HomeMy WebLinkAbout10/15/2019 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, October 15, 2019
AGENDA
Consideration of:
A. 7:00 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 Council meeting of October 1,
2019
G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
1. Police Department Officer of the Quarter/1st Quarter Report – Chief Tom Foster
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 on a request to revise Water and Wastewater
Fees and Charges Schedule pursuant to authority granted by Virginia Code §§
15.2-2111. 15.2-2119 and 15.2-2122, according to the Vinton Town Code, Chapter
24, Utilities, Section 94-22 Fees and charges for water service and Section 94-74,
Fees and charges for wastewater service.
a. Open Public Hearing
• Report from Staff – Anne Cantrell
• Receive public comments
• Council discussion and questions
b. Close Public Hearing
c. Action to be taken on November 5, 2019
Keith N. Liles, Vice Mayor
Sabrina McCarty, Council Member
Janet Scheid, Council Member
Michael W. Stovall, Council Member
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
J. TOWN ATTORNEY
K. TOWN MANAGER
1. BRIEFINGS
2. ITEMS REQUIRING ACTION
a. Consider adoption of a Resolution approving and adopting the Roanoke
Valley-Alleghany Regional Hazard Mitigation Plan dated August 15, 2019 -
Anita McMillan
b. Consider adoption of a Resolution awarding an engineering services
contract and authorizing the Town Manager to execute the contract with
Mattern & Craig for the Walnut Avenue Bicycle and Pedestrian
Accommodations Project – 5th Street to Town West Limits – Anita
McMillan
3. COMMENTS/UPDATES
L. REPORTS FROM COUNCIL COMMITTEES
M. MAYOR
N. COUNCIL
O. CLOSED SESSION
1. Request to Convene in Closed Meeting, Pursuant to §2.2-3711(A)(5) for discussion
concerning a prospective business interested in locating in the Vinton downtown
area where no previous announcement has been made of the business' interest in
locating its facilities in the community.
2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (7) for
consultation with legal counsel and briefings by staff members pertaining to actual
litigation, where such consultation or briefing in open meeting would adversely
affect the Town's negotiating or litigating posture.
P. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING
Q. ADJOURNMENT
NEXT TOWN COUNCIL/COMMITTEE MEETINGS:
October 21, 2019 – 2:00 p.m. – Finance Committee Meeting – TOV Conference Room
November 5, 2019 – 7:00 p.m. – Council Meeting - Council Chambers
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT.
efforts will be made to provide assistance or special arrangements to qualified individuals with
disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at
least 48 hours prior to the meeting date so that proper arrangements may be made.
Meeting Date
October 15, 2019
Department
Town Clerk
Issue
Consider approval of minutes of the Regular Council meeting of October 1, 2019
Summary
None
Attachments
October 1, 2019 minutes
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
1
MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M.
ON TUESDAY, OCTOBER 1, 2019, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
MEMBERS PRESENT: Bradley E. Grose, Mayor
Keith N. Liles, Vice Mayor
Sabrina McCarty
Janet Scheid
Michael W. Stovall
STAFF PRESENT: Barry W. Thompson, Town Manager
Susan N. Johnson, Executive Assistant/Town Clerk
Jeremy Carroll, Town Attorney
Pete Peters, Assistant Town Manager/Director of Economic
Development
Fabricio Drumond, Deputy Police Chief
Anne Cantrell, Finance Director/Treasurer
Anita McMillan, Planning & Zoning Director
Joey Hiner, Public Works Director
7:00 p.m. The Town Clerk called the roll with, Council
Member Scheid, Council Member McCarty Council
Member Stovall, Vice Mayor Liles
present.
Roll call
After a Moment of Silence, Debbie Adams led the
Pledge of Allegiance to the U.S. Flag.
Under upcoming community events, Council
Member McCarty announced the following: October 5
– 10:00 a.m.- 4:00 p.m. – Big Lick Ocktoberfest/Vinton
Fall Festival – Downtown/Farmers’ Market; October 5
- 4-10 p.m. – Rocktoberfest – Twin Creeks Brewery;
October 7 – 6:00 p.m. - Burgers and Boot Camp –
Farmers’ Market; October 11 – Virginia Tech Hockey
vs Louisville 7:30 p.m. – Lancerlot; October 12 –
Virginia Tech Hockey vs Kentucky – 7:30 p.m. –
Lancerlot; October 12 – 7-10:00 p.m. - Mingle at the
Market with Five Dollar Shake - Farmers Market, 7-10
p.m. and October 13 – Virginia Tech
Maryland – 7:30 p.m. - Lancerlot.
Under requests to postpone, add to or change the
order of agenda items, the Town Manager requested
to add under Section J,
Items Requiring Action, Item (b) to consider adoption
repairs to Blue Ridge Parkway closures (between MP
106 – MP 112 and Roanoke Mountain Loop Road at
2
Vice Mayor Liles made a motion to approve the
Consent Agenda as presented; the motion was
seconded by Council Member Scheid and carried by
the following vote, with all members voting: Vote 5-0;
Yeas (5) – McCarty,
Nays (0) – None.
Approved minutes of Regular Council
meeting of September 17, 2019
The next item on the agenda was a briefing on the
proposed adoption of the Roanoke Valley-Alleghany
Regional Hazard Mitigation Plan. Anita McMillan first
commented the first Regional Plan was the Pre-Disaster
Mitigation Plan which was adopted in 2013. The new
Plan has to be prepared and adopted in order for each
locality to receive any federal mitigation grant funds.
The review
pertinent parts of
agenda package. The Committee completed the Plan
in early May and submitted it to the Virginia Department
of Emergency Management (VDEM) for their review and
approval. After VDEM approved the Plan at the end of
May, it was
Management Agency) and the
Resolution.
Council Member Scheid asked if the Town was still in
responded that the Town is currently Level 8. A
recertification has to be done every year by August 1st
and the one for this year has been approved. After five
years, the Town would like to go to Level 7. Staff is trying
to get Roanoke County to go to Level 7 because they
are storm ready. We can receive extra credit because
being storm ready. The City of Roanoke is Level 7 and
the Town and the County are both at Level 8.
The next item on the agenda was a briefing on the
Pedestrian Accommodations Project –
Town West/City of Roanoke Limits. Anita McMillan first
commented that when the grant was
Transportation Program) it was for a pedestrian bridge
over Tinker Creek.
grant and complete the Glade Creek Greenway Phase
I, we felt that the pedestrian bridge was not needed and
the funds would be
Avenue by adding sidewalk and bike lane.
3
The Agreement with VDOT was signed last year and in
April of this year the RFP (Request for Proposal) was
advertised and six (6) proposals were received. The
Town’s Selection Committee reviewed the proposals,
interviewed four (4) firms and ranked them. Mattern &
Craig was ranked the highest.
Services was provided with the agenda package. The
total cost of the project is $1,446,282.00 and will go from
5th Street to the Town’s West limits. The final Scope of
Services and the Contract will be on the October 15th
agenda for action by Council.
adoption of an Ordinance to amend C
Cats, Section 10-93, Beekeeping of the Town Code
The Town Manager commented that
briefed on the proposed Ordinance at their September
17th meeting by Nathan McClung
Zoning Department
School (WBMS) Beekeeping Club. The Club made an
excellent presentation at their meeting. There was
one question that came up regarding Section (b) (5) of
the Ordinance and the language has been amended to
“shall provide access”
Ordinance that was a part of the agenda package.
Vice Mayor Liles made a motion to a
Ordinance as presented; the motion was seconded by
Council Member Stovall and carried by th
roll call vote, with all members voting: Vote 5-0; Yeas
(5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0)
– None.
Adopted Ordinance No. 1006 to
Cats, Section 10-
the Town Code
The next item on the agenda was the added item
Resolution in support of immediate funding for repairs
to Blue Ridge Parkway closures (between MP 106 –
120). The Town Manager commented that he and
the Town Clerk have been working with Catherine Fox,
Development) for the Virginia’s Blue Ridge (VBR) in
developing the Resolution.
The template for the Resolution has been sent to our
surrounding localities and he has talked with each of
the Managers/Administrators
October, we are anticipating that they will each adopt
meeting dates are Roanoke County-October 8, Town
4
Roanoke City-October 10, Salem City-October 14,
Town of Rocky Mount-October 14, Franklin County-
October 15, Botetourt County-October 22 and Bedford
County-October 28
bodies have adopted the Resolution, we have asked
that their Clerks forward a copy to Ms. Fox at the VBR
and we will work with Ms. Fox in putting together
packets to be sent to the Director of the National Park
Service, Governor Northam, Congressmen Kline and
legislators and any other individuals recommended by
the other localities.
In addition to the R
advantage of. The Blue Ridge Parkway has also been
very good to work with during this process.
In response to a question from Council Member Stovall
about the delay in the repair, the
responded they have indicated it is closed indefinitely
Administration inspected the section from Route 24 to
Route 460 and found that some box culverts had failed
Yesterday, September 30th, was the end of the federal
fiscal year and today, October 1st is the beginning of it
and they still say they do not have the funding. This
will have a huge economic impact on this area with the
Fall season and the number of people that it draws.
Council Member Scheid commented that s
supports the Resolution; however, since there is a lot
more traffic coming through Vinton now, we need to do
whatever we can to capitalize on it and take advantage
of the situation that we have very little control over.
Council Member Scheid made a motion to adopt the
Resolution as presented; the motion was seconded by
Council Member McCarty and carried by the following
roll call vote, with all members voting: Vote 5-0; Yeas
(5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0)
– None.
Adopted Resolution No. 2321 in
closures (between MP 106 – MP 112
and Roanoke Mountain Loop Road at
MP 120)
Under the Town Manager’s comments/updates, the
Town Manager
4th at 12:30 p.m., the Vinton Planning Commission will
ordinance and Council is invited to attend. Ms.
McMillan commented that two VDOT personnel have
been invited that handle subdivision ordinances for the
5
VDOT. Our current subdivision Ordinance is from
1996 and does not require developers to put in
sidewalks
along with the widths of the right-of-way to try and
increase the walkability and slowing of traffic.
briefing at the last meeting on the increase in the water
and wastewater rates, Anne Cantrell developed an
informational brochure. Ms. Cantrell provided Council
with copies of the brochure for their information. The
Hearing will be at the October 15th Council meeting
Once the Ordinance is adopted, the brochure will be
included with the utility bills.
With regard to the Joint Economic Development Tour
October 10th, the Town Manager commented that the
original agenda has been revised. Pete Peters next
commented that the tour will still be from 4:00-6:00
p.m., but will now start and end at the War Memorial
and there will not be a dinner.
comments and discussion regarding the aspects of the
tour.
With regard to the dinner, Mr. Peters commented that
the meeting was originally scheduled to end
dinner in order to have a wrap-up discussion. The
Town Manager commented that the request to adjust
the schedule came from Roanoke County. After
additional comments and discussion,
planned, but to contact the Roanoke County Board of
scheduled in the near future.
Comments from Council: Council Member Scheid
commented on the ribbon cutting for the Hinchee Trail
on Saturday and the annual Greenway picnic. The
Trail, which is a connection to Carvins Cove is going to
be invaluable to our Greenway system and our efforts to
make Virginia’s Blue Ridge a huge ecotourism site.
Council Member Stovall asked Joey Hiner about the
yellow lines that have been painted down Mountain View
Road and are they going to dig for gas again. Mr. Hiner
responded he does not know, but that yellow is for gas.
The Town Clerk reminded Council that the VML
Conference begins on Sunday afternoon for those that
6
regarding the itinerary for the Conference and the Town
Clerk commented she would send everyone information.
the meeting; the motion was seconded by Vice Mayor
Liles and carried by the following vote, with all members
voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall,
Liles, Grose; Nays (0) – None. The regular meeting was
adjourned at 7:54 p.m.
Regular Meeting adjourned
The Mayor called the Work Session to order at 7:55
p.m. for further discussion
Committees and planning for the Council Retreat.
procedures for the Council Committees needed to be
modified so everyone on Council knows what is being
discussed and can have an opportunity to request that
meetings would help in getting the information out to
Council.
Council Member Stovall commented that minutes can
liaison. If an item is discussed in one of the Committee
Town Clerk, for ex
The line of communication needs to be better.
Council Member Scheid commented on the Committee
Folder in Dropbox where agendas and minutes of the
meetings can be found.
Finance Committee folders are relatively up-to-date;
however, the Public Safety folder has not had anything
added since 2017 and there was a meeting in 2018.
With regard to the Economic Development Committee,
Council Member Scheid
different beast and is the Committee that causes the
appointment with Mr. Peters to get an update because
there is only so much you can put in minutes or say in
this public session without endangering projects. Mr.
with all five Council members every week.
members of Council are asked about in the community
and not having the informa
appropriate response. The Town Attorney commented
7
up in public and discussed, then that would constitute
public disclosure and you would not be able to go into
closed session about it any longer.
members of the governing body are invited to attend
Town Clerk commented that all Committee meetings
attend.
Committee would handle comments from someone to
Committee. The Town Attorney responded that to the
extent you have a Committee that is an open meeting,
anyone would be able to comment just like any other
member of the committee. If the Committee goes into
members of the Committee vote to go in and out of the
C
purpose and it is an advisory committee that will come
back and make recommendations to you, then whether
you have one or two members you still have to treat it
like a body that has to go through FOIA.
Council Member McCarty made comments regarding
Council Member Scheid recommended rotating every
two years by keeping one person on and rotating one
person off so there is always some continuity. Council
Member McCarty next commented that she would like
would be a conflict of interest when a bid is sent out to
different financial institutions and the one she works for
is
normally the Treasurer looks around and decides on
because we do have a Council Member with a financial
institution with our money we want to make it very clear
that institution has the best interest rate. The Town
conflict of interest because Council Member McCarty
would not be the final decision maker on the rates or
the services provided to the Town.
The Town Manager next commented that we now post
the Committee meeting agendas in Dropbox. We can
start emailing them to Council when they are sent out
8
to be discussed, we can add it to the agenda for that
meeting.
considering running for Council need to know what is
Council Committee meetings or other meetings. The
Town Clerk commented that Council had adopted an
Council Member Scheid commented that when talking
to someone who is thinking about running, it is a good
idea to let them know that there is a time commitment,
not to steer them off, but to let them know it is more
than two meetings a month.
The next item was planning for the Council Retreat.
The Mayor first commented that the date has been
changed several times.
properly
discussion at the Retreat. Since the job of Council is
to set policy and to provide oversight, he would like to
Committees that was just discussed,
before the Retreat. Another date does need to be set.
Council Member Stovall commented that we need to
update the five-
vision the staff has moving forward. Council Member
Scheid suggested that we discuss where we need to
years. The Town Manager commented that we have
not updated the capital improvement plan in a number
of years and that staff has already started working on
a five to seven-year plan to present to Council.
Council Scheid next commented that
ago the housing situation in Town was discussed at a
Retreat and what we are doing now with the housing
retreat is important for planning. She then asked for
an update on w
improvements that we approved, which can be done at
one of our regular Council meetings.
send their top three topics to the Town Manager and
the Town Clerk.
Friday, February 21, 2020 from 8:00 a.m. to 5:00 p.m.
The Work Session was adjourned at 8:21 p.m.
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APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
______________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
October 15, 2019
Department
Police
Issue
Police Department Officer of the Quarter Award and Quarterly Report
Summary
Chief Foster will read his Memo and recognize the recipient of the Officer of the Quarter Award.
The first quarter report for the Department will also be presented.
Attachments
First Quarter Report
PowerPoint presentation
Recommendations
No action required
Town Council
Agenda Summary
Accidents 111 Accident Fatality 0
Animal Control 216 Accident Personal Injury 20
911 Hang-up 104 Accident Property Damage 74
Abandoned Vehicle 11 Hit and Run Injury 0
Abduction 0 Hit and Run Proberty Damage 17
Annoying Communication 12 Animal Ordinance 36
Assault with Weapon 0 Attack Animal 0
Assist Police 54 Attack Person 6
Bank Robbery 0 Barking 14
Bomb Threat 0 Bear 1
Brandishing Firearm 1 Code Enforcement 54
Break in Business / Residence 15 Cruelty 24
Burglar Alarm Business/Residence 49 Dead Animal in road 1
Civic/Crime Prevention 16 Dog At Large 20
Civil Advice 207 Injury/Sick 10
Community Policing 185 Livestock 0
Death Investigation 0 Neglect 1
Deliver Message/Town Admin Requests 2 Snake 1
Disabled Vehicle 32 Stray 17
Discharge Firearm 14 Trap Calls 12
Discharge Fireworks 3 Wildlife 19
Disturbance / Disturbance with weapon 122 Mental Subject 4
Domestic Calls 58 Missing Person 6
Drug Overdose 5 Paper Pickup/Paper Service 152
Drug Possession 57 Parking Enforcement 0
Drunk Driver 20 Personal Assault 1
Drunk Subject 9 Personal Assault Child 2
ECO/TDO 16 Property Damage 19
Escort 41 Prowler 1
Fight/Fight with weapon 6 Unauthorized Use of Vehicle 3
Fire and EMS Calls 30 Radar 28
Follow Up 140 Reckless Driving 55
Fraud/Forgery 40 Recovered Property 28
Gambling 0 Road Blocked 10
Homicide 0 Robbery 4
Illegal Dumping 1 Runaway 2
Improper Parking 45 Screams for Help 3
Indecent Exposure 1 Security Checks 136
Juvenile Problems 44 Shoplifting 12
Keys Locked in Vehicle/Child Locked in vehicle 40 Stalking 0
Larceny from Vehicle 15 Stolen Vehicle 5
Larceny of Tags 1 Suicide Attempt/Threats 4
Larceny Other 38 Suspicious 353
Littering 0 Threats 11
Lookout 36 Traffic Stops 1046
Lost Firearm 0 Traffic Summons Issued 492
Loud Music/Loud Party/Noise Violations 28 Trespassing 19
Malicious Wounding 2 Well Being Check 135
Meth Lab 0 Work Traffic 38
Total CAD Incidents 3904
REPORTS WRITTEN
Abandoned Vehicle 1 Juvenile 14
Abduction 0 Larceny 32
Accident Reports 38 Liquor Law Violations 0
Animal Control 6 Littering 0
Annoying Communication 0 Mental Subject 0
Assault 12 Missing person/Runaway 0
Burgulary 4 Obstruction Of Justice 1
Child Abuse/Neglect 2 Other Calls 7
Counterfeiting 0 Overdose 2
Crisis Intervention 15 Pursuit 2
Death Investigation 2 Pornography 0
DIP- Drunk In Public 13 Property Damage 13
Disturbance Calls 6 Recovered Property 15
Domestic Calls 36 Robbery/Attempted Robbery 3
Drug Cases 67 Search Warrant 0
Driving Under Susp/Rev 6 Sex Offense 0
DUI- Drunk Driver 25 Stolen/Recovered Vehicle 0
ECO/TDO 0 Suspicious 5
Embezzlement 0 Tampering With Vehicle 2
Forgery 3 Threats 2
Fraud 21 Traffic 3
Hit and Run 10 Trespassing 0
Indecent Exposure 0 Violate Protection Order 2
Information Report 8 Well being check 4
Total Reports Written 382
Quarter 1
Quarter 1
Ac
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e
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t
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t
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e
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t
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e
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s
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e
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Su
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I
s
s
u
e
d
Pa
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k
i
n
g
T
i
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k
e
t
s
Foster 102 0 0 0 0 0 0 0
Cummings 150 0 0 0 0 0 0 0
Austin 157 0 0 0 0 0 0 0
Bailey 182 0 3 1 3 8 50 3
Hurt, S 186 0 0 0 0 0 4 0
Drumond 187 0 0 0 0 0 0 0
Lawless 190 2 13 0 1 14 20 0
Hill 193 0 0 0 0 1 0 0
Froeschl 196 2 2 0 0 2 17 1
Caldwell 199 0 4 1 0 10 11 6
Keith 203 2 6 0 1 7 91 2
Chapman 205 0 10 0 0 12 7 0
Bray 206 5 13 0 2 18 16 0
Shrewbury 207 3 30 15 10 43 152 0
Stafford 208 1 22 7 7 32 22 0
Hoover 209 2 14 0 2 15 12 0
DiCarlo 210 5 11 0 6 9 18 0
Oconnor 214 5 12 0 2 10 8 0
Mitchell 215 3 41 0 22 51 9 0
Brown 218 2 3 0 3 3 21 0
Alterio 219 1 4 0 4 11 6 0
Shively 220 1 14 0 4 15 21 1
TOTAL 34 202 24 67 261 485 13
1st Quarter Report
Presented by: Chief Thomas L. Foster
July –September 2019
2 Vinton Police Department
Highlights from Quarter 1 Statistics
3 Vinton Police Department
•Total Calls for CAD Incidents: 3904
•Total Reports Written: 344
•Traffic Stops: 1046
•Traffic Summons Issued: 492
•Traffic Accidents: 111
•Drug Cases: 67
Criminal Investigations Division Report
4 Vinton Police Department
•Total Cases for July –September Quarter: 25
•Cleared with an arrest: 8
•Closed without an arrest: 17
•Credit Card Fraud
•3 total cases with 1 cleared by arrest and 1 to be a direct
indictment.
•Obtaining Money by False Pretense
•3 total cases with 2 currently pending and 1 inactive.
•Larceny
•4 total cases with 3 inactive and 1 active.
•Robbery with a weapon
•1 total case with an arrest made.
•Child sex cases
•2 total cases with 1 arrest made and 1 case pending.
•Burglary
•2 total cases that are pending.
•Malicious Wounding
•1 total case with the arrest of 2 suspects made.
•Possession of Child Pornography
•1 total case with 1 arrest made.
*CID also followed up on numerous cases involving
Scams and Domestic Violence.
Animal Control Quarterly Report
5 Vinton Police Department
Total CAD Incidents: 216
Code Enforcement Report
6 Vinton Police Department
July
•16 calls
August
•19 calls
September
•19 calls
Total Calls: 54
All requests through Request Tracker for
this quarter are now in compliance
with the Town Code.
Records Management Report
Vinton Police Department
Warrants
Entered
Into RMS
VCIN
Validations
Summons
Entered
Weapons
Permit
Checks
Merged
Reports
FOIA
Requests
Officer
Subpoenas’
Processed
Criminal
Histories
Checked
July 142 24 123 7 250 15 51 33
Aug 113 31 149 10 177 24 109 23
Sept 168 12 179 5 200 30 63 25
Total 423 67 451 22 627 69 223 81
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Events/Overtime
•July
•Charity Car Show for Rowan Price
•DUI Checkpoints
•DUI Individual Patrols
•Mingle in the Market
•CIT at LGH
•Rosie’s Gaming Emporium Car Giveaway
•3rd Annual Feeding America SWVA Food Truck Fest
•August
•National Night Out
•Mingle in the Market
•DUI Individual Patrols
•Connor Block Party
•DUI Individual Patrols
•DUI Checkpoints
•Boxley Paving
•CIT at LGH
Vinton Police Department8
•September
•Steak Festival
•DUI Checkpoints
•DUI Individual Patrols
•Fifth Quarter at Thrasher Memorial Church
•Rosie’s Event
•Mingle on the Market
•The Special Olympics Law Enforcement Car Show
•CIT at LGH
Training
•July
•The Bulletproof Mind
•Biased Policing
•August
•Limited Access Certification –VCIN
•CPR & First Aid Training
•September
•Grants Management Workshop
•CPR & First Aid Training
•Honor Guard Training
•Reid Technique of Interviewing & Interrogation
Vinton Police Department9
1
Meeting Date
October 15, 2019
Department
Administration
Issue
Consideration of public comments on a request to revise Water and Wastewater Fees and Charges
Schedule by an increase for FY2020 and an increase of 6.0 percent for FY2021, FY2022, and
FY2023, pursuant to authority granted by Virginia Code §§ 15.2-2111, 15.2-2119 and 15.2-2122,
according to the Vinton Town Code, Chapter 24, Utilities, Section 94-22 Fees and charges for
water service and Section 94-74, Fees and charges for wastewater service.
Summary
In 2019, the town hired Davenport & Co. to complete a study evaluating our water and wastewater
system. The study aimed to evaluate a five year plan for operations and capital investment, based
on the performance from the previous study in 2013. The capital investment plan was developed
through staff evaluation of priorities based on age, failure incidents, fire suppression supply, and
economic development opportunities. Three critical needs for the system include: upgraded
meters, an upgrade to a sewer pump station, and for a new well site to be brought online which
would allow for an underperforming well site to be taken offline.
The major projects funded as proposed are as follows:
1. Water Infrastructure - $4.5 Million
2. Sewer Infrastructure - $3.5 Million
3. Equipment Needs - $0.2 Million
4. Building/Services - $0.1 Million
The town would fund a portion of these capital improvements through debt issuance and another
portion of these improvements would be funded through cash available after operations.
The current rate structure of the town allows for the first 3,000 gallons to be exempt for volumetric
charge on bi-monthly bills. The town staff and consultants have proposed reducing the monthly
service charge rate and increasing the volumetric charge to charge for all consumption used by the
customer.
Agenda Summary
2
Attachments
Draft Ordinance
Recommendations
Conduct Public Hearing
Action to be taken on November 5, 2019
1
ORDINANCE NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON
TUESDAY, NOVEMBER 5, 2019, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF
THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA.
AN ORDINANCE to adopt water and wastewater rates and charges for residential/
commercial/institutional/industrial users pursuant to authority granted by Virginia Code §§ 15.2-
2111. 15.2-2119 and 15.2-2122, according to the Vinton Town Code, Chapter 24, Utilities, Section
94-22 Fees and charges for water service and Section 94-74, Fees and charges for wastewater
service and establishing an effective date.
WHEREAS, establishing rates and charges for service is the responsibility of Town Council; and
WHEREAS, the Utility Fund is an enterprise fund and expected to generate revenues to cover all
associated costs of providing public water and wastewater services; and
WHEREAS, the Town proposes capital equipment purchases and other capital improvements for
the Town; and
WHEREAS, the Town Council supports the principle that utility fund costs should be shared in a
fair and equitable manner amongst all customer classes; and
WHEREAS, a public hearing was advertised and held on October 15, 2019, and all public
comments have been considered by Council; and
WHEREAS, the recommended, water and wastewater rate increases for residential, commercial,
institutional, and industrial customers will result in fair and equitable water and
wastewater rates and charges amongst customer classes.
NOW, THEREFORE, BE IT ORDAINED by the Vinton Town Council that the increased
residential/commercial/institutional/industrial water and wastewater rates and charges shown on
the attached Rates & Charges Schedule for Water and Wastewater Service to become effective
with the January 2020 billing for any water and wastewater billed on or after those dates and
effective with the July 2020 billing, all bi-monthly customers will move to monthly billing. Said
Schedules are hereby incorporated by reference, enacted, approved and established.
2
This Ordinance 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
Current Proposed Proposed Proposed Proposed
FY 2020 (July - Dec)FY2020 (Jan-June)FY2021 FY2022 FY2023
Minimum Charge for Residential Service
First 1,500 Gallons or Less Thru 5/8" Meter 10.27$ 5.50$ 5.94$ 6.42$ 6.93$
Residential Volumetric Consumption Rate
First 1,500 Gallons or Less (Per 1,000 Gallons)-$ 4.02$ 4.26$ 4.51$ 4.78$
Next 15,000 Gallons or Less (Per 1,000 Gallons)3.79$ 4.02$ 4.26$ 4.51$ 4.78$
All Over 16,500 Gallons (Per 1,000 Gallons)4.75$ 5.04$ 5.34$ 5.66$ 6.00$
Current Proposed Proposed Proposed Proposed
FY 2020 (July - Dec)FY2020 (Jan-June)FY2021 FY2022 FY2023
Minimum Charge for Commercial/Institutional/Industrial Service
First 1,500 Gallons or Less Thru 5/8" Meter 10.27$ 5.50$ 5.94$ 6.42$ 6.93$
First 1,500 Gallons or Less Thru 3/4" Meter 11.21$ 6.00$ 6.48$ 7.00$ 7.56$
First 1,500 Gallons or Less Thru 1" Meter 11.97$ 6.41$ 6.92$ 7.48$ 8.07$
First 1,500 Gallons or Less Thru 1-1/4" Meter 12.45$ 6.66$ 7.19$ 7.77$ 8.39$
First 1,500 Gallons or Less Thru 1-1/2" Meter 13.46$ 7.20$ 7.78$ 8.40$ 9.07$
First 1,500 Gallons or Less Thru 2" Meter 17.22$ 9.22$ 9.96$ 10.75$ 11.61$
First 1,500 Gallons or Less Thru 3" Meter 23.01$ 12.32$ 13.31$ 14.37$ 15.52$
First 1,500 Gallons or Less Thru 4" Meter 30.22$ 16.18$ 17.47$ 18.87$ 20.38$
First 1,500 Gallons or Less Thru 6" Meter 37.79$ 20.23$ 21.85$ 23.60$ 25.48$
First 1,500 Gallons or Less Thru 8" Meter 42.29$ 22.64$ 24.45$ 26.41$ 28.52$
Commercial Volumetric Consumption Rate
First 1,500 Gallons or Less (Per 1,000 Gallons)-$ 5.13$ 5.44$ 5.76$ 6.11$
All Over 1,500 Gallons (Per 1,000 Gallons)4.84$ 5.13$ 5.44$ 5.76$ 6.11$
Projected Monthly Residential Water Rates & Charges
Projected Monthly Commercial Water Rates & Charges
Current Proposed Proposed Proposed Proposed
FY 2020 (July - Dec)FY2020 (Jan-June)FY2021 FY2022 FY2023
Minimum Charge for Residential Service - Metered
First 1,500 Gallons or Less 15.07$ 9.50$ 10.26$ 11.08$ 11.97$
Residential Volumetric Disposal Rate
First 1,500 Gallons or Less (Per 1,000 Gallons)-$ 4.69$ 4.97$ 5.26$ 5.58$
All Over 1,500 Gallons (Per 1,000 Gallons)4.42$ 4.69$ 4.97$ 5.26$ 5.58$
Residential Unmetered Service 31.41$ 33.29$ 35.29$ 37.41$ 39.65$
Current Proposed Proposed Proposed Proposed
FY 2020 (July - Dec)FY2020 (Jan-June)FY2021 FY2022 FY2023
Minimum Charge for Commercial Service - Metered
First 1,500 Gallons or Less 15.07$ 9.50$ 10.26$ 11.08$ 11.97$
Commercial Volumetric Disposal Rate
First 1,500 Gallons or Less (Per 1,000 Gallons)-$ 4.69$ 4.97$ 5.26$ 5.58$
Projected Monthly Residential Wastewater Rates & Charges
Projected Monthly Commercial Wastewater Rates & Charges
Meeting Date
October 15, 2019
Department
Planning and Zoning
Issue
Consider adoption of a Resolution approving and adopting the Roanoke Valley-Alleghany Regional
Hazard Mitigation Plan, dated August 15, 2019.
Summary
During the Town Council’s work session held on October 1, 2019, members were briefed on the Regional
Hazard Mitigation Plan which was produced by representatives from the counties of Alleghany, Botetourt,
Craig and Roanoke; the cities of Covington, Roanoke and Salem; and the towns of Buchanan, Clifton Forge,
Fincastle, Iron Gate, New Castle, Troutville and Vinton.
Under the Disaster Mitigation Act of 2000, as amended, local governments are required to develop and
adopt natural hazard mitigation plans in order to receive certain federal assistance. The Federal Emergency
Management Agency (FEMA) defines Mitigation as any sustained action taken to reduce or eliminate long-
term risk to life and property from a hazard event. Mitigation, also known as prevention, encourages long-
term reduction of hazard vulnerability. The goal of mitigation is to save lives and reduce property damage.
The complete copy of the Plan can be downloaded and/or viewed on RVARC website at http://rvarc.org/wp-
content/uploads/2019/08/RVAR_Hazard_Mitigation_Plan_2019.pdf
Attachment
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON
TUESDAY, OCTOBER 15, 2019, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA.
ROANOKE VALLEY-ALLEGHANY REGIONAL
HAZARD MITIGATION PLAN
WHEREAS, the Disaster Mitigation Act of 2000, as amended, requires that local
governments develop and adopt natural hazard mitigation plans in order to receive certain federal
assistance; and
WHEREAS, a Hazard Mitigation Plan Committee comprised of representatives from the
counties of Alleghany, Botetourt, Craig and Roanoke; the cities of Covington, Roanoke and Salem;
and the towns of Buchanan, Clifton Forge, Fincastle, Iron Gate, New Castle, Troutville and Vinton
was convened in order to study the Roanoke Valley-Alleghany Region’s risks from, and
vulnerabilities to, natural hazards, and to make recommendations on mitigating the effects of such
hazards on the Roanoke Valley-Alleghany Region; and
WHEREAS, the efforts of the Hazard Mitigation Plan Committee members and the
Roanoke Valley-Alleghany Regional Commission, in consultation with members of the public,
private and non-profit sectors, have resulted in the development of the 2019 Roanoke Valley –
Alleghany Regional Hazard Mitigation Plan, which includes the Town of Vinton; and
WHEREAS, on October 1, 2019, members of the Vinton Town Council were briefed on
the Roanoke Valley-Alleghany Regional Hazard Mitigation Plan.
NOW THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF
VINTON, VIRGINIA, that the 2019 Roanoke Valley-Alleghany Regional Hazard Mitigation
Plan dated August 15, 2019 is hereby approved and adopted.
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
October 15, 2019
Department
Planning and Zoning
Issue
Consider adoption of a Resolution awarding an engineering services contract and authorizing the
Town Manager to execute the contract with Mattern & Craig for the Walnut Avenue Bicycle and
Pedestrian Accommodations Project – 5th Street to Town West Limits
Summary
The Town Council was briefed on October 1, 2019, regarding the Notice to Award to Mattern &
Craig for the engineering services for Walnut Avenue Bicycle and Pedestrian Accommodations
Project. The estimated total Project cost is $1,446,282.00, which is funded through the Roanoke
Valley Transportation Policy Organization’s (RVTPO) Regional Surface Transportation Program
(RSTP)/Set-Aside Transportation Block Grant (STBG) Program. The Project will be governed and
administered under the Locally Administered Projects (LAP) Manual.
A Request for Proposals to provide engineering services was issued on March 20, 2019, with a due
date of April 25, 2019. The Town received six (6) Request for Proposals (RFPs). A Notice of Intent
to Award was issued to Mattern & Craig on June 14, 2019. A pre-scoping meeting with Mattern &
Craig, VDOT and Town personnel was held on July 2, 2019, and a kick-off meeting was held on July
16, 2019.
Attachments
1. Mattern & Craig Proposed Scope of Service, Schedule, and Fees
2. Professional Engineering Services Contract
3. Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 1 of 12
BACKGROUND/PROJECT UNDERSTANDING
The primary objective of the Project is to provide pedestrian and bicycle accommodations/routes (multi-
modal paths) along Walnut Avenue from just west of the Walnut Avenue/Glade Creek Bridge to the
western Town limits. The Project distance is +/- 0.3 miles. The route may consist of on-street bicycle
paths and standard sidewalks along the back of curb, or another form of shared paths. The route may
also be located only primarily along one side of the existing road and may involve formal crossings.
The Project is being funded through VDOT and FHWA (RSTP/STBG Funds) and must adhere to VDOT’s
requirements and the federal rules and regulations tied to the funding agreement (Standard Project
Administration Agreement). The requirements of project development and administration are outlined
in the Agreement and VDOT’s Locally Administered Projects (LAP) Manual. It is understood the project is
a Tier 1 Project as defined by the LAP Manual. The Dis-advantaged Business Enterprise (DBE)
participation requirement in the Professional Services Contract is 12-percent.
Critical to the project success is ensuring the project progresses in a timely manner to ensure continued
funding. Critical milestones related to progress include: execution of project administration agreement
(completed); kick-off meeting with VDOT District Coordinator (completed); project scoping report &
estimate of construction cost; VDOT Review submissions (50% and 90% plan and construction cost
estimate review); Right-of-way acquisition, Authorization to Advertise; and, beginning of construction.
Community outreach/presentations are a critical component of the Project as well.
It is understood that a majority of the project can be constructed within existing public right-of-way or
on property currently owned by the Town of Vinton (Parcel ID 060.15-02-01.00-0000). Depending on
the final configuration and alignment, other portions of the project will likely involve right-of-way
acquisition and temporary construction easements from adjoining property owners along Walnut
Avenue. These property owners include: Viking Fence Company, Inc. (Parcel ID 060.15-02-01.01-0000
and 060.14-02-19.00-0000), NILAM Corporation (Parcel ID 060.14-02-17.00-0000), CARGILL,
Incorporated (Parcel ID 060.14-02-16.00-0000), and potentially portions of Norfolk Southern right-of-
way. A key design component to this portion of the work is resolution of commercial entrance
configurations and re-location of the direct off-street parking along the frontage of the Viking Fence
building. It is understood that the project was initiated without a Right-of-way Phase, but the Project
structure will be amended by VDOT to include a Right-of-way/Utility Plan Phase. The scope of services
includes preparation of a specified number of right-of-way and temporary construction easement plats.
The Professional Services work (Engineering) of the project will generally include: boundary,
topographic, and design surveys; environmental services - wetlands/jurisdictional waters delineation,
Hazardous Materials Due Diligence Certification, and Water Quality Permits and Natural Resource Due
Diligence Certification; development of preliminary route alignments and typical sections; development
of concepts for revised entrance and relocation of the direct off-street parking configurations, and
working with the Town to acquire approval from affected property owners; development of Right-of-
way/Utility Relocation Plans; development of final construction documents (plans and specifications and
contract documents); development of construction cost estimates; submissions to VDOT at prescribed
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 2 of 12
intervals; and, submission to Town and Roanoke County for Development Plan Review for construction
permit documents.
SCOPE OF SERVICES
1. Surveying:
1.1. General: Surveying services will be performed by H&B Surveying and Mapping, LLC (a certified
DBE) under a sub-consulting agreement.
1.2. Property Research/Owner Notification: Survey notification letters should be prepared and mailed
to cover the approximately 16 parcels of property located within the survey limits. The names
and addresses (mailing address and property address) of all property owners located within the
survey limits will be provided to the Town for checking and coordination. The Town will
coordinate and send owner notification letters or provide direct correspondence for this project.
Survey field work will begin once proper clearance has been received from landowners. Field
personnel will carry copies of the documentation with them in the field during survey activities.
1.3. Deed and Right-of-way Compilation: Compile the parcels and rights-of-way for the properties
within the project limits. This compilation will be used to recover property corners in the field
and aid in preparing the final base plan. The existing right-of-way will be established within the
project limits. Property lines and owners will be shown on all properties (16 Parcels) located
within the survey limits. The following field and office tasks will be performed:
1.3.1. Field reconnaissance and recovery of property and right-of-way monument.
1.3.2. Acquisition of field ties for monuments or evidence of occupation.
1.3.3. Current property owner verification using the deed and plat information.
1.3.4. Recorded plat, deed, easement (through chain of title only) and plan research.
1.3.5. Best-fit analysis of compiled property boundary and right-of-way information based on found
monuments.
1.4. GPS Survey Control/ Project Datum: Utilizing RTK Instruments connected to Smartnet Reference
Station Network we will establish four (4) main survey control points for this project based NGS
OPUS Solutions. The horizontal project datum will be Virginia State Plane South Zone NAD83 in
US Survey Feet and the vertical datum will be NAVD 88.
1.5. Horizontal & Vertical Control Traverse: We will establish horizontal control points at
approximately 200 - 300 foot intervals throughout the project utilizing conventional through
adjusted traverse. Control points will be T-Bars, PK nails, or other material most appropriate for
resisting removal or destruction.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 3 of 12
1.6. Layout & Location for Fixed Wing Aerial Panels: layout, set, and locate Fixed Wing Aerial Targets /
PIDs.
1.7. Topography (Obscured Areas): we will utilize aerial mapping to acquire and develop the base
mapping for this project, and we will conventionally locate/survey specific natural and manmade
surface features, break lines and spot elevation for the aerial obscured areas as to develop the
appropriate final survey delivery. This survey will consist of all visible physical features, which will
include but is not limited to – storm and sanitary sewer as-built to include inverts, sign post, curb
and gutter, edges of pavement, driveways, visible and recovered property monumentation such as
iron rods, pipes, and concrete monuments, railroad rails, trees, shrubs, woods lines, sidewalk,
existing building structures, fences, and retaining walls.
1.8. Topography (DTM Surface): merge the aerial data and conventional field run data to create a DTM
surface and contour data showing 1’ interval contours. Gravel areas will be shown via Aerial
Methods of which is scoped to a vertical accuracy of 0.15’+/-. The edge of pavement along the
main corridor will be conventionally surveyed as a part of this project and will be of survey grade
accuracy.
1.9. Annotation of Aerial Mapping: field annotate the aerial topography features located in the aerial
mapping and conventionally locate any missing features.
1.10. Sub-surface & Above Ground Utility Data: utility locations will be performed by Miss Utility.
Locate/survey and annotate all markings used to designate underground utilities.
1.11. Storm & Sanitary Sewer: locate storm and sanitary sewer structures to one structure outside the
project area, or to point of outfall into Glade/Tinker Creek. This information will be shown in
tabular format in the survey base plan. Rim and invert elevations of existing drainage structures
will be obtained and existing pipe type, size, length, and direction of flow will be noted.
1.12. Survey will be prepared in AutoCAD file format with an XML file for the surface.
2. Environmental Services:
2.1. General: Environmental services will be performed by ECS Mid-Atlantic, LLC under a sub-
consulting agreement.
2.2. Form EQ-429 Completion - This task will include:
2.2.1. Completion of Form EQ-429 (VDOT Project Early Notification)
2.2.2. Developing project location details/maps
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 4 of 12
2.2.3. Developing project description
2.2.4. Developing a narrative description of existing conditions
2.2.5. Preparing applicable maps
2.3. Form EQ-121 Completion - This task will include:
2.3.1. Completion of Form EQ-121 (VDOT Hazardous Materials Due Diligence Certification for Locally-
Administered Projects)
2.3.2. Certification by the Town of Vinton of an appropriate level of inquiry made to identify potential
hazardous substances or petroleum products within the project right-of-way will be required (See
Task 2.4)
2.3.3. Prepare table summarizing results per parcel within the project area
2.3.4. Town of Vinton will sign the certification statement
2.3.5. Assumptions include: Additional hazardous material studies or soil/groundwater investigations
will not be needed, FOIA fees, if applicable, will be covered or waived by the Town of Vinton.
2.4. Form EQ-555 Completion - This task will include:
2.4.1. Completion of Form EQ-555 (VDOT Water Quality Permits and Natural Resource Due Diligence
Certification for Locally-Administered Projects)
2.4.2. Summary of compensatory mitigation, if required
2.4.3. Summary of threatened and endangered species (see Task 2.5)
2.4.4. Erosion & Sediment Control Plan information
2.4.5. Inspection details
2.4.6. Certification by the Town of Vinton
2.4.7. Town of Vinton will sign the certification statement
2.4.8. Assumes no stream or wetland impacts will occur
2.5. Phase I Environmental Site Assessment – This Task will include:
2.5.1. The Phase I Environmental Site Assessment will be prepared in general accordance with ASTM
Standard E1527-13, Standard Practice for Phase I Environmental Site Assessments: Phase I
Environmental Site Assessment Process. The Report will be completed for the five parcels
anticipated to be impacted by the project and one report will be provided for all five parcels. This
assumes parcels 060.15-02-01.00-0000 (Town of Vinton), 060.15-02-01.01-0000 (Viking Fence Co
Inc), 060.14-02-17.00-0000 (Nilam Corporation), 060.14-02-19.00-0000 (Viking Fence Co Inc), and
060.14-02-16.00-0000 (Cargill Incorporated).
2.5.2. User Questionnaire - the Town of Vinton (user of the report) will complete and provide to
Environmental Consultant a standard questionnaire that may be material to identifying
recognized environmental conditions with respect to the site. The questionnaire will be included
in the Phase I ESA Report and will assist in satisfying the “User’s Responsibilities” portion of the
ASTM Standard.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 5 of 12
2.5.3. ASTM standard requires a search for the existence of environmental liens and activity and use
limitations (AULs) to be conducted in order to satisfy “All Appropriate Inquiry” in accordance with
40 CFR Part 312. Scope of work assumes this information is readily available and that a third
party provider to conduct this search will not be required.
2.6. Review Agency Coordination:
2.6.1. Conduct a review of the U.S. Fish and Wildlife Service online IPAC database to search for rare,
threatened, and endangered species potentially located on or near the project site. It is
understood the USFWS is not to be contacted directly without first speaking to VDOT
Environmental personnel. A project review request can be submitted to USFWS with VDOT
permission.
2.6.2. Review the Virginia Department of Game and Inland Fisheries (VADGIF) database information to
evaluate the potential for state-listed species within a two mile radius of the project area
2.6.3. Consult with the Virginia Department of Environmental Quality (DEQ) Waste and Water Divisions
to evaluate potential environmental concerns the project may pose to that agency
2.6.4. Review site data obtained from the Virginia Department of Conservation and Recreation (DCR) to
identify potential Natural Heritage Areas
2.6.5. Conduct a review of the Virginia Department of Historic Resources (DHR) Cultural Resource
Information System to obtain information of known cultural resources within the project area
2.6.6. Prepare a summary package of the above findings for initial VDOT review. Following VDOT review
and approval, the project review package can be finalized in order to help secure a “capstone”
letter
2.6.7. Scope assumes VDOT/Town of Vinton will provide necessary cover letter requirements and/or
agency contact persons for the review request submittals.
2.7. Draft Programmatic Categorical Exclusion (NEPA/PCE) Completion - task will include:
2.7.1. Completion of a draft Programmatic Categorical Exclusion (PCE) Form, to include: Project
information, a discussion of unusual circumstances, and an Assessment of potential
environmental impacts
2.7.2. Scope assumes assistance from the Town of Vinton will be available for specific technical details,
if necessary.
2.7.3. Scope assumes no environmental impacts are anticipated and that no additional studies will be
required.
3. Preliminary Design:
3.1. General:
3.1.1. Attend Project Kick-off Meeting with representatives from Town and VDOT to fully discuss
implementation of project efforts and exchange information.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 6 of 12
3.1.2. Perform Site Resource Inventory - visit the site, photograph site, and document existing
conditions.
3.1.3. Compile base mapping and aerial photography of the project area that may be used for initial
planning, exhibits, and schematic plan development. Aerial photography shall be the latest
version of the VGIN Mapping provided by Town/County.
3.1.4. Review prior studies and exhibits developed for the project, including and exhibits and narratives
used in the funding application. Identify key components and concepts that will be incorporated
into the work of the project.
3.1.5. Develop and maintain a detailed project schedule and submit bi-weekly reports to the Town on
the project progress and general compliance with schedule. Project schedule for subsequent
Phases and Final Design will be finalized upon completion of Supplemental Study/Schematic
Design Phase.
3.2. Concept Plan Development: Using available project background data and information from
existing records (prior to final survey), develop a minimum of two (2) concepts showing the
proposed project improvements. These concepts will be similar to those developed by engineer
and presented to Town during the interview/selection process, and will focus on a “southern
alignment” along the frontages of Viking Fence and NILAM Corporation with crossings near the
Walnut Street bridge (eastern end) and possibly on the western end (near Town limits) to align
with existing informal walkway under the Norfolk Southern trestle leading in to the City of
Roanoke. In addition, we will: develop plans, sections, and renderings showing the proposed
arrangements at the existing commercial entrances in to the Viking Fence and NILAM
Corporation properties, and the proposed arrangements to address and/or relocate direct off-
street parking in front of the Viking Fence property.
3.3. Scoping Report & Cost Estimate: Using concepts developed above, prepare a Letter Report
summarizing the findings of the Concept Study along with an estimate of construction cost. This
Report and Estimate will be submitted to VDOT to satisfy the “Project Scoping” requirements.
3.4. Present concepts to Town staff for review and discussion. Incorporate agreed-upon items into
the plan and re-submit to Town for approval.
3.5. Prepare a Concept Design Report summarizing the findings and recommendations of the
Preliminary Design Phase. The report shall include: a summary of the overall design objectives;
an analysis and approach to meeting the objectives; sketches, plans and drawings depicting the
proposed improvements; any known environmental issues that may affect design and permitting;
the Engineer’s estimate of construction cost. The Report shall include plans, drawings, and other
typical sections and details that will generally be 30-percent complete design drawings.
Illustrations may include: sections, elevations, diagrams, plans, and enlarged sketches or models.
Submit Report to Town and VDOT and meet to discuss findings and recommendations, and
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 7 of 12
address questions comments developed by Town and submit final Report. Refine/Update Report
and 30-percent Plans and, if needed, resubmit for Review.
3.6. Incorporate survey and environmental findings into concept design drawings in order to develop
concept design base drawings/plans. Prepare site specific Illustrations (sections, elevations,
diagrams, plans, and enlarged sketches or models) of the area along the frontage of Viking Fence
suitable for presentation to property owner in order to assist in “envisioning” of re-use of the
direct off-street parking.
3.7. Design Workshop I - meet with Town’s Advisory Committee and affected property owners to
review the proposed improvements.
4. Right-of-way/Utility Plan Development (50-percent Plans):
4.1. General: The Design Development Phase will address the general project objectives and
proposed improvements in project areas as outlined in the Schematic Design Report.
4.2. Upon approval of the Schematic Design, prepare design drawings and plan sheets that depict all
required improvements within the project areas. Plan set will generally include: a title sheet with
location/vicinity map; general notes; plan sheets showing the proposed improvements within the
project area; enlarged plan areas and sections showing details of the proposed multi-modal
trail/walkway (bike and pedestrian accommodations) and other related features; enlarged plans
showing details of the entrance conditions and direct off-street parking and other hardscape
improvement; site specific and typical sections; and details.
4.3. Coordinate a utility field inspection to delineate any utility conflicts and required adjustments
and perform a site visit with all affected utilities to discuss the required improvements, project
schedule, and cost determinations.
4.4. Electrical Coordination – It is assumed that the existing power service to adjoining buildings may
be impacted through required pole relocation. We will coordinate with AEP to arrange for the
relocation of poles and service connections. Design to be performed by AEP and shown on
Engineer’s plans for reference only.
4.5. Develop the Engineer's Opinion of Probable Costs with proposed items and quantities. Establish
unit prices based on current VDOT bid tabulations and similar projects. Cost to be updated at
each submittal (e.g. 50%, 90%, and final) and milestone event.
4.6. Approvals and Permits: We will provide a list of required permits and approvals necessary for the
design elements included in the plans along with fees (if) required for the permits.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 8 of 12
4.7. We will coordinate with approving agencies (Town of Vinton, Roanoke County, WVWA, and
VDOT) to determine submittal requirements and approval process.
4.8. Compile all environmental (NEPA) documentation (see Task 2) and send to VDOT for review.
Coordinate with VDOT and answer questions as necessary to obtain the determination of either a
categorical exclusion (CE) or a programmatic categorical exclusion (PCE). The appropriate forms
(either EQ-102 or EQ-104) will then be prepared and submitted to VDOT to obtain the CE or PCE.
Scope assumes the work of the project will qualify for a categorical exclusion (CE) or a
programmatic categorical exclusion (PCE).
4.9. Prepare outline of Technical Specifications, Contract Documents, and all VDOT & Federal
provisions as required. This shall include all VDOT and Federal Department of Labor Forms for
Federally Funded Projects.
4.10. Perform in-house quality control/quality assurance review by a Professional Engineer (PE) other
than the Project Engineer that will ultimately sign & seal the plans. Internal quality control
revisions will be performed as a result of this review.
4.11. Design Workshop II - meet with Town’s Advisory Committee and affected property owners to
review the proposed improvements.
4.12. Right-of-way/Utility Submission (50-percent) plans for Review. See section 8.
4.13. Right-of-way & Easement Acquisition: It is understood that fee-simple right-of-way will be
required from three (3) properties/parcels. Upon completion of the R/W Plans, we will assist the
Town in the process of securing the purchase agreements for the needed right-of-way. This will
include preparing the plats and easement exhibits as noted in Section 6. It is also understood
that the Town will request a waiver of an appraisal to estimate the fair market value of the
required right-of-way, and will instead prepare a waiver valuation – known as a Basic
Administrative Report (“BAR”). VDOT (and FHWA) approval is required for use of the BAR for
acquisitions over $10,000 but less than $25,000. We will assist Town with the preparation of the
BAR for up to three (3) parcels and submission of BAR to VDOT and FHWA. This work will be
performed with assistance of 3B Consulting Services, LLC (a DBE) under a sub-contract with
Engineer.
5.Final Design / Construction Document Phase (90% to Final Plans and Submission):
5.1. Upon completion of the review and approval of the Right-of-way/Utilities (50% Design) Plans,
address Plan and Development Review Comments received from the Town, County, VDOT and
other agencies.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 9 of 12
5.2. Further develop and finalize 90-percent plans. Additional detail will include:
5.2.1. Develop detailed utility plans for relocation of water and sanitary sewer
5.2.2. Final coordination of out-of-plan relocations for electrical, gas, telephone, and other public
utilities.
5.2.3. Develop detailed grading (contour) plans and cross sections of the proposed improvements.
5.2.4. Develop detailed drainage and grading plans that will depict the collection, conveyance, and
discharge of surface stormwater run-off from the project area. It is assumed the area of
disturbance will be less than 1 acre. It is also assumed the project will discharge into an adequate
channel either by piping or open channel flow to either Tinker Creek or Glade Creek.
5.2.5. Develop detailed Erosion & Sediment Control (ESC) plans suitable for submission to Roanoke
County for plan approval and land disturbance permit issuance.
5.3. Prepare a Transportation Management Plan/Maintenance of Traffic Plan for the work of the
project. Plan shall generally conform to applicable requirements contained in VDOT’s IIM-LD-
241.
5.4. Prepare Development Review Plan Package, required checklist, and applications and submit for
review by the Town and the Roanoke County.
5.5. Perform in-house quality control/quality assurance review by a professional engineer (PE) other
than the PE that will sign & seal the plans. Internal revisions will be performed as a result of this
review.
5.6. Finalize all technical specifications, special provisions, and other Contract Documents as required.
This will include all VDOT and Federal Department of Labor Forms for Federally Funded Projects.
5.7. Address any remaining comments developed during the 90% review.
5.8. Request/Obtain Authorization to Advertise including the required ROW certification and request
authorization to advertise from VDOT.
5.9. Submit 90-percent and Final plans for Review.
6. Plats / Easement Exhibits:
6.1. Prepare up to three (3) right-of-way dedication plats. Include submission to Town and Roanoke
County for review and approval.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 10 of 12
7. Bidding & Negotiating Phase:
7.1. Attend the pre-bid conference to assist in answering any questions or concerns pertaining to the
project. We will prepare the meeting minutes for the Town’s use.
7.2. Through the bidding process, assist the Town with answering contractor's questions, inquiries,
and requests for information.
7.3. Attend Bid Opening.
7.4. Attend pre-award meeting with VDOT, Town, and successful Contractor.
7.5. It is assumed the Town will distribute plans to prospective bidders and manage the bidding
process.
8. Submissions:
8.1. Based on the project understanding and the scope of services outlined herein, the submissions
listed below will be performed.
8.1.1. Project Scoping – Report & estimate of construction cost
8.1.2. Right-of-way/Utilities (50-percent): Submit plans and estimate of construction cost for County,
Town and VDOT review. Plans will be suitable for procurement of needed right-of-way and
easement.
8.1.3. Right-of-way/Easement Plats: Provide three (3) original plat or easement exhibits for Town and
Owner signature.
8.1.4. 90-percent: submit plans, contract documents and specifications, and estimate of construction
cost for Town, County, and VDOT review.
8.1.5. Request for Authorization to Advertise: 100-percent/ready for advertisement plans, contract
documents and specifications, and estimate of construction cost for Town and VDOT review
8.1.6. Unless otherwise noted, submissions shall follow VDOT requirements and include: PDF
(electronic); one full-sized hard copy; and one half-sized hard copy. Up to three (3) full-sized
printed copies shall be provided to the Town for each submission.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 11 of 12
SCHEDULE
Complete the various phases of the project in accordance with the schedule outlined below:
Scoping Report and Estimate of Construction Cost ............................................. October 8, 2019
Preliminary Design Phase (30%)(1) ...................................................................................... 65 Days
Design Development / Final Construction Documents:
o Right-of-way/Utilities (50% Submission) (2)(3) ........................................................ 60 Days
o 90% Submission (2) ................................................................................................. 45 Days
Final Approval / Authorization to Advertise ...................................................................... 15 Days
The above schedule is based on a required “Solicit Bids” date of November 24, 2020.
(1) Includes Surveying and Environmental tasks.
(2) Subsequent due dates will be set at review meeting or upon authorization to proceed with next
phase of project. Days indicated are generally from the Notice to Proceed date for the Project
and each subsequent task.
(3) Right-of-way acquisition and Utility relocations Phase is estimated to take up to 4 months.
FEE
Unless otherwise noted, all proposed work shall be performed on a Lump Sum Basis and in accordance
with the Terms and Conditions of the “Professional Design Services Contract.” Where work is to be
performed on an Hourly Basis, the work shall be performed and invoiced in accordance with the Hourly
Rates and conditions of the Memorandum of Understanding.
Fee Breakdown:
Surveying (1) ....................................................................................................................... $41,095.
Environmental (1) ............................................................................................................... $15,633.
Preliminary Design Phase (30%) ........................................................................................ $18,660.
Right-of-way/Utility Plan (50%) (2) ..................................................................................... $41,890.
Right-of-way & Easement Acquisition Services (1) .............................................................. $4,500.
Final Design/Construction Documents (90% and Final) (2) ................................................ $34,225.
Right-of-way/Easement Plats ............................................................................................... $4,662.
Bidding Phase Services ....................................................................................................... $6,135.
Construction Phase Services ........................................................................ Hourly – as Requested
Total = $166,800
(1) Includes sub-consultant fee and Engineer’s coordination services.
ATTACHMENT A - SCOPE OF SERVICES
PROFESSIONAL DESIGN SERVICES CONTRACT
WALNUT AVENUE BICYCLE AND PEDESTRIAN ACCOMMODATIONS (UPC 111649)
TOWN OF VINTON, VIRGINIA
CONTRACT NUMBER: TOV-2019-001PZ WA5THTWL
Page 12 of 12
(2) Final Fee for Right-of-way/Utility Plan Design (50%), Final Design/Construction Documents (90%
and Final) may be adjusted upon completion of the Preliminary Design Phase (30%).
(3) If right-of-way is required from additional parcels, the cost shall be $1,000 per parcel.
Fee includes all cost for travel, lodging, mileage, per diem, printing and reprographics, shipping,
mailings, and other costs incidental to performing the services.
End of Attachment A
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 1 of 15
TOWN OF VINTON, VIRGINIA
Walnut Avenue Bicycle and Pedestrian Accommodations Project –
5th Street to Town West Corporate Limit
PROFESSIONAL ENGINEERING SERVICES CONTRACT
Contract Number: TOV-2019-001PZ WA5thTWL
THIS CONTRACT, made the _______ day of ___________, 20_____, by and between the
Town of Vinton, Virginia, hereinafter referred to as "the Town", and Mattern & Craig, Inc.,
a corporation, located at 701 First Street, S.W., Roanoke, VA 24016, hereinafter referred to
as "the Consultant".
WHEREAS, the Town requires Professional Engineering Services for the Walnut
Avenue Bicycle and Pedestrian Accommodations Project – 5th Street to Town West
Corporate Limit; hereinafter referred to as a “PROJECT” and,
WHEREAS, a PROJECT may be funded wholly or in part by the Virginia
Department of Transportation (VDOT) and being administered locally by the Town; and,
WHEREAS, the Consultant desires to provide the Engineering 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 VDOT 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 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 Contractor shall provide the services to the Town as set
forth in Town of Vinton TOV-2019-001PZ WA5thTWL Request for Proposal (RFP) for
Professional Engineering Services for Walnut Avenue Bicycle and Pedestrian
Accommodations from 5th Street to Town West Corporate Limit and as contained in the
Attachment A - Scope of Services, which is attached hereto as Exhibit C.
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 Transportation (VDOT).
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 2 of 15
CONTRACT DOCUMENTS: The Contract Documents shall consist of this signed
Contract and all exhibits, written amendments, and/or addenda including:
• Town’s RFP dated March 20, 2019, attached as Exhibit A;
• Consultant’s Proposal dated April 25, 2019 (“Proposal”), attached as Exhibit B;
• Consultant’s Scope of Services for Professional Engineering Services for the Walnut
Avenue Bicycle and Pedestrian Accommodations Project: 5th Street to Town West
Corporate Limit 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, 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 Engineering Services for the PROJECT.
b. Perform all Engineering 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
area applicable to the PROJECT.
c. Provide additional services that are not within the Scope of Services
contained in Exhibits A and C, as requested and approved in writing by the Town.
The cost of the additional services shall be submitted to the Town by the
Consultant for review and approval. Additional fees shall be based on either a lump
sum or hourly not-to-exceed format. Additional services shall be authorized only if
approved in writing by the Town.
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 .
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 3 of 15
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 agrees to the lump sum fee ($166,800.00) contained in Exhibit
C. Prices will conform to the lump sum fee contained in Exhibit C during the Term
of this Contract and may only be changed upon renewal of this Contract with the
written consent of both parties.
3.2 As stated in Exhibit C, all expenses are included in the lump sum fee.
3.3 The Consultant shall submit invoices to the Town on a monthly basis for cost
incurred for the PROJECT, accompanied by a brief narrative outlining the services
provided and justifying the invoiced amount. After acceptance by the 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 or delivered to:
Anita McMillan
Contract/Project Manager
311 S. Pollard Street, Suite 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.
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 4 of 15
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.
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
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, agents, and employees from losses and damages occurring or
resulting to any and all persons, firms or corporations, furnishing work, services,
materials, or supplies due to 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.
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.
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 5 of 15
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 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 arising from or based on 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 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
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 6 of 15
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
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
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 7 of 15
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
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
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 8 of 15
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,
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:
The contractor, sub recipient or subcontractor shall not discriminate on the basis of
race, color, national origin, or sex in the performance of this contract. The
contractor shall carry out applicable requirements of 49 CFR part 26 in the award
and administration of DOT-assisted contracts. Failure by the contractor to carry
out these requirements is a material breach of this contract, which may result in the
termination of this contract or such other remedy as the recipient deems
appropriate.
In accordance with the Governor’s Executive Order No. 33, VDOT also requires
the utilization of Small, Women and Minority (SWaM) Businesses to participate in
the performance of consultant contracts. The Consultant shall take all necessary and
reasonable steps in accordance with Executive Order No. 33, to ensure that SWaM
firms have the maximum opportunity to compete for and perform contracts and
subcontracts under this Contract. Further, the Consultant agrees to provide the
Town with the dollar amount contracted and name of each subcontractor which
identifies itself as a DBE/SWaM, though no DBE/SWaM goal has been established
for the PROJECT. The DBE goal of this Contract is 12 percent (%).
VDOT is also required to capture DBE and SWaM payment information on all
professional services contracts. Therefore, the prime consultant will be required to
complete the DBE and SWaM Payment Compliance Report, C-63 form on a
quarterly basis.
In the event of the Consultant’s noncompliance with the DBE/SWaM participation
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 9 of 15
for the services indicated in Expression of Interest in response to the RFP, Scope of
Work and Fee Proposal of this Contract, the Town shall impose such contract
sanctions as it or 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.
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
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 10 of 15
of or had a civil judgment rendered against them for commission of fraud or
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. 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
subcontractor or the satisfactory acceptance of the services by the Town. The
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 11 of 15
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
Federal Government. It shall be the Consultant’s responsibility to notify the Town,
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 12 of 15
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
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 13 of 15
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 change or 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
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 14 of 15
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 without 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 Mattern & Craig, Inc.
Barry W. Thompson Wm. Thomas Austin, P.E.
Town Manager Principal
311 S. Pollard Street, Suite 109 701 First Street, S.W.
Vinton, VA 24179 Roanoke, VA 24016
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 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.
5.14 SIGNATURES: The parties hereto agree to abide by all the provisions of this
Contract.
Walnut Avenue Bike/Ped Project, UPC# 111649_TOV and M&C Contract: Page 15 of 15
IN WITNESS THEREOF, duly authorized representatives of the Town and the
Consultant executed this Contract on the date set forth above.
Town of Vinton: Mattern & Craig, Inc.:
By: By:
Signature of Responsible Party Signature of Responsible Party
Barry W. Thompson, Town Manager Wm. Thomas Austin, Principal
Printed Name and Title Printed Name and Title
Date: Date:
APPROVED AS TO FORM:
By:
Jeremy Carroll, Town Attorney
1
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON
TUESDAY, OCTOBER 15, 2019, AT 7:00 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 TOWN WEST CORPORATE LIMIT
WHEREAS, on November 1, 2017, Town Staff submitted a request to the Roanoke Valley
Transportation Planning Organization (RVTPO) for the scope of the funded
Regional Surface Transportation Program (RSTP) Project to be amended from a
pedestrian bridge over Tinker Creek to bicycle and pedestrian accommodations
along Walnut Avenue from 5th Street to Town West Limits; 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, on October 30, 2018, the Town Manager executed the Virginia Department of
Transportation (VDOT) Standard Project Administration Agreement Federal-aid
Projects and Appendix A for the Project; and
WHEREAS, the Standard Project Administration Agreement Federal-aid Projects and Appendix
A for the Project were executed by authorized VDOT officials on November 6, and
November 16, 2018, respectively; and the Town agrees to provide the
administrative services to manage the grant through the completion of the Project;
and
WHEREAS, on March 20, 2019, the Town advertised the Request for Proposal (RFP) for
professional engineering services for the Project, and
WHEREAS, by April 25, 2019, the date of closing of the RFPs, the Town received six (6) sealed
RFPs from qualified consulting engineering firms to provide the said services; and
each RFP was given to the five voting-members and one nonvoting-member of the
Engineering Services Selection Committee to be reviewed and scored; and
WHEREAS, on June 11, 2017, and June 12, 2019, four of the engineering firms were invited to
give technical presentations to and interviews with the Committee; and at the
conclusion of the interviews on June 12th, the selection committee discussed the
strengths and weaknesses of each firm, and the firms were ranked; and
WHEREAS, on June 13, 2019, 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
2
WHEREAS, A Notice of Intent to award was issued to Mattern & Craig on June 14, 2019; and
WHEREAS, a pre-scoping meeting with Mattern & Craig, VDOT Salem District, and Town
personnel was held on July 2, 2019; and a kick-off meeting was held on July 16,
2019; and
WHEREAS, beginning on August 5, 2019, Staff has been in discussion with Mattern & Craig
personnel regarding their proposal for professional engineering services for the
Project that include the project understanding, proposed scope of services, and the
estimated schedule and fee arrangement; and the said proposal was forwarded to
VDOT Salem District Locally Administered Program (LAP) Project Engineer for
his review and comments; and
WHEREAS, on September 26, 2019, Staff received the revised proposal which has been
reviewed and approved by both Staff and Mattern & Craig; and
WHEREAS, the proposal submitted by Mattern & Craig needs to be accepted and a contract
needs to be executed for the professional engineering 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 Mattern & Craig, for the
professional engineering services for the Walnut Avenue Bicycle and Pedestrian Accommodations
Project: 5th Street to Town 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, CMC, Town Clerk
Meeting Date
October 15, 2019
Department
Council
Issue
1. Request to Convene in Closed Meeting, Pursuant to §2.2-3711(A)(5) for discussion
concerning a prospective business interested in locating in the Vinton downtown area
where no previous announcement has been made of the business' interest in locating its
facilities in the community.
2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A)(7) for consultation with
legal counsel and briefings by staff members pertaining to actual litigation, where such
consultation or briefing in open meeting would adversely affect the Town's negotiating or
litigating posture.
Summary
None
Attachments
Certification of Closed Meeting
Recommendations
None
Town Council
Agenda Summary
AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
OCTOBER 15, 2019 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
CERTIFICATION THAT A CLOSED MEETING WAS HELD
IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting
on this date, pursuant to an affirmative recorded vote and in accordance with the
provisions of the Virginia Freedom of Information Act; and,
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton
Town Council that such closed meeting was conducted in conformity with
Virginia Law.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that
to the best of each member's knowledge:
1. Only public business matters lawfully exempted from opening meeting
requirements by Virginia law were discussed in the closed meeting to which this
certification applies; and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Town Council.
Motion made by _____________________ and seconded by ____________________ with all in
favor.
___________________________________
Clerk of Council