HomeMy WebLinkAbout4/21/2020 - Regular1
Vinton Town Council
Regular Meeting
Tuesday, April 21, 2020 at 7:00 p.m.
PARTICIPATION BY ELECTRONIC COMMUNICATIONS PURSUANT TO
SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED,
AND ORDINANCE NO. 1016
The Vinton Town Council will hold its regular meeting at 7:00 p.m. on Tuesday, April 21, 2020,
using electronic communication means without the public being present in the Council Chambers.
Participation by Council members, staff, and the public will only be available through electronic
means. The public will have access to observe this regular meeting of Town Council through a
livestream on the Town’s Facebook page at www.facebook.com/vintonva. Citizens may register to
speak at this Council Meeting by calling the Town Clerk’s Office at 540-983-0607 or sending an
email to sjohnson@vintonva.gov by 12 Noon on Monday, April 20, 2020. Once registered, the
citizen who wishes to address Council will be provided the Zoom meeting information and will be
allowed to join the meeting and address Town Council by electronic means.
AGENDA
Consideration of:
A. CALL TO ORDER
B. CONFIRMATION THAT MEETING IS BEING HELD IN ACCORDANCE WITH
ORDINANCE NO. 1016 AND ROLL CALL
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG – VICE MAYOR LILES
E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS
F. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
G. CONSENT AGENDA
H. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
I. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
Keith N. Liles, Vice Mayor
Sabrina McCarty, Council Member
Janet Scheid, Council Member
Michael W. Stovall, Council Member
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
J. TOWN ATTORNEY
K. TOWN MANAGER
1. ITEMS REQUIRING ACTION
a. Consider adoption of a Resolution awarding a construction bid and
authorizing the Town Manager to execute a contract with Combs Land
Solutions, DBA Summit Contracting, in an amount of $432,353.86 for the
construction of Glade Creek Greenway Phase 2A – Anita McMillan
b. Consider adoption of a Resolution to appropriate funding and to award
construction contracts for the emergency repair of an exposed sanitary
sewer line and streambank repair and stabilization located along Glade
Creek adjacent to the proposed corridor of the Glade Creek Greenway
Phase 2A Project - Anita McMillan
2. COMMENTS/UPDATES
L. REPORT FROM COMMITTEES
1. Finance Committee
M. MAYOR
N. COUNCIL
O. ADJOURNMENT
P. WORK SESSION
1. Discussion on the FY2020 budget and the FY2021 budget
NEXT TOWN COUNCIL/COMMITTEE MEETINGS:
May 5, 2020 – 7:00 p.m. – Council Meeting – via Zoom and Livestream on Facebook
May 12, 2020 – 1:00 p.m. – Finance Committee Meeting – via Zoom
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT.
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 21, 2020
Department
Planning and Zoning
Issue
Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to
execute a contract with Combs Land Solutions, DBA Summit Contracting, in an amount of
$432,353.86 for the construction of Glade Creek Greenway Phase 2A.
Summary
On March 3, 2020, Town Council was briefed regarding to the two Invitations for Bids (IFBs) for the
Project. After the Project’s IFB was re-advertised in The Roanoke Times on January 12, and 19, 2020,
three IFBs were received on February 11, 2020, and as read base bid below.
Contractor’s Name Total
1. Combs Land Solutions, LLC, DBA Summit Contracting $432,361.00
2. Holt, Inc. $491,810.25
3. S.C. Rossi & Company, Inc. $554,043.00
Combs Land Solutions, LLC, DBA Summit Contracting, has been deemed to be the apparent lowest
responsible and responsive bidder by the Town’s engineering consultant, Hurt & Proffitt. On February
20, 2020, a letter with supporting documents requesting VDOT’s authorization to award the
construction project to Combs Land Solution, LLC, DBA Summit Contracting, were submitted on
February 20, 2020, to VDOT Salem District Locally Administered Project Coordinator for VDOT’s
review and approval. Authorization from VDOT to award the construction contract was received via
email on April 10, 2020.
The awarded contract price is $432,353.86 with unit price work as shown in the bid tab.
Attachments
Bid Tab for the IFB TOV PZ-2020-01 GCG Phase 2A
Resolution
Recommendations
Motion to adopt Resolution.
Town Council
Agenda Summary
JN: 20170891
Bids Opened: 11 February 2020
ITEM DESCRIPTION QTY.UNITS UNIT PRICE ITEM COST UNIT PRICE ITEM COST UNIT PRICE ITEM COST UNIT PRICE ITEM COST
MOBILIZATION 1 LS 33,000.00$ 33,000.00$ 35,580.00$ 35,580.00$ 100,000.00$ 100,000.00$ 40,825.00$ 40,825.00$
CONSTRUCTION SURVEY 1 LS 15,000.00$ 15,000.00$ 10,000.00$ 10,000.00$ 18,000.00$ 18,000.00$ 8,900.00$ 8,900.00$
CLEARING & GRUBBING 1.4 AC 7,500.00$ 10,500.00$ 20,260.00$ 20,260.00$ 10,000.00$ 14,000.00$ 31,280.00$ 43,792.00$
EARTHWORK (UP TO 2' EXCAVATION)700 CY 30.00$ 21,000.00$ 27.00$ 18,900.00$ 50.00$ 35,000.00$ 76.14$ 53,298.00$
EXTRA EXCAVATION 1351 CY 26.56$ 35,882.56$ 27.00$ 36,477.00$ 25.00$ 33,775.00$ 28.00$ 37,828.00$
GEOTEXTILE SUBGRADE STAB.1351 SY 0.85$ 1,148.35$ 11.06$ 14,942.06$ 18.00$ 24,318.00$ 3.50$ 4,728.50$
18" PIPE 99 LF 75.00$ 7,425.00$ 210.00$ 20,790.00$ 150.00$ 14,850.00$ 92.25$ 9,132.75$
18" END SECTION ES-1 OR 2 3 EA 1,400.00$ 4,200.00$ 700.00$ 2,100.00$ 1,200.00$ 3,600.00$ 864.00$ 2,592.00$
DROP INLET DI-7 1 EA 5,000.00$ 5,000.00$ 7,000.00$ 7,000.00$ 5,500.00$ 5,500.00$ 4,289.00$ 4,289.00$
EROS. CONSTR. STONE CL A1, EC-1 6 TON 65.00$ 390.00$ 300.00$ 1,800.00$ 30.00$ 180.00$ 78.00$ 468.00$
AGGR. MATL. NO. 1 912 TON 30.00$ 27,360.00$ 21.00$ 19,152.00$ 30.00$ 27,360.00$ 30.00$ 27,360.00$
AGGR. BASE MAT. TY. 1 NO 21A OR 21B 1823 TON 32.00$ 58,336.00$ 16.00$ 29,168.00$ 30.00$ 54,690.00$ 30.00$ 54,690.00$
CONSTRUCTION ENTRANCE 1 EA 2,500.00$ 2,500.00$ 2,300.00$ 2,300.00$ 1,200.00$ 1,200.00$ 3,600.00$ 3,600.00$
CONCRETE ENTRANCE PAVE. 7"17 SY 120.00$ 2,040.00$ 600.00$ 10,200.00$ 90.00$ 1,530.00$ 850.00$ 14,450.00$
NONSTANDARD RETAINING WALL (BIG BLOCK)924 VSF 85.00$ 78,540.00$ 65.00$ 60,060.00$ 70.00$ 64,680.00$ 75.00$ 69,300.00$
TEMPORARY TRAFFIC CONTROL 1 LS 2,500.00$ 2,500.00$ 6,000.00$ 6,000.00$ 15,000.00$ 15,000.00$ 850.00$ 850.00$
ASPH. CONC. TY. SM-9.5A 410 TON 130.00$ 53,300.00$ 155.00$ 63,550.00$ 140.00$ 57,400.00$ 137.00$ 56,170.00$
WOOD BARRIER FENCE 30 LF 55.00$ 1,650.00$ 93.33$ 2,799.90$ 80.00$ 2,400.00$ 50.00$ 1,500.00$
HIGH VISIBILITY FENCE, 4 FEET (TREE PROTECTION)30 LF 5.00$ 150.00$ 60.00$ 1,800.00$ 20.00$ 600.00$ 15.00$ 450.00$
HIGH VISIBILITY FENCE, 4 FEET (CONSTRUCTION LIMITS)500 LF 5.00$ 2,500.00$ 15.17$ 7,585.00$ 20.00$ 10,000.00$ 15.00$ 7,500.00$
DEMOLITION OF PAVEMENT COMBINATION 210 SY 6.00$ 1,260.00$ 39.14$ 8,219.40$ 9.00$ 1,890.00$ 11.00$ 2,310.00$
TEMPORARY UTILITY RELOCATION (GUY WIRE)1 LS 2,000.00$ 2,000.00$ 1,500.00$ 1,500.00$ 1,500.00$ 1,500.00$ 600.00$ 600.00$
PERMENANT SEEDING 1 LS 8,000.00$ 8,000.00$ 11,040.00$ 11,040.00$ 15,000.00$ 15,000.00$ 9,660.00$ 9,660.00$
CHECK DAM ROCK TY. II 6 LS 250.00$ 1,500.00$ 1,029.33$ 6,175.98$ 250.00$ 1,500.00$ 245.00$ 1,470.00$
INLET PROTECTION, TYPE A 1 LS 350.00$ 350.00$ 300.00$ 300.00$ 250.00$ 250.00$ 150.00$ 150.00$
TEMP. SILT FENCE TYPE A 2715 LS 3.00$ 8,145.00$ 5.00$ 13,575.00$ 6.00$ 16,290.00$ 5.00$ 13,575.00$
ADJUST EXIST FRAME & COVER (SANITARY)4 LS 600.00$ 2,400.00$ 300.00$ 1,200.00$ 300.00$ 1,200.00$ 430.00$ 1,720.00$
SIGN PANEL 8 LS 70.00$ 560.00$ 200.00$ 1,600.00$ 130.00$ 1,040.00$ 60.00$ 480.00$
SIGN POST WOOD 4" X 4"2 LS 100.00$ 200.00$ 450.00$ 900.00$ 300.00$ 600.00$ 250.00$ 500.00$
TYPE B CLASS IV PVMT LINE MRKG 4"224 LS 5.50$ 1,232.00$ 26.78$ 5,998.72$ 10.00$ 2,240.00$ 3.00$ 672.00$
PARKING BLOCKS (CLASS A3)11 LS 150.00$ 1,650.00$ 150.00$ 1,650.00$ 500.00$ 5,500.00$ 100.00$ 1,100.00$
NONSTANDARD RAILING (TIMBER GUARDRAIL)255 LS 25.00$ 6,375.00$ 38.16$ 9,730.80$ 90.00$ 22,950.00$ 70.00$ 17,850.00$
396,093.91$ 9.2%432,353.86$ 554,043.00$ 491,810.25$
432,361.00$ 554,043.00$ 491,810.25$
S.C. Rossi & Company, Inc.
Project Cost Analysis
Glade Creek Greenway Phase 2A,
Town of Vinton, VA
AS READ BASE BID
Holt Inc.Engineer's Estimate
Comb's Land Solutions DBA
Summit Contracting
TOTAL BASE BID
\\data01\projects\2017\20170891\Engineering\Bidding\Bid-Open\20170891_2020_0210_Bid_Tabulation.xlsx Page 1 of 1
1
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON
TUESDAY, APRIL 21, 2020, AT 7:00 P.M. BY ELECTRONIC COMMUNICATIONS
PURSUANT TO SECTION 15.2-1413, CODE OF VIRGINIA (1950), AS AMENDED
WHEREAS, on June 14, 2016, the Commonwealth Transportation Board (CTB) approved
and obligated Virginia Department of Transportation (VDOT) MAP-21
Transportation Alternatives Fiscal Year 2017 Program funds in the amount of
$417,710.00 for the Glade Creek Greenway Phase 2 Project with an estimated
total cost of $526,210.00; and
WHEREAS, the cost of the Project has increased due to additional requirements for reviews
by Federal, State and Norfolk Southern and because the TA funds have to be
expended within five (5) years, VDOT recommended that the project be phased
into Phase 2A and 2B with Phase 2A (Gus Nicks Boulevard to Gearhart Park)
being done by using the existing funds that were received from the 2015
application; and
WHEREAS, on March 3, 2020, Town Council was briefed that after the second Invitation for
Bids (IFB) was advertised in The Roanoke Times, three IFB were received on
February 11, 2020; and Combs Land Solutions, LLC, DBA Summit Contracting
was the lowest responsible and responsive bidder and a letter has been sent to
VDOT requesting authorization to award the construction project to Combs
Land Solution, LLC, DBA Summit Contracting; and
WHEREAS, a revised Appendix A of the Programmatic Project Administration (PPA)
Agreement for the Project between the Virginia Department of Transportation
(VDOT) and Town of Vinton to reflect the revised budget appropriations was
executed on March 5, 2020, and received on March 11, 2020, respectively; and
WHEREAS, on April 7, 2020, a Resolution No. 2348, was adopted by Town Council to
reflect additional funding from VDOT Highway Infrastructure Program (HIP)
funds and the Town required 20% match and an additional local match to cover
the increase of the Project cost; and
WHEREAS, on April 10, 2020, VDOT’s approval was received for the Town to award the
construction contract to Combs Land Solutions, LLC, DBA Summit
Contracting, in the amount of $432,353.86, for the Glade Creek Greenway
Phase 2A Project; and
WHEREAS, the Project construction bid needs to be awarded and a contract needs to be
executed for the construction of Glade Creek Greenway Phase 2A.
2
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 Combs Land Solutions,
LLC, DBA Summit Contracting, in an amount of $432,353.86 for the construction of Glade
Creek Greenway Phase 2A.
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:
________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
April 21, 2020
Department
Planning and Zoning
Issue
Consider adoption of a Resolution to appropriate funding and to award construction contracts for the emergency
repair of an exposed sanitary sewer line and streambank repair and stabilization located along Glade Creek
adjacent to the proposed corridor of the Glade Creek Greenway Phase 2A Project.
Summary
On March 3, 2020, Town staff and Liz Belcher, the Roanoke Valley Greenway Coordinator, were marking the
trees that need to be cleared for the Glade Creek Greenway Phase 2A Project. During the site visit, staff noticed
an eroded section of the creek. Upon further investigation, an existing 12-inch terracotta pipe sewer line was found
to be exposed. Public Works personnel and the Town’s greenway engineer, Hurt & Proffitt, were notified
immediately of the issue. Due to the proximity of the exposed pipe to the creek and the greenway project, the area
around the exposed sewer line and the streambank area must be repaired and stabilized to prevent the breakage of
the sewer line into the creek.
In order for the emergency repairs to take place and to minimize the possibility of having to file the United States
Army Corps of Engineers (USACE) Joint Permit Application (JPA), two separate repair projects have to be
performed. The two repair projects consist of relocating the existing sanitary sewer line away from the creek bank
and repairing and stabilizing the streambank above the creek’s ordinary high water (OHW) line.
Staff contacted five contractors to request pricing for the repairs: Combs Land Solutions, Earth Movers,
Dreamscapes, Wells Construction, and S.J. Conner & Sons, Inc. Staff received three estimates from Combs Land
Solutions, Earth Movers, and S.J. Conner & Sons. Based on the review by staff and Hurt & Proffitt, the sanitary
sewer line relocation contract is to be awarded to S.J. Conner and Sons, with their estimated cost of $14,450.00;
and the stabilization of the streambank contract is to be awarded to Matt Combs with Combs Land Solutions, with
his cost estimate of $59,980.00. Staff has and will continue to work with Hurt & Proffitt and Roanoke County’s
engineers on the necessary permitting process.
The Contracts and Resolution are still being finalized and will be provided to Council prior to the meeting on
Tuesday.
Attachments
Photos
Cost Estimates
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
Glade Creek Sanitary Sewer Line Eroded Section, March 5, 2020
Summit Contracting
PO BOX 21366
matt@summitcontractingroanoke.com
Estimate
ADDRESS
Town of Vinton
ESTIMATE #1027
DATE 03/24/2020
EXPIRATION DATE 04/24/2020
SERVICE DESCRIPTION QTY RATE AMOUNT
Stream Bank
Rehab
100' liner feet of ripwrap with erosion control
measures
*includes stabilization fabric under ripwrap
*includes ECS, labor, equipment and materials
*Includes sheet pile toe to retain ripwrap as needed
6' sheet piles with 50% +/- buried permently
59,980.00
***This is a revision to the current gabion stream bank repair estimate,
eliminating the use of the gabion baskets.
TOTAL $59,980.00
Accepted By Accepted Date
Meeting Date
April 21, 2020
Department
Finance/Treasurer
Issue
Finance Committee
Summary
The Finance Committee met through electronic means on April 14, 2020 and the following items
were discussed at the meeting:
• February 2020 Financial Statements
• Glade Creek Sewer Line Emergency Repair
• Budget Update – FY2020
• Budget Forecast – FY2021
Attachments
February 2020 Financial Report Summary
Recommendations
Motion to approve February 2020 Financial Report
Town Council
Agenda Summary
Financial Report Summary
February 29, 2020
Budget Budget Posted Posted Balance YTD
General Fund 200
Revenues 7,527,870 4,204,389 1,006,832 4,606,710 402,321 110%
Expenditures 7,527,870 5,574,383 558,005 5,441,518 (132,864) 98%
Revenues over/(under) Expenditures (1,369,994) 448,826 (834,809)
Grant Fund 250
Revenues 4,000 2,540,452 - 126,271 (2,414,182) 5%
Expenditures 4,000 2,540,452 41,828 325,890 (2,214,562) 13%
Revenues over/(under) Expenditures - (41,828) (199,620)
Utility Fund 300
Revenues 3,722,500 2,342,354 494,675 2,528,283 185,929 108%
Expenditures 3,722,500 2,401,459 179,280 2,164,014 (237,444) 90%
Revenues over/(under) Expenditures (59,105) 315,395 364,269
Capital Fund 400
Revenues 500,012 400,008 50,001 400,008 - 100%
Expenditures 500,012 433,308 1,072 152,216 (281,092) 35%
Revenues over/(under) Expenditures (33,300) 48,929 247,792
Stormwater Fund 600
Revenues 460,210 306,776 38,351 306,807 31 100%
Expenditures 460,210 295,097 16,906 217,816 (77,282) 74%
Revenues over/(under) Expenditures 11,679 21,445 88,991
Total All Funds
Revenues 12,214,592 9,793,978 1,589,859 7,968,078 (1,825,900) 81%
Expenditures 12,214,592 11,244,699 797,091 8,301,455 (2,943,244) 74%
Revenues over/(under) Expenditures (1,450,721) 792,768 (333,377)
Meeting Date
April 21, 2020
Department
Finance/Treasurer
Issue
Discussion on the FY2020 budget and the FY2021 budget
Summary
Anne Cantrell will update Council on the FY2020 budget and the FY2021 budget.
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary