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Home My WebLink About4/4/2023 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, April 4, 2023 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. REVIEW OF THE CITIZEN GUIDELINES E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. COUNCIL MEMBERS ACTIVITIES G. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS H. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Meeting of March 21, 2023. I. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Vinton Area Chamber of Commerce Update – Angie Chewning and Chasity Barbour 2. Vinton First Aid Crew Report – Chief Chris Sayre 3. Proclamations a. National Child Abuse Prevention Month b. National Public Safety Telecommunications Week (April 9-15) Michael W. Stovall, Vice Mayor Keith N. Liles, Council Member Sabrina M. McCarty, Council Member Laurie J. Mullins, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 J. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. K. PUBLIC HEARINGS 1. Consideration of public comments regarding setting of the real estate tax rates for calendar year 2023. a. Open Public Hearing • Report from Staff – Cody Sexton • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of an Ordinance setting the real estate tax rate for calendar year 2023 2. Consideration of public comments regarding setting of the personal property and machinery and tools tax rates for calendar year 2023. a. Open Public Hearing • Report from Staff – Cody Sexton • Receive public comments • Council discussion and questions b. Close Public Hearing d. Consider adoption of an Ordinance setting the personal property tax rate for calendar year 2023 3. Consideration of public comments regarding the proposed amendment to the Town of Vinton’s FY 2022-2023 budget to appropriate funding for the Grant Fund and the Woodland Place Stream Restoration Project in the total amount of $285,000. a. Open Public Hearing • Report from Staff – Cody Sexton • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of a Resolution L. BRIEFINGS M. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution approving the 2023-2024 operating budget of the Roanoke Valley Resource Authority – Dan Miles, Executive Director – RVRA 2. Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2023 tax year – Cody Sexton 3. Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to execute a contract with Holt Inc., in the amount of $479,039.00, for the construction of the Glade Creek Greenway Phase 2B. – Anita McMillan 4. Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to execute a contract with F & B Contractors, Ltd., in the amount of 3 $716,973.10, for the construction of the Walnut Avenue Bike/Pedestrian Accommodations Project from 1St Street to W. Lee Avenue. – Anita McMillan N. TOWN MANAGER’S PROJECT UPDATES/COMMENTS O. REPORTS FROM COMMITTEES P. COUNCIL Q. MAYOR R. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS: April 6, 2023 – 7:30 a.m. – State of the Town Address – Vinton War Memorial April 10, 2023 – 3:00 p.m. – Finance Committee Meeting – TOV Conference Room April 12, 2023 – 8:00 a.m. – Community Development Committee Meeting – Council Chambers April 18, 2023 – 6:00 p.m. – Regular Council Meeting – Council Chambers NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date April 4, 2023 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of March 21, 2023 Attachments March 21, 2023 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, MARCH 21, 2023, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Michael W. Stovall, Vice Mayor Sabrina McCarty Laurie J. Mullins Keith N. Liles STAFF PRESENT: Pete Peters, Town Manager/Town Clerk Cody Sexton, Assistant Town Manager/Town Treasurer Antonia Arias-Magallon, Administrative Manager Jeremy Carroll, Town Attorney Fabricio Drumond, Police Chief Andrew Keen, Finance Director Bo Herndon, Public Works Director The Mayor called the meeting to order at 6:00 p.m. The Administrative Manager with Council Member Liles, Council Member McCarty, Council Member Mullins, Stovall, and Mayor Grose present. After a Moment of Silence, Council Member Liles, led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ announcements, Council Member McCarty announced the following: April 1 – Farmer’s Market Opens from 9a.m. to 1 p.m.; April 1 – Clean Valley Day from 9 a.m. to 12 Noon – Plaza/Kroger’s Parking Lot. interested to visit one of the many restaurants and Defy Gravity, etc. More information can be found at each venue’s website or social media. And for more please visit the IN Vinton Facebook page and don’t forget to like and share. Under Council Member Activities, Council Member Mullins announced the following: March 13 – Mayor Grose and Vice Mayor Stovall attended the Finance Committee meeting; March 15 – Council Member Mullins March 18 – Mayor Grose attended the Vinton Car Show; March 16 – All five 2 Mayor Grose attended the Vinton Library Bike Rack unveil; March 6 – Roanoke County 200 Plan Reveal at the Vinton War Memorial; March 3 – Vinton Veterinary Hospital Grand Opening; February 28 – Vice Mayor Stovall and Council Member Liles Chamber at Twin Creeks; February 22 – Mayor Grose attended Salon 121 Grand Opening. Council Member Liles made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Grose; Nays (0) – None. Approved minutes of the Regular Council Meeting of February 21, 2023 Resolution No.2534 authorizing the Town Council to appropriate funds of $10,000 for Vinton’s Tree Inventory Project Resolution No.2535 appropriating funds of VRSA funds for Police Vehicle damage; adopted Resolution No.2536 appropriating damage – Supplemental; adopted Resolution No.2537 appropriating funds for Law Enforcement Summit. Under awards, introductions, presentations, proclamations, Mayor Grose Manager Sexton recognized Town Manager Peters for receiving ICMA Credential Manager appreciation from the Council. The next item on the agenda was a briefing from Town Attorney Jeremy Carroll for training on the Virginia Freedom of Information Act and public meeting rules. Mr. Carroll answered Council’s questions as needed. The PowerPoint will be available at the Town Clerk’s office as part of the permanent files record. The next item on the agenda was to consider adoption of a Resolution outstanding water and sewer five years old from the active records to a permanent file. Finance Director Keen made the presentation. Vice Mayor Stovall made a motion to adopt the Resolution as presented; the motion was seconded following vote, with all members voting: Vote 5-0; Yeas (5) – Nays (0) - None. Adopted Resolution No.2539 allowing the delinquent bills over five years old from the active records to a permanent file. 3 The next item on the agenda was to consider adoption of a Resolution Treasurer an outstanding Personal Property delinquent taxes and Vehicle License Fees over five years old from the active records to a permanent file. Finance Director Keen made the presentation. Council Member Mullins made a motion to adopt the Resolution seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) - None. Council Member Liles and Mayor Grose commented on the increase of the personal property taxes. Adopted Resolution No.2538 allowing the delinquent taxes and Vehicle License Fees over five years old from the active records to a permanent file. The next item under the agenda was project briefings by the Town Manager. Town Manager Peters gave an update on the Garthright Bridge’s questioned in a previous meeting. The bridge was originally built in 1952 and rebuilt in 1982 where the Council at the time made the motion to preserve the original plaque and add another. Town Manager Peters commented on the fire block properties. The Town is working with the owners and properties. There may be two additional properties owners and helping navigate the aftermath of the incident. The demolition is imminent, and Town Staff will keep the general public up to date. Town Manager Peters commented on restaurant coming downtown at 107 South Pollard street. The restaurant is currently working on setting up utilities. The Town’s primary system runs through that block Street. In order to make the utility connections, the Town is working with a contractor to see when work can be done. There will be an inspection from the Western Virginia W some hard road closures and some that will still allow traffic. The Town will communicate with the public on the routes and detours. The Town will visit downtown businesses to inform them as well. 4 Mayor Grose expressed appreciation for the fire block project update and Town will notify the public. Under reports from Council Committees, Mr. Keen first commented on the Finance Committee meeting on March 13, 2023. Mr. Keen commented on the Resolution for Police vehicle damage and the supplemental appropriation. commented on the $150.00 in donation from other Police Chiefs for the Law Enforcement Summit. Mr. Keen next commented on the Tree Inventory grant that will help the Town identify what trees Town property and which have diseases or are in a dangerous spot. Mr. Keen next commented on the Woodland Place Stream Restoration Project which will have a Public Hearing at the next Town Council Meeting. Mr. Keen commented on the Statements which show $ hand. The general fund has increased about $500,000.00. This increase is m delinquent personal property billings. The utility fund cash grew about $600,000.00 due to the debt reimbursement payment from the Water Authority. All accounts are currently interest bearing. The interest rates and money in the accounts are anticipate to generate about $23,000.00 monthly coming in. The Committee had an investment discussion about an expiring CD that expired March 17. The Town surveyed and compared local banks. The Committee came up with a decision to move them into a fully liquid money market account tied to the Federal Reserve’s base rate minus10bps. The current rate is at 4.47%. Vice money. Mr. Keen requested the approval of the November 2023 Financial Statements. Council Member Liles made a motion to approve the November 30, 2022, December 31, 2022, and January 31, 2023 Financial Statements as Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) - None. Approved November 30, 2022, December 31, 2022, and January 31, 2023 Financial Statements. 5 Mr. Herndon first commented on the Public Works Committee Meeting on March 15, 2023. Mr. Herndon commented on the Town’s GPS timers have been installed and well. Mr. Herndon next completion of Garthright Bridge. The project was delayed about 30 days turned out well. Cleveland Avenue water line project. As of Friday, th April. Mr. Herndon commented that Glo Fiber is still in town and installing. The fiber has been put in, and residents can call them up and request services. Mr. Herndon commented that t Nicks have been replaced as well as more lights with Stormwater projects. T Farmers Market that is now completed. The Town will have about four more projects to work on. The Town is currently working with Thrasher United Methodist Church on the sinkhole in their parking lot. Mr. Herndon commented on the refuse collection and how the Town is looking at different ways to be more efficient with picking up refuse. Council Member Liles commented on the street lights throughout the Town and questioned if there would be more lights replaced. Mr. Herndon commented that the lights were over 20 years old and were covered and replaced for free. As long as they are 20 years old, they should be able to replace them. The goal is to replace the lights in the whole Town. Vice Mayor Stovall commented on the Town’s birthday and the Pok-E-Joe’s soft opening. Council Member Mullins expressed excitement for the projects McCarty expressed appreciation lunch that the Town hosted for March birthdays and RND coffee. Council Member McCarty and Council Member Liles congratulated Town Manager Peters on the certification. Council Member Liles expressed Appreciation. 6 Mayor Grose expressed appreciation to Corey for inviting Council to the soft opening of Pok-E- Joe’s. Mayor Grose also expressed appreciation for and the Vinton Car Show. Town Manager Peters commented on Council Retreat that will take place on Friday, March 24, 2023 at 9:00 a.m. Council Member Mullins made a motion to adjourn the meeting; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – Meeting Adjourned APPROVED: Bradley E. Grose, Mayor ATTEST: _________________________________ Richard W. Peters Jr., Town Clerk Meeting Date April 4, 2023 Department Administration Issue Vinton Area Chamber of Commerce Update Summary Angie Chewning, Executive Director and Chasity Barbour, Communications Program Director will present the Chamber Update Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date April 4, 2023 Department Administration Issue Vinton First Aid Crew Report Summary Chris Sayre, Chief of the Vinton First Aid Crew, will be at the meeting to give this report. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date April 4, 2023 Department Administration Issue Proclamation – National Child Abuse Prevention Month Summary The GFWC Woman’s Club of Vinton in conjunction with the Police Department planted pinwheels in the flower garden in front of the Municipal Building to promote the month of April as National Child Abuse Prevention Month. This took take place on Thursday, March 30, 2023 at 3:00 p.m. A member of the Woman’s Club will be present at the meeting to make brief comments and receive the Proclamation. Attachments Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the health and safety of all citizens is important to the prosperity and well-being of our families and communities; and WHEREAS, our children are our most valuable resource and will shape the future of the Vinton community; and WHEREAS, child abuse is considered to be one of our nation’s most serious public health problems, and the majority of child abuse cases stem from situations and conditions that are preventable in an engaged and supportive community; and WHEREAS, we acknowledge that we must work together as a community to increase awareness about child abuse and how we can we prevent it, because prevention remains the best defense for our children; and WHEREAS, displaying pinwheels during the month of April will serve as a positive reminder that together we can prevent child abuse and neglect and keep our children safe; and WHEREAS, the partnership between the General Federation of Women’s Clubs – Vinton Women’s Club and the Vinton Police Department have worked together to raise awareness and promote the prevention of child abuse in our community. NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby recognize the month of April 2023 as NATIONAL CHILD ABUSE PREVENTION MONTH in the Town of Vinton and call upon all citizens of the Town of Vinton and surrounding areas to work together to prevent child abuse. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 4th day of April, 2023. ____________________________ Bradley E. Grose, Mayor Meeting Date April 4, 2023 Department Administration Issue Proclamation for National Public Safety Telecommunicators Week Summary The week of April 9 through April 15 has been declared "National Public Safety Telecommunicators Week" by the Senate and House of Representatives of the United States of America. The Town of Vinton would like to recognize the Communications Officers of the Roanoke County Emergency Communications Center, who serve the Town of Vinton and Roanoke County faithfully and professionally with a proclamation for their service. Attachments Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the week of April 9 through 15, 2023, has been declared "National Public Safety Telecommunicators Week" by the Senate and House of Representatives of the United States of America; and WHEREAS, the President of the United States issued a proclamation calling upon the people of the United States to observe that week with appropriate ceremonies and activities; and WHEREAS, problems of crime, fire and other disasters touch and affect all segments of our society, and if unabated, can undermine and erode both moral and economic strengths of our community; and WHEREAS, men and women are engaged in the operation of emergency response systems for the Town of Vinton; and WHEREAS, these professionals are responsible for responding to stressful telephone calls from the general public for police, fire, and emergency medical assistance, and for calmly and professionally dispatching appropriate assistance to help save the lives and property of our citizens; and WHEREAS, our Communications Officers daily serve the public in countless ways without recognition by the beneficiaries of their services. NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby proclaim APRIL 9 TO 15, 2023 as NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK in the Town of Vinton, and call upon the citizens of the Town of Vinton to observe this week with appropriate ceremonies and activities. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 4th of April, 2023. _______________________________ Bradley E. Grose, Mayor 1 Meeting Date April 4, 2023 Department Finance Issue Consideration of public comments regarding setting of the real estate tax rate for calendar year 2023. Summary The Town of Vinton’s total real estate assessment increased by approximately 11.77% for the calendar year 2023. The real estate assessment less new construction increased by approximately 10.86% for the calendar year 2023. A summary of the preliminary assessed values and corresponding tax levies are shown below: Assessed Values: Year 2023 $646,533,200 Year 2022 - 578,435,500 Total Increase $ 68,097,700 Less New Construction -5,267,200 Net Increase $ 62,830,500 Tax Levy: Year 2022 $ 452,573 Year 2021 - 404,905 Increase $ 47,668 Assessment Increase Less New Construction - .1086 or 10.86% Section 58.1-3321 of the 1950 Code of Virginia, as amended, required that certain notices be published and a public hearing be held when the annual real estate assessment less new construction results in an increase of 1% or more. Said Notice of Public Hearing is required to be Town Council Agenda Summary 2 advertised at least 30 days before the date of such hearing. The Notice was placed in The Vinton Messenger on March 2, 2022 to advertise for this public hearing to set the tax rate. The current rate is $.07 per $100.00 of assessed value. No change is being recommended for calendar year 2023. Attachments Ordinance setting the real estate tax rates Recommendations Conduct Public Hearing Motion to adopt Ordinance setting real estate tax rate ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 4, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 AN ORDINANCE TO PROVIDE FOR THE ANNUAL LEVY ON REAL ESTATE IN THE TOWN OF VINTON, VIRGINIA WHEREAS, it is desirable of the Town of Vinton to collect real estate taxes semi-annually by June 5th and December 5th; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that the tax levy for the calendar year 2023 on all real property and improvements shall be as follows: "All Real Estate shall be assessed at 100% of fair market value, local levy of SEVEN CENTS ($.07) per ONE HUNDRED DOLLARS ($100.00) of the assessed value for the calendar year 2022." BE IT FURTHER ORDAINED that a copy of this Ordinance be immediately forwarded by the Town Clerk to the Commissioner of Revenue for Roanoke County/Town of Vinton, and to the Finance Director/Treasurer of the Town of Vinton. This Ordinance adopted on motion made by _____________________, seconded by _____________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Richard W. Peters, Jr., Town Clerk 1 Meeting Date April 4, 2023 Department Finance Issue Consideration of public comments regarding setting of personal property and machinery and tools tax rates for calendar year 2023. Summary The current personal property tax rate is $1.00 per $100.00 of the assessed valuation of all personal property excepting there from household furnishings, and 50% or $.50 per $100.00 of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications. No change is being recommended for calendar year 2023. The current machinery and tools tax rate is $1.00 per $100.00 of the assessed valuation of all machinery and tools. No change is being recommended for calendar year 2023. A notice of public hearing was published in the Vinton Messenger on Thursday, March 2, 2023. Attachments Ordinance setting the personal property tax rate Recommendations Conduct Public Hearing Motion to adopt Ordinance setting personal property tax rate Town Council Agenda Summary ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 4, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 AN ORDINANCE to provide for the annual levy on all personal property in the Town of Vinton, Virginia, and to provide for the annual levy on the classification of vehicles owned by disabled veterans, pursuant to § 58.1-3506 of the Code of Virginia (1950, as amended, and by the adoption of Ordinance No. 594 dated August 17, 1993 by the Vinton Town Council. WHEREAS, it is desirable of the Town of Vinton to collect personal property taxes by May 31, 2023; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2021 shall be one dollar ($1.00) per one hundred dollars ($100.00) of the assessed valuation of all personal property excepting therefrom household furnishings; and BE IT FURTHER ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2023 shall be fifty percent (50%) or fifty cents ($.50) per one hundred dollars ($100.00) of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications; and BE IT FURTHER ORDAINED that a copy of this Ordinance be immediately forwarded by the Town Clerk to the Commissioner of Revenue for Roanoke County/Town of Vinton, and to the Finance Director/Treasurer of the Town of Vinton. This Ordinance adopted on motion made by ____________________, seconded by _________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Richard W. Peters, Jr., Town Clerk Meeting Date April 4, 2023 Department Planning and Zoning Issue Consider adoption of a Resolution appropriating funds in the amount of $285,000.00 for the Woodland Place Stream Restoration Project. Summary Town Council Resolution No. 2446 was adopted on July 20, 2021, authorizing the Town Manager for and on behalf of the Town of Vinton, to file a grant application for the allocation of funds from the FY21 Virginia Stormwater Local Assistance Fund (SLAF) for The Woodland Place Stream Restoration Project that will allow the removal of pollutants (sediment, phosphorus, nitrogen, and suspended solids) in order to meet the Virginia Department of Environmental Quality (DEQ) Municipal Separate Stormwater Sewer System (MS4) Permit requirements. On December 22, 2021, staff was informed by DEQ that the grant request has been authorized contingent on the receipt of construction bids and their approval of a final project budget based on those bids. Additionally, a grant agreement between DEQ and the Town of Vinton must be executed by June 30, 2024. On August 16, 2022, in fiscal year 2022-2023, Council authorized the local funds of $285,000.00 for the Town’s match of the grant to be re-appropriated from the stormwater revenue fund to the stormwater expense fund for the engineering services, construction and related expenses of the Woodland Place Stream Restoration Project The Invitation for Bids for the construction project was advertised on January 20, 2023, with a due date of February 23, 2023. The Town received two (two) bids for the IFB, as follows: Contractor’s Name Total 1. Shenandoah StreamWorks, LLC $439,244.75 Town Council Agenda Summary 2. KBS Earthworks, LLC $619,790.30 The bid submittals were reviewed by Nathan Staley with WSSI, Inc., the engineering consultant firm retained by the Town. Shenandoah StreamWorks, LLC, has been deemed to be the apparent low bidder. Based on searches performed by staff, Shenandoah StreamWorks, LLC, is a Class A Contractor and possesses a valid business license. Additionally, based on staff telephone conversations with Shenandoah StreamWorks, LLC’s current and former clients, their clients have indicated that they have been very pleased with their personnel and work on the stream restoration projects. This is a reimbursable grant program; therefore, Town Council will have to authorize the monies be spent for the engineering design services and construction of the stream restoration project. Section 15.2-2507 of the 1950 Code of Virginia, as amended, requires any locality to hold a Public Hearing in order to amend its budget when any such amendment exceeds one percent (1%) of the total expenditures show in the currently adopted budget. The Notice of this Public Hearing was advertised in The Vinton Messenger on March 23 and March 30, 2023, respectively. Attachment Bid Tab for IFB # TOV-2023-003-PZ Woodland Place Stream Restoration Project. Resolution Recommendations Motion to adopt Resolution. Project Name:Woodland Place Stream Restoration Designer:NAS/JTS Area (AC)/Linear Feet:3 ac, ~650 lf Estimator:NAS Contractor:TBD Date:2/28/2023 ITEM/DESCRIPTION EST. QTY UNIT UNIT COST ITEM SUB-TOTAL BID UNIT PRICE BID PRICE BID DIFFERENCE (DOLLAR)DIFFERENCE BID UNIT PRICE BID PRICE BID DIFFERENCE DIFFERENCE SECTION 1.0 Mobilization 1.1 Mobilization 1 LS $15,000.00 $15,000.00 $45,600.31 $45,600.31 $30,600.31 204%43000 $43,000.00 $28,000.00 187% $15,000.00 Subtotal $45,600.31 Subtotal $43,000.00 2.0 Construction Surveying 2.1 Construction Stakeout 1 LS $6,000.00 $6,000.00 N/A N/A 2.2 As-Built 1 LS $6,800.00 $6,800.00 N/A N/A $12,800.00 Subtotal $0.00 Subtotal $0.00 3.0 Erosion/Sediment Control 3.1 Temporary Construction Entrance w/ WR 1 EA $3,500.00 $3,500.00 $5,373.88 $5,373.88 $1,873.88 54%$7,500.00 $7,500.00 $4,000.00 114% 3.2 Super Silt Fence 150 LF $8.50 $1,275.00 $5.32 $798.00 -$477.00 -37%$10.00 $1,500.00 $225.00 18% 3.3 Tree Protection/Orange Mesh Safety Fence 200 LF $0.50 $100.00 $2.43 $486.00 $386.00 386%$2.00 $400.00 $300.00 300% 3.4 Silt Fence 300 LF $4.00 $1,200.00 $3.26 $978.00 -$222.00 -19%$3.00 $900.00 -$300.00 -25% 3.5 Pump Around Diversion/Dewatering 6 WK $500.00 $3,000.00 $480.00 $2,880.00 -$120.00 -4%$637.50 $3,825.00 $825.00 28% 3.6 Filter Bag 2 EA $350.00 $700.00 $454.36 $908.72 $208.72 30%$250.00 $500.00 -$200.00 -29% $9,775.00 Subtotal $11,424.60 Subtotal $14,625.00 4.0 Construction Access 4.1 Deck Mats (as needed)100 LF $60.00 $6,000.00 $77.10 $7,710.00 $1,710.00 29%$73.00 $7,300.00 $1,300.00 22% $6,000.00 Subtotal $7,710.00 Subtotal $7,300.00 5.0 Clearing and Demolition 5.1 Clearing & Grubbing, Moderate 0.50 AC $12,000.00 $6,000.00 $30,000.00 $15,000.00 $9,000.00 150%$14,450.00 $7,225.00 $1,225.00 20% 5.2 Clearing & Grubbing, Light 0.25 AC $3,000.00 $750.00 $12,000.00 $3,000.00 $2,250.00 300%$14,450.00 $3,612.50 $2,862.50 382% $6,750.00 Subtotal $18,000.00 Subtotal $10,837.50 6.0 Grading 6.1 Excavation 1267 CY $12.50 $15,837.50 $112.96 $143,120.32 $127,282.82 804%$25.00 $31,675.00 $15,837.50 100% 6.2 Stripping Topsoil/Placing Topsoil 1 LS $4500.00 $4,500.00 $23,525.81 $23,525.81 $19,025.81 423%$20000.00 $20,000.00 $15,500.00 344% 6.3 Load and Haul off-site 500 CY $40.00 $20,000.00 $25.59 $12,795.00 -$7,205.00 -36%$25.00 $12,500.00 -$7,500.00 -38% 6.4 Site Grading - Rough 0.25 AC $7,000.00 $1,750.00 $8,712.00 $2,178.00 $428.00 24%$7,225.00 $1,806.25 $56.25 3% 6.5 Site Grading - Fine 0.70 AC $9,000.00 $6,300.00 $11,616.00 $8,131.20 $1,831.20 29%$7,225.00 $5,057.50 -$1,242.50 -20% 6.6 Geogrid Slope Stabilization 180.00 SY $40.00 $7,200.00 $7.05 $1,269.00 -$5,931.00 -82%$19.15 $3,447.00 -$3,753.00 -52% $55,587.50 Subtotal $191,019.33 Subtotal $74,485.75 7.0 Channel Restoration 7.1 Boulder Pools 11 EA $8,300.00 $91,300.00 $8,174.38 $89,918.18 -$1,381.82 -2%$5,500.00 $60,500.00 -$30,800.00 -34% 7.2 Modified Cross Vane 1 EA $9,600.00 $9,600.00 $6,071.07 $6,071.07 -$3,528.93 -37%$5,500.00 $5,500.00 -$4,100.00 -43% 7.3 Log Sills/Habitat Features 6 EA $2,200.00 $13,200.00 $550.42 $3,302.52 -$9,897.48 -75%$3,000.00 $18,000.00 $4,800.00 36% 7.4 Class 1 Reinforced Bed Material 720 TN $90.00 $64,800.00 $99.79 $71,848.80 $7,048.80 11%$85.00 $61,200.00 -$3,600.00 -6% 7.5 Imbricated Rock Wall 204 LF $180.00 $36,720.00 $324.44 $66,185.76 $29,465.76 80%$230.00 $46,920.00 $10,200.00 28% 7.6 Boulder Terraces 187 LF $180.00 $33,660.00 $274.01 $51,239.87 $17,579.87 52%$180.00 $33,660.00 $0.00 0% 7.7 Class 2 Boulder Riffle 310 TN $90.00 $27,900.00 $100.20 $31,062.00 $3,162.00 11%$85.00 $26,350.00 -$1,550.00 -6% $277,180.00 Subtotal $319,628.20 Subtotal $252,130.00 8.0 Vegetation 8.1 Permanent Seed and Straw 2889 SY $0.55 $1,588.95 $0.68 $1,964.52 $375.57 24%$2.50 $7,222.50 $5,633.55 355% 8.2 Riparian Buffer Seeding (Stream edge, under matting)1013 SY $0.60 $607.80 $1.08 $1,094.04 $486.24 80%$2.00 $2,026.00 $1,418.20 233% 8.3 Live Stakes 1140 EA $8.00 $9,120.00 $5.40 $6,156.00 -$2,964.00 -33%$5.35 $6,099.00 -$3,021.00 -33% 8.4 Riparian Buffer Plantings (bare root or tubeling option)784 EA $3.50 $2,744.00 $9.60 $7,526.40 $4,782.40 174%$12.50 $9,800.00 $7,056.00 257% 8.5 Invasive Species Control 1 LS $2500.00 $2,500.00 $2,160.00 $2,160.00 -$340.00 -14%$2500.00 $2,500.00 $0.00 0% $16,560.75 Subtotal $18,900.96 Subtotal $27,647.50 9.0 Miscellaneous Materials 9.1 Coir Fiber Matting 1317 SY $8.50 $11,194.50 $5.70 $7,506.90 -$3,687.60 -33%$7.00 $9,219.00 -$1,975.50 -18% $11,194.50 Subtotal $7,506.90 Subtotal $9,219.00 TOTAL (w/10% Contingency)451,932.53 Bid Total 619,790.30 167,857.78 37%Bid Total 439,244.75 -12,687.78 -3% SUBTOTAL WETLAND STUDIES SOLUTIONS, INC. L:\32000s\32300\32341.01\Admin\04-ENGR\18-CostEstimates SHENANDOAH STREAMWORKS, LLCConstruction Costs ENGINEER'S ESTIMATE Summary of Bids KBS EARTHWORK, INC 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 4, 2023 AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA THE WOODLAND PLACE STREAM RESTORATION PROJECT WHEREAS, on July 20, 2021, Town Council adopted Resolution No. 2446, authorizing the Town Manager to file a grant application for the allocation of funds from the FY21 Virginia Stormwater Local Assistance Fund (SLAF) for The Woodland Place Stream Restoration Project that will allow the removal of pollutants (sediment, phosphorus, nitrogen, and suspended solids) in order to meet the Virginia Department of Environmental Quality (DEQ) Municipal Separate Stormwater Sewer System (MS4) Permit requirements; and. WHEREAS, on July 28, 2021, a SLAF grant application for matching funds in the amount of $285,000.00 was submitted to DEQ for the Woodland Place Stream Restoration Project; and WHEREAS, on December 22, 2021, staff was notified that the SLAF matching funds for the Project has been authorized by the DEQ; and WHEREAS, the authorization is contingent upon compliance with all program requirements, and the actual grant award will not occur until DEQ receives construction bids for the Project and approves the final Project budget based on those bids; and WHEREAS, and the Town agrees to provide the administrative services to manage the grant through the completion of the Project; and WHEREAS, the estimated total cost for the Woodland Place Stream Restoration Project is $570,000.00, for which matching funding has been secured through the FY21 Virginia Stormwater Local Assistance Fund (SLAF) grant funds; and WHEREAS, this is a reimbursable grant program; therefore, Town Council will have to authorize the monies be appropriated from the general revenue fund to the general expense fund for the engineering services, construction and related expenses; and WHEREAS, on January 18, 2022, in fiscal year 2021-2022, Council authorized the monies to be appropriated from the general revenue fund to the general expense fund for the engineering services, construction and related expenses of the Woodland Place Stream Restoration Project; and WHEREAS, on August 16, 2022, in fiscal year 2022-2023, Council authorized the local funds of $285,000.00 for the Town’s match of the grant to be re-appropriated from the stormwater revenue fund to the stormwater expense fund for the engineering services, construction and related expenses of the Woodland Place Stream Restoration Project; and WHEREAS, the Invitation for Bids (IFB) was advertised on January 6, 2023, for the construction of the Project with a due date of February 23, 2023; and the Town received two (2) bids; and Shenandoah StreamWorks, LLC, was the lowest responsible and responsive bidder; and 2 WHEREAS, Section 15.2-2507 of the 1950 Code of Virginia, as amended, requires any locality to hold a Public Hearing in order to amend its budget when any such amendment exceeds one percent (1%) of the total expenditures show in the currently adopted budget; and WHEREAS, the Notice of this Public Hearing was advertised in The Vinton Messenger on March 23, 2023 and March 30, 2023, respectively. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby authorize the monies to be re-appropriated from the grant revenue fund to the grant expense fund for the engineering services, construction and related expenses of the Woodland Place Stream Restoration Project in fiscal year 2022-2023. BUDGET ENTRY GENERAL LEDGER: 250.25100 Appropriations $285,000.00 250.25000 Estimated Revenue $285,000.00 FROM REVENUE: 250.1250.001 Revenue Reimbursement $285,000.00 TO EXPENDITURE: 250.1250.302 Contractual Services $117,500.00 250.1250.741 Construction $167,500.00 This Resolution adopted on motion made by Council Member _____________ and seconded by Council Member ________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Richard W. Peters, Jr., Town Clerk Meeting Date April 4, 2023 Department Administration Issue Consider adoption of a Resolution approving the FY 2023-2024 Annual Operating and Reserves Budget of the Roanoke Valley Resource Authority in the total amount of $15,913,793. Summary Council was furnished a copy of the RVRA 2023-2024 operating budget prior to the meeting. In accordance with the Members Use Agreement, the annual budget of the Authority must be submitted for approval by each of the governing bodies after approval by the RVRA Board. Dan Miles, Chief Executive Officer of the RVRA will attend the meeting to make comments and answer any questions. Attachments RVRA Budget Summary will be provided at the Council Meeting. Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 4, 2023 AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton, along with Roanoke County, the City of Roanoke and the City of Salem are the governing bodies of the Roanoke Valley Resource Authority (RVRA); and WHEREAS, in accordance with the Amended and Restated RVRA Members and Facilities Use Agreement dated July 1, 2016, the annual budget of the Authority must be submitted for approval by each of the governing bodies after approval by the RVRA Board; and WHEREAS, on March 22, 2023, the RVRA Board approved the 2023-2024 annual budget in the amount of $15,913,793. NOW THEREFORE BE IT RESOLVED, that the Vinton Town Council does hereby approve the 2023-2024 operating budget in the amount of $15,913,793 to operate and maintain the Roanoke Valley Resource Authority. This Resolution shall be effective from and after the date of its adoption. This Resolution adopted on motion made by ________________________, seconded by ____________________, with the following votes recorded: AYES: NAYS: APPROVED: _____________________________ Bradley E. Grose, Mayor ATTEST: ________________________________ Richard W. Peters, Jr., Town Clerk Meeting Date April 4, 2023 Department Finance Issue Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2023 tax year. Summary The Personal Property Tax Relief Act (PPTRA or the Act) of 1998 established a statewide program to provide relief to owners of personal use motor vehicles. The 1998 Act envisioned a five-year phase-in of relief expressed as a percentage of the bill related to the first $20,000 of personal use vehicle value. Costs soared and percentage was frozen at 70% since 2001. In 2004 and 2005, additional legislation was passed to amend the original Act. This legislation capped PPTRA at $950 million for all Virginia localities for Tax Years 2006 and beyond. PPTRA funds are allocated to individual localities based on each government’s pro rata share of Tax Year 2004 payments from the Commonwealth. The Town’s share of the $950 million is $203,096. In order to put these changes into effect, the Town Council adopted an Ordinance that set the framework for the implementation and administration of the 2004-2005 changes to the Personal Property Tax Relief Act (PPTRA) of 1998. This ordinance was adopted on December 6, 2005. The Town uses The PPTRA Allocation Model developed by the State to calculate the effective reimbursement rate. This model uses historical trends and a five-year rolling average to calculate the effective reimbursement rate. This same methodology for calculating the rate is used by many of our neighboring localities, including Roanoke County. In 2023, once again the Roanoke County Finance staff have been working to compute the effective reimbursement rate based upon the PPTRA allocation model. The rate for the Town of Vinton is actively being calculated and will be announced at the Council meeting. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 4, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 A RESOLUTION setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2023 Tax Year. WHEREAS, in accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly and as set forth in item 503.E (Personal Property Tax Relief Program or “PPTRA”) of Chapter 951 of the 2005 Acts of Assembly, a qualifying vehicle with a taxable situs within the Town commencing January 1, 2021, shall receive personal property tax relief; and WHEREAS, this Resolution is adopted pursuant to Vinton Code § 86-58 enacted by the Council of the Town of Vinton on December 6, 2005. NOW THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, as follows: 1. That tax relief shall be allocated so as to eliminate personal property taxation for qualifying personal use vehicles valued at $1,000 or less. 2. That qualifying personal use vehicles valued at $1,001-$20,000 will be eligible for XXX% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive XXX% tax relief on the first $20,000 of value. 4. That all other vehicles which do not meet the definition of “qualifying” (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.) will not be eligible for any form of tax relief under this program. 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to the Town of Vinton by the Commonwealth of Virginia. 6. That entitlement to personal property tax relief for qualifying vehicles for tax year 2005 and all prior tax years shall expire on September 1, 2006, or when the state funding for tax relief is exhausted or depleted. Supplemental assessments for tax years 2005 and prior that are made on or after September 1, 2006 shall be deemed ‘non-qualifying’ for 2 purposes of state tax relief and the local share due from the taxpayer shall represent 100% of the assessed personal property tax. This Resolution shall be effective from and after the date of its adoption. This Resolution adopted on motion made by _______________________, seconded by _______________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Richard W. Peters, Jr., Town Clerk Meeting Date April 4, 2023 Department Planning and Zoning Issue Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to execute a contract with Holt Inc., in the amount of $479,039.00, for the construction of the Glade Creek Greenway Phase 2B. Summary The Invitation for Bids (IFB) was advertised on Friday, January 6, 2023, with a due date of February 23, 2023. The Town received three (3) bids for the IFB, as follows: Contractor’s Name Total 1. F&B Contractors, Ltd. $516,543.00 2. Summit Contracting $527,274.00 3. Holt Inc. $479,039.00 Holt Inc. has been deemed to be the apparent lowest responsible and responsive bidder by the Town’s engineering consultant, Hurt & Proffitt (H&P). On February 28, 2023, a letter and supporting documents requesting VDOT’s authorization to award the construction project to Holt Inc., were submitted to VDOT Salem District’s Locally Administered Project Coordinator for VDOT’s review and approval. Authorization from VDOT to award the construction contract was received via email on March 17, 2023. The awarded contract price is $479,039.00, with the unit price work as shown in the bid tab. Attachments Bid Tab for the IFB # TOV-2023-002-PZ – Glade Creek Greenway Phase 2B Resolution Recommendations Motion to adopt Resolution. Town Council Agenda Summary JN: 20210637 Bids Opened: 23 February 2023 Cost Analysis ITEM ITEM DESCRIPTION QTY.UNITS UNIT PRICE ITEM COST UNIT PRICE ITEM COST UNIT PRICE ITEM COST UNIT PRICE ITEM COST MOBILIZATION 1 LS 26,000.00$ 26,000.00$ 30,000.00$ 30,000.00$ 120,000.00$ 120,000.00$ 28,629.00$ 28,629.00$ $2,629.00 10.1% CONSTRUCTION SURVEY 1 LS 12,000.00$ 12,000.00$ 25,000.00$ 25,000.00$ 19,000.00$ 19,000.00$ 7,600.00$ 7,600.00$ ($4,400.00)-36.7% CLEARING & GRUBBING 1 LS 5,000.00$ 5,000.00$ 5,000.00$ 5,000.00$ 23,000.00$ 23,000.00$ 18,420.00$ 18,420.00$ $13,420.00 268.4% EARTHWORK 1 LS 27,000.00$ 27,000.00$ 50,000.00$ 50,000.00$ 44,000.00$ 44,000.00$ 80,280.00$ 80,280.00$ $53,280.00 197.3% EXTRA EXCAVATION 67 CY 50.00$ 3,350.00$ 50.00$ 3,350.00$ 110.00$ 7,370.00$ 150.00$ 10,050.00$ $6,700.00 200.0% GEOTEXTILE SUBGRADE STAB.259 SY 11.00$ 2,849.00$ 12.00$ 3,108.00$ 35.00$ 9,065.00$ 13.00$ 3,367.00$ $518.00 18.2% 18" PIPE 40 LF 150.00$ 6,000.00$ 170.00$ 6,800.00$ 285.00$ 11,400.00$ 358.00$ 14,320.00$ $8,320.00 138.7% 18" ENDWALL EW-6PC 2 EA 4,000.00$ 8,000.00$ 4,000.00$ 8,000.00$ 3,900.00$ 7,800.00$ 3,620.00$ 7,240.00$ ($760.00)-9.5% WING WALLS 2 EA 4,250.00$ 8,500.00$ 4,000.00$ 8,000.00$ 7,800.00$ 15,600.00$ 7,752.00$ 15,504.00$ $7,004.00 82.4% EROS. CONSTR. STONE CL 1, EC-1 13 TON 80.00$ 1,040.00$ 100.00$ 1,300.00$ 210.00$ 2,730.00$ 311.00$ 4,043.00$ 3,003.00$ 288.8% AGGR. MATL. NO. 1 135 TON 52.00$ 7,020.00$ 100.00$ 13,500.00$ 82.00$ 11,070.00$ 29.00$ 3,915.00$ ($3,105.00)-44.2% AGGR. BASE MAT. TY. 1 NO 21A OR 21B 197 TON 50.00$ 9,850.00$ 100.00$ 19,700.00$ 61.00$ 12,017.00$ 48.00$ 9,456.00$ ($394.00)-4.0% NON STANDARD REINFORCED CONC. TRAIL 136 SY 200.00$ 27,200.00$ 400.00$ 54,400.00$ 530.00$ 72,080.00$ 349.00$ 47,464.00$ $20,264.00 74.5% REMOVE CONC. PAD 136 SY 50.00$ 6,800.00$ 150.00$ 20,400.00$ 81.00$ 11,016.00$ 116.00$ 15,776.00$ $8,976.00 132.0% TEMPORARY TRAFFIC CONTROL 1 LS 5,000.00$ 5,000.00$ 12,000.00$ 12,000.00$ 7,500.00$ 7,500.00$ 8,400.00$ 8,400.00$ $3,400.00 68.0% ASPH. CONC. TY. SM-9.5A 44 TON 350.00$ 15,400.00$ 600.00$ 26,400.00$ 800.00$ 35,200.00$ 230.00$ 10,120.00$ ($5,280.00)-34.3% SAFETY FENCE (Norfolk Southern)100 LF 100.00$ 10,000.00$ 250.00$ 25,000.00$ 69.00$ 6,900.00$ 125.00$ 12,500.00$ $2,500.00 25.0% PERMANENT SEEDING 1 LS 10,000.00$ 10,000.00$ 5,000.00$ 5,000.00$ 14,000.00$ 14,000.00$ 9,525.00$ 9,525.00$ ($475.00)-4.8% ROLLED EROSION CTRL PRODUCT EC-3 TYPE 3 12 SY 7.00$ 84.00$ 100.00$ 1,200.00$ 184.00$ 2,208.00$ 91.00$ 1,092.00$ $1,008.00 1200.0% CHECK DAM ROCK TY. II 9 EA 500.00$ 4,500.00$ 300.00$ 2,700.00$ 450.00$ 4,050.00$ 275.00$ 2,475.00$ ($2,025.00)-45.0% DEWATERING 1 LS 4,500.00$ 4,500.00$ 15,000.00$ 15,000.00$ 25,000.00$ 25,000.00$ 5,682.00$ 5,682.00$ $1,182.00 26.3% INLET PROTECTION, TYPE B 1 EA 500.00$ 500.00$ 250.00$ 250.00$ 300.00$ 300.00$ 600.00$ 600.00$ $100.00 20.0% TEMP. SILT FENCE TYPE A 157 LF 9.00$ 1,413.00$ 4.00$ 628.00$ 13.00$ 2,041.00$ 16.00$ 2,512.00$ $1,099.00 77.8% COFFERDAMS 1 LS 10,000.00$ 10,000.00$ 15,000.00$ 15,000.00$ 7,500.00$ 7,500.00$ 17,895.00$ 17,895.00$ $7,895.00 79.0% ADJUST EXIST FRAME & COVER (SANITARY)1 EA 3,500.00$ 3,500.00$ 2,500.00$ 2,500.00$ 800.00$ 800.00$ 800.00$ 800.00$ ($2,700.00)-77.1% SIGN PANEL 24 SF 50.00$ 1,200.00$ 50.00$ 1,200.00$ 44.00$ 1,056.00$ 45.00$ 1,080.00$ ($120.00)-10.0% SIGN POST WOOD 4" X 4"4 EA 85.00$ 340.00$ 100.00$ 400.00$ 300.00$ 1,200.00$ 155.00$ 620.00$ $280.00 82.4% RELOCATE EX. SIGN AND POST 1 EA 125.00$ 125.00$ 1,200.00$ 1,200.00$ 170.00$ 170.00$ 200.00$ 200.00$ $75.00 60.0% TYPE A PVMT LINE MARKG 4"451 LF 1.00$ 451.00$ 7.00$ 3,157.00$ 9.00$ 4,059.00$ 4.00$ 1,804.00$ $1,353.00 300.0% RAILING (TIMBER GUARDRAIL)141 LF 70.00$ 9,870.00$ 350.00$ 49,350.00$ 62.00$ 8,742.00$ 280.00$ 39,480.00$ $29,610.00 300.0% CONSTRUCTION ENTRANCE 1 EA 6,000.00$ 6,000.00$ 2,000.00$ 2,000.00$ 4,000.00$ 4,000.00$ 2,870.00$ 2,870.00$ ($3,130.00)-52.2% FALL PROTECTION WITH FOUNDATIONS 1 LS 71,000.00$ 71,000.00$ 80,000.00$ 80,000.00$ 34,000.00$ 34,000.00$ 92,820.00$ 92,820.00$ $21,820.00 30.7% NORFOLK SOUTHERN PERMITTING 1 LS 3,600.00$ 3,600.00$ 25,000.00$ 25,000.00$ 2,400.00$ 2,400.00$ 2,500.00$ 2,500.00$ ($1,100.00)-30.6% 308,092.00$ 67.7%516,543.00$ 71.1%527,274.00$ 55.5%479,039.00$ 516,543.00$ 527,274.00$ 479,039.00$ >25% Over Engineer's Estimate >10% Over Engineer's Estimate Within 10% of Engineer's Estimate >10% Under Engineer's Estimate >25% Under Engineer's Estimate BASE BID AS READ BASE BID TOTAL BASE BID Summit Contracting Project Cost Analysis Glade Creek Greenway, Phase 2B Vinton, VA (IFB# TOV-2023-002-PZ) Holt Inc.Engineer's Estimate F&B Contractors, LTD \\data01\Projects\2021\20210637\Engineering\Bidding\Bid_Open\2023_0223_BID_Glade_2B_20210637.xlsx Page 1 of 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 4, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. GLADE CREEK GREENWAY PHASE 2B – GEARHART PARK TO WALNUT AVENUE WHEREAS, the Invitation for Bids (IFB) was advertised on January 6, 2023, for the construction of the Project; and WHEREAS, on February 23, 2023, the due date of the Invitation for Bids (IFB), the Town received three (3) IFB, and Holt Inc., was the lowest responsible and responsive bidder, and a letter and supporting documents were sent on February 28, 2023, to Virginia Department of Transportation (VDOT) Salem District requesting authorization to award the construction project to Holt Inc.; and WHEREAS, on March 17, 2023, VDOT’s approval was received for the Town to award the construction contract to Holt Inc., in the amount of $479,039.00, for the Glade Creek Greenway Phase 2B - Gearhart Park to Walnut Avenue; and WHEREAS, the Project construction bid needs to be awarded and a contract executed for the construction of the Glade Creek Greenway Phase 2B Project. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby award the bid and authorizes the Town Manager to execute a contract with Holt Inc., in the amount of $439,039.00, for the construction of the Glade Creek Greenway Phase 2B from Gearhart Park to Walnut Avenue. This Resolution adopted on motion made by Council Member _____________, seconded by Council Member ________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Richard W. Peters, Jr., Town Clerk Meeting Date April 4, 2023 Department Planning and Zoning Issue Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to execute a contract with F & B Contractors, Ltd., in the amount of $716,973.10, for the construction of the Walnut Avenue Bike/Pedestrian Accommodations Project from 1St Street to W. Lee Avenue. Summary There were two Invitation for Bids (IFB) for this project. The IFB had to be advertised twice; first on November 5, 2022, with a due date of December 6, 2022, and again on January 6, 2023, with a due date of February 16, 2023, respectively. The Town only received one bid for the first ITB, from Jones Road and Bridge, in the amount of $1,520,669.00. The bid had to be rejected since the bid amount exceeded the funds available. For the Project’s second ITB, one bid was received: Contractor’s Name Total F & B Contractors, Ltd. $716,973.10 Since F & B Contractors, Ltd. was the only bidder, the bid was reviewed by the Town’s engineering consultant, Rummel, Klepper & Kahl (RK&K), LLP. On February 23, 2023, a letter and supporting documents requesting VDOT’s authorization to award the construction project to F & B Contractors, Ltd., were submitted to VDOT Salem District’s Locally Administered Project Coordinator for VDOT’s review and approval. Authorization from VDOT to award the construction contract was received via email on March 21, 2023. The awarded contract price is $716,973.10, with the unit price work as shown in the bid tab. Attachments Bid Tab for the IFB # TOV--2023-001-PZ Walnut Avenue 113565 Resolution Recommendation Motion to adopt Resolution. Town Council Agenda Summary Item #Description Unit Quantity Unit Price Total Unit Price Total % Difference Difference Comments 1 Mobilization LS 1 $53,000.00 $53,000 $50,000.00 $50,000.00 -5.7%($3,000.00) 2 Construction Surveying LS 1 $16,000.00 $16,000 $20,000.00 $20,000.00 25.0%$4,000.00 3 Aggregate Base Material Type I, No.21B TON 387 $50.00 $19,350 $45.00 $17,415.00 -10.0%($1,935.00) 4 Asphalt Concrete, Type SM -12.5E (Full Depth)TON 45 $200.00 $9,000 $625.00 $28,125.00 212.5%$19,125.00 Small quantity, difficult to find suppliers for low volume. Relatively low risk of overruns. 5 Asphalt Concrete Base Course, Type BM 25.0A TON 156 $240.00 $37,440 $260.00 $40,560.00 8.3%$3,120.00 6 VDOT Standard CG-6 Curb and Gutter LF 924 $75.00 $69,300 $65.00 $60,060.00 -13.3%($9,240.00) 7 VDOT Standard CG-2 Curb LF 92 $80.00 $7,360 $65.00 $5,980.00 -18.8%($1,380.00) 8 CG-12 Detectable Warning Surface SY 10 $900.00 $9,000 $600.00 $6,000.00 -33.3%($3,000.00) 9 Hydr. Cement Conc. Sidewalk 4"SY 182 $130.00 $23,660 $175.00 $31,850.00 34.6%$8,190.00 Concrete price recently increasing. Fixed quantity, should be relatively low risk. 10 Concrete Class A3 (For Entrances)SY 94 $258.51 $24,300 $260.00 $24,440.00 0.6%$140.06 11 Removal & Disposal of Existing Concrete SY 285 $25.00 $7,125 $20.00 $5,700.00 -20.0%($1,425.00) 12 Removal & Disposal of Existing Curb and Curb & Gutter LF 924 $25.00 $23,100 $10.00 $9,240.00 -60.0%($13,860.00) 13 Saw Cut Pavement LF 965 $8.00 $7,720 $3.00 $2,895.00 -62.5%($4,825.00) 14 Saw Cut Curb, Gutter and Entrances LF 20 $20.00 $400 $10.00 $200.00 -50.0%($200.00) 15 Demolition of Pavement SY 614 $15.00 $9,210 $22.50 $13,815.00 50.0%$4,605.00 16 Topsoil Class A 2"ACRE 0.2 $15,000.00 $3,000 $30,000.00 $6,000.00 100.0%$3,000.00 17 Permanent Seeding LBS 20 $75.00 $1,500 $30.00 $600.00 -60.0%($900.00) 18 Overseeding LBS 20 $50.00 $1,000 $30.00 $600.00 -40.0%($400.00) 19 Lime TON 1 $400.00 $400 $2,000.00 $2,000.00 400.0%$1,600.00 20 Fertilizer 15-30-15 LBS 30 $20.00 $600 $50.00 $1,500.00 150.0% $900.00 21 Install New Fire Hydrant and Water Valve EA 1 $12,000.00 $12,000 $11,250.00 $11,250.00 -6.3%($750.00) 22 Relocate Water Service EA 1 $5,000.00 $5,000 $5,000.00 $5,000.00 0.0%$0.00 23 Relocate Water Meter EA 1 $1,500.00 $1,500 $1,500.00 $1,500.00 0.0% $0.00 24 Adjust Water Meter EA 10 $750.00 $7,500 $600.00 $6,000.00 -20.0%($1,500.00) 25 Lighting Conduit Bored (2" schedule 40)LF 180 $45.00 $8,100 $25.00 $4,500.00 -44.4%($3,600.00) 26 Lighting Conduit Open Cut (2" schedule 40)LF 360 $25.00 $9,000 $34.00 $12,240.00 36.0% $3,240.00 27 Lighting Foundations EA 5 $2,500.00 $12,500 $2,500.00 $12,500.00 0.0% $0.00 28 Lighting Junction Box EA 8 $2,000.00 $16,000 $2,800.00 $22,400.00 40.0% $6,400.00 29 Trench Drain 2' Width EA 1 $3,500.00 $3,500 $6,000.00 $6,000.00 71.4%$2,500.00 30 Trench Drain 4' Width EA 1 $7,500.00 $7,500 $12,000.00 $12,000.00 60.0%$4,500.00 31 Underdrain UD-4 LF 901 $25.00 $22,525 $10.00 $9,010.00 -60.0%($13,515.00) 32 Connect UD-4 to Existing MH EA 5 $1,000.00 $5,000 $650.00 $3,250.00 -35.0%($1,750.00) 33 Inlet Protection Type A EA 4 $750.00 $3,000 $300.00 $1,200.00 -60.0%($1,800.00) 34 Inlet Protection Type B EA 3 $750.00 $2,250 $300.00 $900.00 -60.0%($1,350.00) 35 Temporary Silt Fence LF 816 $6.50 $5,304 $4.00 $3,264.00 -38.5%($2,040.00) 36 Siltation Control Excavation CY 184 $10.00 $1,840 $25.00 $4,600.00 150.0%$2,760.00 37 Temporary Seeding LBS 20 $40.00 $800 $30.00 $600.00 -25.0%($200.00) 38 Type B, Class I (90 Mil) Pavement Line Marking, 4" Width LF 135 $6.00 $810 $3.00 $405.00 -50.0%($405.00) 39 Type B, Class I (90 Mil) Pavement Line Marking, 6" Width LF 2180 $4.50 $9,810 $5.20 $11,336.00 15.6% $1,526.00 40 Type B, Class I (90 Mil) Pavement Line Marking, 24" Width LF 252 $21.00 $5,292 $39.00 $9,828.00 85.7% $4,536.00 41 Type B, Class I (90 Mil) Pavement Symbol Marking (Bicycle Thru Arrow)EA 11 $115.00 $1,265 $530.00 $5,830.00 360.9% $4,565.00 42 Type B, Class I (90 Mil) Pavement Symbol Marking (Helmeted Bicyclist CL1)EA 13 $205.00 $2,665 $530.00 $6,890.00 158.5% $4,225.00 43 Eradication of Existing Pavement Markings LF 1075 $2.50 $2,688 $5.30 $5,697.50 112.0% $3,010.00 44 Relocate Sign Panel and Support EA 9 $550.00 $4,950 $1,200.00 $10,800.00 118.2% $5,850.00 45 Remove Sign Panel and Support EA 3 $300.00 $900 $500.00 $1,500.00 66.7% $600.00 46 Sign Panel Only EA 3 $150.00 $450 $700.00 $2,100.00 366.7% $1,650.00 47 Sign Panel and Support, w/ New Foundation EA 13 $700.00 $9,100 $2,000.00 $26,000.00 185.7% $16,900.00 All signage items higher than estimated. Fixed Quantity, relatively low risk. Engineer's Estimate F&B Bid DR A I N A G E E& S Tr a f f i c 2/16/2023 RO A D W A Y / S I D E W A L K UT I L I T I E S LI G H T I N G Bid Review Walnut Avenue Bicycle and Pedestrian Improvements Town of Vinton Contract #: TOV-2020-001PZ WAWL1ST RK&K Project Number: 20218 VDOT UPC Number: 113565 Page 1 of 2 Item #Description Unit Quantity Unit Price Total Unit Price Total % Difference Difference Comments 48 Temporary Pavement Markings LF 1000 $4.50 $4,500 $2.20 $2,200.00 -51.1%($2,300.00) 49 Temporary Pavement Marking Eradication LF 1000 $2.50 $2,500 $4.40 $4,400.00 76.0% $1,900.00 50 Traffic Control Device, Group 2 Channelizing Devices EA*Days 4005 $2.50 $10,013 $1.20 $4,806.00 -52.0%($5,206.50) 51 Traffic Control Device, Temporary Signs SF 1029 $35.00 $36,015 $45.00 $46,305.00 28.6% $10,290.00 All signage items higher than estimated. Fixed quantity, relatively low risk. 52 Management of Petroleum Contaminated Soil LS 1 $5,000.00 $5,000 $1,500.00 $1,500.00 -70.0%($3,500.00) 53 Transportation and disposal of petroleum contaminated soil TON 43 $200.00 $8,600 $150.00 $6,450.00 -25.0%($2,150.00) 54 Relocate Church Sign LS 1 $25,000.00 $25,000 $10,000.00 $10,000.00 -60.0%($15,000.00) 55 Flexible Pavement Planing, 0"-2"SY 2102 $20.00 $42,040 $7.00 $14,714.00 -65.0%($27,326.00) 56 Asphalt Concrete, Type SM -12.5E (Overlay)TON 231 $200.00 $46,200 $210.00 $48,510.00 5.0%$2,310.00 57 Traffic Control Device, Uniform Flaggers HR 448 $40.00 $17,920 $120.00 $53,760.00 200.0%$35,840.00 Tight labor market, high number, will need to closely manage during this phase of work. 58 Traffic Control Device, Group 2 Channelizing Devices EA*Days 623 $2.50 $1,558 $1.20 $747.60 -52.0%($809.90) 683,100$ 716,973$ 4.96% $33,873.10 Within 5% of engineer's estimate and within contingency. Appears to be a good bid. 68,400$ Recommend awarding base and additive bids, provided adequate funding is available. 751,500$ Estimated Construction Cost Contingency (10% of Est. Construction Cost) MO T Mi s c . Ad d i t i v e Page 2 of 2 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 4, 2023, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS PROJECT- 1ST STREET TO WEST LEE AVENUE WHEREAS, the Invitation for Bids (IFB) for the construction of the Project were advertised twice; on November 5, 2022 and January 6, 2023, respectively; and WHEREAS, on December 6, 2023, the due date of the first Invitation for Bids (IFB), the Town received one (1) bid, from Jones Road and Bridge, in the amount of $1,520,669.00, which was rejected due to the bid amount exceeding funding available; and WHEREAS, on February 16, 2023, the due date of the second Invitation for Bids (IFB), the Town received one (1) IFB, and F & B Contractors, Ltd., was the only responsive bidder; and WHEREAS, on February 23, 2023, a letter and supporting documents were sent to Virginia Department of Transportation (VDOT) Salem District requesting authorization to award the construction project to F & B Contractors, Ltd.; and WHEREAS, on March 21, 2023, VDOT’s approval was received for the Town to award the construction contract to F & B Contractors, Ltd., in the amount of $716,973.10, for the Walnut Avenue Bicycle and Pedestrian Accommodations Project - 1St Street to W. Lee Avenue; and WHEREAS, the Project construction bid needs to be awarded and a contract executed for the construction of Walnut Avenue Bicycle and Pedestrian Project. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby award the bid and authorizes the Town Manager to execute a contract with F & B Contractors, Ltd., in an amount of $716,973.10, for the construction of the Walnut Avenue Bicycle and Pedestrian Accommodations Project – 1st Street to West Lee Avenue. This Resolution adopted on motion made by Council Member , seconded by Council Member , with the following votes recorded: 2 AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Richard W. Peters, Jr., Town Clerk