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HomeMy WebLinkAboutCouncil Actions 05-16-88Bowles (29107) REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL May 16, 1988 2:00 p.m. AGENDA FOR THE COUNCIL C-I C-2 Call to Order -- Roll Call· All present. The invocation will be delivered by The Reverend James P. Beatty, Pastor, St. Paul A.M.E. Church, Blacksburg, Virginia. Present. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor. Presentation by the Mayor on behalf of the members of Council· Adopted Resolution No. 29107 recognizing Vicki T. Clements as Employee of the Year in the Public Works Directorate. BID OPENINGS Bids for asbestos removal at the Water Pollution Control Plant, 1402 Bennington Street, S. E. Si~ bids were referred to a committee composed of Messrs. Garland, Bids to replace the Assembly Hall Roof at the National Guard Armory, 32 Reserve Avenue, S.W. Four bids were referred to a committee composed of Messrs. Garland, Chair- man, Snead and Clark. CONSENT AGENDA {Approved 7-0} ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COUNCIL AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DIS- CUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM TIlE CONSENT AGENDA AND CONSIDERED SEPARATELY. A report of the City Manager requesting that a public hearing be scheduled for Monday, June 13, 1988, at 7:30 p.m., in the Council Chamber, on the proposed fiscal year 1988-89 Community Development Block Grant Program. RECOMMENDED ACTION: Concur in recommendation. A communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (I), Code of Virginia (1950), as amended. RECOMMENDED ACTION: A. Chairman, Kiser and Concur in request for Council to convene in Executive Session to discuss personnel mat- ters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. Clark. WI) REGULAR AGENDA 3. Hearing of Citizens Upon Public Matters: None. 4. Petitions and Communications: None· 5. Reports of Officers: a. City Manager: Briefings: None. Items Recorr~ended for Action: A report recommending that Council schedule a public hearing on the temporary relocation of Highland No. 2 Precinct to the James Alexander (Gish) House, 641 Walnut Avenue,. S. W. ~$ee bottom of page. A communication from Mr. Alton B. Prillaman, Secretary, Roanoke City Electoral Board, advising that the Electoral Board has found the James Alexander (Gish) House to be a suitable location for temporary relocation of the Highland No. 2 Precinct, and recommending that Council set a public hearing on the matter. 2. A report recommending adoption of a formal resolution in support of Affordable Rousing, and officially designating the Shadeland Relocation Project as an Affordable Rousing Project· Adopted Resolution No. 29108. (7-01 3. A report recommending authorization to accept the offer of the Roanoke Museum of Fine Arts to donate a corten steel sculptural piece by the late Paul Ostaseski entitled, "Vertical Break," and permanent installation of the sculpture on City-owned property in Colonial Plaza. Adopted Ordinance No. 29109 on first reading. (7-01 4. A report recommending appropriation of $23,350.00 to specific budget accounts from the Capital Maintenance and Equipment Replacement Program, to allow for the purchase of necessary office automation items for the Emergency Services, Crisis Intervention, Social Services, Management and Budget, and Planning Departments. Adopted Ordinance No. 29110. {7-0) A report concurring in a report of the Bid Committee recommending acceptance of the bids submitted by A. E. Finley and Associates of Virginia, Inc., for one new four-wheel drive motor grader, in the total amount of $47,709.41, and one new 3-5 ton roller, in the total amount of $14,837.75; and appropriation of funds therefor. Adopted Ordinance No. 29111 and Ordinance No. 29112, (7-0) 5.a. 1·a. Concurred in recommen- (2) dation to hold a public hearing on Monday, at 7:30 p.m. June 13, 1988~ 6. A report concurring in a report of the Bid Corr~nittee recommending acceptance of the bid submitted by Mountcastle Ford Tractor Sales for one used tractor/mower combination with spare wheels and tires, in the total amount of $28,375.18; and appropriation of funds therefor, Adopted Ordinance No, 29113 and Ordinance No. 29114. (7~0) 7. A report concurring in a report of the Bid Committee recommending acceptance of the bid submitted by Motorola C & E, Inc., for new two-way radios for the Corrgnunications Department, in the total amount of $62,949.58; and appropriation of funds therefor. Adopted Ordinance No. 29115 and Ordinance No, 291~6. (7-0) 8. A report concurring in a report of the Bid Committee recommending acceptance of the bid submitted by Shelor Chevrolet for two new utility type vehicles for the Street Department, in the total amount of $26,415.78; and appropriation of funds therefor. Adopted Ordinance No. 29117 and Ordinance No. 29118, {7-01 9. A report concurring in a report of the Bid Committee recommending acceptance of the bids submitted by Johnson International Trucks, Inc., for three new crew cab/chassis, in the total amount of $122,081.07; and Truck Body Corporation for three new dump bodies to be mounted on the crew cab/chassis, in the total amount of $19,446.33; and appropriation of funds therefor. Adopted Ordinance No. 29119 and Ordinance No, 29120, (7-0) 10. A report concurring in a report of the Bid Committee recommending acceptance of the bids submitted by Johnson International Trucks, Inc., for one new cab/chassis for heavy duty dump truck, in the total amount of $59,683.04; Cavalier Equipment Corporation for one new 15-ton dump body with towing hitch, in the total amount of $7,831.29; and Johnson International Trucks, inc., for two new cab/chassis for light duty dump trucks, in the total amount of $56,825.94; and appropriation of funds therefor. Adopted Ordinance No. 29121 and Ordinance No. 29122. (7-0) Reports of Committees: A report of the committee appointed to tabulate bids received for the replacement of athletic field lighting at Breckinridge Park, recommending that Council reject the one bid received and authorize the City Manager to immediately readvertise the project. Mr. Robert A. Garland, Chairman. Adopted Resolution No. 29123. (7-01 A report of the committee appointed to tabulate bids received for construction of Chip Drive, N. E., in the Roanoke Centre for Industry and Technology. Mr. Robert A. Garland, Chairman. Adopted Ordinance No. 29124 and Ordinance No. 29125, (7-0) Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: None· (3) 9. Motions and Miscellaneous Business: Inquiries and/or comments by the Mayor and members of City Council. Vacancies on various authorities, boards, commissions and committees appointed by Council. 10. Other Hearings of Citizens: Appointed W. Robert Herbert and Joel M. Schlanger as the City's representatives to a special joint study commission to discuss areas of cooperation between the five Roanoke Valley Governments. (4) IN THE COUNCIL OF THE CITY OF I~OANC~, VIRGINIA, The 16th day of May, 1988, No. 29107, A RESOLUTION recognizing VICKI J. CL~S as Rmployee Of The Year in the Public Works directorate. WHEREAS, the Director of Public Works has instituted a program to recognize the services ~nd contributions of one of the directorate's employees by designating an Employee Of The Year; znd WHEREAS, Vicki J. Clements, a native Ro~noker, is a Dispatcher II with the C~m~m~nications Department and a 4-year ~m~loyee with the City; and WHEREAS, ~s. Clements deserves special c~,~ndation for her actions on June 20, 1987, when she was able to keep on the telephone until e~ergency units arrived a distraught ~cmen who was threatening to set afire kerosene which she had poured on her unconscious husband and throughout their apart- ment; and WHEREAS, ~s. Clements has demonstrated an exceptional sense of duty and responsibility; and WHEREAS, ~s. Clements has been selected as the Public Works direc- torate's Employee Of The Year. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that this Council adopts this means of recognizing and cc~m~nding the excellent services rendered to the City by VICKI J. C~, Dispatcher II. City Clerk. PUBLIC WORKS NiqPLOI/~E-OF-'r~-YEAR NAY 16, 1988 SuRRested ProEram 1. Slide presentation. Presentation of National Public Works Week Proclamation - Mayor Taylor to Director of Public Works Clark. Recognition of Public Works Employees-of-the-Quarter by City Clerk - Mary Parker. Recognition of Certificates of Appreciation to (3) employees - Director of Public Works Clark Announcement of Public Works Employee-of-the-Year - Mayor Taylor Resolution Plaque Savings Bond PUBLIC WORKS EMPLOYEES -OF-THE-QUARTER First Quarter - May/July 1987 Richard S. Angell Evelyn S. Gunter Kaye S. Johnson William E. Shaw Sherman L. Amos Walter A. Childress Lawrence C. Buckner Vicki J. Clements Construction Inspector City Planner Work Coordinator/Estimator Motor Equipment Mechanic I Motor Equipment Opr. I Electrician Custodian II Dispatcher I Engineering Planning Street Maintenance Motor Vehicle Maint. Refuse Collection Building Maintenance Custodial Services Communications Second Quarter - AuKust/October 1987 Douglas H. Gibson Robert Hampton David B. Snow Bobby G. Guthrie Judy R. Moore Thomas W. Shaver Brenda L. Perdue Laborer/Operator Sanitation Worker Autobody Mechanic Electrical Inspector Administrative Secretary Maintenance Mechanic II Custodian II Street Maintenance Refuse Collection Motor Vehicle Maint. Building Inspections Signals & Alarms Building Maintenance Custodial Services Third Quarter - November 1987/January 1988 Anthony C. Crane Daniel C. Conner Joseph B. Hicks Alton K. Land Douglas S. Padgett Debra F. Robertson Martha F. Craft Motor Equipment Opt. I Survey Party Aide II Custodian I Electrician Parts Technician Dispatcher I Administrative Secretary Street Maintenance Engineering Custodial Services Building Maintenance Motor Vehicle Maint. Communications Refuse Collection Fourth Quarter - February/April 1988 Grant L. McGeorge James B. Hodges, Jr. Carolyn M. Handy Ricky G. Sanderson Gilbert Finley, Jr. John S. Reeves Michael W. Jones Motor Equipment Opr. I Vehicle Service Assistant Housing Development Tech. Maintenance Mechanic II Custodian II Signal Technician II Motor Equipment Opt. I Refuse Collection Motor Vehicle Maint. Building Inspections Building Maintenance Custodial Services Signals & Alarms Street Maintenance Office of the Mayor CITY OF ~ ROANOKE NATIONAL PUBLIC ItORKS~KK in the City of Roanoke. and call u~on all ¢ltizen~ and ,ecognlz~ the contributions that public ~orks officials ~ake eve,yday to our health, safety, and co~foPt. Given under our hand~ and the Seal of the City of Eoanoke this tenth day of .~ay in the yea, of our Lord. nineteen hundred and eighty~eight. ATTEST: City Clerk CITY OF ROANOKE INTERDEPARTMENTAL COMMUNICATION DATE: TO: FROM: SUBJECT: May 10, 1988 Mary F. Parker, City ~lerk W. Robert Herbe~ty Manager Council Agenda - May 16, 1988 This is to request that an item be included on the agenda for Monday, May 16, for a presentation of the Public Works Employee-of-the-Year. This will be similar to the item which was on last year's agenda on May 18. It is my understanding that your office already has the proclamation for National Public Works Week to be issued by Mayor Taylor. Attached to this memo is a list of the Public Works Employees-of-the Quarter who will be in attendance at the meeting; it is anticipated that you will be asked to read the list of names. The City Attorney's Office is being requested to prepare a suitable resolution for the Public Works Employee-of-the-Year. As soon as available, it will be delivered to you and your help in having it framed will be appreciated. Bill Clark will also have an engraved plaque and $100 Savings Bond for presentation by Mayor Taylor. Thank you for your assistance. WRH:WFC:pr Attachment pc: Wilburn C. Dibling, Jr., City Attorney William F. Clark, Director of Public Works Office of the Oty Clenk ~ay 23, 1988 File #236 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending that Council schedule a public hearing on the proposed fiscal year 1988-89 Community Development Block Grant Program, was before the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On motion, duly seconded and unanimously adopted, Council con- curred in the recommendation and set a public hearing on the matter for Monday, June 13, 1988, at 7:30 p.m., in the City Council Chamber. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Mr. Mr. Mr. Mr. Mr. Mr. Mr. Administrator Ms. Marie T. Pontius, Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works John R. Marlles, Chief of Co,~aunity Planning Brian J. Wishneff, Chief of Economic Development Charles M. Huffine, City Engineer Ronald Ho Miller, Building Commissioner/Zoning Grants Monitoring Administrator Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, ¥1rglnla 24011 (703) 98%2541 '88 '" Roanoke, Virginia May 16, 1988 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Request for Public Hearing on Proposed 1988- 1989 Community Development Block Grant Program I. Background: ae City of Roanoke receives an annual entitlement from the U.S. Department of Housing and Urban Development (HUD) in the form of a Community Development Block Grant (CDBG). HUD representatives informed City staff to expect $1,486,000 in CDBG funds for the City's fiscal year 1988 - 1989. Two public meetings have been held to hear citizens' recommendations, on January 21, 1988 and March 10, 1988. II. Current Situation: Council will be briefed by City Manager on June 7, 1988 at regularly scheduled City Council meeting, on recommended activities for the FY 1988 - 1989 CDBG program. Citizen participation requirements call for an evening public hearing by City Council prior to submission of CDBG Statement of Objectives (application) to HUD. City is required by HUD to publish Draft Statement of Objectives in newspaper. A summary version will be appearing in the Neighbors section of The Roanoke Times and World News on Thursday June 2, 1988. II. Recommendation: Recommend City Council schedule Community Development Block Grant public hearing on June 13, 1988, at 7:30 p.m., in Council Chambers. Respectfully submitted, W. Robert Herbert City Manager WRH:mtp cc. Assistant City Manager City Attorney Director of Finance Director of Public Works Director of Human Resources Chief of Economic Development Chief of Community Planning City Engineer Building Commissioner Grants Monitoring Administrator Office of the Mayor May 16, 1988 Honorable Vice Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: [ wish to request an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and committees appointed by Council, pursuant to Section 2.1-344 (a) (1), Code of Virginia (1950), as amended. Sincer~ely, ~ Noel C. Tayl Mayor NCT : ra Room 452 Municipal Building 2t5 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 98t-2444 Office of ~e Cie/Clen~ ~ay 18, 1988 File #40 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report recommending that Council schedule a public hearing on the temporary relocation of Highland No. 2 Precinct to the James Alexander (Gish) House, 641 Walnut Avenue, S. W., was before the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On motion, duly seconded and unanimously adopted, Council con- curred in the recommendation and set a public hearing on the matter for Monday, June 13, 1988, at 7:30 p.m., in the City Council Chamber. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Mr. Alton B. Prillaman, Secretary, Roanoke City Electoral Board, 2803 Stephenson Avenue, S. W., Roanoke, Virginia 24014 l~s. Audrey M. Franklin, Registrar Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Hr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning Mr. ~rian J. Wishneff, Chief of Economic Development Mr. Charles M. Huffine, City Engineer Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 215 (~u~h Avenue. S.W. Roano~,.e, Virginia 24011 (703) 98t-2541 Roanoke, Virginia Ma 16 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Temporary Relocation - Highland No. 2 Voting Precinct I. Background: Highland Park School is to be closed during the 1988-89 school year for renovations. Bo Highland No. 2 Voting Precinct has been located in Highland Park School, but will need to be situated elsewhere during the school's closing for renovations. Co Roanoke City Electoral Board recommended to City Council on April 11, 1988, that the Highland No. 2 Precinct be temporarily relocated to the conference room of the Roanoke City School Maintenance Building, 250 Reserve Avenue, SW. City Council tabled consideration o~ this recommendation until after the May 10 City elections, to avoid confusion, and requested that consideration be given to the use of the James Alexander (Gish} House in Highland Park for the temporary votin~ precinct. II. Current Situation: Gish House in Highland Park is currently leased by the City to Old Southwest Neighborhood Foundation, Inc., a non-profit neighborhood organization. Old Southwest Neighborhood Foundation~ Inc.~ is agreeable to the use of the Gish House for a temporary votin~ precinct while Highland Park School is closed for renovations. Representatives of the City, including Registrar Audrey M. Franklin, and Old Southwest Neighborhood Foundation, Inc., toured the Gish House and grounds and determined that the facilities would meet state and federal requirements for a voting precinct with minor improvements. III. Issues: A. Legal requirements. B. ~eighborhood convenience. Members of Council Page 2 IV. Alternatives: WFC:pr pc: Ao City Council authorize a public hearing on temporary relocation of Highland No. 2 Precinct to the James Alexander (Gish) House. Legal requirements can be met prior to the November 8, 1988, general elections. Minor physical improvements will be accomplished by City forces and Old Southwest neighborhood volunteers: a. designation of handicapped parking space temporary ramp up to and across the step and riser from the front porch into the foyer c. brick walk from parking area to porch NeiKhborhood convenience will be served by keeping the voting precinct within the Old Southwest neighborhood and close to the regular location used by the residents of this area. Bo City Council authorize a public hearing on temporary relocation of Highland No. 2 Precinct to the conference room of the Roanoke City School Maintenance Building, 250 Reserve Avenue, SW. LeKal requirements can be met prior to the November 8, 1988 general elections. The entrance can be made accessible for handicapped voters. NeiKhborhood convenience would be somewhat less, due to the remote location in relation to the majority of residences in the Old Southwest neighborhood. Reco~m~endation is that City Council concur with Alternative "A", and authorize a public hearing on temporary relocation of Highland No. 2 Precinct to the James Alexander (Gish) House. Respectfully~o~submitt~ W. Robert Herbert City Manager Mr. Alton B. Prillaman, Secretary, Roanoke City Electoral Board Mr. Daniel Frei, Old Southwest Neighborhood Foundation, Inc. 641 Walnut Avenue, SW, Roanoke, VA 24016 Ms. Audrey M. Franklin, Registrar Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William F. Clark, Director of Public Works EI,ECTORAL BOARD R£LBA C. PIRKE¥, (hairman CHARLES T. GREEN, Vice Chalrman AETON R. PRIi. LA#AN, Secretary May 6, 1988 Honorable Noel C. Taylor, Mayor, and Members of Roanoke City Council Municipal Building Roanoke, Virginia 24011 Re: Gentlemen & Mrs. Bowles: Temporary Relocation of Polling Place in Highland #2 Precinct (Sec. 10-20 City Code) As recommended by City Council at its meeting April ll, 1988, the Electoral Board visited the Gish House, 641 Walnut Ave., S. W., as a proposed tem- porary polling place in Highland No. 2 precinct during the 88-89 school year. Highland Park School will be closed for renovation and will not be available for voting during that time. The Electoral Board has found the Gish House to be a suitable location for voting and is in the same general area as Highland Park School. Attached is a copy of a letter from Dan L. Frei, President of Old Southwest, Inc., authorizing the use of the Gish House as a temporary polling place. Section 24.1-3g of the Code of Virginia requires that a notice of a proposed relocation of polling place be published in a newspaper of general circulation once a week for two consecutive weeks and no such change can be made within 60 days next preceding any election. Since this temporary relocation also requires the approval of the Attorney General, we request that the matter be placed on the June 13, 1988 agenda for a public hearing and action of Council. Respectful ly sub~i~ted, Alton B. Prillaman, Secretary Roanoke City Electoral Board cc: Wilburn C. Dibling, City Attorney Dan L. Frei, President, Old Southwest, Inc. EI,ECTORAL BOARD HELBR C. P1RKEY, Chair're~n CHARLES i. GREEN, Vice CF, air,an ALTON I). PRILLANAN, Secretary April 21, 1988 Mr. Dan L. Frei, President Old Southwest, Inc. 641 Walnut Ave., S. W. Roanoke, Virginia 24016 Dear Mr. Frei: Thank you for your letter of April lg authorizing the Electoral Board to use the Gish House as an alternate voting place during the renovation of Highland Park School. We have visited the site and believe it will be a suitable location for voting in the Highland No. 2 precinct. We appreciate the coop- eration of Old Southwest, Inc. in allowing us to use the premises for this purpose. The matter will be taken before City Council on May 16 to set a public hearing date and subsequently submitted to the Department of Justice for approval in compliance with the Voting Rights Act of 1965. Thank you very much. Yours very truly, Melba C. Pirkey, Chairman Roanoke City Electoral Board Old Southwest, Inc. 641 Walnut Ave,, SW. Roanoke, VA 24016 April 19, 1988 Mrs. Audrey M. Franklin P.O. Box 1095 Roanoke, Va. 24005 Dear Mrs. Franklin, It was a pleasure meeting you last wednesday at the Gish House to discuss its use as a polling place for Highland ~2 precinct. You have our permission to use the Gish House as a temporary polling place this November 8th. Please let me know how we can be of help to you, and call me to get keys for your people. Best personal regards. Slncer ly, -. EI,ECTORAL BOARD HEtBA C. PIRKEY, {nalrman CHARL[§ I. GREEN, Vice gE, airman AETON ti. pR!ILANAN, Secretary May 6, 1988 Honorable Noel C. Taylor, Mayor, and Members of Roanoke City Council Municipal Building Roanoke, Virginia 24011 Re: Temporary Relocation of Polling Place in Highland #2 Precinct (Sec. 10-20 City Code) Gentlemen & Mrs. Bowles: As recommended by City Council at its meeting April ll, 1988, the Electoral Board visited the Gish House, 641 Walnut Ave., S. W., as a proposed tem- porary polling place in Highland No. 2 precinct during the 88-89 school year. Highland Park School will be closed for renovation and will not be available for voting during that time. The Electoral Board has found the Gish House to be a suitable location for voting and is in the same general area as Highland Park School. Attached is a copy of a letter from Dan L. Frei, President of Old Southwest, Inc., authorizing the use of the Gish House as a temporary polling place. Section 24.1-39 of the Code of Virginia requires that a notice of a proposed relocation of polling place be published in a newspaper of general circulation once a week for two consecutive weeks and no such change can be made within 60 days next preceding any election. Since this temporary relocation also requires the approval of the Attorney General, we request that the matter be placed on the June 13, 1988 agenda for a public hearing and action of Council. Respectful ly submi~ed, Alton B. Prillaman, Secretary Roanoke City Electoral Board cc: Wilburn C. Dibling, City Attorney Dan L. Frei, President, Old Southwest, Inc. Old Southwest, Inc. 641 Walnut Ave., S.W. Roanoke, VA 24016 April 19, 1988 Mrs. Audrey M. Franklin P.O. Box 1095 Roanoke, Va. 24005 Dear Mrs. Franklin, It was a pleasure meeting you last wednesday at the Gish House to discuss its use as a polling place for Highland ~2 precinct. You have our permission to use the Glsh House as a temporary polling place this November 8th. Please let me know how we can be of help to you, and call me to get keys for your people. Best personal regards. Dan L Frei, President I~LgC'I'ORAL BOARD NELBA C. P1R~EY, C~airman CHARLES I. GREEN, Vice Chairman Al. ION 8. PRILLAMAN, Secretary April 21, 1988 Mr. Dan L. Frei, President Old Southwest, Inc. 641 Walnut Ave., S. W. Roanoke, Virginia 24016 Dear Mr. Frei: Thank you for your letter of April 19 authorizing the Electoral Board to use the Gish House as an alternate voting place during the renovation of Highland Park School. We have visited the site and believe it will be a suitable location for voting in the Highland No. 2 precinct. We appreciate the coop- eration of Old Southwest, Inc. in allowing us to use the premises for this purpose. The matter will be taken before City Council on May 16 to set a public hearing date and subsequently submitted to the Department of Justice for approval in compliance with the Voting Rights Act of 1965. Thank you very much. Yours very truly, Melba C. Pirkey, Chairman Roanoke City Electoral Board Office of the City Clerk May 18, 1988 File #178 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29108, supporting the con- cept of Affordable Housing and designating the Shadeland Relocation Project as an Affordable Housing Project, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Since.ely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Eric. pc: Mr. Wilburn C. Dibling, J.., City Attorney Mr. William F. Clark, Director of Public Works Mr. Ronald H. Miller, Building Congnissioner/Zoning Administrator Mr. H. Daniel Pollock, Housing Development Coordinator Ms. Marie T. Pontius, G.ants Monitoring Administrator Room456 Munlcip~lBuilding 215 Church Avenue, S.W. Roano~e, Vlrg~nia24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF The 16th day of May, 1988. No. 2910'8. ROANOKE, VIRGINIA, A RESOLUTION supporting the concept of Affordable Hous- ing and designating the Shadeland Relocation Project as an Affordable Housing Project. WHEREAS, Affordable Housing is a concept being supported by the United States Department of Housing and Urban Develop- ment which refers to houses built minimizing costs by: a) b) c) Reviewing and streamlining land use regulations to minimize development costs; Making use of economical, innovative materials and methods to reduce the actual cost of construction; and Designing homes that make efficient use of available interior and ex- terior space. WHEREAS, the need for Affordable Housing is a concern at national and local levels; WHEREAS, it is difficult for many first-time homeowners to purchase a home; WHEREAS, home ownership provides benefits to the indi- vidual, the community, the state and the nation; WHEREAS, Affordable Housing is and has been important to Roanoke, and Council recognizes the need for minimizing un- necessary costs of housing production; and WHEREAS, the Shadeland Relocation Project is an afford- able housing project which was supported and coordinated by the City of Roanoke. THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that Council expresses its support of Affordable Housing and designates the Shadeland Relocat£on Project as an Affordable Housing Project. ATTEST: City Clerk. Roanoke, Virginia May 16, 1988 Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Resolution in Support of Affordable Housing I. Background: A. Provision of Affordable Housing has been a concern of the Department of Housing and Urban Development (HUD) for many years. The Joint Venture for Affordable Housing is a partnership of public and private sector groups who share a commitment to the creation of more affordable housing and is coordinated by HUD. Co HUD is asking that each Cit), adopt a resolution in support of Affordable Housing and that each city have at least one affordable housing project. D. Affordable Housing focuses on the following actions to reduce housing costs: 1. Reviewing and streamlining land use regulations to minimize development costs, 2. Making use of economical, innovative materials and methods to reduce the actual cost of construction. 3. Designing homes that make efficient use of the available interior and exterior space. II. Current Situation: Roanoke recognizes the need for minimizing unnecessary costs of housing production and, over the years has taken many steps toward this end~ such as the restructuring of the zoning ordinance to include Residential Planned Unit Developments, expeditious plan review etc. The Shadeland Relocation Project is a recent attempt to provide affordable housing to its residents. This project is a joint venture between the City, the Roanoke Redevelopment and Housing Authority~ Virginia Mountain Housing~ Virginia Housing Development Authority and other agencies to make fully renovated, single-family~ detached homes available at an affordable price. Page 2 May 16, 1988 III. Issues: City support for the concept of Affordable Housing is evident in Council's past actions. A formal declaration of support is needed for HUD. A. Consistency with City Policy. B. Effect on housing supply and community revitalization. C. Cost to the City. IV. Alternatives: Adopt a formal resolution in support of Affordable Housing, and officially designating the Shadeland Relocation Project as an Affordable Housing Project. 1. Adoption of this resolution would be consistent with City policy to encourage the provision of Affordable Housing. Effect on housing supply and community revitalization would be positive in that this action will be a postive statement of the City's concern for the provision of affordable housing, and will strengthen the City's relationship with HUD. HUD may soon mandate that each City adopt a resolution in support of Affordable Housing as a prerequisite for receiving CDBG funds. A resolution at this time will document that the City supports HUD's position on Affordable Housing in concept~ and that the provision of Affordable Housing has long been a priority for the City. Designating the Shadeland Relocation Project as an Affordable Housing project will further show the City's commitment to this endeavor. 3. Cost to the City would be nothing. Do not adopt a formal resolution in support of Affordable Housing, and do not officially designate the Shadeland Relocation Project an Affordable Housing effort. 1. Consistency with City Policy would not be evident. Effect on housing supply and community revitalization would be negative. The City would be missing an opportunity to show its concern and support of Affordable Housing. 3. Cost to the City would not be an issue. Page 3 May 16, 1988 V. Recommendation: Select Alternative "A" to adopt a £ormal resolution in support ot Affordable Housing, and officially designating the Shadeland Relocation Project as an Affordable Housing Project. cc: City Attorney Director of Finance Director of Public Works Building Commissioner Housing Development Coordinator Grants Monitoring Administrator Respectfully submitted, W. Robert Herbert City Manager Office of the City Clerk ;~4ay 18, 1988 File #60-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29110, amending and reor- daining certain sections of the 1987-88 General Fund Appropriations, providing for the appropriation of $23,350.00 to specific budget accounts from the Capital Maintenance and Equipment Replacement Program, to provide funds for the purchase of necessary office automation items for the Emergency Services, Crisis Intervention, Social Services, Management and Budget, and Planning Departments, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely,. Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration Public Safety ~4r. Warren E. Trent, Manager, Emergency Services Mr. James D. Ritchie, Director of Human Resources Ms. Andrea Krochalis, Crisis Intervention Center Ms. Corinne B. Gott, Manager, Social Services Mr. Barry L. Key, Manager, Management and Budget Mr. William F. Clark, Director of Public Works Mr. John R. Marlles, Chief of Community Planning and Room456 MunlclpalBuildlng 215 C~urch Avenue, SW.R~:x~noke, Vlrglnta24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of May, 1988'. No. 29110. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Public Safety Emergency Services (1) ..... Crisis Intervention Center i~i~]~]]~]~] Health and Welfare Social Services ~ Administration (3) ................ General Government Management and Budget (4) ........................... Community Development Planning (5) ........................................ Fund Balance Capital Maintenance & Equipment Replacement Program- City Unappropriated (6) ............................ 1) Other Equipment 2) Other Equipment 3) Other Equipment 4) Other Equipment 5) Other Equipment 6) CMERP - City Unappropriated (001-050-3520-9015) $ 10,000 (001-054-3360-9015) 2,914 (001-054-5311-9015) 3,468 001-002-1212-9015) 3,468 001-052-8110-9015) 3,500 001-3332) (23,350) $22,466,967 197,676 336,391 10,717,699 746,680 7,457,215 228,401 981,113 262,861 $ 1,216,855 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: FUND APPROPRIATIONS - CAPITAL NAINTmtANCE AND EQUIPMENT REPLACEMENT PROGRAM I. BACKGROUND November 9, 1987, City Council approved a Capital Maintenance and Equipment Replacement Program. Capital Maintenance and Equipment Replacement Program included a list of necessary office automation items which will not exceed the single item cost of $10,000. Ce Council approval is required for single purchases which cost exceed $10,000, as stated in the Code of the City of Roanoke, Chapter 23.1, Procurement, (1979), as amended. II. CURRENT SITUATION ae Single purchase items, for office automation, from the approved expenditure list, which will cost less than $10,000 are identified on Attachment "A". Be Those items shown on Attachment "A", will be procured through the State Contract System or through competi- tion request for quotations by the General Services Department. Council appropriations are requested to allow for the purchase of all items listed on Attachment "A". III. ISSUES A. Need B. Timeliness C. Competition of Purchases D. Fund Availability Honorable Mayor and City Council Page 2 We IV. ALT]f~(NATIVES Council approve this request to appropriate $23,350.00 to specific budget accounts to allow for designated Capital Maintenance and Equipment Replacement Program expenditures. Need - some critical needs and enhancements in office automation will be met with this alter- native. Timeliness - purchases of items less than can be expediently bid and appropriately procured. $10,000 Competition of Purchases - all items will be purchased in accordance with the City Procurement Code. Fund Availability - funds are designated in the Capital Maintenance and Equipment Replacement Program to provide for the purchase of requested equipment. Council not approve this request to appropriate funds to specific budget accounts for Capital Maintenance and Equipment Replacement Program expenditures. Need - some critical office automation needs will not be met with this alternative. Timeliness - would not be an issue in this alternative. Competition of Purchases - would not be an issue in this alternative. Fund Availability - designated funds would not be expended. REC~ATION Council approve Alternative "A" - appropriate $23,350.00 from Capital Maintenance and Equipment Replacement Program to specific accounts as follows: Honorable Mayor and City Council Page 3 RECO~4ENDATION - continued Emergency Services Crisis Intervention Social Services Management & Budget Planning 001-050-3520-9015 001-054-3360-9015 001-054-5311-9015 001-002-1212-9015 001-052-8110-9015 $ 10,000.00 2,914.00 3,468.00 3,468.00 3,500.00 Respectfully submitted, W. Robert Herbert City Manager WRH/DDR/ms cc: City Attorney Director of Finance A~/~ACHMENT "A" ~987-88 Capital Naintenan~e and Equipment Replacement Program Designated Expenditures Emergency Services Crisis Intervention Social Services Management & Budget Planning Hardware and Software For Emergency Services Information System Personal Computer and Software Personal Computer and Software Personal Computer and Software Personal Computer and Software $10,000.00 2,914.00 3,468.00 3,468.00 3,500.00 Total $23,350.00 Office c~ the City C]e~ May 18, 1988 File #183-472 A. E. Finley & Associates of Virginia, Inc. P. 0. Box 1093 Salem, Virginia 24153 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29112, accepting your bid for one new four-wheel drive motor grader, in the total amount of $47,709.41, and one new 3-5 ton roller, in the total amount of $14,837.75, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP: ra Enc. pc: Mr. Mr. W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 2t5 Churo9 Avenue, S.W. Roanoke, Virginia 24011 (703) 98'1-2541 Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS TO PURCHASE ONE (1) NEW FOUR-WHEEL DRIVE MOTOR GRADER, AND ONE (1) NEW 3-5 TON ROLLER BID NUMBER 88-11-02 BACKGROUND A. November 9, 1987, Council designated funds in the Capital Maintenance and Equipment Replacement Program to purchase subject equipment. B. Bid requests were sent specifically to twenty-two (22) vendors. A public advertisement was also published in the Roanoke Times and World News. C. Bid 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 16, 1988. D. Performance bonds in the amount of the bid was specifically identified in the specifications. II. CURRENT SITUATION A. Ail bids received were evaluated in a consistent manner by representatives of the following departments: General Services Street Maintenance Motor Vehicle Maintenance Honorable Mayor and City Council Page 2 B. Bid responses received are as follows: 1. Two (2) bid responses for the Four-Wheel Drive Motor Grader 2. One (1) bid response for the 3-5 Ton Roller C. Manager of General Services and Manager of Street Maintenance contacted several vendors who did not bid on the roller. While the responses varied, more than one did indicate that they could supply a unit without transport wheels as specified for towing, or a larger unit with transport wheels. 1. 3-5 Ton Roller, rated at approximately 7000 pounds was specified because it is close to the maximum towing capacity for a small loaded dump truck. D. Evaluations revealed the following: 1. The lowest bid on the Four-Wheel Drive Motor Grader took the following exceptions: a. Rear Wheel Drive Only b. Fail Safe Brakes c. High Pressure Hydraulic Filters d. Dead Man Feature e. Alternator 72 amps f. Hand control for Transmission 2. The lowest bid submitted for the 3-5 Ton Roller meets all specifications. III. ISSUES A. Need B. Compliance with Specifications C. Fund Availability Honorable Mayor and City Council Page 3 IV. ALTERNATIVES A. Accept the lowest responsible bids meeting specifications, which are as follows: 1. One (1) New Four-Wheel Drive Motor Grader as submitted by A. E. Finley and Associates for the total amount of $47,709.41. 2. One (1) New 3-5 Ton Roller as submitted by A. E. Finley and Associates for the total amount of $1~837~7~. a. Need - requested equipment is necessary for the street and utility cut repair programs. b. Compliance with Specifications - both Four-Wheel Drive Motor Grader and 3-5 Ton Roller in this alternative meets all specifications. c. Fund Availability - funds are designated in the Capital Maintenance and Equipment Replacement Program to provide for this purchase. B. Reject all bids. 1. Need - necessary equipment for the proper operation of the Street Maintenance Department would not be obtained. 2. Compliance with Specifications - would not be a factor in this alternative. 3. Fund Availability - designated funds would not be expended. RECOMMENDATION A. Council concur with Alternative "A" - award the lowest bids meeting specifications as follows: Honorable Mayor and City Council Page 4 1. One (1) New Four-Wheel Drive Motor Grader from A. E. Finley and Associates, in the amount of $47,709.41. 2. One (1) New 3-5 Ton Roller from A. E. Finley and Associates, in the amount of $14,837.75. Reject all other bids. Council appropriate $62,547.16 from Capital Maintenance and Equipment Replacement Program to Street Maintenance Account Number 001-052-4110-9015. Committee: Respectfully submitted, William F. Clark am L. Stuart D. Darwin Roupe cc: City Attorney Director of Finance Office c~ the City Cle~ May 18, 1988 File #67-183-472 Mountcastle Ford Tractor Sales 301 llth Street, S. E. Roanoke, Virginia 24013 Ladles and Gentlemen: I am enclosing copy of Ordinance No. 29114, accepting your bid for one new used tractor/mower combination with spare wheels and tires, in the total amount of $28,375.18, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Jimmie B. Layman, Manager, Parks and Recreation Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 2t5 C~urch A~,,~ue, S.W. RoanoNe. ~nio 24011 (703) 981-2541 Office of the City Clerk May 18, 1988 File #60-67-183-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear ~r. Schlanger: I am attaching copy of Ordinance No. 29113, amending and reor- daining certain sections of the 1987-88 General Fund Appropriations, providing for the transfer of $28,376.00 from the Capital Maintenance and Equipment Replacement Program to Public Works, Grounds Maintenance, in connection with the purchase of one used tractor/mower combination with spare wheels and tires for the Grounds Maintenance Department from Mountcastle Ford Tractor Sales~ which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely,p,~ ~ ~' ~ Mary F. Parker, CMC City Clerk MFP: ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Jimmie B. Layman, Manager, Parks and Recreation Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virg,nla 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 16th day of May, 1988. No. 29113. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Public Works Grounds Maintenance $17,054,375 2,690,170 Fund Balance Capital Maintenance & Equipment Replacement Program- City Unappropriated (2) ............................ 1) Other Equipment 2) CMERP - City Unappropriated (001-050-4340-9015) (001-3332) $ 28,376 (28,376 $ 1,211,829 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk '89 t"?' Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: BIDS ON TRACTOR/RIGHT-OF-WAYMOWER COMBINATION BID NUI~BER 88-4-51 I concur with the recommendation of the bid committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager WRH/DDR/ms cc: City Attorney Director of Finance Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: BIDS ON TRACTOR/RIG~T-OF-WAY MOWKK COMBINATION, BID NUMBER 88-4-51 I. BACKGROUND November 9, 1988, City Council designated funds in the Capital Maintenance and Equipment Replacement Program to purchase a tractor/mower combination for Grounds Maintenance. Specifications were developed and bids were appropriately advertised, received and publicly opened on February 25, 1988. Ce During the evaluation of that bid response, it was determined that the low bid meeting specifications would cost $31,470.00. One bidder submitted an alternate bid for a demonstrator unit which met all specifications at a substantial reduction in price. De In our effort to provide fair and open competition and to allow other bidders to also submit bids on previously used equipment, this bid was rejected. Ee Specifications were revised to allow for bid responses for either new or demonstrator unit, which did not exceed (15) hours running time. Request for Quotations were publicly advertised and sent to nine (9) vendors listed on the City's bid list. Fe Bid responses were received, publicly opened and read, at 2:00 p.m., on May 2, 1988 in the Office of the Manager of General Services. II. CURRENT SITUATION One (1) bid response was received from Mountcastle Ford Tractor Sales. This response quoted prices as follows: Item No. 1 - One (1) new industrial tractor $15,630.00. Honorable Mayor and City Council Page 2 II. CURRENT SITUATION - continued Item No. 2 - One (1) new right-of-way mower assembly $16,932.00. Alternate "A" - Additional spare front wheels and tires $541.42. Alternate "B" - Additional spare rear wheels and tires $1,656.00. Alternate "C" One (1) used tractor/mower combination not to have exceeded 15 hours running time $26,070.00. 100% Performance Bond Cost $107.76. The bid submitted was evaluated in a consistent manner by representatives of Grounds Maintenance and General Services departments. The used tractor/mower combination with spare wheels and tires and including the performance bond would be $13,974.82 less than the amount originally designated. III. ISSUES A. Need B. Compliance with Specifications C. Fund Availability IV. ALTERNATIVES Council accept the bid from Mountcastle Ford Tractor Sales, for one (1) used tractor/mower combination with spare wheels and tires and 100% performance bond, for the total amount of $28,375.18. Need - requested unit is necessary to continue to maintain a successful Grounds Maintenance operation. Compliance with Specifications - the unit recommended in this alternative meets all required specifications. Honorable Mayor and City Council Page 3 IV. ALTERNATIVES - continued We e Fund Availability - funds are designated in the Capital Maintenance and Equipment Replacement Program to provide for this purchase. B. Reject the bid. Need - Grounds Maintenance operations could not be accomplished in the most effective and timely manner. Compliance with Specifications - would not be a factor in this alternative. Fund Availability - funds designated for requested equipment would not be expended under this alternative. RECOmmENDATION Council concur with Alternative "A" accept the bid from Mountcastle Ford Tractor Sales for one (1) used tractor/mower combination with spare wheels, tires and performance bond for the total amount of $28,375.18. ApproDriate $28,375.18 from the Capital Main- tenance and Equipment Replacement Program to Grounds Maintenance account 001-050-4340-9015 to provide for this purchase. Respectfully submitted, GCS/DDR/ms cc: City Attorney Director of Finance Committee: '~Snead~-'~ D. Darwin Roupe Office o~ ~he CJ~ Cle~ May 18, 1988 File #183-472 Motorola C & E Inc. P. O. Box 7209 Roanoke, Virginia 24019-0209 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29116, accepting your bid for new two-way radios for the Communications Department, in the total amount of $62,949.58, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra pc: Mr. W. Robert I[erbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Alfred Beckley, Jr., Manager, Corr~unications Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room456 MunlcipalButlding 215 Church Av~ue, S,W. Roanoke, Vircj~nlo2401~l (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 16th day of May, 1988. No. 29116. VIRGINIA, AN ORDINANCE accepting the bid of Motorola C & E, Inc. made to the City for furnishing and delivering two-way radios; rejecting all other bids made to the City; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Motorola C & E, Inc. made to the City, offering to supply two-way radios, meeting all of the City's specifications and requirements therefor, for the total bid price of $62,949.58, (total price for all units set out in Bid Tabulation attached to City Manager's report, dated May 16, 1988, in the same report), which bid is on Clerk, be and is hereby ACCEPTED. and additional units specified file in the Office of the City 2. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase order therefor, incor- porating into said order the City's specifications, the terms of said bidder's proposal and the terms and provisions of this ordinance. 3. Any and all other bids made to the City for the aforesaid equipment 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. 4. In order to provide for the usual daily .operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Clen~ May 18, 1988 File #60-183-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29115, amending and reor- daining certain sections of the 1987-88 General Fund Appropriations, providing for the transfer of $62,950.00 from the Capital Maintenance and Equipment Replacement Program to Communications Account No. 001-052-4130-9015, in connection with the purchase of new two-way radios for the Corr~unications Department from Motorola C & E, Inc., which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely,~.~. ~'~ ~' Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Alfred Beckley, Jr., Manager, Cor,~r~unications Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room456 MuntcipalBuildlng 215C~urchA',,e~ue, S.W. Roanoke, Virg~nia24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 16th day of May, 1988. No. 29115. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Public Works Communications (1) .................................. Fund Balance Capital Maintenance & Equipment Replacement Program- City Unappropriated (2) ............................ $17,088,949 1,252,158 $ 1,177,255 1) Other Equipment 2) CMERP - City Unappropriated (001-052-4130-9015) (001-3332) $ 62,950 (62,950) BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance. shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia May 16, 1988 The Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: BID ON TWO-WAY RADIOS BID NUMBER 88-4-46 I concur with the recommendation of the Bid Committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager WRH/DDR/r CC: City Attorney Director of Finance Roanoke, Virginia May 16, 1988 The Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: BID ON TWO-WAY RADIOS BID NUMBER 88-4-46 I. BACKGROUND November 9, 1987, City Council designated $63,000 in the Capital Maintenance and Equipment Replacement Pro- gram to purchase new two-way radios for the Communi- cations Department. Specifications were developed and request for quotations were sent to three (3) vendors currently listed on the City's bid list. A public advertisement was also published in the Roanoke Times and World News on April 22, 1988. Bid responses were received, after due and proper advertisement, until 2:00 p. m., May 4, 1988, at which time all bids so received were publicly opened and read in the Office of the Manager of General Services. II. CURRENT SITUATION ae One (1) bid response was received. That response was from Motorola C & E, Inc. for the total amount of $46,712.83. Bid Tabulation attached. The response from Motorola C & E, Inc. was evaluated by representatives from Communications and General Services Departments and was determined to meet all required City specifications. This response was also compared with the current Federal (GSA) and State Government contracts. The prices shown on this quotation were in all cases as low as those shown in the government contracts. Motorola C&E, Inc. also stated that quoted prices are valid for a period of one (1) year. Bid 88-4-46 Page 2 The cost of the required radios is $16,287.17 less than was originally designated. Because of the cost saving~ identified above, the Bid Committee recommends the purchase of eight (8) additional replacement Police mobile radios, three (3) additional replacement remote control units, one (1) additional replacement administrative portable two-way radio; and, one (1) additional replacement Police paging receiver. III. ISSUES A. Need B. Compliance with Specifications C. Fund Availability IV. ALTERNATIVES ae Council accept the bid from Motorola C & E., Inc. to provide necessary two-way radios for the total amount of $62,949.58. Need - Two-way radios are necessary to maintain efficient and effective communications for various City operations including Police and Fire. e Compliance with Specifications - The bid submitted by Motorola C & E, Inc. meets all required specifications. Fund Availability - designated funds are available in the Capital Maintenance and Equipment Replace- ment Program to provide for this purchase. B. Reject the Bid Need - appropriate and necessary communications would not be provided. 2. Compliance with Specification~ would not be a factor in this alternative. Bid Number 88-4-46 Page 3 Fund Availability ~ designated funds would not be expended. RECOMMENDATION ae Council conur with Alternative "A" to accept the bid as submitted by Motorola C & E, Inc. to provide the City with necessary two-way radios for the total amount of $62f949.58. Appropriate $62,949.58 from the Capital Maintenance and Equipment Replacement Program to Communications account 001-052-4130-9015 to provide for this purchase. Committee: Respectfully submitted, William F. Clark Alfred Beckley ~ D. Darwin Roupe -~ - ~ cc: City Attorney Director of Finance BID TABULATION Bids received and opened in the Office of General Services, 2:00 p.m., May 4, 1988 for TWO-WAYRADIOS Bid Number 88-4-46 ITEM NUMBER 1 6-Solid State Remote per City of Roanoke Specifications #388A Consoles ITEM NUMBER 2 4-16 Mode 40 watt Vehicular two-way radios - per City of Roanoke Specifications #388B ITEM NUMBER 3 4-16 Mode 40 watt Vehicular two-way radios - per City of Roanoke Specifications #388C Motorola C & Et Inc. $1,462.85 ea. 1,354.00 ea. 1,274.00 ea. ITEM NUMBER 4 6-2/6 watt FM two-way Portable Radios per City of Roanoke Specifications #388E ITEM NUMBER 5 1-Six position, Multi-unit, rapid rate, wall mount battery charger for radios requested above ITEM NUMBER 6 3-16 Mode, 5 watt FM Portable Radio, per City of Roanoke Specification #388F ITEM NUMBER 7 2-2/6 watt FM two-way Portable Radios per City of Roanoke Specifications #388E ITEM NUMBER 8 20-Radio Paging Receivers per City of Roanoke Specifications #388G 1,495.00 ea. 393.25 694.00 ea. 2,004.15 ea. 310.50 ea. Bid Tabulation Page 2 ITEM NUMBER 9 10-Radio Paging Receivers per City of Roanoke Specifications #388H ITEM NUMBER 10 1-Field Programmer w/software for Mobile Radios specified this bid, if required ITEM NUMBER 11 1-Field Programmer or Pro- grammers w/software for portables specified this bid, if required Total (includes additional 5% discount) Delivery 367.20 ea. 1,260.00 3f421.00 $46f712.83 45 days COMMITTEE William F. Clark D. Darwi~Roupe Office of the City Clerk May 18, 1988 File #183-472 Shelor Chevrolet 2325 Roanoke Road Christiansburg, Virginia Ladies and Gentlemen: 24073 I am enclosing copy of Ordinance No. 29118, accepting your bid for two new utility type vehicles for the Street Department, in the total amount of $26,415.78, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. ~' ~ ~'Sincerely' ~~ Mary F. Parker, CMC City Clerk MFP:ra Enc, pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room456 MunlcipalBuildlng 215 Church Av~'~ue, S.W. Roonoke, Vlrglnia24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of May, 1988. No. 29118. AN ORDINANCE providing for the purchase of two (2) new util- ity type vehicles for use by the City, upon certain terms and conditions, by accepting a bid made to the City for furnishing and delivering such equipment; and rejecting the other bids made to the City; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Shelor Chevrolet, made to the City offering to furnish and deliver to the City, f.o.b., Roanoke, Virginia, two (2) new utility type vehicles, for the sum of $26,415.78, is hereby ACCEPTED. 2. The City's Manager of General Services is authorized and directed to issue the requisite purchase order therefor, incorpor- ating into said order the City's specifications, the terms of said bidder's proposal, and the terms and provisions of this ordinance. 3. The other bids made to the City for the supply of such equipment are hereby REJECTED, and the City Clerk is directed to notify such other bidders and to express the City's appreciation for such bids. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. CXf~::e of ~e City Cled~ May 18, 1988 File #183-472 Allred Chevrolet P. O. Box 1012 Salem, Virginia 24153 Dickerson GMC-Truck Peterbilt P. O. Box 14087 Roanoke, Virginia 24038 Berglund Chevrolet P. 0. Box 12608 Roanoke, Virginia 24027 Fulton Trucks, [nc. P. 0. Box 6337 Roanoke, Virginia 24017 ~agic City ~Iotor Corporation 809 Williamson Road, N. W. Roanoke, Virginia 24016 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29118, accepting the bid of Shelor Chevrolet for two new utility type vehicles for the Street Department, in the total amount of $26,415.75, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On behalf of the Council, ! would like to express appreciation for submitting your bid on the abovedescribed equipment. Sincerely,~,.~,~.. ~ ~ary F. Parker, CMC City Clerk MFP: ra Enc. Room45c~ MunicipalBuildlng 215 C~urch Avenue, S.W. Roanoke, Virg~nla2401,t (703)981-2541 Office of ?ne City CJen4 May 18, 1988 File #60-183-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29117, amending and reor- daining certain sectioas of the 1987-88 General Fund Appropriations, providing for the transfer of $26,416.00 from the Capital Maintenance and Equipment Replacement Program to Public Works, Street Maintenance, in connection with the purchase of two new utility type vehicles for the Street Department from Shelor Chevrolet, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert ~erbert, City Manager Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Oarwin Roupe, Manager, General Services and I~om 456 Municipal Building 2t50~urch Avenue, S.W. 14oano~e, VIrglnlO 2401t (703) 981-2544 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, Ihe 16th day of Ma3, 1988. No. 29117. AN ORDINANCE to amend and reordain certain sections 1987-88 General Fund Appropriations, and providing for an emergency. of the WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: ApDroDriations Public Works Street Maintenance $17,052,415 2,164,504 Fund Balance Capital Maintenance & Equipment Replacement Program- City Unappropriated (2) ............................ 1) Other Equipment 2) CMERP - City Unappropriated (001-052-4110-9015) (001-3332) $ 26,416 (26,416) $ 1,213,789 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS ON STREET DEPARTMENT UTILITY TYPE VEHICLES BID NUMBER 88-1-103 I concur with the recommendation of the Bid Committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS ON STREET DEPARTMENT UTILITY TYPE VEHICLES BID NUMBER 88-1-103 BACKGROUND A. November 9, 1987, City Council designated funds in the Capital Maintenance and Equipment Replacement Program to purchase utility type vehicles for the Street Department. B. Request for quotations were sent specifically to eleven (11) vendors currently on the City's bid list. This request was also published in the Roanoke Times and World News. C. Bid responses were received after due and proper advertisement, until 2:00 p.m. on February 16, 1988, at which time all bids so received were publicly opened and read in the office of the Manager of General Services. II. CURRENT SITUATION A. Six (6) bid responses were received. Bid tabulation is attached. B. Ail bids were evaluated in a consistent manner by representatives of the following departments. General Services Motor Vehicle Maintenance Street Maintenance Honorable Mayor and City Council Page 2 C. The lowest responsible bid as submitted by Shelor Chevrolet meet all required specifications. III. ISSUES IV. A. Need B. Compliance with Specifications C. Fund Availability ALTERNATIVES A. Council accept the bid for two (2) new utility type vehicles for Street Department, as submitted by Shelor Chevrolet for the total amount of $26,415.78. 1. Need - These units are needed to continue necessary vehicular support of the Street Maintenance Department. 2. Compliance with Specifications - The bid recommended in this alternative meets all required specifications. 3. Fund Availability - Funds are designated in the Capital Main- tenance and Equipment Replacement Program to provide for this purchase. B. Reject all bids. 1. Need - necessary vehicular equipment would not be provided. 2. Compliance with Specifications - would not be a factor in this alternative. 3. Fund Availability - designated funds would not be expended. V. RECOMMENDATION Honorable Mayor and City Council Page 3 A. Council concur with Alternative "A" - accept the bid for two (2) new utility type vehicles from Shelor Chevrolet for the total amount of $26,415.78, and reject all other bids. B. Appropriate $26,415.78 from Capital Maintenance and Equipment Replacement Program to Street Maintenance Department Account 001-052-4110-9015 to provide for this purchase. WFC:WLS:DDR:rla cc: City Attorney Director of Finance Committee: Respectfully submitted William F. Clark L. Stuart D. Darwin Roupe Z oo Office of the City Clerk May 18, 1988 File #183-472 Johnson International Trucks, Inc. Truck Body Corporation P. O. Box 12087 P. 0. Box 10906 Roanoke, Virginia 24022 Lynchburg, Virginia 24506 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29120, accepting the bids of Johnson International Trucks, Inc., for three new crew cab/chassis, in the total amount of $122,081.07; and Truck Body Corporation for three new dump bodies to be mounted on the crew cab/chassis, in the total amount of $19,446.33, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely,~..~, ~"~ ~' ~ Mary F. Parker, CMC City Clerk MFP: ra Enc. pc: Mr. Mr. W. Robert tferbert, City Manager Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Mana~er, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 215 Chuech Avenue, S.W. Roanoke, Virginia 240t I (703) 981-2541 Office of the CJty Clerk May 18, 1988 File #183-472 Roanoke Welding Company 2016 Russell Avenue, S. W. Roanoke, Virginia 24015 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29120, accepting the bids of Johnson International Trucks, Inc., for three new crew cab/chassis, in the total amount of $122,081.07; and Truck Body Corporation for three new dump bodies to be mounted on the crew cab/chassis, in the total amount of $19,446.33, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On behalf of the Council, I would like to express appreciation for submitting your bid on the abovedescribed equipment. Sincerely,~.~,~ ~' Mary F. Parker, CMC City Clerk MFP:ra Enc. Room456 MunicipalBuildlng 215C~urchA',~'~ue, S.W. Roano~e, Vlrg~nla24~11 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, lhe 16th day of May, 1988. No. 29120. VIRGINIA, t ,5A 9 AN ORDINANCE accepting bids for trucks and related equipment; rejecting other bids; and providing for an emergency. BE IT ORDAINED 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, with each item: Item Quantity and Number Description at the purchase prices set out Successful Purchase Bidder Price 1 3 new cab/chassis for Johnson International medium dump truck Trucks, Inc. $ 122,081.07 2 3 new 10-ton rated dump bodies Truck BodyCorporation $ 19,446.33 2. The City's Manager of General Services is hereby authorized and directed 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 ordi- 3. Any and all other bids made to the City for the afore- said items are hereby REJECTED; so notify each such bidder and appreciation for each bid. and the City Clerk is directed to to express to each the City's municipal ordinance In order to provide for the usual daily operation of the government, shall be in an emergency is deemed to exist, and this full force and effect upon its passage. ATTEST: City Clerk. Office o~ the Ci~, Clerk May 18, 1988 File #60-183-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29119, amending and reor- daining certain sections of the 1987-88 General Fund Appropriations, providing for the transfer of $141,528.00 from Capital Maintenance and Equipment Replacement Program to Public Works, Street Maintenance, in connection with tile purchase of three new crew cab/chassis from Johnson International Trucks, Inc., and three new dump bodies to be mounted on the c.ew cab/chassis from Truck Body Corporation, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincere ly~,. Mary F. Parker, CMC City Clerk MFP: r a pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Manager, Street Maintenance Mr. George Co Snead, Jr., Director of Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Room456 MunicipalBullding 215 Church Ave~ue, S.W.R~:~onoke, Virg,nia2401~ (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of May, 1988. No. 29119. AN ORDINANCE to amend and reordain certain sections of 1987-88 General Fund Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Public Works Street Maintenance Fund Balance Capital Maintenance & City Unappropriated 1) Vehicular Equipment 2) CMERP - City Unappropriated Equipment Replacement Program- (2) ............................ (001-052-4110-9010) $ 141,528 (001-3332) (141,528) the $17,167,527 2,279,616 $ 1,098,677 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECTS: BIDS TO PURCHASE NEW TRUCKS AND RELATED EQUIPMENT BID NUMBER 88-3-74 I concur with the recommendation of the Bid Committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS TO PURCHASE NEW TRUCKS AND RELATED EQUIPMENT BID NUMBER 88-3-74 BACKGROUND A. November 9, 1987, Council designated funds in the Capital Maintenance and Equipment Replacement Program to purchase subject equipment. B. Bid request were sent specifically to 20 vendors. A public advertisement was also published in the Roanoke Times and World News. C. Bids were received, after due and proper advertisement and were opened and read in the office of the Manager of General Services, at 2:00 p.m., on April 4, 1988. II. CURRENT SITUATION A. Three (3) bid responses were received. One (1) for the four (4) new cab/chassis and two (2) for the four (4) new dump bodies. Tabulation is attached. B. Ail bids received were evaluated in a consistent manner by representatives of the following departments. General Services Street Maintenance Motor Vehicle Maintenance Honorable Mayor and City Council Page 2 C. International Harvester was discovered to be the sole manu- facturer of crew cab/chassis, after several vendors were contacted, who did not bid. 1. Crew cab/chassis were specified as replacements for existing units to transport work crews to work sites and haul hand materials at the same time. D. The lowest bid for the four (4) new cab/chassis from Johnson International Trucks, Inc., meets all specifications. E. The lowest bid submitted for the four (4) new dump bodies from Truck Body Corporation meets ali specifications. F. Units specified were reduced from four (4) to three (3) each, due to bid quotes exceeding designated funds. III. ISSUES A. Need B. Compliance with Specifications C. Fund Availability IV. ALTERNATIVES A. Accept the lowest responsible bids as follows: 1. Three (3) new crew cab/chassis, as submitted by Johnson International Trucks, Inc., for the total amount of $122,081.07, including freight and performance bond. 2. Three (3) new dump bodies, to be mounted on above crew cab/ chassis, as submitted by Truck Body Corporation for the total amount of $19,446.33. Honorable Mayor and City Council Page 3 a. Need - requested trucks and related equipment is neces- sary for the continuing street repair and construction program. b. Compliance with Specifications - the crew cab/chassis and dump bodies in this alternative meets all specifi- cations. c. Fund Availability - funds are available in the Capital Maintenance and Equipment Replacement Program. Reject all bids. 1. Need - the on-going street repair and construction would not continue at a progressive rate. 2. Compliance with Specifications - would not be an issue in this alternative. 3. Fund Availability - designated funds would not be expended. RECOMMENDATION A. Council concur with alternative "A" - award the lowest responsi- ble bids meeting specifications as follows: 1. Three (3) new crew cab/chassis from Johnson International Trucks, Inc., in the amount of $122,081.07. 2. Three (3) dump bodies from Truck Body Corporation in the amount of $19,446.33. B. Reject all other bids. C. Council appropriate $141,527.40 from Capital Maintenance and Equipment Replacement Program to Street Maintenance Department Account Number 001-052-4110-9010. Honorable Mayor and City Council Page 4 Committee: WFC:WLS:DDR:rla cc: City Attorney Director of Finance Respectfully submitted, William F. Clark William L. Stuart D.~arw~n Roupe g Office of the City Cle~ May 18, 1988 File #183-472 Johnson International Trucks, P. 0. Box 12087 Roanoke, Virginia 24022 Cavalier Equipment Corp. P. 0. Box 12507 Roanoke, Virginia 24026 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29122, accepting the bids of Johnson International Trucks, Inc., for one new cab/chassis for heavy duty dump trucks, in the total amount of $59,683.04; Johnson International Trucks, Inc., for two new cab?chassis for light dump trucks, in the amount of $56,825.94; and Cavalier Equipment Corporation for one new 15-ton dump body with towing hitch, in the total amount of $7,831.29 for the Street Maintenance Department, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Enc. pc: Mr. Mr. W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, ~fanager, General Services and Room 456 Municipol Building 215 ~'~urch Avenue, S.W. Roonohe, Virginia 24011 (703) 98'1-2541 Office of ~ne City ClerN May 18, 1988 File #183-472 Roanoke Welding Company 2016 Russell Avenue, S. W. Roanoke, Virginia 24015 Ladies and Gentlemen: Truck Body Corporation P. O. Box 10906 Lynchbur~, Virginia 24506 I am enclosing copy of Ordinance No. 29122, accepting the bid of Johnson International Trucks, Inc., for one new cab/chassis for heavy duty dump truc~s, in the total amount of $59,683.04; Johnson International Trucks, Inc., for two new cab/chassis for light dump trucks, in the amount of $56,825.94; and Cavalier Equipment Corporation for one new 15-ton dump body with towing hitch, in the total amount of $7,831.29 for the Street Maintenance Department, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On behalf of the Council, for submitting your bid on I would like to e.~press appreciation the abovedescribed equipment. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. Room456 MuniclpolBollding 215C~ut~hA'.~nue, S.W. Roanoke, V~rg~nio24~)11 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, lhe 16th day of May, 1988. No. 29122. VIRGINIA, AN ORDINANCE accepting bids for new trucks and related equip- ment; rejecting other bids; and providing for an emergency. BE IT ORDAINED 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 Purchase Number Description Bidder Price 2 and Alter- 3 1-New cab/chassis for heavy duty dump truck with diesel engine 1-New 15-ton dump body to be mounted on Item #1 with 15-ton hitch 2-New cab/chassis for light dump trucks, crew cab style with diesel engine Johnson International Trucks, Inc. Cavalier Equipment Corporation · Johnson International Trucks, Inc. $ 7,831.29 $ 56,825.94 2. The City's Manager of General Services is hereby authorized and directed to issue the requisite purchase orders for the above-mentioned items, said purchase orders to be made and filled in accordance with the City's specifications, the respective bids made therefor and in accordance with this ordi- nance. 3. Any and all other bids made to the City for the afore- said items are hereby REJECTED; so notify each such bidder and appreciation for each bid. and the City Clerk is directed to to express to each the City's municipal ordinance In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Cier~ May 18, 1988 File #60-183-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29121, amending and reor- daining certain sections of the 1987-88 General Fund Appropriations, providing for the transfer of $124,341.00 from the Capital Maintenance and Equipment Replacement Program to Public Works, Street Maintenance, in connection with the purchase of one new cab/chassis for heavy duty dump trucks from Johnson International Trucks, Inc.; and one new 15-ton dump body with towing hitch from Cavalier Equipment Corporation for the Street Maintenance Department, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. William L. Stuart, Manager, Street Maintenance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Oarwin Roupe, Manager, General Services and Room 456 Munlcll:x~l Building 2'15 Church Avenue, S.W. Roanoke, Virg,nla 2401 t (703) 981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 16th day of May, 1988. No. 29121. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General Fund Appropriations, and prouiding for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 General Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Public Works Street Maintenance $17,150,340 2,262,429 Fund Balance Capital Maintenance & Equipment Replacement Program- City Unappropriated (2) ............................ 1) Vehicular Equipment 2) CMERP - City Unappropriated (001-052-4110-9010) (001-3332) $ 124,341 (124,341) $ 1,115,864 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS TO PURCHASE NEW TRUCKS AND RELATED EQUIPMENT BID NUMBER 88-4-1 I concur with the recommendation of the Bid Committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager cc: City Attorney Director of Finance Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: BIDS TO PURCHASE NEW TRUCKS AND RELATED EQUIPMENT BID NUMBER 88-4-1 BACKGROUND A. November 9, 1987, Council designated funds in the Capital Maintenance and Equipment Replacement Program to purchase subject equipment. B. Bid request were sent specifically to 17 vendors. A public advertisement was also published in Roanoke Times and World News. C. Bids were received, after due and proper advertisement and were opened and read in the office of the Manager of General Services, at 2:00 p.m., April 19, 1988. II. CURRENT SITUATION Four (4) bid responses were received. (3) new truck cab/chassis, and three dump body, and one (1) towing hitch. One (1) for the three (3) for the one (1) new Ail bids received were evaluated in a consistent manner by representatives of the following departments. General Services Street Maintenance Motor Vehicle Maintenance Honorable Mayor and City Council Page 2 C. International Harvester was discovered to be the sole manu- facturer of crew cab/chassis, after several vendors were contacted, who did not bid. 1. Crew cab/chassis were specified as replacements for existing units to transport work crews to work sites, and haul hand materials at the same time. D. The lowest bid for three (3) new truck cab/chassis from Johnson International Trucks, Inc., meets all specifications. E. The lowest bid for one (1) new dump body and 15-ton hitch from Cavalier Equipment Corporation meets all specifications. III. ISSUES A. Need B. Compliance with Specifications C. Fund Availability IV. ALTERNATIVES A. Accept the lowest responsible bids meeting specifications as follows: 1. One (1) new cab/chassis for heavy duty dump truck, including performance bond cost and shipping charges as submitted by Johnson International Trucks, Inc., for the total amount of $59,683.04. 2. One (1) new 15-ton dump body with towin8 hitch, to be mounted on item # 1, as submitted by Cavalier Equipment Corporation for the total amount of $7,831.29. 3.Two (2) new cab/chassis for light duty dump trucks, including Honorable Mayor and City Council Page 3 performance bond cost as submitted by Johnson International Trucks, Inc., for the total amount of $56,825.94. a. Need - requested trucks and related equipment is neces- sary for the continuing street and utility cut repair programs. b. Compliance with Specifications - the crew cab/chassis in this alternative meets all specifications. c. Fund Availability - funds are available in the Capital Maintenance and Equipment Replacement Program. Reject all bids. 1. Need - the on-going street and utility cut repair programs would not continue at a progressive rate. 2. Compliance with Specifications - would not be an issue in this alternative. 3. Fund Availability - designated funds would not be expended. Vo RECOMMENDATION A. Council concur with Alternative "A" - award the lowest bids meeting specifications as follows: 1. One (1) new cab/chassis for heavy duty dump truck, including performance bond cost and shipping charges as submitted by Johnson International Trucks, Inc., for the total amount of $59,683.04. 2. One (1) new 15-ton dump body with towin~ hitch, to be mounted on item # 1, as submitted by Cavalier Equipment Corporation for the total amount of $7,831.29. Honorable Mayor and City Council Page 4 Bo 3. Two (2) new cab/chassis for light duty dump trucks, including performance bond cost as submitted by Johnson International Trucks, Inc., for the total amount of $56,825.94. Reject all other bids. Council appropriate $124,340.27 from Capital Maintenance and Equipment Replacement Program to Street Maintenance Account Number 001-052-4110-9010. Respectfully submitted, Co~ittee: ~~~ ~ William F. Clark D. Darwin Roupe WFC:WLS:DDR:rla cc: City Attorney Director of Finance oo Office of ~ne Cit~ Clerk 18, 1988 File #67 Shively Electrical Company, Inc. Route 1 to West Rocky Mount, Virginia 24151 Ladies and Gentlemen: I am enclosing copy of Resolution No. 29123, rejecting all bids received by the City for replacement of athletic field lighting at Breckinridge Park, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On behalf of the Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Enco pc: Mr. W. Robert Herbert, City Manager Mr. Joel M. Schlanger, Director of Finance Mr. George Co Snead, Jr., Director of Administration Public Safety Mr. Jimmie B. Layman, Manager, Parks and Recreation Mr. Cline C. Hollandsworth, Manager, Grounds Maintenance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer and Roon~456 Munlcil:~lBuildlng 215C~urchAvc~ue, S.W. Roonoke,~rginla24011 (703) 981-2541 Office of the City Clen~ May 18, 1988 File #67 Shively Electrical Company, Inc. Route 1 to West i Rocky Mount, Virginia 24151 Ladies and Gentlemen: [ am enclosing copy of Resolutian No. 29123, rejecting all bids received by the City for replacement of athletic field lighting at Breckinridge Park, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On behalf of the Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC City Clerk liFP:ra pc: Mr. W. Robert Herbert, City ~ianager Mr. Joel M. Schlanger, Director of Finance Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Jimmie Bo Layman, Manager, Parks and Recreation Mr. Cline C. Hollandsworth, Manager, Grounds Maintenance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Attorney and Room 456 Municipal Building 215 C]'lurch Avenue, S.W. Roonoke, Virginia 240ti (703) 981-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of May, 1988. No. 29123. A RESOLUTION rejecting all bids for replacement of athletic field lighting at Breckinridge Park. BE IT RESOLVED by the Council of the City of Roanoke that: 1. All bids received by the City for replacement of the lighting at the athletic field at Breckinridge Park are hereby REJECTED. 2. The City Clerk is directed to notify all bidders and express to each the City's appreciation for said bids. 3. The City Manager is authorized to make any changes in the scope of the project deemed advisable and to cause the pro- ject to be readvertised for bids. ATTEST: City Clerk. Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report - Replace Athletic Field Lighting at Breckinridge Park I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBV/mm Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Administration and Public Safety Director of Public Works City Engineer Manager, Department of Parks/Recreation and Grounds Maintenance Parks Planner Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report - Replace Athletic Field Lighting at Breckinridge Park I. EACI~GROUND: A. Project work conaimts of: 1. Replace seven (7) 40 year old wood poles. 2. Install three (3) additional poles to light baseball field. 3. Remove 120 incandescant light fixtures and install 60 new metal halide light fixtures. 4. Replace overhead wiring with underground cable. 5. Replace outdated electrical controls. B. City Council received one (1) bid on April 25, 1988 for the subject project and referred the bid to the Bid Committee for review and report back to Council. C. Low lt~p mum hame bid to complete all work (with the excep- tion of charges for aid to construction by Appalachian Power Company) in the amount of ~79~490.00 within a construction time of 150 consecutive calendar days, was submitted by Shively Electrical Company, Inc., of Rocky Mount, Virginia. II. ISSUES: A. Compliance of bidder with requirements of the Contract Docu- ments. B. Amount of low lump sum base bid. C. Fundtns of the project. D. Time of completion. Page 2 III. ALTERNATIVES: A. Reject the bid received and rebid. Compliance of bidder with requirements of the Contract Documents was not met. Bid security was not in proper form and Employment Projection Form was not submitted. Amount of low lump sum base bid exceeded the project estimate by $3p490.00. Without additional bidders, it is difficult to determine whether the base bid is too high or the estimate is too low. 3. Funding for the project would not be an issue. 4. Time of completion for the subject project would be delayed. Award of l~mp 8~m contract to Shively Electrical Company, Inc. of Rocky Mount, Virginia in the amount of ~79~490.00 within a construction time of 150 consecutive calendar days is not within authority of City Council due to failure to meet specifications. IV. RECOMMENDATION: A. City Council concur with the implementation of Alternative B. Reject the one (1) bid received on the basis of noncompliance with requirements of Contract Documents. C. Authorize the City Manager to readvertise immediately. Respectfully submitted, William F. Clark RAG/LBV/mm Page 3 Attachment: Bid Tabulation CC: City Manager City Attorney Director of Finance Director of Administration and Public Safety Director of Public Works City Engineer Manager, Department of Parks/Recreation and Grounds Maintenance Parks Planner BID TABULATION REPLACE ATHLETIC FIELD LIGHTING BRECKINRIDGE PARK CITY PROJECT NO.: P-8402 Bids opened before Roanoke City Council on Monday, April 25, 1988, at the 7:30 p.m. meeting in the Hurt Park Elementary School, Gymtorium. BASE BID Receipt of Addendum Number I acknowledged. Bid Security Submitted. Employment Projection Form Submitted SHIVELY ELECTRICAL COMPANY ~ INC. $79,490.00 (1) YES NO (2) NO Project Estimate: $76,000.00 NOTES: (1) Price excludes APCo fee for aid to construction. (2) Letter submitted not in proper form. William F. Clark Roanoke, Virginia May 16, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Please reserve space on Council's agenda for a Bid Committee Report t~ Replace Athletic Field Lighting at Breckinridge Park. WRH/LBV/mm Respectfully submitted, W. Robert Herbert City Manager REVI SED Office of the City Clerk May 4, 1988 File #67 Mr. Robert A. Garland, Chairman ) ~r. Williatn F. Clark ) Committee Mr. George C. Snead, Jr. ) Gentlemen: The following bid to replace athletic field lighting at Breckinridge Park, Winsloe Drive and Fleming Avenue, N. E., was opened and read before the Council of the City of Roanoke at a regular meeting held on ~ionday, April 25, 1988: BIDDER BASE BID TOTAL *Shively Electrical Company, Inc. $79,490.00 *NOTE: Alterations to bid. On motion, duly seconded and adopted, the bid was referred to you for study, report and recommendation to Council. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Shively Electrical Company, Inc., Route 1 Mount, Virginia 24151 Mr. Wilburn C. Dibling, Jr., City Attorney to West I, Rocky Room 456 Municipal Building 215 Ohurch Aveoue, S.W. Roonoke, Virginia 24011 (703) 981-2541 Of~c~ of fn~ O~y April 27, 1988 File #67 Mr. Robert A. Garland, Chairman ) Mr. William F. Clark ) Committee Mr. George C. Snead, Jr. ) Gentlemen: The following bid to replace athletic Breckinridge Park, Winsloe Drive, and Fleming opened and read before the Council of the City regular meeting held on Monday, April 25, 1988: BIDDER *Shively Electrical Company, Inc. *NOTE: Alterations to bid. On motion, duly seconded and adopted, the bid was for study, report and recommendation to Council. i~ ~. ~~_Sincerely,. Mary F. Parker, CMC City Clerk field lighting at Avenue, N. E., was of Roanoke at a BASE BID TOTAL $74,490.00 referred to you MFP:ra Shively Electrical Cort~any, Inc., Route Mount, Virginia 24151 Mr. Wilburn C. Dibling, Jr., City Attorney to West 1, Rocky Room456 MuniOpalButldlng 2150~urc:hAve~ue, S.W. Roonoke, Vtrgmla24011 (703)981-2541 Office of t~e City Cler~ May 18, 1988 File #60-207 E. C. Pace Company, Inc. P. 0. Box 12685 Roanoke, Virginia 24027 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29125, accepting your bid for construction of Chip Drive, N. E., and related improvements, in the Roanoke Centre for Industry and Technology, in the total amount of $331,573.50, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely, ]t~~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. Mr. Mr. Mr. Ms° Mr. W. Robert Herbert, City Manager Wilburn C. ~ibling, Jr., City Attorney Joel M. Schlanger, Director of Finance William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Brian J. Wishneff, Chief of Economic Development Room 456 Municll~ol Building 215 Church A~,nue, S.W. Roanoke, Virginia 2401 t (703) 98%2541 Office of ~e City Clerk May 18, 1988 File #60-207 Prillaman & Pace, 830 ~rookdale Road Martinsville, Virginia 24112 Branch Highways, Inc. 3902 Franklin Road, S. W. Roanoke, Virginia 24014 Aaron J. Conner General J. P. Turner & Brothers, Contractors, Inc. P. 0. Box 627 P. 0. Box 6068 Salem, Virginia 24153 Roanoke, Virginia 24017 [nc. Laramore Construction Co., Inc. S. C. Rossi &.Company, lnco P. 0. Box 1656 1410 16th Street, S. E. Danville, Virginia 24543 Roanoke, Virginia 24014 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29125, accepting the bid of E. C. Pace Company, [nc., for construction of Chip Drive, N. E., and related improvements, in the Roanoke Centre for Industry and Technology, in the total amount of $331,573.50, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. On behalf of the Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. Room 456 Municipal Building 215 Church A¥~nue, S.W. Roor',c~, Virg,nia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of May, 1988. No. 29125. AN ORDINANCE accepting the bid of E. C. Pace Company, Inc., for construction of Chip Drive, N. E., and related improvements, upon cer- tain terms and conditions, and awarding a contract therefor; authorizing the proper City officials to execute the requisite contract for such work; rejecting all other bids made to the City for the work; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. The bid of E. C. Pace Company, Inc., made to the City in the total amount of $331,57S.50 for construction of Chip Drive, N. E., and related improvements, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract documents offered said bidder, which bid is on file in the Office of the City Clerk, be and is hereby ACCEPTED. 2. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized on behalf of the City to execute and attest, respectively, the requisite contract with the successful bidder, based on its proposal made therefor and the City's specifica- tions made therefor, said contract to be in such form as is approved by the City Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously appropriated by Council. 3. Any and all other bids made to the City for the aforesaid work 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. 4. In order to provide for the usual daily operation of the municipal government, an emergency is deemed to exist, and this ordi- nance shall be in full force and effect upon its passage. ATTEST: City Clerk. May 18, 1988 File #60-207 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: [ am attaching copy of Ordinance No. 29124, amending and reor- daining certain sections of the 1987-88 Water, Sewage, and Capital Funds Appropriations, appropriating and transferring funds, in the total amount of $346,574.00, in connection with the award of a contract to E. C. Pace Company, Inc., for construction of Chip Drive, N. E., in the Roanoke Centre for Industry and Technology, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, May 16, 1988. Sincerely,l% ~ ~" ~ Mary F. Parker, CMC City Clerk MFP: ra pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Brian J. Wishneff, Chief of Economic Development Room 456 Municil~al Building 215 (~u.,'ch Avenue, S.W. Roanoke, Virginia 2401 '~ (703) 98t-254t IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of May. 1988. No. 29124. AN ORDINANCE to amend and reordain certain sections of the 1987-88 Water, Sewage, and Capital Funds Appropriations, and providing for an emergency. WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, an emergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 Water, Sewage, and Capital Funds Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Water Fund ADDroDriations New Service, Hydrants, Lines Chip Drive (2) ............ ''''''''''''''''''''''$ (1)................... 638,884 5,550 Sewage Fund Appropriations Sewage - Lateral Maintenance Chip Drive (4) ............... ~'~'''''''''''''~]]~$ (3)................... 1,108,398 4,875 Capital Fund Appropriations Streets and Bridges $ 8,750,145 Chip Drive (5-6) ................................. 336,149 Capital Improvement Reserve 2,908,991 Kroger Bakery (7) ................................ 330,334 Revenue Miscellaneous Outside Third Parties $ 1,081,961 (8) ........................ 666,483 (1) Approp. from General Revenue (2) Approp. from General Revenue (3) Unidentified Construction 4) Approp. from General Revenue 5) Approp. from General Revenue 6) Approp. from General Revenue 7) Kroger Bakery 8) Vitramon (002-056-8311-9003) (002-056-8370-9003) (003-056-3170-9085) (003-056-8440-9003) (008-052-9605-9004) (008-052-9605-9003) (008-052-9575-9178) (008-008-1234-1083) $( 5,55O) 5,550 (4,875) 4,875 291,483 44,666 ( 44,666 291,483 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia May 16, 1~88 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report - Construction of Chip Drive, N. E. in the Roanoke Centre for Industry and Technology A. Bid Committee Report, attached, is for the construction of Chip Drive, N. E. in the Roanoke Centre for Industry and Technology, thereby providing access to Vitramon, Incorporated. B. Recommendation is that City Council approve the Bid Committee Report. WRH:RKB:hw cc: City Attorney Director of Finance Director of Public Works City Engineer Chief, Economic Development Construction Cost Technician Respectfully submitted, W. Robert Her ert City Manager Roanoke, Virginia May 16, 1988 Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: Bids for construction of Chip Drive., N. E. in the Roanoke Centre for Industry and Technology I. Back~round on the project includes: Bids were received by City Council at its May 2, 1988, meeting, publicly opened, and read aloud for Chip Drive, N. E. in the Roanoke Centre for Industry and Technology. Seven (7) bids were received and referred to the bid committee for review and report back to Council. Low bid in the amount of ~308,743.50 was submitted by E. C. Pace Company, Inc. Alternate No. 1 was bid at $22~830.00 for the 12" water line. Cit~ Council, at its meeting on September 14, 1987, authorized the City Manager (by Ordinance No. 28798) to execute an option for the sale of approximately 20.8 acres of land within the RCIT to QCI Corporation (which assigned its rights to purchase the property to Vitramon, Incorporated). Conditions of the option require the City to construct a public street approximately 825 feet in length and thirty (30) feet in paved width. D. Other conditions of the option provide that: 1. Vitramon, Incorporated pay for curb and gutter, street lighting, and street landscaping. 2. City install twelve (12) inch water line to serve property. 3. City install sanitary sewer facilities including a pump station. II. Current situation of the project is: Vitramon~ Incorporated purchased 22.307 acres for $250~000 on March 9, 1988. These funds are to be used for the construction of Chip Drive, N. E. Cost of bid items, based upon the low bid, associated with curb and gutter, street lighting, and street landscaping (which Vitramon, Incorporated has agreed to pay), amounts to $41~482.50. Economic Development is presently attempting to obtain a letter of credit from Vitramon, Incorporated to cover these costs, although a letter of credit is not required. Following completion of construction, the City will bill Vitramon for actual costs incurred for these items. Cost of bid items that the City is responsible for amounts to $290~091.00, which includes Alternate No. 1. Chip Drive~ N. E. has been designed to 850 feet in length and thirty (30) feet in paved width. Completion is scheduled for August 31, 1988 in order to meet the scheduled commencement of operations by Vltramon, Incorporated. III. Issues in order of importance: A. Compliance of the bidders with requirements of the contract docu- ments. B. Amount of the low bid. C. Fundin~ for construction. D. Time of completion. IV. Alternatives in order of recommendation are: A. Award the contract to E. C. Pace Company, Inc. in the sum of $331,573.50 and establish a contingency in the amount of $15~000.00 in a form acceptable to the Director of Finance. 1. Compliance of the bidder with the requirements of the contract documents was met. 2. Amount of the low bid is acceptable. The low bid is $66~968.50 less than the engineer's estimate (including Alternate No. 1). 3. Fundin~ for the proposed contract amount is available from: a. Sale of property to Vitramon, Incorporated in the amount of $250,000.00. Vitramon~ Incorporated for certain bid items (curb, gutter, street lighting, and street landscaping), as agreed to in the option, in the amount of ~41~482.50. Capital Improvement Reserve (Account No. 008-052-9575-9178) in the amount of $44~666.00. These funds are available from sale of Kroger Bakery. Unidentified construction in the Sewase Fund (Account No. 003-056-3170-8085) in the amount of $4~875.00, in accor- dance with normal extension policies. Construction for New Services~ Hydrants~ Lines (FY 88) (Account No. 002-056-8311-9060) in the amount of $5~550.00 in accordance with normal extension policies. 4. Time by which construction must be completed is August 31, 1988. Reject the seven (7) bids received and do not construct Chip Drive, N. E. in the Roanoke Centre for Industry and Technology at this time. Re-evaluate the project for future rebidding. 1. Compliance with requirements of the contract documents would not be an issue. 2. Amount of the bid price would probably be higher if bid at a later date. 3. Fundin~ would not be spent at this time. Time for completion of the project would be delayed, thereby jeopardizing the timetable established for completing the roadway access needed for Vitramon, Incorporated to begin operations. V. Recommendation is that City Council take the following action: Approve Alternative "A" and award the contract to E. C. Pace Company, Inc. in the sum of $331~573.50 and establish a con- tingency in the amount of $15,000.00 for a total not to exceed $346~573.50. Appropriate $44~666.00 from Capital Improvement Reserve (Account No. 008-052-9575-9178) into an account to be designated by the Director of Finance. Transfer $4,875.00 from Unidentified Construction in the Sewage Fund (Account No. 003-056-3170-8085) and $5~550.00 from Construction for New Services, Hydrants, Lines (FY 88) (Account No. 002-056-8311-9060) into an account to be designated by the Director of Finance. Establish a receivable account in the amount of $291,482.50 from sale of land to Vitramon, Incorporated and from cost of bid items agreed to by Vitramon, Incorporated. E. Reject the other bids received. Respectfully submitted, Chairman William F. Clark RAG:WFC:CMH:hw Attachment: Tabulation of Bids cc: City Manager City Attorney Director of Finance Chief, Economic Development Construction Cost Technician ATTACHMENT A TABULATION OF BIDS FOR CONSTRUCTION OF CHIP DRIVE, N. E. IN THE ROANOKE CENTRE FOR INDUSTRY AND TECHNOLOGY PLAN NO. 6067 Bids opened Monday, May 2, 1988, 2:00 p.m. BIDDER E. C. Pace Company, Inc. Laramore Construction Co., Inc. Branch Highways, Inc. J. P. Turner & Bros., Inc. Prillaman & Pace, Inc. Aaron J. Conner General Contractor, Inc. S. C. Rossi & Company, Inc. BASE BID $308,743.50 358,781.50 366,805.00 380,754.00 422,673.00* 427,788.60 439,598.50 ALTERNATE NO. 1 $22,830.00 20,700.00 26,305.00 22,360.00 28,000.00 26,419.50 18,470.00 Engineer's Estimate: $374,852 (base bid) $ 23,690 (Alternate No. 1) Robert A. Garland, Chairman William F. Clark Kit B. Kiser *Bid submitted as $422,673.00 should be $427,083.00 due to an error in arithmetic.