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Home My WebLink About12/6/2016 - Adopted Board RecordsACTION NO. A-120616-1 ITEM NO. E_1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 6, 2016 AGENDA ITEM: Request to amend Roanoke County's contract with Whitman, Requardt and Associates (WRA) for engineering services for the Plantation Road project SUBMITTED BY: APPROVED BY: ISSUE: Arnold Covey Director of Community Development Thomas C. Gates County Administrator Request to increase the total fee ceiling for WRA's Plantation Road contract from $925,327.56 to $965,432.56, an increase of $40,105.00, to allow for sufficient contract authority to complete the required construction oversight for this project. BACKGROUND: On July 22, 2013, Roanoke County entered into a contract with WRA to provide design services for an award amount of $391,493. Construction phase services were part of the original procurement and firm selection but were not awarded at the outset of the project due to uncertainty regarding the final design of the project and the timing of its construction On May 1, 2015, the contract was amended to increase design phase services by $93,256 to $484,749 in order to allow for additional design services required based on input from the public and the Board of Supervisors. The project scope was also adjusted to align with available funding. On January 21, 2016, the contract was amended to add construction phase services as envisioned in the original procurement. This change in contract value, which required Board approval, added $440,578.56 to the contract to bring its total to $925,327.56. On July 26, 2016, Roanoke County received construction bids for the project. Two bids Page 1 of 3 were received. The low bid was rejected by the Virginia Department of Transportation (VDOT) due to failure to comply with certain federal grant requirements and the second bid was significantly higher than the low bid and significantly above the engineers estimate. A decision was made to re -bid the project in order to obtain more competitive and responsive pricing. Prior to the second bidding process, VDOT requested changes to several of the water quality features on the project in order to limit VDOT's future maintenance expenses. These design changes as well as rebidding costs required additional design phase services from WRA. On November 10, 2016, bids from the second round of bidding were received. Three bids were received and the low bid was $366,476.20 lower than the low bid received in the initial bidding. While VDOT review is ongoing, there are no indications that there will be any issues that will prevent Roanoke County from making an award to the low bidder. DISCUSSION: While the second bidding process resulted in a cost savings of $366,476.20 to the project, an additional $25,105 in design services was incurred for the redesign of certain water quality features and for the cost of rebidding. In order to have sufficient contract authority within the WRA contract to complete the required construction oversight services, the total value of the WRA contract will need to be increased. Since this contract has previously been increased by more than 25% of the original contract award amount, Board approval is required. Page 2 of 3 Date Value of Cumulative Explanation Action Contract Value Original 06/22/13 $391,493 $391,493 Original Award Contract Modification #1 05/01/15 $93,256 $484,749 Additional design services per public input, BOS, and budget /scope constraints Modification #2 01/21/16 $440,578 $925,327 Construction services envisioned in original procurement (this action required board approval) Proposed 12/06/16 $40,105 $965,432 Rebidding, VDOT Modification directed design changes and contingency DISCUSSION: While the second bidding process resulted in a cost savings of $366,476.20 to the project, an additional $25,105 in design services was incurred for the redesign of certain water quality features and for the cost of rebidding. In order to have sufficient contract authority within the WRA contract to complete the required construction oversight services, the total value of the WRA contract will need to be increased. Since this contract has previously been increased by more than 25% of the original contract award amount, Board approval is required. Page 2 of 3 Staff recommends an increase in the contract value of the WRA contract of $40,105. This will allow for $25,105 to offset costs associated with VDOT directed design changes and the need to rebid as well as an additional $15,000 as a contingency for any unanticipated need for additional services during construction. FISCAL IMPACT: The cost of the modification of the WRA contract is included within the overall Plantation Road project budget and more than offset by savings from the reduced bid costs. No Board action is required to fund the proposed change. STAFF RECOMMENDATION: Staff recommends Board approval to increase the contract value of the WRA contract by $40,105 to $965,432.56. VOTE: Supervisor Bedrosian moved to approve the request to amend the contact and Supervisor Peters seconded the motion. Motion approved. cc: Richard Caywood, Assistant County Administrator David Holladay, Planning Administrator David Henderson, County Engineer Megan Cronise, Principal Planner Page 3 of 3 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Richard Caywood, Assistant County Administrator David Holladay, Planning Administrator David Henderson, County Engineer Megan Cronise, Principal Planner Page 3 of 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON DECEMBER 6, 2016 RESOLUTION 120616-2 APPROVING A COOPERATIVE FIRE PROTECTION AGREEMENT BETWEEN THE COUNTY OF ROANOKE AND THE UNITED STATES DEPARTMENT OF AGRICULTURE FOREST SERVICE WHEREAS, the Fire and Rescue Department of Roanoke County (the "County") has the responsibility for the prevention, detection and suppression of structure and other non-wildland fires within the County of Roanoke; and WHEREAS, the United States Department of Agriculture Forest Service ("USFS") has the responsibility for the prevention, detection and suppression of wildland fires on National Forest administered lands and on adjacent or intermingled State and private forested lands as identified through written agreement; and WHEREAS, portions of the George Washington and Jefferson National Forests are within the jurisdictional borders of the County; and WHEREAS, it is beneficial for the County and USFS to coordinate their efforts in the prevention, detection, and suppression of wildland fires in and adjacent to their areas of responsibility; and WHEREAS, the County and USFS, pursuant to Section 27-2.1 of the Code of Virginia, desire to enter into a Cooperative Fire Protection Agreement (the "Agreement") for wildland fire management activities; and WHEREAS, in addition to the Agreement, the County and USFS have further negotiated a Supplement to the Agreement, which includes an annual operating plan, which may foreseeably be changed from year to year; and NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke Page 1 of 2 County, Virginia, that: 1. The negotiated Cooperative Fire Protection Agreement between the County of Roanoke and the United States Department of Agriculture Forest Service, is hereby approved; and 2. The County Administrator is authorized to execute such Agreement, upon such form as shall be approved by the County Attorney; and 3. The County's Chief of Fire and Rescue Department is authorized to execute any supplements to the Agreement, as may be needed, upon such forms as shall be approved by the County Attorney; and 4. This Resolution shall be effective on and rom the date of its adoption. On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Assaid, Bedrosian, Hooker, McNamara, Peters NAYS: None A COPA' TESTE: Deborah C. Jackst Chief Deputy Clerk to a Board of Supervisors cc: Stephen G. Simon, Chief of Fire and Rescue Peter Lubeck, Senior Assistant County Attorney Page 2 of 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, DECEMBER 6, 2016 RESOLUTION 120616-3.a REQUESTING ACCEPTANCE OF DAWN MARIE COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Addition Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM -4.3 to the secondary system of state highways, pursuant to §33.2-705, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. BE IT FURTHER RESOLVED, this Board hereby guarantees the performance of the street(s) requested herein to become a part of the State maintained secondary system of state highways for a period of one year from the date of the acceptance of the referenced streets by VDOT into the secondary system of state highways. This Board will reimburse all costs incurred by VDOT to repair faults in the referenced streets and related drainage facilities associated with workmanship or materials as determined exclusively by VDOT. On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Assaid, Bedrosian, Hooker, McNamara, Peters NAYS: None A COPY TESTE: Deborah C. JagKs Chief Deputy jlerkthe Board of Supervisors cc: Tarek Moneir, Deputy Director of Development Virginia Department of Transportation In the County of Roanoke ------------------------------------------------------------------------------------------------------------ By resolution of the governing body adopted December 20, 2016 The following VDOT Form AM -4.3 is hereby attached and changes in the secondary system of state highways. A Copy Testee Signed (County Report of Changes in the Project/Subdivision Hanging Rock Estates Section 1 Phase 2 as part of the governing body's resolution for System of `Fate Highways Type Change to the Secondary System of State Highways: Addition The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainage, as required, is hereby guaranteed: Reason for Change: New subdivision street Pursuant to Code of Virginia Statute: §33.2-705 Street Name and/or Route Number Dawn Marie Court, State Route Number 1300 Old Route Number: 0 -------------------------------------------- • From: Int. Route 1186 (Carleton Drive) To: End, Cul-de-sac, a distance of: 0.05 miles. Recordation Reference: P.B. 18, PG. 156 Right of Way width (feet) = 0 VDOT Fotnt AM -4.3 (4/20/2007) Maintenance Division Date of Resolution: December 20, 2016 Page 1 of 1 mYt VICINITYMAP Exhibit A NORTH PROPOSED ADDITION(S) SHOWN IN BLUE DESCRIPTION LENGTH ROW WIDTH SERVICES As listed in the AM -4.3 Miles Feet Feet Houses 1. Dawn Marie Court; From: Int. of Rt. 1186 (Carleton Drive), To: End of it's Cul-de-sac 0.05 50 30 6 ROANOKE COUNTY ACCEPTANCE DAWN MARIE COURT INTO THE VIRGINIA DEPARTMENT OF DEPARTMENT OF TRANSPORTATION SCONDARY SYSTEM COMMUNITY DEVLOPMENT AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, DECEMBER 6, 2016 RESOLUTION 120616-3.b ESTABLISHING A MEETING SCHEDULE FOR THE BOARD OF SUPERVISORS OF ROANOKE COUNTY FOR CALENDAR YEAR 2017 BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows - 1 . ollows: 1. That for calendar year 2017, the regular meetings of the Board of Supervisors of Roanoke County, Virginia, are set forth below with public hearings scheduled for 7:00 p.m. unless otherwise advertised. Thursday, January 5, 2017 at 5:30 pm (Joint Work Session with School Board) Tuesday, January 10, 2017 at 3 pm Tuesday, January 24, 2017 at 3 pm and 7 pm Tuesday, February 14, 2017 at 3 pm Tuesday, February 28, 2017 at 3 pm and 7 pm Tuesday, March 14, 2017 at 3 pm Tuesday, March 28, 2017 at 3 pm and 7 pm Tuesday, April 11, 2017 at 3 pm Tuesday, April 25, 2017 at 3 pm and 7 pm Tuesday, May 9, 2017 at 3 pm Tuesday, May 23, 2017 at 3 pm and 7 pm Tuesday, June 13, 2017 at 3 pm Tuesday, June 27, 2017 at 3 pm and 7 pm Tuesday, July 25, 2017 at 3 pm and 7 pm Tuesday, August 22, 2017 at 3 pm and 7 pm Tuesday, September 12, 2017 at 3 pm Tuesday, September 26, 2017 at 3 pm and 7 pm Page 1 of 2 Tuesday, October 10, 2017 at 3 pm Tuesday, October 24, 2017 at 3 pm and 7 pm Wednesday, November 8, 2017 at 3 pm Tuesday, November 21, 2017 at 3 pm and 7 pm Tuesday, December 5, 2017 at 3 pm Tuesday December 19, 2017 at 3 pm and 7 pm 2. That the organizational meeting for 2018 shall be held on Tuesday, January 9, 2018, at 2:00 p.m. On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Assaid, Bedrosian, Hooker, McNamara, Peters NAYS: None A COPY TESTE: Deborah C. Ja Chief Deputy to the Board of Supervisors Page 2 of 2 ACTION NO. A -120616-3.c ITEM NO. J-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 6, 2016 AGENDA ITEM: Request to accept and allocate grant funds in the amount of $10,000 from Appalachian Electric Power Economic Development Growth Enhancement Program SUBMITTED BY: APPROVED BY: ISSUE: Jill Loope Director of Economic Development Thomas C. Gates County Administrator Accept and allocate grant funds in the amount of $10,000 from Appalachian Electric Power Economic Development Growth Enhancement (EDGE) Program BACKGROUND: Appalachian Power has a long history of collaboration and support for local, regional, and State economic development. The EDGE Program is designed to support economic development activity at local and regional levels. EDGE funds may be used for studies specifically related to business parks and facility development. Additionally, funds can be used for economic development marketing and promotional strategies, business retention and expansion, and sites and buildings. DISCUSSION: The Economic Development Department will use the $10,000 grant for a virtual grading study of Lot 1 in The Center for Research and Technology (CRT). The virtual grading study offers two primary benefits. It will provide comprehensive grading plans for prospective businesses. Simultaneously, it also provides virtual 3-D modeling materials that can be used in conjunction with current proactive marketing initiatives for the site, such as the AEP Data Site Qualification Program, as well as State and regional Page 1 of 2 marketing efforts for the CRT. FISCAL IMPACT: Grant funds from Appalachian Electric Power total $10,000 and no County match is required. STAFF RECOMMENDATION: Staff recommends accepting and allocating $10,000 to the Economic Development Department for the Appalachian Electric Power Economic Development Growth Enhancement Program. VOTE: Supervisor Peters moved to approve the request to accept and allocate the grant funds and Supervisor Hooker seconded the motion. Motion approved. cc: Jill Loope, Director of Economic Development Rebecca Owens, Director of Finance Chris Bever, Director of Management and Budget Page 2 of 2 Yes No Absent Mr. Assaid ® ❑ ❑ Mr. Bedrosian ® ❑ ❑ Ms. Hooker ® ❑ ❑ Mr. McNamara ® ❑ ❑ Mr. Peters ® ❑ ❑ cc: Jill Loope, Director of Economic Development Rebecca Owens, Director of Finance Chris Bever, Director of Management and Budget 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, DECEMBER 6, 2016 RESOLUTION 120616-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H- 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 December 6, 2016, designated as Item H - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 4 inclusive, as follows: 1. Approval of minutes — November 8, 2016 2. Resolution requesting acceptance of Dawn Marie Court into the Virginia Department of Transportation System 3. Resolution establishing a meeting schedule for the Board of Supervisors of Roanoke County for calendar year 2017 4. Request to accept and allocate grant funds in the amount of $10,000 from Appalachian Electric Power Economic Development Growth Enhancement Program On motion of Supervisor Peters to adopt the resolution, seconded by Supervisor Hooker and carried by the following recorded vote: AYES: Supervisors Assaid, Bedrosian, Hooker, McNamara, Peters NAYS: None A CORY TESTE: Deborah C. J Chief Deputy Page 1 of 1 to the Board of Supervisors