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Home My WebLink AboutCouncil Actions 02-28-94HARVEY 31874 REGULAR WEEKLY SESSION ROANOKE CI1T COUNCIL February 28, 1994 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order Roll Call. All Present. The Invocation was delivered by The Reverend Jim Rivers, Pastor, First Christian Church. The Pledge of Allegiance to the Flag of the United States of America was led by Mayor David A. Bowers. BID OPENINGS Ao Bids for chemical storage tanks at the Water Pollution Control Plant, 1402 Bennington Street, S. E. Three bids were referred to a committee composed of William White, Sr., Chairperson, Kit B. Kiser and M. Craig Sluss for tab. lation, report and recommendation to Council. 2. CONSENT AGENDA C-1 C-2 C-3 (APPROVED 7-0) ALL MATI'ERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE MAYOR AND MEMBERS OF CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE FORM, OR FORMS, LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND CONSIDERED SEPARATELY. Qualification of Ann J. Francis as a member of the Blue Ridge Community Services Board to fill the unexpired term of Susan J. Cloeter, resigned, ending December 31, 1994. RECOMMENDED ACTION: Receive and file. Qualification of David K. Lisk as a member of the Fifth Planning District Commission for a term ending December 31, 1996. RECOMMENDED ACTION: Receive and file. Qualification of David K. Lisk as a member of the Roanoke Neighborhood Partnership Steering Committee for a term ending November 13, 1996. RECOMMENDED ACTION: Receive and file. REGULAR AGENDA 3. I-l~.ARING OF CITIZF. NS UPON PUBLIC MATTERS: Request to present an annual report of the Roanoke Valley Convention and Visitors Bureau, and an updated report on marketing efforts for the new conference center. Martha Mackey, Executive Director, Roanoke Valley Convention and Visitors Bureau. (20 minutes) Received and filed. 4. PETITIONS AND COMMUNICATIONS: 5. REPORTS OF OFFICERS: None. CITY MANAGER: BRIEFINGS: 1. A report with regard to the City's Special Events program. ITEMS RECOMMENDED FOR ACTION: 2. A report recommending execution of documents providing for indemnification of the property owner from damages relative to the use of a temporary easement and fire escapes by the City, on property located at 118 - 124 Campbell Avenue, S. W. Adopted Ordinance No. 31874 on first reading. (7-0) A report recommending execution of a City-State Agreement with the Virginia Department of Transportation relating to demolition of structures for the widening and realignment of Wells Avenue, N. E.; and transfer of funds in connection therewith. Adopted Budget Ordinance No. 31875--022894 and Resolution No. 31876-022894. (7--0) A report recommending acceptance of bids submitted by Freedom Ford and Magic City Motor Corporation for lease of certain vehicles for the Sheriffs Department. Adopted Resolution No. 31877-022894. (6-0, Mayor Bowers abstained fxom voting.) A report recommending acceptance of the lowest responsible bids submitted for furnishing trucks and related equipment and trailer mounted air compressors for use by various City departments; and appropriation of funds in connection therewith. Adopted Budget Ordinance No. 31878-022894 and Resolution No. 31879-022894. (6-0, Mayor Bowers abstained from voting.) 6. REPORTS OF COMM1TFEES: None. 7. UNFINISHED BUSINESS: None. INTRODUCTION AND CONSIDERATION ORDINANCES AND RFSOLUTIONS: None. OF 4 9. MOTIONS AND MISCELLANEOUS BUSINESS: Inquiries and/or comments by the Mayor and Members of City Council. The City Attorney was instructed to prepare the proper measure expressing the sympathy of Council upon the passing of Donald Bartol, a former member of the Roanoke City School Board. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. OTHER HEARINGS OF CITIZENS: None. CERTIFICATION OF EXECUTIVE SESSION. (7-0) Reappointed Corinne B. Gott as the City's representative to the Advisory Committee of the League of Older Americans. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virg/n/a 24011 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk March 2, 1994 File #468-472 The Honorable William White, Sr., Chairperson ) Kit B. Kiser ) Committee M. Craig Sluss ) Gentlemen: The following bids for chemical storage tanks at the Water Pollution Control Plant, 1402 Bennington Street, S. E., were opened and read before the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994: BIDDER Acorn Construction, Ltd. Breakell, Inc. Structures and Utilities Co., Inc. TOTAL AMOUNT $144,890.00 163,727.00 194,700.00 On motion, duly seconded and unanimously adopted, the bids were referred to you for tabulation, report and recommendation to Council. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Wilburn C. Dibling, Jr., City Attorney MARY F. PARKER City Clerk OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk March 2, 1994 File #15-110-314-335 Rita J. GHniecki, Chairperson Blue Ridge Community Services Board of Directors 301 Elm Avenue, S. W. Roanoke, Virginia 24016-4026 Dear Ms. Gliniecki: This is to advise you that Ann J. Francis has qualified as a member of the Blue Ridge Community Services Board to fill the unexpired term of Susan J. Cloeter, resigned, ending December 31, 1994. Sincerely, Mary F. Parker, CMCIAAE City Clerk MFP: sm pc: Fred P. Roessel, Jr., Executive Director, Mental Health Services, 301 Elm Avenue, S. W., Roanoke, Virginia 24016-4026 Sandra H. Eakin, Deputy City Clerk Oafh or Affirmafion of Off~ce '9~ ~E~18 ~,9:zil State o] Vi~.ginla, Cirri o~ Roanoke, ~ .wit: Ann J. Francis __ _, do solemnly swear (or a~irm) that I, I will support the Constitution of the United States, and the Constitution of the State of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as~ ~ a member of the Blue Ridge Community Services Board, to fill the unexpired term of Susan J- Cloeter, resigned, ending December 31, 1994, according to the best of my ability. 5o help me God. ///~ //')?~. , ~ ~ d of -~._~.~, L~ ~/- Subscmbed and sworn to before me, thi~ a~ ~ ~ ' ~~ ~ _, Deputy Clerk MARY F. PARKER Cky Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Viriinia 24011 Telephone: (703) 981-25~.1 SANDRA H. EAKIN Deputy City Clerk March 2, 1994 Wendy Wingo, Chairperson Fifth Planning District Commission P. O. Box 2569 Roanoke, Virginia 24010 Dear Ms. Wingo: This is to advise you that David K. Lisk has qualified as a member of the Fifth Planning District Commission for a term ending December 31, 1996. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm pc: Wayne G. Strickland, Executive Director, Fifth Planning District Commission, P. O. Box 2569, Roanoke, Virginia 24010 Sandra"H. Eakin, Deputy City Clerk Oath or Affirmation of Office TM F~:~ ?_~ P~? :z~ Commonwealth of Virginia, City of Roanoke, to-wit: I, David K. Lisk , do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member of the Fifth Planning District Commission for a term ending December 31, 1996. according to the best of my ability. So help me God. Subscribed and sworn to before me, this ~ day of ~ (~/.¢~.~ ARTHUR B. CRUSH, Ill, CLERK MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~41 SANDILA H. EAK1N Deputy City Clerk March 2, 1994 File #15-110-488 Lawrence M. Taylor, Chairperson Roanoke Neighborhood Partnership Steering Committee 4139 Snowbird Circle, S. W. Roanoke, Virginia 24018 Dear Mr. Taylor: This is to advise you that David K. Lisk has qualified as a member of the Roanoke Neighborhood Partnership Steering Committee for a term ending November 13, 1996. Sincerely, Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: Stephanie F. Cicero, Roanoke Neighborhood Partnership Coordinator Sandra H. Eakin, Deputy City Clerk vme'~-'c'% F~ 22 ~'"" ~, Oath Affirmation or of Commonwealth of Virginia, City of Roanoke, to-wit: I, David K. Lisk , do solemnly swear (or affirm) that will support the Constitution of the United States, and the Constitution of the Commonwealth of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me asa member of the Roanoke Neighborhood Partnership Steering Committee for a term ending November 13, 1996. according to the best of my ability. So help me God. Subscribed and swom to before me, this ~ day of ARTHUR B. CRUSH, III, CLERK CLERK February 22, 1994 Valley C ve tion & Visitors Bureau '94 FEB 22 P2:t57 Ms. Mary F. Parker Roanoke City Clerk Municipal Bldg, Room #456 215 Church Avenue Roanoke, VA 24011 Dear M s~.~-P~r ..~ Thank you for your interest and Development. support of tourism as Economic I have enclosed some information which will not be a part of our report on February 28, 1994 at 2 p.m.. Although this is not all of the collateral we produce, it will give you a sampling of our products. Enclosed you will find on the left hand side: * Our Tour Planners Guide sent to tour operators * Our Visitor and Newcomers Guide that is distributed by mail and as an ad response mechanism * Our new lure brochure that is distributed nationally and internationally * A discount ticket to participating attractions that is available at our registration desks and Visitors Center * A sample food coupon (we have many fast food establishments who participate) and, History rack cards - available in our Visitors Center and mailed upon request. Also used for Travelwriters, AAA and CAA operators and agents. On the right you will find two sample ads: Pages 126 and 127 in the Virginia is for Lovers Travel Guide (the Division of Tourism's fulfillment piece with 675,000 produced annually) Page 57 in Virginia Business (conference center ad) "Capital of the Blue Ridge" Marketplace Center 114 Market Street, Roanoke, VA 24011-1402 (703) 342-6025 · Fax: (703) 342-7119 Council Letter February 22, 1994 Page 2 Also available as a handout are the following: * Our Mission Statement * The Economic Impact of Tourism Nationally, Statewide and in the Roanoke Valley * Average delegate expenditure (IACVB) * Economic Impact on the community (IACVB) * Association Expenditures (IACVB) * Breakdown of a Tourist Dollar for the City of Roanoke (VDT) * 1993 Visitor Center attendance figures (RVCVB) * Research information on the Roanoke Valley (Smith Travel) I would like to thank the members of the Roanoke City Council for your continued support of our organization, and for allowing members of council, department heads, and employees of the City of Roanoke to assist our organization in its continuous growth and development. Sincerely, Martha Mackey Executive Director MM/pw Enclosures '94 Fi!~ -4 P1 :;:ti February 3, 1994 & Visitors Bureau Ms. Mary Parker Roanoke City Clerk 214 Church Avenue Roanoke, Virginia 24011 Dear Mary: Councilman Delvis "Mac" McCadden has requested that I contact you to allow our office the opportunity to give an annual report to council. The nature of our presentation will be how Roanoke City's increased funding to our organization has been spent. Additionally, he wishes an updated report on our marketing efforts for the new conference center. His original request was for approximately 45 minutes to one hour. Pursuant to our conversation, you have programmed February 28th, 2 p.m. for our presentation. You have suggested 15 to 20 minutes. We will do our utmost to stay within your suggested time frame. As we discussed, we will need a VCR/TV, and a slide projector, screen and projection stand. The bureau will be glad to make arrangements for the equipment. If you prefer to have your office handle the arrangements, we would be glad to pay for the necessary equipment. Please let me know your decision. I look forward to seeing you on February 28, 1994. I hope 1994 will be a productive and prosperous year for you. Sincerely, a Mackey ~ Ex e c u t%iv~ i; ~/~ r e c t °~ _. ~/ "Capital of the Blue Ridge" Marketplace Center 114 Market Street, Roanoke, VA 24011-1402 (703) 342-6025 · Fax: (703) 342-7119 The Roanoke Valley Convention & Visitors Bureau Mission To market the Roanoke Valley as an exciting destination for leisure and convention travel, increase expenditures by all types of visitors and to facilitate the highest quality of service to visitors during their stay. We Are A Regional Dest!nation "- Marketin~Organizati°n Domain Roanoke City Roanoke County City of Salem Town of Vinton Rocky Mount, Franklin County, Botetourt County, and Craig County Long and Short Term Objectives Long term and short term objectives were clearly defined through a recent Virginia Tech study. Market research was provided which supported past decisions and targeted future bureau efforts. Staff t Director of Marketing Directo! of Sales Board of Directors .I . Executive D~rector Administrative Assistant I Salles #1 Salels #2 Part'Tim[e Visitor I Director of Tourism Development Service Coordinator Convention Coordinator Sales Secretary Leisure Market Days A Week) · Maintains Leisure Promotional Materials Opportunities · International Leisure Marketing // Convention Department Director of Sales Kelly Burd Adams · Associations · Political · Educational · Fraternal - Pending Business · Sports - Pending Business Convention Sales Manager Nikld Morgan · Cor.p. orate . . · Medical Assomat~ons to include EMS Groups · Government · Hobbies I Clubs · Military · Military Reunions · Family Reunions Rev. Ron Marsh / / / / / / · Religious · Sports · Fraternal . · African-American Associations belonging to the National Coalition of Black Meeting Planners · Hobbies I Clubs / · Housing Coordinator · Information Resource Person · Prepares Convention Calendar · Prepares Press Releases For Conventions Debora Wright / / / / / / · Conference Center Marketing ·Prod. uct D.evelopment . . · Semor Editor On Commumcaflons Projects · Manage Advertising Campaign · Develops And Implements Marketing Plan · Monitors Sales Activites · Works With Media · Travel Writers I Prose Systems · Travel Writers FAM Marketing Objectives t. Organizational Memberships 2. Trade Shows 3. Sales Missions 4. Advertising a. Print b. Television Professional Organizations International Association Convention & Visitors Bureau Cinet (Lead System) Shenandoah Valley Travel Association VA Convention & Visitors Bureau National Tour Association VA Society of Association Executives VA Chapter Meeting Planner International Religious Conference Managers Association Greater Washington Society Of Association Executives Blue Ridge Parkway Association American Society Of Association Executives Professional Organizations American Hospital Association Society Of Government Planners National Coalition Of Black Meeting Planners American Bus Association Cinet Leads (Convention) Virginia Motorcoach Association Friends Of The Parkway Society Of American Travelwriters Advertising Federation (AD2) Trade Shows / Travel Trade Shows Leisure Market National Marketing Efforts · National Bus Association · American Tour Association · Pennsylvania Bus Association · Shenandoah Valley Travel Association · Travel South · Blue Ridge Parkway Association · Consumer Shows Trade Shows Leisure Market International Marketing Efforts Canadian Sales Mission · CAA (Our AAA) · Canadian Travel Agents · Tour Operators Trade Shows Convention Market · Religious Conference Manager Association · Society Of Government Meeting Planners · Virginia Society of Association Executives · American Society Of Association Executives · Destination Showcase · Affordable Meetings · Meeting World · National Coalition Of Black Meeting Planners · Meeting Planners International Advertising Leisure Advertising May/June June July July/August August September Teetime Southern Living Blue. Ridge Country Magazine Teetime (Plus additional 150,000 for golf package) Southern Living VA Is For Lovem Fall Insert - Washington Post - Baltimore Sun - Philadelphia Inquire - Pittsburgh Press - Asheville Citizen - Raleigh News - Charlotte Observer Leisure Advertising September September September Sept/Oct October October November November November February February March Parkway Milepost Southern Living VacatiOns Magazine BlueRidge Country Magazine V Magazine Mid Atlantic Country Insider's Guide V Magazine Shenandoah Valley Guide To Attractions VA Is For Lovers Travel Guide Choose Your Virginia VeloNews Leisure Advertising March March March March/April April April June Vacations Magazine Shenandoah 1994 Travel Guide Virginia's Fairways VA Is For Lovers Spring Insert - Washington Post - Baltimore Sun - Philadelphia Inquire - Pittsburgh Press - Asheville Citizen - Raleigh News - Charlotte Observer Southern Living Travel Guide American Visions Tour Advertising September September September November Mid Atlantic Group Tour 1994 Group Tour Manual Destination (ABA) Shenandoah Group Tou¢ Manual Conventions Destination Advertising - Convention South - Affordable Meetings - ASAE Association Management Annual Meeting Issue - IACVB CVB Directory & Destination Planners Guide - Plus Conference Center Advertising Conference Center Marketing Marketing 1. Teaser Ads I Conference Center 2. Direct Mail Piece 3. Meeting Planners Fulfillment Piece Thre.e Key Elements Of A Recognized Conference Center · As Ma.n~ated By The International Assomatlon Of Conference Centers 1. Living 2. Learning 3. Leisure Concept For Promoting Conference Center Tie Together Two Major Elements: 1. The Historical Value 2. The Ergonomic Design Of The New Conference Center The Planning Stage Doubletree Gary Crizer, Director of Sales & Marketing Lin Chaff Public Relations & Advertising Lin Chaff, Owner David Meador - Writer Liz Frankl - Designer RVCVB Debora Wright, Director of Marketing Amway Lynn Womack, Meeting Planner Review Of Our Plans Susan Pare Senior Vice President Fran Nemeth Account Supervisor Agency for Doubletree McCann - Erickson of Los Angeles (Handles Coca-Cola, General Motors, Lockheed, Sony Pictures, Nestle) Teaser Ad / Media Placement Campaign 1. Publication Ads 2. Feature Articles 3. Supportive Editorial Media Placement Publications Virginia Business Affordable Meetings Association Executive The Black Convention Convene Convention South Virginia Business Religious Conference Manager Month January February February February February February February March Media Placement Publications The Black Convention Religious Conference Manager Successful Meetings The Black Convention Meetings & Conventions Religious Conference Manager Month April April May June June June The Portfolio Purpose Of Portfolio // // //// Direct Mail Campaign 1. Labels For 3,000 New Association Executives Will Be Generated By The Roanoke Valley Convention & Visitors Bureau. 2. Upon Completion, The Portfolio Will Be Mailed To Those 3,000 Planners. 3. The Portfolio Will Include A Reader Response Card. Planners Will Complete This Card And Receive A Gift (Mug & Coffee). Five Critical Points To Convey 1. The Facility Itself 2. Contiguous Design (Ease Of Design) 3. Service a. Dedicated To Having The Staff Service Group Business Effectively b. ?ne Stop Shopping, Fo.r The User 4. Equ,pment And Furmshlngs 5. Environment August September October November December TOTALS January February March April May June July Center Statistics 1987 1988 1989 1990 1991 1992 1993 312 1,414 1,056 849 1,169 1,559 406 521 1,088 1,429 1,528 1,534 120 1,264 1%39 2,049 1,795 1,924 1,302 1,202 1,876 2,014 2,362 3,321 1,844 1,671 2,494 2,793 2,976 4,324 1,435 2,016 2,897 3,113 3,448 3,810 2,105 3,206 3,524 4,104 4,118 4,822 2,128 2,990 3,118 3,458 4,565 4,930 1,300 1,993 2,612 2,461 3,274 3,634 474 2,723 2,117 1,929 2,777 4,586 5,007 674 1,562 1,487 1,115 1,704 2,387 2,515 260 1,476 808 975 1,402 1,765 1,854 1,408 16,713 20,692 24,323 28,153 33,973 39,234 //~ Roanoke Valley Vis. ltor Center ~/~ _ Attendance Figures /, ~oo, ~ooOo / 4000 3000 2000 1000 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1987188 1992193 $147,858.00 $601,620.00 $4,458,405.00 $10!,353,909.00 Convention Bureau Budgets Competition Comparison Virginia Beach Richmond Norfolk Greensboro Louisville Asheville Roanoke $6.8 Million $2.025 Million $1.4 Million (Plus $3.0 Million Advertising Budget Separate from Bureau Budget) $1.1 Million $2.7 Million $2.8 Million $694,O00 Where. Do We Need To Go From Here? 1994/1995 Budget Need One Million Dollar Budget Roanoke City Roanoke County Salem TOTAL $650,000 $250,000 $1,000,000 Capital Improvements · Visitors Center - Rest Rooms · Move Director Of Marketing to Upstairs Office · Training Room Permanent Staffing In Visitor Center Satellite Visitor Centers Increase Convention Advertising Efforts July 1, 1994 Doubletree will begin advertising the Conference Center and Hotel Roanoke. We will need to support those efforts along with ensure business is not sim.ply displa, c.ed from current hotel and motel properties and CIVIC centers. We Must Have NEW Business. Objectives · Increased Marketing and Advertising · Prose System Increase Travel Writer Familiarization (Press Trips) · Meeting Planners Guide To The Roanoke Valley · Marketing Campaign To Convention Planners Several Phases 1. Initial Contact 2. Followup Information 3. Additional Gifts · Upgrade Our Tour Planners Guide With Photographs · Increase Our Service Delivery To All Of Our Clientele Convention & Leisure Markets · Low Band Radio / / ? Council Appointees Granger Ma.c.f.a. rlane _ Accredlatlon Process (18 month program) Mac McCadden - Bi.g South Conference · / - Triple Crown S. ports, Inc. I/ - Golden Olympics ! / - ABC Bowling Congress . . I/ - Chairman Sports Council - Tour DuPont - AAU Girls National - American Bass Association -- Olympic '96 Brian Wishneff - Hotel Roanoke I Conference Center & Beverly James Bob Herbert- RVCVB Board Member 23 :23 Roanoke, Virginia February 28, 1994 The Honorable David A. Bowers, and Members of City Council Roanoke, Virginia Mayor Dear Mayor Bowers and Council Members: Subject: Briefing - Special Events Please reserve space on your agenda the above subject. for a briefing regarding Respectfully submitted, W. Robert Herbert City Manager WRH:WFC:pr cc: City Attorney Director of Finance Director of Public Works MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 4~6 Roanoke, Vir~i.nia 24011 Telephone: (?03) 981-2,~41 SANDRA H. EAKIN Depuly City Clerk March 2, 1994 File #2-66-77-178-200-247-258-288-514 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31876-022894 authorizing execution of an agreement with the Virginia Department of Transportation relating to demolition of structures in connection with the widening and realignment of Wells Avenue, N. E. Resolution No. 31876-022894 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994. Sincerely, ~ Mary F.~arker, CMC/AAE City Clerk MFP: sm Enc. pc: M. Scott Hollis, Urban Engineer, Virginia Department of Transportation, 1401 East B~oad Street, Richmond, Virginia 23219 Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works Charles M. Huffine, City Engineer William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer John R. Marlies, Chief, Planning and Community Development Phillip F. Sparks, Acting Chief, Economic Development Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, The 28th day of February, 1994. No. 31876-022894. VIRGINIA A RESOLUTION authorizing the execution of an agreement with the Virginia Department of Transportation relating to demolition of structures in connection with the widening and realignment of Wells Avenue, N.E. BE IT RESOLVED by the Council of the city of Roanoke that the City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the city to execute and attest, respectively, an agreement with the Virginia Department of Transportation for the demolition of structures in connection with the widening and realignment of Wells Avenue, N.E., such agreement being in substantially the form attached to the City Manager's report dated February 28, Attorney. 1994 and approved as to form by the City ATTEST: City Clerk. MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 4~6 Roanoke, Virginia 2,1011 Telephone: (703) 981-2541 SA~DRA H. EAKIN Deputy City Clerk March 2, 1994 File #2-66-77-178-200-247-258-288-514 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31875-022894 amending and reordaining certain sections of the 1993-94 Capital Fund Appropriations, providing for the transfer of $4,122.00 from Capital Improvement Reserve, Public Improvement Bonds - Series 1992A, to Streets and Bridges, Second Street/Gainsboro Road/Wells Avenue, in connection with execution of a City-State Agreement with the Virginia Department of Transportation relating to demolition of structures for the widening and realignment of Wells Avenue, N. E. Ordinance No. 31875-022894 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994. Sincerely, ~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno. pc: W. Robert Herbert, City Manager Kit B. Kiser, Director, Utilities and Operations William F. Clark, Director, Public Works Charles M. Huffine, City Engineer William L. Stuart, Manager, Streets and Traffic Robert K. Bengtson, Traffic Engineer John R. Marlles, Chief, Planning and Community Development Phillip F. Sparks, Acting Chief, Economic Development Diane S. Akers, Budget Administrator, Office of Management and Budget 1993-94 Capital emergency. WHEREAS, Government of the exist. IN THE COUNCIL OF THE CITY OF RO~%NOKE, VIRGINIA The 28th day of February, 1994. No. 31875-022894. AN ORDINANCE to amend and reordain certain sections of the Fund Appropriations, and providing for an for the usual daily operation of the Municipal city of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the city of Roanoke that certain sections of the 1993-94 Capital Fund Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: a ro riations Streets & Bridges 2nd Street / Gainsboro Rd / Wells Ave (1) .......... capital Improvement Reserve Public Improvement Bonds - Series 1992A (2) ........ 7,505,820 5,377,269 5,008,108 4,674,912 1) Appropriated from Bond Funds (008-052-9547-9001) $ 4,122 2) Appropriated from Bond Funds (008-052-9700-9181) ( 4,122) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: this City Clerk. '94 {?- 23 Roanoke,Virginia February28, 1994 Honorable David A. Bowers, Mayor and Members of Council Roanoke, Virginia Dear Members of Council: SUBJECT: City - State Agreement Demelit~on of Structures Widening for Wells Avenue I. Background: On April 13t 1987 City Council requested the Virginia Department of Transportation (VDOT) to program projects for roadway widening and realignment to include: 1. Wells Avenue, N.W. from Williamson Road to First Street, N.W. First Street/Gainsboro Road from Madison Avenue, N.W. to Salem Avenue, S.W. and intersection of Orange Avenue and Gainsboro Road. (This alignment ultimately shifted location to become known as the Second Street/Gainsboro Road project.) Be On December 16t 1992 City Council approved (by Resolution No. 31287-121692) the location of the realignment of Wells Avenue, N.W. from Williamson Road to Second Street, N.W. (presently known as First Street, N.W.). Wells Avenue project schedule has been accelerated to improve public safety and traffic flow in connection with the opening of the Hotel Roanoke/Conference Center in early-1995. On April 12, 1993, City Council authorized (by Ordinance No. 31406-041293) an amendment to the "Agreement for Administering Project by Municipality" between the City and VDOT for Wells Avenue to allow VDOT to handle the right-of-way and construction Members of City Council Page 2 A. De phases of the project in order to meet the stringent time schedule. The preliminary engineering phase continues to be administered by the City with its consultant, Mattern & Craig, Inc., Consulting Engineers. Further, VDOT has been extraordinarily cooperative in its scheduling of many project-related activities. On August 9t 1993 City Council approved the location and major design features of the realignment of Wells Avenue, N.W. from Williamson Road to Second Street, N.W. (Resolution No. 31622-080993). Current Situation: Contract for the demolition of structures that need to be displaced for the widening of Wells Avenue is needed in advance of the Wells Avenue roadway contract to help reduce the construction work requirements of the roadway contractor. This is important due to the short timeframe that will be available to the roadway contractor (expected to begin work in June, 1994 and complete basic roadway construction by late-February, 1995). Bids for building demolition were received by VDOT on February 16, 1994. A contract was awarded the following day to S. B. Cox, Inc. of Richmond, Virginia. Structures that need to be razed are all within the area north of Wells Avenue (to the alley) from Williamson Road to Jefferson Street (See Attachment I map). This consists of the eight (8) commercial buildings while the two (2) residential dwellings will be moved to other property on Gilmer Avenue. Traffic on Wells Avenue will need to be detoured periodically during this demolition work in the interest of public safety. City must execute the attached City-State Agreement (Attachment II) before VDOT will allow the contractor to begin demolition. E. City share of the cost of this demolition contract is ~4t122 (2% of the actual cost). Members of City Council Page 3 III. Issues: A. Funding B. Demolition Plans C. Timing IV. Alternatives: A. Be Authorize the City Manager, in a form acceptable to the City Attorney, to execute the City-State Agreement on behalf of the City~ and authorize the Director of Finance to transfer $4~122 from the Streets and Bridges Category of the 1992 Bond Series-A into the Wells Avenue Account No. 008-052-9547-9001. 1. Funding, in the amount of $4t122, is available for this project from the Streets and Bridges Category of the 1992 Bond Series-A. 2. Demolition plans comply with City's needs for this project. Timing for demolition contract work to begin is March, 1994. Contractor has a fixed-time completion date of May 31, 1994. Reject City-State Agreement and proceed to reimburse VDOT for 100% of all expenditures to date in accordance with City Resolution No. 28607. 1. Funding would be needed in the amount of the total VDOT project expenditures to date. 2. Demolition plans would not be done at this time. 3. Timing for Wells Avenue construction would be delayed. Members of City Council Page 4 Recommendation is that City Council: Authorize the City Manager, in a form acceptable to the City Attorney, to execute the City-State Agreement on behalf of the City. Authorize the Director of Finance to transfer $4t122 from the Streets and Bridges Category of the 1992 Bond Series-A into the Wells Avenue Account (No. 008-052-9547-9001). Respectfully submitted, W. Robert Herbert City Manager WRH:RKB:Jrm Attachments: I Map II City-State Agreement copy: City Attorney Director of Finance Director of Public Works City Traffic Engineer Construction CostTechnician Budget Administrator Accountant, Contracts & Fixed Assets ATTA~ 14 I~~T · ZV ¢ ATTACHMENT I1 HGREEMENT BETWEEN THE CITY OF ROANOKE HND THE VIRGINI~ DEP~RTMENT OP TP~%NSPORTATION The City of Roanoke, Commonwealth of virginia, hereinafter referred to as Roanoke, and the Commonwealth of Virginia, Department of Transportation, hereinafter referred to as the DEPARTMENT, hereby agre$ ae follows: 1. The DEPARTMENT will prosecute a project for the demolition of buildings D-1 (parcel 010); D-2, D-3, D-4 (Parcel 011); D-5 (Parcel 012); D-6 (Parcel 013), D-7 (Parcel 014); and D-8 (Parcel 015), and designated as Project u000-128-117, RW201. Roanoke requests the D~PARTMENT to submit the project with recommendation that it be approved by the Commonwealth Transportation Board and agrees that if euch project is approved by the DEPARTMENT, Roanoke, thereafter, at its own expense, will maintain the project, or have it maintained, in a manner satisfactory to the DEPARTMENT or its authorized representatives. 3. Roanoke agrees to comply with Title VI of the civil Rights Act of 1964 and the Virginia Fair Employment Contracting Act, Sections 2.1-374 through 2.1-376 of the Code of Virginia (1950), as amended. 4. Roanoke agrees to comply with all applicable federal, state and local rules, regulations and statutes when work is performed on thie project with municipal forces or its agent at project expense. 5. Roanoke agrees to participate in the actual cost of this project in accordance with the following tabulation, ITEH Demolition Traffic signs understanding that the costs shown are estimated and the percentages will be applied to actual costs: pROJECT COST RO;%NOKE'S SHARE ESTIMATED COST ~ AMOUNT $ 205,461.42 2 $ 4,1~.23 ~%o.oo 2 ~.~o TOTAL $ 206,071.42 $ 4,~1.43 the parties have hereunto affixed their IN WITNESS WMEREOF, signatures, for CITY day of ATTEST: OF ROANOKE on the day of 19 , and the DEPARTMENT on the , 19 CITY OF ROANOKE BY: CITY CLERK BY: CITY MANAGER NOTE: The official signing for the municipality must attach a certified copy of the authority under which this Agreement is executed. This Agreement is executed in three originals. APPROVED AS TO FORM CITY ATTORNEY COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION BY: COMMISSIONER -2- MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room 4~6 Roanoke, Virginia 24011 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City Clerk March 2, 1994 File #121-361-472 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31877-022894 accepting bids submitted by Freedom Ford to lease one new 4-door, 4-wheel drive utility type vehicle at a monthly rentai rate of $481.00 per month, and Magic City Motor Corporation to lease one new 4-door, full size automobile at a monthly rental rate of $411.97 per month to be used by the Sheriff's Department, upon certain terms and conditions; and rejecting all other bids made to the City for such items. Resolution No. 31877-022894 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994. Sincerely Mary F. Parker, CMC/AAE City Clerk MFP: sm Eno o pc: Charles W. Pickle, Salesman, Magic City Motor Corporation, P. O. Box 12807, Roanoke, Virginia 24028 David E. Howell, Commercial Sales Manager, Freedom Ford, 7570 N. Military Highway, Norfolk, Virginia 23518 The Honorable W. Alvin Hudson, City Sheriff Wilburn C. Dibling, Jr., City Attorney James D. Orisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, Generai Services Diane S. Akers, Budget/Management Analyst, Office of Management and Budget IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA The 28th day of February, 1994. No. 31877-022894. A RESOLUTION accepting the bids for the lease of two vehicles for use by the Sheriff's Department, upon certain terms and conditions; and rejecting all other bids made for such items. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The bid submitted by Freedom Ford to lease one (1) new 4- door, 4-wheel drive utility type vehicle at a monthly rental rate of $481.00 per month, is hereby ACCEPTED. 2. The bid submitted by Magic City Motor Corporation to lease one (1) new 4-door, full size automobile at a monthly rental rate of $411.97 per month, is hereby ACCEPTED. 3. The City's Manager of General Services is hereby authorized and directed to issue any required purchase orders for the lease of such vehicles, and the City Manager or the Assistant City Manager is authorized to execute, for and on behalf of the City, any required lease agreements with respect to the aforesaid vehicles, such agreements to be in such form as shall be approved by the City Attorney. 4. Any and all other bids made to the City for the aforesaid items are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for such bid. ATTEST: City Clerk. Roanoke, Virginia February 28, 199~ Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Leasing of Sheriff's Vehicles, Bid No. 94-1-107 I. Backqround Vehicle~, for the City Sheriff, are necessary for transportation of prisoners and the performance of required duties. Two vehicles are required to replace existing units which have high milage and are experiencing increased maintenance cost. Specifications were developed and along with Request for Quotations, were sent to Ten (10) vendors that are currently listed on the City's bid list. An advertisement was also published in the Roanoke Times and Roanoke Tribune. Bids to Lease/Purchase Two (2) vehicles, were received after due and proper advertisement, and were publicly opened and read in the Office of the Manager of General Services, at 2:00 p.m. on February 10, 1994. II. Current Situation Two (2) bid responses were received on the Utility type vehicle and One (1) bid was received on the automobile. Bid tabulation is attached. Ail bids were evaluated in a consistent manner by representatives of the following departments: City Sheriff General Services Fleet Management C. Bid evaluations are as follows: One (1) New 4-Door, 4-Wheel Drive Utility type vehicle. The lowest bid, submitted by Freedom Ford, meets all required specifications for the cost of $481.00 per month. Leasing of Sheriff's Vehicle Bid No. 94-1-107 Page 2 III. IV. One (1) New 4-Door? Full Size Automobile. The only bid for this unit, submitted by Magic City Motor Corporation, meets all required specifications for the cost of $411.97 per month. The Lease cost of the requested vehicles will be paid from the reimbursements received from the State for this operation, thereby preventing the initial capital outlay. Lease vehicles are not available through the State Contract System. Issues A. Need B. Timinq C. Compliance with Specifications D. Expense Reimbursement E. Fund Availability Alternatives Accept the lowest responsible bids to Lease/Purchase vehicles for the City Sheriff as follows: One (1) New 4-DoorI 4-Wheel Drive Utility typo vehicle from Freedom Ford at a cost of $481.00 per month for a period of 48 months. One (1) New 4-Door, Full Size Automobil~ from Magic City Motor Corporation, for the cost of $411.97 per month for a period of 48 months. Need - Requested units are necessary to perform required duties of the Sheriff's Department. Timinq - The manufacturers of these units have notified the City that no new vehicle orders will be entered after the first week of March for the current year model. Leasing of Sheriff's Vehicles Bid No. 94-1-107 Page 3 Compliance with Specifications - The units recommended in this alternative meets all required specifications. Expense Reimbursement The State of Virginia will reimburse at $.2705 per mile for each of these vehicles. Fund Availability Funds are available in the Sheriff's Equipment Rental Account 001-024-3310-3070. Reject all Bids. Need The support of prisoner transportation and other required duties of the Sheriff's Department would not be accomplished in the most efficient and effective manner. 2. Timinq would not be a factor in this alternative. Compliance with Specifications would not be a factor in this alternative. 4. Expense Reimbursement would not be a factor in this alternative. Fund Availability - Funds available for this expenditure would not be expended. Purchase the requested vehicles for the Sheriff's Department. Need - requested vehicles are necessary to perform required duties of the Sheriff's Department. Timing - Units could not be purchased due to time limit of manufacturers cut off of accepting orders for current year models. Compliance with Specifications would be a factor since the purchase of requested units would need to be re-bid. Leaslng of Sheriff's Vehicles Bid No. 94-1-107 Page 4 cc: Expense Reimbursement - The State of Virginia would not reimburse capital outlay expense. Milage reimbursement is the only method to recover their cost. Fund Availability - Adequate Funding for the purchase of requested vehicles are not available in Account 001-024-3310- 3070. An additional Funding source would have to be realized. V. Recommendation Council concur with Alternative "A" - accept the bids to Lease vehicles for the Sheriff's Department as follows: One (1) New 4-Door~ 4-Wheel Drive Utility tyDe Vehicle from Freedom Ford for a period of 48 months for the cost of $481.00 per month. One (1) New 4-Door~ Full Size Automobile from Magic City Motor Corporation for a period of 48 months for the cost of $411.97 per month. Reject all Bids. Respectfully Submitted, W .~Ro~e~~t~ City Manager City Attorney Director of Finance Management & Budget 0 MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Virginia 24011 Telephone: (703) 981-2~41 SANDRA H. F_AKIN D~puty City Clerk March 2, 1994 File #67-183-268-270-330-361-472 W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 31879-022894 accepting the following bids received by the City for certain vehicular and related equipment, and rejecting all other bids received by the City for the said items: Quantity and Successful Purchase Description Bidder Price One New Cab/Chassis for HydrauHc Sewer Cleaner Magic City Ford $ 38,796.52 One New HydrauHc Sewer Cleaner MSC Equipment, Inc. 34,485.00 One New Cab/Chassis for 20 Ton Dump Body; Two New Cab/Chassis for 10 Ton Dump Bodies; and One New Cab/Chassis for One Ton Dump Body Magic City Ford 145,736.63 One New 20 Ton Dump Body; One New Utility Body; Two New 10 Ton Dump Bodies; and One New Eight Foot Dump Body Truck Body Corp. 27,987.16 W. P~ot{ert Herbert March 2, 1994 Page 2 Quantity and Description Successful Bidder Purchase Price One New One Ton Pick-Up Cab / Chassis Farrell Ford, Inc. 12,640.38 One New 1/2 Ton Fill Size Pick-Up Truck, 4-Wheel Drive; Two New 3/4 Ton Full Size Pick-Up Trucks Berglund Chevrolet 39,461.82 Two New Trailer Mounted Air Compressors Mitchell Distributing Co. 21,940.00 Resolution No. 31879-022894 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Eric. pc: Wilburn C. Dibling, Jr., City Attorney James D. Grisso, Director of Finance Kit B. Kiser, Director, Utilities and Operations D. Darwin Roupe, Manager, General Services Jesse H. Perdue, Jr., Manager, Utility Line Services William F. Clark, Director, Public Works John W. Coates, Manager, Parks, Recreation and Grounds Maintenance James A. McClung, Manager, Fleet and Solid Waste Management Diane S. Akers, Budget Administrator, Office of Management and Budget MARY F. PARKER City Clerk CITY OF ROANOKE OFFICE OF THE CITY CLERK 215 Church Avenue, S.W., Room 456 Roanoke, Vir~nia 24011 Telephone: (703) 981-2541 SANDRA H. EAKIN Deputy City C~¢rk March 2, 1994 File #67-183-268-270-330-361-472 Bergiund Chevrolet, Inc. J. W. Burress Cavalier Equipment Corp. Eagle Equipment Co., Inc. Farrell Ford, Inc. Fulton Trucks, Inc. General Truck Body Highway Motors, Inc. James River Equipment, Inc. MSC Equipment, Inc. Magic City Ford Mitchell Distributing Co. Richmond Machinery & Equipment Co., Inc. Shelton-Witt Equipment Truck Body Corporation Virginia Public Works Equipment Ladies and Gentlemen: I am enclosing copy of Resolution No. 31879=022894 accepting the following bids received by the City fol~ certain vehicular and related equipment, and rejecting all other bids raeeived by the City for said items: (~antity and Successful Purchase Description Bidder Price One New Cab/Chassis for Hydraulic Sewer Cleaner One New Hydraulic Sewer Cleaner Magic City Ford MSC Equipment, Inc. $ 38,796.52 34,485.00 Bergiund Chevrolet, Inc. J. W. Burress Cavalier Equipment Corp. Eagle Equipment Co., Inc. Fsrrell Ford, Inc. Fulton Trucks, Inc. General T~uck Body Highway Motors, Inc. James River Equipment, Inc. MSC Equipment, Inc. Magic City Ford Mitcheli Distributing Co. Richmond Machinery & Equipment Co., Inc. Shelton-Witt Equipment Truck Body Corporation Virginia Public Works Equipment March 2, 1994 Page 2 Quantity and Description One New Cab/Chassis for 20 Ton Dump Body; Two New Cab/Chassis for 10 Ton Dump Bodies; and One New Cab/Chassis for One Ton Dump Body One New 20 Ton Dump Body; One New Utility Body; Two New 10 Ton Dump Bodies; and One New Eight Foot Dump Body One New One Ton Pick-Up Cab / Chassis One New 1/2 Ton Fill Size Pick-Up Tvuck~ 4-Wheel Drive; Two New 3/4 Ton Full Size Pick-Up Trucks Successful Bidder Magic City Ford Truck Body Corp. Farreli Ford, Inc. Berglund Chevrolet Purchase Price 145,736.63 27,987.16 12,640.38 39,461.82 Two New Trailer Mounted Mitchell Distributing 21,940.00 Air Compressors Co. Berglund Chevrolet, Inc. J. W. Burress Cavalier Equipment Corp. Eagle Equipment Co., Inc. Farrell Ford, Inc. Fulton Trucks, Inc. General Truck Body Highway Motors, Inc. James River Equipment, Inc. MSC Equipment, Inc. Magic City Ford Mitchell Distributing Co. Richmond Machinery & Equipment Co., Inc. Shelton-Witt Equipment Truck Body Corporation Virginia Public Works Equipment March 2, 1994 Page 3 Resolution No. 31879-022894 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994. On behalf of the Mayor and Members of City Council, I would like to express appreciation for submitting your bids on the abovedescribed vehicular equipment. Sincerely, ~~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 28th day of February, 1994. No. 31879-022894. A RESOLUTION accepting bids for certain vehicular and related equipment, and rejecting other bids. BE IT RESOLVED by the Council of the City of Roanoke that: 1. The bids in writing of the following named bidders to furnish to the City the items hereinafter set out and generally described, such items being more particularly described in the City's specifications and any alternates and in each bidder's proposal, are hereby ACCEPTED, at the purchase prices set out with each item: Item Quantity and Successful Total Purchase No. Description Bidder Price 1 One (1) New Cab/Chassis Magic City Ford $ 38,796.52 for Hydraulic Sewer Cleaner 2 One (1) New Hydraulic Sewer MSC Equipment, Inc. $ 34,485.00 Cleaner 3 One (1) New Cab/Chassis for 20 Ton Dump Body; 7 Two (2) New Cab/Chassis for 10 Ton Dump Bodies; 9 One (1) New Cab/Chassis for 1 Ton Dump Body 4 One (1) New 20 Ton Dump Body; 6 One (1) New Utility Body; 8 TwO (2) New 10 Ton Dump Bodies; 10 One (1) New 8 Foot Dump Body Magic City Ford Truck Body Corpora- tion $145,736.63 $ 27,987.16 5 One (1) New One Ton Pick-Up Cab/Chassis Farrell Ford, Inc. $ 12,640.38 11 One (1} Pick-Up 12 Two (2) Pick-Up New 1/2 Ton Full Size Truck, 4-Wheel Drive; New 3/4 Ton Full Size Trucks Berglund Chevrolet, $ 39,461.82 Two (2) New Trailer Mounted Mitchell Distributing $ 21,940.00 Air Compressors Company 2. The City's Manager of General Services is hereby authorized to issue the requisite purchase orders for the above- mentioned items, said purchase orders to be made and filed in accordance with the City's specifications, the respective bids made therefor and in accordance with this resolution. 3. Any and all other bids made to the City for the aforesaid items are hereby REJECTED; notify each such bidder appreciation for each bid. and the City Clerk is directed to so and to express to each the City's ATTEST: City Clerk. MARY F. PARY~R CITY OF ROANOI(E OFFICE OF THE CITY CLERK 21~ Church Avenue, S.W., Room Roanoke, Vff~nia 24011 Telephone: (?03) 981-2~41 SANDRA H. EAKIN Deputy City Clerk March 2, 1994 File #60-67-183-268-270-330-361-472 James D. Grisso Director of Finance Roanoke, Virginia Dear Mr. Grisso: I am attaching copy of Ordinance No. 31878-022894 amending and reordaining certain sections of the 1993-94 General, Fleet Maintenance and Utility Line Service Appropriations, providing for appropriation of funds in connection with purchasing trucks and related equipment and trailer mounted air compressors for use by various City departments. Ordinance No. 31878-022894 was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, February 28, 1994. Sincerely, ~~.~ Mary F. Parker, CMC/AAE City Clerk MFP: sm Enc. pc: W. Robert Herbert, City Manager William F. Clark, Director, Public Works James A. McClung, Manager, Fleet and Solid Waste Management John W. Coates, Manager, Parks, Recreation and Grounds Maintenance Kit B. Kiser, Director, Utilities and Operations Jesse H. Perdue, Jr., Manager, Utility Line Services D. Darwin Roupe, Manager, General Services Diane S. Akers, Budget Administrator, Office of Management and Budget IN THE COUNCIL OF THE CITY OF RO~NOKEt VIRGINIA The 28th day of February, 1994. No. 31878-022894. AN ORDINANCE to amend and reordain certain sections of the 1993-94 General, Fleet Maintenance , and Utility Line Service Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the city of Roanoke, an emergency exist. is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1993-94 General, Fleet Maintenance, and Utility Line Service Appropriations, be, and the same are hereby, amended and reordained to read as follows, in part: General Fund Appropriations General Government (1-23) ............................ Judicial Admininstration (24-28) ..................... Public Safety (29-60) ................................ Public Works (61-76) ................................. Health & Welfare (77-81) ............................. Parks, Recreation & Cultural (82-85). co unity Development (86-90) ........ Fleet Maintenance Capital Outlay Vehicular Equipment (91) ........................... Operating (92) ..................................... 9,370,753 3,637,851 31,231,212 20,019,143 17,048,037 4,617,203 1,053,955 2,871,364 1,802,104 1,000,000 Utility Line Service Appropriations Other Charges Expendable Equipment (93) ........................... Capital Outlay Vehicular Equipment (94) ............................ Other Equipment (95) ................................ $ 297,809 22,278 441,467 147,094 33,352 Retained Earnings Retained Earnings Unrestricted (96) ................. $ 860,205 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14) 15) 16) 17) 18) 19) Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Fleet Rental (001-001-1110-1125) (001-001-1120-1125) (001-002-1211-1125) (001-002-1211-7027) (001-002-1212-1125) (001-003-1220-1125) (001-004-1231-1125) (001-004-1232-1125 (001-004-1232-7027 (001-022-1233-1125 (001-020-1234-1125 (001-023-1235-1125 (001-056-1237-1125 (001-005-1240-1125 (001-056-1250-1125 (001-050-1260-1125 (001-002-1261-1125 (001-002-1262-1125 (001-002-1262-7027 $( ( ( 552) 828) 828) 440 690) 966) 2,069) 2,069) 150 1,931) 1,655) 1,379) 690) 690) 276) 276) 2,351) 414) 450 20) 21) 22) 23) 24) 25) 26) 27) 28) 29) 3O) 31) 32) 33) 34) 35) 36) 37) 38) 39) 4O) 41) 42) 43) 44) 45) 46) 47) 48) 49) 50) Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance (001-054-1270-1125) (001-052-1280-1125 (001-052-1280-7027 (001-010-1310-1125 (001-072-2110-1125 (001-028-2111-1125 (001-024-2140-1125 (001-054-2150-1125 (001-026-2210-1125 (001-050-3111-1125 (001-050-3111-7027 (001-050-3112-1125) (001-050-3112-7027) (001-050-3113-1125) (001-050-3113-7027} (001-050-3114-1125) (001-050-3114-7027) (001-050-3115-1125) (001-050-3115-7027) (001-024-3310-1125) (001-050-3530-1125) (001-050-3530-7027) (001-050-3211-1125) (001-050-3212-1125} (001-050-3213-1125) (001-050-3213-7027) (001-050-3214-1125) (001-050-3214-7027) (001-054-3320-1125) (001-054-3320-7027) (001-054-3330-1125) ( 138) ( 276) 45O ( 414) ( 690) ( 2,069) 4,000) 276) 1,793) 414) 210 7,448) 20,444 ( 27,744) 16,466 ( 5,103) 359 ( 552) 1,139 ( 5,331) ( 828) 1,980 ( 414) ( 828) (29,931) 45,291 ( 276) 2,362 ( 2,207) 649 ( 414) 51) 52) 53) 54) 55) 56) 57) 58) 59) 6o) 61) 62) 63) 64) 65) 66) 67) 68) 69) 7O) 71) 72) 73) 74) 75) 76) 77) 78) 79) 8o) 81) 82) 83) Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Hospitalization Insurance Fleet Rental Hospitalization Insurance Hospitalization Insurance Fleet Rental (001-054-3350-1125) (001-054-3350-7027) (001-054-3360-1125) (001-054-3360-7027) (001-050-3520-1125) (001-050-3520-7027) (001-050-3521-1125) (001-050-3521-7027) (001-052-3410-1125) (001-052-3410-7027) (001-050-4130-1125) (001-050-4130-7027) (001-052-4110-1125) (001-052-4110-7027) (001-052-4160-1125) (001-052-4160-7027) (001-052-4210-1125) (001-052-4211-1125) (001-052-4211-7027) (001-052-4220-1125) (001-052-4310-1125) (001-052-4310-7027) (001-052-4330-1125) (001-052-4330-7027) (001-052-4340-1125) (001-052-4340-7027) (001-054-5311-1125) (001-054-5313-1125) (001-054-5314-1125) (001-054-5314-7027) (001-054-5316-1125) (001-052-7110-1125) (001-052-7110-7027) ( 2,076) 455 ( 3,323) 370 414) 2,888 ( 3,448) 216 ( 1,241) 2,850 ( 5,241) 1,300 ( 6,069) 27,066 ( 3,448) 18,272 ( 11,034) ( 1,103) 9,023 ( 4,276) ( 2,759) 4,069 ( 4,414) 8,352 (10,207) 24,898 ( 1,931) ( 11,172) ( 8,828) 4,536 ( 1,241) ( 1,931) 575 84) Hospitalization Insurance 85) Fleet Rental 86) Hospitalization Insurance 87) Fleet Rental 88) Hospitalization Insurance 89) Fleet Rental 90) Hospitalization Insurance 91) Vehicular Equipment 92) Fleet Rental - General Fund 93) Expendable Equipment 94) Vehicular Equipment 95) Other Equipment 96) Retained Earnings Unrestricted (001-054-7310-1125) (001-054-7310-7027) (001-052-8110-1125) (001-052-8110-7027) 001-002-8120-1125) 001-002-8120-7027) 001-002-8123-1125 017-052-2642-9010 017-020-1234-1200 016-056-2625-2035 016-056-2626-9010 '016-056-2626-9015' (016-3266) ( 5,103) 500 ( 1,103) 3,000 ( 690) 1,240 (138) 200,000 200,000 3,527 147,094 32,211 (182,832) BE IT FURTHER Ordinance shall be ORDAINED that, an emergency in effect from its passage. existing, this ATTEST: city Clerk. Roanoke, Virginia February 28, 1994 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: Bids to purchase Trucks and Related Equipment, Bid No. 94-1-49, Alr Compressors, Bid No. 93-12-73 and Fund Appropriations I. Background Capital Maintenance and Equipment Replacement Proqram identified equipment needs for various departments. This report will address some of the needs for equipment for Utility Line Services, Parks and Grounds and Building Maintenance departments. Attachment "A" is a listing of those items that will cost less than $15,000 per single item. These items will be procured through the competitive bid process in accordance with the Code of the City of Roanoke. Specifications were developed and along with Request for Quotations were sent to nineteen (19) vendors for Trucks and Related Equipment and to twenty (20) vendors for Trailer Mounted Air Compressors. A public advertisement was also published in the Roanoke Times and Roanoke Tribune. Bids were received, publicly opened and read in the Office of the Manager of General Services, after due and proper advertisement. Bid tabulations are attached. II. Current Situation Ail bids identified in this report, were evaluated in a consistent manner by representatives of the following departments: Public Works Utilities and Operations Fleet Management Utility Line Services General Services Trucks and Related Equipment, Bid No. Air Compressors, Bid No. 93-12-73 Fund Appropriations Page 2 94-1-49 Evaluation of Bids on Trucks and Related Equipment are as follows: 1. Item #1 One (1) New Cab/Chassis for Hydraulic Sewer Cleaner for Utility Line Services. The lowest bid, the alternate bid, submitted by Highway Motors, Inc. and the second lowest bid, the base bid submitted also by Highway Motors, Inc. took exceptions to Transmission and Frame strength. These exceptions are substantial and cannot be waived as informalities. The third lowest bid, submitted by Virginia Public Works Equipment took exceptions to Motor Horse Power and Transmission requirements. These exceptions are substantial and cannot be waived as informalities. The lowest bid meeting specifications is submitted by Magic City Ford for the cost of $38,796.52. Item #2 - One (1) New Hydraulic Sewer Cleaner to be mounted on item #1. The lowest bid, submitted by MSC Equipment, Inc., meets all required specifications for the cost of $34~485.00. Item #3 - One (1) New Cab/Chassis for 20 Ton Rated Dump Body for Parks and Grounds. The lowest bid, submitted by Magic City Ford, meets all required specifications for the cost of $49,782.13. Item #4 - One (1) New 20 Ton Rated Dump Body to be mounted on item #3. The lowest bid submitted by Truck Body Corporation meets all required specifications for the cost of $6,643.76. Item #5 - One (1) New 1 Ton Pick-Up Cab/Chassis for Utility Line Services. The lowest bid submitted by Farrell Ford, Inc. meets all required specifications for the cost of $12,640.38. Trucks and Related Equipment, Bid No. 94-1-49 Air Compressors, Bid No. 93-12-73 Fund Appropriations Page 3 Item #6 One (1) New Utility Body to be mounted on item #5. The lowest bid submitted by Truck Body Corporation meets all required specifications for the cost of $2,372.44. Item #7 - Two (2) New Cab/Chassis for 10 Ton Dump Bodies. One (1) unit is for Utility Line Services and One (1) unit is for Building Maintenance Department. The lowest bid submitted by Magic City Ford meets all required specifications for the cost of $40,013.75 per unit. Item #8 - Two (2) New 10 Ton Rated Dump Bodies to be mounted on item #7. The lowest bid submitted by Truck Body Corporation meets all required specifications for the cost of $7,815.48 per unit. Item #9 - One (1) New Cab/Chassis for 1 Ton Rated Dump Body for Parks and Grounds Department. The lowest bid submitted by Magic City Ford meets all required specifications for the cost of $15,927.00. 10. Item #10 - One (1) New 8 Foot Dump Body to be mounted on item #9. The lowest bid submitted by Truck Body Corporation meets all required specifications for the cost of $3,340.00. 11. Item #11 - One (1) New 1/2 Ton Full Size Pick- Up Truck, 4 Wheel-Drive for Parks and Grounds Department. The lowest bid submitted by Berglund Chevrolet, Inc. meets all required specifications for the cost of $13,684.68. 12. Item #12 - Two (2) New 3/4 Ton Full Size Pick- Up Trucks for Parks and Grounds Department. The lowest bid submitted by Berglund Chevrolet, Inc. meets all required specifications for the cost of $12,888.57 per unit. Evaluation of Compressor, One and One (1) Departments. Bids on Trailer Mounted Air (1) Unit for Utility Line Services Unit for Building Maintenance Trucks and Related Equipment, Bid No. 94-1-49 Air Compressors, Bid No. 93-12-73 Fund Appropriations Page 4 III. IV. De The lowest bid, submitted by Mitchell Distributing Company took two (2) exceptions to the specifications. These exceptions are not substantial and are considered to be informalities as allowed by the Code of the City of Roanoke. The cost of the unit bid is $10,970.00 each. Council's appropriation of Funds are necessary to provide for the purchase of those items listed on Attachment "A". Issues 1. Need 2. Compliance with Specifications 3. Fund Availability Alternatives A. Council accept the lowest responsible bids for Trucks and Related Equipment and Trailer Mounted Air Compressors as follows and also appropriate Funds for the items listed on Attachment "A". 1. Trucks and Related Equipment One (1) New Cab/Chassis for Hydraulic Sewer Cleaner from Magic City Ford for the total cost of $38~796.52. One (1) New Hydraulic Sewer Cleaner to be mounted on item #1 from MSC Equipment, Inc. for the total cost of $34,485.00. One (1) New Cab/Chassis for 20 Ton Dump Body from Magic City Ford for the total cost of $49~782.13. One (1) New 20 Ton Dump Body to be mounted on item #3 from Truck Body Corporation for the total cost of $6~643.76. One (1) New 1 Ton Pick-Up Cab/Chassis from Farrell Ford, Inc. for the total cost of $12,640.38. Truck and Related Equipment, Bid No. 94-1-49 Air Compressors, Bid No. 93-12-73 Fund Appropriations Page 5 One (1) New Utility Body to be mounted on item #5 from Truck Body Corporation for the total cost of $2,372.44. Two (2) New Cab/Chassis for 10 Ton Dump Bodies from Magic City Ford for the total cost of $80,027.50. Two (2) 10 Ton Dump Bodies to be mounted on item #7 from Truck Body Corporation for the total cost of $15,630.96. One (1) New Cab/Chassis for 1 Ton Dump Body from Magic City Ford for the total cost of $15~927.00. One (1) New 8 Foot Dump Body to be mounted on item #9 from Truck Body Corporation for the total cost of $3~340.00. One (1) New 1/2 Ton Full Size Pick-Up Truck~ 4-Wheel Drive, from Berglund Chevrolet, Inc. for the total cost of $13,684.68. Two (2) New 3/4 Ton Pick-Up Trucks from Berglund Chevrolet, Inc. for the total cost of $25,777.14. Two (2) New Trailer Mounted Air Compressors from Mitchell Distributing Company for the total cost of $21,940.00. Need Requested equipment is needed to perform required duties departments. replacement continue to in various Compliance with Specifications - Ail equipment recommended in this alternative meets all required specifications. Truck and Related Equipment, Bid No. Air Compressors, Bid No. 93-12-73 Fund Appropriations Page 6 94-1-49 Fund Availability - Funds are available in the General Fund from amounts originally budgeted for an anticipated increase in the City's portion of hospitalization insurance costs. Favorable health insurance rates made these funds available. Funds are also available from Utility Line Services Retained Earnings. Reject all Bids. Need - Requested equipment needed to continue to perform required duties would not be purchased. Compliance with Specifications would not be an issue in this alternative. Fund Availability - Designated Funds would not be expended. V. Recommendation Council concur with Alternative "A" award the bids for Trucks and Related Equipment and Trailer Mounted Air Compressors as follows: 1. One (1) New Cab/Chassis for Hydraulic Sewer Cleaner from Magic City Ford for the total cost of $38~796.52. 2. One (1) New Hydraulic Sewer Cleaner from MSC Equipment, Inc. for the total cost of $34~485.00. One (1) New Cab/Chassis for 20 Ton Dump Body, Two (2) New Cab/Chassis for 10 Ton Dump Bodies, and One (1) New Cab/Chassis for 1 Ton Dump Body to Magic City Ford for the total cost of $145~736.63. o One (1) New 20 Ton DumD Body, One (1) New Utility Body, Two (2) New 10 Ton Dump Bodies and One (1) New 8 Foot Dump Body to Truck Body Corporation for the total cost of $27~987.16. One (1) New 1 Ton Pick-Up Cab/Chassis from Farrell Ford, Inc. for the total cost of $12,640.38. Trucks and Related Equipment, Bid No. 94-1-49 Air Compressors, Bid No. 93-12-73 Fund Appropriations Page 7 One (1) New 1/2 Ton Pick-Up Truck, 4-Wheel Drive and Two (2) New 3/4 Ton Pick-Up Trucks from Berglund Chevrolet, Inc. for the total cost of $39~461.82. Two (2) New Trailer Mounted Air Compressors from Mitchell Distributing Company for the total cost of $21,940.00. Reject all other Bids. Fundinq needs to be appropriated as follows: Transfer $200~000.00 in excess hospitalization insurance funds in the General Fund to Fleet Management expenditure accounts in the General Fund. Increase the expenditure budqet in account 017-052-2642-9010, Vehicular Equipment, by $200,000.00 and the corresponding revenue estimate in account 017-020-1234-1200 by $200,000.00 in the Fleet Management Fund. This $200,000.00 will provide funding of $173,953.94 of purchases identified in this report including items #3, #4, 1 of #7, 1 of #8, #9, #10, #11, #12, 1 Air Compressor, and $26,046.06 for future equipment purchases. Appropriate $182~831.57 from Utility Line Services Retained Earnings Account as follows: $147~093.57 for items #1, #2, #5, #6, 1 of #7, 1 of #8, and 1 Air Compressor to Utility Line Services Account 016-056- 2625-9010. $32~211.00 for Saws, Pumps, Shields, Valve, Paving and Video Equipment on Attachment "A" to Utility Line Services Account 016-056-2625-9015. $3~527.00 for Generators and Video Cable on Attachment "A" to Utility Line Services Account 016-056-2625-2035. Respectfully Submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Management & Budget O0 o 0 0 o 0 o o 0 o rd o 0 m O~J -PO rtl 0 OU 0 0 i Attachment "A" Utility Line Services 2 - Multi-Purpose Pipe Saws 2 - 2100 Watt Generators 3 - 3" Diaphram Pumps 2 - Trench Shields and Related Equipment 1 - Power Value Key Seal and Mark Parking Lot Video Cable and Equipment For Ques Truck $1,488.00 927.00 2,318.00 17,055.00 4,050.00 5,300.00 4~600.00 Total $35,738.00