HomeMy WebLinkAbout8/16/2022 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, August 16, 2022
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. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA
ITEMS
F. CONSENT AGENDA
1. Consider approval of the minutes of the Regular Meeting of July 19, 2022
G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
1. Recognition of Promotions in the Police Department – Chief Drumond
2. Recognition of Town Staff who assisted in the D&R Music Fire – Town Manager
H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
I. PUBLIC HEARING
1. Consideration of public comments concerning the proposed amendment to the
Town of Vinton’s FY 2022-2023 budget to appropriate funding for milling and
paving, pavement striping and marking, the Walnut Avenue Bike/Pedestrian
Accommodations Project from 5th Street to the Town’s West Limits, ARPA funds,
Garthright Bridge improvements, Greenway Project and Gish Mill
Redevelopment Project in the total amount of $5,531,134.80 in the General
Fund, Grant Fund, Capital Fund and Stormwater Fund.
Sabrina M. McCarty, Vice Mayor
Keith N. Liles, Council Member
Laurie J. Mullins, Council Member
Michael W. Stovall, Council Member
Vinton Municipal Building
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
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
J. TOWN ATTORNEY
K. TOWN MANAGER
1. BRIEFINGS
a. Update on Capital Improvement Projects – Jamie Hurt
2. ITEMS REQUIRING ACTION
1. Consider adoption of a Resolution awarding a construction bid and
authorizing the Town Manager to execute a contract with Jones Road &
Bridge, Inc. (formerly Boring Contractors, Inc.), in the amount of
$1,456,207.41 for the construction of the Walnut Avenue Bike/Pedestrian
Accommodations Project from 5th Street to the Town’s West Limits –
Anita McMillan
2. Consider adoption of a Resolution awarding a Professional Engineering,
Construction Engineering, Management, and Inspection Services
Contract and authorizing the Town Manager to execute the contract with
Wetland Studies and Solutions, Inc. (WSSI), for the Woodland Place
Stream Restoration Project – Anita McMillan
3. Consider adoption of a Resolution accepting the Assignments of Rights of
the following real estate Tax Parcel Nos. 060.15-07-17.00-0000, 060.15-
07-52.00-0000, and 060.15-06-06.00-0000, located in the Town of Vinton,
and authorizing the exercise of the Assignments and closing on the
necessary portions of the properties along Walnut Avenue for the Walnut
Avenue Bicycle and Pedestrian Accommodations Project from 1st Street
to W. Lee Avenue – Anita McMillan
4. Consider adoption of a Resolution awarding a bid and authorizing the
Town Manager to execute a contract with Burleigh Construction Co, Inc.
in the amount of $421,065.00 for the Bridge Rehabilitation - Garthright
Bridge (Gus Nicks Blvd) over NS Railroad – Bo Herndon
5. Consider adoption of a Resolution appointing Andrew Keen, Finance
Director as the new Deputy Town Treasurer – Cody Sexton
6. Consider approval of the May 31, 2022 Financial Report – Andrew Keen/
Cody Sexton
3. PROJECT UPDATES/COMMENTS
L. REPORTS FROM COMMITTEES
1. Public Works Committee – Bo Herndon
3
M. COUNCIL
N. MAYOR
O. ADJOURNMENT
NEXT COMMITTEE/TOWN COUNCIL MEETINGS:
September 6, 2022 – 6:00 p.m. – Regular Council Meeting – Council Chambers
September 14, 2022 – 2:00 p.m. – Finance Committee Meeting – TOV Conference Room
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
August 16, 2022
Department
Town Clerk
Issue
Consider approval of the minutes of the Regular Meeting of July 19, 2022
Summary
None
Attachments
July 19, 2022 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, JULY 19, 2022, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
MEMBERS PRESENT: Bradley E. Grose, Mayor
Sabrina McCarty, Vice Mayor
Keith N. Liles
Laurie J. Mullins
Michael W. Stovall
STAFF PRESENT: Cody Sexton, Assistant Town Manager
Susan N. Johnson, Executive Assistant/Town Clerk
Jeremy Carroll, Town Attorney
Fabricio Drumond, Police Chief
Andrew Keen, Finance Director
Nathan McClung, Assistant Planning & Zoning Director
The Mayor called the meeting to order at 6:00
p.m. The Town Clerk called the roll with Council
Member Liles,
Member Stovall, Vice Mayor McCarty
Grose present.
Roll call
After a Moment of Silence, Council Member
Liles led the Pledge of Allegiance to the U.S. Flag.
Under upcoming community events/
announcements, Vice Mayor McCarty announced
the following: July 23 - 5:30 p.m. -
Market with Low-Low Chariot and Adam Rutledge –
Farmers’ Market; July 28 – 8:00-10:00 a.m. –
Pancakes with Police – Our Daily Bread; August 2 –
6:00 p.m. - National Night Out -
Community Center; August 6 – 10:00 a.m. – 2:00
p.m. – Open House - Vinton History Museum;
August 6 – 9:00 a.m. – 1:00 p.m. – arts, crafts and
local entertainment – Farmers’ Market; August 11 –
back to school for Roanoke County; August 13 –
7:00 p.m. – Mingle at the Market with 5 Dollar Shake
– Farmers’ Market.
Getters” will meet every 2nd Saturday and 4th
Southampton Neighborhood.
Council Member Mullins made a motion to
approve the
motion was seconded by Council Member Liles and
voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall,
McCarty, Grose; Nays (0) – None.
Approved minutes of the
Meeting of June 7, 2022, Regular Meeting
of June 7, 2022 and
June 21, 2022
Under awards, introductions, presentations
proclamations, Cody Sexton made brief comments
2
and introduced Andrew Keen, the new Finance
Director. After comments from Mr. Keen, the Mayor
and Council welcomed him to the Town.
The next item on the agenda was an update
the Vinton First Aid Crew. Chief Chris Sayre gave
through June of 2022 as follows: truck mark-up-329
during volunteer hours (6:00 p.m.-6:00 a.m. –
Monday through Friday and all day on Saturday and
Sunday); responded to 478 calls for 58% and
handled 418 for 51%. Depending on what the call
is, either they make take the patient to the hospital
or the career staff.
Chief Sayre next commented the Crew handled 347
calls that were dispatched during volunteer hours for
a total of 7,534 man hours compared to last year of
5,103. The fractile response time is defined as the
ability of the department to respond within a given
time 90% of the time. The Crew’s goal is 9 minutes,
33 seconds and their current average is 5 minutes
and 33 seconds, which is measured from the time a
call is dispatched to the time a unit marks on scene.
They had an ALS marked up 21% of the time and a
BLS unit marked up 59% of the time.
Chief Sayre next commented
recruitment of the Crew including visits to the high
schools. Currently three people are
application process and two of them are expected to
joint the crew within the next month. Two members
have upgraded
Paramedic, which is the top level of certification you
advanced EMTs, two
paramedics and a few uncertified members who are
in the process of trying to get into a class for their
EMTs.
In response to a question from the Mayor concerning
commented that if they are not available, the call will
they
Roanoke and Bedford County.
With regard to a question from the Mayor concerning
Crew, Ch
minimum of 24 hours a month which is two 12-hour
shifts and they let you pick the days you would like
3
have to be an EMT to be a member, but will have to
be certified as an EMT within 18 months of joining
the organization.
The next item on the agenda was a briefing on
the Town of Vinton’s 2022 Annual Progress Report
adopted 2019 Roanoke Valley-
Hazard Mitigation Plan that was adopted on October
15, 2019, by the Vinton Town Council. Nathan
McClung
enables Town residents with flood insurance policies
to receive a 10% reduction in their premium because
the Town does certain tasks every year and gets re-
certified every five years.
commented on the projects highlighted in blue on the
agenda package.
In response to a question from the Mayor, Mr.
McClung responded the 10% reduction is not
automatic and they would need to talk with their
insurance agent that writes their policy. Also, even
if you are outside the special flood hazard area, you
can get some form of reduction, which is less than
the 10%.
The next item on the agenda was to consider
SMART SCALE funds for the Roundabout Project at
Hardy Road/Bypass Road (Rt. 24) and Hardy Road
(Rt. 634). Nathan McClung first commented this is
Round 5 of this grant program and the deadline for
the application is August 1, 2022. This project has
been in the pipeline and has been referenced in the
former long-
Region. The project
signalized intersection and convert it into a two-lane
signalization and allow for traffic flow both eastward
and westward through different configurations. This
is an early conceptual rendering prepared by RK&K
VDOT with oversight by the Town and the estimated
budget is $4,097,000. There is minimal right-of-way
acquired would become future stormwater basins in
private property owners.
4
The project prioritization pipeline is a new VDOT
program for localities and they hired RK&K to
develop this concept and a solid cost estimate for us.
The Resolution tonight is in support of the application
itself. Between August 1, 2022 and January 1, 2023,
applications and then will make a recommendation
June of 2023, we should know which projects will be
funded going forward.
Since this is a six-
SCALE 2024 application, we would not be looking at
construction until at least 2028. We could start the
preliminary engineering phase by 2025 a
right-of-
earlier timeframe. This is a very long-term plan just
work on of this magnitude.
Council Member Li
seen a traffic light so close to a roundabout like the
Clearview light. Mr. McClung commented that there
intersection with its proximity to the roundabout. An
planning continues, the Clearview light would have
same function as it does now. Council Member Liles
SMART SCALE in 2024, we are going to be in 2035
before we get the Washington/Bypass intersecti
Washington/Bypass roundabout is a top priority, we
could apply in the next grant cycle or explore other
project timeline,
priority for this grant cycle.
Council Member Mullins asked if we get the grant the
expressed concerns about the project and people
going through Dillon Woods and taking the short cut
to Clearview to come out at the light and avoid the
roundabout.
5
After additional comments, Council Member Stovall
made a motion to adopt the Resolution as
presented; the motion was seconded by Council
Member Liles and carried by the following roll call
vote, with all members voting: Vote 5-0; Yeas (5) –
Liles, Mullins, Stovall, McCarty, Grose; Nays (0) –
None.
Mr. McClung further commented that this is an early
concept and when we actually get to the preliminary
engineering stage, it is subject to change to a more
robust study.
Adopted Resolution No. 2504 authorizing
the Town Manager to file an application for
the
funds for the Roundabout Project at Hardy
Road (Rt. 634)
Cody Sexton expressed appreciation to Chief
Drumond, Bo Herndon,
Chewning with the Chamber for their assistance with
at the D&R Music fire on July 2nd
working with Roanoke County to have a recognition
event the first week of August for everyone involved
and more information will be forthcoming. Mr.
notice that our second deposit of the ARPA funds is
on the way and the State has assured us they have
received the funds and will be distributing them
within 30 days of June 28th.
Comments from Council: Council Member
Mullins commented that the Mingle at the Market on
July 23rd is
Byrd High School Classes of 1989-1991 and there is
an all class reunion scheduled at the Vinton Moose
Lodge in August; Vice Mayor McCarty’s restaurant
shout-outs for Bob’s Restaurant and R&D Coffee
and Council Member Liles as well as other Council
Members commented on the July 4th event and the
tragic D&R Music fire.
the
Four on the 4th
cutting at Henritze Dental Group in Vinton.
Council Member Mullins made a motion to
adjourn the meeting; the motion was seconded by
Vice Mayor McCarty
vote, with all members voting: Vote 5-0; Yeas (5) –
Liles, Mullins, Stovall, McCarty, Grose; Nays (0) –
6
APPROVED:
_________________________________
Bradley E. Grose, Mayor
ATTEST:
_________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
August 16, 2022
Department
Police
Issue
Recognition of Promotions in the Police Department
Summary
Chief Drumond will announce the following Police Department Promotions:
Sergeant – Brandon Alterio
Sergeant – Andrew O’Connor
Sergeant – Jeremy Shrewsbury
Corporal – Christopher Shively
Detective Corporal – Silas Chapman
Detective – Justin Baker
Star City Drug and Violent Crime Task Force Detective – Andrew DiCarlo
Community Resource Officer – William Holland
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
August 16, 2022
Department
Administration
Issue
Recognition of Town Staff who assisted in the D&R Music Fire
Summary
Council will recognize the following Town Staff who assisted in the D&R Music Fire on July 2,
2022:
Administration: Cody Sexton, Donna Collins
Community Programs: Chasity Barbour
Police: Chief Drumond, Detective Corporal Silas Chapman,
Sergeant Andrew O’Conner, Officer Brandon Settles
Public Works: Bo Herndon, Jason Davison, Jimmy Brown, Banks Bradford,
Kevin Orange
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
1
Meeting Date
August 16, 2022
Department
Finance/Treasurer
Issue
Consideration of public comments concerning the proposed amendment to the Town of Vinton’s FY
2022-2023 budget to appropriate funding for milling and paving, pavement striping and marking, new
street signals, the Walnut Avenue Bike/Pedestrian Accommodations Project from 5th Street to the
Town’s West Limits, American Rescue Plan Act (ARPA) funds, Garthright Bridge improvements, Phase
2B of the Glade Creek Greenway, the Gish Mill Redevelopment Project, and a stormwater improvement
project in the total amount of $5,531,134.80 in the General Fund, Grant Fund, Capital Fund and
Stormwater Fund.
Summary
As of June 30, 2022, a number of large capital and maintenance projects had been planned but not
completed when the fiscal year ended. As a result, the appropriations for those projects expired and
needed to be rolled forward into fiscal year 2022-2023 in order to move forward with those projects.
These projects included pavement striping and marking, the Walnut Avenue Bike/Pedestrian
Accommodations Project from 5th Street to the Town’s West Limits, the Garthright Bridge
improvements, Phase 2B of the Glade Creek Greenway, the Gish Mill Redevelopment Project, and the
stormwater project behind the Woodland Place off of Niagara Road. All of these projects were funded
in the previous fiscal year and are proposed to have their funding roll forward into the current fiscal year
for completion.
Moreover, some projects scheduled for completion in the current fiscal year had their funding split across
fiscal years. Part of the funding for these projects was in fiscal year 2021-2022, and the remaining
funding was included in the fiscal year 2022-2023 budget. As a result, the funding for the projects in the
previous fiscal year needs to be rolled forward into the current fiscal year in order to make those project
budgets whole. These projects include the annual milling and paving, the payments of ARPA money to
the Western Virginia Water Authority (WVWA) for projects in the Town’s utility service area, and the
replacement of three signals along Hardy Road. The paving and signal projects will be completed within
the next month, and the payments to the WVWA will conclude in November 2022.
No new projects are included for funding in this resolution.
Town Council
Agenda Summary
2
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 Roanoke Times on August 8, 2022.
Attachments
Resolution
Recommendations
Conduct Public Hearing
Motion to adopt Resolution
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON
TUESDAY, AUGUST 16, 2022, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA 24179.
WHEREAS, as of June 30, 2022, several large capital and maintenance projects were funded in
FY2021-2022 that had been planned, but not completed and appropriations for
those projects expired and need to be rolled forward into FY2022-2023 in order to
move forward with those projects; and
WHEREAS, several projects scheduled for completion in FY2022-2023 had their funding split
across FY2021-2022 and FY2022-2023 and appropriations for those projects in
FY2021-2022 need to be rolled forward in order to make those project budgets
whole; and
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 Roanoke Times on August
8, 2022.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the transfers as shown on the attached.
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
GENERAL LEDGER
GL Account Description Debit Credit
200.25100 Appropriations 996,065.00
200.25000 Estimated Revenue 996,065.00
MOVE FUNDS TO:
GL Account Description
200.1203.717 Milling and Paving 800,000.00
200.4101.719 Pavement Striping and Marking 75,000.00
200.9950.905 Transfer to Capital Fund 121,065.00
MOVE FUNDS FROM:
GL Account Description
200.1899.008 Re-Appropriated Fund Balance 996,065.00
GENERAL LEDGER
GL Account Description Debit Credit
250.25100 Appropriations 3,398,552.00
250.25000 Estimated Revenue 3,398,552.00
MOVE FUNDS TO:
GL Account Description
250.1070.553 Walnut Ave 5th West Materials 1,902,569.00
250.1150.799 WVWA ARPA Transfer 1,495,983.00
MOVE FUNDS FROM:
GL Account Description
250.1070.001 Walnut Ave 5th West Revenue 1,902,569.00
250.1150.001 ARPA CSLFRF NEU REVENUE 1,495,983.00
GENERAL LEDGER
GL Account Description Debit Credit
400.25100 Appropriations 851,644.00
400.25000 Estimated Revenue 851,644.00
MOVE FUNDS TO:
GL Account Description
400.4101.372 Garthright Bridge Improvements 421,065.00
400.4108.302 Contractual Services 71,337.00
400.8101.545 Greenway Expenditures Match 80,000.00
400.8150.724 Gish Mill Delivery 279,242.00
MOVE FUNDS FROM:
GL Account Description
400.1899.010 Re-Appropriated Fund Balance 430,579.00
400.4105.001 Transfer from General Fund 121,065.00
400.4101.799 Capital Outlay 300,000.00
GENERAL LEDGER
GL Account Description Debit Credit
600.25100 Appropriations 284,873.80
600.25000 Estimated Revenue 284,873.80
MOVE FUNDS TO:
GL Account Description
600.6205.799 Capital Outlay - Grant Match 284,873.80
MOVE FUNDS FROM:
GL Account Description
600.1899.010 Re-Appropriated Fund Balance 284,873.80
STORMWATER FUND
BUDGET TRANSFERS - COUNCIL ACTION ITEM - AUGUST 16, 2022
Revised
GENERAL FUND
GRANT FUND
CAPITAL FUND
Meeting Date
August 16, 2022
Department
Administration
Issue
Update on Capital Improvement Projects
Summary
Jamie Hurt, Capital Projects Manager, will provide a progress briefing on the following projects:
• Walnut Ave Parking Lot Project
• Community Park Development at the former pool site
• War Memorial Facility Assessment & Evaluation
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
August 16, 2022
Department
Planning and Zoning
Issue
Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to
execute a contract with Jones Road & Bridge, Inc. (formerly Boring Contractors, Inc.), in the amount of
$1,456,207.41 for the construction of the Walnut Avenue Bike/Pedestrian Accommodations Project
from 5th Street to the Town’s West Limits.
Summary
The Invitations to Bid (ITB) were advertised twice; first on April 8, 2022, with a due date of May 5,
2022, and again on June 16, 2022, with a due date of July 14, 2022, respectively. The Town only received
one bid for the first ITB, from Virginia Infrastructure, in the amount of $2,067,508.00. The bid had to
be rejected since the bid amount exceeded the funds available. After the Project’s second ITB, two bids
were received:
Contractor’s Name Total
1. Combs Land Solutions, LLC, DBA Summit Contracting $1,800,000.00
2. Boring Contractors, Inc. $1,456,183.85
Jones Road & Bridge, Inc. (formerly Boring Contractors, Inc.) has been deemed to be the apparent lowest
responsible and responsive bidder by the Town’s engineering consultant, Mattern & Craig, Inc. As noted
by Mattern & Craig’s engineer, both bids contained minor errors, but they did not change the apparent
low bidder. On July 19, 2022, a letter with supporting documents requesting VDOT’s authorization to
award the construction project to Jones Road & Bridge, Inc. (formerly Boring Contractors, Inc.), were
submitted 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 July
28, 2022.
The awarded contract price is $1,456,207.41, with the unit price work as shown in the bid tab.
Attachments
Bid Tab for the ITB TOV PZ-2022-008 WA5thTWL
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
I:\4022 - Vinton - Walnut Avenue\Clerical\04 - Bid Documents\Re-bid\04 - Bids_Bid Tab\Walnut Ave Bid Summary (4022).docx
MATTERN & CRAIG, INC.
CONSULTING ENGINEERS • SURVEYORS
701 FIRST STREET, S.W.
ROANOKE, VIRGINIA 24016
(540) 345-9342
(540) 345-7691
BID TABULATION
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS
5TH STREET TO TOWN WEST LIMITS
VDOT PROJECT NO.: RSTP-149-250, UPC # 111649
BID DATE: JULY 14, 2022 @ 3:00 P.M.
COMMISSION NO: 4022
CONTRACTOR BID BOND
BASE BID
AMOUNT
BID ITEM A
AMOUNT
BID ITEM B
AMOUNT TOTAL BID AMOUNT
Summit Contracting 1,505,158.00 260,488.00 34,354.00 1,800,000.00
Boring Contractors 1,184,435.73 156,055.00 115,743.13 1,456,183.85
Bid Item No. A: Concrete Sidewalk (North Side of Walnut Avenue)
Bid Item No. B: Landscaping
EXPANDED BID TABULATION (7/14/2022)
Walnut Avenue Bicycle Pedestrian Accommodations - 5th Street to Town’s West Limits
ITB #: TOV-2022-008-PZ WA5THTWL
VDOT Project No.: RSTP-149-250, UPC # 111649
1 OF 2
1 General Conditions / Up-front Requirements:
Sub-total = $290,000.00 $481,146.00 $142,500.00 -$147,500.00 -51%
2 Demolition & Removal:
Sub-total = $82,650.00 $45,000.00 $65,000.00 -$17,650.00 -21%
3 Site Preparation:
Sub-total = $90,103.00 $119,090.00 $113,600.00 $23,497.00 26%
4 Roadway Improvements / Paving / Paving Markings:
Sub-total = $610,867.00 $626,272.00 $607,986.00 -$2,881.00 -0.47%
5 Utilities (Water & Sewer):
Bid
Item No.Description Unit
Estimated
Quantity
Engineer Summit Contracting Boring Contractors
Unit
Price Price
Bid
Unit Price
Bid
Price
Difference
(Dollar)
Difference
(Percent)
Bid
Unit Price
Bid
Price
Difference
(Dollar)
Difference
(Percent)
EXPANDED BID TABULATION (7/14/2022)
Walnut Avenue Bicycle Pedestrian Accommodations - 5th Street to Town’s West Limits
ITB #: TOV-2022-008-PZ WA5THTWL
VDOT Project No.: RSTP-149-250, UPC # 111649
2 OF 2
Sub-total = $47,050.00 $69,410.00 $81,250.00 $34,200.00 73%
6 Storm Drainage:
Sub-total = $120,760.00 $164,160.00 $174,095.00 $53,335.00 44%
TOTAL BASE BID = $1,241,430.00 $1,505,078.00 $1,184,431.00 -5%
BID ITEM A: Concrete Sidewalk (North Side of Walnut Avenue)
TOTAL BID ITEM A = $121,299.50 $260,488.00 $139,188.50 115%$156,005.00 $34,705.50 29%
BID ITEM B: Landscaping
TOTAL BID ITEM B = $77,676.50 $34,354.00 -$43,322.50 -56%$115,771.41 $38,094.91 49%
TOTAL BID (BASE BID + BID ITEM A + BID ITEM B) = $1,440,406.00 $1,799,920.00 $359,514.00 24.96%$1,456,207.41 $15,801.41 1.10%
Bid
Item No.Description Unit
Estimated
Quantity
Engineer Summit Contracting Boring Contractors
Unit
Price Price
Bid
Unit Price
Bid
Price
Difference
(Dollar)
Difference
(Percent)
Bid
Unit Price
Bid
Price
Difference
(Dollar)
Difference
(Percent)
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON
TUESDAY, AUGUST 16, 2022, 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-
5TH STREET TO THE TOWN’S WEST CORPORATE LIMIT
WHEREAS, the Invitations to Bid (ITB) were advertised twice; on April 8, and June 16, 2022,
respectively, for the construction of the Project, and
WHEREAS, on July 14, 2022, the due date of the second Invitations to Bid (ITB), the Town
received two (2) ITB, and Boring Contractors, Inc., was the lowest responsible and
responsive bidder, and a letter was sent to Virginia Department of Transportation
(VDOT) Salem District requesting authorization to award the construction project
to Boring Contractors, Inc., and
WHEREAS, on July 28, 2022, VDOT’s approval was received for the Town to award the
construction contract to Jones Road & Bridge, Inc. (formerly Boring Contractors,
Inc.), in the amount of $1,456,207.41, for the Walnut Avenue Bicycle and
Pedestrian Accommodations Project – 5th Street to Town’s West Limits; 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 Boring Contractors, Inc., in
an amount of $1,456,207.41, for the construction of the Walnut Avenue Bicycle and Pedestrian
Accommodations Project – 5th Street to Town’s West Limits.
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, Town Clerk
Meeting Date
August 16, 2022
Department
Planning and Zoning
Issue
Consider adoption of a Resolution awarding a Professional Engineering, Construction Engineering,
Management, and Inspection Services Contract and authorizing the Town Manager to execute the contract
with Wetland Studies and Solutions, Inc. (WSSI), for the Woodland Place Stream Restoration Project.
Summary
The Project is to be funded through the Virginia Stormwater Local Assistance Fund (SLAF) and the Town’s
stormwater fund. A Request for Proposals to provide the professional engineering, construction engineering,
management, and inspection services was issued on January 28, 2022, with a due date of March 3, 2022. The
Town received five (5) proposals, and four (4) firms were interviewed on May 4, and 5, 2022. Based on the
selection committee’s rankings of the proposals and interviews, a Notice of Intent to Award was issued to
WSSI on June 7, 2022. Discussion about the scope of work and fee took place beginning in mid-June 2022,
with the final agreement reached on July 25, 2022. The Town’s RFP, WSSI’s RFP submittal, scope of
services and fees proposal were submitted to the Town Attorney for his review and approval.
Attachments
1. Town of Vinton and WSSI Professional Engineering, Construction Engineering, Management, and
Inspection Services Contract for Woodland Place Stream Restoration Project.
2. WSSI Scope of Services and Fees Proposal
3. Resolution
Recommendations
Motion to adopt the Resolution
Town Council
Agenda Summary
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TOWN OF VINTON, VIRGINIA
PROFESSIONAL ENGINEERING, CONSTRUCTION ENGINEERING,
MANAGEMENT, AND INSPECTION SERVICES CONTRACT
Contract Number: TOV-2022-006-PZ Woodland Place Stream Restoration Project
THIS CONTRACT, made the day of , by and between
the Town of Vinton, Virginia, hereinafter referred to as "the Town", and Wetland Studies
and Solutions, Inc. (WSSI), 5450 Peters Creek Road, Suite 110, Roanoke, VA 24019,
hereinafter referred to as "the Consultant".
WHEREAS, the Town requires professional engineering, construction engineering,
management, and inspection services for the Woodland Place Stream Restoration Project;
hereinafter referred to as a “PROJECT” and,
WHEREAS, a PROJECT may be funded wholly or in part by the Virginia
Department of Environmental Quality (VDEQ) Stormwater Local Assistance Fund (SLAF)
and the Town Stormwater Fund. The Project is being administered locally by the Town;
and,
WHEREAS, the Consultant desires to provide the professional engineering,
construction engineering, management, and inspection services for the PROJECT as
requested by the Town; and,
WHEREAS, this Contract shall be in effect until the completion of the PROJECT
including the VDEQ final review and approval of the PROJECT’s construction
documentation; and,
WHEREAS, this Contract states the duties and responsibilities of the Town and of
the Consultant related to the providing of such professional engineering, construction
engineering, management, and inspection services to the Town.
WITNESSETH that the Town and Consultant, in consideration of the mutual covenants,
promises, and agreements contained herein, agree as follows:
SCOPE OF SERVICES: The Consultant shall provide the professional engineering,
construction engineering, management, and inspection services to the Town as set forth in
Town of Vinton TOV-2022-006-PZ Request for Proposal (RFP) attached hereto as Exhibit
A; the Consultant’s Proposal attached hereto as Exhibit B; and the Consultant’s Scope of
Services and Fees Proposal/Letter of Agreement, dated June 15, 2022 and revised July 25,
2022, including Attachments A and B, which is attached hereto as Exhibit C.
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CONTRACT PERIOD: The Contract Period shall commence from the date this Contract
is signed by the Town and Consultant and be in force until the Project is complete and
accepted by the Town and Virginia Department of Environmental Quality (VDEQ).
CONTRACT DOCUMENTS: The Contract Documents shall consist of this signed
Contract and all exhibits, written amendments, and/or addenda including:
• Town’s Request for Proposal (RFP) dated January 28 2022, attached as Exhibit A;
• Consultant’s Proposal dated March 3, 2022, attached as Exhibit B;
• Consultant’s Scope of Services and Fees Proposal/Letter of Agreement, dated June
15, 2022 and revised July 25, 2022, attached as Exhibit C;
• Any subsequent written amendments executed by the parties.
In the event of a conflict among these Contract Documents, this Contract shall
control over the Town’s RFP, which shall control over the Scope of Services and Fee
Proposal, which shall control over the Consultant’s Proposal.
ARTICLE I
THE CONSULTANT'S RESPONSIBILITIES
1.1 The Consultant shall:
a. Furnish all labor, materials, equipment, technical and professional
services required to perform the Professional Construction Engineering,
Management, and Inspection Services for the PROJECT.
b. Perform all Professional Engineering, Construction Engineering,
Management, and Inspection Services in accordance with generally accepted
professional standards. The Consultant shall comply with all laws, ordinances,
rules, regulations and other requirements of the Town of Vinton, the
Commonwealth of Virginia, and Federal governmental agencies and authorities that
are applicable to the PROJECT.
c. Provide additional services that are not within the Scope of Services
contained in Exhibits A, B, and C, as requested and approved in writing by the
To wn. The cost of the additional services shall be submitted to the Town by the
Consultant for review and approval prior to additional services being performed.
Additional fees shall be based on either a lump sum or hourly not-to-exceed fee.
The Parties shall utilize the hourly rates contained in Attachment A to Exhibit C to
establish an hourly not-to-exceed fee for additional services and for additional
reimbursable expenses. Additional services shall be authorized only if approved in
advance, in writing by the Town.
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ARTICLE II
TOWN'S RESPONSIBILITIES
2.1 The Town shall:
a. Provide to the Consultant all information in possession of the Town which
relates to the Town's requirements for the PROJECT or which, in the opinion of the
Town, is relevant to the Consultant’s services to be provided on the P ROJECT .
b. Review all preliminary drawings and estimates of construction costs; all
final construction drawings, easement plats, and contract documents (if needed); all
revised estimates of construction costs; and other documents presented by the
Consultant.
c. Make all reasonable efforts to provide access for the Consultant to enter
upon public and private property as required for the Consultant to perform the
services required under this Contract.
d. Designate a person to act as the Town's representative with the Consultant
with respect to the services to be performed. Such person shall have the authority
to transmit instructions, receive information, interpret and define the Town's
policies and decisions with respect to materials, equipment, elements, and systems
pertinent to the Consultant's services.
ARTICLE III
COMPENSATIONAND METHOD OF PAYMENT
3.1 The Town of Vinton shall pay the Consultant a fixed fee of one hundred twelve
thousand two hundred dollars and zero cents ($112,200.00) for all the Professional
Engineering, Construction Engineering, Management, and Inspection Services to the
provided by Consultant on the PROJECT under this Contract (“Contract Sum”),
included herein as Exhibit C. No increase in the Contract Sum shall be made except
by a written Change Order, Change Directive, or Modification executed by an
authorized Town representative.
3.2 As stated in Exhibit C, all expenses are included in the fixed price fee. Reimbursable
expenses for additional services not included in Exhibits A, B, and C, shall be
submitted to the Town by the Consultant for review and approval prior to being
incurred. Additional reimbursable expenses shall be based on the fee schedule
contained in Attachment A to Exhibit C for additional reimbursable expenses.
3.3 The Consultant shall submit invoices to the Town on a monthly basis for
progress payments for the PROJECT, accompanied by a brief narrative outlining
the services provided and justifying the invoiced amount. After acceptance by the
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Town of that portion of the services to which the invoice charges relate, the
Town shall pay the amount of invoice within thirty (30) days. Prior to being
required to accept any invoice, the Town shall have the right to expend a
reasonable time to verify information contained on any invoice and to correct
any errors found. Invoices shall be mailed, emailed or delivered to:
Anita J. McMillan
Planning and Zoning Director/Project Manager
311 S. Pollard Street, Room 105
Vinton, VA 24179
3.4 Payments made to the Consultant shall not be considered as evidence of
satisfactory performance, either in whole or in part, of the services provided by
the Consultant or as acceptance of any portion of the PROJECT.
ARTICLE IV
PERFORMANCE SCHEDULE
4.1 The Consultant shall perform the services with such qualified personnel in
sufficient numbers to complete the services according to the performance
schedule included in Exhibit C.
4.2 The Consultant shall not be in default for delay in performance if the cause of
such delay is beyond its control despite its good faith diligence in attempting to
timely perform. Such causes may include, but are not restricted to, acts of God or
the public enemy, fires, flood, epidemics, quarantine restrictions, government
administration, strikes, freight embargoes, and unusually severe weather, but in
every case the failure to perform must be beyond the Consultant’s control despite
its good faith diligence in attempting to timely perform.
ARTICLE V
GENERAL PROVISIONS
5.1 In the event that the Consultant fails to perform the services within the time
provided and within the terms of the Proposal, the Town may, at its sole option,
terminate the services of the Consultant. The Town shall send a written termination
notice either by hand delivery or certified mail to the Consultant of such termination.
Termination shall be effective ten (10) days after the date of mailing or when
received by the Consultant, whichever is sooner. The Town shall not be required to
honor requests for payment submitted for services initiated after the effective date
of written termination. Upon written application by the Consultant prior to the
actual date of termination, the Town may, at its discretion, expressly grant an
extension of time to the Consultant to perform the services or cure any breach of the
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terms of the Proposal.
5.2 The Town and the Consultant bind themselves and any successors and assigns to
this Contract. The Consultant shall not assign, sublet, or transfer its obligations
pursuant to this Contract to any third party without the prior written consent of the
Town. Nothing hereinafter mentioned shall be construed as creating any personal
liability on the part of any officer, agent or employee of the Town. This Contract
shall not be construed as conferring benefits upon any person or entity other than to
the Town and the Consultant.
5.3 The Consultant agrees to indemnify and hold harmless the Town, its elected
officials, officers, and employees from losses and damages occurring or resulting
to any and all persons, firms or corporations, furnishing work, services, materials,
or supplies to the extent caused by the Consultant's negligence, failure to perform
in accordance with the standard of care set forth in Article 1.1, or intentional wrong
doing by the Consultant or any of its agents. This indemnification and hold
harmless provision applies to all claims and losses resulting to any person, firm, or
corporation who may be injured or damaged by the Consultant in the performance
of this Contract. Consultant’s indemnity, defense, and hold harmless obligations
will not extend to any claim or liability that is caused by the negligence or willful
misconduct of the indemnified party or other third party not controlled by
consultant; rather, such indemnification claims will be administered based upon a
determination of the degree of comparative fault of each party. Notwithstanding
anything to the contrary, in no event will Consultant be liable for any
consequential, indirect, incidental, special, exemplary, punitive, or enhanced
damages, and in no event will Consultant’s aggregate liability arising out of this
Agreement, or the services performed exceed the amount of the applicable
insurance limits set forth in the Agreement.
5.4 The parties hereto agree that the Consultant and any agents, or employees of the
Consultant, in the performance of this Contract, act in an independent capacity and
not as officers, employees or agents of the Town.
5.5 During the performance of this Contract, the Consultant agrees as follows:
a. COMPLIANCE WITH LAWS AND REGULATIONS: The Consultant shall
keep fully informed of all federal, state, and local laws, ordinances, and regulations,
and all orders and decrees of bodies or tribunals having any jurisdiction or authority,
which in any manner affect those engaged or employed on this Contract, or which in
any way affect the conduct of the services provided by the Consultant. It shall at all
times observe and exercise professional care to comply with, and shall cause its
agents, subcontractors and employees to observe and comply with all such laws,
ordinances, regulations, orders, and decrees; and shall protect and indemnify the
Town and its employees and appointees against any liability to the extent caused by
the violation of any such law, ordinance, regulation, order, or decree, whether by
itself or its agents, subcontractors or employees. If any discrepancy or inconsistency
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is discovered between this Contract and any such law, ordinance, regulation, order,
or decree, the Consultant shall immediately report the same to the Town in writing.
b. VIRGINIA PROHIBITED EMPLOYMENT DISCRIMINATION: The
Consultant, its agents, employees, assigns or successors, and any person, firm, or
agency of whatever nature with whom it may contract or make an agreement, shall
comply with the provisions of the Section 2.2-4311 of the Code of Virginia (1950),
as amended. During the performance of this Contract, the Consultant agrees as
follows:
1. The Consultant will not discriminate against any employee or
applicant for employment because of race, religion, color, sex,
national origin, age, disability, or 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 Consultant. The Consultant agrees to post in
conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this
nondiscrimination clause.
2. The Consultant, in all solicitations or advertisements for employees
placed by or on behalf of the Consultant, will state that the Consultant is
an equal opportunity employer.
3. Notices, advertisements and solicitations placed in accordance with federal
law, rule or regulation shall be deemed sufficient for the purpose of
meeting the requirements of this section.
The Consultant will include the provisions of the foregoing paragraphs “1”, “2”
and “3” in every subcontract or purchase order of over ten thousand dollars, so
that such provisions will be binding upon each subcontractor or vendor.
c. NON-DISCRIMINATION PROVISION: The Consultant agrees to abide by
the provisions of Title VI and Title VII of the Civil Rights Act of 1964 (42 USC
2000e), which prohibits discrimination against any employee or applicant for
employment, or any applicant or recipient of services, on the basis of race, religion,
color, sex or national origin; and further agrees to abide by Executive Order No.
11246 entitled “Equal Employment Opportunity,” as amended by Executive Order
No. 11375 and as supplemented in the Department of Labor Regulations (41 CFR
Part 60), which prohibit discrimination on the basis of age. Section 49 CFR 21 is
incorporated by reference in all contracts and subcontracts funded in whole or in part
with federal funds. The Consultant shall comply with the Americans with
Disabilities Act (ADA), and with the provisions of the Virginians with Disabilities
Act, Sections 51.5 40 through 51.5 46 of the Code of Virginia (1950), as amended,
the terms of which are incorporated herein by reference.
In the event of the Consultant’s noncompliance with the nondiscrimination
provisions of this Contract, the Town shall impose such contract sanctions as it or
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the Federal Highway Administration may determine to be appropriate, including
but not limited to:
1. Withholding of payments to the Consultant under this Contract until the
Consultant complies; and/or
2. Cancellation, termination or suspension of this Contract, in whole or in part.
d. TITLE VI OF THE CIVIL RIGHTS ACT OF 1964: During the performance
of this Contract, the Consultant, for itself, its assignees and successors in interest
(herein referred to as “the Consultant”), agrees as follows:
1. Compliance with Regulations: The Consultant will comply with the
Regulations of the U.S. Department of Transportation relative to
nondiscrimination in Federally assisted programs of the U.S. Department of
Transportation (Title 49), Code of Federal Regulations, Part 21, (hereinafter
referred to as the Regulations), which are herein incorporated by reference
and made a part of this Contract.
2. Nondiscrimination: The Consultant, with regard to the services provided by
it after award and prior to completion of this Contract, will not discriminate
on the grounds of race, religion, color, sex, national origin, age or handicap
in the selection and retention of sub consultants, including procurements of
materials and leases of equipment. The Consultant will not participate either
directly or indirectly in the discrimination prohibited by Section 21.5 of the
Regulations, including employment practices when the services cover a
program set forth in Appendix B of the Regulations.
3. Solicitations for Subconsultants: In all solicitations, either by competitive
bidding or negotiation made by the Consultant for work to be performed
under a subcontract, including procurements of materials or equipment, each
potential subcontractor or supplier shall be notified by the Consultant of the
Consultant’s obligations under this Contract.
4. Information and Reports: The Consultant will provide all information and
reports required by the Regulations, or orders and instructions issued
pursuant thereto, and will permit access to its books, records, accounts, other
sources of information, and its facilities as may be determined by the Town
or the Federal Highway Administration to be pertinent to ascertain
compliance with such Regulations, orders and instructions. Where any
information required of the Consultant is in the exclusive possession of
another who fails or refuses to furnish this information, the Consultant shall
so certify to the Town, or the Federal Highway Administration as
appropriate, and shall set forth what efforts it has made to obtain the
information. Consultants and subconsultants with fifteen (15) or more
employees will submit an updated Title VI Evaluation Report (EEO-D2)
annually as long as the Consultant or subconsultant is performing in
accordance with this Contract.
5. Sanctions for Noncompliance: In the event of the Consultant’s
noncompliance with the nondiscrimination provisions of this Contract, the
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Town shall impose such contract sanctions as it or the Federal Highway
Administration may determine to be appropriate, including but not limited
to: withholding of payments to the Consultant under this Contract until the
Consultant complies, and/or cancellation, termination or suspension of this
Contract, in whole or in part.
Incorporation of Provisions: The Consultant will include the provisions of
paragraphs “1” through “5” in every subcontract of $10,000 or more,
including procurements of materials and leases of equipment, unless exempt
by the Regulations, order or instructions issued pursuant thereto. The
Consultant will take such action with respect to any subcontractor or
procurement as the Town or the Federal Highway Administration may direct
as a means of enforcing such provisions including sanctions for
noncompliance: Provided, however, in the event the Consultant becomes
involved in, or is threatened with, litigation with a subcontractor or supplier
as a result of such direction, the Consultant may request the Town to enter
into such litigation to protect the interests of the Town and, in addition, the
Consultant may request the United States to enter into such litigation to
protect the interests of the United States.
e. CERTIFICATION REGARDING NON-SEGREGATED FACILITIES: By
the execution of this Contract, the Consultant certifies that it does not maintain or
provide for its employees any segregated facilities at any of its establishments, and
that it does not permit its employees to perform their services at any location, under
its control, where segregated facilities are maintained. It certifies further that it will
not maintain or provide for its employees any segregated facilities at any of its
establishments, and that it will not permit its employees to perform their services at
any location under its control, where segregated facilities are maintained. The
Consultant further certifies that no employee will be denied access to adequate
facilities on the basis of sex or disability. As used in this certification, the term
“segregated facilities” means any waiting rooms, work areas, restrooms and
washrooms, restaurants and other eating areas, time clocks, locker rooms and other
storage or dressing areas, parking lots, drinking fountains, recreation or
entertainment areas, transportation, and housing facilities provided for employees
which are segregated by explicit directive or are in fact segregated on the basis of
race, creed, color, national origin, age or handicap, because of habit, local custom or
otherwise. It agrees that, except where it has obtained identical certification from
proposed subcontractors and material suppliers for specific time periods, it will
obtain identical certification from proposed subcontractors or material suppliers
prior to the award of subcontracts or the consummation of material supply Contracts
exceeding ten thousand dollars, and that it will retain such certifications in its files.
f. DISADVANTAGED BUSINESS ENTERPRISES/SMALL, WOMAN AND
MINORITY BUSINESS: The Contractor, its agents, employees, assigns, or
successors, and any person, firm or agency of whatever nature with whom it may
contract or make an agreement, shall comply with the provisions of 49 CFR Part 26,
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as amended, which is hereby made part of this Contract by reference. The
Consultant shall take all necessary and reasonable steps in accordance with 49 CFR
Part 26, as amended, to ensure that DBE firms have the maximum opportunity to
compete for and perform contracts and subcontracts under this Contract. Subpart A
of 49 CFR 26, Section 26.13 requires that each contract signed with a contractor
(and that each subcontract the prime contractor signs with a subcontractor) must
include the following assurance:
g. TDD/TTY EQUIPMENT FOR THE DEAF: When seeking public
participation through the maintenance of a toll-free hot line number and/or
publishing project-related materials, the Consultant agrees to ensure that all citizens
have equally effective communication. The Consultant agrees to provide or identify
a telecommunications device for the deaf/teletypewriter (TDD/TTY) or acceptable
means of telephone access for individuals with impaired speech or hearing. The
Consultant will provide notice of a TDD/TTY number whenever a standard
telephone number is provided.
h. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By signing
this Contract, the Consultant certifies that it does not and will not during the
performance of this Contract violate the provisions of the Federal Immigration
Reform and Control Act of 1986, which prohibits employment of illegal aliens.
i. OCCUPATIONAL SAFETY AND HEALTH STANDARDS: The
Consultant shall not require any individual employed in the performance of this
Contract to work in surroundings or under working conditions which are unsanitary,
hazardous, or dangerous to health or safety as determined under the Occupational
Safety and Health Standards promulgated by the United States Secretary of Labor.
This provision shall be made a condition of any subcontract entered into pursuant to
this Contract.
In addition, the Consultant shall abide by the Virginia Occupational Safety and
Health Standards adopted under Section 40.1 22 of the Code of Virginia (1950), as
amended, and will fulfill the duties imposed under Section 40.1 51.1 of the Code of
Virginia. Any violation of the aforementioned requirements or duties which is
brought to the attention of the Consultant by any person shall be immediately
abated.
j. CERTIFICATION REGARDING DEBARMENT: By the execution of this
Contract, the Consultant certifies to the best of its knowledge and belief, that it and
its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any
Federal department or agency;
2. Have not within a three-year period preceding this proposal been convicted
of or had a civil judgment rendered against them for commission of fraud or
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a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State or local) transaction or contract under a
public transaction; and have not been convicted of any violations of Federal
or State antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification, or destruction of records, making false statements, or
receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by
a governmental entity (Federal, State or local) with commission of any of
the offenses enumerated in paragraph (b) of this certification; and
4. Have not within a three (3) year period preceding this application/proposal
had one or more public transactions (Federal, State or local) terminated for
cause or default.
k. CORRECTION OF ERRORS: The Consultant shall check for accuracy any
reports, and the design, drafting and details of final plans prior to submission. The
Consultant will be required, without additional compensation, to correct any errors,
including but not limited to omissions, discrepancies and ambiguities, in any
services performed in fulfillment of the obligations of this Contract, and shall also
reimburse the Town for any costs incurred to the extent caused by Consultant’s
errors, provided, however, the consultant shall not be liable for errors that result
solely from Town-furnished information. Acceptance of the plans or reports by the
Town shall not relieve the Consultant of the responsibility of subsequent correction
of errors.
Costs incurred by the Consultant in correcting errors in the plans or reports and
reimbursing the Town for costs incurred by the Town as a result of such error shall
be maintained in a separate account. Such account shall be clearly coded and
identified, and shall be subject to audit by the Town. Such costs shall not be billed
to the Town as a direct charge or an overhead item.
l. PAYMENT TO SUBCONTRACTORS: In accordance with Article 4 of the
Virginia Public Procurement Act (Sections 2.2-4347 through 2.2-4356 of the Code
of Virginia (1950), as amended), the Consultant shall make payment to all
subcontractors within seven (7) days after receipt of payment from the Town, or
shall notify the Town and subcontractor in writing of the intention to withhold all
or a part of the amount due along with the reason for nonpayment.
In the event payment is not made as noted, the Consultant shall pay interest at the
rate of one percent per month to the subcontractor, unless otherwise provided in this
Contract, on all amounts that remain unpaid after seven (7) days except for the
amounts withheld according to this Contract.
The Town does not require retainage to be withheld by the Consultant on any
subcontracts. If the Consultant elects to withhold retainage on subcontracts,
prompt payment of the retainage shall be made to the subcontractors within the
later of 60 days after the final billing is received by the Consultant from the
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subcontractor or the satisfactory acceptance of the services by the Town. The
Town will notify the Consultant and the subcontractor in writing when the services
have been satisfactorily accepted. If the retainage is not promptly paid, the
Consultant shall notify the Town and the subcontractor in writing as to the reasons
for not making payment.
These same requirements shall be included in each subcontractor Contract and
shall be applicable to each lower tier subcontractor.
m. COMPLIANCE WITH LOBBYING RESTRICTIONS (This section only
applies to contract using federal funds.): By signing this Contract, the Consultant
certifies that:
1. Since promulgation of the federal requirements implementing Section 1352
of Title 31, U.S.C. (PL 101-121, Section 319) entitled “Limitation on use
of appropriated funds to influence certain Federal contracting and financial
transactions.”, no federal appropriated funds have been paid and none will
be paid, by or on behalf of the Consultant, to any person for influencing or
attempting to influence an officer or employee of any federal agency, a
Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with the awarding of a federal
contract, the making of any Federal grant, the making of any federal loan,
the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any federal contract,
grant, loan, or cooperative agreement;
2. If any funds other than federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or
employee of any federal agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in
connection with this federal contract, grant, loan, or cooperative agreement,
the Consultant shall complete and submit Standard Form LLL, “Disclosure
Form to Report Lobbying,” in accordance with its instructions; and
3. The Consultant shall require that the language of this certification be
included in all subcontracts at all tiers, and that all subcontractors shall
certify and disclose accordingly.
n. RECORDS: The Consultant and subcontractors shall retain all books,
documents, papers, accounting records and other evidence supporting the costs
incurred, for three (3) years after payment of the final estimate or final audit,
whichever is later. Such evidence shall be made available at the Consultant’s offices
at all reasonable times and will be subject to audit and inspection by the Town,
VDOT or any authorized representatives of the Federal Government.
Evidence of costs incurred by a subcontractor shall be made available at its office at
all reasonable times during the contract period between the Consultant and the
subcontractor and for three years after written acceptance by the Consultant, for
audit and inspection by the Town, VDOT or any authorized representatives of the
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Federal Government. It shall be the Consultant’s responsibility to notify the Town,
in writing, of the completion of that subcontractor’s portion of the services so that
the records of the subcontractor can be audited within the three-year retention
period. Failure to do so may result in the Consultant’s liability for any costs not
supported by the proper documentation for the subcontractor’s phase of the services.
Final payment for the subcontractor’s phase of the services will be made after total
costs are determined by the final audit of the subcontractor.
o. DRUG-FREE WORKPLACE: During the performance of this contract, the
ENGINEER agrees to:
1. Provide a drug-free workplace for the Consultant’s employees;
2. 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 Consultant’s workplace and specifying the
actions that will be taken against employees for violations of such prohibition;
3. State in all solicitations or advertisements for employees placed by or on
behalf of the Consultant that the Consultant maintains a drug-free workplace;
and
4. 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.
5. For the purpose of this section, “drug-free workplace” means a site for the
performance of work done in connection with a specific contract awarded to a
consultant, the employees of whom are prohibited from engaging in the
unlawful manufacture, sale, distribution, dispensation, possession or use of
any controlled substance or marijuana during the performance of the contract.
5.6 The Consultant shall carry Public Liability Insurance in the amounts specified,
including the contractual liability assumed by the Consultant:
a. Workman’s Compensation and Employer’s Liability
Coverage A – Statutory Requirements
Coverage B - $100,000 Per Occurrence
Coverage C - $100,000/$100,000 Accident and/or Disease
b. Automobile Liability, including Owned, Non-Owned, and
Hired Coverage Limits of Liability:
Bodily Injury $1,000,000 each occurrence
Property Damage $1,000,000 each
occurrence OR
Single Limit $2,000,000 each
occurrence Bodily Injury
Property Damage
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c. Comprehensive General
Liability Limits of
Liability: $1,000,000 each occurrence
Bodily Injury $1,000,000 each
occurrence Property Damage
OR
Single Limit $2,000,000 each
occurrence Bodily Injury
Property Damage
1. Completed Operation/Products
2. Contractual Liability for Specified Contract
3. Personal Injury
4. Medical Malpractice
d. Professional Liability
Aggregate $1,000,000
e. Excess Liability Umbrella Form
Bodily Injury and
Property Damage Combined (See Note 1)
Note 1 – The intent of this insurance specification is to provide the
coverage required and the limits expected for each type of coverage.
With regard to the Automobile Liability and Comprehensive General
Liability, the total amount of coverage can be accomplished through
any combination of primary and excess umbrella insurance. However,
the total insurance protection provided for Comprehensive General
Liability protection or for Automobile Liability protection, either
individually or in combination with Excess Liability Umbrella must
total $2,000,000 per occurrence.
Prior to commencing services under this Contract, the Consultant shall furnish the
Town with certificates of insurance which indicate the required coverage and that
the Town has been named as an additional insured with regard to the automobile
and comprehensive general liability insurance policies. No cancellation of the
insurance coverage mentioned herein shall be made without thirty (30) days prior
written notice to the Town.
5.7 The Town reserves the right to terminate this Contract in whole or in part at any time,
for any reason and without penalty, by ten (10) days prior written notice delivered
either by hand or certified mail to the Consultant. At the end of such period, the
Consultant shall have discontinued all work and services and shall have delivered to
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the Town all records, drawings, field notes, plans, or other data completed or partially
completed. These documents shall become and remain the property of the Town upon
receipt of payment by the Consultant. Upon such termination, the Consultant shall be
entitled to compensation only per the terms of this Contract, and only through the
date of termination or date of receipt of notice, whichever is sooner.
5.8 The parties agree that all survey notebooks, reports, plans, drawings, studies,
specifications, memoranda, estimates, and computations prepared by and for the
Consultant in the performance under this Contract, shall be and remain the property
of the Town. Upon termination of this Contract or completion of the services, the
Town shall have the right to such documents upon payment of due compensation to
the Consultant. Such documents shall be promptly delivered by the Consultant to the
Town upon demand. The Consultant shall not be responsible to the Town for
liabilities resulting from the reuse of such documents for other sites, projects, or
applications not related to this specific site.
5.9 All notifications made by the parties pursuant to this Contract, except in those
instances where certified mail is required, shall be sent by first class mail, postage
prepaid or hand delivered. All notifications, whether by certified mail or registered
U.S. Mail, shall be sent, as the case may be, to the following:
Town of Vinton Wetland Studies and Solutions, Inc.
Anita J. McMillan Nathan A. Staley, PE
Project Manager Project Manager
311 S. Pollard Street, Room 105 5450 Peters Creek Road, Suite 110
Vinton, VA 24179 Roanoke, VA 24019
5.10 This Contract and all Proposals constitute the entire Contract and understanding
between the Town and the Consultant. This Contract shall not be modified or altered,
changed, or amended in any respect unless in writing and signed by the parties
hereto.
5.11 Services contracted during any part of a term will continue through completion of the
services without regard to the end of the term and without obligation by the Town to
renew this Contract.
5.12 Contractual claims and dispute resolution shall be conducted in accordance with the
Town’s Purchasing Manual's procedures.
5.13 In no event will Town be liable for any consequential, indirect, incidental, special,
exemplary, punitive, or enhanced damages, under this Contract.
5.14 This Contract is made and entered into in the Town of Vinton, Virginia, and shall be
governed by the law of the Commonwealth of Virginia and all disputes shall be
initiated and litigated only in the Circuit Court of the County of Roanoke, Virginia.
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5.15 SIGNATURES: The parties hereto agree to abide by all the provisions of this
Contract.
IN WITNESS THEREOF, duly authorized representatives of the Town and the
Consultant executed this Contract on the date set forth above.
Town of Vinton: Wetland Studies and Solutions, Inc.:
By: By:
Signature of Responsible Party Signature of Responsible Party
Richard W. Peters, Jr.
Printed Name Printed Name
Town Manager
Title Title
Date: Date:
APPROVED AS TO FORM:
By:
Jeremy Carroll, Town Attorney
June 15, 2022 (rev. July 25, 2022) Town of Vinton C.O. Anita McMillan, MURP Planning and Zoning Director 311 S. Pollard Street Vinton, VA 24179 VIA E-MAIL: amcmillan@vintonva.gov Re: Woodland Place Stream Restoration Design Services Vinton, VA WSSI Proposal #P19965B WSSI Project #TBD Dear Ms. McMillan: Wetland Studies and Solutions, Inc. (WSSI) is pleased to submit this revised task order proposal for services related to the development of final design plans for the Woodland Place Stream Restoration project under contract number TOV-2022-006-PZ. Revisions have been made based on Town comments provided in an email received June 21, 2022. This proposal includes easement acquisition/plat preparation support, delineation, survey, design, permitting, and construction phase services as outlined below. The resulting scope of services and fees are: Task A EASEMENT ACQUISITION SUPPORT
WSSI engineering staff will aid the Client in the easement acquisition process through: A.1 Client/Landowner meeting attendance and discussion support. This may include, but is not limited to, conveying information or answering questions relating to the previously prepared preliminary design plans. A.2 WSSI will assist in preparation of up to two (2) steam restoration easement plats for the Woodland Place Stream Restoration Project. WSSI will reference our existing site control, used in the existing conditions survey, referenced to the Virginia State Plane Coordinate System of 1983, South Zone with values expressed in U.S. Feet. Control was established using Real-Time Network (RTN) GPS. WSSI will use the data collected (ie. Boundary Monumentation) during the existing conditions survey (Task C) to establish the location of the record boundary for use in the creation of the plat and legal description. The client will research county real estate records, subdivision plats, and Circuit Court land records to acquire available deed boundary and existing easement information for the aforementioned project and supply it to WSSI. It is also assumed that the client will supply WSSI with property Title Report. WSSI will use the record boundary information and the stream restoration plans to place the proposed stream restoration easement. This shall not constitute a Boundary Survey as defined by the Virginia Board for Architects, Professional Engineers, Land Surveyors, Certified Interior Designers, & Landscape Architects.
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WSSI Proposal #P19965B
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Please note, it is assumed that the Client’s land use attorney will prepare the required deed of easement and will record the prepared plat and deed of easement legal description among the land records of Roanoke County. A.3 Provide Town staff with example deed language from similar efforts. This work will be performed on an hourly not to exceed basis up to the established limit. Should extended negotiations or effort associated with plat preparation exceed the established fee cap a change order will be necessary to cover the additional effort.
Task B WOTUS BOUNDARY DELINEATION/STREAM ASSESSMENT/SURVEY
If landowners express continued support and willingness to grant easements, WSSI staff will begin collecting detailed, site-specific information. This will include Waters of the United States (WOTUS) delineation. Delineation will include: B.1 WSSI will conduct a field delineation of the jurisdictional wetlands, streams and other Waters of the U.S. (WOTUS) and summarize the results in a report with a map depicting these resources. Delineation flagging will be survey-located to allow accurate depiction of on-site WOTUS features. B.2 Streams on the site will be evaluated to determine whether the streams are ephemeral, intermittent, or perennial and for the purpose of Clean Water Act Section 404/401 and Virginia Water Protection Permit Program permitting. B.3 Approved Jurisdictional Determination: WSSI will submit a copy of the delineation report to the COE concurrently with delivery to the client, along with the completed Approved Jurisdictional Determination Form (“JD form) and request a site visit with the COE to obtain an Approved JD. There is potential that the COE will only issue a Preliminary JD due to workload.
Task C EXISTING CONDITIONS SURVEY (INCLUDING TOPOGRAPHY, TREE, & VISIBLE UTILITIES)
WSSI staff will perform a topographic survey of the project area to develop a Survey Base to be used as a basis for the design plans. This survey will be horizontally referenced to Virginia Coordinate System of 1983, South Zone and vertically to North American Vertical Datum of 1988 (NAVD 1988) based on Real Time Network GPS. The survey will be conducted in accordance with the attached Technical Specifications. The site survey will include the following:
i. Topography – six (6) inch contour interval Unmanned Aerial System
(UAS) topography from the top of bank on each side of the channel to a
minimum of approximately 75 feet landward or to at least the 100-year
floodplain elevation (if present).
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The topography will be acquired using a fully integrated UAS mounted
with Light Detection and Ranging (LIDAR) in conjunction with
established survey grade ground control points. WSSI will provide (i) an
unmanned aircraft (Freefly Alta X quadcopter or an alternative payload
carrying UAS); (ii) flight crew (if required); (iii) appropriate LIDAR
sensor and cameras capable of collecting the necessary data and imagery;
(iv) appropriate flight waivers (if required); (v) all equipment or other
personnel such as visual observers necessary to safely provide the services
in accordance with all applicable laws and regulations. WSSI will follow
all laws and Federal Regulations to fly the (UAS) safely. If a portion of
the mission cannot be flown safely and in accordance with the law, then it
shall not be flown. Although not anticipated, if the work is delayed due to
weather or restricted flight conditions, the operator will notify the client as
soon as practical.
WSSI will conduct low altitude flights within the area of interest to
acquire six (6) inch-contour interval topography utilizing LIDAR. The
flight pattern and LIDAR data will be acquired with at least 40% front and
side overlap. Ground control points (GCPs) will be set and located using
survey-grade instruments and procedures. The trajectory and data will be
post-processed with Phoenix’s LiDARMill and Spatial Explorer software
to generate a point cloud. WSSI will then virtually survey the site within
Leica’s Cyclone software to quality check and extract relevant data. Data
will be extracted as necessary to produce topography and locations of
visible planimetric features.
WSSI operates Freefly Alta X, a Department of Defense (DOD) approved
‘Blue’ UAS, which is authorized for government work.
If airspace or field conditions are not conducive to a UAS aerial survey,
then it will be field run.
ii. For the channel from the top of bank inward, WSSI will perform a field
run thalweg survey and collect sufficient shots to provide the channel
shape. Note that the survey information inside the top of bank does not
necessarily conform to national map accuracy standards for providing 6-
inch topography but will provide enough detail for design purposes and
will be used to supplement 6-inch topography.
iii. Trees within the stream corridor having a diameter at breast height (DBH)
of 18” or greater or high value/significance (based on species, location,
and safety) will be identified by species, tagged, and survey located.
Survey will include documentation on existing tree health to further aid in
design decision making.
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WSSI Proposal #P19965B
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iv. Prior to field survey WSSI will contact Miss Utility to have utilities
marked within the anticipated project area. WSSI staff will survey locate
all visible utilities and existing infrastructure within the corridor, such as
stormwater outfalls, sanitary manholes, exposed laterals, and exposed
wires, etc. that must be considered in the design of the channel. (The
design will rely on Town/County data for subsurface utility information.
However, any Miss Utility marking information will be located for
reference in design as a supplement to readily available digital data.)
Sanitary manhole covers will be pulled to obtain pipe invert elevations for
manholes within the project area.
v. Any property boundary monumentation seen during the field survey will
be located and incorporated into design plans. WSSI will Identify/depict
property lines, ownership and ex. easements (based on County GIS Digital
Data). Should a complete property boundary survey be necessary, such
services will be subject to an additional services contract.
Exclusions:
Services not specifically identified above are not included in the Scope of
Services under this Agreement. WSSI will not perform confined space
entry, if it becomes necessary then a change order will be required. The
conceptual design strategy previously outlined specifies elevating the
existing channel bottom. Therefore, no formal survey of underground
utilities is proposed, and such survey is excluded from this proposal.
(Note: Prior to construction, the construction contractor will need to
submit to Miss Utility.)
Task D CULTURAL RESOURCE AND ENDANGERED AND THREATENED SPECIES (ETS) RESOURCE ASSESSMENTS To assist you in determining whether this site will achieve a high probability in facing cultural resource or ETS issues during the Clean Water Act permitting process, WSSI will: D.1 Coordinate with the Virginia Department of Conservation and Recreation (DCR), the Virginia Department of Wildlife Resources (DWR), and the U.S. Fish & Wildlife Service (USFWS) using their Information, Planning, and Conservation System (IPaC) regarding any documented endangered or threatened species (ETS), or non-listed species or communities considered rare by DCR, DWR, or USFWS, on or near this site. WSSI will summarize the results of this coordination in a letter to Client.
D.2 Review the topography, USGS maps, and Virginia Department of Historic
Resources (DHR) V-CRIS (Virginia Cultural Resources Information
System) to determine if historic sites are documented on this site or
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adjacent to it and the likelihood that a Phase I Cultural Resources survey
will be recommended by DHR during the Clean Water Act process.
Task E 65% CONCEPTUAL DESIGN PLANS
E.1 STREAM RESTORATION DESIGN BASIS AND ASSESSMENT
The restoration design will be based upon the following information:
i. Stream Reach Location - The stream reaches associated with the
Woodland Place restoration include the main channel and overland
drainage swales along the northern boundary of the Woodland Place
property, west of Niagara Road, down to the confluence point with the
adjacent tributary to the south. The total length for assessment is ±700 lf
of main channel.
ii. 6-inch contour interval topography, tree, and utility survey compiled by
WSSI. (Contour display interval may be adjusted during plan set
preparation to improve plan clarity.)
iii. Stream site visit. To include photographic documentation and stream
condition assessment, as previously outlined in existing Task B.
iv. Natural Channel Design Concepts per §10.1-560 and §10.1-561 of the
Code of Virginia.
v. The regional regression curves published in ‘Bankfull Discharge and
Channel Characteristics of Streams in the Ridge and Valley
Physiographic Region’, by the U.S. Fish & Wildlife Service.
Consideration and adjustment of the regional curve for impervious area
will be based on research published by the Center for Watershed
Protection on the effects of urbanization on channel size.
vi. Results of a hydrologic model of the contributing watershed, for
comparison with regional curve analysis.
vii. Anticipated conditions of COE and DEQ permits for this project.
viii. County/Town Design Handbook, to the extent that it applies.
ix. The Virginia Erosion & Sediment Control Handbook.
E.2 CONCEPTUAL DESIGN
WSSI will prepare a 65% Concept Plans based on information developed during
the SLAF grant application process, site-specific data, and feedback from the
property owner(s). It is anticipated that the Concept Plan will include the
following:
i. Cover Sheet
ii. Existing Condition Plan (delineation information, topography, utilities,
GIS parcels, notable trees, etc.)
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iii. Project Hydrology (watershed analysis, channel sizing)
iv. Design Narrative
v. Conceptual Grading Plan (grading, structure placement, limits of
disturbance, etc)
vi. Conceptual Profile (including existing profile superimposed and utility
locations)
vii. Typical Structure Details
viii. Proposed Site Access and Staging
ix. Limits of Disturbance
x. Conceptual Cost Estimate
WSSI will submit an electronic copy to the Client for review and a meeting/site
visit will be scheduled.
E.3 65% CONCEPT PLAN MEETING
After submission of the Concept Plan to the Client, a site visit/plan review
meeting will be arranged with the design team, appropriate local officials,
and landowners/stakeholders to walk the stream and review the proposed
Concept Plans. Participation in one (1) public/team meeting is included in
the proposed fee estimate for this task.
Task F 100% FINAL DESIGN PLAN & SPECIFICATIONS
Based on feedback, comments, and discussion from the Concept Plan review/field
walk, WSSI will prepare the Final Design Plans and Specifications for the project.
WSSI will submit a digital copy of the Final Design and Specifications to the
Client for review. (If hard copies are requested, they will be billed to
reimbursables, per established rates.) It is anticipated the Final Plan will include
the following:
i. Cover Sheet
ii. Grading Plan and Profile
iii. Planform Geometry Tables
iv. Structure Stakeout Plan
v. Construction Details, Narrative, and Sequence
vi. Erosion & Sediment Control Plan
vii. Planting Plan, Specifications, and Details
viii. Vegetation Schedule
ix. Design Narrative with Hydrologic and Hydraulic Analysis
x. Sediment Sizing and Shear Stress Analysis
xi. Specifications Document
xii. Updated Cost Estimate
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Note: Due to the highly confined nature of the project reach and limited
contributing drainage area, no formal floodplain modeling or submissions are
proposed as part of this proposal.
Final Design Plan Approvals:
WSSI will submit the Final Design Plans to and gain approval from other entities
including:
• U.S. Army Corps of Engineers (NWP #27)
• Virginia Marine Resources Permit (confirmation of no permit required)
• Virginia Department of Environmental Quality (confirmation that the
project meets DEQ’s 401 certification for NWP #27). A completed Best
Management Practice Design Certification will be submitted with final
plans in conformance with SLAF grant requirements.
• Roanoke County Department of Development Services
After submission of the Final Design Plan to the Client, a site visit/plan review
meeting will be arranged with the design team, appropriate local officials, and
landowners/stakeholders to walk the stream and review the proposed plans.
Participation in one (1) team/public meeting is included in the proposed fee
estimate for this task. Task G CLEAN WATER ACT PERMITTING G.1 The scope of work described by this proposal requires a Nationwide Permit (NWP) #27 (Stream and Wetland Restoration Activities) issued by the COE. WSSI shall request confirmation from the COE that NWP #27 is applicable to this project and that no mitigation is required for the proposed impacts. WSSI shall prepare and submit a PCN and supporting documentation to the COE and VMRC requesting authorization of the project under NWPs #27 from the COE and a waiver from the VMRC. A change order may be required if a more complex permitting strategy (Joint Permit Application, etc) is required by agency staff. G.2 Any additional permit coordination or meetings requested by the Client, the Client’s Representative, or agency staff necessary for the purpose of gaining approval of any related permits shall be provided on an hourly not to exceed basis. Task H MEETINGS, COORDINATION, BID SUPPORT, AND AGENCY RESPONSES
Coordination or meetings requested by the Client or the Client’s Representative
involving project scoping beyond that outlined above, local stakeholder outreach
and initial easement acquisition correspondence (if exceeding allocations for Task
A), and bid phase support (including response to bidder inquiries and bid review)
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shall be provided on an hourly, not to exceed basis, up to the established task cap.
This task will also include other work necessary to address either unforeseen
circumstances not specifically outlined in this contract and/or to respond to client
requests. Should additional meetings or coordination beyond the established task
fee become necessary such overages shall be subject to a change order.
Task I VIRGINIA STORMWATER MANAGEMENT PROGRAM (VSMP)
PERMITTING AND STORMWATER POLLUTION PREVENTION PLAN
(SWPPP) PREPARATION
WSSI will complete a Registration Statement for a General VPDES Permit for
Discharges of Stormwater from Construction Activities (Construction General
Permit or CGP) and request a Virginia Stormwater Management Program
(VSMP) permit on behalf of client for the reference project. Additionally, based
on the approved construction drawings for the subject project, WSSI will prepare
the applicable SWPPP prior to the submission of the Registration Statement and
in accordance with VSMP permitting regulations. Upon completion, the SWPPP
will be delivered to client for client’s use. The fee for filing the VSMP permit
application (registration statement) is not included within the Reimbursable
Estimate, Task M. It is assumed that the Town will handle the permit application
fee(s) directly. Task J CONSTRUCTION OVERSIGHT AND INSPECTIONS
WSSI personnel will perform weekly site inspections to coordinate with the
construction contractor and assist with implementation of planned restoration
measures. This task includes attendance at one (1) on-site preconstruction
meeting. Following construction Notice to Proceed and subsequent mobilization,
weekly on-site construction meetings will be scheduled to review progress and
discuss activities for the next week to provide any necessary clarification or
answer construction related questions. Additional, as needed inspections will be
provided at the Client or contractor’s request. A summary report of observations
and meeting discussions will be written for each site visit and conveyed to the
Client for use in documenting construction and for inclusion in the on-site
SWPPP. Inspection reports may include recommendations or corrective action
requests, however final direction of the contractor will remain the Client’s
responsibility.
This task provides for up to 60 hours of construction-phase monitoring and
inspections. Should additional construction inspection support be necessary
beyond the allocated fee, an additional services contract will be required.
Task K CONSTRUCTION STAKEOUT
WSSI survey staff will compute requisite points and prepare field drawings to be used for stakeout of the limits of disturbance, in-stream structures, and major
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grading features (walls, slopes, etc.). Benchmarks will be established and clearly indicated to allow for use by the contractor in establishing vertical control of plan elements. Survey staff will perform a one-time-only stakeout of the stream centerline and structure locations. The contractor will be responsible for maintaining survey control during construction. Task L AS-BUILT SURVEY
Following substantial completion of construction (as determined by Town staff), WSSI survey staff will perform a one-time-only as-built survey of installed plan measures. Staff will prepare and provide the Client with a certified copy of the as-built survey, including the location of all in-stream structures, grading features, and a longitudinal profile of the channel invert. The as-built survey shall include photographs at each structure location and other information, as necessary to fully document construction activities and in conformance with SLAF grant program requirements. Task M REIMBURSABLES
Milage, lodging, printing, postage/courier services, field supplies, etc. These items will be billed on a Not to Exceed basis, per Attachment A. 2.0 ASSUMPTIONS, MATERIALS TO BE SUPPLIED BY CLIENT, AND EXCLUSIONS 2.1 This proposal assumes efforts will build on prior work and project scoping information previously developed in support of the Town’s successful SLAF application. 2.2 The Client shall coordinate and provide any permits, easements, letters of permission, or documents required for property access to facilitate site study and design.
2.3 Structure details and other information relating to the existing roadway and upstream drainage network design – specifically, hydrologic and hydraulic information pertaining to culvert sizing, as is available.
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3.0 COMPENSATION 3.1 Basic compensation for the above scope of services as described, not including reimbursable expenses, shall be fixed fee or hourly as indicated below. Total fees shall not exceed $112,200 without written permission. Task Fee A. Easement Acquisition Support (Hourly, NTE) $ 9,900 B. WOTUS Delineation, Stream Assessment, & Survey (Fixed Fee) $ 6,200 C. Existing Conditions Survey (Hourly, NTE) $ 19,500 D. Cultural Resource and ETS Assessments (Fixed Fee) $ 2,200 E. 65% Concept Design Plan (Fixed Fee) $ 17,500 F. 100% Final Design Plan (Fixed Fee) $ 15,000 G. Clean Water Act Permitting (Hourly, NTE) $ 7,200 H. Meetings and Coordination (Hourly, NTE) $ 6,700 I. VSMP Permitting and SWPPP (Hourly, NTE) $ 1,800 J. Construction Oversight & Insp. (Hourly, NTE) $ 7,500 K. Construction Stakeout (Hourly, NTE) $ 8,200 L. As-built Survey (Hourly, NTE) $ 8,200 M. Reimbursable Estimate (NTE, per Attachment A) $ 2,300 3.2 The price is only fixed for thirty (30) days from the date of this proposal. 3.3 For additional services requested by, or agreed to in advance by the Client, compensation shall be computed on an hourly basis per Attachment A. EXCLUSIONS
1. Site-specific ETS or archeological investigations. Such investigations (e.g. bat
surveys) may be recommended by regulatory staff during permit review and
authorization. Task B will form the basis for the permit application effort and on
site studies, should they be required.
2. Geotechnical investigations or recommendations. This proposal assumes WSSI
will use standard practices and strategies for stream restoration. Should
geotechnical investigations of the existing parking lot or other areas be deemed
necessary, such studies shall be subject to a change order and involve
participation by a subcontractor.
3. Structural design of site features (trails, roads, bridges, etc.).
4. Performing a formal floodplain study or submissions to FEMA.
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4.0 SCHEDULE Upon approval of this task order, WSSI anticipates initial coordination with Town staff to procure necessary easements. Though the timeline for easement acquisition is beyond WSSI control, given that initial contact has been made and landowners have shown support, WSSI staff anticipates an easement acquisition period of approximately three (3) months. Easement acquisition may be concurrent with site survey and design, if deemed appropriate by the Client. When authorized by Town staff, WSSI will schedule on-site survey. We anticipate delineation and survey field work will be conducted within four (4) weeks of the Town’s request. Site specific data will be processed, and the conceptual design (65%) plan submitted for review and approval within 10-12 weeks following completion of field work. WSSI recommends submission of 65% plans to DEQ for review and approval. This allows for incorporation of design modifications and comments during final design development. DEQ review is anticipated to take 4-6 weeks. Following review and discussion of conceptual plans, WSSI will integrate comments based on feedback and prepare final plans and specifications within 6-8 weeks of receipt of conceptual plan comments. Clean Water Act permitting will be initiated during final plan development. The permitting effort is expected to take 2-4 weeks for preparation and submission, with agency reviewed expected to take 3-4 months prior to approval. Assuming a Notice to Proceed on this task order by mid-August 2022, WSSI anticipates final design development by early 2023, with permitting review and approvals occurring February-April 2023. Bidding would then occur in late spring with construction occurring during the summer of 2023, unless otherwise agreed upon during negotiations with landowners.
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WSSI Proposal #P19965B
Page 12 of 12
We trust that this proposal is responsive to your requirements, however, please do not hesitate to call if you have any questions. Your return of an executed copy of this task order, along with the items specified in Section 2.0, will serve as our notice to proceed. We sincerely appreciate your confidence in WSSI and look forward to working with you. Sincerely, WETLAND STUDIES AND SOLUTIONS, INC. Nathan A. Staley, PE, CFM, LEED® AP Manager - Engineering Enclosures CLIENT OR CLIENT'S AGENT ACCEPTANCE OF THIS PROPOSAL AND ENCLOSED GENERAL CONDITIONS: By signing below, you are creating a legal obligation between the client listed on this proposal and Wetland Studies and Solutions, Inc. (WSSI). This obligation cannot be transferred to a third party without prior written consent from both WSSI and the third party: _____________________________ ___________________ Signature Date Accepted By (print name): _____________________________ Client Name: _____________________________ CLIENT’S PREFERRED METHOD OF INVOICE SUBMISSION How would you like to receive invoices for this project?
Mail: Invoice(s) will be mailed to the address listed on this proposal.
E-mail: Invoice(s) will be emailed to _________________________
Other: Please provide instructions below: _________________________________________________ _________________________________________________ _________________________________________________
L:\Proposals\2022\SW VA\Town of Vinton_Woodland Place\Task Order\07252022P19965B.docx
Wetland Studies and Solutions, Inc. Central & Southwest VA
L:\Proposals\Proposal Attachments\Current Versions as docx\RATES_June 2022_Central & SW VA.docx June 2022
Attachment A
The following is a listing of the Wetland Studies and Solutions, Inc. (WSSI) rates for professional and reprographic
services for central and southwestern Virginia. These rates will remain in effect through December 31, 2022, after
which time they may be adjusted to reflect our current labor and overhead costs.
PROFESSIONAL SERVICES
Operations Manager $260.00
Director III $235.00
Director II $215.00
Director I $180.00
Principal III $225.00
Principal II $155.00
Principal I $130.00
Consultant V $190.00
Consultant IV $170.00
TYPICAL REIMBURSABLE COSTS
In-house Reprographic Services 1
Rate/Square Foot Rate/Sheet
Paper Cad plots (B&W) $0.35 B&W Xerox (8.5x11) $0.10
Paper Cad plots (Color) $0.75 Color Xerox (8.5x11) $0.85
Mylar Cad plots $2.00
Color Cad plots – Photo quality $4.00 Standard Report Supplies minimum $6.00/rpt
GIS and CAD system charges are included in billable rates. Reimbursable expenses shall include the following:
2
2
2
Commercial Grade Tablet GPS Unit (≥3 meters
2
Differential Grade GPS Unit (≤1 meter) @ $118 per day
The following expenses shall be charged at cost plus a 20% administrative processing fee:
Permit and review fees, public notice advertisements;
Air travel, rental vehicles, lodging and meals for sites not within commuting distance from local WSSI office;
Third party vendor photocopying or reproduction of drawings or documents as requested by Owner or consultants;
Postage and expedited delivery services requested by Owner or consultants;
Artifact Archival Storage Fees; and,
Third party consulting services, as authorized by Client, for services such as surveying, archeology, endangered
species searches, geotechnical surveys, septic field-testing, permeability tests, etc.
1 WSSI maintains hard copy files and report copies for our records, regardless of Client deliverables. These in-house copies will be
billed in accordance with the listed reprographic pricing.
2 Excluding operator; mobilization included in hourly, daily, weekly, or monthly rate.
Consultant III $150.00
Consultant II $135.00
Consultant I $115.00
Technician III $90.00
Technician II $80.00
Technician I $70.00
Assistant $55.00
Admin. Assistant $60.00
Intern $27.00
October 2019
Attachment B
WETLAND STUDIES AND SOLUTIONS, INC.
TECHNICAL SPECIAL CONDITIONS
1. Waters of the U.S.
Delineation
Method as defined in the Corps of Engineers Wetlands Delineation
Manual, Technical Report Y-87-1 (1987 Manual) and subsequent
guidance, and modified by the appropriate Regional Supplement such
as the Regional Supplement to the Corps of Engineers Wetland
Delineation Manual: Atlantic and Gulf Coastal Plain Region, Version
2.0 dated November 2010 or Regional Supplement to the Corps of
Engineers Wetland Delineation Manual: Eastern Mountains and
Piedmont Region (Version 2.0) dated April 2012.
that qualify as Waters of the U.S. Delineation (WOTUS) as defined in
Section 328.3 (a) of Final Rule for Regulatory Programs of the U.S.
Army Corps of Engineers (Federal Register Vol. 51, No. 219,
November 13, 1986).
2. Stream Assessments
For Resource Protection Area purposes and for the purpose of Clean
Water Act Section 404/401 and Virginia Water Protection Permit
Program permitting, streams will be assessed using both the Fairfax
County Perennial Stream Field Identification Protocol (May 2003) and
the North Carolina Division of Water Quality, Methodology for
Identification of Intermittent and Perennial Streams and their Origins,
Version 4.11 (2010) to determine whether streams are intermittent or
perennial (the North Carolina method also distinguishes ephemeral
streams).
3. Survey Control
control will be established using a Real Time Network GPS. All
surveys will be referenced horizontally to the local state plane
coordinate system and vertically to NAVD 88, except where the client
or local regulations require otherwise (e.g., Fairfax County, Virginia
requires the vertical datum – NGVD 29).
4. Land Survey
Location
conventional survey techniques (total station) or Survey Grade GPS (1
centimeter (cm) accuracy), depending upon field
conditions. Additionally, WSSI field wetland delineation location
surveys can be used to satisfy Table A item #18 in the New ALTA
Minimum Standards (Effective 2/23/16).
5. Mapping
Grade GPS
and are depicted for a graphical representation only. This does NOT
constitute a survey. The locations should be used for informational
purposes only; the accuracy provided by Mapping Grade GPS units
precludes their use for design purposes.
6. Bathymetric Survey forth in the U.S. Army Corps of Engineers (COE) Manual No. EM-
1110-2-1003, Engineering and Design, Hydrographic Surveying
WETLAND STUDIES AND SOLUTIONS
TECHNICAL SPECIAL CONDITIONS
Page 2 of 2
October 2019
pole), and/or Chapter 4 (sonar -- single beam acoustic depth
measurement).
7. Military Site Survey
sampling strategy will be employed for the excavation of identified
positive metal strikes, which will vary based on the density of positive
contacts identified within a 25-foot by 25-foot square area:
•Where the density of positive contacts is ≤ two per ±625
square feet (sq ft), all contacts will be excavated.
•Where the density of positive contacts ranges from three to
eight per ±625 sq ft, a ±50% sample of contacts will be
excavated.
•Where the density of positive contacts ranges from nine to
twenty per ±625 square feet, a 20% -50% sample of contacts,
as determined by the Principal Archeologist, will be excavated
•Where the density of positive contacts exceeds twenty per
±625 sq ft, a ±10% -20% sample of contacts, as determined by
the Principal Archeologist, will be excavated.
8. Phase I ESA
conformance with the protocol set forth in the American Society for
Testing and Materials (ASTM) E 1527-13, Standard Practice for
Environmental Site Assessments: Phase I Environmental Site
Assessment Process, Fifth Edition.
9.
Zoning Amendment,
Special Exception, or
Special Use Permit
Requests
the necessary studies for approval. For example:
•Prince William County: Reference Manual for Rezoning,
Special Use Permit, and Proffer Amendment Applications
•Loudoun County:
L:\Proposals\templates\Attachment C_Technical Special Conditions.docx
1
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
AUGUST 16, 2022, 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 December 22, 2022, staff was notified that the SLAF matching grant funds for
the Project have 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, 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 28, 2022, the Town issued a Request for Proposals (RFPs) for the
professional engineering, construction engineering, management, and inspection
services for the Project, and
WHEREAS, on February 1, 2022, Town Council adopted Resolution 2473, authorizing the
monies to be appropriated for the professional engineering services, construction
and related expenses of the Woodland Place Stream Restoration Project; and
WHEREAS, by March 3, 2022, the date of closing of the RFPs, the Town received five (5) sealed
Proposals from qualified consulting engineering firms to provide the said services;
2
and each Proposal was given to the five voting members of the Selection Committee
to be reviewed and scored; and
WHEREAS, on May 4, and 5, 2022, each of the four engineering firms were invited to give
technical presentations to and be interviewed by the Committee; and at the
conclusion of the interviews, the Committee discussed the strengths and
weaknesses of each firm, and the firms were ranked; and
WHEREAS, Staff contacted the listed references as submitted by the top-ranked firm, and the
Committee was briefed regarding the positive outcome of the reference checks; and
WHEREAS, A Notice of Intent to Award was issued to Wetland Studies and Solutions, Inc.
(WSSI), on June 7, 2022; and
WHEREAS, beginning in mid-June 2022, Staff has been in discussions with WSSI personnel
regarding their scope of services and fees proposal; and the said Proposal was
forwarded to the Town Attorney, for his review and approval; and
WHEREAS, the scope of services and fees proposal submitted by WSSI needs to be accepted,
and a contract needs to be executed for the professional engineering, construction
engineering, management, and inspection services for the Project.
NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby accept
the proposal and authorizes the Town Manager to execute a contract with WSSI, for the
professional engineering, construction engineering, management, and inspection services for the
Woodland Place Stream Restoration Project.
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:
_____________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
August 16, 2022
Department
Planning and Zoning
Issue
Consider adoption of a Resolution accepting the Assignments of Rights of the following real estate Tax
Parcel Nos. 060.15-07-17.00-0000, 060.15-07-52.00-0000, and 060.15-06-06.00-0000, located in the
Town of Vinton, and authorizing the exercise of the Assignments and closing on the necessary portions
of the properties along Walnut Avenue for the Walnut Avenue Bicycle and Pedestrian Accommodations
Project from 1st Street to W. Lee Avenue.
Summary
In order to construct the proposed bicycle and pedestrian accommodations along Walnut Avenue,
additional right-of-way and temporary construction easements are needed involving three properties.
The project will significantly improve pedestrian access and safety along Walnut Avenue and provide
safer bicycle accommodations. The construction project is funded by the Virginia Department of
Transportation (VDOT) Surface Transportation Block Grant (STBG) funds. The construction bid is
scheduled to be advertised by end of September 2022.
There are three properties involved:
• David S. McClung, 7 Walnut Avenue, Tax Parcel Number 060.15-07-17.00.
• Reed Street Baptist Church, 30 Walnut Avenue, Tax Parcel Number 060.15-07-52.00.
• Gene West, 101 Walnut Avenue, Tax Parcel Number 060.15-06-06.00
Attachments
Property Plats Showing the Needed Right-of-way and/or Easement.
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, AUGUST 16, 2022, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING, LOCATED AT 3ll S. POLLARD STREET, VINTON,
VIRGINIA
A RESOLUTION ACCEPTING THE ASSIGNMENTS OF RIGHTS TO
PURCHASE PORTIONS OF CERTAIN REAL ESTATE TAX PARCEL
NOS. 060.15-07-17.00-0000, 060.15-07-52.00-0000, AND 060.15-06-06.00-
0000, (COLLECTIVELY REFERRED TO AS THE “PROPERTY”)
LOCATED IN THE TOWN OF VINTON, AND AUTHORIZING THE
EXERCISE OF THE ASSIGNMENTS AND A CLOSING ON THE
PROPERTY.
WHEREAS, on September 21, 2017, staff submitted the Roanoke Valley Transportation
Planning Organization’s (RVTPO) Regional Surface Transportation Program
(RSTP)/Surface Transportation Block Grant (STBG) grant application for the
Walnut Avenue Bicycle and Pedestrian Accommodations Project: W. Lee Avenue
to 1st Street; and
WHEREAS, on March 22, 2018, the Project was one of the listed projects that RVTPO
approved and endorsed for the FY 19-24 RSTP Six-Year Financial Plan for
inclusion in the Virginia Commonwealth Transportation Board (CTB) Six-Year
Improvement Program; and
WHEREAS, in order to construct the proposed improvements, additional right-of-way and
temporary construction easements are needed that will involve three properties;
and
WHEREAS, the project will significantly improve pedestrian access and safety along Walnut
Avenue and provide safer bicycle accommodations; and
WHEREAS, the property owners have been made aware of the Project beginning in October
2021 and have been in conversations with Town personnel and the Town’s
consultant since May 2022, respectively; and
WHEREAS, Council finds it to be in the best interest of the Town of Vinton to accept the
Assignments of Rights and the Purchase Agreements attached hereto and
purchase the Property upon the terms and conditions stated therein; and
NOW THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following:
1. The Town accepts the Assignments of Rights to purchase the Property and agrees to each
and all of the covenants and conditions in the Purchase Agreements.
2
2. The Mayor and/or Town Manager is hereby authorized to execute all documents
necessary to purchase the Property, with the assistance of the Town Attorney, and to
arrange and consummate a closing in accordance with the terms and conditions of the
Purchase Agreements.
This Resolution adopted on motion made by __________________, seconded by ______________,
with the following votes recorded:
AYES:
NAYS:
APPROVED:
____________________________________
Bradley E. Grose, Mayor
ATTEST:
______________________________________
Susan N. Johnson, CMC, Town Clerk
1
Meeting Date
August 16, 2022
Department
Public Works
Issue
Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract
with Burleigh Construction Co, Inc. in the amount of $421,065.00 for the Rehabilitation of the Garthright
Bridge (Gus Nicks Blvd) over NS Railway.
Summary
The Town contracted with Mattern & Craig, Inc. to assist with coordination of the bid process and oversight
of the rehabilitation of the Garthright Bridge (Gus W. Nicks Blvd) over the NS Railway.
The Notice of Invitation for Sealed Bids was advertised in The Roanoke Times on June 16, 2022, and
directly distributed to various interested parties on June 22, 2022. A pre-bid meeting was held on June 22,
2022, and the due date for the sealed bids was July 15, 2022. At the public bid opening on July 15th, the
town received two bids for the project, and the breakdown is as follows:
Contractor’s Name Total
1. Burleigh Construction Company, Inc $495,565.00
2. Titan Industrial Services, Inc. $682,650.00
Due to both bids being in excess of the amount that the Town had budgeted for the project, the Town
negotiated the traffic control portion of the bid with Burleigh Construction, which resulted in a lower bid
of $421,065.00.
In consultation with Mattern & Craig, Inc., Staff recommends that Council accept the bid from Burleigh
Construction Company, Inc. for the rehabilitation of the Garthright Bridge (Gus Nicks Blvd) over NS
Railway.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
AUGUST 16, 2022 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
WHEREAS, the Town contracted with Mattern & Craig, Inc. to assist with coordination of the
bid process and oversight of the rehabilitation of the Garthright Bridge (Gus W.
Nicks Blvd) over the NS Railway; and
WHEREAS, the Notice of Invitation for Sealed Bids was advertised in The Roanoke Times on
June 16, 2022, and a pre-bid meeting was held on June 22, 2022; and
WHEREAS, at a public bid opening on July 15, 2022, Burleigh Construction Co., Inc. met the
bidding specifications and had the lowest bid in the amount of $495,565.00; and
WHEREAS, due to the bid being in excess of the amount that the Town had budgeted for the
project, the Town negotiated the traffic control portion of the bid, which resulted
in a lower bid of $421,065.00; and
WHEREAS, the bid needs to be awarded and a contract needs to be executed for the construction.
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 Burleigh Construction Co.,
Inc. in the amount of $421,065.00 for the rehabilitation of the Garthright Bridge (Gus Nicks Blvd)
over NS Railway.
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
August 16, 2022
Department
Council
Issue
Consider adoption of a Resolution appointing Andrew Keen, Finance Director, as Deputy Town
Treasurer
Summary
Lydia Verdillo, the current Deputy Town Treasurer is retiring from the Town effective August 31,
2022. To maintain adequate redundancy for absences and vacations, staff recommends Council
appointing Andrew Keen, Finance Director, as the new Deputy Town Treasurer effective
September 1, 2022.
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,
AUGUST 16, 2022 AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179.
WHEREAS, Lydia Verdillo, Deputy Town Treasurer, is retiring from the Town effective August
31, 2022; and
WHEREAS, Andrew Keen, Finance Director, is eligible and willing to serve as the new Deputy
Town Treasurer effective September 1, 2022, in order to maintain continuity of
services in the absence of the Town Treasurer.
NOW, THEREFORE, BE IT RESOLVED that Vinton Town Council does hereby appoint
Andrew Keen, Finance Director, as the Deputy Town Treasurer in the Town of Vinton effective
September 1, 2022.
This Resolution was adopted on motion made by ___________________, seconded by
______________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
____________________________________
Bradley E. Grose, Mayor
ATTEST:
_________________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
August 16, 2022
Department
Finance/Treasurer
Issue
Consider approval of the May 31, 2022 Financial Report
Summary
Andrew Keen and Cody Sexton will present the May 31, 2022 Financial Report for approval by
Council.
Attachments
May 31, 2022 Financial Report Summary
Recommendations
Motion to approve May 2022 Financial Report
Town Council
Agenda Summary
Financial Report Summary
May 31, 2022
Adopted Revised YTD MTD YTD Remaining %
Budget Budget Posted Posted Balance YTD
Revenues 8,032,258 7,360,031 1,360,906 8,140,032 780,000 111%
Expenditures 8,032,258 8,020,460 786,498 7,092,119 (928,341) 88%
Revenues over/(under) Expenditures (660,429) 574,408 1,047,913
Revenues 384,800 8,772,845 46,628 4,565,514 (4,207,331) 52%
Expenditures 384,800 8,763,166 102,943 692,544 (8,070,622) 8%
Revenues over/(under) Expenditures 9,679 (56,315) 3,872,970
Revenues 4,513,595 3,913,558 736,903 4,388,725 475,167 112%
Expenditures 4,513,595 4,142,805 180,429 4,435,482 292,677 107%
Revenues over/(under) Expenditures (229,247) 556,474 (46,756)
Revenues 835,000 1,830,350 45,833 504,167 (1,326,183) 28%
Expenditures 835,000 1,864,573 100,698 697,257 (1,167,316) 37%
Revenues over/(under) Expenditures (34,223) (54,864) (193,090)
Revenues 414,328 928,423 276,966 768,575 (159,848) 83%
Expenditures 414,328 914,070 19,596 596,426 (317,644) 65%
Revenues over/(under) Expenditures 14,353 257,370 172,149
Revenues 14,179,981 22,805,208 2,467,237 18,367,013 (4,438,195) 81%
Expenditures 14,179,981 23,705,074 1,190,164 13,513,829 (10,191,246) 57%
Revenues over/(under) Expenditures (899,866) 1,277,073 4,853,184
Date07/19/22 TOWN OF VINTON, VIRGINIA
CASH AND INVESTMENT REPORT
Month Ending 31May2022
BAL FWD ACT HIST END BAL
01Jul2021 01Jul2021
31May2022 31May2022
General Fund
General Fund Cash
General Checking Account 2,369,351.52 1,167,751.43 3,537,102.95
Treasurer - Petty Cash 100.00 100.00
Treasurer - Change Fund 1,100.00 1,100.00
Treasurer - Swimming Pool
Treasurer - Farmer's Mkt 50.00 50.00
Treasurer - Investigative FD 1,000.00 1,000.00
DCJS - Operating Cash
------------ ------------ ------------
Total General Fund Cash 2,371,601.52 1,167,751.43 3,539,352.95
General Fund Investments
Pinnacle Bank Money Market 591,697.44 739.64 592,437.08
Bank of Botetourt CD 1,697,551.15 1,697,551.15
L.G.I.P 109.81 .04 109.85
Vinyard Flower Fund Irr Trst 20,875.00 34.38 20,909.38
Police Evidence/Found Fund 26,708.13 (1,499.00) 25,209.13
------------ ------------ ------------
Total General Fund Investments 2,363,649.66 (2,223.94) 2,361,425.72
Total General Fund 4,708,543.05 1,167,026.49 5,875,569.54
============ ============ ============
Grant Fund
Grant Fund Cash
ARPA Cash Account 4,053,297.66 4,053,297.66
General Checking Account 3,980,961.97 (4,161,248.48) (180,286.51)
------------ ------------ ------------
Total Grant Fund Cash 3,980,961.97 (107,950.82) 3,873,011.15
Total Grant Fund 3,980,961.97 (107,950.82) 3,873,011.15
============ ============ ============
Utility Fund
Utility Fund Cash
General Checking Account 1,719,181.19 550,681.00 2,269,862.19
Utility Deposits 45,300.00 (45,200.00) 100.00
------------ ------------ ------------
Total Utility Fund Cash 1,764,481.19 505,481.00 2,269,962.19
Utility Fund Investments
Pinnacle Bank Money Market 982,264.51 1,227.84 983,492.35
------------ ------------ ------------
Date07/19/22 TOWN OF VINTON, VIRGINIA
CASH AND INVESTMENT REPORT
Month Ending 31May2022
BAL FWD ACT HIST END BAL
01Jul2021 01Jul2021
31May2022 31May2022
Total Utility Fund Investments 982,264.51 1,227.84 983,492.35
Total Utility Fund 2,746,745.70 506,708.84 3,253,454.54
Capital Fund
Capital Fund Cash
General Checking Account 1,391,774.21 (218,667.80) 1,173,106.41
------------ ------------ ------------
Total Capital Fund 1,391,774.21 (218,667.80) 1,173,106.41
============ ============ ============
Stormwater Fund
Stormwater Fund Cash
General Checking Account 304,355.13 144,983.28 449,338.41
------------ ------------ ------------
Total Stormwater Fund Cash 304,355.13 144,983.28 449,338.41
------------ ------------ ------------
Cash All Funds
Total General Fund Cash 2,371,601.52 1,167,751.43 3,539,352.95
Total Grant Fund Cash 3,980,961.97 (107,950.82) 3,873,011.15
Total Utility Fund Cash 1,764,481.19 505,481.00 2,269,962.19
Total Capital Fund Cash 1,391,774.21 (218,667.80) 1,173,106.41
Total Stormwater Fund Cash 304,355.13 144,983.28 449,338.41
------------ ------------ ------------
Total Cash All Funds 9,813,174.02 1,491,597.09 11,304,771.11
Investments All Funds
Total General Fund Investments 2,336,941.53 (724.94) 2,336,216.59
Total Utility Fund Investments 982,264.51 1,227.84 983,492.35
------------ ------------ ------------
Total Investment All Funds 3,319,206.04 502.90 3,319,708.94
Total Cash & Investment All Funds 13,132,380.06 1,492,099.99 14,624,480.05
============ ============ ============
Restricted Funds
DCJS Forfeitures Fund 23,517.89 (13,673.40) 9,844.49
Police Donations 9,390.33 2,414.00 11,804.33
ATF Forfeitures Fund 347,123.09 (74,154.60) 272,968.49
Flex Benefit Spending Fund 1,376.34 1,376.34
CDBG Loan Program 62,883.81 10,054.33 72,938.14
Police Community Grant 9,390.33 2,414.00 11,804.33
Senior Program Fund 574.43 574.43
Date07/19/22 TOWN OF VINTON, VIRGINIA
CASH AND INVESTMENT REPORT
Month Ending 31May2022
BAL FWD ACT HIST END BAL
01Jul2021 01Jul2021
31May2022 31May2022
Veteran's Monument Fund 19,818.71 231.00 20,049.71
Utility Deposit Account 45,300.00 (45,200.00) 100.00
ARPA SLFRF Fund 4,053,297.66 4,053,297.66
------------ ------------ ------------
Total Restricted Funds 509,984.60 3,932,968.99 4,442,953.59
============ ============ ============
Meeting Date
August 16, 2022
Department
Public Works
Issue
Public Works Committee
Summary
The Public Works Committee met on July 27, 2022 and the following items were discussed at the
meeting:
• Chicken Ordinance Discussion
• Right of Way Mowing Ordinance Discussion
• Signal Update
• Hardy Road Street Light Update
• Paving Update
• Striping
• Mountain View Road Update
• Garthright Bridge Update
• Utility Transition Update
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary