HomeMy WebLinkAbout4/11/2024 - Work Session TOWN OF VINTON
311 S. POLLARD STREET
VINTON, VIRGINIA 24179
PHONE: (540) 983-0605
FAX: (540) 983-0621 ANITA MCMILLAN EMAIL: amcmillan@vintonva.gov PLANNING AND ZONING DIRECTOR
April 5, 2024
TO: VINTON PLANNING COMMISSION
Mr. Keith Liles, Chair
Mr. David “Dave” Jones, Vice-Chair
Mr. Robert “Bob” Benninger
Mr. Jonathan McCoy
Ms. Sarah Reid
RE: Planning Commission Work Session
Thursday, April 11, 2024
A work session of the Planning Commission will be held on Thursday, April 11, 2024. Dinner will be
served at 5:30 p.m., with the work session immediately thereafter.
The purpose of the work session is to be briefed on the FY 2025 CIP and the upcoming Vinton 2050 –
Comprehensive Plan Update. Please see the attached agenda and supporting materials for the meeting.
Please let me know if you are UNABLE to attend the meeting as soon as possible by emailing me at
amcmillan@vintonva.gov or calling me at 540-983-0605. Thank you.
Sincerely,
Anita J. McMillan
Planning and Zoning Director
Attachments
c: Richard “Pete” Peters, Town Manager
Cody Sexton, Deputy Town Manager
Andrew Keen, Finance Director/Treasurer
Nathan McClung, Assistant Planning & Zoning Director
Fayula Gordon, Associate Planner/Code Enforcement Officer
Mr. Keith Liles, Chair
Mr. David “Dave” Jones, Vice-Chair
Mr. Robert “Bob” Benninger
Mr. Jonathan McCoy
Ms. Sarah Reid
Vinton Planning Commission
Thursday, April 11, 2024
Dinner Work Session - 5:30 p.m.
Vinton Municipal Building
311 S. Pollard Street
Vinton, VA 24179
Phone (540) 983-0605
Fax (540) 983-0621
AGENDA
I. Call to Order—Roll Call
II. Briefing
1. Review of the proposed FY 2025 Capital Improvement Plan (CIP).
2. Vinton 2050 – Comprehensive Plan Update
III. Comments of Planning Commissioners and Planning Staff
IV. Adjournment of Work Session
Capital Improvement
Discussion
Planning Commission–April 11, 2024
FY24 General Fund Revenue Budget
2
Real Property Taxes, 3%Personal Property, 5%
Communications Sales and Use,
5%
Business License Taxes, 7%
Motor Vehicle Licenses, 1%
Bank Stock Taxes, 2%
Pari-Mutuel Tax, 9%
Prepared Food Tax, 13%Cigarette Tax, 1%Charges for Services -WM, 1%
Miscellaneous Income, 24%
Recovered Costs, 1%
Non-Categorical Aid, 3%
State Sales Tax, 11%
Other Categorical Aid, 12%Real Property Taxes
Personal Property
Communications Sales and Use
Business License Taxes
Franchise License Taxes
Motor Vehicle Licenses
Bank Stock Taxes
Pari-Mutuel Tax
Admissions & Amusements
Hotel & Motel Room Tax
Prepared Food Tax
Cigarette Tax
Permits & Other Licenses
Fines & Forfeitures
Revenue from Use of Money
Revenue from Use of Property
Sanit & Waste Remove Fee
Charges for Services - WM
Miscellaneous Income
Recovered Costs
Non-Categorical Aid
State Sales Tax
Weekly Pari-mutuel Revenues
3
$-
$5,000.00
$10,000.00
$15,000.00
$20,000.00
$25,000.00
$30,000.00
$35,000.00
$40,000.00
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FY24 FY23
FY24 Major Revenues Expected to Exceed 100% Budget
•Real Property Tax -$50k
•Personal Property Tax -$25k
•Bank Stock Tax -$50k
•Pari-Mutuel Tax -$325k
•Meals Tax -$250K
•Cigarette Tax -$30k
•War Memorial Income -$25K
•Sales Tax -$150K
•Street and Highway Maintenance –120k
•Total -$1,025,000
4
FY25 Major Revenue Summary
5
FY24 Budget FY24 Projection F25 Proposed % Increase
Meals Tax $ 1,625,000.00 $ 1,903,212.00 $ 1,800,000.00
Highway Maintenance $ 1,483,055.00 $ 1,632,000.00 $ 1,632,000.00
Sales Tax $ 1,350,000.00 $ 1,508,882.00 $ 1,500,000.00
Pari-Mutuel Tax $ 1,100,000.00 $ 1,424,656.00 $ 1,300,000.00
BPOL $ 911,270.00 $ 911,270.00 $ 946,693.00
Total $ 6,469,325.00 $ 7,380,020.00 $ 7,178,693.00
Total GF Budget $ 12,532,963.00 $ 13,595,234.00
Top 5 as % of Budget 51.6%52.8%
Current CIP
Status Description Cost
Design Private Stormwater Replacement Fund -Thrasher UMC $140,000
Design Gateway Monument Signs $90,000
Active Walnut Ave/Downtown Parking -McClung $625,000
Active Community Park Development Phase I –(Pool Closure $85k)$468,000 ($218k grant)
Active Target Redevelopment -Cedar Ave Mobile Home Park $315,000
Active Target Redevelopment -Cleveland Mart $250,000
Active Gish Mill Development Incentive (Paid at Closing)$458,750
Active Mtn View Road (VDOT Rev Share Match)$500,000
Complete Paving ($1,231,000 Fall) ($680,000 Spring)
(Briarcliff, Clearview, Niagara, Augusta, Spruce, E Cleveland, Walnut, W Jackson, Farmers’ Market, etc.)$1,911,000
Complete Traffic Signal Replacement (Mtn View/Wash, Pollard/Wash, Bypass/Wash, Lee/Pollard)$250,000
Complete Dump Truck w/ Snowplow Replacement $160,000
Complete South Pollard Development Incentives (107 Restaurant) ($50k remaining)$205,000
Complete Annex Rehabilitation $300,000
*Multi-Year Funding Sources Total $5,672,750
Town of Vinton, Virginia 6
PW Spreader Box & Plow –Pick Up $22,500
PW Ventrack Mower & Attachments $65,000
PW Refuse Truck $320,000
PW PW Garage Updates (Vehicle Lift, Crane, AC, Lighting)$65,000
CPTL 3rd Street -Core Drill Analysis $25,000
CPTL HVAC Upgrades (PW $25k) & (Municipal Building $75k)$100,000
CP Regional Skate Park $50,000
CP Wolf Creek Greenway Public Restroom (grant match)$36,000
ED Downtown Redevelopment Incentives (Lee Ave)$150,000
Total $835,500
CP War Memorial Renovations *Bond Debt Issuance*$2,000,000
ED Gish Mill Development Incentives *Fund Balance*$660,000
Admin Comprehensive Plan Update *Operating GF Budget*$200,000
SW Transfer to Stormwater CIP *Operating GF Budget*$150,000
CPTL MISC Capital Replacement *Operating GF Budget*$250,000
Total $3,260,000
Town of Vinton, Virginia 7
FY25 Proposed CIP
Dept Description
Admin Municipal Building Roof Replacement
CP Community Center / Farmers’ Market Renovations
CP Phase III Community Park Development
CP Senior Van Replacement
CPTL Washington Ave / Gus Nicks Transportation Corridor Improvements $900k)
CPTL Sidewalk Construction (Bypass Rd, Hardy, Virginia)
CPTL Garthright Bridge Phase II
CPTL Gearhart Park Storage Lot & Building Repair
CPTL Virginia / Hardy Paving ($600k)
PW Storage Tank Replacement ($80k)
PW Knuckle Boom Truck ($230k)
PW Backhoe Replacement ($110k)
PW Dumpbed Truck ($90k)
PW Misc. Equipment -trailers, plows, spreaders, Swivel Vio35 & SV100, etc
PW Streetsweeper ($300k)
PW Dump Truck and Snow Plow (3) ($240k each)
PW Public Works Building Updates ($200k)
Town of Vinton, Virginia 8
Outlying Years CIP Requests
Town of Vinton, Virginia 9
https://youtu.be/p3mtBiiRx94
Town of Vinton, Virginia 10
Town of Vinton, Virginia 11
$2,100,000+
Town of Vinton, Virginia 12
https://roanoke-
virginia.maps.arcgis.com/home/item.html?
id=ee6493d6991f44179adbea27bd31d378
Town of Vinton, Virginia 13
War Memorial Debt Amortization Analysis
14
3 3.5 4 4.5 5 5.5 6
62,152.32 64,339.44 66,571.92 68,849.40 71,171.40 73,537.56 75,947.16
$ 1,000,000.00 82,869.84 85,785.96 88,762.56 91,799.16 94,895.28 98,049.96 101,262.84
$ 1,250,000.00 103,587.24 107,232.36 110,953.20 114,749.04 118,619.04 122,562.48 126,578.52
$ 1,500,000.00 124,304.72 128,678.84 133,143.84 137,698.84 142,342.88 147,074.92 151,894.20
$ 1,750,000.00 145,022.18 150,125.30 155,334.48 160,648.66 166,066.70 171,587.38 177,209.88
$ 2,000,000.00 165,739.64 171,571.76 177,525.12 183,598.48 189,790.52 196,099.84 202,525.56
$ 2,250,000.00 186,457.10 193,018.22 199,715.76 206,548.30 213,514.34 220,612.30 227,841.24
$ 2,500,000.00 207,174.56 214,464.68 221,906.40 229,498.12 237,238.16 245,124.76 253,156.92
Town of Vinton, Virginia 15
Town of Vinton, Virginia 16
Town of Vinton, Virginia 17
Town of Vinton, Virginia 18
Town of Vinton, Virginia 19
Town of Vinton, Virginia 20
Town of Vinton, Virginia 21
Town of Vinton, Virginia 22
Town of Vinton, Virginia 23
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TOWN OF VINTON, VIRGINIA
PLANNING AND ZONING DEPARTMENT
REQUEST FOR PROPOSALS
Professional Services
RFP# TOV-2024-001-PZ
Vinton 2050 – Comprehensive Plan Update
DUE DATE AND TIME: Thursday, February 15, 2024, at 3:00 PM (EST)
Sealed proposals will be received on or before 3:00 P.M.(EST), February 15, 2024, from interested
professional planning/land use firms for furnishing the services/items for an implementable Town
of Vinton Comprehensive Land Use and Physical Development Plan – Vinton 2050.
The Request for Proposals and related documents may be obtained from the following website:
http://www.vintonva.gov/bids.aspx; by calling 540-983-0605; or in person during the hours of
9:00 AM to 4:00 PM, at Town of Vinton Municipal Building, Planning and Zoning Dept., 311 S.
Pollard St., Room 105, Vinton VA 24179. If necessary, addendums will be issued and posted to
the Town’s website at: http://www.vintonva.gov/bids.aspx.
All questions must be submitted in writing via email to Anita McMillan, Planning and Zoning
Director, amcmillan@vintonva.gov, by 4:00 PM (EST), February 8, 2024.
If proposals are hand delivered or mailed, send directly to: Anita McMillan, Planning and Zoning
Department, Room 105, 311 S. Pollard St., Vinton, VA 24179. If the Vinton Municipal Building
is closed for business at the time scheduled for the proposal opening, the sealed proposal will be
accepted and opened on the next business day of the Town, at the originally scheduled hour.
The Town does not discriminate against small and minority businesses or faith-based
organizations.
The Town reserves the right to cancel this RFP and/or reject any or all proposals and to waive
any informalities in any proposal.
Date of RFP: January 11, 2024
Anita McMillan
Planning and Zoning Director
311 S. Pollard Street, Room 105
Vinton, VA 24179
Telephone: 540-283-7008
Fax: 540-983-0621
Email: amcmillan@vintonva.gov
ISSUE DATE:
January 11, 2024 NUMBER: TOV-2024-001-PZ
Professional Services
DEPARTMENT:
Planning and
Zoning
DATE/TIME OF CLOSING:
Thursday, February 15, 2024, at 3:00
PM (EST)
CONTRACT/PROJECT MANAGER:
Anita McMillan
Planning and Zoning Director
Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the
undersigned offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted, delivered or
furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and conditions
accepted by the Town of Vinton the items or services offered, and accompanying attachments shall constitute a contract.
NAME AND ADDRESS OF FIRM:
E-mail:
Telephone/Fax No.:
Federal Employer Identification #:
State Corporation Commission #:
By signing this proposal, Vendor(s) certifies, acknowledges, understands, and agrees to be bound by
the conditions set forth in this RFP.
CHECK ONE: INDIVIDUAL PARTNERSHIP CORPORATION LLC
Vendor’s Legally Authorized Signature Date
Print Name Title
Sealed proposals, subject to terms and conditions of this Request for Proposal will be received by the Town of Vinton Planning
and Zoning Department at 311S. Pollard St., Suite 105, Vinton, Virginia 24179 until the date/time specified above for furnishing
items or services delivered or furnished to specified destinations within the time specified or stipulated by the vendor(s).
The Town does not discriminate against small and minority businesses or faith-based organizations.
*This document must be completed and returned with proposal.
R F P : V i n t o n 2 0 50 – C o m p P l a n U p d a t e P a g e 1 | 25
Request for Proposals (RFP)
Professional Services
Vinton 2050
Comprehensive Land Use and Physical Development Plan Update
Project Description
The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from interested
professional planning/land use firms to establish a contract through competitive negotiation for
the consulting services for an implementable Town of Vinton Comprehensive Land Use and
Physical Development Plan.
Background
Located in the eastern portion of the Roanoke Valley, the Town of Vinton consists of 3.2 square
miles and has an estimated population of 8,000 (2020 Census). The Town of Vinton is located
within Roanoke County, bordered on its western and northern limits by the City of Roanoke. To
the east lie Roanoke County and the Blue Ridge Parkway. The southern border stretches along
the Roanoke River.
Vinton is approximately 90% developed, and its history began long before the Town was
chartered in 1884. Vinton represents the ideal type of community, small enough to provide a
feeling of “belonging”, yet large and progressive enough to provide the facilities, services and
conveniences that are necessary to make a community “home” to its citizens.
The update should create a comprehensive, participatory, action-oriented, user-friendly, and
implementable land use and physical plan reflecting the values held by Vinton residents, drawing
upon the expertise of its appointed board members and personnel; and developing the long-range
policies of its elected officials.
I. INTENT AND PURPOSE
The Town of Vinton is seeking proposals for an implementable comprehensive plan. The
implementable plan must focus on identifying community issues, steps to address the issues,
persons or groups responsible for addressing the issues and financing. Sources of funding should
be identified. The emphasis should be on determining the needs and desires of the community.
This plan will consist of two phases:
Phase I will be the determination of the community needs. This will be the emphasis of the plan.
The process must use a variety of methods to determine needs. This phase will also serve as the
impetus for community ownership of the plan and for community capacity building.
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Phase II will be developing an implementation plan. The implementation, at a minimum, must
specify steps for implementation, costs for implementation, source of funding for
implementation, who is responsible for implementation, and a timeline for implementation.
II. SCOPE OF WORK
The plan must be in compliance with the Code of Virginia § 15.2-2223.
Phase I
Phase I will be the determination of the community needs. This will be the emphasis of the plan.
The process must use a variety of methods to determine needs. This phase will also serve as the
impetus for community ownership of the plan and for community capacity building.
A. Identify key Town of Vinton partners:
1. Residents and property owners.
2. Business sector (developers, small business, finance, managers).
3. Civic and non-profit organizations.
4. Governmental agencies (Roanoke County, City of Roanoke, Roanoke Valley
Greenway Commission, Roanoke Valley-Alleghany Regional Commission, Virginia
Department of Transportation, et al).
5. Political representatives (elected and appointed officials).
B. Identify the Town’s community assets, examine "focus areas", and bring forth
recommendations to maintain and enhance these areas. Discuss the interconnectivity of
the individual areas with the whole community. "Focus areas" should include, at a
minimum, the following:
1. Individual residential neighborhoods.
2. Downtown.
3. Centers of commerce: Lake Drive Plaza and River Park Shopping Center.
4. Key roadways and travel corridors.
5. Recreation; and
6. Environmental constraints.
C. Town’s critical issues to be addressed:
1. Positive impressions of the Town.
2. Vibrant Downtown.
3. Welcoming gateways and corridors.
4. Fighting blight.
5. Vacant/Underutilized commercial buildings/properties.
6. Municipal Separate Storm Sewer System (MS4) permit requirements including storm
drainage capital needs and implementation.
7. Transportation system and needs.
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D. Examine public services, including emergency services, utilities, and other infrastructure
available within the Town, and whether the existing infrastructure and services are
adequate to support the current needs and projected future growth of the Town.
E. Review the Town's current land use, zoning districts and zoning regulations and compare
the compatibility of the zoning district with living environments for residents, adequacy
of housing, shopping, entertainment, employment, environmental sustainability, smart
growth principles, and land use to ensure a mix of residential, commercial, institutional
and other uses for present and future residents.
F. Review the Town's development trends and recommend changes to the Town's land use
regulations to better accommodate those trends.
G. Identify potential redevelopment areas within the Town’s commercial and industrial
districts.
Phase II
In Phase II an implementation plan will be developed. At a minimum the plan must specify steps,
costs, sources of funding, who is responsible for implementation and an implementation
timeline. The consultant will work with a Steering Committee to create the plan.
A. Compare and contrast needs and desires with plans in surrounding localities; address the
similarities and conflicts in planning philosophy and execution where possible; and
provide a statement of the interrelationships and compatibility with plans from the
surrounding localities.
B. Provide a framework and benchmarks to track progress during the execution of the
implementation plan.
C. Discuss assignment of responsibility for the execution and management of plan
recommendations.
D. Discuss the assignment of a committee to ensure goals are being met and to redirect the
implementation process in the event that a failure is identified in its execution.
III. PUBLIC ENGAGEMENT AND PROMOTION
Planning shall be guided by a public participation process that will provide a forum for open
discussion of focus areas and will serve as a public education tool. The consultant shall develop a
creative strategy for public engagement events by using a variety of methods that increase
awareness of the process and garners public input. These methods must include all
socioeconomic strata, age groups and areas/neighborhoods of the Town. Community events and
a variety of media and means of obtaining feedback should be used in garnering input. The
R F P : V i n t o n 2 0 50 – C o m p P l a n U p d a t e P a g e 4 | 25
consultant shall work with the Town’s Planning and Zoning Staff to ensure that all legal
requirements for adoption and implementation of the comprehensive plan are satisfied.
The consultant will be required to attend the Town Council’s Retreat that will serve as the kick-
off meeting of the planning process. The consultant shall assist in organizing a minimum of two
public meetings and one public hearing. At least one public meeting shall be held prior to
concluding each phase and prior to holding the public hearing. The consultant shall participate in
these public meetings/hearings, engage the public and solicit input. The consultant shall record
public comments and incorporate those comments into the final plan. Additionally, in
consultation with the Town’s Planning Department and/or the Town’s Economic Development
Specialist, the consultant shall develop press releases and may be required to engage local media
as part of the public process.
The consultant should facilitate a planning process whereby the community "owns" the plan, and
the elected officials and community leaders are spokespersons for the plan and have a consensus
commitment to implement it. There should be effective means within the project budget to
establish a public vision and aspirations for their community.
IV. DELIVERABLES
The consultant shall submit the following products to the Town in accordance with the approved
Project Completion Schedule:
1. [14] paper copies of the final plan and the executive summary.
2. [2] Complete Electronic Copies of the final plan in Word and PDF format.
3. The consultant shall submit electronic copies of all materials, research, data, GIS
shapefiles, etc. developed or collected over the course of plan development to the Town in
editable formats for the Municipality's future use. The GIS files shall be compatible with
ESRI files.
---END OF RFP---
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Proposal Preparation and Submission Requirements
Proposals should be as thorough and detailed as possible so that the Town of Vinton may
properly evaluate your capabilities to provide the required services. The qualifying proposal shall
also include an estimated time from beginning and a time schedule for the completion of the
work after given a notice to proceed.
The consultant shall demonstrate that the person(s) performing the work for the Town have the
following minimum qualifications:
1. Demonstrated planning experience in an older, established community surrounded by
urban, rural, and suburban style neighborhoods characteristic of western Virginia.
2. Demonstrated experience in comprehensive and strategic planning, and planning ability
in the areas of economic development, housing, land use, neighborhood revitalization,
finance and budgeting, historic preservation, transportation, public facilities,
environmental quality, parks and recreation, utilities, and human services.
3. Demonstrated ability in organizing and implementing mass community participation
programs.
4. Demonstrated ability in the use of design graphics and media techniques to promote
community involvement in, and an understanding of, the planning process.
5. Demonstrated ability to work with a diverse group of residents, Town officials, business
owners, as well as civic organizations to design and implement a successful planning
program.
6. Demonstrated ability to effectively coordinate with Town’s departments and Roanoke
County Department of Planning to build on current and integrate existing plans into a
single comprehensive plan for the Town of Vinton.
7. Demonstrated ability to produce comprehensive maps and databases.
8. Substantial knowledge of the government structure and function of towns with a
council/town manager form of government.
9. The person or persons assigned to this project will be the primary project consultant from
beginning to final sign-off for all components.
10. Demonstration of accessibility and responsiveness for revisions, questions, and meeting
attendance in a timely manner.
All the above items will be used as proposal evaluation factors as described under Evaluation
Criteria.
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Proposal Contents
Please submit your proposal with no more than 20 pages that includes a minimum of the
following information:
1. Brief description of the firm including:
A. Its history and organization.
B. Its qualifications to undertake this project.
2. List names of personnel assigned to the project in terms of:
A. Firm’s related experience.
B. The project team and commitment of each member.
3. Brief description of similar projects that have been completed within the past five years.
Include the following:
A. List three references within the State of Virginia. Careful attention should be
given to names, telephone numbers, and emails of previous clients so that the
Town may reach each person. The clients listed should be able to equate work
performed for them to the Town’s requirements under this RFP.
B. The locality’s community philosophy around which the participation process was
developed.
C. The final project cost.
D. The length of project from start to adoption.
4. Brief description of your firm’s general approach to comprehensive planning projects
(use exhibits if appropriate).
5. Brief description of your approach to this project given a 15-month timeframe from start
to adoption of the Comprehensive Land Use and Physical Development Plan. A list of
any assist the Town may be requested to provide the Offeror.
Evaluation Criteria
Each proposal shall be evaluated using the following criteria:
Description Weight
Qualifications and experience 40
Specific plans or methodology 15
Capacity and equipment available to get job done on time 15
Timeframe to complete project 10
References 10
Accessibility and availability of staff 5
Proposal completeness 5
Total 100
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All questions must be submitted in writing at the address above or via email to Anita McMillan,
Planning and Zoning Director, amcmillan@vintonva.gov, by 4:00 PM (EST), February 8,
2024.
The Town reserves the right to cancel this RFP and/or reject any or all proposals and to waive
any informalities in any proposal.
Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal
shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be
submitted in writing to the Planning and Zoning Department.
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I. Selection Process
A. The selection process shall be by competitive negotiation. Six (6) copies of the
proposal must be submitted on or before 3:00 PM (EST) on Thursday, February
15, 2024, to:
Anita J. McMillan, Planning and Zoning Director
Town of Vinton
311 South Pollard Street, Suite 105
Vinton, VA 24179
B. Proposals are to be submitted in a sealed envelope or package with the notation
“Comprehensive Plan” and the scheduled time and date of the opening clearly
marked on the front of that sealed envelope or package. The Town of Vinton will
not be responsible for the premature opening of any sealed proposal (s) if they are
not appropriately marked as specified. No emailed or faxed proposals will be
accepted. No proposal received after the above scheduled date and time will be
accepted or considered.
C. After receipt, a selection committee will use the evaluation criteria specified and
all information requested in the selection process to rank the proposals. The
proposals will be ranked in priority order and the two or three highest ranked
responders may be asked to attend interviews if deemed necessary. If
interviewed, Town staff will select one responder from the interview process to
begin negotiations. If a contract cannot be successfully executed with the leading
candidate, the Town will move on to the second ranked candidate and so on until
a contract has been successfully executed. Should the Town determine, in writing
and at its sole discretion, that only one Offeror is fully qualified, or that one
Offeror is clearly more highly qualified than others under consideration, a
contract may be negotiated and awarded to that Offeror without interviews.
D. Negotiations shall be conducted, beginning with the first ranked offeror. If a
contract satisfactory and advantageous to the Town, the award shall be made to
the 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. Estimated
price shall be discussed and considered but need not be the sole determining
factor.
G. Should the Town, in its sole discretion, determine that only one (1) offeror is fully
qualified or that one offeror is clearly more highly qualified than the others
considered, a contract may be negotiated and awarded to that offeror.
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H. No offer of any gratuities, favors, or anything of monetary value to any officer,
employee, or agent of the Town for the purpose of influencing favorable
distribution toward any other proposal submitted hereunder.
I. The Town reserves the right to reject any or all proposals received and to award a
contract, in the best interest of the Town.
J. This request for proposals does not commit the Town to award a contract, to pay
any cost incurred in the preparation of proposals for this request, or to procure or
contract of services. The Town may require any proposer selected to participate
in negotiations and to submit such additional information as may be necessary.
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GENERAL TERMS AND CONDITIONS
These General Terms & Conditions shall apply to all purchases and be a part of every contract
awarded by the Town of Vinton unless otherwise specified in writing. Bidders/Offerors are
expected to inform themselves fully as to the conditions, requirements, and specifications before
submitting bids/proposals. Procurement by the Town is subject to the Virginia Public Procurement
Act (VPPA) Title 2.2, Chapter 43 of the Code of Virginia, and the Town’s procurement policy. If
an inconsistency exists between the VPPA and the Town’s policy, the conflicting provisions of
the VPPA take precedence.
DEFINITIONS
ADDENDUM/ADDENDA: Addition(s) or supplement(s) to a solicitation to clarify, modify, or
support information which becomes part of the contract.
BID: The offer of a prospective vendor/supplier to an Invitation to Bid to provide specific goods
or services at specified prices and/or other conditions specified in the solicitation.
BIDDER/OFFEROR: Any individual, company, firm, corporation, partnership, or other
organization who submits a response to an Invitation to Bid or a Request for Proposal and offering
to enter into a contract with the Town.
COLLUSION: A secret agreement or cooperation between two or more parties to accomplish a
fraudulent, deceitful, or unlawful purpose.
CONFLICT OF INTEREST: An actual or potential situation in which the personal interests of
a vendor, employee, or public official are, or appear to be, in conflict with the best interests of the
Town.
CONTRACTOR: The entity that has a direct contract with the Town to furnish goods, services
or construction for a certain price.
DAY(S): Defined as calendar days unless otherwise specified as business days.
INFORMALITY: A minor defect or variation of a bid or proposal from the exact requirements
of the Invitation to Bid or Request for Proposal which does not affect the price, quality, quantity
or delivery schedule for the goods, services or construction being procured.
INVITATION TO BID (ITB): A formal request which is made to prospective suppliers (bidders)
for their quotation on goods, services, or construction desired by the Town. The issuance of an
ITB will contain or incorporate by reference the specifications and contractual terms and
conditions applicable to the procurement.
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PROFESSIONAL SERVICES: Any type of professional service performed by an independent
contractor within the practice of accounting, actuarial services, architecture, dentistry, land
surveying, landscape architecture, law, medicine, optometry, pharmacy, or professional
engineering (which shall be procured as set forth in the VPPA).
PROPOSAL: The document submitted by the offeror in response to the RFP to be used as the
basis for negotiations for entering into a contract.
REQUEST FOR PROPOSAL (RFP): A formal request for a proposal from prospective offerors
which will indicate that which is sought to be procured from the offeror, the specifications, the
general terms and conditions of the proposed contract, and where negotiations are conducted to
come to a final contract. The RFP will specify the evaluation criteria to be used and will contain
or incorporate by reference other contractual terms and conditions applicable to the procurement.
RESPONSIBLE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership
or other organization having the capability in all respects to perform fully the contract
requirements, and also having the moral and business integrity and reliability which will assure
good faith performance.
RESPONSIVE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership,
or other organization having submitted a bid/proposal which conforms in all material respects to
the ITB or RFP.
SOLICITATION: A formal document issued by the Town with the intent to purchase goods,
services, or construction. The term “solicitation” includes both an Invitation to Bid or a Request
for Proposal.
SWAM: Small, Women, and Minority-owned businesses.
SUBCONTRACTOR: A business entity that has a contract to supply labor or materials to the
prime contractor to whom the contract was awarded or to any subcontractor in the performance of
the work provided for in such contract.
TOWN or OWNER: Town of Vinton, Virginia.
CONDITIONS OF BIDDING
BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall
state bid/proposal prices in US dollars.
BID/PROPOSAL ACCEPTANCE PERIOD: Unless otherwise specified, all bids/proposals
submitted shall be binding and may not be withdrawn for sixty (60) days following the
bid/proposal opening date and time, unless extended by mutual consent of all parties. If the
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bid/proposal is not withdrawn at that time it remains in effect until an award is made or the
solicitation is cancelled.
CANCELLATION OF SOLICITATIONS: An ITB, RFP or any other solicitation may be
cancelled or rejected but shall not be cancelled or rejected solely to avoid awarding a contract to a
particular responsive and responsible bidder/offeror. The reasons for cancellation shall be made
part of the contract file.
TOWN HALL CLOSURE: If Town Hall is closed for business at the time scheduled for the bid
opening, for any reasons, sealed bids/proposals will be accepted and opened on the next business
day of the Town, at the original scheduled hour.
CLARIFICATION of TERMS: If any prospective bidder/offeror has questions about the
specifications or other solicitation documents, the prospective bidder/offeror should contact the
person identified in the solicitation no later than five (5) business days before the due date. Any
revisions to the solicitation will be made only by addendum issued by the Town.
CONFLICT OF INTEREST/COLLUSION: Contractor certifies by signing their bid/proposal
submission to the Town, that no conflict of interest or collusion exists between the Contractor and
Town that interferes with fair competition and no conflict of interest or collusion exists between
Contractor and any other person or organization that constitutes a conflict of interest with respect
to the contract with the Town.
DEBARMENT STATUS: By signing their bid/proposal, the bidders/offerors certify that they are
not currently debarred from submitting bids/proposals on contracts from any agency, public
entity/locality, or authority of the Commonwealth of Virginia.
DISCRIMINATION PROHIBITED: In the solicitation or awarding of a contract the Town shall
not discriminate against a bidder/offeror because of race, religion, color, sex, national origin, age,
disability, status as a service-disabled veteran, or any other basis prohibited by state law relating
to discrimination in employment. The Town encourages the participation of SWAM and Veteran-
Owned businesses (as defined in 2.2-4310(F)) in public procurement activities. Towards that end,
the Town encourages contractors to provide for the participation of SWAM/Veteran-Owned
businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.
ERRORS IN BIDS/PROPOSALS: When an error is made in extending total prices, the unit price
will govern. Bidders/Offerors are cautioned to recheck their bids/proposals for possible errors prior
to submission.
ETHICS IN PUBLIC CONTRACTING: By submitting their bids/proposals, the
bidders/offerors certify that their bids/proposals are made without collusion or fraud and that they
have not offered or received any kickbacks or inducements from any other bidder/offeror, supplier,
manufacturer or subcontractor in connection with their bid/proposal, and that they have not
conferred on any public employee having official responsibility for this procurement transaction
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any payment, loan, subscription, advance, deposit of money, services or anything of more than
nominal or minimal value, present or promised, unless consideration of substantially equal or
greater value was exchanged.
EXCUSABLE DELAY: The Town shall not be in default of any failure in performance of this
agreement in accordance with its terms if such failure arises out of causes beyond its reasonable
control and without the fault of or negligence of the Town. Such causes may include but are not
restricted to acts of God or the public enemy, fires, flood, epidemics, quarantine restrictions,
strikes, freight embargoes, and unusually severe weather, but in every case the failure to perform
must be beyond the reasonable control and without the fault or negligence of the Town.
LICENSES, PERMITS and FEES: All proposals submitted shall have included in price the
cost of any business or professional licenses, permits, or fees required by the Town of Vinton or
the Commonwealth of Virginia. At or prior to delivery of the signed contract, the bidder/offeror
to whom the contract is awarded shall deliver to the Town a copy of their Town Business License
(if applicable). The bidder/offeror shall ensure that the Business License indicates a basis amount
equal to or greater than the awarded Contract value. For information on Town Business Licenses,
contact the Finance/Treasurer Department at 540-983-0608. The bidder/offeror must have all
necessary licenses to perform the services in the Commonwealth of Virginia and, if practicing
as other than an individual, be authorized to do business in the Commonwealth of Virginia.
MANDATORY USE OF TOWN FORMS INCLUDING GENERAL TERMS AND
CONDITIONS: Failure to submit a bid/proposal on the official Town form(s) when provided or
in the format identified for that purpose shall be a cause for rejection of the bid/proposal.
Unauthorized modification of or additions to any portion of the ITB or RFP may be cause for
rejection of the bid/proposal. The Town reserves the right to decide on a case-by-case basis, in its
sole discretion, whether to reject any bid or proposal which has been modified. As a precondition
to its acceptance of an ITB response, the Town may, in its sole discretion, request that the bidder
withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price,
or delivery. No modification to the provisions of the contract shall be effective unless the
modification is incorporated into the contract document.
MODIFICATION & WITHDRAWAL OF BIDS/PROPOSALS:
1. A bidder for a public construction contract, other than a contract for construction or
maintenance of public highways, may withdraw his bid from consideration if the price bid was
substantially lower than the other bids due solely to a mistake in the bid, provided the bid was
submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment
mistake, and was actually due to an unintentional arithmetic error or an unintentional omission
of a quantity of work, labor or material made directly in the compilation of a bid, which
unintentional arithmetic error or unintentional omission can be clearly shown by objective
evidence drawn from inspection of original work papers, documents and materials used in the
preparation of the bid sought to be withdrawn.
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If a bid contains both clerical and judgment mistakes, a bidder may withdraw his bid from
consideration if the price bid would have been substantially lower than the other bids due solely
to the clerical mistake, that was an unintentional arithmetic error or an unintentional omission
of a quantity of work, labor or material made directly in the compilation of a bid that shall be
clearly shown by objective evidence drawn from inspection of original work papers,
documents and materials used in the preparation of the bid sought to be withdrawn.
2. The bidder shall give notice in writing of his claim of right to withdraw his bid within two
business days after the conclusion of the bid opening procedure and shall submit original work
papers with such notice.
3. No bid shall be withdrawn under this section when the result would be the awarding of the
contract on another bid of the same bidder or of another bidder in which the ownership of the
withdrawing bidder is more than five percent.
4. If a bid is withdrawn in accordance with this section, the lowest remaining bid shall be deemed
to be the low bid.
5. No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or
labor to or perform any subcontract or other work agreement for the person or firm to whom
the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the
project for which the withdrawn bid was submitted.
6. The public body shall notify the bidder in writing within five business days of its decision
regarding the bidder’s request to withdraw its bid. If the public body denies the withdrawal of
a bid under the provisions of this section, it shall state in such notice the reasons for its decision
and award the contract to such bidder at the bid price, provided such bidder is a responsible
and responsive bidder. At the same time that the notice is provided, the public body shall return
all work papers and copies thereof that have been submitted by the bidder.
7. These procedures also apply for the withdrawal of bids for other than construction contracts.
8. A bidder/offeror may modify or withdraw his bid/proposal, either personally or by written
request to the Town at any time prior to the scheduled time for opening of bids/proposals.
PUBLIC INSPECTION OF CERTAIN RECORDS: Public inspection of all records is strictly
governed by Code of Virginia § 2.2-4342 and in accordance with the Virginia Freedom of
Information Act (§§2.2-3700, et seq.). Any inspection of procurement transactions shall be subject
to reasonable restrictions to ensure the security and integrity of the records. Cost estimates relating
to a proposed procurement transaction prepared by or for a public body shall not be open to public
inspection.
REVISIONS TO THE OFFICIAL ITB/RFP: No bidder/offeror shall modify, revise, edit or
make any unauthorized change(s) to the original official ITB/RFP. Any such violation as stated
above may result in rejection of the ITB/RFP response. In addition, violations may result in the
debarment of the bidder/offeror by the Town of Vinton.
TAXES: Sales to the Town of Vinton are normally exempt from State sales tax. Virginia Sales
and Use Tax Certificate of Exemption, Form ST-12, will be issued upon request. The Town may
also be exempt from other taxes and fees.
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AWARD
CONTRACT AWARD
For ITB: The award(s) made in response to an ITB will be made to the lowest responsive and
responsible bidder(s) for each item, or group of items indicated in the bid. The Town reserves the
right to make the sole determination of whether the product and/or options offered meet the
minimum specifications and is acceptable in accordance with the specifications. The Town’s
decision shall be final. The Town reserves the right to make a separate award for each item, a
group of items or all items, and to make awards either in whole or in part, whichever is deemed
by the Town to be in its best interest. Delivery timelines may be a factor in making an award.
For RFP: The award(s) made in response to an RFP will be made to the highest qualified offeror
whose proposal is determined to be the most advantageous to the Town, taking into consideration
the evaluation criteria set forth in the RFP. After negotiations, the offeror who has made the best
proposal and provides the best value shall be awarded the contract.
Professional services shall be procured and awarded by competitive negotiation as set forth in the
VPPA.
The Town reserves the right to cancel a solicitation at any time and to reject any or all
bids/proposals, in whole or in part, to waive any informality and to delete items prior to making
the award(s), whenever it is deemed in the sole opinion of the Town to be in its best interest.
NEGOTIATION WITH THE LOWEST BIDDER: Unless all bids are canceled or rejected,
the Town reserves the right to negotiate with the lowest responsive and responsible bidder to
obtain a contract price within the funds available to the Town whenever such low bid exceeds the
Town’s available funds for the project. The Town shall initiate such negotiations by written notice
to the lowest responsive, responsible bidder that its bid exceeds the available funds, and the Town
wishes to negotiate a lower contract price. The times, places and manner of negotiating shall be
agreed to by the Town and the lowest responsive, responsible bidder.
PRECEDENCE OF TERMS: General Terms and Conditions shall apply in all instances with
the exceptions for projects funded by federal funds which require special terms. In the event there
is a conflict between the General Terms and Conditions and any Federal, Special, Standard, or
Supplementary Terms and Conditions in this solicitation, the Federal, Special, Standard, or
Supplementary Terms and Conditions shall apply.
QUALIFICATIONS OF BIDDERS/OFFERORS: The Town may make such reasonable
investigations as deemed proper and necessary to determine the responsibility and ability of the
bidder/offeror to perform the services/furnish the goods and the bidder/offeror shall furnish to the
Town all such information and data for this purpose as may be requested. The Town reserves the
right to inspect bidder’s/offeror’s physical facilities prior to award to satisfy questions regarding
the bidder’s/offeror’s capabilities. The Town further reserves the right to reject any bid/proposal
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if the evidence submitted by, or investigations of, such bidder/offeror fails to satisfy the Town that
such bidder/offeror is properly qualified to carry out the obligations of the contract and to provide
the services and/or furnish the goods contemplated therein.
SELECTION PROCESS/NOTICE OF AWARD: Upon the award or the announcement of the
decision to award a contract as a result of this solicitation, the Town will publicly post such notice
and/or will notify all responsive bidders/offerors. The Town may post its awards on its website:
www.vintonva.gov.
CONTRACT PROVISIONS
ANTI-DISCRIMINATION: By submitting their bids/proposals, bidders/offerors certify to the
Town that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended,
as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable,
the Virginians with Disabilities Act, and the Americans with Disabilities Act.
In every contract over $10,000 the provisions below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment, except where there 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.
b. 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.
c. Notices, advertisements, and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to
the Town all rights, title, and interest in and to all causes of action it may now have 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 the Town under said contract.
APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be
governed in all respects by the laws of the Commonwealth of Virginia, excluding its conflict of
laws provisions, and venue for litigation with any respect thereto shall be proper only in the Circuit
Court of Roanoke County, Virginia. The contractor shall comply with all applicable federal, state,
and local laws, rules, and regulations.
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ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole
or in part without the written consent of the Town.
CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following
ways:
1. The parties by mutual agreement in writing, to modify the terms, conditions, or scope of the
contract subject to item 2. below. Any additional goods or services to be provided shall be of
a sort that is ancillary to the contract goods or services, or within the same broad product or
service categories as were included in the contract award. Any increase or decrease in the price
of the contract resulting from such modification shall be agreed to by the parties as a part of
their written agreement to modify the scope of the contract.
2. A public contract may include provisions for modification of the contract during performance,
but no fixed-price contract may be increased by more than twenty-five percent (25%) of the
amount of the contract or $50,000, whichever is greater, without the advance written approval
of the Vinton Town Council. In no event may the amount of any contract, without adequate
consideration, be increased for any purpose, including, but not limited to, relief of a
bidder/offeror from the consequences of an error in its (bid/offer).
3. The Town may order changes within the general scope of the contract at any time by written
notice to the contractor. Changes within the scope of the contract include, but are not limited
to, things such as services to be performed, the method of packing or shipment, and the place
of delivery or installation. The contractor shall comply with the notice upon receipt unless
the contractor intends to claim an adjustment to compensation, schedule, or other contractual
impact that would be caused by complying with such notice, in which case the contractor
shall, in writing, promptly notify the Town of the adjustment to be sought, and before
proceeding to comply with the notice, shall await the Town's written decision affirming,
modifying, or revoking the prior written notice. If the Town decides to issue a notice that
requires an adjustment to compensation, the contractor shall be compensated for any
additional costs incurred as the result of such order and shall give the Town a credit for any
savings. Said compensation shall be determined by one of the following methods:
a. By mutual agreement between the parties in writing; or
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to
be done can be expressed in units, and the contractor accounts for the number of units of
work performed, subject to the Town’s right to audit the contractor’s records and/or to
determine the correct number of units independently; or
c. By ordering the contractor to proceed with the work and keep a record of all costs incurred
and savings realized. A markup for overhead and profit may be allowed if provided by the
contract. The same markup shall be used for determining a decrease in price as the result of
savings realized. The contractor shall present the Town with all vouchers and records of
expenses incurred and savings realized. The Town shall have the right to audit the records
of the contractor as it deems necessary to determine costs or savings. Any claim for an
adjustment in price under this provision must be asserted by written notice to the Town
within thirty (30) days from the date of receipt of the written order from the Town. If the
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parties fail to agree on an amount of adjustment, the question of an increase or decrease in
the contract price or time for performance shall be resolved in accordance with the
procedures for resolving disputes provided by the Disputes Clause of this contract or, if
there is none, in accordance with the dispute’s provisions of the VPPA, Virginia Code §
2.2-4363. Neither the existence of a claim nor a dispute resolution process, litigation, or
any other provision of this contract shall excuse the contractor from promptly complying
with the changes ordered by the Town or with the performance of the contract generally.
CONTRACTUAL DISPUTES: Contractual claim procedures shall be as per Virginia Code §
2.2-4363.
COOPERATIVE PROCUREMENT: Except as prohibited by the Code of Virginia § 2.2-4304,
all resultant contracts will be extended, with the authorization of the contractor, to other public
bodies to permit their ordering of supplies and/or services at the prices and terms of the resulting
contract. If any other public body decides to use the final contract, the Contractor must deal
directly with that public body concerning the placement or orders, issuance of the purchase order,
contractual disputes, invoicing and payment. The Town acts only as the “Contracting Officer” for
these public bodies. Any resulting contract with other public bodies shall be governed by the laws
of that specific entity. It is the Contractor’s responsibility to notify the public bodies of the
availability of the contract. The Town shall not be held liable for any costs or damage incurred
by another public body as a result of any award extended to that public body by the Contractor.
DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms
and conditions, the Town, after due oral or written notice, may procure items of a comparable
quality from other sources and hold the contractor responsible for any resulting additional costs
above the contract price when purchases are made in the open market. This remedy shall be in
addition to any other remedies, which the Town may have.
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 the contractor’s workplace and specifying the actions
that will be taken against employees for violations 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.
IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their
bids/proposals, bidders/offerors certify that they do not and will not during the performance of this
contract employ illegal alien workers or otherwise violate the provisions of the Immigration
Reform and Control Act of 1986.
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INDEMNIFICATION: Contractor agrees to indemnify, defend, and hold harmless the Town, its
officers, agents, volunteers, and employees from any claims, damages and actions of any kind or
nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or
equipment of any kind or nature furnished by the contractor/any services of any kind or nature
furnished by the contractor, provided that such liability is not attributable to the sole negligence
of the using agency or to failure of the using agency to use the materials, goods, or equipment in
the manner already and permanently described by the contractor on the materials, goods or
equipment delivered.
INSURANCE: By signing and submitting a bid/proposal under this solicitation, the bidder/offeror
certifies that if awarded the contract, it will have insurance coverages per the solicitation document
at the time of contract execution. For construction contracts, if any subcontractors are involved,
the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and
65.2-800, et seq., of the Code of Virginia. The bidder/offeror further certifies that the contractor
and any subcontractors will maintain these insurance coverages during the entire term of the
contract and that all insurance coverages will be provided by insurance companies authorized to
sell insurance in Virginia by the Virginia State Corporation Commission.
LIABILITY AND LITIGATION: The Town shall not indemnify or hold harmless any
contractor or other third party. The Town does not waive any right or release any party from
liability, whether on its own behalf or on behalf of any boards, employees or agents. The Town
does not waive the right to trial by jury for any cause of action arising from the contract and shall
not submit any contract claim to binding arbitration or mediation. The Town shall not be liable to
contractor for any special, punitive, or exemplary damages arising from the performance of the
contract, including, but not limited to, incidental damages, and lost profit and lost wages, even if
such special damages are reasonably foreseeable. Any provision(s) in the contract contrary to these
statements is/are hereby deleted and rendered void.
NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be
discriminated against in the solicitation or award of this contract because of race, religion, color,
sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by
state law relating to discrimination in employment or because the bidder or offeror employs ex-
offenders unless the state agency, department or institution has made a written determination that
employing ex-offenders on the specific contract is not in its best interest. If the award of this
contract is made to a faith-based organization and an individual, who applies for or receives goods,
services, or disbursements provided pursuant to this contract objects to the religious character of
the faith-based organization from which the individual receives or would receive the goods,
services, or disbursements, the public body shall offer the individual, within a reasonable period
of time after the date of his objection, access to equivalent goods, services, or disbursements from
an alternative provider.
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PAYMENT:
1. To Prime Contractor:
Invoices for items ordered, delivered, and accepted shall be submitted by the contractor directly
to the payment address shown on the purchase order/contract. Any payment terms requiring
payment in less than 45 days will be regarded as requiring payment 45 days after invoice or
delivery, whichever occurs last. This shall not affect offers of discounts for payment in less
than 45 days, however. All goods or services provided under this contract or purchase order,
that are paid for with public funds, shall be billed by the contractor at the contract price.
The following shall be deemed to be the date of payment: the date of postmark in all cases
where payment is made by mail, or the date of offset when offset proceedings have been
instituted as authorized under the Virginia Debt Collection Act. Individual contractors shall
provide their social security numbers, and proprietors, partnerships, and corporations shall
provide the Town with a federal employer identification number, prior to receiving any
payment from the Town. The Town requires an updated IRS Form W-9 be filed with the
Finance/Treasurer Department at or before the contract is signed.
Unreasonable Charges: Under certain emergency procurements and for most time and material
purchases, final job costs cannot be accurately determined at the time orders are placed. In
such cases, contractors should be put on notice that final payment in full is contingent on a
determination of reasonableness with respect to all invoiced charges. Charges which appear to
be unreasonable will be researched and challenged, and that portion of the invoice held in
abeyance until a settlement can be reached. Upon determining that invoiced charges are not
reasonable, the Town shall promptly notify the contractor, in writing, as to those charges which
it considers unreasonable and the basis for the determination. A contractor may not institute
legal action unless a settlement cannot be reached within thirty (30) days of notification.
The provisions of this section do not relieve The Town of its prompt payment obligations with
respect to those charges which are not in dispute.
2. To Subcontractors:
A contractor awarded a contract under this solicitation is hereby obligated to pay the
subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the Town
for the proportionate share of the payment received for work performed by the subcontractor(s)
under the contract; or;
Notify the Town and the subcontractor(s), in writing, of the contractor’s intention to withhold
payment and the reason.
The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per
month (unless otherwise provided under the terms of the contract) on all amounts owed by the
contractor that remain unpaid seven (7) days following receipt of payment from the Town,
except for amounts withheld as stated in (2) above. The date of mailing of any payment by
U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier
contractor performing under the primary contract. A contractor’s obligation to pay an interest
charge to a subcontractor may not be construed to be an obligation of the Town. Any such
R F P : V i n t o n 2 0 50 – C o m p P l a n U p d a t e P a g e 21 | 25
contract awarded shall further require the contractor to include in each of its subcontracts a
provision requiring each subcontractor to include or otherwise be subject to the same payment
and interest requirements with respect to each lower-tier subcontractor. A contractor’s
obligation to pay an interest charge to a subcontractor may not be construed to be an obligation
of the Town.
SAFETY and OSHA STANDARDS: All parties performing services for the Town shall comply
with all Occupational Safety and Health Administration (OSHA), State Occupational Health
Standards, and any other applicable rules and regulations. All parties shall be held responsible for
the training, supervision, and safety of their employees. Any unsafe acts or hazardous conditions
that may cause injury or damage to any persons or property within and around the work site areas
under this contract shall be remedied per the regulatory agency’s guidelines.
STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code
of Virginia § 2.2-4311.2 (B), a bidder/offeror organized or authorized to transact business in the
Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid/proposal the
identification number issued to it by the State Corporation Commission (SCC) and shall not allow
the identification number to lapse, be revoked or cancelled at any time during the term of the
contract. Any bidder/offeror that is not required to be authorized to transact business in the
Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required
by law is required to include in its bid/proposal a statement describing why the bidder/offeror is
not required to be so authorized. The link to the SCC website is: http://www.scc.virginia.gov.
TERMINATION: Subject to the provisions below, the contract may be terminated by the Town
upon thirty (30) days advance written notice to the other party. Any contract cancellation notice
shall not relieve the contractor of the obligation to deliver and perform on all outstanding orders
issued prior to the effective date of cancellation.
1. Termination for Convenience: In the event that the contract is terminated upon request and
for the convenience of the Town, without the required thirty (30) days advance notice, then
the Town shall be responsible for payment of services up to the termination date.
2. Termination for Cause: Termination by the Town for cause, default or negligence on the part
of the contractor shall be excluded from the foregoing provision; termination costs, if any
shall not apply. However, the Town may hold the contractor responsible for any resulting
additional purchase and administrative costs. The thirty (30) day advance notice requirement
is waived in the event of Termination for Cause.
3. Termination Due to Unavailability of Funds: Agreements are made subject to the
appropriation of funds (including grant funds, gifts or donations) by the Vinton Town Council
and are null and void in the event of non-appropriation by the Town Council. Non-
appropriation of funds shall not be deemed a cancellation and shall terminate this agreement
without recourse and with no liability on the part of the Town.
R F P : V i n t o n 2 0 50 – C o m p P l a n U p d a t e P a g e 22 | 25
SPECIFICATIONS
CONDITION OF ITEMS: Unless otherwise specified in the solicitation, all items shall be new,
latest edition/model in first class condition.
FORMAL SPECIFICATIONS: When a solicitation contains a specification which states no
substitutes, no deviation therefrom will be permitted, and the bidder will be required to furnish
articles in conformity with that specification.
USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain
brand, make or manufacturer does not restrict bidders/offerors to the specific brand, make or
manufacturer named, but conveys the general style, type, character, and quality of the article
desired. Any article which the public body, in its sole discretion, determines to be the equal of
that specified, considering quality, workmanship, economy of operation, and suitability for the
purpose intended, shall be accepted. The bidder/offeror is responsible to clearly and specifically
identify the product being offered and to provide sufficient descriptive literature, catalog cuts and
technical detail to enable the Town to determine if the product offered meets the requirements of
the solicitation. This is required even if offering the exact brand, make or manufacturer specified.
Normally in competitive sealed bidding only the information furnished with the bid will be
considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result
in declaring a bid nonresponsive. Unless the bidder/offeror clearly indicates in its bid/proposal
that the product offered is an “equal” product, such bid/proposal will be considered to offer the
brand name product referenced in the solicitation. The Town reserves the right to determine the
suitability of substituted items for those specified and to accept in whole or in part any and all
bids/proposals received.
DELIVERY
DEFECTS OR IMPROPRIETIES: In instances where there is a defect or impropriety in an
invoice or in the goods or services received, the Town shall notify the supplier of the defect or
impropriety, if the defect or impropriety would prevent payment by the payment date. The notice
shall be sent within (30) thirty days after receipt of the invoice or the goods or services.
TESTING AND INSPECTION: The Town reserves the right to conduct any test/inspection it
may deem advisable to assure goods and services conform to the specifications. Materials or
components that have been rejected by the Town, in accordance with the terms of the contract,
shall be replaced by the Contractor at no cost to the Town.
TRANSPORTATION AND PACKAGING: All materials shipped to the Town must be
shipped Free On Board (FOB) Destination unless otherwise stated in the contract. By submitting
their bids/proposals, all bidders/offerors certify and warrant that the price offered for FOB
destination includes only the actual freight rate costs at the lowest and best rate and is based
upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard
commercial packaging, packing and shipping containers shall be used. All shipping containers
R F P : V i n t o n 2 0 50 – C o m p P l a n U p d a t e P a g e 23 | 25
shall be legibly marked or labeled on the outside with purchase order number, commodity
description, and quantity.
3TP Ventures Inc.
300 E Main Street Charlottesville, VA 22902
March 27, 2024
Anita McMillan, Planning & Zoning Director
Town of Vinton
311 South Pollard Street
Vinton, VA
RE: VINTON 2050 COMPREHENSIVE PLAN UPDATE, SCOPE OF SERVICES
Dear Anita,
Thank you for the opportunity to be of service to the Town of Vinton. We prepared the attached scope of services and fee based on the scope of work outlined in the RFP issued by the Town on January 11, 2024, and our discussion with the Town’s selection committee on March 18, 2024. We have developed an approach to community engagement, technical analysis, and policy development that is oriented towards the Town’s goal of having an implementable plan. In addition we prepared a fee for the services, a schedule for completing the project in 14 months, and a
rate table should the Town have a need for additional services beyond the scope of work. We look forward to getting started soon!
Sincerely,
Mike Callahan, AICP | President
3TP VENTURES
mike@3tpventures.com
607-242-4437
www.3tpventures.com
1
SCOPE OF SERVICES
VINTON 2050 - COMPREHENSIVE PLAN UPDATE
3TP Ventures (3TP), along with its subconsultant partners Line & Grade and New Paradigm Planning, will work with
the Town of Vinton to update its Comprehensive Plan through the phases and deliverables described below.
PHASE 1 – PRE-PLANNING AND ONGOING ENGAGEMENT
The purpose of Phase 1 is to get organized internally and in terms of how our team will work with the project management team, advisory committee, the public, and decision-makers. This phase also entails data gathering;
establishing styles and templates for maps and documentation; and ongoing coordination and engagement throughout the project. Below are the key tasks of Phase 1 and a list of the deliverables.
• 1.1 - Kickoff Meeting: The project commences with a day-long site visit that includes a downtown
walking and communitywide driving tour to observe and document existing conditions, and a meeting
between staff and consulting team.
• 1.2 – Listening Sessions: The project manager will meet 1-on-1 with each member of the Town Council
and the Planning Commission. The intent of these meetings is to listen to their ideas for the future of the
Town, and to capture the input as a set of themes. We assume these meetings will be a combination of in-
person and virtual, based on what is convenient for each individual. We will also organize a meeting with
each nearby locality – City of Roanoke and Roanoke County – plus the regional planning commission.
• 1.3 – Advisory Committee Meeting 1: Our team will work with staff to identify members of an Advisory
Committee that will provide input and feedback to the plan throughout the process. This group should
include members from both the elected/appointed bodies of the Town, residents, interest groups, and
others whose participation in the plan is essential. We recommend a group of 8 to 10 members.
• 1.4 - Plan & Data Review: Our team will gather and review pertinent local, County, and regional plans to
identify key projects and policies that are important for Vinton’s future. We will also acquire and organize
data, including geospatial/GIS data. This task also includes an in-depth review the existing plan cover to
cover. We will make note of content that can be brought forward into the new plan, so as not to duplicate
effort. We will also make note of any internal contradictions in policies or actions.
• 1.5 - Style Guide & Base Map: Our team will put together a style guide of fonts and colors for use in the
plan document and map products for review by staff. This includes development of a project base map.
• 1.6 - Dogwood Festival Community Engagement: Our team will prepare for and staff a pop-up table at
the Dogwood Festival on April 27, 2024. The intent of this engagement is to raise awareness of the
Comprehensive Plan Update, share information, and obtain early input. We will prepare an engagement
plan and facilitation guide, and materials to support the engagement.
• 1.7 – History & Context Summary: Our team will prepare a summary that will cover the Town’s history;
high-level summaries of relevant plans of adjacent jurisdictions; trends and forecasts; and key findings
related to community assets and strengths drawn from data, initial engagement, and 1-on-1 interviews.
• 1.8 - Bi-Weekly Check-in Calls: We will lead 30 check-in calls with the management team over the
course of 14 months. We assume 2.5 members of the consulting team on average will attend.
• 1.9 – Ongoing Coordination Needs: Assume 3 hours per month for unanticipated coordination.
We propose to make four trips to Vinton during Phase 1. This includes a trip for the kickoff meeting, a trip to meet
with Town Council and Planning Commission members that would prefer a face-to-face meeting rather than virtual, a trip for the Dogwood Festival, and a trip to meet with the Advisory Committee.
The primary deliverables of this phase will be:
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1. Agendas and facilitation guide for the kickoff meeting and listening sessions.
2. Engagement approach and materials for the Dogwood Festival pop-up event.
3. Briefing guides for the Advisory Committee including roles and responsibilities summary.
4. Style guide, plan document template, and base map.
5. A history and context summary that becomes part of the final plan document.
6. Agenda, content, and email summary for each project check-in call.
PHASE 2 – COMMUNITY NEEDS ASSESSMENT
The purpose of Phase 2 is to deepen the understanding of the Town’s past and present conditions, issues, and opportunities. This phase establishes needs in support of the future-oriented planning tasks that follow. The needs assessment must also reflect data and input from the people charged with oversight and management of the Town’s
infrastructure and facilities. Therefore, we will blend soft data and hard data to arrive at a fully informed set of needs. Below are the key tasks of Phase 2 and a list of the deliverables.
• 2.1 - Focus Group Facilitation: We will establish up to 7 groups around key topical areas such as
transportation, environment & land use, recreation & quality of life, downtown & economic development,
housing & neighborhood revitalization, community facilities & services, and one other as needed
(potentially stormwater management). We will help the Town identify participants, prepare invites and
agendas, prepare a briefing packet of materials in support of the discussion, organize and facilitate the
meetings, and prepare summaries of the findings.
• 2.2 - Existing Conditions Analysis: Our team will gather, review, analyze, and summarize available data
related to existing conditions for key community elements including transportation, environment, land
use, recreation, and open space, downtown, stormwater, community facilities and services, etc. This will
entail mapping of baseline conditions for key systems in Vinton such as transportation, land use,
community facilities, stormwater, and sensitive environmental features.
• 2.3 - Technical Analysis for Infrastructure: Our team will also conduct more detailed technical analysis
of infrastructure to support the community needs assessment. We anticipate focusing on a pair of key
infrastructure elements in this task – stormwater management and needs related to the Town’s MS4, and
multimodal transportation needs. The technical analyses will be summarized in a memorandum.
• 2.4 - Community Questionnaire: Our team will prepare, in close coordination with the management
team, an online questionnaire with paper copies available at Town Hall, the library, and other locations
recommended by the Town. The target date for this questionnaire to be available to the public is mid-
May, to allow for flyers to be sent home with students before the school year ends on May 23, 2024. We
will work with the Town to spread the word of the questionnaire through multiple channels including
social media, community partners, churches and other places of worship, the newspaper, and the Town
newsletter. The questionnaire will be open for up to 1 month. We will summarize the findings and share
the full survey results with the Town after the questionnaire closes.
• 2.5 – Community Needs Snapshots: Our team will prepare graphically rich snapshots for each topic area
for which we identify needs. We assume up to 8 “snapshots” covering the keys issues described in 2.1 and
2.3. The snapshots will become a centerpiece of the plan, and we proposed to document them in a
distinct Plan volume that covers key background data, the needs assessment, and engagement results.
• 2.6 – Advisory Committee Meeting 2: Our team will organize and facilitate a meeting with the Advisory
Committee to review the findings of the community needs assessment and seek input. This will come at a
mid-point in Phase 2, after background research and analysis, but before the needs are documented.
We propose to make four trips to Vinton during Phase 2 for focus group facilitation and to meet with the Advisory Committee.
3
The primary deliverables of this phase will be:
1. Agenda, facilitation guide, invitation, briefing packet, and summary for each focus group discussion.
2. Tables, charts, and maps summarizing existing conditions.
3. Technical memorandum identifying needs related to stormwater management and transportation.
4. Community questionnaire using Mentimeter or similar service and a summary of results.
5. Community Needs Snapshots for up to 8 topics delivered in final plan format.
PHASE 3 – VISION AND POLICY SETTING
The purpose of this phase is to connect the community needs assessment with the implementation plan. This phase
sets big picture vision and goals. Our team will develop a set of vision themes that will order the implementation actions that are identified in a latter phase. We will also develop a high-level vision map that articulates the Town’s intent and direction for future physical development and conservation, drawing on the body of existing plans. This
phase also includes a mid-point check-in with the Town Council and Planning Commission to provide and update and receive direction. This phase also includes a review and update to existing policies and the future land use map.
• 3.1 - Vision Themes & Goals: Our team will develop a draft set of “vision themes” and associated goals
based on the phase 1 engagement & needs assessment. These are to be forward-looking expressions of
what the Town wants to accomplish and be by 2050. They will become a central organizing component of
the comprehensive plan and implementation section.
• 3.2 - Vision Map: Our team will develop a high-level vision map that expresses the Town’s goals and the
intent of the comprehensive plan. It may articulate focus areas for development, preservation, and
revitalization; key connections to enhance; future green spaces; etc. The idea behind the vision map is that
it informs policy updates, including the future land use plan, and the implementation actions. It will be
clear and readily understandable for a wide range of audiences.
• 3.3 - Community Meeting: We will organize and facilitate a mid-point community meeting where the
project team shares the needs assessment findings, gets input to the vision and goals, and input to land
use and other policies.
• 3.4 - Planning Commission & Town Council Meetings: Our team will also organize and facilitate mid-
point check-in meetings with the Planning Commission and Town Council to present findings to date and
receive input to the vision, goals, and plan policies. We propose that this be a joint meeting if possible.
• 3.5 - Future Land Use Map: Our team will review and recommend updates based on Phase 1 findings,
community input, and the emerging vision themes and vision map. We will update the future land use
map with refreshed place types and associated policies.
• 3.6 - Policy Review and Recommendations: Our team will review all policies in the existing
comprehensive plan and recommend updates/additions based on Phase 1 and community input. We will
work with the Advisory Committee to develop and vet new policy language for key areas, such as land
use, transportation, downtown revitalization, and other key focus areas/themes that emerge.
• 3.7 – Advisory Committee Meetings 3 & 4: We will meet twice with the Advisory Committee during this
phase – once to obtain input to the vision and goals, and the second time to obtain input to the policies.
We propose to make four trips to Vinton during Phase 3 for the proposed joint Town Council and Planning
Commission meeting, a community meeting, and a pair of Advisory Committee meetings.
The primary deliverables of this phase will be:
1. Vision themes and goals, and a vision map.
2. Agenda, facilitation guide, invitation, and summary of the community meeting.
3. Updated future land use map.
4. Policy recommendations by vision theme.
4
5. Agenda, invitation, and summary of Advisory Committee meetings (2)
PHASE 4 – IMPLEMENTATION PLAN
• 4.1 - Develop Draft Strategies and Actions: Our team will develop a draft set of strategies and actions
in support of each vision theme. The strategies (how to achieve the Town’s goals) and actions (specific
steps) will support the Town’s vision and goals. The consulting team will ensure the actions are SMART –
specific, measurable, achievable, relevant, and time bound.
• 4.2 – Advisory Committee Meetings 5, 6, & 7: Our team will organize and facilitate three meetings with
the Advisory Committee to vet the draft actions and establish the implementation plan. The three
meetings will have the following focuses:
o Meeting 1 – Identify strategies and actions that are missing from the draft developed by the
consulting team. Prior to the meeting we will distribute a questionnaire to obtain input to the
draft set of actions, helping ensure this meeting is a productive use of time.
o Meeting 2 – Prioritize the final set of draft strategies and work to identify the timeframe.
o Meeting 3 – Refine & Assign strategies and actions. We will use a matrix to fill in missing pieces
of information related to implementation including who will take the lead, potential funding
sources, and cost estimating.
• 4.3 - Planning-Level Cost Estimates: Our team will provide planning-level cost estimates for specific
infrastructure projects as needed. These estimates are expected to focus on implementation actions
related to stormwater and transportation.
• 4.4 – Community Meeting: Our final community meeting will focus on the implementation section and
obtaining input and feedback on the strategies and actions. We will prepare a plan for the meeting,
materials including posters and activities, and summarize the input and feedback for inclusion in the
comprehensive plan.
• 4.5 - Implementation Section: Our team will document the implementation plan in a well-organized and
succinct implementation section for inclusion in the comprehensive plan.
We propose to make four trips to Vinton during Phase 4 to meet with the Advisory Committee (3) and to facilitate
a community meeting.
The primary deliverables of this phase will be:
1. Agenda, facilitation guide, invitation, and summary of the community meeting.
2. Agenda and materials in support of each Advisory Committee meeting.
3. Draft strategies and actions.
4. Draft implementation section.
PHASE 5 – ADOPT
The Comprehensive Plan will come together throughout the course of the project. The final phase is about refining
the content and final check-ins and adoption activities with the Planning Commission and Town Council.
• 5.1 – Draft Plan: Our team will compile the content that has been developed through the project into a
draft plan for review and consideration of the Planning Commission and Town Council.
• 5.2 - Planning Commission Public Hearing: Our team will present the draft plan at the Planning
Commission and provide support for the required public hearing.
• 5.3 - Town Council Meeting: Our team will present the draft plan at a Town Council meeting.
• 5.4 – Final Plan: Our team will make final edits, deliver the final plan to staff for final review and edits as
needed, and compile and share with staff all data files and design files developed during the project.
5
We propose to make two trips to Vinton during Phase 5 to meet with the Planning Commission and Town Council.
The primary deliverables of this phase will be:
1. Slides for the Planning Commission and Town Council meetings.
2. Draft comprehensive plan document with two volumes – the community needs assessment and the plan.
3. Final comprehensive plan document with two volumes – the community needs assessment and the plan.
PROJECT SCHEDULE
We will complete the project in 14 months, as described in the figure below. This assumes there are no unforeseen events that cause delay. In such a case we will work with the Town to adjust the schedule appropriately. The schedule in the figure below is based on an assumption of 3TP receiving a notice to proceed in April 2024. The actual schedule
will be set based on the notice to proceed, and the 14-month schedule will commence on that date.
TASKS
1 2 3 4 5 6 7 8 9 10 11 12 13 14
1.1 - Kickoff Meeting
1.2 - Listening Sessions
1.3 - Advisory Committee Meeting 1
1.4 - Plan and Data Review
1.5 - Style Guide & Base Map
1.6 - Dogwood Festival Community Engagement
1.7 - History and Context Summary
1.8 - Bi-Weekly Check-In Calls
1.9 - Ongoing Coordination Needs
2.1 - Focus Groups
2.2 - Existing Conditions Analysis
2.3 - Technical Analysis for Infrastructure
2.4 - Community Questionnaire
2.5 - Community Needs Snapshots
2.6 - Advisory Committee Meeting 2
3.1 - Vision Themes & Goals
3.2 - Vision Map
3.3 - Community Meeting
3.4 - Planning Commission/Town Council Mtgs
3.5 - Future Land Use Map
3.6 - Policy Review & Recommendations
3.7 - Advisory Committee Meetings 3 & 4
4.1 - Develop Draft Strategies & Actions
4.2 - Advisory Committee Meetings 4 - 5 - 6
4.3 - Planning Level Cost Estimates
4.4 - Community Meeting
4.5 - Implementation Section
5.1 - Draft Plan
5.2 - Planning Commission Public Hearing
5.3 - Town Council
5.4 - Final Plan
Phase 4 - Implementation Plan
Phase 5 - Adopt
MONTHS (FROM NOTICE TO PROCEED)
Phase 1 - Pre-Planning and Ongoing Engagement
Phase 2 - Community Needs Assessment
Phase 3 - Vision & Policy Setting
6
BUDGET
The spreadsheet below shows our proposed allocation of project resources across the major work phases to develop the Comprehensive Land Use and Transportation Plan. The total fee of $206,052 includes all anticipated direct costs
(such as travel and printing). Below are some key assumptions that informed the hours and cost estimate.
• Bi-weekly meetings with staff.
• Approximately bi-monthly meetings with the Advisory Committee (7 total).
• 20 total trips to Vinton by the project team (some tasks may entail more than one firm traveling, which is
the reason this number is slightly higher than the sum total of visits described in the scope).
• Plots for 40 posters split among the community meetings and Advisory Committee meetings.
• Support from staff to spread the word about meetings and help drive turnout.
RATE TABLE
The following rate table is valid through the calendar year 2024 and can be used to develop fees for any additional
services the Town requests during the term of its contract with 3TP Ventures. A three (3) percent escalation factor
is applied for each year beyond 2024 to reflect annual increases in labor costs. The figures presented in the table
below are fully loaded labor rates. The only other costs to consider in developing a fee proposal using these rates
are indirect costs, such as travel and printing. Negotiated rates for individual tasks orders will remain the same for
the life of the task order.
Hours 311
Cost 38,698$
Hours 540
Cost 62,724$
Hours 288
Cost 36,704$
Hours 362
Cost 44,330$
Hours 160
Cost 19,060$
Direct Costs (mileage & printing)4,536$
Total Fee 206,052$
Phase
1 - Pre-Planning & Ongoing Engagement
3 - Vision & Policy Setting
4 - Implemenation Plan
5 - Adopt
2 - Community Needs Assessment
Position Planning Analyst Senior Planner Senior Analyst Project Manager
Fully Loaded Hourly Rate $94.26 $123.86 $138.92 $140.64
3TP Ventures Rate Table (Year 2024)
Please print in the LEGALS section of the Classifieds for the Vinton Messenger on
April 4, 2024.
Please send affidavit of publication to:
Anita McMillan
Planning and Zoning
311 S. Pollard Street
Vinton, VA 24179
540-983-0605
amcmillan@vintonva.gov
_____________________________________________________________________
PUBLIC NOTICE
The Planning Commission of Town of Vinton, Virginia, hereby gives notice of a
work session to be held on Thursday, April 11, 2024, at 5:30 p.m., or shortly thereafter.
The purpose of the work session is to discuss Fiscal Year 2025 Capital
Improvement Projects (CIP). The work session will be held in the Council
Chambers of the Vinton Municipal Building, 311 South Pollard Street,
Vinton, Virginia. Further information concerning this notice may be obtained by
calling (540) 983-0605.
NOTICE OF INTENT TO COMPLY WITH DISABILITIES ACT.
Reasonable efforts will be made to provide assistance or special arrangements to
qualified individuals with disabilities in order to participate in or attend the
meetings. Please call (540) 983-0605 at least 48 hours prior to the meeting so that
proper arrangements may be made.
PUBLIC NOTICE
The Planning
Commission of
Town of Vinton,
Virginia, hereby
gives notice of a
work session to be
held on Thursday,
April 11, 2024, at
5:30 p.m., or
shortly thereafter.
The purpose of the work
session is to discuss Fiscal
Year 2025 Capital
Improvement Projects
(CIP). The work session will
be held in the Council
Chambers of the Vinton
Municipal Building, 311
South Pollard Street,
Vinton, Virginia. Further
information concerning this
notice may be obtained by
calling (540) 983-0605.
NOTICE OF INTENT TO
COMPLY WITH
DISABILITIES ACT.
Reasonable efforts will be
made to provide assistance
or special arrangements to
qualified individuals with
disabilities in order to
participate in or attend the
meetings. Please call (540)
983-0605 at least 48 hours
prior to the meeting so that
proper arrangements may
be made.
1
Julie Tucei
From:noreply@civicplus.com
Sent:Thursday, March 28, 2024 12:34 PM
To:Julie Tucei
Subject:[EXTERNAL] - Online Form Submittal: Media Production Request Form
WARNING: This Message Is From an External Sender, Use Caution!
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Media Production Request Form
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channel, and provider of creative media services for the City of Roanoke, Roanoke
County, Town of Vinton and their respecive school systems. Requests must be on
behalf of one of these organizations.
Which government agency
is this project for?
Town of Vinton
Contact Name Julie Tucei
Contact Email jtucei vintonva.ov
Contact Phone 540-283-7010
Project Type MESSAGE BOARD – Content designed to run as text based
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3/28/2024 3:00 PM - 4/11/2024 7:00 PM
Message Board Line 1 Vinton Planning Commission gives notice
Message Board Line 2 of work session Thurs.4/11/2024 at 5:30p
Message Board Line 3 in Council Chambers of Municipal Bld .
Message Board Line 4 at 311 S. Pollard Street, Vinton. The
Message Board Line 5 purpose is to discuss Vinton's FY 2025
Message Board Line 6 Capital Improvement Pro ects CIP .
2
Message Board Line 7 For more information, call 540-983-0605.
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Completion Deadline 3/28/2024
Completion Details Please post as soon as ou have a chance. THANKS!
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