations (e.g., critical airspace); and inform the local community of compatibility recommendations for specific geographies within the JLUS Study Area. See attached Scope of Work for details. Trumbull County reserves the right to award one or more Task to a prospective consultant, therefore, please include a breakdown of cost by Task.

Project Community Organizational Structure

Trumbull County, Ohio, is serving as the YARS MIS project sponsor and coordinating entity. Trumbull County has established a MIS Policy and Technical Committee. All MIS Policy and Technical Committee meetings are open to the public. A MIS Technical Committee will serve as a technical body to assist with data gathering and technical input when required to the MIS Policy Committee. Procurement

All procurement for contractual services will be in accordance with applicable state and local laws and regulations and the procurement standards outlined in 2 CFR 200, Uniformed Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Contractor selection criteria will be included in any RFP that is issued and cost will be a factor in the selection. Scope of Work

This describes the work to be performed by Trumbull County “County” and the Technical Consultant “Consultant” for the Military Installation Sustainability (MIS) Project being

carried out for the Youngstown Air Reserve Station “YARS”. There will be no duplication of

effort between the County and Consultant.

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Evaluation and Selection Criteria

Proposals will be distributed to a committee and evaluated against the following criteria. Each of the identified criteria as an assigned weight (whole numbers between 1 and 100) that is used to establish their relative importance in the evaluation process. Criteria Maximum Points Consultant Qualifications Consultant Experience for MIS and/or Similar Projects Understanding of the Project Familiarity with YARS and state, regional and local planning, zoning and development laws, policies, regulations, and procedures

Stakeholder Engagement and Public Involvement Familiarity with Military Department plans, studies, and documents defining military operations and mission footprint

Cost Consultant Qualifications

Describe the related experience of the lead Consultant and Sub consultants. Describe the related experience of individuals assigned to the project. Are resumes complete and do they demonstrate appropriate education and

professional experience? Is the project team organizational structure clear and appropriate?

Consultant Experience

Is the Consultant and Sub consultant(s) described expertise and/or specialty applicable and beneficial to the MIS Project?

How well has the Consultant and Sub consultant(s) demonstrated experience in completing similar projects on time and within budget?

Indication of sufficient staff for all facets of the proposed project workload, including previous work with proposed Sub consultants.

Identified specific personnel and their qualifications for conducting the MIS Project. Identify Consultant and Sub consultants past record of performance on similar

projects.

Understanding of the Project

Have the Consultant and Sub consultant(s) demonstrated a thorough understanding of the purpose and scope of the YARS MIS Project?

How well has the Consultant and Sub consultant(s) identified pertinent issues and potential problems related to the YARS MIS Project?

How well has the Consultant and Sub consultant(s) demonstrated they understand the expected deliverables?

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How well has the Consultant and Sub consultant(s) demonstrated they understand the time schedule and can they meet the schedule?

Familiarity with Planning and Community Development

Demonstrated knowledge of State, regional, and/or local community planning, zoning and development laws, policies, regulations, and procedures.

Demonstrated knowledge of YARS and local, State and Federal programs that can offer support in implementing the JLUS recommendations to promote and guide compatible development.

Stakeholder Engagement and Public Involvement

Identify approach to ensure broad based stakeholder engagement and public involvement throughout the MIS Project.

Understanding of Military Operation Footprint

Demonstrated knowledge of technical Military Department studies, reports, and plans that define the mission footprint for military operations to support the MIS Project.

Demonstrated understanding of the implication of the military mission footprint on nearby development, both existing and future.

Demonstrated understanding and experience in working with Military Department personnel to support positive and effective dialogue with surrounding local and State government(s).

Cost

Proposed cost and schedule for the MIS Project. Provide a cost by each Task as Trumbull County reserves the right to award one or

more Task to a prospective consultant. Demonstrated commitment and internal policies to meet the project budget and

schedule. Consultant and Sub consultant geographic location in relation to the study area.

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Section III

Instructions and Information

A. Submission Requirements:

1. Address: The proposal must be submitted in a sealed package and received in

accordance with Request for Proposals. All submittals shall be marked:

RFP: Consulting Services for Youngstown Air Reserve Station

(YARS) Military Installation Sustainability (MIS) Project

Sponsored by: Trumbull County, Ohio

Address: Board of Trumbull County Commissioners’, 5th Floor, 160

High Street N.W., Warren, Ohio 44481, c/o Paulette

Godfrey, Clerk

Date and Time: Due before 2:30 PM on Wednesday, July 8, 2020.

2. Statement of Qualifications: The statement of qualifications shall contain all

elements described in this request. Failure to provide the requested information

will result in an evaluation of “non-responsive.” Consultants may submit other

information felt important in the evaluation of consultant’s capabilities to

perform the work.

3. Proposal Format: There shall be four (4) complete sets of all required

information submitted in printed hard copy along with one (1) pdf electronic

copy on CD.

Applications should be submitted in a standard format on white, 8.5” x 11”

paper. If considered necessary for graphic presentation and readability 11” x 17”

fold out format may be utilized for maps when applicable. A standard font such

as Arial or Times New Roman must be utilized. The font size must be not smaller

than 11 point. The margins must be at least one inch on all sides. Number all

application pages, including required forms sequentially. Supporting materials,

including resumes, must follow the same general guidelines.

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B. Submittal Conditions:

1. Right of Rejection and Clarification: Trumbull County reserves the right to reject

any and all submittals and/or to request clarification of information from any

consultant.

2. Request for Additional Information: Prior to the final selection, consultants

may be required to submit additional information, which the County may deem

necessary to further evaluate the consultant’s qualifications.

3. Denial of Reimbursement: Trumbull County will not reimburse consultants

for any costs associated with the preparation and submittal of any statement of

qualification, or for any travel or per diem costs that are incurred.

4. Gratuity Prohibition: Consultants shall not offer any gratuities, favors, or

anything of monetary value to any official, employee, or agent of the County for

the purpose of influencing consideration of his submittal.

5. Evaluation Criteria: All proposals will be reviewed to select the best

possible consultant by the appointed MIS Consultant Selection & Interview

Committee.

6. Rights to Submitted Material: All submittals, responses, inquiries, or

correspondence relating to or in reference to this RFP and all reports, charts and

other documentation submitted by the consultant shall become property of

Trumbull County when received.

7. Merits of the Proposals: Trumbull County and OEA will be the sole judges as to

the merits of the proposals submitted by consultants. The County reserves the

right to contact references in the submittal and to conduct its own investigation

into the capability of the submitted.

Other Certifications: Applications must include a statement which addresses

the applicant’s compliance with the procurement standards in CFR 2 Part 200,

Uniform Administrative Requirements for Grants and Cooperative Agreements

to State and Local Governments,

C. Questions:

Any questions related to this RFP must be submitted no later than Wednesday, July

1, 2020 4 PM, EST and should be in writing via email to Julie Marie Green, YARS MIS

Project Manager at pcgreen@co.trumbull.oh.us or by fax 330-675-2790.

RFP Questions and Answers will be issued via addendum and posted on Trumbull

County’s website at http://commissioners.co.trumbull.oh.us/.

Note: Consultants are responsible for checking the County’s website throughout

the RFP period for updates and responses to questions.

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Section IV

Qualifications & Proposals

A. Selection Process:

All RFP’s received will be graded by an Evaluation Team consisting of the YARS MIS

Consultant Selection and Interview Committee. Each category evaluated will be

assigned a score from 0 through 10 with number ten (10) being the most favorable.

Each category’s weighting factor will be applied to this score to obtain a weighted

total. The sum of all five (5) categories weighted total will then become the

consultant’s grade.

B. Information Required:

1. Consultants will complete Section V – Representation Forms. In addition,

consultants submitting proposals shall include a list of MIS Projects completed in

the past five (5) years. This shall include date, nature of work provided, location

of the project, name of Owner’s project leader with whom you dealt, estimated

project costs, actual project costs, estimated project time and actual time to

complete the project. (Section V Form I shall be completed with this

information.)

2. Consultants submitted qualifications shall include a list of all

community/regional/government service impact analysis, other than MIS,

completed in the past five (5) years. This shall include date, nature of work

provided, location of the project, name of Owner’s project leader with whom you

dealt, estimated project costs, actual cost, estimated project time and actual time

to complete the project. (Section V Form II shall be completed with this

information.

3. Consultants shall submit a list of the top three (3) individuals in its organization

proposed for the project team. Specifically, the Consultant’s Project Team Leader

shall be identified. Information on each individual should include: education,

experience, professional organizations and qualifications relevant to the

proposed work. Resumes may be attached but are limited to no more than one

(1) page per person. (This information shall be placed on Section V Form III.)

4. Consultants shall submit the number of personnel in its organization and the

number of personnel with specific experience and qualifications to work on this

project. In addition, consultant shall submit an executive summary giving a brief

description of the qualities associate with the firm including experience that

would qualify the firm to be selected to participate in the YARS MIS. (This

information shall be placed on Section V Form III.)

5. Consultants will provide a YARS MIS project budget.

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6. Consultants will specify their use of any subcontractors and their qualifications.

C. Evaluation Criteria:

1. Consultants submitting the requested RFP information will be evaluated by the

YARS MIS Consultant Selection & Interview Committee comprised of individuals

from both the JLUS Advisory and Technical Committees and who possess varying

degrees of expertise. This team will consist of five (5) individuals.

2. The YARS MIS Consultant Selection & Interview Committee will rate each

submittal using the following criteria approved by the YARS JLUS Advisory and

Technical Committees:

CATEGORY WEIGHTING FACTOR

Military Installation Sustainability projects prepared 2.0

in the past 5 years

Specific MIS projects completed 2.0

Consultant’s Management 0.5

Consultant’s Personnel and Company Experience1 3.5

Project Cost 2.0

TOTAL: 10.0 1Experience specific to Ohio will be considered.

3. Each submittal will be judged on a point system as discussed in paragraph A

above. The weighting factor will be applied to that score, the product of which

will be the weighted score. These weighted scores of each Evaluator will then be

averaged for a final total. The following example illustrates this scoring method.

CATEGORY SCORE WEIGHT TOTAL

Evaluator A 9 x 2.0 = 18.0

Evaluator B 8 x 2.0 = 16.0

Evaluator C 7.5 x 2.0 = 15.0

Evaluator D 8 x 2.0 = 16.0

Evaluator E 7 x 2.0 = 14.0

AVERAGE TOTAL 7.9 15.8

D. Presentations:

After the review and scoring of consultant submittals by the YARS MIS Consultant

Selection & Interview Committee, a shortlist of qualified consultants may be invited

to make presentations in person. The presentation must be provided by up to, but

not more than, three (3) members of the proposed project team.

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CONSULTING SERVICES FOR YARS MILITARY INSTALLATION SUSTAINABILITY PROJECT

Section V

Submittal Forms

REPRESENTATION

**************************************************************************************

Company Name:

Contact Person:

Address:

City, State, Zip:

Phone No.: Fax No.:

Email:

Website:

Submitted by:

Title:

Date:

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FORM I

SPECIFIC MIS PROJECTS COMPLETED

Consultant Name:

Project Manager:

Project Name:

Owner Name:

Owner Address:

Owner’s Representative:

Phone No.:

Type of Work:

Date Completed: Time to Complete:

Estimated Cost: Actual Cost:

Subcontractor Used:

Subcontractor Address:

Type of Work Performed:

Subcontractor Contact:

Subcontractor Phone No.:

THIS FORM MAY BE REPRODUCED AS NECESSARY TO PROVIDE ALL INFORMATION REQUESTED

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FORM II

PROJECTS COMPLETED IN THE PAST 5 YEARS

Consultant Name:

Project Name:

Owner Name:

Owner Address:

Owner’s Representative:

Phone No.:

Type of Work:

Date Completed: Time to Complete:

Estimated Cost: Actual Cost:

Subcontractor Used:

Subcontractor Address:

Type of Work Performed:

Subcontractor Contact:

Subcontractor Phone No.:

THIS FORM MAY BE REPRODUCED AS NECESSARY TO PROVIDE ALL INFORMATION REQUESTED

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FORM III

CONSULTANT STATEMENT OF QUALIFICATIONS

Firm Name:

Full Address:

Professional Organizations to which you have a current membership:

National:

State:

Local:

Education and Experience of the top three people who will be assigned to the

proposed project team. Include education, professional organizations, experience

and relevant qualifications. Limit resumes to no more than one (1) page per person.

Project Team Leader:

Degrees obtained and granting institution and experience from other firms (list years):

Second person:

Degrees obtained and granting institution and experience from other firms (list years):

Third person:

Degrees obtained and granting institution and experience from other firms (list years):

THIS FORM MAY BE REPRODUCED AS NECESSARY TO PROVIDE ALL INFORMATION REQUESTED

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FORM III continued page 2

What member of your firm would be responsible for the project lead and coordinating the

work with YARS MIS representatives?

How long has your firm been engaged in providing consulting services:

Would your firm’s services be immediately available?

What other projects is the proposed project team currently engaged in or scheduled to be

engaged in during the YARS MIS project period?

Number of personnel in your organization:

Number of personnel with specific qualifications proposed to work on this project:

What areas does your firm specialize in (i.e. land use, public safety, economic, etc.)?

Does your firm do its own research?

What is the limit on your Errors and Omissions Insurance?

What is the deductible?

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FORM III continued page 3

On a separate page entitled EXHIBIT A, please give a brief description of the qualities of

your firm that qualify the firm to participate in this project.

On a separate page entitled EXHIBIT B, please summarize the number of similar projects

completed in the last three years.

On a separate page entitled EXHIBIT C, attach resumes or biographical sketches for all

proposed project team members. Limit response to no more than one page per person.

On a separate page entitled EXHIBIT D, attach an Organizational Chart of the proposed

project team, identifying each member by Name, Title and Company Name.

On a separate page entitled EXHIBIT E, describe any case in which the firm entered into

litigation with an owner or contractor. Please indicate the case(s), the reason for and the

results of the litigation. Limit response to no more than one page per case.

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YOUNGSTOWN AIR RESERVE STATION (YARS)

IMPLEMENTATION OF THE JOINT LAND USE STUDY

SCOPE OF WORK

This describes the work to be performed by Trumbull County stakeholders, including the Trumbull County Planning Commission Director and Executive Assistant (Trumbull County), various stakeholders, including the Eastern Ohio Military Affairs Commission (EOMAC), Youngstown Air Reserve Station (YARS) personnel, elected officials and the Consultant (Consultant) in order to implement the strategies identified during and contained as recommendations within the Joint Land Use Study (JLUS) for the Youngstown Air Reserve Station (YARS). There will be no duplication of effort between the stakeholders and the Consultant.

TASK ONE - JLUS IMPLEMENTATION ADMINISTRATION AND MANAGEMENT (TRUMBULL

COUNTY) - $__________  

Trumbull County has identified the Trumbull County Planning Commission Director as the Project Manager within the County to supervise the overall administration of the implementation grant. Trumbull County stakeholders will manage the work of the Consultant, procured by Trumbull County. Trumbull County Stakeholders and the Consultant will meet to review the contractual scope of work and project schedule, and to establish the proper procedures to be followed for administering the contract. Task One activities include as follows:

1. Preliminary administrative tasks to establish the fiscal protocols and record-keeping and to coordinate and develop the JLUS implementation application

2. On-going grant administration, such as invoicing, developing progress reports and supporting documentation, and grant close-out activities

3. On-going communication with the OEA Project Manager, EOMAC, YARS, and surrounding communities

4. Development and undertaking of the RFP (Note: Trumbull County will issue the RFP.) 5. Contract negotiation to include a refined work plan and schedule 6. Contract execution and documentation of procurement process

Deliverables:

Administrative reports, invoices, procurement documentation and final contract documents.

TASK TWO – STAKEHOLDER AND PUBLIC ENGAGEMENT - $____________ - STRATEGY

DESCRIPTION

1. Public Engagement Plan

Deliverables:

Once materials from Task Four, below, are complete, regular and routine meetings will occur (no less than quarterly) to educate and engage federal, state, and local leaders to procure requisite “buy in” of JLUS process.

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2. Engagement Materials

Deliverables:

With materials from Task Four, below, develop engagement materials for use throughout the implementation process to maintain awareness and to offer opportunities for input. Materials may include, but are not limited to fact sheets, press releases, e-newsletters, a project website, project videos / webinar, and surveys.

3. Public Meetings Deliverables:

Conduct up to five public meetings (non-delegation) to encourage public participation from neighborhoods within the military influence areas. These meetings will be incorporated in the Final Public Engagement Report. The public meetings will be conducted at key project milestones.

4. Final Public Engagement Report Deliverables:

Produce a Final Public Engagement Report to document the activities and level of participation by the stakeholders and the public.

This document will be used to measure the success of the Engagement Plan in reaching the stakeholders and the diverse members of the public that are in the areas impacted by the missions of the Youngstown Air Reserve Station.

 

TASK THREE – DEVELOPMENT OF A 3-DIMENSIONAL IMAGINARY SURFACES MODEL -

$_____________

1. The Consultant will develop a digital and printed 3D model of existing height regulations compared to allowable heights for Imaginary Surfaces for the entire YARS vertical obstruction military compatibility area (MCA) as defined in the YARS JLUS. Units of government located within the MCA will be able to utilize the tool to consider amending local zoning regulations to further enhance military compatibility and for determining whether heights of proposed structures obstruct the navigable airspace during the review of development applications.

Deliverables:

Create a live, digital 3-Dimensional Imaginary Surfaces Model Layer within a Geographical Information System Database Tool that will be available to the counties, townships, cities and villages located within the military compatibility area as defined in the final JLUS with parcel level height restriction data

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Provide a printed 3D Model showing existing height regulations compared to allowable heights for imaginary surfaces for each geographic area within the entire YARS vertical obstruction MCA

Project maps, accessible by the project website User/Maintenance Guide – Consultant services are to be provided through the term of the

grant period.  Provide technical services after the tool is completed in order to train Trumbull County and other units of government on use and maintenance and/or updates of the tool when necessary.

The Consultant will coordinate with Trumbull County to use all available data and maps in development of a 3-Dimensional Imaginary Surfaces Model Layer within a Geographical Information System Tool that will be used for parcel level analysis of compatibility.

TASK FOUR – EDUCATION - $______________

1. The Consultant will create educational / informational brochures in coordination with Trumbull County, YARS and EOMAC that highlight community and military compatibility and economic incentives for development and redevelopment including programs and grants. Brochures can be used to educate property owners, real estate industry and development community on compatibility issues and opportunities to promote community development while supporting the military mission.

Deliverables:

Develop information/institutional knowledge working group that will provide the content and curriculum; due 45-days post grant award.

With working group mentioned above, create list of key informational components that must be fully illustrated in written and online materials.

Once key informational components are identified as mentioned herein, each component will center around a subcommittee with experts/community leads from that informational area to create network resources for proofing draft and final product.

Once finalized, materials sent to printer and to website design team to stage/create artistic layout of piece(s).

Final print, publishing (traditional and Electronic), and sent to pre-established mailing list, consisting of 5-mile radius, key stakeholders and community leaders.

Update materials quarterly as quasi-newsletter. Cash contribution tracked by man-hours of community leaders used to create

deliverables listed herein.

2. EOMAC will conduct an annual training forum for the real estate industry and development community to educate them about military compatibility and economic incentives for development and redevelopment. Economic incentives will include existing programs and grants.

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Deliverables:

Develop information/institutional knowledge working group that will provide the content and curriculum; due 45-days post grant award.

With working group mentioned above, create list of key informational components that must be fully illustrated in written and online materials for use by real estate professionals and investors.

Once key informational components are identified as mentioned above, each component will center around a subcommittee with experts/community leads from that informational area to create network resources for proofing draft and final product.

Once finalized, materials sent to printer and to website design team to stage/create artistic layout of piece(s).

Final print, publishing (traditional and Electronic), and sent to pre-established mailing list, consisting of 5-mile radius, key stakeholders and community leaders.

Update materials quarterly as quasi-newsletter. Create semi-annual realtors (residential and commercial) luncheon to discuss

compatibility and other identified issues. Cash contribution tracked by man-hours of community leaders used to create

deliverables listed above.

3. Consultant will develop a public awareness campaign, in coordination with Trumbull County, YARS and EOMAC, to educate members of the community about the FAA regulations and tools for the use of drones and the potential consequences that could occur if a drone is operated in the restricted areas. The Drone MCA includes the drone restricted airspace surrounding the Youngstown-Warren Regional Airport, as indicated by FAA guidelines. It is important to keep these areas clear of unauthorized drones to ensure a safe operating environment for military pilots. Additionally, the area surrounding a runway will feature low-flying aircraft as part of departure, takeoff, and touch-and-go operations. In this context, drones are a safety hazard for both commercial and military aircraft.

Deliverables:

Develop information/institutional knowledge working group that will provide the content and curriculum; due 45-days post grant award.

With working group mentioned above, create list of key informational components that must be fully illustrated in written and online materials for use by all FAA end users of YNG/YARS.

Once key informational components are identified as mentioned above, each component will center around a subcommittee with experts/community leads from that informational area to create network resources for proofing draft and final product.

Once finalized, materials sent to printer and to website design team to stage/create artistic layout of piece(s).

Engage legislators to educate and inform on issues facing a clear lack of direction on drone restrictions in the State of Ohio.

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Monitor introduced legislation and advocate for passage of key components using retained lobbying efforts, along with grass roots advocacy.

Cash contribution tracked by man-hours of community leaders used to create deliverables listed above.

4. Consultant will, in coordination with Trumbull County, YARS and EOMAC, assist Youngstown ARS and the Western Reserve Port Authority with the development of a detailed outreach and educational program to inform surrounding land owners on the impacts, scope, and effects of BASH and outline compatible solutions and techniques to minimize conflicts. The proposed Bird / Wildlife Aircraft Strike Hazard (BASH) MCA extends 5 miles in all directions from the air operations areas at the Youngstown-Warren Regional Airport. This MCA is meant to include areas near the airfield with the highest concentrations of birds, wildlife, or attractants. Bird strikes with aircraft can pose serious safety concerns, including the potential for loss of life or aircraft. Even minor bird strikes can cause costly repairs to aircraft and interfere with training missions. The five-mile distance associated with the BASH MCA is a Federal Aviation Administration (FAA) recommended standard for managing bird attractants around airports.

Deliverables:

Develop information/institutional knowledge working group that will provide the content and curriculum; due 45-days post grant award.

With working group mentioned above, create list of key informational components that must be fully illustrated in written and online materials for use by all adjoining and clear-zone residents, landowners, and businesses.

Once key informational components are identified as mentioned above, each component will center around a subcommittee with experts/community leads from that informational area to create network resources for proofing draft and final product.

Once finalized, materials sent to printer and to website design team to stage/create artistic layout of piece(s).

Final print, publishing (traditional and Electronic), and sent to pre-established mailing list, consisting of all adjoining and clear-zone residents, landowners, and businesses.

Update materials quarterly as quasi-newsletter. Cash contribution tracked by man-hours of community leaders used to create deliverables

listed above.

TASK FIVE - COMPREHENSIVE PLANS (CONSULTANT WITH TRUMBULL COUNTY AND

EOMAC SUPPORT) - $________________

a. Create a Military Compatibility Area Overlay District (MCAOD)

Develop the Military Compatibility Area Overlay District (MCAOD) and MCA boundaries on Comprehensive Plan future land use maps (hardcopy, electronic and web-based as applicable) and incorporate in Comprehensive Plans Elements through goals, objectives and policies, for all units of local governments located within the MCAOD as defined in the final JLUS. The MCAOD will

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reflect the types and intensity of compatible uses and map them for the public on an online platform (hardcopy, electronic and web-based, as applicable)

TASK SIX – ZONING/GUIDELINES - $_____________

a. Create a Military Compatibility Area Overlay District (MCAOD) / NOI-1A, SA-1A, SA-3A and VO-1A.

Deliverables:

Create a Military Compatibility Area Overlay District (MCAOD) containing Military Compatibility Areas that reflect the types and intensity of compatible uses and map them for the public on an online platform.

Incorporate the MCAOD and MCA boundaries on official zoning maps (hardcopy, electronic and web-based, as applicable).

b. Memorandum of Agreement for Notification to Youngstown ARS/ COM-5A

Deliverables:

Trumbull County and Vienna, Fowler and Howland townships will work with Youngstown ARS to develop a formal Memorandum of Agreement (MOA) that delineates the roles and responsibilities for each community to collaborate on proposed development and land use planning matters.

By resolution, each jurisdiction will appoint a military liaison. At a minimum, the MOA will include a point of contact and information for each agency

including phone numbers and email addresses, role in communicating with the installation on compatibility concerns, responsibility in coordinating on the resolution of compatibility concerns, community and military response times, checklist of triggers for coordination and communication, e.g. safety zones, noise zones, height, and distance, and procedures for early development review.

c. Adopt Development Notification Checklist/ COM-5B

Deliverables:

Surrounding jurisdictions will work with Youngstown ARS to develop, adopt and implement a development notification checklist that will assist jurisdictions, developers, residents and the military with identifying development types that could potentially be incompatible with the installation missions.

County and townships to acknowledge and endorse its use.

d. Coordination with DoD Siting Clearinghouse/ COM-5C

Amend applicable local planning codes to incorporate policies and procedures for ensuring coordination of alternative energy development applications with the DoD Siting Clearinghouse.

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e. Adopt Military Notification Procedures for Development Projects through Tax Abatement Process/ COM-5D

Deliverables:

Jurisdictions will develop and adopt formal requirements for notification and review of development by Youngstown ARS per the Checklist identified Strategy COM-5B.

As part of the tax abatement application process require transmittal of a copy of the application to Youngstown ARS at the time of application to ensure adequate review prior to the public hearing.

f. Ordinance for Drone Use/LAS-1C

Deliverables:

Develop and adopt a drone ordinance that regulates drone use based on: land use and zoning powers; nuisance and trespass; reasonable time, manner and place restrictions; proper notification; and provisions for violations and penalties.

g. Consider Ordinances for Aiming Laser Pointers as Harassment/LAS-1E

Deliverables:

Develop and adopt an ordinance that establishes pointing lasers under certain conditions as harassment and prescribes violations and penalties.

h. Implement Best Lighting Practices in Zoning Ordinances/LU-4B

Deliverables:

Identify and implement best practices for lighting through zoning regulations based on the findings and conclusions gathered in Strategy LU-4A to protect the favorable lighting conditions currently experienced around Youngstown ARS and the Youngstown-Warren Regional Airport.

i. Implement DoD Siting Clearinghouse Coordination Procedures/LG-1B

Deliverables:

Local jurisdictions will require applicants of renewable energy projects to coordinate with the DoD Siting Clearinghouse and demonstrate that coordination occurred at the time the application submitted to a local government for approval.

j. Require Use of Solar Project Siting Tools/LG-1C

Deliverables:

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Developers proposing large solar energy projects will be required to demonstrate as part of their development application for local government approval that the siting of proposed facilities will not produce adverse impacts on military and other aircraft operations such as glare using tools such as the Sandia National Laboratories Solar Glare and Flux Mapping Tools and Solar Glare Hazard Analysis Tool.

k. Ensure Federal Aviation Regulation (FAR) Part 77 Compliance/VO-1B

Deliverables:

Require a determination Finding of No Significant Impact from the FAA subject to the requirements of Part 77 to be submitted with a development application for local government approval to demonstrate that a proposed structure will not create a vertical obstruction within the navigable airspace.

TASK SEVEN – STUDIES - $___________

a. Assess Future Ambient Lighting Impacts on Night Flying Operations/LU-4A

Deliverables:

Conduct an assessment of ambient lighting impacts under different future development scenarios on the Youngstown ARS night flying training mission and nighttime operations at the Youngstown-Warren Regional Airport.

b. Feasibility Study for Relocation of Mathews High School/NOI-1D

Deliverables:

Conduct a Feasibility Study for the relocation of the Mathews High School.

c. Prepare a Storm Water Assessment and Report/WQQ-1B

Deliverables:

Hire third party contractor to conduct a Storm Water Assessment for King Graves Road.

TASK EIGHT – LEGISLATION/STATE PROVISIONS - $________________

a. Legislation for Local Regulation of Agricultural Structures within Clear Zones/LEG-2A

Deliverables:

Assist in the development of legislation to submit to the legislature that will allow local governments the zoning authority to regulate agricultural structures in Clear Zones surrounding DoD military air facilities.

b. Include Noise Awareness in Real Estate Disclosures/NOI-1C

Deliverables:

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Assist in amending Section 1301:6-6-10 of the Ohio Administrative Code to add proximity to a military installation and noise impacts from aircraft overflight to the Residential Property Disclosure Form to ensure property buyers are aware that they are within an area impacted by military operations.

c. Sound Attenuation in New Construction of Noise Sensitive Land Uses/NOI-1B

Deliverables:

Assist in amending the Building Code to require sound attenuation measures for all new construction of noise sensitive land uses (e.g. residential uses, hospitals and medical facilities, elder care facilities, schools and daycares and places of worship) located within the 65 dB noise contour of the Noise MCA.

Future structures shall be designed and constructed so as to limit their interior noise level to no greater than 45 dB Ldn certified by an accredited acoustical engineer.

1 Protect public health, safety, and welfare

2 Promote an orderly transition between community and military land uses to achieve and maintain compatibility

3 Maintain operational capabilities of Youngstown ARS

4Promote an awareness of the size and scope of military activities to protect areas outside Youngstown ARS used for, or impacted by, miltiary operations (e.g., important air space).

5 Inform the local community of compatibility recommendations for specific geographies with the JLUS Study Area.

Youngstown ARS Key Facts�� Youngstown ARS is one of the largest employers in Trumbull County with

a workforce of almost 2,000 and creating an estimated 500+ indirect jobs in the region.�� Youngstown ARS is located adjacent to and shares runways with the

Youngstown-Warren Regional Airport and is the primary responder for fire suppression and incidents on the runways.�� Youngstown ARS is very active within the community, participating in

local outreach, education and business events including partnering with local law enforcement and emergency management for training and providing mutual aid support for fire protection / suppression and other emergencies.�� The 910th Airlift Wing (AW) is the host command supported by multiple

organizations to provide a mission ready force for combat tactical and humanitarian airlift operations, aerial spraying, aeromedical training, air assault training and arms training, in addition to aircraft maintenance and wing mobility.�� In Fiscal Year 2018, Youngstown ARS contributed $100 million to the

region’s economy.

Youngstown ARS Military Compatibility Areas

An important step in educating and guiding stakeholders on compatible development and activities without overregulating is the establishment of the Youngstown ARS Military Compatibility Areas (MCAs). The MCAs are geographic areas of Youngstown ARS operational footprints outside the installation where certain military activities may impact local communities and vice versa. The MCAs are used to identify locations where development would be compatible or incompatible, relative to each type of military operation. There are five MCAs and one Awareness Area that comprise a Military Compatibility Area Overlay District (MCAOD) for the Youngstown ARS, which are:�� Safety MCA �� BASH MCA�� Drone MCA

�� Noise MCA and Noise Awareness Area�� Vertical Obstruction Awareness MCA

In compatibility planning, the term “Military Compatibility Area” (MCA) is used to formally designate a geographic area where military operations may impact local communities and, conversely, where local activities may affect the military’s ability to conduct its mission. An MCA is designated to accomplish the following:

For More Information on the Youngstown ARS JLUS, visit www.yarsjlus.com

Executive Summary

What is the Youngstown ARS Joint Land Use Study?

The Youngstown ARS Joint Land Use Study (JLUS) was developed over two years through a collaborative planning effort between Trumbull County, Vienna Township, Fowler Township and Howland Township, Youngstown Air Reserve Station (ARS), and other partners including organizations, agencies and the public.

The purpose of the JLUS is to identify and address compatibility issues, culminating in a set of implementable recommendations. Through the JLUS process, stakeholders established a working relationship to collaboratively identify, prevent, and/or reduce encroachment issues associated with current and future military missions and local community growth.

Active DutyReserve

1,100 (57%)

Civilians500 (26%)

Active Duty200 (10%)

Active Guard Reserve60 (3%)

1900+Total

Employees

Military Dependents

70 (4%)

1

Trum bul l CountyMahoning County

McDonald

Orangeville

Warren

Yankee Lake

Girard

Lordstown Hubbard

Youngstown

Niles

Cortland

WeathersfieldTownship

HartfordTownship

AustintownTownship

LibertyTownship

CoitsvilleTownship

JacksonTownship

HubbardTownship

ViennaTownship

VernonTownship

FowlerTownship

WarrenTownship

HowlandTownship

BazettaTownship

JohnstonTownship

BristolTownship

MeccaTownship

ChampionTownship

BrookfieldTownship

MosquitoCreekLake

ShenangoRiver Lake

Meander CreekReservoir

304

193

193

169

609

305

711

358

616

8282

5

46

88

1145

45

46

88

7

7

7

11

422

62

42268076

80

80

MCAODVertical Obstruction MCA Noise MCANoise Awareness AreaAirfield Safety MCA BASH MCADrone MCA

Youngstown ARSYoungstown-WarrenRegional AirportCountyTownshipCity

InterstateUS RouteState RouteLocal RoadsRailroadAirfield Surface /RunwayWaterbody

0 21Miles

Source: Youngstown ARS, 2017.Matrix Design Group, 2018.

Military Compatibility Area Overlay DistrictMilitary Compatibility Area Overlay District

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EXECUTIVE SUMMARY

Noise MCA and Noise Awareness Area

The Noise MCA includes all land located off installation within the 2025 Youngstown‐Warren Regional Airport noise contours associated with military aircraft activities. The Noise MCA extends outside the airport boundary to the southeast in Vienna Township. Restrictions within the Noise MCA are important, as without proper sound attenuation to reduce interior sound levels, certain noise-sensitive developments such as homes, schools, healthcare facilities, and places of worship are considered incompatible where noise levels reach 65 dB DNL or greater. A 1.5 mile Noise Awareness Area buffer is also included but is not regulatory in nature.

Key recommendations include:�� Establish the Noise MCA in local planning

documents and adding noise contours on official maps.�� Include noise awareness in real estate

disclosures.�� Conduct a feasibility study for the relocation of

Mathews High School.�� Coordination between Youngstown ARS and

Mathews Local School District to restrict military overflight of schools to the maximum extent practicable.�� Avoid overflight during key community events.

Safety MCA

The proposed Safety MCA addresses compatible land use types and densities / intensities within the Clear Zones (CZs) and Accident Potential Zones (APZs) I and II of the runways at the Youngstown‐ Warren Regional Airport. The location of each safety zone is based on the airfield layout and current air operations.

Key recommendations include:�� Establishing the Safety MCA in local planning

documents and adding safety zones on official maps.�� Apply Air Force Safety Zone Criteria to future

development of airport property.�� Consider obtaining easements from willing

landowners within Clear Zones.

Drone MCA

The Drone MCA includes height restrictions for drone operations in airspace surrounding Youngstown ARS and the Youngstown‐Warren Regional Airport. It is important to coordinate drone use within this area to ensure a safe flying environment. Future civilian drone activity could impact Youngstown ARS flight capabilities, including airspace extending to Camp Garfield. Drones should not be operated within this area without prior coordination and approval from Youngstown ARS or the Youngstown-Warren Regional Airport Manager.

Key recommendations include:�� Develop public education materials on proper

drone usage and regulations.�� Conduct drone operator training / events.�� Consider ordinances regulating drone use.�� Consider ordinances for aiming laser pointers

as harassment.

Military Compatibility Area Overlay District (MCAOD)

The MCAOD is a zoning technique that ensures the JLUS strategies are applied to the appropriate areas, and that locations deemed not subject to a specific compatibility issue are not adversely impacted by regulations or policies inappropriate for their location or circumstance.

The MCAOD encompasses all of the MCAs. Its geographic boundary is defined by the largest boundary of all the MCAs - the Vertical Obstruction MCA. Each jurisdiction’s MCAOD boundary is determined by the largest geographic boundary of all the MCAs within their jurisdiction. When used by local jurisdictions, the MCAOD can be used to address, prevent or mitigate compatibility issues.

BASH MCA

The Bird / Wildlife Aircraft Strike Hazard (BASH) MCA extends 5 statute miles in all directions from the air operations area at the Youngstown‐Warren Regional Airport based on the FAA recommendations for managing bird and wildlife attractants around runways. Bird and wildlife strikes with aircraft can pose serious safety concerns, including the potential for loss of life or aircraft. Even minor bird strikes can cause costly repairs to aircraft and interfere with training missions.

Key recommendations include:�� Adopt the BASH MCA in local planning

documents and consider minimizing uses that could pose birds and wildlife aircraft strike hazards.�� Educate the public about the relationship

between the military’s presence and bird / wildlife habitats and what constitutes a bird / wildlife attractant.

Vertical Obstructions MCA

The Vertical Obstruction MCA comprises a set of imaginary surfaces that are based on heights at different distances around a runway. The imaginary surfaces are 3‐D geospatial areas that include approach and departure airspace corridors and safety buffers. The height of buildings and structures is a major concern for flight operations and training due to the potential for a structure to extend into navigable airspace and impede safe flight operations.

Key recommendations include:�� Amend zoning regulations and procedures for

imaginary surface heights and slopes.�� Develop a 3-Dimensional Imaginary Surfaces

model to assess the compatibility of proposed development heights around the Youngstown-Warren Regional Airport.

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Other Key Youngstown ARS JLUS Recommendations:The following are some additional key recommendations from the JLUS that are not associated with specific MCAs:

AntiTerrorism / Force Protection

�� Evaluate land acquisition options that could be used to construct a new main gate on King Graves Road.

Light and Glare

�� Coordinate mutually beneficial projects between Youngstown ARS, Youngstown-Warren Regional Airport and the FAA to ensure projects do not impact each other’s operations.�� Require use of solar project siting tools to prove

avoidance of adverse impacts on military and other aircraft operations.�� Assess future ambient lighting impacts on night

flying operations.�� Implement best lighting practices in local

zoning ordinances.

Energy Development

�� Amend planning codes to incorporate policies and procedures to coordinate alternative energy development applications with the DoD Siting Clearinghouse.�� Youngstown ARS should coordinate and partner

with the Western Reserve Port Authority on developing onsite renewable energy options to reduce energy dependence on outside sources.

Land Use

�� Incorporate military compatibility planning in capital improvement planning and infrastructure master plans.�� Ohio Department of Transportation and

Trumbull County should coordinate with Youngstown ARS in Planning for King Graves Road realignment and to ensure installation access is maintained during construction.

Communication / Coordination

�� Establish a Youngstown ARS JLUS Implementation Coordination Committee to assist in implementing recommendations after the JLUS is complete. �� Adopt a development notification checklist to

assist communities with identifying development types that could trigger coordination with Youngstown ARS.�� Establish a working committee with state

agencies that have permitting authority to educate them on compatibility issues at Youngstown ARS. �� Develop an outreach campaign to provide more

information on Youngstown ARS activities and potential impacts on the public.�� Establish a state-level GIS web-based portal to

share mapping data.

Legislative Initiatives

�� Advocate for legislation to require state agencies and departments to notify military installations as part of their permitting review and approval process.�� Pursue legislation to allow local governments to

regulate agricultural structures within runway Clear Zones.

Water Quality and Quantity

�� Assess stormwater capacity along King Graves Road to address impacts from future development.

Rev. 2019 11 05

For Additional Information Contact:JLUS Project Manager Trumbull County Planning Commission185 East Market Street NE, Suite AWarren, OH 44481330.675.2480

www.co.trumbull.oh.us

More information about the compatibility issues and recommendations that were identified as part of the Youngstown ARS JLUS can be found in the JLUS Background Report and JLUS Report. To obtain electronic copies of these JLUS documents or other information, please visit www.yarsjlus.com

The Youngstown ARS Joint Land Use Study was prepared under contract with Trumbull County, OH with financial support from the Office of Economic Adjustment, Department of Defense. The content reflects the views of Trumbull County and the jurisdictions, agencies, and organizations that participated in the JLUS program and does not necessarily reflect the views of the Office of Economic Adjustment.

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NON-COLLUSION AFFIDAVIT STATE OF OHIO ) ) SS COUNTY OF TRUMBULL) ____________________________________________________________________________________

being first duly sworn, deposes and says that he/she is_________________________________________

(Sole Owner, a Partner, President, Secretary, etc.) of _________________________________________,

the party making the proposal; that such proposal is not made in the interest of or on behalf of any

disclosed person, partnership, company, association, organization, or corporation, that such proposal is

genuine and not collusive or sham; that said bidder has not directly or indirectly induced or solicited any

other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired,

connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain

from bidding; that said bidder has not in any manner, directly or indirectly sought by agreement,

communication or conference with anyone to fix the bid price of said bidder or of any other bidder, or to

fix any overhead profit, or cost element of such bid price, or of that of any other bidder or to secure any

advantage against Trumbull County; that all statements contained in such proposal are true; and

further, that said bidder has not, directly or indirectly, submitted his bid price or any breakdown thereof,

of the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee

in connection therewith, to any corporation, partnership, company, association, public official or

employee, organization, or to any other individual except to such person or persons as have a partnership

or other financial interest with said bidder in this general business.

Signed:_________________________________________

Title:___________________________________________

SWORN to and SUBSCRIBED before me this ________ day of __________________, _____, in

and for ___________________ County, State of Ohio.

My Commission expires _________________________

_________________________________ NOTARY PUBLIC

A F F I D A V I T

Required of Successful Bidder

Ohio Revised Code 5719.042

STATE OF OHIO ) ) ss COUNTY OF TRUMBULL ) Before me, a Notary Public, in and for said county, personally appeared

_____________________________________________, Contractor(s) who being duly sworn

depose(s) and say(s) as follows: “At the time the bid for this Contractor was submitted herein the Contractor - Company was charged with the following delinquent Personal Property Taxes in Trumbull County, Ohio”. Amount of Delinquency Unpaid Int. & Penalties (If none, please indicate) Contractor Sworn to before me and signed in my presence this day of , . Notary Public My Commission Expires

1

TRUMBULL COUNTY DRUG AND ALCOHOL USE

Policy and Procedure SUBJECT: Policy on Drug and Alcohol Use

POLICY: Drug use in the workplace is a danger to us all. It impairs the safety, health and welfare of all employees, promotes crime and lowers production and quality. This policy applies to all full and part-time hourly and salaried employees.

In compliance with the Ohio Bureau of Workers’ Compensation Drug Free Workplace Program (DFWP), Trumbull County’s view on substance use is as follows:

STATEMENT OF POLICY Trumbull County (hereinafter referred to as the “County”) will not condone and will not tolerate any of the following workplace related behaviors by its employees: A. The use of illegal drugs; B. The use of alcohol; C. The sale, purchase, manufacture, transfer, use or possession of any illicit drugs, or prescription

drugs obtained without a prescription; or D. The employee’s presence at work under the influence of any drug (legal or illegal) or alcohol to

the extent that job performance or safety may be affected. The purpose of this policy is to promote safety. Any employee or applicant whose position requires testing for specific drugs or alcohol, based on established thresholds, under any law, regulation, or policy; who violates this “Drug Free Workplace Policy” (hereinafter referred to as the “Policy “) or Collective Bargaining Agreement may be subject to discipline, up to and including termination of employment. The implementation of discipline or of sanctions shall be the sole discretion of the County in compliance with applicable policy or law, but shall not contradict any Collective Bargaining Agreement that may be in effect. The County will appoint a Designated Employer Representative (DER) for the “Drug Free Workplace Program”. This individual may authorize other employees to receive drug and alcohol test results. All communications regarding the program must be done through the identified individual(s). Confidentiality will be maintained with no information being made available without a legitimate need to know. Affected individuals (referred to as “employees” throughout this policy) include: all regular, full-time, part-time or temporary employees; all officers and managers; all sub-contractors while performing work for the County on or off of County premises; and individuals seeking employment, where applicable. An employee’s violation of this Policy will not ordinarily be reported to any law enforcement agency with the exception that all reasonable and necessary measures will be taken to assure the safety and security of all employees and the County. Law enforcement may be called only as required by a regulatory body or criminal statute, or in conjunction with a referral for criminal prosecution.

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TESTING FREQUENCIES AND PATTERNS General expectations of all drug and alcohol testing situations include: reporting at the designated testing location upon notification (within 2 hours if an off-site collection facility is used), providing the required specimen(s) within 2 hours, and full compliance with this policy and the procedures utilized by collections personnel and facilities. In all cases where employee safety may be an issue, the County will provide or secure transportation to the testing location. Refusal to comply with the testing requirement, failure to provide the required valid specimen(s), or adulteration or substitution of the specimen(s) will be considered a refusal to test and will be interpreted the same as a positive test. Any such refusal subjects the individual to the full range of discipline, up to and including termination of employment or cancellation of an offer of employment. A. Post-Offer, Pre-Employment or New Hire Drug Testing Effective immediately upon implementation of this Policy, all applicants are subject to post-offer, pre-employment or new hire drug testing that is conducted by a County-approved contractor. The County will decline to extend an offer of regular employment to any applicant with a verified positive test result to any illicit drug, or any refusal to test, and this applicant may not reapply for employment with the County for a period of six months. The applicant will be given a copy of the County’s “Drug Free Workplace Policy” and the “Consent and Release Form”. The interviewer will then give the applicant an opportunity to ask any questions he/she may have concerning the Policy or the Consent, and obtain the applicant’s signature on the “Consent and Release Form”. B. Reasonable Suspicion Testing Reasonable suspicion testing will be performed when properly trained County management and/or supervision determines that an employee may be under the influence of an unacceptable substance (i.e., drugs and/or alcohol). This testing may be ordered at any time after this Policy has been in effect for thirty (30 ) days, and only after all participating County management and/or supervision have been trained. The suspicions must be documented in writing within 24 hours of the event or prior to the release of the test findings, and will be provided to the County’s Medical Review Officer (MRO) for consideration when reviewing test results. Reasonable suspicion testing may be based upon, among other things:

1. Observable phenomena which may include but are not limited to: direct observation of drug or alcohol use or possession; the physical symptoms of being under the influence of a drug or alcohol; the odor of alcohol or other prohibited substances;

2. An abnormal pattern of conduct or erratic behavior which may include repeated examples of deteriorating job performance, unexplained patterns of absenteeism, tardiness, recurrent accidents, repeated violations of established safety or work rules, etc., which are not attributable to other known factors:

3. Conviction of or plea (including no contest or nolo contendre) to a drug-related offense, or the identification of an employee as the focus of a criminal investigation into illegal drug possession, manufacture, use or trafficking. The employee is responsible for notification of the County within five (5) working days of any drug-related conviction or plea.

4. Newly discovered evidence that the employee has tampered with a previous drug or alcohol test.

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Although reasonable suspicion testing does not require certainty, mere “hunches” are not sufficient to meet this standard. To prevent this, all supervisors will be trained in the recognition of drug and alcohol related signs and symptoms, and while testing may only be requested by at least one trained supervisor with the concurrence of a second individual (preferably a second trained supervisor) is required, except in the case of an immediate threat to the health and well-being of the Employee. All employees are responsible for obtaining and providing a release to the County, prior to performing their regular job duties, if they are placed on any medication that may impair their normal functioning. The employee must ask the provider to clarify and provide documentation of any restrictions regarding their safety in performing their regular duties. The first priority of the County is to remove the employee suspected of abusing controlled substances of alcohol from the work environment. This shall be done to prevent the employee from causing harm to himself or herself, other individuals in the workplace, or anyone else. A trained supervisor or County official shall instruct the employee under suspicion to accompany him/her to a private area that is removed from the individual employee’s co-workers, and any transportation required for testing will be the responsibility of the County. If the employee is sent home, he/she must call someone for a ride or be driven home from the County property. If the employee attempts to drive self home, the police will be informed for the employee’s, and others, protection. The employee will be paid for the time off for a reasonable cause test, if the test is negative. The employee will not be paid if the test is positive, with the exception that Collective Bargaining Agreement language shall take precedence in such matters. C. Post Accident Testing An accident, for the purposed of this policy, may include but is not limited to: an unplanned, unexpected, or unintended event that occurs during the employee’s workday and in relation to the County’s business. In addition to personnel, it may involve personal or business property/equipment or vehicles used in the performance of the employee’s job. Effective thirty (30) days after implementation of this Policy, post accident drug and alcohol testing is mandatory in all cases for all individuals who may have caused or contributed to an “on-the-job” accident which meets any of the following criteria:

1. A fatality results from the accident; 2. An employee is at fault in an employment-related accident that causes bodily injury

requiring off-site medical treatment of the employee or another person; 3. An employee is at fault in an employment related accident that results in significant

property damage, exceeding $1000.00; or 4. An employee is cited in an employment related vehicular accident that results in damage

that exceeds $1000.00. * Refusal to submit to a test does not impact the right of an employee to file a workers’

compensation claim. Specimen collection is to occur as soon as possible after a need has been determined, and any necessary medical attention has been rendered, in accordance with C-(1) through C-(4) above. Every reasonable effort shall be made to assure that the total elapsed time before a drug specimen has been collected does

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not exceed thirty-two (32) hours. Alcohol testing will be performed within eight (8) hours of the employment-related incident, or not performed, but documentation of the reason for non-testing is required. Any employee at fault or cited in an employment related accident expressly grants unto the County, its officers and management, the right to request that attending medical personnel or collection personnel obtain appropriate specimens (breath/blood and/or urine) for the purpose of conducting alcohol and/or drug testing. Employees required to undergo post-accident testing expressly grant unto the Designated Employer Representative, access to any and all medical information that may be relevant in conducting a complete and thorough investigation of the employment-related accident, to include but not limited to, a full medical report from the examining physician(s) or other healthcare providers. The refusal of an employee to allow the collection of these specimens, any attempt to block the release of the results of any substance abuse tests taken, or failure to report a work- related accident, will be considered and managed the same as a refusal to test. Employees are specifically required to timely file a “First Report of Injury” (FROI) with the County for any injury related to their employment in compliance with our on-the-job injury policy. D. Voluntary Random Drug Testing NOTE: This section shall apply, on a voluntary basis, to non-union classified employees. The County has contracted with a collection contractor to perform the periodic selections of employees under the jurisdiction of the Commissioners from the employment pool to be tested. The non-County testing entity will ensure that all employees have an equal statistical likelihood of being selected for random testing. After this Policy has been in effect for a minimum of thirty (30) days, and in accordance with Ohio Bureau of Workers’ Compensation level 1 requirements, for state funded projects, the random drug testing percentage established will be a minimum of five percent (5%) per job site. When Level 2 is obtained by the County, the drug testing percentage will be at least ten (10%) of the average number of employees annually. When Level 3 is obtained, the drug testing percentage will be increased to at least twenty-five percent (25%) the average number of employees annually. In order to implement random drug testing, the County will provide employee identification information to the contractor for use in the random selection database. The contractor will, in turn, furnish the County with a list of individuals to be tested at the beginning of each selection period. Prior to implementation of random testing, all Department Heads under the jurisdiction of the Commissioners may submit to an initial drug screening. As non-classified employees, department heads shall be placed in the random drug screening database, and shall be subject to all applicable provisions of random screening. All Trumbull County Boards, Commissions, Agencies and Elected Officials are encouraged to adopt this section for employees under their respective jurisdictions. E. Follow-Up Testing Effective immediately upon implementation of this policy, certain employees will be subject to follow-up testing prior to being permitted to return to work. Employees who test positive for prohibited substances will be subject to no-notice follow-up testing at any time for a period not exceeding two (2) years from the date of the initial positive test. A minimum of four follow-up tests will be required within the first

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year following the negative return-to-duty test. A positive result on any of these follow-up tests may result in the employee being immediately terminated from the County for cause. Other employees that may be subject to this testing include those individuals who have self-reported a drug abuse problem, received substance abuse treatment and are released to return to work.

DRUG TESTED / CUT OFF LEVELS The testing procedures will seek to identify the presence of the following controlled substances that may be present: (A negative screening test, EMIT or other form of immunoassay, is considered a negative test) Drug Class Screening Confirmation Confirmation Test Level Test Level Method Amphetamines 1000 ng/mL 500 ng/mL GC/MS Barbiturates 300 ng/mL 300 ng/mL GC/MS Benzodiazepines 300 ng/mL 300 ng/mL GC/MS Cocaine metabolites 300 ng/mL 150 ng/mL GC/MS Marijuana metabolites 50 ng/mL 15 ng/mL GC/MS Methadone 300 ng/mL 300 ng/mL GC/MS Opiates 2000 ng/mL 2000 ng/mL GC/MS Phencyclidine 25 ng/mL 25 ng/mL GC/MS Propoxyphene 300 ng/mL 300 ng/mL GC/MS These detection thresholds consistent with available technology have been established by the Department of Health and Human Services (DHHS) / the Substance Abuse and Mental Health Services Administration (SAMHSA) for each of the drug groups listed above. These detection thresholds will be used uniformly in the interpretation of all drug screens/drug confirmations, whether for a post-offer, pre-employment or new hire examination; random examination; post –accident examination, reasonable suspicion examination; or follow-up examination. Only Department of Health and Human Services, DHHS/SAMHSA, certified laboratories will be utilized for drug confirmations. Alcohol testing will be conducted by the contractor utilizing only certified equipment and/or testing methods and personnel. Alcohol concentrations exceeding 0.02 gm% on the screening test will require a breath alcohol confirmation test. A breath alcohol confirmation result equal to or greater than 0.04 gm/210 liters of breath will be considered a verified positive result. In the event of an accident where an employee has a “whole blood” alcohol drawn at a medical treatment facility, a result equal to or greater than 0.04 gm% shall be considered to be a verified positive result. The County also expressly reserves the right to add or delete substances on the list set forth in the “Drug Tested / Cut Off Levels” section of this Policy if mandated by changes in existing Federal, State, or local regulations or legislation. An Individual who tests positive for drugs:

- Must be evaluated by a substance abuse professional. - Must comply with all treatment recommendations. - Must under go a “return to duty drug test resulting in a negative test result prior to

returning to the job. - Must receive follow-up tests as determined by the treatment facility with no less than four

(4) tests the first year.

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An Individual who tests positive for alcohol: (Test results for alcohol 0.02 BAL or greater, but less than .04 BAL)

- Shall not be permitted to work until the employee’s next scheduled duty period, but not less than 24 hours following the test.

(Test results for alcohol 0.04 BAL or above)

- Must be evaluated by a substance abuse professional. - Must comply with all treatment recommendations. - Must undergo a “return to duty” alcohol test resulting in a test level of less than 0.02. - Must be randomly tested as determined by the treatment facility with no less than four (4)

random tests the first year. NOTE: Employees using a prescribed medication that may impair the performance of job duties, either mental or motor functions, must have a “Fitness for Duty Slip” from their doctor showing that they are capable of performing their assigned tasks. For the safety of all employees, the County will consult with you and your physician to determine if a reassignment of duties is necessary. However, if a reassignment is not possible, you will be placed on a temporary medical leave until released as fit for duty by the prescribing physician. Reassignment of duties will not be done where it conflicts with a Collective Bargaining Agreement. The County will not condone the inappropriate and/or misuse of legal prescriptions or over the counter drugs.

SPECIMEN COLLECTION PROCEDURE The drug and alcohol testing for the County shall be done only by trained collection personnel who meet quality assurance and chain-of-custody standards for urine collection procedures, alcohol testing and strict confidentiality requirements. Any individual subject to testing under this Policy shall be permitted to provide urine specimens in private, but subject to controls designed to minimize any invalidity in the testing process such as alteration or substitution of the specimen provided. In the event that the collector feels the collection process has been compromised, a witnessed void will be conducted utilizing a same gender witness. Alcohol testing will likewise be done in an area that affords the individual privacy. In all cases, there will only be one individual tested at a time. A. Employee’s Rights Related to an Initial Positive Test Results: In the event that an employee tests positive for any drugs or alcohol as prohibited in this Policy, the employee will be given an opportunity to explain the findings to the Medical Review Officer (MRO) prior to the issuance of a report of a positive test result to the County. Accordingly, upon receipt of a confirmed positive finding, the MRO shall contact, or attempt to contact, the employee by telephone or in person. If contact is made by the MRO, the MRO shall inform the employee of the positive findings and give the employee an opportunity to rebut or explain the findings. The MRO can request information on recent medical history and on medication taken within the last thirty (30) days by the employee. In the event that the MRO finds support in the explanation offered by the employee, the employee may be asked to provide documentary evidence to support the employee’s position (for example, the names of treating physicians, pharmacies where prescriptions have been filled, etc.) A failure on the part of the employee to provide such documentary evidence will result in the issuance of a positive report by the MRO with no attendant medical explanation. A medical disqualification of the employee will result.

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If the employee fails to contact the MRO within three (3) days of having been instructed to do so, the MRO will issue a positive report to the County. Since no contact with employee was possible, no medical explanation can be provided and the employee shall forego the right to offer a defense to the positive test finding. A medical disqualification shall result, subject to re-test provisions set forth in the MRO’s report. B. Split Specimen: An Employee wishing to request a re-test must do so within three (3) days of learning that the first test was positive. Employees will be required to pay for the cost of the re-test before the specimen is shipped to a different DHHS / SAMHSA -Certified Laboratory than the one that analyzed the first specimen. Our Medical Review Officer determines to which Lab the split specimen will be sent. If the result comes back negative, the Employer will reimburse the employee for the cost of the test that the employee paid prior to the test. The same paperwork and procedure protections used for the first test will be utilized for the split specimen. The Laboratory that collects the initial screen is responsible to split the specimen. C. Report of Results: All test results will be reported to the MRO prior to the results being issued to the County. The MRO will receive from the DHHS /SAMHSA testing laboratory a detailed report of the findings of the specimen. Each drug for which the individual was tested and alcohol will be listed along with the results of the testing. The County will receive a summary report, and this report will indicate that the employee passed or failed the drug/alcohol test. All of the above procedures are intended to be consistent with the most current guidelines for the Medical Review Officer (MRO) that are published by the Federal Department of Health and Human Services. D. Confidentiality: All parties to this policy and program have only the interests of employees in mind and therefore encourage any employee with a substance abuse problem to come forward and voluntarily accept the County’s assistance program in dealing with this illness. An employee assistance program will provide guidance and direction for you during your recovery period. All actions taken under this policy and program will be confidential and disclosed only to those with a “need to know”. The program will be in compliance with all federal, state and local laws or regulations. An Employee’s violation under the DFWP Policy shall not be reported to law enforcement officials unless required by a regulatory body or by criminal law provisions. Law enforcement authorities may be contacted and requested to come onto the County’s premises, when appropriate, in conjunction with a referral for criminal prosecution. When a test is required, the specimen will be identified by a code number -- not by name -- to insure confidentiality of the donor. Each specimen container will be properly labeled and made tamper proof. The donor must witness this procedure. Unless an initial positive result is confirmed as positive, it shall be deemed negative and reported by the laboratory as such. The handling and transportation of each specimen will be properly documented through strict chain of custody procedures.

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The County will bear the cost of all testing procedures with the exception of a retest. An employee that tests positive for any drug as prohibited herein has the right to have a retest done on the original split specimen. This retest may be authorized by the MRO only with the employee’s written request received within three days of their notification of a positive result. The employee is responsible for the prepaid expense at the provider’s current rate, and the testing must be performed by a DHHS / SAMHSA certified laboratory. Retesting will not delay the report of the positive result to the County and the result of the retest will also be released to the County. To protect the confidentiality of the employee, all records of drug and alcohol testing will be stored separate and apart from the employee’s general personnel documents. Access to these records shall be limited to designated County officials. The information contained in these files shall be utilized only to properly administer this Policy and to provide to auditing or certifying agencies for review as may be required. Those designated County officials that shall have access to these records are charged with the responsibility of maintaining the confidentiality of these records. Any breach of confidentiality with regard to said records may be a terminable offense. Any employee tested under this Policy has the right to review and/or receive a copy of their test results. E. Discipline:

1. Each employee will be required to sign a consent and chain of custody form, assuring proper documentation and accuracy. If an employee refuses to sign a consent form authorizing the test, employment by the County may be terminated.

2. No employee shall refuse to submit to a pre-employment, post-accident, reasonable

suspicion, or follow-up test. Refusal may result in termination.

3. If the Employee fails to complete the requirements of the rehabilitation program and is removed from the program or fails any post rehabilitation or subsequent drug or alcohol test, the employee may be terminated.

4. Any employee attempting to manipulate the drug/alcohol testing process, such as trying

to adulterate, modify or substitute a specimen will be discharged. The use of masking agents is prohibited and may result in termination.

5. Any employee convicted of violating a criminal drug statute must inform the DER of

such conviction (including pleas of guilty and nolo-contendre) within five (5) days of the conviction occurring. Failure to inform the County subjects the employee to disciplinary action, up to an including termination for the first offense.

6. An individual that tests for alcohol between the .02 and <.04% Level will receive

progressive discipline as follows: First Offense – Will be off for 24 hours. Second Offense – Will be suspended without pay for 3 days. Third Offense – Will be terminated.

Note: progressive discipline as listed in any applicable Collective Bargaining Agreement shall supercede the above.

7. Failure to report use of a prescribed medication that impairs the safety of an individual and co-workers will be considered a positive test.

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REHABILITATION The County will grant a one (1) time only paid (if accrued time is available) leave of absence so that an employee can participate in a medically recognized rehabilitation program. If the County is able to provide an Employee Assistance Program (EAP), we will assist the employee in obtaining information concerning providers of assistance services and will update this information as changes occur. The County will assist the employee in determining the coverage provided for these services by their insurance, as applicable. In those cases where an employee successfully completes a mandated rehabilitation program, the County shall retain the right to perform no-notice follow-up drug or alcohol testing as recommended by the treating substance abuse professional and as agreed to in the employee’s return-to-work agreement. In all cases, there will be at least 4 (four) follow-up tests in the first calendar year following their return to work. Any refusal by the employee to undergo required follow-up drug or alcohol testing will result in their immediate termination for cause.

TERMINATION NOTICES Generally, any release of information related to drug and alcohol testing and the results of that testing beyond the MRO or DER require the informed, written consent of the individual. In those cases where drug and alcohol testing results in the termination of an employee, all termination notices will list “misconduct” as the reason for termination. Termination shall be deemed “for cause”, and may limit the individuals right to unemployment or workers’ compensation eligibility. However, suspensions, leaves of absence, or terminations based on violations of this policy may require that this information be presented as evidence for the County in actions related to benefits payments without being considered a violation of confidentiality.

EDUCATION The County recognizes the pervasive nature of substance abuse in today’s society and desires to provide its employees with information pertaining to this problem. As such, all employees will be required to participate in the County-sponsored education programs. These programs will be provided for all employees and attendance shall be mandatory. All training will be conducted by appropriately credentialed educators who will cover program, policy and practice considerations of Bureau of Workers’ Compensation drug testing. In addition, as they become available, the County will endeavor to provide educational materials to its employees. All employees will take part in the two (2) hour initial training, prior to program implementation or within four (4) weeks of hire on the policy, the disease model for alcohol and drugs, signs and symptoms of substance use/abuse, and the effects of commonly used drugs in the workplace. Additionally, all affected employees are required to attend two (2) hours annual refresher training provided by the County with no loss of pay. All supervisors and designated union officials and stewards will receive an initial four (4) hours of informational, problem recognition, policy administration and skill building training, and will be included in the two (2) hour employee training. New supervisors will receive at least two (2) hours of initial training within six (6) weeks of promotion or hire into the position and prior of being involved in testing responsibilities. All supervisors and designated union officials and stewards will then receive two (2) hours of supervisor refresher/update training and participate in the two (2) hour employee annual refresher training.

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ADMINISTRATION The Human Resources Director (or Designee) will be responsible for the administration and enforcement of this policy. As such, he/she will be the DER referenced in the policy. The DER will not be changed by the County without notice to all affected County employees. This New “Drug and Alcohol Free Workplace” Policy was adopted by the Board of Commissioners on July 21, 2004, and is duly recorded in their Journal Volume 121, Page 10267.

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SIGN-OFF SHEET* Trumbull County certifies that it will provide a drug free workplace to its employees in compliance with the Drug Free Workplace Program of Ohio Bureau of Workers’ Compensation. By signing below, the undersigned certifies that they have:

1. Read and understand the “Drug and Alcohol Policy Statement” and agree to abide by its full terms.

2. Read and understand the “Compliance with the Drug Free Workplace Act”

statement and agree to abide by its full terms.

3. Agreed to make a good faith effort to continue to maintain a drug and alcohol free workplace.

4. Been provided with a written copy of this policy. NAME OF COMPANY (PRINT) SIGNATURE (TITLE) Date