HomeMy WebLinkAbout6/24/2014 - RegularRoanoke County
Board of Supervisors
June 24, 2014
INVOCATION:Pastor Myron D. Atkinson
Penn Forest Worship Center
PLEDGE OF ALLEGIANCE TO THE UNITED STATES FLAG
Disclaimer:
“Any invocation that may be offered before theofficial start of the Board meeting
shall be the voluntary offering of a private citizen, to and for the benefit of the
Board. The views or beliefs expressed by the invocation speaker have not been
previously reviewed or approved by the Board and do not necessarily represent
the religious beliefs or views of the Board in part or as a whole. No member of
the community is required to attend or participate in the invocation and such
decision will have no impact on their right to actively participate in the business of
the Board.”
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Roanoke County
Board of Supervisors
Agenda
June 24,2014
Good afternoon and welcome to our meeting for June 24, 2014.Regular meetings are
held on the second and fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00
p.m. on the fourth Tuesday of each month. Deviations from this schedulewill be
announced.The meetings are broadcast live on RVTV, Channel 3, and will be
rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. Board of
Supervisors meetings can also be viewed online through Roanoke County’s website at
www.RoanokeCountyVA.gov.Our meetings are closed-captioned, so it is important for
everyone to speak directly into the microphones at the podium.Individuals who require
assistance or special arrangements to participate in or attend Board of Supervisors
meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in
advance. Please turn all cell phones off or place on silent.
A.OPENING CEREMONIES (3:00 p.m.)
1. Roll Call
B.REQUESTS TO POSTPONE, ADD TOOR CHANGE THE ORDER OF
AGENDA ITEMS
C.PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
1.Resolution namingthe Walrond Park Football Fieldthe Bobby Ragland
Football Field at Walrond Park(B. Clayton Goodman III, County
Administrator)
D.BRIEFINGS
1.Briefing on the Roanoke Valley Regional Broadband Authority(B. Clayton
Goodman III,County Administrator)
E.NEW BUSINESS
1.Ratification of Assistant Fire Marshal Brian Simmons to Fire Marshal due to
the retirement of former Fire Marshal Gary Huffman(Richard E. Burch, Jr.,
Chief of Fire and Rescue)
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2.Resolution establishing the salary for the County Attorney (B. Clayton
Goodman III, County Administrator)
3.Request to change the order of the Board’s agenda and move Citizen
Comments before New Business (B. Clayton Goodman III, County
Administrator)
F.FIRST READING OF ORDINANCES
1.Ordinance appropriating funds in the amount of $1,500,000for the
replacement of the financial system (Rebecca Owens, Director of Finance)
2.Ordinance appropriating a donation from the Rotary Club of Roanoke Valley
in the amount of $5,605.38 to Parks, Recreation and Tourism for
improvements at Starkey Park(Doug Blount, Director of Parks, Recreation
and Tourism)
3.Ordinance appropriating funds in the amount of $11,024.99to the Clerk of the
Circuit Court from the Commonwealth of Virginia for fiscal year 2013/2014for
Technology Trust Funds(Rebecca Owens, Director of Finance)
4.Ordinance accepting and appropriating fundraising monies in the amount of
$913.30 for the Roanoke Elementary Autism Program (REAP)(Rebecca
Owens, Director of Finance)
G.SECOND READING OF ORDINANCES
1.Ordinance appropriating the 2014-2015 refund savings of the Virginia
Resources Authority 2014 Spring Pool in the amount of $482,595.13
(Rebecca Owens, Director of Finance)
2.Ordinance accepting and appropriating funds in the amount of $783,700to
the Department of Social Services from the Virginia Department of Social
Services for fiscal year 2013-2014 (Joyce Earl, Director of Social Services;
Jimmy Lyon, Business Process and Management Analyst)
H.APPOINTMENTS
1.Capital Improvement Program (CIP) Review Committee (appointed by
District)
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I.CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDAARE CONSIDERED
BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE
RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION
IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WILL BE CONSIDERED SEPARATELY
1.Approval of minutes –May 13, 2014
2.Resolution expressing the appreciation of the Board of Supervisors of
Roanoke County to Gary D. Huffman, Fire Marshal –Fire Prevention Captain,
upon his retirement after more than twenty-seven (27) years of service
3.Resolution to disband the Roanoke County Community Leaders
Environmental Action Roundtable (RCCLEAR)
4.Appointment of Interim Building Commissioner
5.Confirmation of appointment to the Roanoke Valley Area Metropolitan
Planning Organization (MPO)
6.Resolution appointing an Interim County Administrator
J.CITIZENS’ COMMENTS AND COMMUNICATIONS
K.REPORTS
1. General Fund Unappropriated Balance
2.Capital Reserves
3.Reserve for Board Contingency
4.Comparative Statement of Budgeted and Actual Revenues as of May 31,
2014
5.Comparative Statement of Budgeted and Actual Expenditures and
Encumbrances as of May 31, 2014
6.Accounts Paid –May 31, 2014
7.Treasurer’s Statement of Accountability per Investment and Portfolio Policy
as of May 31, 2014
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L.WORK SESSIONS
1.Work session to discuss the Plantation Road Bicycle, Pedestrian and
Streetscape Improvement Project(David Holladay, Planning Administrator;
(Megan Cronise, Principal Planner)
2.Work session to discuss new Email Archiving System (NetMail) (Paul M.
Mahoney, County Attorney)
M.CLOSED MEETING, pursuant to the Code of Virginia, as amendedas follows:
1.Section 2.2.3711.A.1 namely discussion concerning an appointment to the
Building Code Board of Adjustments& Appeals (Fire Code Board of Appeals)
(At-Large); Social Services Advisory Board
2.Section 2.2.3711.A.3 namelythe sale of the Roland E. Cook Elementary
School and the old William Byrd High School properties, where the discussion
in an open meeting would adversely affect the bargaining position or
negotiating strategy of the Authority
3.Section 2.2.3711.A.5 namely discussion concerning a prospective business
or industry or the expansion of an existing business or industry where no
previous announcement has been made of the business' or industry's interest
in locating or expanding its facilities in the County
EVENING SESSION
N.CERTIFICATION RESOLUTION
O.PUBLIC HEARING AND SECOND READING OFORDINANCES
1.Ordinance to increase the salaries of the members of the Board of
Supervisors of Roanoke County pursuant to Section 3.07 of the Roanoke
County Charter and Section 15.2-1414.3 of the Code of Virginia (Paul M.
Mahoney, County Attorney)
P.SECOND READING OF ORDINANCES
1.The petition of Corporate Properties Services, Inc. to obtain a special use
permit for a restaurant, drive-in or fast food in a C-1, Low Intensity
Commercial, District, on approximately 1.3825 acres located at 3814
Challenger Avenue, Hollins Magisterial District (Philip Thompson, Deputy
Director of Planning)
Q.CITIZEN COMMENTS AND COMUNICATIONS
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R.REPORTS AND INQUIRIES OF BOARD MEMBERS
1. Joseph B. “Butch” Church
2. P. Jason Peters
3. Charlotte A. Moore
4.Al Bedrosian
5.Joseph P. McNamara
S.ADJOURNMENT TO TUESDAY, JULY 1, 2014, AT 6:00 P.M. FOR A JOINT
MEETING WITH THE ROANOKE COUNTY SCHOOL BOARD, ROANOKE
COUNTY ADMINISTRATION BUILDING, FOURTH FLOOR TRAINING ROOM,
5204 BERNARD DRIVE, ROANOKE, VA
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
RESOLUTIONNAMINGTHE WALROND PARK FOOTBALL FIELDTHE
BOBBY RAGLAND FOOTBALL FIELD AT WALROND PARK
WHEREAS, President David Linden of the North Roanoke Recreation Club
(NRRC), has asked the County to consider naming the football field at Walrond Park
after longtime NRRC coach Bobby Ragland; and
WHEREAS, President Linden reports that Coach Ragland has served the North
Roanoke community for more than 40 years, has coached with honor, integrity and
passion and always did so in an exemplary fashion; and
WHEREAS, Coach Ragland has coached football, basketball and baseball for
North Roanoke from 1968 through 2010 and would still be coaching today were it not for
his declining health; and
WHEREAS, NRRC would like to express their sincere appreciation for his
dedication to the youth in North County by having the football field at Walrond Park
named after him and NRRC is willing to cover the cost associated with erecting and
maintaining a sign and plaque honoring Coach Ragland.
NOW, THEREFORE, BE IT RESOLVED, that the Roanoke County Board of
Supervisors does hereby designate and name the Walrond Park Football Field the
Bobby Ragland Football Field at Walrond Park.
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ACTION NO. _______________
________
ITEM NO. _______D-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
June 24, 2014
AGENDA ITEM:
Briefing on the Roanoke Valley Broadband Authority
SUBMITTED BY:
B. Clayton Goodman III
County Administrator
APPROVED BY:
B. Clayton Goodman III
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
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The Roanoke Valley Broadband Authority (RVBA) received at its May 30meeting a draft
report from a consultant who was charged by the Authority to help define what the RVBA
needs to do to address broadband issues in the Roanoke Valley.
The RVBA was established by the Cities of Roanoke and Salem and Counties of Botetourt
and Roanokefor the purpose of investigating what steps were needed to insure that the
Roanoke Valley has a successful broadband environment which would promote economic
development within the Valley.
The Consultant, Mr. Bob Picchi, Project Consultant, Blue Ridge Advisory Services Group
(BRASG) will be at the meeting to provide the Board of Supervisors with a briefing on his
recommendations.
Attached is a power point presentation dated June 24, 2014, in which he revisited the
Strategy for the report. He listed the strengths, weaknesses, opportunities and threats in
the process of considering the next step for the Authority.
He addressed the potential market for the Authority if it chose to enter the market. He
advised that the total retail telecommunications market for the Roanoke Valley is about
$600 million annually. The Authority’s competitive space, the addressable (possible)
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
ORDINANCE APPROPRIATING FUNDS IN THE AMOUNT OF
$1,500,000 FOR THE REPLACEMENT OF THE FINANCIAL SYSTEM
WHEREAS,the County and Schools along with our fiscal agencies share a
single financial software system known as the Performance Series, which was
implemented in 1990;and
WHEREAS, the Performance Series software has run efficiently and effectively
at a great savings to the taxpayers for the last twenty-three (23) years; and
WHEREAS, the software has been purchased by three(3)different companies in
recent years and there is uncertaintyregarding maintenance, supportand technology
compatibility; and
WHEREAS, the County will need to allow adequate lead time to search, procure
and implement a project of this magnitude to ensure there is not an adverse effect on
the financial processing and reporting;and
WHEREAS, this project was presented to the Capital Improvement Plan
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out of 10)
committee in fiscal year 2013 and received a ranking ofeighth out of ten (8
in the Tier 1 category; and
WHEREAS, staff have been working over the last eighteen (18)months to
document the business processes in preparation for issuing a request for proposal; and
WHEREAS, the capital cost of a replacement system is expected to be in the
range of $4.0 to $4.5 million; and
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WHEREAS, approximately $2.9 million has been allocated to the project from the
Roanoke County PublicSchools and savings from bond refundings; and
WHEREAS, the projected remaining funds needed for the capital project totals
$1.5 million and isavailable in the minor capital account; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on June 24, 2014, and the
second reading was held on July 8, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $1,500,000is hereby appropriated from the County Minor
Capital account to the Financial System Replacement account; and
2.That appropriations designated for this capital project will not lapse at the
end of the fiscal year but shall remain appropriated until the completion of
the project; and
3.That this ordinance shall take effect from and after the date of adoption.
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COUNTY OF ROANOKE
FINANCE DEPARTMENT
PURCHASING DIVISION
Ashley D. King, MBA
Senior Buyer
P.O. Box 29800
5204 Bernard Drive SW, Suite 300F
Roanoke, VA 24018
Phone: (540) 772-2061, Ext. 319
Fax: (540) 561-2828
aking@roanokecountyva.gov
REQUEST FOR PROPOSALS
#2014-310
Financial Management System
for
Roanoke County and Roanoke County Public Schools
One (1) Unbound Original, Fifteen (15) Bound Complete Copies and One (1)
Electronic Copy (CD/DVD preferred) of Sealed Proposals Due
July 1, 2014
12:00 PM
(Local Prevailing Time)
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
GENERAL INFORMATION
Roanoke County and Roanoke County Public Schools (County) is seeking proposals from
qualified vendors to provide a financial management system. Specifications are provided
below for your consideration.
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A mandatory Pre-Proposal Meeting will be held on May 21, 2014, at 2:00 PM in the 4
Floor Training Room of the Roanoke County Administration Center, which is located at
5204 Bernard Drive SW, Roanoke, VA 24018. This meeting is mandatory. Only the
Offerors that attend the meeting will be allowed to submit a proposal.
One unbound original, fifteen (15) bound complete copies and one electronic copy (CD/DVD
July 1,
preferred) of the proposals, in a sealed envelope/package, will be received at and until
2014, at 12:00 PM (local prevailing time)
, in the Roanoke County Purchasing Division at
5204 Bernard Drive, Suite 300F, Roanoke, Virginia 24018. NO faxed proposals will be
accepted. It is the responsibility of the Offeror to ensure that its proposal is received in the
Purchasing Division by the above date and time. Any proposal received after the above time
and/or date will be returned to the Offeror unopened. Your response must be submitted in a
sealed envelope/package, clearly marked “RFP #2014-310 FINANCIAL MANAGEMENT
SYSTEM FOR ROANOKE COUNTY AND ROANOKE COUNTY PUBLIC SCHOOLS” on the
outside of the envelope/package. The Offeror assumes responsibility for having its proposal
delivered on time at the place specified. An agent of the Offeror authorized to make financial
and delivery commitments must sign the proposal. As this is a formal, sealed Request for
Proposal no information regarding the contents of the proposal or the identity of the Offerors
will be discussed until after the negotiation process.
Roanoke County shall provide the mechanism for the evaluation of all information received.
Roanoke County reserves the right to make the final determination of responsible Offerors and
to waive informalities and/or irregularities and to accept or reject any or all offers. Proposals
shall be as thorough and detailed as possible so that the County may properly evaluate the
capabilities of the Offeror to provide the required services. It is not the intent of the
specifications to be proprietary, or to exclude any individual, business or firm.
RFP QUESTIONS
Any inquiries regarding submittal of proposal or any questions concerning specifications shall
be in writing and sent via mail, fax or email to:
Ashley D. King, Senior Buyer
5204 Bernard Drive SW, Suite 300F
Roanoke, VA 24018
Phone: (540) 772-2061, Ext. 319
Fax: (540) 561-2828
aking@roanokecountyva.gov
Written responses, including any questions will be provided on our Purchasing Website in the
form of an Addendum. It is the responsibility of the Offeror to periodically check our website
for any addendum or sign up for County Email Notification. Questions received within five (5)
days of the proposal closing date will be attempted to be answered, but will not be reason to
delay the closing time of the proposals.
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BACKGROUND
The County of Roanoke contains approximately 246 square miles and is located at the
southern end of the Shenandoah Valley of Virginia, with the Blue Ridge Mountains to the
Southeast and the Appalachian Range to the Northwest. The County is located adjacent to
Craig, Botetourt, Bedford, Franklin, Floyd and Montgomery Counties, and surrounds the
independent and autonomous Cities of Salem and Roanoke, and contains the Town of Vinton.
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Roanoke County Public Schools is the 17 largest of more than 130 school systems in the
Commonwealth of Virginia. The school district provides educational services to approximately
14,100 students in preschool through grade 12 who are served in 16 elementary schools, 5
middle schools, 5 high schools and one specialty school.
The County’s current Financial Management System (FMS), Performance Series 3.1, was
originally designed by KPMG.The software was purchased by Tier Technology and then by
Cogsdale, which is now owned by Harris Computer. The software was implemented in the
County in 1997 as a conversion from KPMG FAMIS mainframe. Performance is a client server
application utilizing Microsoft SQL 2005 running on Windows 2003 server, and using a
Powerbuilder based GUI. System reporting is accomplished by using Crystal 2008 and Crystal
Infoviews. In addition to the FMS, the County utilizes spreadsheets and other databases to
track information and prepare other reports.
SPECIFICATIONS
The County is seeking proposals from qualified, experienced vendors for an Enterprise
Resource Management System (ERP) to provide the County with a core financial system and
system implementation services. The scope of the request will include, but is not limited to,
application software, implementation services, project management, user and technical
training, data conversion, interface management, change management, functional and
integration testing, documentation, maintenance and support and if applicable technology
infrastructure items. The system must be an integrated set of products using a common
database and operating system platform. The system should be web-based. Please note the
County is considering County-hosted as well as Vendor-hosted solutions. Differences
between the two options should be clearly delineated in the RFP response.
System should minimally include the following components:
General Ledger and Governmental Fund Accounting as required by the Governmental
Accounting Standards Board
System Controls and Edits (Cash, Encumbrance, Appropriations, etc.)
Treasury Management and Cash Management
Accounts Receivable and Miscellaneous Billings
Accounts Payable
Vendor Management and Self Service
Prior Year Commitments / Period Closing / Year End Processing
Capital Asset Accounting
Grant and Project Accounting
Attachments and Document Management
Contract Management
Procurement (Including Online Bidding and E-Catalog Requisitions)
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Budget Preparation, Personnel Budgeting, Budget Modeling, Budget Reporting, and
Budget Forecasting
Workflow
Business Intelligence, Financial Reporting and Analytics
Inbound/Outbound Integrations
The County is not asking for Payroll, Benefits and Human Resource Management in this
solicitation, but would like information on what the vendor offers in this area. Tax Billing and
Collections are currently out of scope for this solicitation.
It is the intent of the County to implement an out-of-the-box solution with a limited number of
customizations keeping the application as baseline as possible. The County prefers a
scalable, updatable, adaptive, user-friendly, easy to administer, table-based software
application that requires little IT staff intervention and programming to administer and
configure. The County desires the application to support ad-hoc reporting initiated by end-
users. The County is interested in a modernized user interface through web portal access with
a vendor that will continually enhance the proposed solution to keep current with industry
practices and requirements for local government. The web components of the system should
adhere to best practices from the World Wide Web Content Accessibility Guidelines. The
County desires a multi-browser based interface capable of accommodating the majority of web
browsers, including Internet Explorer v9 and later, Google Chrome, Safari, Firefox, etc. The
system should be operable on wireless mobile devices, such as smartphones and tablets
(Apple and Android operating systems).
COUNTY PROCESSING AND CLASSIFICATION STATISTICS
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The County operates on a fiscal year basis. The fiscal year begins on July 1 and ends on
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June 30.
The information below provides a context as to the scale and complexity of the County (counts
are from fiscal year 2013).
Total Number of Users 275
Concurrent Users 75
Financial Users 15
AP Data Entry Users 197
Budget Development 6
Budget Entry 60
Asset Management 6
System Administration 2
Security 2
Accounts Payable Approvers 3
Vendor Management 2
Purchasing Buyers / Support 8
Purchasing RQ and Direct PO Entry 180
Annual Operating Budget $178,381,825
Number funds 73
Number subfunds 107
Number of grants / year 100
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Encumbrance lines / year 998
Solicitations / year 550
Number of vendors maintained 16330
Number of checks / year 27252
Number of expenditure lines / year 51500
Number of Assets 2750
Number of Journal and Budget Entries 18050
Number PO Lines Rolled to New Year 190
Number Imaged Financial Documents 2880
Number Imaged AP Documents 30325
PROPOSAL FORMAT
SIGNATURE SHEET
Provide vendor contact information
Provide signature noting acceptance by vendor of conditions of RFP
VENDOR BACKGROUND
Provide the total number of employees in vendor organization indicating the number in
development and the number in support
Provide office locations
Provide total number of active clients
Provide total number of active government clients, school clients, and Virginia clients
Provide a list of Virginia government and school system clients
Provide total years offering ERP solutions
Provide company size and organization background
Provide information on all third-party vendors with contact information
Provide most recent audited financials for the vendor, including all third-party vendors
Provide a list of user groups with member contact information
Provide a brief description of any pending litigation against vendor, including all third-
party vendors
Provide evidence showing vendor, including third-party vendors, are in good standing
and are qualified to conduct business in Virginia
PROPOSED TEAM & PERSONNEL FOR PROJECT
Provide a listing of the proposed personnel for this project and the structure of the
project team
Supply representative resumes for the involved personnel
Name and title
o
Role in project
o
List of past projects
o
Educational background
o
Provide a list of vendor project roles and responsibilities
Define personnel that will work with the County to deliver each functional
o
component of the RFP
Define role of the vendor resource, the technical training and the amount of time
o
the resource will be allocated to the project
Define the amount of time the resource will be on site and off site during the
o
project
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Provide organization chart showing resources required for vendor, the County,
o
and any third-party vendors
Identify necessary skills and specific training needed for the County staff to use the
tools identified as part of proposed system
If using any subcontractor, include information on subcontracting staff being used and
their specific role in the project
Provide evidence of ability to successfully satisfy the requirements and specifications of
the proposal and to be able to provide the proposed services based on vendor workload
and availability of necessary personnel, equipment and facilities
Provide a sample of service level agreement for support
Provide the expectations for technical and business staff involvement to provide on-
going support of application for both County-hosted and vendor-hosted agreements
Identify the number of County staff expected to be committed to the project, by role, and
their estimated time commitment during the implementation including technical and
business staff within the County
Note skill sets required at each position
o
Note if any specialized training will be required and if Vendor provides the
o
training
Provide a comprehensive resource hours worksheet (information should be supplied by
module and project activity)
CLIENT REFERENCES
Provide at least five (5) clients that the vendor has worked with during the past three (3)
years, including at least one government/public sector, one school division, and one
Virginia client
Provide a list of former clients that have terminated their relationship with the vendor in
the past five years and the reason for termination
Provide a list of new client implementations in the past five years
Share past performance of yourself, the vendor, as reflected by evaluations of other
agencies (public sector preferably), with respect to such factors as quality of work,
success in controlling costs and success in meeting deadlines
IMPLEMENTATION, METHODOLOGY & SCOPE OF SERVICES
Provide details on scope of work to be provided
State the names of any third-party vendors that are part of proposal
Provide proof of long term access to the use oftheir product
o
Provide all costs of third-party products including costs of software license,
o
implementation, training and maintenance
Describe approach to vendor support during implementation
Describe transition support available when County migrates from implementation to a
go-live environment
Describe immediate post go-live support (30 – 90 days after go-live) to monitor and
assist in resolving post go-live issues
Describe the method of post-implementation support and on-going support provided by
vendor
Telephone support/help desk/client portal
o
Describe other support provided to the customer
o
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Describe any guarantees or service level standards for support response times
o
Describe the process of escalation of issues
o
Describe the timeframe provided for critical issue resolution
o
Describe how bug fixes and patches are handled
o
Provide the frequency of upgrades and enhancements
o
Describe the delivery method of future upgrades and product enhancements
o
Describe the support provided for third-party solutions
o
Describe current vendor approach for support during the early stages of go-live. Will a
centralized contact be available for questions and to perform any routine maintenance
that may be required?
Describe how vendor handles support for setup items, scheduling and security
Describe documentation to be supplied by vendor.
Describe how workflow, forms and reports are handled during implementation and go-
live. Which workflows, forms, and reports are established during implementation?
Describe procedures for developing additional workflows, forms, and reports.
Business Intelligence
Provide information on methodologies, processes and technologies used in
o
extracting data to present for reporting
Describe various methods of reporting and inquiry within the system, include
o
end-user capabilities for ad-hoc reporting and features that make the system
more intuitive and user friendly
Illustrate capabilities of self service by end users, highlight any features that allow
o
the users to extract their data without having to know the complexities of the
database or where the data is stored.
Identify report writer and tools included with the proposed system
o
Describe any pre-built solution capabilities to model and translate data to simplify
o
and expedite report development
Describe workflow tools
Describe reporting tools
Describe integration of Microsoft Office Products
Describe integration with Active Directory
Provide a list of all integrations developed with other software vendors for past
implementations
Provide samples of reports / inquiries that are included with the proposed system and
explain how they may satisfy the following business needs
Cash position
o
Revenue by fund/subfund
o
Expenditures by fund/subfund
o
General Ledger activity
o
Project and Grant activity
o
Encumbrance list
o
Daily cash activity
o
Beginning balances, total debits, total credits, and ending balances
o
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PROJECT PLAN
Provide a sample project plan including major milestones, activities, project schedule
and timing of deliverables using a start date of April 15, 2015
Describe how vendor will keep project plan current during implementation
o
Describe detail work effort for all implementation activities, data conversions,
o
interfaces, customizations, licenses, warranty and maintenance
Describe work to be done by both County and Vendor
o
Provide a detail implementation overview
Describe the detailed methodology for implementing software, including
o
estimated timeframes, overview of phases and milestones, assumptions and
assumed resource responsibilities
Describe methodology of change management (roles for both the vendor and
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County)
Describe where system testing and user acceptance testing fits into the
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implementation plan
Describe the need for and the length of parallel testing period prior to go-live date
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Describe how the vendor will lead efforts in following areas
Describe vendor’s use of Gap-Fit analysis to review County’s current business
o
processes in a series of meetings.
It is anticipated that some business process redesign may be needed to
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implement and provide robust, efficient, and effective business processes. Detail
your approach to operational process redesign. Who from the vendor team will
help the County to maximize the value of the new system, assist in identifying
areas for business process improvement, and has the skills to apply industry best
practices? Include description of deliverables that will be developed as part of
the operational redesign.
Discuss how to split the workload between the vendor and the County. Explain in detail
the proposed phasing for implementation. Explain all phases of the project including all
project objectives.
Describe disaster recovery functions and features of the proposed system
Describe how the scope will be managed
Describe how risk will be managed
Describe how status reports will be handled
Describe the plan for reporting to project leaders and stakeholders
Provide detailed communication plan for project
Describe the process for ensuring knowledge transfer occurs back to County staff and
define measures to indicate that staff will be capable of supporting and maintaining
application in the most proficient manner once the implementation engagement is
complete.
RESPONSE TO FUNCTIONAL SPECIFICATIONS
All responses included in the functional specifications spreadsheets should be included
in the cost proposal
Complete the functional requirements spreadsheets for all requirements
If a functional requirement is expected in the next release, please indicate this in the
comment column, and add the projected date of completion
If customization is required, provide estimated cost for each item
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RESPONSE TO TECHNICAL SPECIFICATIONS
Identify whether the relational database licenses with your product are included with the
solution, or will the vendor provide at additional cost (specify if County will need to
purchase separately)
Describe the application toolsets included with the software
Describe the programming languages and skills required to maintain the software
Describe tools used for customizations of the software (i.e., to create new tables, add
fields, change menus)
Describe what type of monitoring is routinely required for optimal system performance
Describe the document imaging tools that are available with the software solution, and
give details on the associated licensing
Describe the training and retraining provided with new upgrades
Describe the number of mandatory upgrades required per year
Describe the costs involved in upgrades, and whether or not the costs are included in
annual maintenance
Describe how software customizations are handled during upgrades
Describe the number of versions of software that are currently supported
Provide your current software lifecycle for all products proposed
Describe the tools used to meet reporting needs
Describe how system user data security applies to user access to reporting data in the
application
Describe any built-in interfaces between the proposed solution and Microsoft Office, as
well as detail which version(s) are supported
Provide information related to technical platform, system architecture, security and
future technical direction of the product to include but not be limited to
Define the type of licensing and provide definitions for each type of license being
o
proposed
Provide a summary of technologies used by the proposed system as it relates to
o
the RFP. Include software components and hardware components required by
the system.
Provide a high-level diagram and description of the architecture of the system,
o
which should include user administration, firewall, data transport, security, (i.e.
VPN, etc.) backup, secure access, auditing, log files, remote access, etc.
Provide description of the navigation between screens, how security and
o
workflow functions, and how it is maintained
Provide list of data tracing and audit features available in the system
o
Identify any items required to be installed on end users machine to utilize the
o
proposed application
Describe if application can be deployed to end user machines without any
o
installation or configuration on their machines
County desires to review flexible offerings for on premise managed services,
o
s
where software is County licensed and the vendor provides managed service
including, but not limited to, remote application support services, technical
support services, troubleshooting, upgrades and other facets of system
administration. It is anticipated that the County would be responsible for
hardware, connectivity, security, system and database backups.
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Web Components
Describe whether the web components of the system adhere to best practices,
o
i.e. from the World Wide Web Consortium’s Web Content Accessibility
Guidelines
Describe all browsers currently supported and the plan in place to keep the code
o
compliant with new releases of any browsers
Describe any components of software that are not web-based
o
Hosted Services Discussion
Describe how hosted services would impact the scope of the services provided
o
System Availability: Describe any guarantees or service level standards for the
o
percent of time that the system will be available to end users.Provide statistical
information demonstrating that service availability standards have been achieved
for current clients.
System Security: Describe capabilities for maintaining security in the vendor data
o
center, and ensuring that application data is protected from unauthorized access
System Integration: Describe ability to integrate the hosted system with existing
o
County applications, using standard based integration tools
Application Configuration: Describe the ability to configure and personalize the
o
system to meet County’s specific needs
Application Updates and Enhancements: Describe the schedule for updating the
o
hosted application and protocols used to coordinate updates with customers
Service Level Agreements: Describe the service level agreement associated with
o
the price proposal. Describe any credits or refunds offered in the event that the
service levels are not achieved.
Disaster Recovery: In the event of a major disaster, describe capabilities
o
(failover, redundancy) for restore of end user access to the system and the
expected timeframe for restoration. Also define the amount of data that may
potentially be lost in case of a disaster.
Service Termination: In the event that hosting agreement is terminated, describe
o
the procedures for the County to obtain in its entirety the most current data in the
data format desired by the County
Data Retention: Describe any limitations on amount of data that may be stored
o
with the host
Data Access Options: The County is required by law and regulations to maintain
o
public records for extended period of time, some of which would extend beyond
the length of the proposed contract. Discuss methodology for periodically
transporting selected data back to County for record retention aside from
standardized reporting.
Vendor hosted options must be in secure, audited facilities within the Continental
o
United States
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DATA CONVERSIONS
Provide a list of proposed data conversions based on the timing of go-live
Provide the conversion steps, estimated hours, and resources required for pull of legacy
data. The County will be responsible for data extraction and data scrubbing from the
existing financial system. The Vendor will be responsible for the overall data
conversion, and data import into the new system. Converted data should be ready for
user acceptance testing.
Describe your general approach to data conversion and how you would work with the
County to agree on what data should be converted. Include information about database
analysis and data mapping, conversion programs, data integrity checking and any post-
conversion clean up.
Potential conversion data
Chart of accounts
o
Capital assets – all current asset information
o
Purchase orders – outstanding encumbrances
o
Accounts payable – vendor history
o
Budget – a minimum of 5 years of budget detail
o
Determine what financial data should be converted based on determined go-live
o
date (i.e. beginning of fiscal year or within fiscal year)
Vendors
o
Commodity codes
o
Users
o
INTERFACES
County currently develops and maintains all interface code
Provide a detailed system interface plan as a part of the project plan
Currently the County chart of accounts is duplicated in Lawson (payroll), Munis
(revenue collections), PCard Works and Class (parks and rec facilities). These systems
will need to be converted to ‘new’ chart of accounts as part of the conversion effort.
Currently the County has various areas with manual chart of accounts used in
departmental data entry, these will need to be converted to ‘new’ chart of accounts
Included is a listing of our current interfaces
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Application / Application
Interface Purpose Frequency
DepartmentDescription
Finance 1099 Create Pull data from Performance and Thomas Annually
Brothers to create 1099 IRS files and print
files
Class / Parks & Class Revenues Pull revenues and A/R from Class to Weekly / End of
Rec Interface PerformanceMonth
Lawson/Budget County Position Pull County position budgeting from Annually
Budget Pull Lawson to Performance Budget
School Budget BudCon Database for the school salary contracts.Annually
This application does on-line validation
against Performance and Lawson.
Munis / GL Munis Pull all transactions from Munis and feed Daily
Treasurerinto Performance
Munis / GL Munis Refunds Pull all PP and RE refunds from Munis and Weekly
Treasurerfeed to Performance as vouchers to pay
JuryJury Checks Pull jury payment information from Jury and As Required
feed to Performance as vouchers to pay
Finance LaserFiche Daily Pull all daily voucher data from Daily
Performance with template fields required
for Laserfiche, create scanner sheets and
feed LaserFiche Process
Finance / W9 LaserFiche Pull all vendors with required information for Daily
LaserficheInterface matching to W9 and create template fields
Vendors
Lawson / Lawson Triggers Pull new account codes and object level 3’s Daily
PayrollGL Interface from Performance and auto feed into
Lawson Chart of Accounts
LawsonPayroll Check Pull all payroll checks from Lawson and Processed with
/PayrollInterface feed into Performance for bank every payroll for
reconciliationCounty/Schools
/WVRJA
Finance / BankReceive check files from bank and feed to Monthly
TreasurerReconciliation Performance for bank reconciliation
Lawson / School Audit / Pull Lawson data and create audit trail of Processed with
PayrollFAR510 school selected benefits and salaries by every School
oca / object level 3 for Schools Required payroll
Reporting
Lawson / School Wellness Pull Lawson data and create detail wellness Processed with
PayrollDetails data for finance and schools to determine every end of
costs of wellness program per payroll month School
payroll
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Application / Application
Interface Purpose Frequency
DepartmentDescription
Lawson / Payroll Standard Pull Lawson data and create summarized Processed with
Interface labor distribution to feed into Performance, every payroll for
create required vouchers to pay County / Schools /
WVRJA
Thomas Brothers / WelfareCreate Manual checks in Performance for Weekly / End of
Social Services Checks and checks interfaced from Thomas Brothers, Month
DSS Posipay create Posipay file for bank
Thomas Brothers / CSA Checks Create Manual checks in Performance for Weekly / End of
Social Services and Posipay checks interfaced from Thomas Brothers, Month
CSA create Posipay file for bank
Works / PurchasePull all transactions from Works and Monthly
PurchasingCardcreate detail expenditure entries, also
Interface keep master file updated with all current
active card numbers
Lawson / Payroll School Time Pull from Lawson (before PR finalized) all Processed with
Records the time records to capture FTE per every School
employeePayroll
Lawson / Payroll School FTE Pull records from school time records and Processed with
File create file for schools to determine FTE every School
per Program cost account for fiscal year Payroll
Performance / VoucherAfter each payment processing run in Processed with
FinancePosipayPerformance, pull all check records and every Performance
Interface sent to bank as Posipay Payment
Processing
Performance / Load New Budget will create final budget to be Annual
Budget Fiscal Year loading into Performance Accounting
Budget
Performance / UnclaimedPull voucher records to excel file, finance Annual
FinancePropertymakes corrections, load the final corrected
text file to state
Budget / LoadPull financial actuals by fund from Annual
PerformanceFinancial Performance and Load to either County or
Actuals to School budget accumulators
Budget
County Garage / Fuel Billing / Account numbers stored in system and Monthly
General Services Cost of cards and passed to finance in
Vehicle spreadsheet for posting / Faster, Fuel
Maintenance
Masters, Wright Express
CommIT CommunicatiAccounts numbers passed to finance to Monthly
on Shop charge back depts. For consumption of
Inventoryinventory
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TRAINING PLAN
The County plans to use the train the trainer approach to end-user training. Provide
information using this planned approach to include the following:
Supply copy of proposed training plan/strategy including options for on-site and
o
off-site training. Include any web-based training options.
Provide a description of classes/courses proposed as part of the training plan for
o
both functional and technical users
Recommend attendees for classes
Provide the cost for classes/training
Define the role and responsibility of the vendor in the design and implementation
o
of the training plan
Define the knowledge transfer strategy proposed by the vendor to prepare the
o
County staff to maintain the system after the application is placed into production
Identify all training that is included in the proposal
Detail of training for County IT staff on the application and the tools
o
Detail of training for County staff on the solution
o
Detail the foundational skills that will be required to support the proposed solution
o
Detail any required or suggested outside training that may be required
o
Training types and documentation
Detail the types of training to be provided
o
Detail the types of documentation that will be developed and provided to the
o
County
Provide, by role, standard training information such as outlines, description of
o
content, format, guaranteed outcomes or any other information that will assist
evaluators in understanding the depth of the training period.
Describe how training is delivered in context to the overall implementation
o
schedule
TESTING
Describe plans for the following types of testing that are anticipated to be performed on
the project and the type of assistance the vendor anticipates providing to the County
System testing
o
Data conversion validation
o
Integration testing
o
Stress / Performance testing with baselines
o
User Acceptance testing
o
Parallel testing
o
COST PROPOSAL
Optional modules should not be included in price, but costs should still be provided
Indicate pricing of third-party solutions
Define the pricing structure for the associated software costs, which includes license
fees or other pricing methods, and other required features such as maintenance,
upgrades, consultation and support fees, as well as post-implementation training costs
and services. All pricing information should include a schedule for implementation and
reflect at least five years of cost after go-live.
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Provide pricing in the following areas
Perpetual software licensing (include production, test and disaster recovery
o
options and number of users)
Third-party licensing fees and support
o
Any other licensing costs
o
Any recurring maintenance and support cost for above incurred during
o
implementation
Maintenance and support post go-live (years 1-10)
o
Implementation services (baseline modifications, customizations, training for
o
report writing, etc.)
Project Managment services
o
Hosted services
o
Other services
o
EVALUATION CRITERIA
The criteria below will be utilized in the evaluation of qualifications for development of the
shortlist of those Offerors to be considered for interviews and/or potential negotiations.
Offerors are required to address each evaluation criteria in the order listed and to be specific in
presenting their qualifications.
Experience – 30%
Price – 15%
Functionality – 30%
References – 10%
Company Background & Personnel – 15%
BASIS FOR AWARD
Information and/or factors gathered during interviews, negotiations and any reference checks,
in addition to the evaluation criteria stated in the RFP, and any other information or factors
deemed relevant by the County, shall be utilized in the final award. Respondents are
encouraged to submit proposals that the respondent feels best meets the needs of Roanoke
County. The County will make the final determination of the proposal that best meets the
needs of Roanoke County.
NO CONTACT POLICY
After the date and time established for receipt of proposals by the County, any contact initiated
by any Offeror with any County representative, other than the purchasing representative listed
herein, concerning this request for proposals is prohibited. Any such unauthorized contact
may cause disqualification of the Offeror from this procurement transaction.
COOPERATIVE PROCUREMENT
The procurement of goods and/or services provided for in this Request for Proposal is being
conducted pursuant to Virginia Code, Section 2.2-4304.
Therefore, the Offeror or Bidder is advised, and by submitting a response to this procurement,
such Offeror or Bidder agrees that any resulting contract from this procurement may in addition
to the County of Roanoke, may also be extended to other public agencies or bodies in the
15
Commonwealth of Virginia to permit those public agencies or bodies to purchase such goods
and/or services at contract prices, in accordance with the terms, conditions, and specifications
of this procurement. The successful Offeror or Bidder shall deal directly with each public
agency or body seeking to obtain any goods and/or services pursuant to any contract that may
result from this procurement and in accordance with Virginia Code, Section 2.2-4304.
The County of Roanoke shall not be responsible or liable for any costs, expenses, or any other
matters of any type to either the successful Offeror or Bidder or the public agency or body
seeking to obtain any goods and/or services pursuant to this cooperative procurement
provision.
GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS-RFP (04/12/2012)
READ CAREFULLY -
Proposals must be submitted in accordance with instructions given in
this document. All information requested must be submitted. Failure to do so may result in the
proposal being considered non-responsive and, therefore, rejected.
Wherever the term Roanoke County, County or Roanoke County Board of Supervisors is used
it is understood to include the Roanoke County School Board, in addition, any contract
awarded from this solicitation may be used by Roanoke County Public Schools and any other
public entity for which the County of Roanoke acts as a fiscal or purchasing agent.
Submission and Receipt of Proposals
(a) To be considered, all proposals must be delivered in a sealed envelope, clearly marked
with the words “Proposal Documents”, proposal number and the title of the Request for
Proposal and received in the Roanoke County Finance Department/Purchasing Division
no later than the specified date and time for the Request for Proposal opening. Failure
to timely submit such proposal shall disqualify the Offer and such proposal will be
returned to the Offeror unopened. NO FAXED PROPOSALS WILL BE ACCEPTED.
(b) Unless otherwise specified, Offerors must use the Request for Proposal price form
furnished by the County. Failure to do so shall be grounds for rejection of the proposal.
(c) Proposals having any erasures or corrections must be initialed in ink by the Offeror. An
authorized officer of the company must sign proposals in ink. Such authorization shall
be a part of the proposal document. All quotations must either be typewritten or printed
in ink.
(d) The original proposal response must not be permanently bound as to allow for
document scanning for internal recordkeeping and one (1) electronic copy on CD/DVD
is preferred.
Important Notice – Addendums and Notices of Award:
Effective March 14, 2011, the Purchasing Division of Finance, in conjunction with the County of
Roanoke, has a new and improved website. With this new website, Purchasing has gained a
new bid module which will provide more information and faster downloads for the vendors
interested in doing business with the County. There is a new advanced Email/Text Message
notification system allowing vendors to sign up to receive emails or text message notices about
bids, proposals, addendums, bid tabulation and awards. Vendors can sign up to receive
notification in selected commodity/service categories. The current Vendor Registration to
16
receive notices of bids and proposals will soon be phased out completely. All vendors
interested in receiving these automatic electronic notifications will need to sign up in the new
Notify Me
‘’ and it is their responsibility to keep information current in the system in order to
receive the notifications. The sign up only requires an email address and/or a cell phone
number for receiving text messages (if your phone is capable) and your choice of categories.
The address for this new website is www.RoanokeCountyVA.gov/purchasing.
Notify Me’
Although ‘ will be the only way to receive automatic notification, all BIDS/RFP
Information will continue to be posted on our website, bulletin board, published in the local
newspaper, and can be picked up at the Purchasing Division, 5204 Bernard Drive, Suite 300F,
Roanoke, VA 24018. Phone # (540) 772-2061, Ext. 311.
Questions should be directed to:
Ashley D. King, Senior Buyer Phone: (540) 772-2061, Ext. 319
5204 Bernard Drive SW, Suite 300F Fax: (540) 561-2828
Roanoke, VA 24018 aking@roanokecountyva.gov
Acceptance or Rejection of Proposals
The County of Roanoke reserves the right to accept or reject any or all offers. The County
also reserves the right to award the contract for any such materials, goods or services the
County deems will best serve its interests. It further reserves the right to award the contract on
a split order basis, lump sum or individual basis, or such combinations as shall best serve the
interest of the County. Roanoke County reserves the right to make a site visit to the facility
prior to proposal award.
Proposal Guaranty
The Offeror must guarantee not to withdraw a proposal during the period of ninety (90) days
following the due date or until a contract is signed; that if such proposal is accepted the Offer
will accept and perform under the terms of this RFP, the proposal and any subsequent
negotiation and resulting contract.
Modification or withdrawal of a proposal will be executed as outlined in the Roanoke County
Procurement Code.
Roanoke County encourages free and open competition. Whenever possible, specifications,
proposal invitations, and conditions are designed to accomplish this objective, consistent with
the necessity to satisfy Roanoke County’s needs and the accomplishment of a sound
economical operation. The Offeror’s signature on this proposal guarantees that the price
offered has been established without collusion with other eligible Offerors and without effort to
preclude Roanoke County from obtaining the lowest possible competitive price. The award (s)
will be made to the responsible Offeror(s) whose proposal is determined to be most
advantageous to Roanoke County based on the evaluation factors set forth in this Request for
Proposal.
Costs of developing and delivering responses to the Request for Proposals are entirely the
responsibility of the Offeror.
All materials submitted in response to the RFP become the property of Roanoke County upon
delivery to the Roanoke County Purchasing Office and are subject to public inspection in
accordance with the Virginia Freedom of Information Act.
17
Additional Evaluation Criteria:
Several factors, in addition to costs, will be taken into account when evaluating proposals:
Roanoke County shall provide the mechanism for the evaluation of all information received, the
final determination of responsible Offerors, and reserves the right to waive informalities and to
accept or reject any or all proposals.
(a) Company background, staffing and experience: The character, integrity, reputation,
judgment, experience and efficiency of the bidder.
(b) References: Provide five (5) references with contact names, companies and phone
numbers. These references must be for firms who have purchased the same types of
products and/or services.
(c) The quality of performance of previous contracts, products and/or services.
(d) Reporting capabilities.
(e) Company financial status: The sufficiency of the financial resources and the ability of
the bidder to perform the contract.
(f) Proposal Submission completeness and compliance with the specifications.
(g) Service and support offering. The ability, capacity and skill of the Offer to perform or
provide the service. The ability of the Offeror to provide future maintenance and/or
service.
(h) Price. Pricing shall be a factor in evaluating the proposals; however, Roanoke County
reserves the right to purchase other than low bid.
(i) The previous and existing compliance by the Offeror with laws and policies relating to
the contract.
(j) The quality, availability and adaptability of the goods and services.
(k) All samples are subject to product testing.
(l) Whether the Offeror can perform the contract and provide service promptly.
(m) The ability of the Offeror to respond to problems and concerns.
(n) Delivery
Selection Process/Award of Contract
As this is a Request for Proposal, no information regarding the identity of neither the vendors
nor the contents will be released until after the negotiation process.
Proposals may be ranked without interviews; hence, firms are encouraged to submit their initial
proposals as comprehensively as possible.
Section 2.2-4301
The selection process will be in accordance with of the Code of Virginia:
18
3(a). Procurement of Professional Services. The public body shall engage in individual
discussions with two or more Offerors deemed fully qualified, responsible and suitable on the
basis of initial responses and with emphasis on professional competence, to provide the
required services. Repetitive informal interviews shall be permissible. The Offerors shall be
encouraged to elaborate on their qualifications and performance data or staff expertise
pertinent to the proposed project, as well as alternative concepts. The Request for Proposal
shall not, however, request that Offerors furnish estimates of man-hours or cost for services. At
the discussion stage, the public body may discuss nonbinding estimates of total project costs,
including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of
price for services. Proprietary information from competing Offerors shall not be disclosed to the
public or to competitors.
At the conclusion of discussion, outlined in this subdivision, on the basis of evaluation factors
published in the Request for Proposal and all information developed in the selection process to
this point, the public body shall select in the order of preference two or more Offerors whose
professional qualifications and proposed services are deemed most meritorious. Negotiations
shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and
advantageous to the public body can be negotiated at a price considered fair and reasonable,
the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first
shall be formally terminated and negotiations conducted with the Offeror ranked second, and
so on until such a contract can be negotiated at a fair and reasonable price. Notwithstanding
the foregoing, if the terms and conditions for multiple awards are included in the Request for
Proposal, a public body may award contracts to more than one Offeror.
Should the public body determine in writing and in its sole discretion that only one Offeror is
fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others
under consideration, a contract may be negotiated and awarded to that Offeror.
3(b). Procurement of other than professional services. Selection shall be made of two or
more Offerors deemed to be fully qualified and best suited among those submitting proposals,
on the basis of the factors involved in the Request for Proposal, including price if so stated in
the Request for Proposal. Negotiations shall then be conducted with each of the Offerors so
selected. Price shall be considered, but need not be the sole determining factor. After
negotiations have been conducted with each Offeror so selected, the public body shall select
the Offeror which, in its opinion, has made the best proposal, and shall award the contract to
that Offeror. When the terms and conditions of multiple awards are so provided in the Request
for Proposal, awards may be made to more than one Offeror.
Should the public body determine in writing and in its sole discretion that only one Offeror is
fully qualified, or that one Offeror is clearly more highly qualified than the others under
consideration, a contract may be negotiated and awarded to that Offeror.
Invoices
The contractor must send all invoices directly to the payment address shown on the purchase
order/contract and must submit invoices for items ordered, delivered and accepted by
Roanoke County. All invoices must show the purchase order/contract number. All contractors
Vendor
need to be properly registered as a payment vendor for the County. An on-line
Payment Registration
is found on the Purchasing website. All vendors previously registered
are still in the system as a payment vendor. This system will no longer be used for notification
of bids/rfp’s.
19
Performance Bond
At the time of or prior to the execution of the contract, the County reserves the right to require
the successful Offeror to furnish a performance and/or labor and material payment bond with
corporate surety, satisfactory to the County of Roanoke, in the amount of the contract price.
Quality
All materials used for the manufacture or construction of any supplies, materials or equipment
covered by this contract shall be of the best quality available.
Acceptance of Material
Until such time as all the conditions in the contract are fulfilled, the County reserves the right to
refuse and return material, at the seller’s expense.
Warranty/Returns
Clearly specify your warranty of product and handling of returns, including turnaround time on
faulty equipment. Warranties and other technical data are to be included.
Delivery
Time is of the essence for delivery of any items, products or service procured as a result of this
contract. If delivery is not made at the time specified on the Request for Proposal or
subsequent negotiations, the County reserves the right to call in any and all bonds or other
security given for performance, to cancel the order, or any part thereof, without obligation, to
declare the seller in default, and to disqualify the seller from bidding on future County
contracts.
Default
In case of failure to provide goods/services as specified herein, Roanoke County, after due
written notice, may procure goods/services from other sources and hold the contractor
responsible for any and all excess cost occasioned thereby.
Copyright or Patent Rights
The Offeror warrants that there have been no violations of copyrights or patent rights in the
manufacture, production or sale of the goods shipped or ordered as a result of this proposal.
The Offeror agrees that the County of Roanoke shall be indemnified and held harmless from
any and all liability or expense occasioned by any such violations.
Tax Exemption
The County of Roanoke is exempt from any taxes imposed by State and/or Federal
Government. Upon notification, the County will furnish a certificate of tax exemption.
Certification and Ability
The County of Roanoke reserves the right to request from the Offeror, a separate
manufacturer’s certification of all statements made in the proposal. The County may request
any or all s to furnish proof of experience, ability and financial standing.
Compliance with Laws
The Offeror is responsible for compliance with all Local, State and/or Federal laws and
regulations. The County of Roanoke shall be held harmless from any liability.
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Authority to Transact Business in Virginia
A Contractor organized as a stock or non stock corporation, limited liability company, business
trust, or limited partnership or registered as a registered limited liability partnership shall be
authorized to transact business in the Commonwealth as a domestic or foreign business entity
if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law.
Any business entity described herein that enters into a Contract with the County pursuant to
the Virginia Public Procurement Act 2.2-4300 et seq. shall not allow its existence to lapse or its
certificate of authority or registration to transact business in the Commonwealth, if so required
under Title 13.1 or Title 50 of the Code of Virginia, to be revoked or cancelled at any time
during the term of the Contract. The County may void any Contract with a business entity if
the business entity fails to remain in compliance with the provisions of this section. All
corporations, LLC’s and LLP’s shall be registered with the State Corporation Commission. To
determine whether your firm should register, please contact the SCC.
By my signature on this solicitation, I certify compliance with federal, state, and local laws and
regulations applicable to the performance of the services described herein.
Ruling Law
This request for proposals and any contract executed pursuant hereto of which this request for
proposal shall be an internal part shall be governed, controlled and interpreted in accordance
with the law of the Commonwealth of Virginia without reference to its conflict of law principles.
Each party to such contract shall there by submit to the exclusive jurisdiction of the Circuit
Court of the County of Roanoke or, in the event that jurisdiction is authorized, to the United
States District Court for the Western District of Virginia, sitting at Roanoke, Virginia.
Nondiscrimination Provisions:
During the performance of this contract, the contractor will not discriminate against any
employee or applicant for employment because of age, race, religion, color, sex or national
origin, except where religion, sex or nation origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the contractor. The contractor agrees to post
in conspicuous places, available to employees and applicants for employment, notices setting
forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or
advertisements for employees placed by or on behalf of the contractor, will state that such
contractor is an equal opportunity employer.
Insurance
:
The CONTRACTOR shall purchase and maintain such insurance as will protect him from
claims set forth below which may arise out of or result from the CONTRACTOR'S execution of
the WORK, whether such execution be by himself or by any SUBCONTRACTOR or by anyone
directly or indirectly employed by any of them, or by anyone for whose acts any of them may
be liable:
Claims under workmen's compensation, disability benefit and other similar employee
benefit acts; and
Claims for damages because of bodily injury, occupational sickness or disease, or
death of his employees; and
21
Claims for damages because of bodily injury, sickness liability coverage which are
sustained (1) by any person as a result of an offense directly or indirectly related to the
employment of such person by the CONTRACTOR, or (2) by any other person; and
Claims for damages because of bodily injury, sickness, or disease, or death of any
person other than his employees; and
Claims for damages because of injury in or destruction of tangible property, including
loss of use resulting there from.
Certificates of insurance acceptable to the OWNER shall be filed with the OWNER prior
to coverage’s afforded under the policies will not be canceled unless at least fifteen (15)
days prior WRITTEN NOTICE has been given to the OWNER.
The CONTRACTOR shall procure and maintain, at his own expense, during the CONTRACT
TIME, liability insurance as hereinafter specified:
CONTRACTOR'S General Public Liability and Property Damage Insurance including
vehicle coverage issued to the CONTRACTOR and protecting him from all claims for
personal injury, including death, and all claims for destruction of or damage to property,
arising out of or in connection with any operations under the CONTRACT
DOCUMENTS, whether such operations be by himself or by any SUBCONTRACTOR
under him, or anyone directly or indirectly employed by the CONTRACTOR or by a
SUBCONTRACTOR under him. Insurance shall be written with a limit of liability of not
less than $1,000,000 for all damages arising out of bodily injury, including death, at any
time resulting there from, sustained by any one person in any one accident; and a limit
of liability of not less than $1,000,000 aggregate for any such damages sustained by
two or more persons in any one accident.Insurance shall be written with a limit of
liability of not less than $1,000,000 for all property damage sustained by any one person
in any one accident; and a limit of liability of not less than $1,000,000 aggregate for any
such damage sustained by two or more persons in any one accident.
The CONTRACTOR shall procure and maintain, at his own expense, during the CONTRACT
TIME, in accordance with the provisions of the laws of the state in which the WORK is
performed. Workmen's Compensation Insurance, including occupational disease provisions,
for all of his employees at the site of the PROJECT and in case any WORK is sublet, the
CONTRACTOR shall require each SUBCONTRACTOR similarly to provide Workmen's
Compensation Insurance, including occupational disease provisions for all of the latter's
employees unless such employees are covered by the protection afforded by the
CONTRACTOR. In case any class of employees engaged in hazardous WORK under this
CONTRACT at the site of the PROJECT is not protected under Workmen's Compensation
statute, the CONTRACTOR shall provide, and shall cause each SUBCONTRACTOR to
provide, adequate and suitable insurance for the protection of his employees not otherwise
protected.
22
SPECIAL INSTRUCTIONS:
Antitrust
By entering into a contract, the Offeror conveys, sells, assigns and transfers to Roanoke
County all rights, title, and interest in and to all causes of the action it may now or hereafter
acquire under the antitrust laws of the United States and the Commonwealth of Virginia,
relating to the particular goods or services purchased or acquired by Roanoke County under
said contract.
Availability of Funds
It is understood and agreed between the parties herein that Roanoke County shall be bound
hereunder only to the extent of the funds available or which may hereafter become available
for the purpose of this contract.
Assignment of Contract
A contract shall not be assignable by the in whole or in part without the written consent of
Roanoke County.
Contract
Any contract resulting from this proposal shall consist of the following documents: the General
Terms and Conditions and the Specifications, both of which are contained in the Request for
Proposal, together with the Offeror’s response, which consists of this document, the Price
Schedule and other related documents attached hereto or submitted with this Request for
Proposal.
Modification of Contract
This RFP and any subsequent contract constitute the entire agreement between the Offer or
and Roanoke County. No alteration, amendment, or modification in the provisions of the
contract shall be effective unless it is put in writing, signed by all parties and attached.
Cancellation of Contract
Roanoke County reserves the right to cancel and terminate any resulting contract, with a 30-
day written notice to the contractor. Any contract cancellation notice will not relieve the
contractor of the obligation to deliver and/or perform on all services prior to the effective date of
cancellation. Cancellation of the contract would become effective the thirty-first day after
notification.
Data for cancellation of the contract will be gathered by Roanoke County. The opinion of
Roanoke County as to lack of performance will be final and without appeal.
Immigration Reform and Control Act of 1986
By signing this proposal, the Offeror certifies that the firm does not and will not during the
performance of this contract employ illegal alien workers or otherwise violate the Federal
Immigration Reform and Control Act of 1986.
Kickbacks
I certify and warrant that by my signature on this solicitation, neither I nor the Offeror for whom
I am authorized to act has offered or received any kickback from any other Offeror, supplier,
manufacturer, or subcontractor in connection with proposal on this contract, subcontractor in
order, in the form of any payment, loan, subscription, advance, deposit of money, services or
anything, present or promised, unless consideration of substantially equal or greater value is
23
exchanged. Further, no person shall demand or receive any payment, loan, subscription,
advance, and deposit of money, service, or anything of more than nominal value, present or
promised, unless consideration of substantially equal or greater value is exchanged.
Debarment
By my signature on this solicitation, I certify that this person/firm/corporation is not currently
barred from bidding on contracts by any agency of the Commonwealth of Virginia or the
federal government of the United States of America, nor is this person/firm/corporation a part
of any firm/corporation that is currently barred from bidding on contracts by any agency of the
Commonwealth of Virginia or the federal government of the United States of America. I have
attached an explanation of the previous debarment(s) and copies of notice(s) of
reinstatement(s).
Indemnification
To the fullest extent permitted by law, the Vendor shall indemnify and hold harmless the
County of Roanoke and their agents and employees from and against all claims, damages,
losses and expenses, including but not limited to, attorneys' fees, arising out of or resulting
from the performance of the Work, provided that any such claim, damage, loss or expense (1)
is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of
tangible property (other than the Work itself) including the loss of use resulting there from, and
(2) is caused in whole or in part by any negligent act or omission of the Vendor, any
Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts
any of them may be liable, regardless of whether or not it is caused in part by a party
indemnified hereunder. Such obligation shall not be construed to negate, abridge, or
otherwise reduce any other right or obligation of indemnity which would otherwise exist as to
any party or person described in this paragraph.
The County cannot legally agree to any clause indemnifying the contractor from any damages
arising out of the contract or holding the contractor harmless. The submission of a bid or
proposal means that the contractor agrees not to request such language in the resulting
contract.
Drug-free Workplace
During the performance of this contract, the contractor agrees to (i) provide a drug-free
workplace for the contractor’s employees; (ii) post in conspicuous places, available to
employees and applicants for employment, a statement notifying employees that the unlawful
manufacture, sale distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in violation of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the contractor that the contractor
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in
every subcontract or purchase order of over $10,000, so that the provisions will be binding
upon each subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of
work done in connection with a specific contract awarded to a contractor in accordance with
this chapter, the employees of whom are prohibited from engaging in the unlawful
manufacture, sale, distribution, dispensation, possession or use of any controlled substance or
marijuana during the performance of the contract.
24
Data on convictions for certain crimes and child abuse and neglect
Prior to awarding a contract for the provision of services that require the contractor or his
employees to have direct contact with students, the school board shall require the contractor
and, when relevant, any employee who will have direct contact with students, to provide
certification that (i) he has not been convicted of a felony or any offense involving the sexual
molestation or physical or sexual abuse or rape of a child; and (ii) whether he has been
convicted of a crime of moral turpitude (§22.1-296.1 (C)).
Proprietary Information
Ownership of all data, materials, and documentation originated and prepared for the County of
Roanoke pursuant to the REQUEST FOR PROPOSAL shall belong exclusively to the County
and be subject to public inspection in accordance with the Virginia Freedom of Information Act.
Trade secrets or proprietary information submitted by an Offeror shall not be subject to public
disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the
protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time
the data or other material is submitted.
The Offeror must specifically identify the data or materials to be protected and state the
reasons why protection is necessary on the “Notice of Proprietary Information Form” below. In
addition, the proprietary or trade secret material submitted must be identified by some distinct
method such as highlighting or underlining in the Proposal and must indicate only the specific
words, figures, or paragraphs that constitute trade secret or proprietary information.
The classification of an entire proposal document, line item prices, and/or total proposal prices
as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.
25
PROPRIETARY INFORMATION FORM
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
Confidentiality References Protection in Accordance with the Code of Virginia, Section 2.2-
4342
Reason(s) for Withholding from
Section Title Page #
Disclosure
INSTRUCTIONS
: Identify the data or other materials to be protected and state the reasons by
using the codes listed below. Indicate the specific words, figures, or paragraphs that constitute
trade secrets or proprietary materials. The classification of an entire bid or proposal document,
line item prices, and/or total bid or proposal prices as proprietary or trade secret is not
acceptable and will result in rejection of the bid or proposal.
A) This page contains information relating to "trade secrets", and "proprietary information"
including processes. Operations, style of work, or apparatus. Identify confidential statistical
data. Amount or source of any income...of any person (or) partnership. See Virginia Public
Procurement Act. Section 2.2-4342. Unauthorized disclosure of such information would
violate the Trade Secrets Act 18 U.S.C. 1905.
B) This page contains proprietary information including confidential, commercial or financial
information, which was provided to the Government on a voluntary basis and is of the type
that would not customarily release to the public. See Virginia Public Procurement Act,
Section 2.2-4342; 5 U.S.C. 552 (b) (4); 12 C.F.R. 309.5(c) (4).
C) This page contains proprietary information including confidential, commercial or financial
information. The disclosure of such information would cause substantial harm to
competitive position and impair the Government’s ability to obtain necessary information
from contractors in the future. 5 U.S.C. See Virginia Public Procurement Act. Section 2.2-
4342; 552 (b) (4); 12 C.F.R. 309.5(c) (4).4342; 552 (b) (4); 12 C.F.R. 309.5 (c) (4).
26
SIGNATURE SHEET
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
My signature certifies that the proposal as submitted complies with all Terms and Conditions
as set forth in the RFP.
My signature also certifies that the accompanying proposal is not the result of, or affected by,
any unlawful act of collusion with another person or company engaged in the same line of
business or commerce, or any act of fraud punishable under Title 18.2, Chapter 12, Article 1.1
of the Code of Virginia, 1950 as amended, Furthermore, I understand that fraud and unlawful
collusion are crimes under the Virginia Governmental Frauds Act, The Virginia Government
Bid Rigging Act, and Virginia Antitrust Act and Federal Law, and can result in fines, prison
sentences, and civil damage awards.
My signature also certifies that this firm has no business or personal relationships with any
other companies or persons that could be considered as a conflict of interest or potential
conflict of interest to the County Of Roanoke, and that there are no principals, officers, agents,
employees, or representatives of this firm that have any business or personal relationships
with any other companies or persons that could be considered as a conflict of interest or a
potential conflict of interest to the County Of Roanoke, pertaining to any and all work or
services to be performed as a result of this request and any resulting contract with the County
Of Roanoke.
I hereby certify that I am authorized to sign as a Representative for the Firm:
COMPANY NAME ___________________________________________________________
ADDRESS _______________________________ PHONE # _________________________
_______________________________ FAX # _________________________
_______________________________ EMAIL _________________________
FEIN ____________________ VA BUSINESS LICENSE NO. ________________________
.
STATE CONTRACTOR’S NUMBER (IF APPLICABLE) _______________________________
VIRGINIA SCC # OR STATEMENT DESCRIBING WHY FIRM IS NOT REQUIRED TO BE SO
AUTHORIZED PER VA CODE §2.2-4311.2 ________________________________________
___________________________________________________________________________
SIGNATURE ______________________________________ DATE ___________________
NAME _________________________________ TITLE _____________________________
27
REFERENCE FORM
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
Name of Entity ______________________________________________________________
Contact __________________________________ Title __________________________
Telephone _______________________ Length of Business Relationship _______________
Name of Entity ______________________________________________________________
Contact __________________________________ Title __________________________
Telephone _______________________ Length of Business Relationship _______________
Name of Entity ______________________________________________________________
Contact __________________________________ Title __________________________
Telephone _______________________ Length of Business Relationship _______________
Name of Entity ______________________________________________________________
Contact __________________________________ Title __________________________
Telephone _______________________ Length of Business Relationship _______________
Name of Entity ______________________________________________________________
Contact __________________________________ Title __________________________
Telephone _______________________ Length of Business Relationship _______________
28
COUNTY OF ROANOKE
FINANCE DEPARTMENT
PURCHASING DIVISION
Ashley D. King, MBA
Senior Buyer
P.O. Box 29800
5204 Bernard Drive SW, Suite 300F
Roanoke, VA 24018
Phone: (540) 772-2061, Ext. 319
Fax: (540) 561-2828
aking@roanokecountyva.gov
May 30, 2014
Addendum #1
REQUEST FOR PROPOSALS
#2014-310
Financial Management System for
Roanoke County and Roanoke County Public Schools
One (1) Unbound Original, Fifteen (15) Bound Complete Copies and One (1)
Electronic Copy (CD/DVD preferred) of Sealed Proposals Due
July 1, 2014
12:00 PM
(Local Prevailing Time)
NEW DUE DATE:
July 15, 2014
3:00 PM
(Local Prevailing Time)
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
Addendum #1 is being issued to establish a new due date of July 15, 2014, at 3:00 PM (local prevailing
time).
2
COUNTY OF ROANOKE
FINANCE DEPARTMENT
PURCHASING DIVISION
Ashley D. King, MBA
Senior Buyer
P.O. Box 29800
5204 Bernard Drive SW, Suite 300F
Roanoke, VA 24018
Phone: (540) 772-2061, Ext. 319
Fax: (540) 561-2828
aking@roanokecountyva.gov
June 6, 2014
Addendum #2
REQUEST FOR PROPOSALS
#2014-310
Financial Management System for
Roanoke County and Roanoke County Public Schools
One (1) Unbound Original, Fifteen (15) Bound Complete Copies and One (1)
Electronic Copy (CD/DVD preferred) of Sealed Proposals Due
July 1, 2014
12:00 PM
(Local Prevailing Time)
NEW DUE DATE:
July 15, 2014
3:00 PM
(Local Prevailing Time)
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
Addendum #2 is being issued to answer the questions below.
Implementation Timeline – please confirm start of April 15, 2015 (as stated in the ERP
RFP), is the County still tracking to this start date? Does the County have any
recommended “go live” date?
It is the intent that the project kick-off date would occur on April 15, 2015. We do
not have an anticipated go live date at this point, and we are thinking that is
something we would work out with the vendor as we get our head and hands
around the true scope of the project
General Ledger – would it be the responsibility of the vendor to consolidate / redesign the
chart of accounts for the County / County Public Schools? (or will this be done as a
separate project before the start of the ERP implementation?)
It is our understanding that we would work with the vendor to design the new
chart of accounts. We will need to know the data elements available to come up
with the plan. We are hoping that the selected vendor will bring some guidance to
the table. This will be a very critical part in implementing our solution with a
vendor.
Terms & Conditions – please confirm that the General Terms and Conditions mentioned on
page 22 of the RFP are in fact the provisions found under the heading “GENERAL TERMS,
CONDITIONS, AND INSTRUCTIONS-RFP (04/12/2012)” which starts on page 16 and
includes the Special Instructions on p23-25.
This is correct.
We need to add columns to the Functional spreadsheet for our internal review purposes
and would like to request an unlocked version of the Functional Requirements.
An unlocked copy of the Functional Requirements spreadsheet has been
uploaded to our website. Please be advised that we will only accept the original
locked spreadsheet in response to the RFP.
2
COUNTY OF ROANOKE
FINANCE DEPARTMENT
PURCHASING DIVISION
Ashley D. King, MBA
Senior Buyer
P.O. Box 29800
5204 Bernard Drive SW, Suite 300F
Roanoke, VA 24018
Phone: (540) 772-2061, Ext. 319
Fax: (540) 561-2828
aking@roanokecountyva.gov
June 14, 2014
Addendum #3
REQUEST FOR PROPOSALS
#2014-310
Financial Management System for
Roanoke County and Roanoke County Public Schools
One (1) Unbound Original, Fifteen (15) Bound Complete Copies and One (1)
Electronic Copy (CD/DVD preferred) of Sealed Proposals Due
July 1, 2014
12:00 PM
(Local Prevailing Time)
NEW DUE DATE:
July 15, 2014
3:00 PM
(Local Prevailing Time)
RFP #2014-310 FINANCIAL MANAGEMENT SYSTEM
Addendum #3 is being issued to answer the questions below.
1. Functional Requirements – System Wide Req #71: Can you please elaborate on and/or
provide an example of “Compatible with multi-domain environments”?
The user environment may consist of multiple domains that will all need the
ability to access the system via active directory.
2. Functional Requirements – System Wide Req #72: For the requirement “Encryption can
be turned off, with appropriate security, in testing and production environment (only by
authorized personnel)”, are you referring to network encryption?
No, we are not referring to network encryption. We would like the ability to
choose whether or not to encrypt export files.
st
3. Will the County consider being the 1 county in the State of VA to partner with a
vendor? We are currently working a K-12 Division, however not a County?
We are willing to review proposals from any vendor(s) who attended the
mandatory pre-proposal meeting, and feel that they can offer a solution that will
fit our needs.
4. What are the total number of full-time and part-time employees at the County?
There are 4,300 employees.
5. The RFP indicates that an agent of the Offeror authorized to make financial and delivery
commitments must sign the proposal. Can the signature be electronic or must the
proposal be signed in ink?
The signature on the proposal needs to be in ink.
6. Must there be an agent’s signature from each partner included in the proposal? If so,
electronic or ink?
A signature from each partner must be included. Please refer to the question
above.
7. The RFP indicates that there are 197 AP Data Entry Users out of a total 275 Total
Number of Users. Can the County elaborate on what types of data the 197 users are
entering, such as, AP Invoices, expense reports etc…?
These users enter requisitions, direct purchase orders, and accounts payable
invoices for payment.
8. Does the county want the Offeror to provide an estimate for converting the new Chart of
Accounts in the existing Lawson, Munis, PCard Works, Class and the areas with
manual charts of accounts?
Offerors are welcome to provide a cost proposal for any services they are
interested in providing.
2
9. Have dates been established for the development of the short list, interviews and
award?
No.
10. What is the number of County resources expected for the following:
a. Core Project Team
b. Train the Trainer
c. End User Training (if vendor is expected to conduct)
The number of County resources expected for these roles has not yet been
determined.
11. Are post office approved bar codes printed on the checks themselves?
No.
12. What billings are done (with tax being out of scope)? Would that include trust fund
billings?
We do miscellaneous general billings for reimbursable items. This does not
include trust fund billings.
13. Is all cash pooled or are there cases where they are not (component units for example)?
All cash is pooled, including all component units and the agencies that utilize our
Performance software.
14. Viewing of check in system – would this be the cleared one from bank or originally
issued one?
This would be the originally issued check.
15. Is there any inventory to be managed (versus assets)?
No.
16. We would like to request that the County publish the list of offerors/vendors who
attended the mandatory pre-Bidders conference.
Please find the sign-in sheet from the mandatory pre-proposal meeting in the
pages that follow.
3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
ORDINANCE APPROPRIATING A DONATION FROM THE ROTARY
CLUB OF ROANOKE VALLEY IN THE AMOUNT OF $5,605.38 TO
PARKS, RECREATION, AND TOURISM FOR IMPROVEMENTS AT
STARKEY PARK
WHEREAS, The Rotary Clubof Roanoke Valleypromotes local philanthropy; and
WHEREAS, The Rotary Clubof Roanoke Valleyis a Park Partner for Starkey Park;
and
WHEREAS, TheRotary Clubof Roanoke Valleywould like to make a financial
donation for park improvementsat Starkey Park; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on June 24, 2014, and the
second reading was held on July 8, 2014; and
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $5,605.38is hereby appropriated from the sources and for
the purposes as followsat Starkey Park:
Staining playground border
Staining (3) press boxes on Starkey fields 1, 2, 3
Stain the bridge between Starkey Park I and II
Painting park gate to fields # 5, 6, and 7
Painting park gate to fields # 1, 2, 3
Page 1 of 2
Painting park gate to field #7
Painting entrance gate to the Merriman Soccer Complex - main
parking lot
Painting gate from the rear Merriman parking lot to the soccer fields
Starkey Park I to Starkey ParkII walk bridge repairs- removing the
damaged hand rail and rebuild with pressure treated lumber
Install park bench with paver base at the Starkey playground
Install park bench with paver base next to the bridge from Starkey Park
II to Merriman
Install park bench with paver base at the Starkey II from playground
Remove remainingspilt rail fencing- replace with parks barrier system
2.That this ordinance shall take effect from and after the date of adoption.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
ORDINANCE APPROPRIATING $11,024.99TO CLERK OF THE
CIRCUIT COURT FROM THE COMMONWEALTH OF VIRGINIA FOR
FISCAL YEAR 2013/2014 FOR TECHNOLOGY TRUST FUNDS
WHEREAS, Technology Trust Funds, which represents fees collected by the
Roanoke County Circuit Court Clerk’s office, have been received from the
Commonwealth of Virginiain the amount of $11,024.99; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on June 24, 2014, and the
second reading was held on July 8, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $11,024.99is hereby appropriated to the Clerk of the
Circuit Courtandbe earmarked for the purpose ofmaintenance into 102817-5850 for
fiscal year 2013/2014.
2.That this ordinance shall take effect from and after the date of adoption.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE24, 2014
ORDINANCE ACCEPTING AND APPROPRIATING FUNDRAISING
MONIES IN THE AMOUNT OF $913.30 FOR THE ROANOKE
ELEMENTARY AUTISM PROGRAM (REAP)
WHEREAS, Roanoke CountyGlenvar Elementary Schoolheld a fundraiser as part
of Autism Awareness month;and
WHEREAS, anyfunds raised by the students were approved to be used for the
purchase of classroom instructional materials for the Roanoke Elementary Autism
Program (REAP); and
WHEREAS, G & H Contracting offered to match any funds raised by the students
of Glenvar Elementary; and
WHEREAS, the students successfully raised $456.65 and G & H Contracting has
sent a check in the amount of $456.65in fiscal year 2013-2014; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on June24, 2014, and the
second reading was held on July 8, 2014.
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $913.30received in fiscal year 2013-2014 is hereby
accepted and appropriated to the Roanoke Elementary Autism Program.
2.That this ordinance shall take effect from and after the date of adoption.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
ORDINANCE APPROPRIATING THE 2014-2015 REFUNDING SAVINGS
OF THE VIRGINIA RESOURCES AUTHORITY 2014 SPRING POOL IN
THE AMOUNT OF $482,595.13
WHEREAS,the Board authorized with ordinance number 032514-6 the refunding
of the 2004 lease finance through the Virginia Resources Authority (VRA); and
WHEREAS, VRA completed the spring issue of the Virginia Pooled Financing
Program; and
WHEREAS, market conditions were very favorable and cash savings over the
remaining years of the bonds (2014-2034) totalled $1,011,660.12; and
WHEREAS, the recommended use of the savings for 2014-2015 is to address the
Integrated Financial System replacement capital project and use the remaining years
savings to pay additional money towards outstanding debt; and
WHEREAS, Section 18.04 of the Roanoke County Charter provides that funds be
appropriated by ordinance; and
WHEREAS, first reading of this ordinance was held on June 10,2014, and the
second reading was held on June 24, 2014; and
BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1.That the sum of $482,595.13is hereby appropriated from bond refunding
savings to the Integrated Financial System replacement project; and
Page 1 of 2
2.That the remaining years of bond refunding savings will be appropriated
through the annual budget process to pay additional money towards the outstanding debt;
and
3. That this ordinance shall take effect July 1, 2014.
Page 2 of 2
I
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY,JUNE 24, 2014
RESOLUTION APPROVINGAND CONCURRING IN CERTAIN ITEMS SET
FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM I- CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
That the certain section of the agenda of the Board of Supervisors for June 24,
2014, designated as Item I- Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 6
inclusive, as follows:
1.Approval of minutes – May 13, 2014
2.Resolution expressing the appreciation of the Board of Supervisors of Roanoke
County to Gary D. Huffman, Fire Marshal – Fire Prevention Captain, upon his
retirement after more than twenty-seven (27) years of service
3.Resolution to disband the Roanoke County Community Leaders Environmental
Action Roundtable (RCCLEAR)
4.Appointment of Interim Building Commissioner
5.Confirmation of appointment to the Roanoke Valley Area Metropolitan Planning
Organization (MPO)
6.Resolution appointing an Interim County Administrator
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TOGARY D. HUFFMAN, FIRE
MARSHALL-FIRE PREVENTION CAPTAIN,UPON HISRETIREMENT
AFTER MORE THAN TWENTY-SEVEN (27) YEARS OF SERVICE
WHEREAS,Gary Huffman was hired on July 1, 1986, as a Firefighter/EMT, and
rose to the rank of Fire Marshal – Fire Prevention Captain for the Fire/Rescue Department
during histenure with Roanoke County; and
WHEREAS, Captain Huffmanretired on June 1,2014, after twenty-seven (27)years
and eleven (11) months ofdevoted, faithful and expert service with the County; and
WHEREAS,Captain Huffmanwas appointed as the Fire Marshalin 2002and has
provided outstanding leadership and vision for the Fire Marshal’s Office; and
WHEREAS, Captain Huffmanreceived both Regional and State awards for his
efforts in reducing the loss of life and property through a proactive community based fire
prevention program; and
WHEREAS,Captain Huffman established the Character Academy in 2005 that
provides youth an opportunity to experience the work involved with providing fire/rescue
services as a firefighter while emphasizingfirefighters as role models;and
WHEREAS, Captain Huffman partnered with Regional, Stateand Federal agencies
to improve the Roanoke Valley’s overallability to investigate arson fires; and
WHEREAS, Captain Huffman served two(2)terms as President of the Virginia Fire
Prevention Associationproviding leadership to the entire State in fire prevention; and
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke
County, Virginiaexpresses its deepest appreciation and the appreciation of the citizens of
Page 1 of 2
Roanoke County to Gary D. Huffman, for over twenty-seven(27) years ofcapable, loyal
and dedicated service to Roanoke County; and
FURTHER,the Board of Supervisors does express its best wishes for a happy and
productive retirement.
Page 2 of 2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
RESOLUTION DECERTIFYING RCCLEAR AS A BOARD OF
SUPERVISORS ESTABLISHED COMMITTEE
WHEREAS, the Roanoke County Board of Supervisors approved Resolution
022409-3, Adopting By-Laws for the Roanoke County Community Leaders
Environmental Action Roundtable (RCCLEAR); and
WHEREAS, this action was taken due to the County joining the International
Council for LocalEnvironmental Initiatives(ICLEI),which was to assist with identifying
ways to reduce emissions and long-term energy costs by developing strategies for
improved energy efficiency, and;
WHEREAS, the Board of Supervisorshas terminated its membership in ICLEI by
removing from the fiscal year2015 budget funds for ICLEI membership and directed
that the County’s participation in ICLEI was to stop immediately; and
WHEREAS, the Board of Supervisorsmet on June 10, 2014, in a work session to
discuss with RCCLEAR representatives the future of RCCLEAR and it was the
consensus of all present that RCCLEAR should be decertified as a Roanoke County
citizen committee.
NOW, THEREFORE, BE IT RESOLVED, thatthe Roanoke County Board of
Supervisors does hereby repeal Resolution 022409-3;and
FURTHERMORE, BE IT RESOLVED, thatthe citizen committee RCCLEAR is
hereby decertified and shall cease to continue to be a recognized and supported
Roanoke County citizen committee.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JUNE 24, 2014
RESOLUTION APPOINTINGAN INTERIM COUNTY ADMINISTRATOR
WHEREAS,B. Clayton GoodmanIIIhas advised the Board of Supervisors of
Roanoke County of his intention to retirefrom the office of County Administrator
effectiveJuly 31, 2014; and,
WHEREAS, Section 4.05 of the Roanoke County Charter provides that the Board
may designate some responsible person without regard to his or her residence on an
interim basis to perform the duties of this office.
NOW THEREFORE, BE IT RESOLVED, that the Board of Supervisors of
Roanoke County, Virginia, hereby appoints DanielR. O’Donnell, as interim County
Administrator to fill the vacancy in this officebeginning August 1, 2014, until a
permanent replacement is appointed.
BE IT FURTHER RESOLVED, that the Board hereby authorizes the Chairman to
execute the attached Employment Agreement with the interim County Administrator on
behalf of the Board.
EA
MPLOYMENT GREEMENT
This Agreement is made and entered into this _______ day of June, 2014,
between the Board of Supervisors of Roanoke County, Virginia (the “Board”) and
Daniel R. O’Donnell (the “Interim County Administrator”) and sets forth the terms and
conditions of his employment by the Board as County Administrator for the County of
Roanoke, Virginia (“Roanoke County”).
W I T N E S S E T H
WHEREAS, the Board desires to employ the services of Daniel R. O’Donnell as
County Administrator of Roanoke County, Virginia (“Roanoke County”); and
WHEREAS, Daniel R. O’Donnell shall serve as an interim County Administrator
until the Board selects and appoints a new County Administrator, following the
resignation and retirement of B. Clayton Goodman III;and
WHEREAS, it is the desire of the Board to (1) secure and retain the services of an
interim County Administrator and to provide inducement for him to remain in such
employment until a permanent selection can be made and (2) to provide a just means
for termination of the interim County Administrator’s services at such time as he may
be unable fully to discharge his duties or when the Board may desire to otherwise
terminate his employment; and
WHEREAS, Daniel R. O’Donnelldesires to accept employment as the interim
County Administrator for Roanoke County, Virginia; and
WHEREAS, the parties wish to enter into an agreement setting forth the terms of
such employment during such period; and
NOW, THEREFORE, in consideration of the mutual covenants herein contained,
the Board and the interim County Administrator agree to the following terms and
conditions of employment:
.
Section 1. Employment of and Duties of County Administrator
a. The Board hereby agrees to employ Daniel R. O’Donnell as interim
County Administrator of Roanoke County to serve as the chief administrative officer of
Roanoke County.
b. The interim County Administrator shall perform the functions and duties
of County Administrator as prescribed by Chapter 4 of the Roanoke County Charter,
Section 15.2-1541 of the Code of Virginia, and those set forth in the position description
18
for the County Administrator approved by the Board and attached hereto as Appendix
A and as amended from time to time, policies and regulations adopted by the Board,
and the legal directives of the Board, and shall be identified as the County
Administrator. The interim County Administrator shall devote all necessary time, skill,
labor, and attention to such duties as the chief administrative officer of Roanoke
County.
c.The Interim County Administrator shall have charge of the administration
of the Roanoke County government under the direction of the Board. The Interim
County Administrator shall fully and completely inform the Board of Supervisors of
any and all information that is relevant to the functioning of the Board. The Interim
County Administrator shall be the chief executive for the Board; shall select, organize
and assign all personnel, as best serves Roanoke County government, subject to the
policies of the Board and the laws of the Commonwealth; shall oversee the business
affairs to Roanoke County; shall from time to time suggest regulations, rules and
procedures deemed necessary for the well ordering of Roanoke County; and in general
perform all duties incident to the office of the County Administrator as prescribed by
law and Board policy.
d. The Interim County Administrator shall perform any other legally
permissible duties or functions which the Board may see fit to assign at any time during
the term of this Agreement consistent with the office of the County Administrator.
Section 2. Commencement of Employment; Interim County Administrator
Serves at the Pleasure of Board.
a. The Interim County Administrator shall commence his services in that
position on or before August 1, 2014. It is the intent of the parties that his agreement
shall be in effect until a newCounty Administrator is appointed by the Board. Upon the
hiring of a new County Administrator the Interim County Administrator shall be
reinstated into his previous position of Assistant County Administrator at the salary he
received as of July 1, 2014 unless terminated under the provisions of Section 3 of this
Agreement.
b. The Board and Interim County Administrator acknowledge that the
Interim County Administrator serves only at the pleasure of the Board. Nothing in this
Agreement shall prevent, limit or otherwise interfere with the right of the Board of
Supervisors to terminate the services of the Interim County Administrator at any time,
with or without reason, provided that it may not do so for any reason which would
contravene the laws of the Commonwealth or the Constitution or laws of these United
States, and subject only to the Termination and Severance provisions set forth in Section
3 of this Agreement.
28
c. Nothing in this Agreement shall prevent, limit or otherwise interfere with
the right of the Interim County Administrator to resign at any time from his position
with the County, subject only to the provisions of Section 4 of this Agreement.
Section 3. Termination and Severance Pay.
a. Termination by Board without cause; notice. The Board shall have the
right to terminate this Agreement at any time by providing the Interim County
Administrator with written notice setting forth the effective date of termination and
paying the Interim County Administrator the severance pay set forth in paragraph “c”
of this Section. No severance shall be paid in the event that employment is terminated
for the reasons set forth in paragraphs “b” or “e” of this Section.
b. Termination by Board for cause. The Interim County Administrator may
be terminated by the Board for sufficient cause which shall include material breach of
this Agreement, willful non-compliance with laws and regulations or Board policies,
conviction of any felony or any crime involving moral turpitude, or conviction of a
crime involving his employment with Roanoke County or an act involving gross and
willful negligence. In the event of such termination for cause, all salary and benefits
shall cease as of the effective date of such termination. The Interim County
Administrator shall be entitled to payment for accrued flexible leave, sick leave and
holiday leave in accordance with Section 7 of this Agreement.
c. Severance Pay. In the event of termination as provided in paragraph “a”
of this Section the Interim County Administrator shall be entitled to severance pay in an
amount equal to six months base salary as specified in Section 5 of this Agreement, as
well as six months of health and dental insurance for the interim County Administrator
and one dependent . This severance pay and payments for accrued sick leave, flexible
leave and holiday leavein accordance with Section 7 of this Agreement shall be the total
and complete amount due the Interim County Administrator under this Agreement.
Should the Interim County Administrator make application for and receive
unemployment benefits following a termination of his employment by the Board, the
sum due under this paragraph shall be reduced directly by the total sum of
unemployment benefits paid to the Interim County Administrator.
d. Termination for Non-Compliance with Agreement or Resignation
Requests. In the event the Board refuses, following written notice, to comply with any
provisions of this Agreement benefiting the Interim County Administrator, or if the
Interim County Administrator resigns (not for cause) following a request, either formal
or informal, by a majority of the Board that the InterimCounty Administrator resign,
then in that event, the Interim County Administrator may, at the Interim County
Administrator’s option, be deemed to be terminated at the date of such refusal or
38
suggestion, and the provisions of paragraph “c” above with regards to severance
compensations shall apply.
e. Termination for Disability, Sickness. If the Interim County Administrator
is disabled or is otherwise unable to perform his duties because of sickness, accident,
injury, mental or physical incapacity or health, the Board shall have the option to
terminate this Agreement effective on the date of written notice thereof without regard
to any other notice provisions in this Agreement, and he shall be reinstated into his
previous position of Assistant County Administrator and entitled to leave and disability
benefits applicable to full-time County employees. However, the Board shall have no
obligation to provide the severance pay pursuant to paragraph “c” of this Section.
Section 4. Voluntary Resignation.
The Interim County Administrator may terminate this Agreement by giving
written notice at least one month prior to the effective date of said resignation. The
Interim County Administrator shall be entitled to receive all compensation payable
under this Agreement to and including the effective date of said resignation, and leave
accruals, as listed in Section 7 of this Agreement. The Board may, in its sole discretion,
waive any or all of thisnotice requirement.
Section 5. Salary.
The annual base salary of the Interim County Administrator beginningJuly
August 1, 2014 shall be $ 160,000 to be paid in accordance with the standard policy of
the Board governing payment of professional staff members in the Roanoke County
government. The annual salary of the Interim County Administrator may be adjusted
or increased for any subsequent fiscal year during the term of this Agreement based on
an annual performance review prior to the end of the fiscal year. In lieu of or in
addition to a salary increase, the Board may provide a bonus to the Interim County
Administrator based on his annual performance review. Any adjustments for
subsequent years during the term of this Agreement shall be in writing and shall be in
the form of an amendment or addendum except for the above-mentioned cost of living
increases.
Section 6. Automobile Allowance.
The County will furnish the County Administrator with an automobile
allowance of $3,000 annually plus mileage at the rate paid to other County employees. .
Additionally, the County Administrator must present a valid Virginia driver’s license
prior to receiving such automobile allowance and he must consent to a check of his
driving records with the State Division of Motor Vehicles. At all times that heoperates
48
the car, he must possess a valid Virginia driver’s license and his driving privileges
and/or license must not be suspended or revoked.
The County will furnish the interim County Administrator witha PDA/cellular
telephone and service for business use. Personal use of this PDA/cell phoneshall be
kept to a minimum.
Section 7. Flexible Leave. The interim County Administrator shall receive
flexible leave as provided to all other County employees.
Section 8. Hours of Work.
The Interim County Administrator is expected to observe office hours similar to
those of other administration employees. It is recognized that the Interim County
Administrator will frequently be required to work beyond normal office hours for night
or weekend meetings and related duties. In recognition of the fact that the Interim
County Administrator is expected to devote a significant amount of time outside of
normal office hours to the business of Roanoke County, the Interim County
Administrator may, to the extent that his duties permit, take reasonable discretion in
varying observance of office hours; however, no accumulation of compensatory time or
monetary compensation is granted.
Section 9. Holidays and Other Miscellaneous Benefits.
The Interim County Administrator shall be entitled to the same holidays and
funeral, military, court, workers’ compensation, emergency condition, discretionary and
volunteer leave as other fulltime Roanoke County employees.
Section 10. Health Insurance.
The County shall provide health, dental, and vision insurance coverage and short
and long term disability insurance for the Interim County Administrator and his
dependents as it does for other full-time employees of the County.
Section 11. Retirement and Life Insurance.
The Board shall pay the employer share of the Virginia Retirement System (VRS)
contribution and the total premium for VRS Group Term Life Insurance for the Interim
County Administrator. The Interim County Administrator may also choose to enroll in
the Deferred Compensation Plan available to other full-time employees of the County.
The County shall also allow for the opportunity to participate in the Optional Life
Insurance Program as provided by the Virginia Retirement System. The County does
58
not contribute anything to the monthly premium of the Optional Life Insurance
Program.
Section 12. Dues, Subscriptions and Professional Development.
a. Dues and Subscriptions. The Board agrees to pay a reasonable amount for
the professional dues and subscriptions of the Interim County Administrator necessary
for his continuation and full participation in VLGMA and ICMA and other national,
state, and local associations necessary and desirable for his continued professional
participation, growth, and advancement and for the good of Roanoke County following
approval by the Board of Supervisors any estimated expenses the Interim County
Administrator proposes under this Section.
b. Professional Development. The Board also agrees to pay the travel and
related expenses of the Interim County Administrator for his professional development,
professional training and education, and to attend necessary official and other functions
for the Board and meetings of such other national, regional, state, and local groups, or
committees thereof, on which the Interim County Administrator serves as a member,
following approval by the Board of any estimate of expenses the interim County
Administrator proposes under this Section, such expenses to include registration fees,
travel and subsistence expenses in accordance with Roanoke County travel policies.
Such meetings would include the VLGMA Winter and Summer Conferences, VACo
annual conference, and the ICMA annual conference, provided that the expenses
therefore are within the total amount budgeted as provided in paragraph “c” of this
Section.
c. The total available for the expenses set forth in this section shall be set
annually by the Board in the operating budget based on and in consideration of the
recommendation of the Interim County Administrator and the expenses for dues and
subscriptions and professional development in this Section are limited to such annual
budgeted amount.
Section 13. Residency.
The Interim County Administrator shall reside in and be a bona fide resident of
Roanoke County during the term of this Agreement.
Section 14. Outside Employment or Activities.
The Interim County Administrator may, with prior approval of the Board,
undertakeconsultative work, speaking engagements, writing, lecturing, or other
professional activities for compensation so long as such activities do not interfere with
the duties required under this Agreement.
68
Section 15. Evaluation.
The Board shall review and evaluate the performance of the Interim County
. This review shall be inaccordance
Administrator at least once annually before July 1
st
with specific criteria developed by the Board and the Interim County Administrator.
This criteria can be amended from time to time based on changes to the expectations of
the Board, after the Interim County Administrator has been informed of the proposed
changes. Further, the Board shall provide the Interim County Administrator with a
summary written statement of the evaluation and provide the opportunity for the
Interim County Administrator to discuss this evaluation with the Board.
Section 16. General Provisions.
a. The Board agrees to provide insurance or self-insurance coverage in
matters relating to the Interim County Administrator’s official duties within the scope
of employment, and legal counsel for the Interim County Administrator as is provided
to all Roanoke County employees generally in accordance with the Code of Virginia.
b. This Agreement is expressly subject to the laws of the Commonwealth of
Virginia and the regulations of Roanoke County.
c. This Agreement constitutes the entire agreement between the Board and
the Interim County Administrator and may be amended only by written agreement
executed by them. If any provision of this Agreement is held to be unconstitutional,
invalid or unenforceable, the remainder of the Agreement shall be severable and shall
remain in full force and effect.
d. This Agreement takes effect on August 1, 2014 provided that it has been
duly executed by the Chair, the Interim County Administrator, approved as to form by
the County Attorney and attested by the Deputy Clerk.
IN WITNESS WHEREOF, the Roanoke County Board of Supervisors has caused
this Agreement to be executed on its behalf by its Chair in accordance with action
authorizing such execution on August 1, 2014 and the Interim County Administrator
has executed this Agreement, both in duplicate this date.
78
Executed this ________ day of ______________________, 2014.
BOARD OF SUPERVISORS OF
ROANOKE COUNTY, VIRGINIA
By___________________________________
Joseph P. McNamara
Chairman
Attest:
____________________________
Clerk
_______________________________________
Daniel RO’Donnell
Interim County Administrator
Approved as to form:
_____________________________
Paul M. Mahoney
County Attorney
88
N
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN
CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a
closed meeting on this date pursuant to an affirmative recorded vote and in accordance
with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, hereby certifies that, to the best of each member’s knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies;and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
Page 1 of 1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY,VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ONTUESDAY, JUNE24, 2014
ORDINANCE TO INCREASE THE SALARIES OF THE MEMBERS OF
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY PURSUANT
TO SECTION 3.07 OF THE ROANOKE COUNTY CHARTER AND
SECTION 15.2-1414.3 OF THE CODE OF VIRGINIA
WHEREAS, Section 3.07 of the Charter of the County of Roanoke provides for
the compensation of members of the Board of Supervisors and the procedure for
increasing their salaries; and
WHEREAS, Section 15.2-1414.3 of the 1950 Code of Virginia, as amended,
establishes the annual salaries of members of boards of supervisors within certain
population brackets; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has
heretofore established the annual salaries of Board members at $17,083.46by
Ordinance 061212-5 and further has established the additional annual compensation for
the Chairman for the Board to be $1,800 and for the Vice-Chairman of the Board to be
$1,200; and
WHEREAS, this section provides that the maximum annual salaries therein
provided may be adjusted in any year by an inflation factor not to exceed five (5%)
percent; and
WHEREAS, the first reading on this ordinance was held on June 10,2014; the
second reading and public hearing will be held on June 24, 2014.
NOW, THEREFORE, it is hereby ORDAINED by the Board of Supervisors of
Roanoke County, Virginia, that the annual salaries of members of the Board of
Supervisors of Roanoke County, Virginia, are hereby increased by an inflation factor of
Page 1 of 2
two percent (2%) pursuant to the provisions of Section 3.07 of the Roanoke County
Charter and Section 15.2-1414.3 of the 1950 Code of Virginia, as amended. The new
annual salaries shall be $17,425.13for members ofthe Board. In addition, the
Chairman of the Board will receive an additional annual sum of $1,800 and the Vice-
Chairman of the Board will receive an additional sum of $1,200.
This ordinance shall take effect on July 1, 2014.
Page 2 of 2
P-1
PETITIONER: Corporate Property Services, Inc.
CASE NUMBER: 3-4/2014
st
Board of Supervisors Consent 1Reading Date:March 25,2014
Planning Commission Hearing Date: April 1,2014
Planning Commission Action Date: May 6, 2014
nd
Board of Supervisors Hearing & 2Reading Date: May 27,2014
A.REQUEST
To obtain a Special Use Permit for a restaurant, drive-in or fast food in a
C-1, Low Intensity Commercial, District, on approximately 1.3825 acres
located at 3814 Challenger Avenue,HollinsMagisterial District.
B.CITIZEN COMMENTS
The public hearing was opened and closed during the Commission’s April
stst
1public hearing. During the April 1public hearing, one citizen spoke in
favor of the petition, and four citizens spoke against the petition citing
traffic concerns.
C.SUMMARY OF COMMISSION DISCUSSION – May 6, 2014
TaraPattisallprovided the Planning Commission with the revised site plan
showing the right out only entrance configuration.Gary Jarrell asked Brian
Blevins from VDOT about the new location of the dumpster on the revised
site plan. Brian responded that it could impede egress based on the timing
of trash removal. Engineer for the petitioner, Gary Rouse, responded that
Chick Fil-A uses a private trash removal service and can set the times of
service during non-peak restaurant hours to prevent congestion. Mr.
Jarrell also asked about making that a condition to which Mr. Rouse
responded affirmatively. Mr. Jarrell asked about several questions
regarding the dumpster enclosurearea. Mr. Rouse responded that it is
brick with a gate on the front area which will be closed at all times,
otherwise it hinders the drive-thru lane. It also includes a small storage
area for promotional materials.
D.CONDITIONS
1. The site shall be developed in substantial conformance to the
site plan prepared by GBC Design, Inc. dated 02/04/14 subject
to any revisions required during site plan review.
2. The site shall be developed in substantial conformance to the
architectural renderings titled “Challenger Avenue FSU-
Roanoke, VA Store #03375” subject to any revisions required
during site plan review and building plan review.
3. The dumpster shall only be serviced during the hours of 7:00 a.m.
and 7:00 p.m.
E.COMMISSION ACTION
Mr. Jarrellmade a motion to approve the petition with three conditions.
The motion carried 4-0.
F.DISSENTING PERSPECTIVE
None.
G.ATTACHMENTS: X Concept Plan X Vicinity Map
X Staff Report X Other
Philip Thompson, Secretary
Roanoke County Planning Commission
DCD
EPARTMENT OF OMMUNITY EVELOPMENT
M
EMORANDUM
TO: Board of Supervisors
FROM: Philip Thompson, AICP
Deputy Director of Planning
DATE: May 21, 2014
SUBJECT: &RUSRUDWH3URSHUW\6HUYLFHV
Corporate Property Services has submitted a Special Use Permit application for a drive-
in or fast food restaurant (Chick-fil-A) located on Challenger Avenue (Rt. 460) and West
Ruritan Road (Route 610). Most of the public comments and discussion at the Planning
Commission meetings have focused on traffic issues. The applicant has submitted four
separate Traffic Impact Analyses (TIAs) to the Virginia Department of Transportation
(VDOT) for review and comment. The latest TIA was submitted to VDOT on May 16
th
(TIA supplement attached without appendices). VDOT has reviewed this TIA and has
issued a concurrence letter dated May 20 (attached).
th
In addition to the TIAs, the applicant has submitted a Design Waiver Request to VDOT
for Intersection Sight Distance and Lane Tapers and an Access Management Exception
Request for Corner Clearance. The Design Waiver Request was approved by VDOT on
May 19 and the Access Management Exception Request was approved on May 21
thst
(both documents attached).
The site plan has been revised which shows a modified entrance which would prohibit
left turns coming out of the site and a right turn lane on West Ruritan Road that would
be constructed by the applicant. The revised site plan is attached to this memorandum
along with a cross sectional drawing and a revised landscaping plan.
If you have any questions, please contact me by phone at (540) 772-2068 ext. 365 or by
email at pthompson@roanokecountyva.gov.
Attachments
TIA Supplement dated May 16, 2014 (without appendices)
VDOT Concurrence Letter dated May 20, 2014
Design Waiver Request
Access Management Exception Request
Revised Site Plan
Cross Sectional Drawing
Revised Landscaping Plan
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40
December 2013
ACCESS MANAGEMENTEXCEPTION REQUEST: AM-E
ACCESS MANAGEMENT REGULATIONS
24 VAC 30-73
SECTION 120
Submitted by:Date:
1MGLEIP7%KII
Email Address:Phone:
QWEKII$QEXXIVRERHGVEMKGSQ
Address:
*MVWX7XVIIX6SERSOI:%
Project Name:Rte #Locality:
'LMGOJMP%'SYRX]SJ6SERSOI
Description of Project:
4VSTSWIH'LMGOJMP%*EWX*SSH6IWXEYVERXTVSTSWIHSR;IWX6YVMXER6SEHNYWXRSVXLSJWMKREPM^IHMRXIVWIGXMSRSJ
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XLI8-%ERH4VSTSWIH7MXI4PEREGGSQTER]MRKXLMW%1)JVSQ
VDOT District:Area Land Use Engineer:
7EPIQ
NOTES:
(1). Submit this form and any attachments to one of the District’s Area Land Use Engineers.
(2). See Section 120 of the Regulations for details on the requirements, exceptions, and exception request review process.
(3). Attach additional information as necessary to justify the exception request(s).
(4). If a traffic engineering study is required, the decision on the request will be based on VDOT engineering judgment.
(5). Use the LD-440 Design Exception or the LD-448 Design Waiver forms for design and engineering standards, e.g. radius,
grade, sight distance. Seeon VDOT web sitefor additional instructions.
IIM-LD-227
Select the Exception(s) Being Requested
Exception to the shared commercial entrancerequirement.
(Access M. Regulations Section 120 C.2)
Reason for exception:
An agreement to share the entrance could not be reached with adjoining property owner
A. .
Attached: Written evidence that adjoining property owner will not share the entrance.
Physical constraints: topography, adjacent hazardous land use, stream, wetland, other.
B.
Specify constraint:
Attached: Documentation of constraint such as aerial photo or topographic map.
Exception to the vehicularconnection to adjoining undeveloped property requirement.
(Section 120 C.4)
Reason for exception:
Physical constraints: topography, adjacent hazardous land use, stream, wetland, other
A. .
Specify constraint:
Attached: Documentation of constraint such as aerial photo or topographic map.
Other reason
B.:
1
December 2013
Exception to the commercial entrance shall not be located within the functional area of an intersection
requirement.
(See Regulation Section 120 C. 1; Appendix F, Rd Design Manual)
Attached: A traffic engineering study documenting that the operation of the intersection and
public safety will not be adversely impacted.
EXCEPTION TO THE SPACING STANDARDS FOR:
Commercial entrances; intersections/median crossovers ;
(Table 2-2)
Commercial entrances/intersections near interchange ramps ; or
(Tables 2-3, 2-4)
Corner clearance .
(Figure 4-4)Appendix F, Road Design Manual
Information on the Exception Request
ON A STATE HIGHWAY
Functional classification: Principal Arterial: Minor Arterial: Collector: Local:
Posted speed limit:mph
(Submittal of a traffic engineering study required)
NEAR AN INTERCHANGE RAMP
(Submittal of a traffic engineering study required)
CORNER CLEARANCE
Type of intersection/entrance: SignalizedUnsignalized Full Access Partial Access
Required spacing distanceft
Proposed spacing distanceft
Requested exception: Reduction in required spacingft
REASON FOR EXCEPTION:
ATo be located on an older, established business corridor along a highway where existing spacing
.
did not meet the standards prior to 7/1/08 or 10/14/09.
(Regulation Section 120 C.3.c)
Attached: Dated aerial photo of corridor identifying proposed entrance/intersection location.
BNot enough property frontage to meet spacing standard, but the applicant does not want a
.
partial access right-in/right-out entrance.
(Section 120 C.3.f)
Attached: A traffic engineering study documenting that left turn movements at the entrance will not
have a negative impact on highway operation or safety.
CTo be located within a new urbanism mixed use type development
. .
(Section 120 C.3.d)
Attached: The design of the development and compliance with intersection sight distance.
DThe proposed entrance meets the signal warrants but does not meet the signalized
.
intersection spacing standard. The applicant requests an exception to the spacing standard
.
Attached: A traffic engineering study that (i) evaluates the location’s suitability for a roundabout and (ii)
provides documentation that the proposed signal will not impact safety and traffic flow.
(Section 120 C.5)
2
December 2013
nd
EThe development’s 2 (or additional) entrance does not meet the spacing standards but is
.
necessary for the streets to be accepted into the secondary system
.
(Section 120 C.3.e)
Attached: Information on the development that identifies the location of entrances.
FTo be located within the limits of a VDOT and locality approved access management corridor plan
. .
Attached: Aerial photo of corridor identifying proposed entrance/intersection location.
(Sect 120 C.3.b)
FOR VDOT USE ONLY
Recommendation on Exception Request:
Date:
ApproveDeny
Area Land Use Engineer or :Name
Remarks:
Exception Request Action:
Date:
ApprovedDenied
District Administrator or Designee:
Name (and position if Designee)
Remarks:
District Staff: Please email copy to
Paul.Grasewicz@VDOT.Virginia.Gov
3
SEC. 30-53. C-1 LOW INTENSITY COMMERCIAL DISTRICT.
Sec. 30-53-1. Purpose.
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JUNE 24, 2014
ORDINANCE GRANTING A SPECIAL USE PERMIT FORA
RESTAURANT, DRIVE-IN, OR FAST FOOD IN A C-1, LOW INTENSITY
COMMERCIAL DISTRICTONAPPROXIMATELY 1.3825ACRES
LOCATED AT3814 CHALLENGER AVENUE(TAX MAP NO.050.05-01-
19.00-0000)HOLLINSMAGISTERIAL DISTRICT, UPON THE PETITION
OFCORPORATE PROPERTY SERVICES, INC.
WHEREAS,Corporate Property Services, Inc. filed a petition for a special use
permit forrestaurant, drive-in, or fast food in a C-1 Low Intensity Commercial Districtto
be located at3814 Challenger Avenue(Tax Map No.050.05-01-19.00-0000) in the
Hollins Magisterial District; and
WHEREAS, the Planning Commission held a public hearing on this matter on
April 1, 2014, and acted on this matter on May 6, 2014; and
WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first
reading on this matter onMarch 25, 2014;the public hearing on this matter on May 27,
2014 and the second reading on this matteronJune 24, 2014.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1.That the Board finds that the granting of a special use permit to Corporate
Property Services, Inc.for a restaurant, drive-in or fast foodlocated at 3814 Challenger
Avenuein the Hollins Magisterial District is substantially consistent with surrounding
land uses along Challenger Avenue, but is not in conformance with theTransition area
of the Future Land Use Map in the adopted 2005Community Plan, as amended,
pursuant to the provisions of Section 15.2-2232 of the 1950 Code of Virginia, as
amended, and that it shall have a minimum adverse impact on the surrounding
Page 1 of 2
neighborhood or community, and said special use permit is hereby approvedwith the
following conditions:
1)The site shall be developed in substantial conformance to the site plan
prepared by GBC Design, Inc. dated 02/04/14, subject to any revisions
required during site plan review.
2)The site shall be developed in substantial conformance to the architectural
renderings titled “Challenger Avenue FSU – Roanoke, VA Store #03375”
subject to any revisions required during site plan review and building plan
review.
3)The dumpster shall only be serviced during the hours of 7:00 a.m. and 7:00
p.m.
2.That this ordinance shall be in full force and effect thirty (30) days after its
final passage. All ordinances or parts of ordinances in conflict with the provisions of this
ordinance be, and the same hereby are, repealed. The provisions of this special use
permit arenot severable. Invalidation of any word, phrase, clause, sentence or
paragraph shall invalidate the remainder.The Zoning Administrator is directed to
amend the zoning district map to reflect the change in zoning classification authorized
by this ordinance.
Page 2 of 2