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Council Actions 03-07-88
REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL March 7, 1988 2:00 p·m. AGENDA FOR THE COUNCIL Call to Order -- Roll Call. A~ pre~ent. The invocation will be delivered by ~X~x~x~. ~g~Xx~x~XxF~X~X~x~x~ Mayor Noel C. Taylor. The Pledge of Allegiance to the Flag of the United States of America ~ill be led by Mayor Noel C. Taylor. C-1 C-2 C-3 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 THE CONSENT AGENDA AND CONSIDERED SEPARATELY. Minutes of the regular meeting of Council held on Monday, February i, 1988. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. 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.~-344 (a) (i), Code of Virginia (1950), as amended. RECOMMENDED ACTION: 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) (I), Code of Virginia (1950), as amended· A report of the City Manager requesting an Executive Session to discuss the terms and conditions of a contract in negotiation, pursuant to Section 2·1-344 (a) (6), Code of Virginia (1950), as amended. RECOMMENDED ACTION: Concur in request for Council to convene in Executive Session to discuss the terms and conditions of a contract in negotiation, pursuant to Section 2.1-344 (a) (6), Code of Virginia (1950), as amended. (1) C-4 C-5 C-6 A report of the City Manager with regard to the status of a complaint concerning the unsightly condition of property at 2t26 Brookside Lane, S. E. RECOMMENDED ACTION: Receive and file. A list of items pending from July 10, 1978, through February 22, 1988. RECOMMENDED ACTION: Receive and file. Qualification of Ora B· McColman as a member of Neighborhood Partnership Steering Corr~nittee for a November 21, 1990. the Roanoke term ending RECOMMENDED ACTION: Receive and file· *Requ~t of the Mayor for an Executive Session on a real estate ma~er. REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Comraunications: Reports A commun i ca t i on from the Roanoke City Schoo t Board requesting appropriation of $206,500.00, representing the fifth installment of the Schools' share of the Capital ,~aintenance and Equipment Replacement Fund; and appropriation of $27,906.00 for the Impact Aid Program. Adopted Ordinance No. 29001. (7-0) A communication from the Roanoke City School Board requesting approval of a State Literary Fund loan applica- tion, in the amount of $1,000,000.00, for additional construction costs for renovations and additions to Highland Park Elementary School. Adopted Resolution No. 29002. (7-0) Prior to incu~ng expenditures, the School Boa~d was requested A communication from the Mayor transmitting a Resolution cancelling the regular meeting of Council scheduled for Monday, March 21, 1988, at 2:00 p.m. Adopted Resolution No. 29003. of Officers: a. City Manager: Briefings: None. Items Recommended for Action: A report recommending the renaming of att, or portions of, Kimball Avenue, N. E., Hotlins Road, N. E., Read Road, N. E., Monticello Boulevard, N. E., Manning Road, N. E., and Third Street, N.W. Adopted Ordinance ~o. 29004 on first reading. (7-0) ~ 4. b. to obtain the approval of Count. (2) A report recommending authorization to execute amend- ments to the electrical rate contract and the street lighting contract between the City and A~alachian Power Company· Adopted R~olution No. ~005. ( - 3. A report recommending award of an engineering services contract to Mattern & Craig, P.C., in an amount not to exceed $30,000.00, for construction of a roadway from King Street, N. E., to Berkley Bottom. Adopted 0r~inance No. 29006 and Ordinance No. 29007. (7-0) 4. A report recommending award of an engineering con- sultant services contract to Hayes, Seay, Mattern and Mattern, in an amount not to exceed $48,000.00, for bridge rehabilitation .on Franklin Road over the N & W Railway. Adopted Ordinance No. 29008 and Ordinance No. 29009. (7-0) 5. A report recommending that Council authorize a letter of intent to the Corps of Engineers in support of the full Roanoke River Flood Reductio~ Project. Adopted R~olution No. ~9010~ (7-0} 6. A report with regard to the Roanoke River Flood Reduction Project - Technical Direction. Adopted R~ol~on No. 29011. (7-0) 7. A report concurring in a report of the Bid Committee recommending acceptance of the bid submitted by Dickerson GMC-Truck-Peterbilt, Inc., for three new cabs/chassis for the Refuse Collection Department, in the total amount of $177,642.00; and appropriation of funds therefor. Adopted Ordinance No. 29012 and Ordinance No. 29013. (6-0) Mr. Mu~s~ ~s ou~ of the Coun~ Chamb~. City Clerk: Reports A report requesting that certain dates be established in connection with the selection process 'for School ~oard Trustees· {I) P~Ach 14 - 6:00 p.m.; {2) MaAch 28; (3) April 4; (4) April 25; (5) April 28 - 7:00 p.m.; (6) May 2 of Committees: A report of the committee appointed to tabulate bids received for replacement of comminutors with mechanical bar screens at the Water Pollution Control Plant, recorr~nending award of a contract to Structures and Utilities Company, Inc., in the amount of $510,500.00; and appropriation of funds therefor. Mr. Robert A. Garland, Chairman. Adopted Ordinance No. 29014 and Ordinance No. 29015. (7-0) A report of the committee appointed to tabulate bids received for construction of new concrete sidewalks, entrances, curb and gutter (Bond Issue - Phase III), recom- mending award of a contract to L. H. Sawyer Paving Company, Inc., in the amount of $361,554.00, and establishment of a contingency in the amount of $18,000.00, for a total not to exceed $379,554.00. Mr. Robert A. Garland, Chairman. Adopted Ordinance No. 29016 and Ordinance No. 29017. (7-0) A report of the committee appointed to tabulate bids received for alterations and additions to the Knights of Pythias Building for the Fifth District Employment and (3) Training Consortium and the Cityrs Employment Services Offices, recommending award of a contract to Construction Services of Roanoke, Inc., in the amount of $125,000.00; and transfer ,of funds therefor. Mr. Robert A. Garland, Chairman. Adopted Ordinance No. 29018 and Ordinanae No. 29019. A report of the Water Resources Co,rnittee recommending that Council authorize a contract with Cooper Industries, in the amount of $82,975.36, to overhaul No. 7 Blower Engine at the Sewage Treatment Plant· Mrs. Elizabeth T. Bowles, Chairman. Adopted Ordinance No. 29020 and 0rdinance No. 29021. A report of the Water Resources Committee recommending appropriation of $320,000.00 from Water Fund Retained Earnings to New Services, Hydrants and Lines, to provide funds for an over-expenditure and new ser¥ices, hydrants and lines through June 30, 1988. Mrs. Elizabeth T· Bowies, Chairman. Adopted Ordinance No. 29022. {7-0) A report of the Water Resources Committee recommending that Council grant a revocable permit to Signet Bank authorizing encroachment upon a portion of the right-of-way of Orange Avenue, N. E., adjacent to Official Tax No. 7090511. Mrs. Elizabeth T. Bowies, Chairman. A~pted Ordinance No. 29023 on first reading. ( 7- 0 ) Unfinished Business: None. Introduction and Consideration of Ordinances and Resolutions: Ordinance Ho. 28998, on second reading, granting to the American Red Cross, Roanoke Valley Chapter, a revocable permit to mount certain flags on street lighting poles in the Central Business District of the City, upon certain terms and conditions. A~pted Ordinance No. 28998. {7-0) 9. Motions and Miscellaneous Business: Inquiries and/or corrgnents 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 the following persons: Vieki Stauf fe~ Roanoke A~ Comm~sion Ha~ett A. Vance Youth Services Citizen Bo~d (4) MINUTES CONSIDERED AT THIS COUNCIL MEETING MAY BE REVIEWED ON LINE IN THE "OFFICIAL MINUTES" FOLDER~ OR AT THE CITY CLERK'S OFFICE Office of the Mayor March 7, 1988 Honorable Vice Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I 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. NCT: ra Sincerely, Noel C. Ta~ Mayor Room 452 Municipal Building 2t 5 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 98'~-2444 Roanoke, Virginia March 7, 1988 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mayor and Members of Council: This is to request an Executive Session on Monday's agenda to discuss a legal matter being the terms and conditions of a contract in negotiation pur- suant to Section 2.1-344(a)(6), Code of Virginia (1950), as amended. Respectfully submitted, W. Robert Herbert City Manager WRH:EBRJr:mp cc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Office of the City Clerk March 9, 1988 File #64-66 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: Your report with regard to the status of a complaint concerning the unsightly condition of property at 2126 Brookside Lane, S. E., was before the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. On motion, duly seconded and unanimously adopted, the report was received and filed. Sincerely,~,.~., ~.,8~' ._~ Mary F. Parker, CMC City Clerk MFP: ra pc: Mr. Cecil Hagy, 2126 8rookside Lane, S. E., Roanoke, Virginia 24014 Mr. & Airs. Edward Taylor, 2158 Woodland Road, S. E., Roanoke, Virginia 24014 Mr. William F. Clark, Director of Public Works Mr. Ronald H. Miller, Building Commissioner/Zoning Administrator Room456 MunlcipalBuildlng 215 C~urch Avenue, S.W, Roanc~e, Vlrglnla24011 (703) 981-2541 March 7, 1988 The Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: 2126 Brookside Lane, S. E. (Cecil Hagy) I. Background Files in the Building Department regarding the above- referenced property show violations of zoning and trash abatement ordinances as far back as September 2, 1981. During these years Mr. Hagey, the property owner, has repeatedly been notified by mail of such violations. He has each time removed only enough outdoor storage to satisfy the minimum requirement; and, in a short period of time, the Building Department again received complaints from property owners in the area regarding the appearance of the property. II. Current Situation III. On January 25, 1988, Mr. and Mrs. Edward Taylor, 2158 Woodland Road, S. E., appeared before the City Council to register a complaint in regard to the condition of the property at 2126 Brookside Lane, S. E., i.e., junk on property and unsightli- ness. The complaint was referred to the City Manager, who in turn referred it to the Zoning Administrator for investigation and report. On February 2, 1988, a zoning violation involving an old truck body, scrap metal, etc., was found. Summary Due to the fact that Mr. Hagey has been given ample warnings and has failed to comply with City Codes, he has been summoned to appear in Court on March 8, 1988, for violation of Sections 36.1-37 and 36.1-107 of the Roanoke City Zoning Ordinance. March 7, 1988 Page 2 IV. Conclusion The matter is in the hands of the General District Court. City staff will pursue it to the maximum permitted by City Code. Respectfully submitted, .~FOk~r t~~ City Manager WRH:RHM:ra cc: City Attorney Director of Public Works Office of the City Clen~ March 3, 1988 Mr. and Mrs. Edward Taylor 2158 Woodland Road, S. E. Roanoke, Virginia 24014 Dear Mr. and Mrs. Taylor: This is to advise you that the enclosed report is included on the agenda of the Council of the City of Roanoke for its meeting on Monday, March 7, 1988, said meeting to begin at 2:00 p.m. in the Council Chamber on the fourth floor of the Municipal Building. Sincerely, MFP:se Enc. Mary F. Parker, CMC City Clerk Roonn456 MunlcipalBulldln~ 215 Church Avenue, S.W. Roanoke, ¥1rginla 24011 (703) 981-2541 Pending Items from July 10, 1978, through February 22j 1988. Referral Date Referred To Item 7/10/78 City Manager Recommendation No. 11 contained in the Mayor's 1978 State of the City Message. (Development of Mill Mountain - hotel.) 8/12/85 City Manager Mayor's 1985 State of the City recommendation No. i - establish- ment of a working relationship with the volunteer rescue squads and the Roanoke Historical Society for the purpose of establishing a museum and national headquarters for volunteer rescue squads in the City. 2/23/87 Regional Cable Television Committee Request of Cox Cable Roanoke for a renewal of their, franchise agreement in order to simplify and clarify languagej make certain additions and deletions, and extend the term. 6/1/87 6/22/87 City Manager Robert A. Garland William F. Clark Kit B. Kiser Report regarding the homeless. Bids for 1987 Roof Replacement No. 2 Roanoke Regional Airport Terminal Building Roof Levels G and H. 7/27/87 City Manager Recommendations of the Youth Services Citizen Board contained in the Board's Annual Report/ Annual Plan. 8/10/87 City Manager Mayor's 1987 State of the City Recommendation No. i development of a five-year strategic plan for the City of Roanoke. 8/10/87 City Manager Request of Kenneth R. Sharp that an alley running between Montclair Avenue and Kenwood Boulevard, S. E., more specifically running between Lots 19 and 20, Block 16, and approximately 128.1 feet in length, be permanently vacated, discontinued and closed. Pending Items from July 10, 1978, through February 22, 1988. Referral Date Referred To Item 1/25/88 City Manager Matter with regard to permitting children to use the ballfietds in the Sports Complex in South Roanoke Park when the ballfields are not being used for League games. 2/1/88 City Manager Final report of the Emergency Medical Services Advisory Council. 2/16/88 2/16/88 2/22/88 1988-89 Budget Study City Manager Director of Finance 1988-89 Budget Study City Manager Robert A. Garland Kit B. Kiser William F. Clark Communication from Melvin E. Matthews, President, Roanoke City Retirees' Association, requesting a percentage increase raise instead of a lump sum raise for Retirees. Communication from the Virginia Museum of Transportation, Inc., requesting $75,000.00 from the City for the next three years. Bids for removal and disposal of digested, lagooned sludge from the Water Pollution Control Plant. Office of the City Cle~ March 9, 1988 File #15-488 Mr. James B. McCloskey, Chairman Roanoke Neighborhood Partnership Steering Committee 2920 Avenham Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. McCtoskey: This is to advise you that Ora B. McColman has qualified as a member of the Roanoke Neighborhood Partnership Steering Committee for a term ending November 21, 1990. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Ms. Jinni Coordinator Benson, Roanoke Neighborhood Partnership Iioorn456 Municll:~lBuildlng 215Chur, c:hA',~ue, S.W. Roanc~e, Vlrglnla24011 (703)98%254t 0-2 Oath or Affirmation of Office St~f~ ot Virginia, Uity o] Roanoke, to.wlt: I, · do solemnly swear (or affirm) that I will support the Constitution of the United States, and the Constitution of the State of Virginia, and that I will faithfully and impartially discharge and perform all the duties incumbent upon me as a member o~/ the o ~ · zndino Novembe~ 21, 199~. according to the best of my ability. Subscribed and sworn to before lne, this February 18, 1988 File #15-488 Ms. Ora B. McColman 2123 Tenth Street, N. W. Roanoke, Virginia 24012 Dear Ms. McColman: At a regular meeting of the Council of the City of Roanoke held on Tuesday, February 16, 1988, you were elected as a member of the Roanoke Neighborhood Partnership Steering Committee for a term ending November 21, 1990. Enclosed you will find a certificate of your election and an Oath or Affirmation of Office which may be administered by the Clerk of the Circuit Court of the City of Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church Avenue, Please return one copy of the Oath of Office to Room 456 in the Municipal Building prior to serving in the capacity to which you were elected. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. James B. McCioskey, Chairman, Roanoke Neighborhood Partnership Steering Cor~ittee, 2920 Avenham Avenue, S. W., Roanoke, Virginia 24014 Ms. Jinni Benson, Roanoke Neighborhood Partnership Coordinator I:~:x~-n4...~, Munlc:il:~lBuilding 215C~urchA~,~ue, S.W.l~,e, Vlrgr, la24011 (703)981-2541 COMMONWEALTH OF VIRGINIA ) ) To-wit: CITY OF ROANOKE ) I, Mary F. Parker, City Clerk, and as such City Clerk of the Council of the City of Roanoke and keeper of the records thereof, do hereby certify that at a regular meeting of Council held on the 16th day of February, 1988, ORA B. MCCOLMAN was elected as a member of the Roanoke Neighborhood Partnership Steering Corr~nittee for a term ending November 21, 1990. Given under my hand and the Seal of the City of Roanoke this 18th day of February, 1988. City Clerk OfficeoftheMoyor March 7, 1988 Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: I wish to request an Executive Session to matter, pursuant to Section 2.1-344 (a) (1950), as amended. discuss a real estate (2), Code of Virginia Sincerely, Noel C. Tayl Mayor NCT:se Room 452 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 240t t (703) 981-2444 Office of the ~y (3e~ March 9, 1988 File #60-467 ~r. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29001, amending and reor- daining certain sections of the 1987-88 General and Grant Fund Appropriations, providing for the appropriation of $206,500.00, representing the fifth installment of the Schools' share of the Capital Maintenance and Equipment Replacement Fund; also pro- viding for the appropriation of $27,906.00, in connection with the Impact Aid Grant Program, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. W. Robert Herbert, City Manager Mr. Edwin R. Feinour, Chairman, Roanoke City School Board, 3711Peakwood Drive, S. W., Roanoke, Virginia 24014 Dr. Frank P. Torn, Superintendent of Schools, P. 0. Box 13145, Roanoke, Virginia 24031 Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. 0. Box 13105, Roanoke, Virginia 24031 Room456 MuniclpalBullding 215(3'~urchAve~ue, S.W. Roclnc~e,~rginio24011 (703) 981-254~ 4A IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, 1988. No. 29001. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General and Grant 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 General and Grant Funds Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: General Fund Appropriations Education Capital Outlay (1) .................................. Revenue Fund Balance - CMERP - Schools (2) .................. $55,625,212 1,029,101 $ 221,792 Grant Fund Appropriations Education Impact Aid (3-7) .................................... Revenue Education Impact Aid (8) ...................................... $10,554,400 48,439 $10,554,400 48,439 1) Alterations of Buildings (001-060-6010-6085-0514) $ 206,500 2) 3) 4) 5) 6) 7) 8) Fed. Fund Balance - CMERP - Schools (001-3333) $ 206,500 Clerical Salary (035-060-6928-6065-0105) 6,250 Professional Salary (035-060-6928-6065-0110) 16,075 Social Security (035-060-6928-6065-0204) 1,675 Retirement (035-060-6928-6065-0206) 3,465 SGLI (035-060-6928-6065-0208) 441 Grant Receipts (035-060-6928-1102) 27,906 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk OEP&R?MZNT OF FINANCE CI1~ OF ~ANOKE. VA. March 7, 1988 FROM: SUBJECT: Honorable Mayor and Members of City Council Joel M. Schlanger Appropriation of CMERP Funds and Grant Funds for School Board I have reviewed the attached request for the appropriation of $206,500 in CMERP funds for the School Board. The appropriation of $206,500 represents the fifth installment of the School's share of the Capital Maintenance and Equipment Replacement Program (CMERP). This report also appropriates 100% federal funding of $27,906 for the Impact Aid grant program. I recommend that you concur with this request of the School Board. JMS:dp lrecto ~1~1~I Edwin FI. Felnour. Chairman LUtlliam LUhll:e, Sr.. Vice Chairman Donald 8a~ol Roanoke Cil:¥ School Board Sallye T. Colemon LaVerne 8. Dillon David I'L Usk P.O Box 13105, Roanoke, Virginia 24031 · 703-981-2381 James M. Turner, Jr. Rank P. Toro, Superintenden~ Rid~ard L ~lle9, Cle~ of the Boc~d February 24, lg88 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its meeting of February 23, 1988, the School Board respectfully requests City Council to appropriate $206,500.00 which represents the fifth install- ment of the Schools' share of the Capital Maintenance and Equipment Replacement Fund. The funds will be used for the district-wide asbestos abatement program ($89,500.00) and for roof repairs at William Fleming High School and Stonewall Jackson Junior High School ($117,000.00). The Board further requests the appropriation of $27,906.00 for the Impact Aid program to provide funds for the continuing employ- ment of a Grants Technician, for 20% of the salary of the Director of Educational Partnerships, and for clerical assistance for the remainder of the school year. The funds have been received from the Federal Department of Education. Sincerely, Richard L. Kelley Clerk of the Board and Executive for Business Affairs rg CC: Mr. Edwin R. Feinour Dr. Frank P. Tota Mr. William L. Murray, Jr. Mr. Kenneth F. Mundy, Jr. Mr. W. Robert Herbert V~r Wilburn C. Dibling ~ Joel M. Schlanger (with accounting details) Excellence in Education / Rosnokm,.Virginia APPrOPRiATiON REQUEST 035-OhO-h928-h065-0105 035-OhO-h928-hOhh-0110 035-ObO-b928-hOhh~020# 035-OhO-b928-5065-OtOh 035-OhO-b928-hOhh-0208 Appropriation Unit Z90 Clerical Salary ProFeseionel Salary Social Security Retirement SGLI 6,250.00 16,075.00 1,675.00 3, qbh. 00 q#l.00 035-0§0-h928-1102 Federal Grant Receipts 2?, q06; O0 The Zmpact aid program provides Funds For the continuing employment of a Grants Technician, For 20~ of the salary of the Director of Educational Partnerships and For clerical assistance for the remainder of the school year. The Grants Technician is responsible For the submission of this grant and other grant applications. The above appropriation represents additional Funds which have been received From the Federal Department of Education. #o local funds are made available by this grant and non-receipt of these grant ~unds would require that these POSitions be eliminated or Funded with local ffunde. It is eetioated that approximately $50, OOO in Xmpact Aid Funds will be received in F¥88-89 to continue the employment of these personnel. February 23, 1988 ROA#oRg CITY 3CROOL BO&RD APPROPRIATION RBOOE3T Capital Haintonanoo and gquipoent ReDlaoenont Fund Inatallnsnt Y - &nbaatoe Abatement & Roof Repairs O01-OhO-bO10-b085-051~ Appropriation Onit ZJ1 &Iterations to Buildingn The above appropriation represents the Fifth installment of tho ~chooln' share oF the Capital Maintenance and Equipeent RePlacsment Fund. These Funds sill PrOVide For the district-side asbestos abatement Progran in the aoount of $8q, 500 and for roof repairs at Rillias Fleeing Rlgh School and 3toneeall Jackson Junior Btgh ~ohool in the aoount oF $117,000. & balanoe of $222,#21 reeainn in this account an allocated, unappropriated funds. February 29, lqR8 Office of the City March 9, 1988 File #329-467 Mr. Edwin R. Feinour, Chairman Roanoke City School Board 3711Peakwood Drive, S. W. Roanoke, Virginia 24014 Dear Mr. Feinour: [ am enclosing copy of Resolution No. 29002, authorizing the School Board to make application for a loan from the State Literary Fund for improving Highland Park Elementary School, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. If the loan is approved, the School Board was requested to obtain the approval of Council prior to the expenditure of funds. /"'~ A.I~ ~,Sincerely' Mary F. Parker, CMC City Clerk MFP:ra Enc o pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Dr. Frank P. Tota, Superintendent of Schools, P. 0. Box 13145, Roanoke, Virginia 24031 Mr. Richard L. Kelley, Executive for Business Affairs and Clerk of the Board, P. 0. Box 13105, Roanoke, Virginia 24031 Room456 MunicipalBuilding 215 Church Ave~ue, S.W.l~:x:lnoke, Vlrg~nla2,~1011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988. No. 29002. VIRGINIA, A RESOLUTION authorizing the School Board for the City of Roanoke to make application for a loan from the State Literary Fund for improving Highland Park Elementary School. WHEREAS, the School Board for the City of Roanoke, on the 7th day of March, 1988, presented to this Council an application addressed to the State Board of Education of Virginia for the purpose of borrowing from the Literary Fund $1,000,000 for adding to and improving the present school building at Highland Park Elementary School, to be paid in twenty (20) annual installments, and the interest thereon at four percent (4%) paid annually. RESOLVED, that the application of the City School Board to the State Board of Education of Virginia for a loan of $1,000,000 from the Literary Fund is hereby APPROVED, and authority is hereby granted the said City School Board to borrow the said amount for the purpose set out in said application. The Council of the City of Roanoke will each year during the life of this loan, at the time it fixes the regular levies, fix a rate of levy for schools or make a cash appropriation sufficient for operation expenses and to pay this loan in annual installments and the interest thereon, as required by law regu- lating loans from the Literary Fund. Attest: City Clerk. '~l Edwin FI. Feinour, Chairman William White, Sr., Vice Chairman Donald Bartol 8oanok City School Board Sallye T. Coleman LaVeme B. Dillon David K. Lisk James M. Turner, Jr. Frank P. Totp Superintendent Richard L Kel]~, ~lerk of the Board P.O I~ox 1310.~, Roanoke, Virginia 24031 · 703-981-2381 February 24, 1988 The Honorable Noel C. Taylor, Mayor and Members of Roanoke City Council Roanoke, VA 24011 Dear Members of Council: As the result of official School Board action at its meeting of February 23, 1988, the School Board respectfully requests City Council to approve a State Literary Fund loan application in the amount of $1.0 million for the additional construction cost for renovations and additions to Highland Park Elementary School. The debt service on the loan will increase the Board's debt service expenditure by $45,000 in FY91 and an additional $45,000 in FY92, but no debt service expenditure will be incurred until funds are drawn against the loan account. The loan application can be cancelled if the project is not placed under a construction contract. Sincerely, Richard L. Kelley Clerk of the Board and Executive for Business Affairs rg Enc o cc: Mr Dr Mr Mr Mr Mr Mr Edwin R. Feinour Frank P. Tota William L. Murray, Jr. Kenneth F. Mundy, Jr. W. Robert Herbert Wil Dibling Joel Schlanger Excellence in Education APPLICATION FOR LOAN' FROM THE LITERARy FUND OF VIRGINIA N~me ofschooi,..Hiqhland Park Elementary Name of I~-City To THE STATE BOARD OF F-~DUC, A~ION, R~chmond, Virginia: Gengemen: The School Board for the G~d/g~Cit,/ of . o .... ~,,~ hereby makes application for a loan of ..~ 1.0 mi I I ion from the Literary Fund of Virginia for the purpose of erecting, enlarging, or altering 1212 Fiffh. Stceet_ S. W. (making permanent improvement to) a school building located at ~oano~e, VA z4o:I.6 ~ , as follows: (Descrihebriefly) additions and alterations fo Hlflhl~nd'p~-k I~l=.~.~.-.,'*~,r-~, ~,*h,~,~! ,~^,. ~'~.,;~.A,~ of .modernlzln an elementar_ s . = . -:.__ 1. The said building, addition, or permanent improvement ~escribed above, to be of br ick (Type of comtruction, brick, frame, etc, ) will be used as a elementary building, and is estimated to cost $ 3.0 ml I I ion (Elem., H. S.~ Comb. Elem. & H.S.) ' ' . . 2. The total estimated value of the existing school plant, including site, plus the proposed building addition, 'or perma. nentimprovementthereto~is.~ . 5.5 million ' 3. There is at present a loan from the Literary Fund on this Highland Par~ I:l~,r~,~-,,,-y in the amount of ,~ -0- (Building or school phtnt) 4. The total amount of the loan will not exceed the cost of the building, additiop, or permanent improvement there. to, and site, on account of which such loan is made. 5. The site on which this building, addition, or permanent improvement, will be located contains. 1.5 of which .. l. 5 acr~, acres are well suited and useable, or can be easily improved and made useable, for playground and recreational purposes. 6. The plans and ~pecifications for the building or improvement, complying with Minimum .School Building Re- qulrements, have been or will be approved by the division superintendent of schools and the Superintendent of Public Instruction before construction is begun. It is understood that the State Board of Education .reserves the right to with- hold any part or all o£' the &mount of this loan, if the plans and specifications approved by the Superintendent of Public Instruction are not followed. " (1) 7. The proposed building, ad~tion, or permanentimprovement, is desirable becau~: (Explain briefly) ~ Alteraflons are r._~__q~.ired to modernize electrical, plumbing, mechanical and structural components of the school and add a school cafeteria. 8. The present total indebtedness of the County. City for school buildings is $. 13,088,071 ~ of which $ 1,464,271 is owed to the Literary Fund. 9. This County-City has not defaulted or failed to meet its debt service obligations as and when due for the past five years except, a~ follows: None 10. Adequate and satisfactory supervision of construction will be provided byrthe school board in accordance with the provisions of "Minimum Requirements and Standards for School Buildings," Regulations State Board of Education. 11. The building or improvement for which this application for a loan is made is part of a long-range planning program in accordance with the provisions:of "Minimum Requirements .and Standards for School Buildings? Regulations State Board of Educa~ion~ and is recommended in the study or survey made by (give title and date) . Five-Year CapitoI I~pro~veme____nt Plan, f,t._e~y 1987 12. This loan is to be made for 20. s to ~0 years, and is to be paid in __ 20 annual installments, with interest at the rate of _ 4 -~ to l0 per centum per annum, payable annually. .13. The Board of 5~pervisors for the County, or the Council for the City, has by resolution (page 3 of this application), agreed to provide for the re'payme~t of this loan· lq'. The School Board is not in default in the payment of any part of the principal of any previous loan from the Lit- erary Fund and, for at least two years immediately before this loan, has not been more than six months in default in the pay- ment of interest due on any loan from the Literary. Fund. Given under my hand this the. ~'Q ~Llc't~' day o~ ~_~,.,,c..O,~ 19 g°o THE SCHOOL BOARD OF Roanoke , Chairman. S~AL (2) Office of t~e City Clerk March 9, 1988 File #132 Mr. ~. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29003, cancelling the meeting of the Council of the City of Roanoke scheduled for Monday, March 21, 1988, at 2:00 p.m., which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, P~b4J~,~..- Mary F. Parker, CMC City Clerk MFP:ra EnCo pc: The Mr. Mr. Mr. Mr. Mr. Mr. Mr. Mr. Mr. Pub Mr. Honorable Mayor and Members of the Roanoke City Council Witburn C. Dibling, Jr., City A~torney Joel M. Schlanger, Director of Finance Von W. Moody, III, Director of Real Estate Valuation William L. 8rogan, Municipal Auditor William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Kit B. Kiser, Director of Utilities and Operations James D. Ritchie, Director of Human Resources George C. Snead, Jr., Director of Administration and tic Safety D. Darwin Roupe, Manager, General Services Room 456 Municll~al Building 215 C]'lurch Avenue, S.W. Roanc:~e, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988. No. 29003. VIRGINIA, 4C A RESOLUTION cancelling the meeting of the Council of the City of Roanoke scheduled for Monday, March 21, 1988, at 2:00 p.m. BE IT RESOLVED by the Council of the City of Roanoke that: 1. Due to the Congressional City Conference sponsored by the National League of Cities scheduled to be held March 19-22, 1988, in Washington, D.C., which a majority of the members of City Council desire to attend, the meeting of City Council regu- larly scheduled for Monday, March 21, 1988, at 2:00 p.m., in the Council Chambers of the Municipal Building, 215 Church Avenue, S. W., is hereby CANCELLED. 2. The City Clerk is hereby authorized to take whatever steps are deemed necessary to notify the public of such can- cellation. ATTEST: City Clerk. Office of the Moyor March 7, 1988 Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: Four members of Council will be in attendance at the National League of Cities, Congressional City Conference on March 19-22, 1988, in Washington, D.C. Accordingly, I have taken the liberty of requesting that our City Attorney prepare the appropriate measure cancelling the Monday, March 21, 1988, Council meeting. Sincerely, Noel C. Ta~ Mayor NCT:MFP:ra Room 452 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 2401 t (703) 981-2444 Off~e of ~ne Qty Qe~k March 9, 1988 File #29 ~r. W. Robert Herbert City ~anager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29005, authorizing the appropriate City officials to enter into the appropriate contract agreements with Appalachian Power Company providing for reduced electrical rate and street lighting contract rates, upon certain terms and conditions, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerety,~,,~ A~, ~ Mary F. Parker, CMC City Clerk MFP: ra Eric. pC: Mr. Robert W. Glenn, Jr., Roanoke Division, Marketing and Customer Services Manager, Appalachian Power Company, P. 0. Box 2021, Roanoke, Virjinia 24022-2121 Mr. W. Robert Herbert, Chairman, Roanoke Regional Airport Commission Mr. Wilburn C. Diblin~, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Dr. Frank P. Tota, Superintendent of Schools, P. 0. Box 13145, Roanoke, Virginia 24031 Room 45~ Municipal Building 215 (~u~h Avenue, S.W. Roonoke, Virginia 240tl (70~) 981-2541 5A2 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988. No. 29005. VIRGINIA, A RESOLUTION authorizing the appropriate City officials to enter into the appropriate contract agreements with Appalachian Power Company providing for reduced electrical rate and street lighting contract rates, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager and the City Clerk are authorized to execute and attest, respectively, in form approved by the City Attorney, contract agreements with Appalachian Power Company providing for a reduction in over all general service rates of approximately 10% for the last six months of 1987 and approximately 15% beginning January 1, 1988, and reduction in the street lighting rates of 6% effective July 1, 1987, and an additional 6% effec- tive January 1, 1988, and to include such other terms and con- ditions as are set forth in the report to this Council dated March 7, 1988. ATTEST: City Clerk. Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Recommended Electrical Rates and Street Lighting Contract Rates for FY 88, FY 89, and FY 90 I. BackKround: Current electrical contract between the City of Roanoke and the Appalachian Power Company was for a three year period ending June 30, 1987 but provided that unless either party cancelled the contract that the contract would be automatically renewable with any electrical rate adjustment being subject to agreement between the parties. B. Electrical rates in effect on June 30, 1987 were: 1. Schools - 6.825¢ per kwh 2. General - 6.371¢ per kwh 3. Pumping - 5.594¢ per kwh Current street lighting contract between the City of Roanoke and Appalachian Power Company is dated January 1, 1983 for a 10-year term but provides that rates are subject to re-evaluation at 2-year intervals. The contract anticipated the City of Roanoke street lighting rates will eventually be tied to the street lighting rates paid by other jurisdictions in Southwestern Virginia served by Appalachian Power Company. One exception in our contract from the normal contract is that we do not pay for a planned change out of lamps from mercury to sodium vapor. Negotiation participation, and payment of pro-rata consultant fees, with other affected local governments through the Virginia Municipal League and the Virginia Association of Counties was reported to and concurred in by City Council on January 11, 1988. The City pro-rata share of the negotiation expense assessment is $15~840.00. Honorable Mayor and City Council Page 2 II. Current Situation: Notification of agreement between the negotiating team and Appalachian Power Company was received on February 16, 1988 per the attached letter. Generally, rate reductions per kwh usage will be 10% for the period of July 1, 1987 through December 30, 1987 and 15% from January 1, 1988 through June 30, 1990. Street lighting rates will generally reduce 6% for the July 1, 1987 to December 30, 1987 period and an additional 6% for the period of January 1, 1988 through June 30, 1990. Note. While these reported percentages are exact for most rates, they may not properly reflect exact change in the fuel adjustment clauses in all electrical contracts, nor the base meter fees (or minimum charge) on all electrical meters. Authorization to execute contract amendments (or revised contracts) reflecting the change in the electrical rate structures needs to be obtained in order for the City to obtain the appropriate credit for the negotiated rate reductions. III. Issues in order of consideration are: A. Authority to execute contract amendments B. Bud8et Impact IV. Alternatives: Council authorize the City Manager or Assistant City Manager to execute contract amendments (or revised contracts) to the electrical rate contract and the street lighting contract between the City of Roanoke and the Appalachian Power Company in conformance with the reported revised rate reduction percentages contained in the attached letter from the electrical rate negotiation steering committee. Form of contract amendments or revised contracts are to be subject to the approval of the City Attorney. 1. Authority to execute contract amendments will be granted. BudEet impact is being evaluated by the Budget Review Committee to estimate net savings from potential increased electrical usage for such items as de-chlorination, increased number of street lights and increased Civic Center and park usage. B. Council refrain from agreeing to the recommended rate reductions. Honorable Mayor and City Council Page 3 Authority to execute contract amendments will not be obtained. Budget impact will become a moot issue unless subsequent negotiations are authorized and approved by City Council. Recommendation: Council authorize contract amendments (or revised contracts) to the contracts between the City and Appalachian Power Company to generally provide for rate reductions as recommended by the Steering Committee and reported herein in accordance with Alternative "A". Respectfully submitted, W. Robert Herbert City Manager WRH:KBK:afm Attachment CC: City Attorney Director of Finance School Superintendent Manager, Roanoke Regional Airport Affected Cost Center Managers To the VML/VACO Steering Committee and Key Officials in Jurisdictions in the APCO Service Area It is with real pleasure that I am able to announce that agreement has been reached by the VML/VACO Steering Committee with Appalachian Power Company for electric ser- vice to the political subdivisions in the Appalachian ser- vice area. For the first time in recent history, Appala- chian has agreed to a reduction in overall rates to our jurisdictions. The principal terms of the agreement which have been negotiated by the Committee and its counsel, C.F. Hicks and Howard W. Dobbins, are as follows: 1. Our jurisdictions will be offered new contracts for a three-year term beginning July 1, 1987 through June 30, 1990. 2. The rates will be flat rates and not two-part or so-called demand rates. 3. Overall general service, school and pumping rates to the jurisdictions will be decreased by approximately 10% for the last six months of 1987 and approximately 15% beginning January 1, 1988. These decreases are based on total revenues but the real decreases amount to approxi- mately 13% and 18%, respectively, on non-fuel revenues. This is important because fuel costs are passed through to each customer depending on the cost to Appalachian Power Company. 4. The decreases are retroactive. That is to say, you will be entitled to the credits for the decreases in the rates which have already been paid. The credits will probably be reflected as deductions on February or March bills. 5. Street light rates will also be decreased across the board by 6% effective July 1, 1987 and an additional 6% effective January 1, 1988. As in the case of general service rates, each locality will be entitled to a credit for higher rates paid after July 1, 1987. One of the reasons why we were able to obtain de- creases in rates was the change in taxes paid by Appalachian as the result of the Tax Reform Act of 1986. Accordingly, it has been agreed with Appalachian that in the event the tax laws are changed during the term of the new contract that Appalachian will be entitled to recover the net affect of any adverse change spread as a surcharge on all public authority rates. Of course, each locality must enter into an agreement with Appalachian which must be approved by the locality's governing body. However, we are confident that, as in the past, each locality will accept the Steering Committee's strong recommendation in favor of entering into individual contracts. Such contracts are being prepared and will be presented shortly to each locality by APCO. If your locality has not paid its assessment to pay negotiatinq expenses we hope it will do so. The Committee, its counsel and consultants, have reviewed the net effect of the reduced rates which have been negotiated and are pleased to note that over the three-year contract period the savings to our localities is many, many times the assessment which was required to finance the negotiations. Any unused amounts from the said assessment will be retained in a separate account by VML for future negotiations. Any questions should be addressed either to the writer at the address shown below, or to Howard W. Dobbins and Sarah Hopkins Finley at Post Office Box 1320, Richmond, Virginia 23210 - (804) 643-1991, or C. F. Hicks, Post Office Box 708, Gloucester, Virginia 23061 - (804) 693-2500. Sincerely, John E. Lemley, Ma~ag~r Town of Christiansburg Post Office Box 599 Christiansburg, Virginia 24073 Telephone: (703) 382-6128 Chairman, Steering Committee Office of the C~ty Clerk March 9, 1988 File #207-268-77 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29007, authorizing the exe- cution of a contract with Mattern & Craig, P. C., to provide engineering services for the design of a roadway and utilities to serve the industrial park being developed by the City off King Street, N. E., which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely,/...,~~, Mary F. Parker, CMC City Clerk MFP: ra Enc. pc: Mattern & Craig, P. C., 701 First Street, S. W., Roanoke, Virginia 24016 Mr. WilDurn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Room456 MunlcipolBuildlng 215 Church Ave~ue, S.W. Roano~e, Virglnto24~11 (703)981-254~ IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988. No. 29007. VIRGINIA, AN ORDINANCE authorizing the execution of a contract with Mattern & Craig, P.C., to provide engineering services for the design of a road- way and utilities to serve the industrial park being developed by the City off King Street, N.E.; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, a contract with Mattern & Craig, P.C., for the provision by such firm of engineering services for the design of a roadway and utilities to serve the industrial park being developed by the City off King Street, N.E., as more particularly set forth in the March 7, 1988, report of the City Manager to this Council. 2. The contract with Mattern & Craig, P.C., reimbursement for such cified in the contract, not exceed $30,000.00. 3. The form of the contract with such firm shall be approved by the City Attorney. 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. shall provide for firm for its services in such sums as are spe- provided that the total for such services shall ATTEST: City Clerk. Office of ~ Ci~, Cie~ March 9, 1988 File #60-207-268-77 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schtanger: I am attaching copy of Ordinance No. 29006, amending and reor- daining certain sections of the 1987-88 Capital Fund Appropriations, providing for the transfer of $30,000.00 from the RCIT Site Preparation Account No. 008-052-9506-9003, in connec- tion with award of an engineering services contract to Mattern and Craig, P. C., for construction of a roadway from King Street, N. E., to Berkley Bottom, which Ordinance was adopted by the Councii of the City of Roanoke at a regutar meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert tferbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Room 456 Municipal Building 215 Church Avenue, S.W. P, oclnc~e, Vlrglnlo 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, 1988. No. 29006. AN ORDINANCE to amend and reordain certain sections 1987-88 Capital Fund Appropriations, and providing for an emergency. of the WHEREAS, for the usual daily operation of the Municipal Government of the City of Roanoke, anemergency is declared to exist. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 1987-88 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations General Government RCIT Site Preparation (1) ............................ Streets & Bridges (2) .................................. Berkley Bottom Roadway (2) ........................... $12,921,186 605,172 8,031,108 30,000 1) Appr. from General Revenue (008-052-9506-9003) $(30,000) 2) Appr. from General Revenue (008-052-9606-9003) 30,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Honorable Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: Subject: II. Roanoke, Virginia March 7, 1988 Engineering Consultant Contract for Construction of a Roadway from King Street, N.E. into Berkley Bottom Background A. Tultex Corporation has exercised an option to purchase approxima- tely 10.3 acres of City-owned land off of King Street, N.E., where it plans to build a new manufacturing facility. Construction of a public roadway from King Street into the site is required. B. Engineering design services for the roadway and related utilities are needed to serve Tultex as well as the remaining 10 acres of the industrial park which the City would like to see develop. Current situation is that Engineering Services Qualification Proposals for the project were publicly advertised on January 6, 1988, and received on January 22, 1988, from: * Balzer and Associates, Inc. * Buford T. Lumsden & Associates, P.C. * Draper Aden Associates * Hayes, Seay, Mattern and Mattern * Presnell Associates, Inc. * Mattern & Craig, P.C. A. Selection of the firm for consideration was based on the following criteria: 1. qualification of personnel 2. Time available to meet schedule 3. Experience in designing roadways and utility systems 4. Ability to produce project on time 5. Local accessibility for project coordination and cooperation 6. Response to request for proposal 7. Past record with City of Roanoke Page 2 III, IV. B. Interviews were held with five of the six firms that submitted pro- posals as they were deemed qualified. Staff team included Charles M. Huffine, City Engineer; Robert K. Bengtson, Traffic Engineer and John A. Peters, III, Civil Engineer. C. Negotiations were conducted with that engineering firm felt to be most qualified (Mattern & Craig, P.C.) for the project requirements. D. Scope of work to be performed includes roadway design, storm drain design, sanitary sewer and water facilities, lighting, landscaping, topographic surveys, plats, and construction administration. Issues in evaluating the proposal and awarding a contract to a firm known to be qualified are: A. Inclusion of proper work scope. B. Ability to meet time schedules. C. Reasonableness of fee. D. Availability of funding. E. Final Cost to the City. Alternatives for providing the necessary work are: A. Award an engineering services reimbursement with a cost ceiling contract to Mattern & Craig, P.C. in an amount not to exceed $30~000.00. 1. Inclusion of proper work scope has been reviewed and verified. 2. Ability to meet time schedule has been demonstrated and firm is ready to begin immediately. 3. Reasonableness of fee has been established through "cost ceiling". Mattern & Craig, P.C. has set a cost ceiling in their proposal of $30~000.00. 4. Availability of funding exists in the RCIT Site Preparation Account (#008-052-9506-9003) in the amount of $30~000.00. 5. Final Cost to the City: City Council authorized an application for State Industrial Access Road Funds that could potentially include reimbursement for some of these engineering fees, which are generally calculated at 10% of the roadway construction costs that are eligible for reimbursement. B. Do not award an engineering services reimbursement with a cost ceiling contract to Mattern & Craig, P.C. in an amount not to exceed $30~000.00. Page 3 1. Inclusion of proper work scope would have to be deferred to the City or other consultants. Ability to meet time schedule would be jeopardized, further Jeopardizing time schedule Tultex Corporation has set for completing their facility. Reasonableness of fee cannot be assured. 4. Availability of fundin8 remains in the RCIT Site Preparation Account. 5. Final Cost to the Cit~ may be the loss of an industry. V. Recommendation is that the City: Award an engineering services reimbursement with a cost ceiling contract in a form approved by the City Attorney to Mattern & Craig, P.C. in an amount not to exceed $30~000.00. Authorize the Director of Finance to establish a new account for the Berkley Bottom Roadway Engineering Contract, and transfer funding for the contract in the amount of $30~000.00 from the RCIT Site Preparation Account (#008-052-9506-9003). WRH / RF, B/hw CC: Director of Finance City Attorney Director of Public Works City Engineer Respectfully submitted, W. Robert Herbert City Manager Office of the City Clerk March 9, 1988 File #102 Mr. W. Robert Herbert City Manager ~oanoke, Virginia Dear Mr. Herbert: I am attaching copy of Ordinance No. 29009, authorizing the exe- cution of a contract with Hayes, Seay, Mattern & Mattern, to pro- vide engineering consultant services for bridge rehabilitation on Franklin Road over the N & W Railway, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Eric. pc: Mr. John P. Dradshaw, Jr., Executive Vice President, Hayes, Seay, Mattern and Mattern, P. O. Box 13446, Roanoke, Virginia 24034 Mr. WilDurn C. Dibling, Jr., City Attorney Mr. Joel M. Schtanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Room ~, 2t 5 C~urch Av~"~ue, S.W. Roanc;~e, Virginia 24011 (703) 981-254t 5A4 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, ]988. No. 29009. AN ORDINANCE authorizing the execution of a contract with Hayes, Seay, Mattern & Mattern, to provide engineering consultant services for bridge rehabilitation on Franklin Road over the N & W Railway and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or the Assistant City Manager and the City Clerk are hereby authorized, for and on behalf of the City, to execute and attest, respectively, an agreement with Hayes, Seay, Mattern & Mattern, for the provision by such firm of engi- neering consultant services for bridge rehabilitation on Franklin Road over the N & W Railway, as more particularly set forth in the March 7, 1988, report of the City Manager to this Council. 2. The contract authorized by this ordinance shall be in an amount not to exceed $48,000.00. 3. The form of the contract with such firm shall be approved by the City Attorney. 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. Office af the O~y Oerk March 9, 1988 File #60-102 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schianger: I am attaching copy of Ordinance No. 29008, amending and reor- daining certain sections of the 1987-88 Capital Fund Appropriations, providing for the transfer of $48,000.00 to Franklin Road Bridge Rehabilitation in the Capital Projects Fund, in connection with award of an engineering services contract to Hayes, Seay, Mattern and Mattern for bridge rehabilitation on the N & W Railway, which Ordinance was adopted Franklin Road over by the Council of on Monday, March 7, the City of Roanoke at a regular meeting 1988. Sincerely, ~ Mary F. Parker, CMC City Clerk held MFP:ra Eric. 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 Room456 MuniclpalBulldlng 215ChurahAve~ue, S.W. Roanc~e, VIrginta24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, ]988. No. 29008. AN ORDINANCE to amend and reordain certain sections 1987-88 Capital 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 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Streets and Bridges Franklin Road Bridge Rehabilitation (1) ............ Fund Balance $ 8,049,108 48,000 Fund Balance - Unappropriated (2) .................. $ 805,893 (008-052-9602-9003) $ 48,000 (008-3335) (48,000) 1) Appr. from General Revenue 2) Fund Balance - Unappropriated BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Honorable Mayor and Members of City Co~,~ci~ Roanoke Virginia Dear Members of Council: Subject: Engineering Consultant Contract for Bridge Rehabilitation on Franklin Road over the N&W Railway. Roanoke, Virginia March 7, 1988 II. Background: A. Annual Bridge Inspections identified the need for bridge deck rehabilitation on Franklin Road over the N&W Railroad. B. Franklin Road Bridae Rehabilitation has been approved by City Council as part of the 1988-1992 Capital Improvement Program. C. Enaineering design and services for bridge rehabilitation is necessary. Current situation is that Engineering Services Qualification Proposals for the project were advertised on December 20, 1987 and received on January 15, 1988 from: * Hayes, Seay, Mattern and Mattern * Mattern & Craig (Indicated that their work load could not accommodate this project.) While the potential for readvertising was considered, staff believes these two (2) firms are the most qualified local firms for a project of this nature. Our only other option is to adver- tise outside of Roanoke. Other firms would probably express interest; however, Roanoke City would have to pay a higher fee to cover travel cost and lose local accessibility. A. Selection of firm was based on the following criteria. 1 ~ualification of personnel. 2 Time available to meet schedule. 3 Experience in designing bridge systems. 4 Ability to produce project in a timely manner. 5 Local accessibilit~ for project coordination. 6 Past record with City of Roanoke. Page 2 III. Review of proposal from Hayes, Seay, Mattern and Mattern (only response) by a staff team consisting of Charles M. Huffine, P.E., City Engineer, Robert K. Bengtson, Traffic Engineer, and John A. Peters, III, P.E., Civil Engineer, determined that the firm was qualified. C. Negotiations were conducted with Hayes, Seay, Mattern and Mattern for the project requirements. Do Scope of work to be performed includes general condition sur- vey, rehabilitation recommendations, contract plans and spe- cifications, cost estimates, construction services and supplementary bridge inspection. Issues in evaluating and awarding a contract to a qualified firm are: A. Proper Work Scope B. Ability to Meet Time Schedule C. Reasonableness of Fee D. Availability of Funding IV. Alternatives for providing the necessary work are: mo Award an engineering services contract with a cost ceiling to Hayes, Seay, Mattern and Mattern in an amount not to exceed $48~000.00. 1. Proper work scope has been reviewed and verified. 2. Ability to meet time schedule has been demonstrated on previous projects. 3o Reasonableness of fee has been established through a cost not to exceed provision. Hayes, Seay, Mattern and Mattern has set a ceiling in their proposal of ~48~000.00. Availability of funding exists in Undesignated Capital Funds as earmarked in the 1988 Capital Improvement Program. Do not award an engineering services contract with a cost ceiling to Hayes, Seay, Mattern and Mattern in an amount not to exceed ~48m000.00. 1. Proper work scope would have to be deferred to the City or other consultants. Page 3 2. Abilit~ to meet the time schedule shown in the 1988 Capital Improvement Program would be jeopardized. 3. Reasonableness of fee cannot be assured. 4. Availability of funds remains in Undesignated Capital Funds. V. Recommendation is that the City: Award an engineering services contract with a cost ceiling in a form approved by the City Attorney to Hayes, Seay, Mattern and Mattern Consulting Engineers for an amount net to exceed $48~000.00. Appropriate $48~000.00 to an account in the Capital Projects Fund to be established by the Director of Finance for Franklin Road Bridge Rehabilitation. Respectfully submitted, WRH/JAP/mm cc: Director of Finance City Attorney Director of Public Works City Engineer Construction Cost Technician W. Robert Herbert City Manager Office of t'ne City Cle~ March 9, 1988 File #237 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 29010, authorizing the City Manager to execute a letter of intent in support of the Roanoke River Flood Reduction Project, upon certain terms and conditions, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Colonel Paul W. Woodbury, Department of the Army, Wilmington District Corps of Engineers, P. 0. Box 1890, Wilmington, North Carolina 28402-1890 ~lr. Jaman Vithalani, Department of the Army, Wilmington District Corps of Engineers, P. 0. Box 1890, Wilmington, North Carolina 28402-1890 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Chairman, Flood Plain Committee Room456 MunlclpalBuilding 215 C~u~n Avenue, S.W. Roand4e, Vlrglnla24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988. No. 29010. VIRGINIA, 5A5 A RESOLUTION authorizing the City Manager to execute a letter of intent in support of the Roanoke River Flood Reduction Pro- ject, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that the City Manager is authorized to execute on behalf of the City a letter of intent, in form approved by the City Attorney, in sup- port of the Roanoke River Flood Reduction Project, with the exe- cution of a local cooperation agreement to be dependent upon passage of an appropriate bond referendum and resolution of financial decisions facing the City as more particularly set forth in the report to this Council dated March 7, 1988. ATTEST: City Clerk. Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Updated Letter of Intent - Roanoke River Flood Reduction Project I. Back~round: Feasibility for flood reduction of the Roanoke River has been considered by the Corps of Engineers and the City since at least 1970. B. Project evolution as previously reported included: 1970's~ upstream dam alternatives were rejected since no suitable site could be found with a local sponsor. 1982~ ~oint local government sponsorship of a channel widening project with the City of Roanoke's pro-rata share of non-federal funds being estimated at $4,600~000 was presented. The City submitted a letter of intent (our first); however, the other Valley governments declined to participate. 1984~ reduced flood reduction project to stay within the City of Roanoke's boundaries resulted in the second letter of intent to be the local sponsor at a non-federal estimated cost of $7~211~000. November 25, 1985~ third letter of intent was authorized by Council at an estimated non-federal share (local cost) of $7~900~000. July 14~ 1986~ increase in local cost estimated at approximately $9~000~000 (1986 dollars), including work elements (sewage plant and hospital flood proofing and recreation bridges) initially part of the project but removed by the Assistant Secretary of the Army, was reported to Council by report from the Flood Plain Con~nittee. Council authorized a letter to the Corps of Engineers expressing concern at the increasing estimate in the local cost and urging the project and benefits be evaluated under the federal laws and guidelines existing in 1983, when the first estimate for the project was given to the City. Honorable Mayor and City Council Page 2 January 29~ 1988, updated letter of intent has been requested by letter, with attached supplemental notes, from Mr. ¥ithalani of the Corps of Engineers. The letter notes that the current estimate for non-federal costs is $8,160~000 and requests City Council action of an updated letter of intent by March 15, 1988. The letter of intent is not a binding agreement. Project benefits were last formally reported by the Corps of Engineers as having a benefit to cost ratio of 1.4 to 1.0, based on 1984 dollars. A computed projection of these benefits and the cost, based on the most current cost estimates, equates to an average annualized basis as follows: Benefit Cost Flood damage reduction $2,540,616 Breakdown Recreation opportunities 610~514 Unavailable Total $3,151,128 $2,225,225 II. Current Situation: Updated letter of intent has been requested by March 15, 1988 for a project having a total estimate of $24,500~000 to include a non-federal (local) cost of $8,160~000. The non-federal cost is expected to exceed $9~000~000, due to the addition of costs for the recreation bridges, widening of the existing low water bridges and updated cost of land values and utility relocations. Draft letter of intent has been changed to include a stipulation that the City's intent to sponsor this project i__s subject to a referendum of the electorate. Local Cooperative Agreement (LCA) is referenced in the proposed letter of intent. Draft LCA has been reviewed by City Attorney and City staff and is being negotiated by the City. While some provisions are unchangeable due to federal regulations, some changes may be made which will make the LCA project specific and will apply certain caps on local costs. While the City is in general concurrence with the draft LCA as structured, final negotiations have not been concluded and the final LCA will be subject to Council approval and the overall project financial support will be sub.~ect to a referendum. Major issues being considered with regard to the LCA are: i. Establishing a useful project life. Honorable Mayor and City Council Page 3 ii. Requirement that the City indemnify the Federal Government. iii.City desire for a maximum cap on City financial liability. iv. City desire for a right of approval, rather than mere right to review and cox~nent, with respect to entire project and any change orders. Ma~or financial issues are facing the City at this time. These issues will require decisions on the priorities of the City both for basic and essential services as well as capital expenditures. A partial list of these issues are: i. Flood reduction. ii. School funding for FY 89 and 90. iii. Solid waste disposal. iv. Completion of capital projects approved by prior referendums. v. Equipment and infrastructure maintenance and replacement. III. Issues: IV. A. Continued Pro~ect Support B. Federal Fundin~ Timing C. Local Fundin~ TiminK D. Future Decision regarding timing for right-of-way acquisition and utility relocations E. Flood Sta~e Reduction and Improved Recreation Benefits Alternatives: A. Council authorize a letter of intent in support of the full Roanoke River Flood Reduction Program with increased recreational enhancement to include: - recreational trail, - recreational bridges (bid alternative), and low water bridge replacement (bid alternative) however, making it clear in the letter of intent that the ultimate timing for the execution of a Local Cooperative Honorable Mayor and City Council Page 4 Agreement is dependent upon: 1. Future referendum 2. Resolution of financial decisions facing the City The project needs to proceed through the design phase as soon as possible so final estimates and project scope will be identified. 1. Continued pro~ect support will be provided. Federal funding timing for the Corps of Engineers to make a request for construction funds in federal Fiscal Year (FY) 90 will be met. The construction timing will depend on when the City has information on which to make decisions and ultimately makes these decisions on a variety of local financial issues. Local funding timing will result from future decisions on the financial issues facing this City. Future decisions regarding the timing for real estate acquisition and relocations will be delayed. Flood stage reduction and recreation benefits will ultimately be evaluated in concert with other needs facing the City. Council authorize a letter of intent in support of the flood reduction/flood proofing elements only of the Roanoke River Flood Reduction Project with the City Manager notifying the Corps of Engineers of the following concerns: i. Recreation trail is to be deleted. ii. Low water bridges are to remain in their current location and condition. iii. No recreational bridges will be provided. iv. Timing for execution of a proposed LCA is unresolved and will depend on future financial issues facing the City and probably on the passage of a referendum of the citizens of the City of Roanoke. Continued pro,~ect support for the flood reduction project elements will be provided subject to a future referendum. 2o Federal funding timing to place a request for federal FY 90 funding will be met. 3. Local funding timing will depend on future financial decision of the Council and referendum by our citizens. Honorable Mayor and City Council Page 5 Vo Future decision regarding timing to provide local funding for real estate acquisition will be up to City Council. Flood stage reduction and recreation benefits will be separated. Flood stage reduction benefits will be supported. Recreation benefits will be delayed for consideration as future individual projects using only local funding or local funding with special recreational grants from other sources. Co Council refrain from authorizing a letter of intent until after a bond referendum. 1. Continued project support will be unknown. Federal funding timing to place a request for federal FY 90 funding will not be met. 3. Local fundin~ timin~ will be unchanged. Future decision regarding the timing to provide local funding for real estate acquisition in advance to federal funding for construction will be unchanged if the citizens vote to support the project. Flood stage reduction and recreation benefits will be delayed. Council decline to continue to support the project due to increasing demands for local funding for the project and for other City programs. 1. Continued pro~ect support will not be provided. 2. Federal funding timing becomes a moot issue. Local funding timin~ becomes a moot issue since funds are not currently available. Future decision to decide timing for funds to initiate purchase of real estate will be a moot question. Flood stage reduction and increased recreation benefits will not occur. Recommendation: Council authorize a letter of intent in support of the Roanoke River Flood Reduction Project in accordance with Alternative "A" and the attached draft letter of intent. Respectfully submitted, City Manager Honorable Mayor and City Council Page 6 WRH:KBK:afm Attachment cc: City Attorney Director of Finance Members, Flood Plain Committee Col. Paul W. Woodbury, COE Mr. Jaman Vithalani, COE Office of the City Manager March 7, 1988 Colonel Paul W. Woodbury Department of the Army Wilmington District, Corps of Engineers P. O. Box 1890 Wilmington, North Carolina 28402-1890 Dear Colonel Woodbury: Reference letter request dated January 29, 1988 from Mr. Vithalani, Chief of your Engineering section. The City of Roanoke supports the construction of the Roanoke River Flood Reduction Project at an estimated project cost of $24,500,000, including $8,160,000 non-federal share. The City is willing to sign a mutually acceptable Local Cooperative Agreement (LCA) and agrees in principal to the basic concept of the LCA at this stage of negotiation. The City, as sponsor of the project, will have full legal authority upon authorization by Roanoke City Council to enter into an agreement with the United States Government and will sign a mutually acceptable LCA after the project is budgeted for construction by the Corps of Engineers. The City's support and intent to sponsor this project is subject to the approval of our citizens during a bond referendum on the project and the timing for execution of the LCA will depend on agreement as to its specific terms and future decision by the City on a variety of financial issues. Sincerely, W. Robert Herbert City Manager WRH:KBK:afm cc: Mayor and Members, Roanoke City Council Chairman and Members, Flood Plain Committee City Attorney Director of Finance Director of Utilities & Operations Director of Public Works Director of Administration & Public Safety City Engineer Mr. Jaman Vithalani, P.E., Chief, Corps of Engineers Engineering Division Room 364. Muni~cil Building 215 Church A~, 5.W. ~, V~ni~ 2401 ,I (703)98t-2338 Building Roanoke as a Tourist Center Two of Roanoke's current top attractions once seemed only an ambitious dream, and the scenic Wiley Drive now connecting them was a road that led nowhere. But the Children's Zoo on Mill Mountain has delighted young- sters and their parents from near and far for several years. And now the Transportation Museum, which opened May 30, 1963, in Wasena Park, is the city's only really new capital addition in recent times, a point of pride for the entire Roanoke Valley. When the spur to the city from the Blue Ridge Parkway is completed in a few years, tourists from throughout the nation will find Roanoke the only major city along the scenic park- way route. Complementing extensive campgrounds and recreational facilities on the spur will be Mill, Mountain Park and Wiley Drive along the Roanoke River to the Museum. More than a decade in planning, Wiley Drive was built with the help of private citizens and beautified by local garden clubs. Touring motorists cross the river twice On low-level bridges and soon will be able to enjoy a picnic by the river on land donated by the Norfolk and Western Railway. Thousands of guests filled the museum this spring to view the exhibits and watch the visiting Civil War engine, The General, - 2 - travel along the N&W tracks -- much as it did through Georgia during the "great locomotive chase" a century ago. At the museum missle oriented children can peer into a covered wagon which brought produce from Floyd County to Roanoke at the turn of the century or feel the spine-Jarring hardness of the seats on an old surry. There is an antique fire engine with wooden wheels and a glass-enclosed, horse-drawn hearse used by a local funeral director when Roanoke was still Big Lick. In separate exhibit areas, flowers planted by garden clubs, spect the controls of the J-611 across paths decorated with children may personally in- steam engine, the finest of its kind= walk through a coach car and a trolly car~ examine World war II boats floating on their own pond~ and look closely at a jet plane. These and other exhibits are only the beginning of what is already a major attraction. The J-611 alone is a magnet for countless rail fans. The Roanoke chapter of the American Institute of Architects has given the city a plan for the museum's future. It envisions a comfortable entrance room with maps and information about the exhibits, plus facilities for tourists. - 3 - The trains should one day sit along the platform of an old-fashioned station and the boats should be protected and covered. Space must be provided for new gifts to the museum -- the latest a dog sled soon to arrive from Canada. Many persons called the whole development a dream, but even now other Valley communities are planning to extend the scenic drive along the river. It came to reality because of the contributions of City Council, civic clubs and many indi- viduals. And it will reach its full potential with the support of other Roanokers proud of the Star City's newest tourist attraction. 1. Annual Sessions of the General Assembly--to handle the increasingly more complex operation of state government, particularly the state budget. 2. P, oonoke P, iYer Porkwny--for the development of a drive and parkway along the Roanoke River in the City of Roanoke, in Salem and in Roanoke County; and the related development and enlargement of Roanoke's Mill Mountain Park. 3. Adequate Education Expenditure-~-to meet the state's most important responsibility. 4. Accelernted Mental Health Program--with emphasis on local admire istration to relieve the burden on State institutions. Storewide Pollution Control--to prevent pollution of our streams by cities, counties and by industries. 6. Emphasis on Industrial Development--in order to provide 40,000 new jobs annually for the next 10 years. 7. Expanded Tourist Program--with greatly increased state appropriations for nationwide advertisement of Virginia's unique historic shrines and excellent recreational opportunities. Acceleration of Our Capital Improvements Program--it will solve many of Roanoke's shortcomings; on accelerated program will mean less cost to the taxpayer. 2. Adequate Education Expenditures~to meet the city's most im- portant responsibility. 3. Emphasis on Industrial Development---to promote economic pros- perity, and full employment. 4. Consolidation of Roanoke Valley Governments to eliminate waste- ful duplication of governmental services. Roanoke River Parkway--for the development of a drive and parkway along the Roanoke River and the related development and enlargement of Roanoke's Mill Mountain Park. (Candidate was responsible for having river project included in the State's recreation program.) of the out! Terrace Prol)er Street rioe sugg. el~se~ acCesa to~Wil~ Even should these pnd.'the pale; .there would remain the p~o~'r:~ .lee of'a grade-, cr~&sing on the Norfolk and Western's Salem Division' tracliS nex~lri~.~ 'tc~r ~ just north of brklge, . ,- -- Roanoke river bridge is well. b~yoad the-maximum;?~ year prescribed' for such stru~e~ Some way, must 1~ t~andto r~plec& itat'the earliest*possible momeffL PROPOSAL TO CONNECT WILEY DRIVE WITH MILL MOUNTAIN If Wiley Drive is going to reach its full potential as a scenic and river drive throughout Roanoke Valley, then it is important to have a direct connection with Roanoke's Mill Mountain. At the present time, the river drive connects three city parks, the Transportation Museum facility and a paddle-boat recre- ation area. Several years ago I expressed to the Bemiss Committee on Outdoor Recreation that it was the goal of the Wiley Drive Develop- ment Committee to develop a river drive which would extend from the foot of Mill Mountain beyond Salem to Interstate 81, perhaps without a stop light. The River Drive was included in Virginia's outdoor recreational program, thereby being eligible to receive 50% Federal and 25% State funds for its development. The proposal to extend Wiley Drive eastward to Walnut Avenue would be accomplished by the construction of a prestressed or concrete bridge with the deck being about six or eight feet above the normal stream level of Roanoke River. It would rest upon piling spaced 25 ft. apart. This would give continuous uninterrupted flow of the river with little disturbance or resistance to the river!s normal flow. The bridge would be built on the south bank of the river underneath the present Jefferson Street bridge. A small Channel change on the north bank of the river would lessen the flooding of the area and help to bring about a better stream bed. While I realiZe·. that the bridge would have some flooding after unusually heavy rains the advantages of a continuous through- fare under 3efferson Street would more than offset any inconvenience. As a member,/ of the Mill Mountain Development Committee, I am confident that the citizens of Roanoke will enjoy and appreciate the developement of the top of Mill Mountain. For many years City Council, city officials and citizens in general have been'concerned with the traffic problem at the Roanoke Memorial Hospital entrance. Users'of the river drive are finding it increasingly difficult to exit at the intersection of Wiley Orive and Jefferson Street. The proposal to extend Wiley Drive to the mountain would also include two traffic lanes that would allow motorists the opportunity to bypass the busy intersection at the hospital entrance. The cost for this development would be about $52,000. Realizing that engineering and construction costs are increasing yearly, its total cost should not be over $60,000. The city's share for this develop- ment under Virginia's Outdoor Recreation Program would be 1/4 or $15,000. I believe that a road that gives continuous flow of traffic under 3efferson Street for valley citizens and tourists alike, would be worth the appropriation of. this sum of money. Likewise, it would -3- increase the opportunity for valley citizens to use the three parks that the river drive connects; and also increase the activities at the museum and boat area. March 7, 1988 "88 ~i!:~ _.,_~ ~ , FORR / City Council My name is Bill Tanger. I'm a resident of the city and I represent Friends of the Roanoke R~ver, a coalition of fishermen, boaters, birders, environ- mentallsts, and concerned taxpayers. Our coalition is against the current Corps of Engineers plan b. ecause of environmental, aesthetic, and economic reasons. At the same time, we support the city and City Manager Bob Herbert in his recommendation for Alternative A regarding a letter of intent to the Corps. The immediate problem for the City of Roanoke and its citizens regarding flood reduction is a lack of up-to-date information. Many questions regarding the proposed Corps plan cannot be answered because the plan was done before the '85 flood. We need the updated information in the Corps Design Memorandum so we can accurately know what this plan is. At the present time, we do not even have an updated map of where the new flood plain is. We do not know the revised cost-benefit ratio. We do not know the number of acres of trees that will be removed, nor the number of acres of rip-rap that will be added. We do not know the impact of Spring Hollow on river recreation elements of this plan. We do not know how the Corps got its data On recreation figures. At the-public meeting at Norwich Park, the aerlal photographs were not accurate, compounding public misunderstanding. We cannot even have public input meetings on the project because we do not have up-to-date information. Therefore, we support the city manager's request that the Corps memorandum be completed. It should be noted, however, that we dO not support the present plan as we understand it. The technical direction notice you received on this matter indicates that citystaff had unfavorable comments regarding aesthetics. It should be noted there have been unfavorable comments regarding impacts to the environment. This should be included in the technical direction notice. Also under "i~sues" on page 2, it should be no[ed that there are environ- mental issues involved with the project. We recognize that the city council feels an obligation to do something about flood damages. This plan, with a cost/benefit ratio on the "flood control element" of 1 to 1.1 means it makes borderline economic sense. If the "adverse e~i~nmental impact" in the plan is given an economic value, the plan makes no economic sense. We believe more thought and effort should go into this project to develop a plan that provides better long term flood reduction benefits. We hope to see city council support Alternative A, but also hope that city council will open up this decision-making process to the public, to ;nclude the expertise of an architectural firm, and to look at all alternative concepts. Or, ce of the City Clen~ March 9, 1988 File #237 Mr. W. Robert Herbert City Manager Roanoke, Viryinia Dear Mr. Herbert: I am attaching copy of Resolution No. 29011, authorizing you to file the necessary applications with the appropriate state and federal agencies for certain components of the Roanoke River Flood Reduction Project, and to finalize certain design details of the project, upon certain terms and conditions, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Colonel Paul W. Woodbury, Department of the Army, Wilmington District Corps of Engineers, P. 0. Box 1890, Wilmington, North Carolina 28402-1890 Mr. Jaman Vithalani, Department of the Army, WiLmington District Corps of Engineers, P. O. Box 1890, Wilmington, North Carolina 28402-1890 Mr. Witburn C. Dibling, Jr., City Attorney Mr. Joel M. Schtanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Room456 Munlcil:~alBuilctlng 215(DlurctlAve~ue, S.W. Roonc~e, Virginia 24011 (703)98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 7th day of March, ]988. No. 29011. A RESOLUTION authorizing the City Manager to file the necessary applications with the appropriate state and federal agencies for certain components of the Roanoke River Flood Reduction Project and to finalize certain design details of the project, upon certain terms and conditions. BE IT RESOLVED by the Council of the City of Roanoke that: 1. This Council hereby endorses the concept of the Enhanced Flood Reduction and Recreation Project on the Roanoke River within Roanoke City, as more particularly set forth in the report to this Council dated March 7, 1988. 2. The City Manager is authorized to file the necessary applications and accompanying documentation for appropriate grants from the Virginia Department of Transportation and the Virginia Commission on Outdoor Recreation, and other appropriate state and federal agencies to help defray portions of the recreation component costs. 3. The City Manager is further authorized to inform the U.S. Army Corps of Engineers, Wilmington District, of the final design details for the project to be included in a General Design Memorandum, including floodproofing at the Water Pollution Control Plant, three pedestrian bridges, and replacement of the two low water bridges, report to this Council as more particularly se% forth in the dated March 7, 1988. ATTEST: 5A6 City Clerk. Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Roanoke River Flood Reduction Project - Technical Direction I. Backsround on this subject includes: A. Floods along the Roanoke River have caused widespread damage to businesses, residences and public property. U. S. Army Corps of Engineers has been involved in flood reduction studies along the Roanoke River since 1970. After reviewing numerous alternatives, the Corps recommended a flood reduction project consisting of channel widening augmented by flood training walls and earthen dikes. The recommended project would also include recreation facilities such as a walking/biking trail. City staff met with the Corps of Engineers to review issues that must be resolved before the project can move forward to completion. Staff has also conducted briefings to inform businesses and citizens about the project. Comments were generally favorable with unfavorable comments dealing with aesthetics. II. Current situation on this project is: General Design Memorandum (G.D.M.) by the Corps of Engineers must be completed by March 15, 1988 to remain on the Corps schedule. Since the G.D.M. details specific design elements along the River, the City needs to provide input on specific design issues. (See Attachment A) Estimated cost computed by the Corps of Engineers is $24.5 million with Roanoke City's (non-federal) share at $9.0 million. (Attachment B) These figures include floodproofing the Sewage Treatment Plant, replacing the Wiley Drive Low Water Bridges, constructing pedestrian bridges, and enhancing the aesthetic quality of the project. Page 2 C. Corps of Engineers has estimated the annual maintenance cost to Roanoke City for this project at $82~000 (1986 Dollars). D. State fundin~ for the recreation portion of this project can be pursued from: 1. VDOT Recreation Access Funds 2. VDOT Bicycle Access Funds E. Federal fundin~ for construction during fiscal year 1989-90 is dependent on Roanoke City: 1. Executing an updated Letter of Intent by March 15, 1988. 2. Executing a Local Cooperative Agreement (L.C.A.) by the Fall of 1988. Fo Local Cooperative A~reements are binding agreements between the U. S. Army Corps of Engineers and local governments that outline financial and operational obligations of the Corps and the local government. The L.C.A. must be executed prior to an appropriation from Congress for the federal share of construction funds. III. Issues in order of importance: A. Financial B. Sewage Treatment Plant Participation C. Aesthetics D. Recreation and Low Water Brid~es IV. Alternatives in order of recommendation: mo City Council endorse the concept of an enhanced flood reduc- tion and recreation project and authorize City Manager to notify the U. S. Army Corps of Engineers of final design details. Supporting details are noted in the Attachment. Financial commitments for a total project would require approximately $9.0 million in non-federal funds prior to U. S. Congressional appropriations. It is estimated that approximately $2 million in real estate is already owned by the City or will be donated. Page 3 3o Possible Funding Scenario Sewer Fund (Floodproofing & Sewer Relocation) $1,100,000 VDOT (Recreation) Access Funds 350,000 VDOT Urban Construction Funds - Low Water Bridges - Peters Creek Road Extension Multi-Modal Parking Lot 675,000 200,000 Other Local, State & Federal Funds 4,610,000 Wiley Drive Feasibility Study (Bridge(s) Design) 65,000 Land, Easements, Right-of-Way Donations 2,000,000 TOTAL NON-FEDERAL $9,000,000 Sewage Treatment Plant floodproofing cost under existing federal regulations is 100% non-federal. The Corps estimates floodproofing at the STP at ~520~600 and relo- cating sanitary sewers at ~600~000. The costs will ultimately be shared by other local jurisdictions under the terms of the 1972 Sewage Treatment Contract. Roanoke City sustained over $1 million in losses at the STP in 1985. Aesthetics of the overall project is a major concern of many citizens who have viewed the project maps. Implementation of an overall landscape, environmental and recreation plan would result in a project that encourages public use because of the quality of the environment. City staff estimates the cost of hiring a landscape architect to review and advise the City and Corps on alternative designs can be funded from the existing funds ($100:000) previously designated for the Wiley Drive Extention Study. Recreation and Low Water Bridses within the project would contribute to pedestrian safety for a 10 mile linear park. The draft Local Cooperative Agreement sti- pulates that construction cost for pedestrian bridges (for the trail) and replacement of the existing low water bridges on Wiley Drive must be 100% non-federal. The Corps estimates the pedestrian bridges to cost a total of $600~000 and replacing the Wiley Drive bridges with slightly higher bridge at approximately $675~000. Page 4 The design cost, which is 100% local, is estimated to cost $65~000 and can be funded from the Wiley Drive Extension Study. Funding source for construction could be available from VDOT Urban Construction funds. Cit~ Council endorse the concept of a reduced flood reduction and recreation project and authorize City Manager to notify the U. S. Army Corps of Engineers of final design details. Financial commitments for a reduced project would require approximately $7.2 million in non-federal funds. It is estimated that approximately $2 million in real estate is already owned by the City or will be donated. Possible Funding Scenario Sewer Fund (Sewer Relocation) $ 600,000 VDOT (Recreation) Access Funds 350,000 VDOT Urban Construction Funds (Peters Creek Road Extension Multi-Modal Parking Lot) 200,000 Other Local, State & Federal Funds 4,050,000 Land, Easements, Right-of-Way Donations 2,000,000 TOTAL NON-FEDERAL $7,200,000 2. Sewage Treatment Plant floodproofing would not be included in the project. Aesthetics of the overall project would be diminished. As noted in the 1984 Feasibility Report, the Corps is proposing the use of up to 17 acres of rip-rap along the streambank. Recreation and Low Water Bridges construction or repla- cement would not be included in the project. The pro- posed recreation trail would be segmented and would utilize existing vehicular bridges for river crossings. The existing low water bridges on Wiley Drive would con- tinue to flood during low intensity storms and would continue to create maintenance problems. City Council endorse the concept of an enhanced flood reduc- tion project without a recreation component and authorize City Manager to notify the U. S. Army Corps of Engineers of final design detail. Page 5 Financial commitments for a total flood reduction pro- ject without recreation would require approximately $7.5 million in non-federal funds. Overall cost/benefit ratio would fall from 1.4 to 1.1. It is estimated that approximately $2 million in real estate is already owned by the City or will be donated. Possible Fundin~ Scenario Sewer Fund (Floodproofing & Sewer Relocation) $1,100,000 Other Local, State & Federal Funds 4,400,000 Land, Easements, Right-of-Way Donations 2,000,000 TOTAL NON-FEDERAL $7,500,000 Sewage Treatment Plant floodproofing would cost Roanoke City $520~600. under existing federal regulations. The cost would ultimately be shared by other local jurisdic- tions under terms of the 1972 Sewage Treatment Contract. o Aesthetics is normally part of the recreation component. In order to maintain a minimally acceptable project environmentally, the Corps will provide minimal landscaping. Recreation and Low Water Brid~es construction or repla- cement would not be included in the project. The existing low water bridges would continue to flood during low intensity storms and would continue to create maintenance problems. City Council rescind previous letters of intent and authorize City Manager to inform the Corps of Engineers of the City's intention to drop local sponsorship of the project. 1. Financial obligations on the City of Roanoke would be terminated. Sewase Treatment Plant floodproofing would no longer be a consideration unless Roanoke City designed and constructed floodproofing measures without the Corps' assistance. 3. Aesthetics along the Roanoke River would be unchanged. 4. Recreation and Low Water Brid~es construction or repla- cement would be removed from consideration. Page 6 WRH/JAP/mm Attachment cc: V. Recommendation is that City Council: Endorse the concept of an enhanced flood reduction and recreation project (Alternative "A") on the Roanoke River within Roanoke City. Authorize the City Manager to file necessary applications for grants from VDOT and the Virginia Commission on Outdoor Recreation to help defray portions of the Recreation com- ponent cost. Direct the City Manager to inform the U. S. Army Corps of Engineers, Wilmington District, of the following final design details to be included in G.D.M. 1. Include floodproofing at the Sewage Treatment Plant as part of the project design and construction. 2. Include three (3) pedestrian bridges as part of the pro- ject design and bid as an alternate. 3. Include replacement of the two 42) Low Water Bridges as part of the project design and bid as an alternate. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Utilities & Operations Director of Public Works City Engineer Roanoke River Floodplain Committee A~TACI-Ilq~N~ A ROANOKE RIVER FLOOD REDUCTION PROJECT Concerns and Decisions 1. Low Water Bridges: 100% local cost for design and construction. Replace with two (2) lane concrete slab span bridges meeting VDOT Standards and widen to provide a separate travel lane for recreation trail and bike path. Bo Corps of Engineers (C.O.E.) to provide design and bid the bridge repla- cements as part of the project. Contractor to bid replacement of bridges as a bid alternate. City of Roanoke will either accept or reject bid. Do Bridge to be designed to maximize the opening under the bridge without adversely affecting upstream properties. In addition, the larger opening would reduce the potential for debris buildup. Discussion - Both low water bridges on Wiley Drive are over 30 years old with the upstream bridge in especially poor condition. Replacing the bridges would increase the flow capacity under the bridges while also reducing the potential for debris buildup. 2. Aesthetic Consideration: Overall Visual Quality City will stipulate within the limits set in the General Design Memorandum the type, size and location of landscaping. The City and C.O.E. must balance the need to replace lost vegetative cover from channel widening with the need to provide the most hydraulicly effi- cient channel possible for flood reduction. In order to avoid stark concrete floodwalls at various places along the project, the City and C.O.E. propose to texture the walls as well as introducing a color tint to the concrete mix. The City plans to include niches in the wall to provide a visual break in a long mono- lithic wall. In addition, landscaping and texturing should reduce graffiti. The use of rip-rap should be minimized. While the C.O.E. has agreed to consider alternatives such as "grass pavers" for erosion control, the Corps emphasizes that alternatives that are not cost effective will not be considered in lieu of rip-rap unless the City will pay the dif- ference. During the decision process, the City's landscape architect needs to weigh the initial capital cost of more expensive alternatives against the maintenance and injury liability created with rip-rap on public property or control. Page 2 Channel banks not scheduled for widening will be subject to selective cutting of excessively leaning, diseased or dying trees. While the City agrees that leaning, diseased and dying trees should be removed, the C.O.E. should exercise extreme caution in order to protect the existing natural environment. go Discussion - The primary purpose of this project is to provide flood stage reduction while also enhancing recreational opportunities and the environment. Recreation and environmental improvements throughout the project will be limited by Federal regulations, the project cost- benefit ratio and flood stage reduction. 3. Recreation/Pedestrian Bridses: Total Linear Park mo Three (3) new recreation bridges are to be designed and constructed as part of the project by the C.O.E. and at 100% City cost. Design of the proposed pedestrian bridges will utilize either one (1) clear span or several smaller spans. The overall design will be flood and debris resistant. Contractor to bid pedestiran bridges as a bid alternate. City of Roanoke will either accept or reject bid. Do Discussion - While these bridges are 100% local cost, they are impor- tant elements in a complete linear recreation/park system. For many years, City leaders have envisioned a complete and continuous linear park along the river. Staff believes that this project is an excellent opportunity to enhance our park system. The bridges will also provide separate, safe travel ways for bikers, joggers and walkers to cross the Roanoke River. 4. Sewase Treatment Plant (STP): Flood Protection mo Design and construction to be provided by the C.O.E. as part of the project. Bo Roanoke City should continue to lobby for Federal legislation making floodproof measures at the STP part of the Flood Control Cost Share. Otherwise, the City will pay for the floodproofing measures. Discussion - Flood protection will consist of an earthen dike, concrete training walls and other floodproofing measures to divert flood waters away from critical buildings such as the main control building. It is recognized that less critical portions of the plant will continue to flood during large flood events. Page 3 5. Security Fencin~ and Lights: Security Along Trail mo While the concept of a linear park has many positive attributes, such a facility creates security problems for the adjoining property owners and the public. Based on meeting with adjoining property owners, the City may be requested during right of way negotiation to provide fencing, lighting and other security features. The C.O.E. indicates that they will not include non-safety related features such as fencing and lighting in the General Design Memorandum. As such, the cost of security measures will be 100% non-federal. As with aesthetic considerations, the City must weigh the cost of the security measures against potential liability. 6. Relocation of City Utilities: The City will provide the C.O.E. with sanitary sewer and water reloca- tion cost. Bo The C.O.E. will estimate other utility (gas, telephone, power, etc.) relocation costs. Roanoke City will be responsible for design and actual relocation of all utilities displaced or exposed by the Flood Project. Corps is requested to investigate the impact and to minimize the relo- cation cost of the Roanoke River Sanitary Sewer Interceptor. 7. Timin~ and Approval: All expenses and approvals for the project are subject to the approval of City Council and the citizens of Roanoke City. Bo A referendum of the voters will be scheduled after the final project scope, estimates and benefits are known (General Design Memorandum published). JAP/mm ATTACHMENT B PPo3o~ 061 13,35~ 6,4?1 6,471 64? 6~ O0,?g~ 13,613 7,183 1°,638 8,1S8 WA WA WA l/& WA 01,090 13,860 7,430 10,60S 8,40Soo 01,300 13,900 7,400 10,000 8,400 L~IIR· 6,471 NQUtPUQtm*LL it HOlpXta.~ Noutruot~LL - FZoed W~ ]26 261 Chan~/Tr~ V~o, eCe. 13,352 13,3~ CA~ Concrtbuc~on Roo~·lt~on. Ot~t~ TOTJL lr~t3T ClOT 130 65 6,666 13,08s 7,511 ~60 460 ~60 #60 ~8~ 21,756 14,610 7,1#6 1~,76S ?,9910eo 01,800 1~,600 7,000 13,800 6,000 IM~: 29 Apr~L 19~ Office of ~e City Oen~ March 9, 1988 File #144-472 Fulton Trucks, Inc. Johnson International Trucks P. 0. Box 6337 P. 0. Box 12087 Roanoke, Virginia 24017 Roanoke, Virginia 24022 Ladies and Gentlemen: [ am enclosing copy of Ordinance No. 29013, accepting the bid of Dickerson G~iC-Truck-Peterbilt, [nc., for three new refuse truck cab/chassis, in the amount of $177,642.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. 9n behalf of the Council, I would tike to express appreciation for submitting your bid on the abovedescribed equipment. Sincerely, Mary F. Parker, CMC City Cler'k MFP:ra Eno. Room456 Municil:~alBuilding 215C~urchAv~nue, S.W.P, oano~e, VIrglnia24011 (703)981-254t Of~ce aC fl~e City C]e~ March 9, 1988 File #144-472 Dickerson GMC-Truck-Pete,bitt, P. 0. Box 12666 Roanoke, Virginia 24027 [nc · Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29013, accepting your bid for three new refuse truck cab/chassis, in the amount of $177,642.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on ~onday, March 7, 1986. Sincerely, ~'~ Mary F. Parker, CMC City Clerk MFP:ra 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. Donald E. Keaton, Manager, Refuse Collection Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municipal Building 215 C~urch Aw~'~ue, S.W. Roanoke, Virginia 24011 (703) 98%2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, 1988. No. 29013. AN ORDINANCE providing for the purchase of three (3) new refuse truck cab/chassis for use by the City, upon certain terms and conditions, by accepting a bid made to the City for fur- nishing 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 Dickerson GMC-Truck Peterbilt, Inc., made to the City offering to furnish and deliver to the City, f.o.b., Roanoke, Virginia, three (3) new refuse truck cab/chassis, for the sum of $177,642.00, is hereby ACCEPTED. 2. The City's Manager of General Services is 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. 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 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. Office of ~ne City Cle~ March 9, 1988 File #60-144-472 Mr. Joel M. Schtanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29012, amending and reor- daining certain sections of the 1987-88 General Fund Appropriations, providing for the transfer of $177,642.00 from Capital Maintenance and Equipment Replacement Program to Refuse Collection Department, Account No. 001-052-4210-9010, in connec- tion with the purchase of three new cabs/chassis for the Refuse Collection Department, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Donald E. Keatnn, Manager, Refuse Collection Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room456 MunicipalBulldlng 215 Church A'.~ue, S.W. Roanoke, VIrgtnia24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, 1988. No. 29012. 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: the Appropriations Public Works Refuse Collection (1) ............................... Fund Balance Capital Maintenance & Equipment Replacement Program- City Unappropriated (2) ............................ 1) Vehicular Equip. (001-052-4210-9010) $ 177,642 2) CMERP - City (001-3332) (177,642) $16,997,349 3,592,261 $ 1,757,466 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of City Council: SUBJECT: Bids on Refuse Trucks, Bid Number 88-1-16 This is to concur in the Bid Committee's report relative to the above sub- ject and recommend it to you for appropriate action. Respectfully submitted, City Manager WRB/DEK/mc pc: City Attorney Director of Finance Roanoke, Virginia l~iar¢t~ ?, ]_988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bids on Refuse Trucks, Bid Number 88-I-16 I. Backqround: November 9, 1987 City Council designated funds in the Capital Main- tenance and Equipment Replacement Program to provide for the pur- chase of refuse equipment. Bids were received, in the office of the Manager of General Services on January 25, 1988, at 2:00 p.m., at which time all bids so received were publicly opened and read. Bid tabulation is attached. C. Bonds - performance bonds in the amount of the bid was specifically indentified in the specifications. II. Current Situation: A. Bid responses received are as follows: 1. Three (3) responses for cab/chassis. B. All bids were evaluated in a consistent manner by representatives of the following departments. General Services Motor Vehicle Maintenance Refuse Collection III. Issues: A . Need. B. Compliance with Specifications. C. Fund Availability. I V. AIternatives: Ao Council accept the Iow bid for three (3) new cab/chassis as submitted by Dickerson GMC-Truck - Peterbilt, Inc. for the total amount of $177,642.00. I. Need - this alternative will provide for the replacement of equip- ment which is costly to maintain and operate. Honorable Mayor and City Council Page 2 2. Compliance with specifications - the bid as recommended in this alternative meets all city specifications. 3. Fund Availability - funds are available in the Capital Maintenance and Equipment Replacement Program for this purchase. B. Reject all bids. 1. Need - necessary replacement of equipment would not be accomplished. 2. Compliance with specifications - would not be a factor in this alter- native. 3. Fund availability - funds designated for this purchase would not be expended. V. Recommendation: Council concur in Alternative "A" and accept the Iow bid for three (3) new cabs/chassis from Dicker$on GMC-Truck-Peterbilt, Inc. for a total amount of $177,642.00 and reject all other bids. Bo Appropriate $177,642.00 from Capital Maintenance and Equipment Program to Refuse Collection Department account 001-052-4210-9010 to provide for this purchase. Committee: Respectfully submitted, William F. Clark Donald E. Keaton D. Darwin Roupe DEK/mc pc: City Attorney Director of Finance Office o~ ~he City Clerk March 7, 1988 File #467 Honorable Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: Pursuant to Chapter 9, Education, of the Code of the City of Roanoke (1979), establishing a procedure for the election of School Board Trustees, Council must hold certain meetings and take certain actions during the months of March, April and May to conform with the selection process. Therefore, it is respect- fully requested that Council establish specific dates for the following: (1) On or before March 20, Council shall hold an informal meeting which shall be open to the public with all can- didates for school trustee. (2) On or before March 31, Council as a Committee of the Whole, shall at a regular meeting, review and consider all candidates for the position of school trustee. At such meeting, Council shall review ail applications filed for the position and Council may elect to inter- view candidates for such positions. (3) On or before April 20, Council shall, by public vote, select from the field of candidates, those candidates to be accorded the formal interview and all other can- didates shall be eliminated from the school trustee selection process. The number of candidates to be granted the interview shall not exceed three times the number of positions available on the Roanoke City School Board, should there be so many candidates. Room456 MunlclpolBullding 215 Church Avenue, S.W. Roanoke, VIrg~nla24011 (703)98t-254t Honorable Mayor and Members of Roanoke City Council Page 2 March 7, 1988 (4) Prior to the public interview of candidates for school trustee required by §9-21 and prior to April 30, Council shall hold a public hearing to receive the views of citizens. (~) On or before April 30, Council shall hold a meeting for the purpose of conducting a public interview of the remaining candidates for school trustee. (6) Subsequent to the interview and on or before May 15, Council shall hold an election at a regular or special session of the Council to fill the vacancies on the Roanoke City School Board. Your assistance ciated in order schedule. in establishing specific dates will be appre- that applicants may be apprised of the proposed Sincerely,~ t~ ~, Mary F. Parker, CMC City Clerk MFP: ra Office of the City Cle~ March 9, 1988 File #27 Structures & Utilities Company, P. O. Box 2218 Christiansburg, Virginia 24068 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29015, accepting your bid for the replacement of comminuters with 4' mechanical bar screens at the Water Pollution Control Plant, in the total amount of $510,500.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Eric . pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibting, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Steven L. Walker, Manager, Sewage Treatment Plant Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores C. Daniels, Citizens' Request for Service Room 456 Municipal Building 215 C~urch Avenue, S.W. Roanoke, Vlrg~nlo 24011 (70~) 981-254t Office o~ t~ne City Cle~ March 9, 1988 File #27 Acorn Construction, Ltd. W.C. English, Inc. P. O. Box 625 P.O. Box 191 Troutvilte, Virginia 24175 Altavista, Virginia Ladies and Gentlemen: 24517 I am enclosing copy of Ordinance No. 29015, accepting the bid of Structures & Utilities Company, Inc., for the replacement of com- minuters with 4' mechanical bar screens at the Water Pollution Control Plant, in the total amount of $510,500.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 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. Room 456 Municipal Building 2t5 Church A~'~ue, S.W. Roonc~e. Virginia 2~4:)11 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 7th day of March, ]988. No. £9015. -. 6A AN ORDINANCE accepting the bid of Structures & Utilities Co., Inc., for the replacement of comminuters with 4' mechanical bar screens at the Water Pollution Control Plant, upon certain 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 Structures & Utilities Co., Inc., in the total amount of $510,500.00, for the replacement of comminuters with 4' mechanical bar screens at the Water Pollution Control Plant, such bid being in full compliance with the City's plans and specifica- tions 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 Clerk are hereby authorized on behalf and attest, ful bidder, City Manager and the of the City to execute respectively, the requisite contract with the success- based on its proposal made therefor and the City's spe- Office of the Ci~' C~erk March 9, 1988 File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schtanger: I am attaching copy of Ordinance No. 29014, amending and reor- daining certain sections of the 1987-88 Sewage Fund Appropriations, providing for the transfer of $370,000.00 from Retained Earnings, and $180,000.00 from Replacement of Comminuters, to Maintenance of Equipment, Account No. 003-056-3155-2048, for a total of $550,000.00, in connection with award of a contract for replacement of corraninutars with mechani- cal bar screens at the Water Pollution Control Plant, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, ~~ Mary F. Parker, CMC City Clerk ~FP:ra Enc. pc: Mr. Mr. Mr. Mr. Ms. Ms. W. Robert Herbert, City Manager Kit B. Kiser, Director of Utilities and Operations Steven L. Walker, Manager, Sewage Treatment Plant William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Dolores C. Daniels, Citizens' Request for Service Room 456 Municipal Building 215 Church A',~ue, S.W. Roonoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, ]988. No. 29014. AN ORDINANCE to amend and reordain certain sections of 1987-88 Sewage Fund Appropriations, and providing for an emergency. 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 Sewage Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Maintenance $ 1,214,134 Other Charges (1) ................................... 921,422 Capital Outlay 3,370,474 Fine Mesh Screens (2) ............................... 70,000 Retained Earnings Retained Earnings - Unrestricted (3) ................ 1) Maintenance - Equip. 2) Appr. from General Revenue 3) Retained Earnings Unrestricted (003-056-3155-2048) $ 550,000 (003-056-8427-9003) (180,000) (003-3336) (370,000) $12,314,017 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Replacement of Comminuters with Mechanical Bar Screens Water Pollution Control Plant 1402 Bennington Street, S.E. Roanoke, Virginia I concur with the recommendations of the attached Bid Committee Report. WRH/LBC/mm Respectfully submitted, W. Robert Herbert City Manager Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Public Works Director of Utilities and Operations City Engineer Manager, Water Pollution Control Plant Citizens' Request for Services Roanoke, Virginia March 7, 1988 Honorable Mayor and City Counci~ ~ Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Replacement of Comminuters with Mechanical Bar Screens Water Pollution Control Plant 1402 Bennington Street, S.E. Roanoke, Virginia I. Background: Ae City Council, at its February 8, 1988 meeting, publicly opened and read aloud the bids received for the Replacement of Comminuters with Mechanical Bar Screens at the Water Pollution Control Plant at 1402 Bennington Street, S.E., Roanoke, Virginia. Three (3) bids were received with Structures & Utilities Co., Inc., of Christiansburg, Virginia, submitting the low bid for a 4' Mechanical Bar Screen in the amount of $510~500.00. The construction time of 160 consecutive calendar days was spe- cified. Wastewater Facilities Plan calls for the replacement of the Comminuters with Bar Screens, estimated cost of the replace- ment was $850~000.00. This project was moved up in the sche- dule of work because the comminuters are old and difficult to maintain and to procure replacement parts. Approved FY 88 Sewage Budget anticipated replacing two of six comminuters. Engineering recommendation is to proceed with an entire new facility by installing new bar screens to handle the entire incoming flow and place the old comminuters in a standby mode of operation in-lieu-of attempting to maintain these old comminuters for active service. II. Issues in order of importance are: A. Compliance of the bidders with the requirement of the Contract Documents. B. Amount of the low bid. C. Funding of the project. D. Time of completion. Page 2 III. Alternatives are: Award a lump sum contract to Structures & Utilities Co., Inc., of Christiansburg, Virginia, for the 4' Mechanical Bar Screen Installation, complete, in accordance with the Contract Documents as prepared by Clean Water Engineers, Inc. of Fincastle, Virginia, for the lump sum price of $510~500.00 and 160 consecutive calendar days. 1. Compliance of the bidders with the requirements of the Contract Documents was met. Amount of the low bid slightly exceeds the estimated cost of design engineers, Clean Water Engineers, Inc., but is below the estimated cost in the 201Wastewater Facilities Plan. 3. Fundin~ for the project would be as follows: a) From budgeted amount for Comminuter Replacement $180,000.00 b) From retained earnings 370~000.00 TOTAL $550,000.00 Total amount includes a project contingency amount of $39,500.00. 4. Time of completion is specified as 160 consecutive calen- dar days. B. Reject the bids and do not award a contract at this time. 1. Compliance of the bidders with the requirements of the Contract Documents would not be an issue. 2. Amount of the low bid may increase if the project is rebid at a later date. 3. Fundin§ would not be encumbered at this time. Time of completion would be extended. It is important to replace the present comminuters as soon as possible because of their age and the inability to procure repla- cement parts to be able to keep them on line and working. Page 3 IV. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative A. Authorize the City Manager to enter into a contractual agreement with Structures & Utilities Co., Inc. for the Replacement of Comminuters with 4' Mechanical Bar Screens for the sum of $510~500.00 and 160 consecutive calendar days in accordance with the Contract Documents as prepared by Clean Water Engineers, Inc. Appropriate $370~000.00 from retained earnings and transfer $180~000.00 from Account No. 003-056-8427-9065 (Replacement of Comminuters) to Maintenance of Equipment Account No. 003-056-3155-2048 for a total of $550~000.00. This provides $510~500.00 for the contract amount plus a contingency amount of $39~500.00. D. Reject the other bids received. Respectfully submitted, ~ Chairman RAG/LBC/mm Attachment: cc: Tabulation of Bids City Attorney Director of Finance Citizens' Request for Service Manager, Water Pollution Control Plant City Engineer Construction Cost Technician Kit B. Kiser William F. Clark 08ce of ~he 0~/Oenk February 10, 1988 File #468B Mr. Robert A. Garland, Chairman ) Mr. William F. Clark ) Committee Mr. Kit B. Kiser ) Gentlemen: The following bids for replacement of existing comminutors with mechanical bar screens at the Water Pollution Control Facility, were opened and read before the Council of the City of Roanoke at a regular meeting held on Monday, February 8, 1988: BIDDER ALTERNATE NO. I ALTERNATE NO. 2 Structures & Utilities Co., Acorn Construction, Ltd. W. C. English, Inc. Inc. $549,900.00 595,647.00 691,000.00 $510,500.00 569,667.00 645,000.00 On motion, duly seconded and adopted, the bids were referred to you for tabulation, report and recommendation to Council. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra pc: Structures & Utilities Co., Inc., P. O. Box 2218, Christiansburg, Virginia 24068 Acorn Construction, Ltd., P. 0. Box 625, Troutville, Virginia 24175 w. c. English, Inc., P. O. Box 191, Route 29 South, Altavista, Virginia 24517 Mr. Wilburn C. Dibling, Jr., City Attorney Room 456 Munlci!c~l Building 215 C~urch Avenue. S.W. Roanc~e, Virginia 240'11 (703) 98t-2541 Office of the City C]en~ March 9, 1988 File #57 L. H. Sawyer Paving Company, 496 Glenmore Drive Salem, Virginia 24153 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29017, accepting your bid for construction of new concrete sidewalks, entrances, curb and gutter, in the total amount of $361,554.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc: Mr. Mr Mr Mr Mr Ms W. Robert Herbert, City Manager Wiiburn C. Dibling, Jr., City Attorney Joel M. Schtanger, Director of Finance William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Kit B. Kiser, Director of Utilities and Operations Dolores C. Daniels, Citizens' Request for Service Room456 Munlcil:~alBulidlng 215 C~urch Avenue, S.W. Roano~e, Vlrg~nla24011 (703)981-2541 Office af the City Clen~ March 9, 1988 File #57 H & S Construction Company P. O. Box 6226 Roanoke, Virginia 24017 Ladles and Gentlemen: I am enclosing copy of Ordinance No. 29017, accepting the bid of L. H. Sawyer Paving Company, Inc., for construction of new concrete sidewalks, entrances, curb and gutter, in the total amount of $361,554.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. On behalf of the Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, ~l~.~ Mary F. Parker, CMC City Clerk MFP: ra Enc· Room456 MuniclpolBulldlng 215 Church Av~nue, S.W. Roanc/~.,Vlrglnla24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, /be 7th day of March, ]988. No. 290]7. AN ORDINANCE accepting the bid of L. R. Sawyer Paving Company, Inc., for construction of new concrete sidewalks, entrances, curb and gutter, upon certain 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 L. H. Sawyer Paving Company, Inc., made to the City in the total amount of $361,554.00 for construction of new concrete sidewalks, entrances, curb and gutter 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. C)f~ce of hge (3~y (3e~ March 9, 1988 File #60-57 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29016, amending and reor- daining certain sections of the 1987-88 Capital Fund Appropriations, providing for the transfer of $339,579.00 from the 1985 Series of Public Improvement Bonds Streets and Bridges category, Account No. 008-052-9577-9181, and $39,975.00 from the Undesignated Capital Funds Account, to sidewalks, curb and gutter, Phase III, in connection with award of a contract for construction of new concrete sidewalks, entrances, curb and gutter, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely,, Mary F. Parker, CMC City Clerk MFP:ra Enco 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. Kit B. Kiser, Director of Utilities and Operations Ms. DoZores C. Daniels, Citizens' Request for Service Room456 MuniclpalBuflding 215~'~urchAv~"~ue, S.W. Roano~e. VIrgr~la24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988~ No. 29016. AN ORDINANCE to amend and reordain certain 1987-88 Capital Fund Appropriations, emergency. VIRGINIA, sections of the and providing for an 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 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Streets and Bridges Sidewalks, Curb, Gutter Ph III Non-Departmental Public Improvement Bond Series (1-2) ............... (1985) (3) .......... Fund Balance Fund Balance - Unappropriated (4) .................. $ Appr. from General Revenue Appr. from Bonds Streets & Bridges Fund Balance - Unappropriated 008-052-9604-9003) $ 39,975 008-052-9604-9001) 339,579 008-052-9577-9181 (339,579) 008-3335) ( 39,975) $ 8,380,662 379,554 3,068,957 2,277,637 813,918 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report - New Concrete Sidewalks, Entrances, Curb and Gutter (Bond Issue - Phase III) I concur in the Bid Committee's recommendation for the construction of new concrete sidewalks, entrances, curb and gutter as part of improvements listed in the 1985 Bond Referendum. Respectfully submitted, WRH:afm Attachment: CC: W. Robert Herbert City Manager Bid Committee Report City Attorney Director of Finance Director of Public Works Director of Utilities & Operations Citizens' Request for Service City Engineer Construction Cost Technician Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bids for New Concrete Sidewalks, Entrances, Curb and Gutter (Bond Issue - Phase III) I. Back~round on the project includes: New concrete sidewalks~ entrances~ curb and ~utter improve- ments are to be constructed throughout the City as part of the 1985 Bond Referendum. (See Attachment A) Bids were received by City Council at its February 16, 1988, meeting, publicly opened, and read aloud for New Concrete Sidewalks, Entrances, Curb and Gutter. Two (2) bids were received and referred to the bid committee for review and report back to Council. D. Low bid, in the amount of $361~554.00 was submitted by L. H. Sawyer Paving Company, Inc. II. Issues in order of importance: A. Compliance of the bidders with requirements of the contract documents. B. Amount of the iow bid. C. Fundin$ for construction. D. Time of completion. Page 2 III. Alternatives in order of recommendation are: Ao Award the contract to L. H. Sawyer Paving Company, Inc. in the sum of $3617554.00 and establish a contingency in the amount of $187000.00 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 iow bid is acceptable. The low bid is less than the project estimate of $4557000.00. Fundin~ for the proposed contract amount is available in the Public Improvement Bond-Series 1985 - Streets and Bridges Account No. 008-052-9577-9181 and the Undesignated Capital Funds Account. 4. Time of completion of the project is 240 calendar days. Reject the two (2) bids received and do not construct new concrete sidewalks, entrances, curb and gutter 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, jeopardizing our ability to expend the bond money designated for these improvements within the necessary timeframe. IV. Recommendation is that City Council take the following action: mo Approve Alternative "A" and award the contract to L. H. Sawyer Paving Company, Inc. in the sum of $3617554.00 and establish a contingency in the amount of $187000.00 for a total mot to exceed $3797554.00. Page 3 Transfer $339~579.00 from the 1985 Series of Public Improvement Bonds Streets and Bridges category, Account No. 008-052-9577-9181 and $39~975.00 from the Undesignated Capital Funds Account to an account to be established by the Director of Finance. This will complete the expenditure of $1.1 million from the 1985 Series of Public Improvement Bonds intended for sidewalks, curb and gutter. C. Reject the other bids received. Respectfully submitted, Chairman William F. Clark ~.AOIw~clr~Klmm Attachments: Project Locations Tabulation of Bids CC: City Manager City Attorney Director of Finance Citizen's Request for Service City Engineer Construction Cost Technician ATTACHMENT A Project Location Grandin Road~ S.W. from Windsor to approximately 150' north of Brandon both sides curb replacement both sides sidewalk replacement as required Brandon Avenue~ S.W. north side curb and gutter fill in all gaps between Greenwood Road and Canterbury Road, S.W. south side sidewalk fill in between existing at Lakewood Park and Mt. Vernon Road, S.W. Tazewell Avenue~ S.E. - north side curb and sidewalk replacement between 6th Street and 13th Street, S.E. - south side curb and sidewalk replacement between 4th Street and 13th Street, S.E. 9th Street~ S.E. - west side curb and gutter replacement between Tazewell Avenue and Stewart Avenue, S.E. ATTACHMENT B TABULATION OF BIDS FOR NEW CONCRETE SIDEWALKS, ENTRANCES, CURB AND GUTTER (BOND ISSUE - PHASE III) PLAN NO. 5992-B Bids opened Tuesday, February 16, 1988, 2:00 P.M. BIDDER TOTAL BID L. H. Sawyer Paving Company, Inc. $361,554.00 H & S Construction Co. $394,647.00 Engineer's Estimate: $455,000.00 Robert A. Garland, Chairman William F. Clark February 18, 1988 File #57 Hr. Robert A. Garland, Chairman ) Hr. William F. Clark ) Committee ~r. Kit B. Kiser ) Gentlemen: The following bids for construction of new concrete sidewalks, entrances, curb and gutter, Dond Issue Phase III, were opened and read before the Council of the City of Roanoke at a regular meeting held on Tuesday, February 16, 1988: BIDDER BASE BID TOTAL L. H. Sawyer Paving Company, Inc. H & S Construction Company $361,554.00 394,647.00 On motion, duly seconded and ado~ted, the bids were referred to you for tabulation, report and recommendation to Council. Sincerely, ~ Mary F. Parker, C~C City Clerk MFP:ra OC: L. B. Sawyer Paving Company, Inc., 496 Glenmore Drive, Salem, Virginia 24153 B & S Construction Company, P. ©. Box 6226, Roanoke, Virginia 24017 Mr. Wilburn C. Dibling, Jr., City Attorney Room456 MuniclpalBulldlng 2150'~urchAv~nue, S.W. Roano~e, Vlrglnla24011 (703)981-2541 Office of the City Oe~ March 9, 1988 File #246 Construction Services of Roanoke, 3812 Bunker Hill Drive, S. W. Roanoke, Virginia 24018 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29019, accepting your bid for construction of alterations and additions to the Knights of Pythias Building, in the total amount of $128,000.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra pc: Mr. Mr. Mr. Mr. Mr. Ms. Emp Mr. Mr. Ms. W. Robert Herbert, City Manager Witburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance Kit B. Kiser, Director of Utilities and Operations James D. Ritchie, Director of Human Resources Carolyn H. Barrett, Administrator, Fifth District toyment and Training Consortium William F. Clark, Director of Public Works Charles M. Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Dolores C. Daniels, Citizens' Request for Service Roorn456 MunicigalBuildlng 215 Church Avenue, S.W. Roanc~e, Virginia 24011 (703)98t-2541 Office of the Ci~, Cle~ March 9, 1988 File #246 Building Specialists, Inc. 215 South Market Street Salem, Virginia 24153 Breakelt, Inc. P. O. Box 6414 Roanoke, Virginia 24017 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 29019, accepting the bid of Construction Services of Roanoke, Inc., for construction of alterations and additions to the Knights of Pythias Building, in the total amount of $128,000.00, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. On behalf of the Councit, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincere ly, Mary F. Parker, CMC City Clerk MFP:ra Eric, Room 456 Municipal Building 215 Church Av~'~ue, S.W. Roonoke, Virglnlo 240t I (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, ]988. No. 29019. AN ORDINANCE accepting the bid of Construction Services of Roanoke, Inc., for the construction of the alterations and addi- tions to the Knights of Pythias Building, upon certain 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; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The bid of Construction Services of Roanoke, Inc., for the construction of the alterations and additions to the Knights of Pythias Building; meeting all of the City's specifications and requirements therefor, for the total bid price of $128,000.00, 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 success- ful bidder, based on its proposal made therefor and the City's spe- cifications 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 afore- said work are hereby REJECTED, and the City Clerk is directed to notify each such bidder and to express to each the City's appre- ciation for such bid. 4. In order to provide for the usual daily operation of the municipal government, au emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage. ATTEST: City Clerk. Office of ~ne City Clerk March 9, 1988 File #60-246 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schtanger: I am attaching copy of Ordinance No. 29018, amending and reor- daining certain sections of the 1987-88 General and Capital Funds Appropriations, providing for the transfer of $36,607.00 from Capital Projects Fund Jail Pod Addition, Account 008-052-9505-9003, and $44,893.00 from General Fund Capital Maintenance of Fi~ed Assets, Account No. 001-002-9410-2201, to Capital Projects Fund, Account No. 008-054-9589-9003, in connec- tion with award of a contract for alterations and additions to the I~ights of Pythias Building for the Fifth District Employment and Training Consortium and the City's Employment Services Offices, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP : ra Enco pC: Mr. W. Robert Herbert, City Manager Mr. Kit B. Kiser, Director of Utilities and Operations Mr. James Do Ritchie, Director of Human Resources Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Ms. Dolores Co Daniels, Citizens' Request for Service Room 456 Municipal Building 215 O~urch A~f'~,,..~, S.W. Roonoke, Virginia 240t t (703) 98t-2541 6C IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, 1988. No. 29018. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General 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 General and Capital Funds Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: General Fund Appropriations Non-Departmental Contingency (1) ..................................... Transfers to Other Funds (2) ........................ Capital Fund Appropriations General Government Knights of Pythias Renovations (3) .................. Jail Fourth Pod (4) ................................. Capital Maint. Fixed Assets Transfers to Capital Appr. from General Revenue Appr. from General Revenue (001-002-9410-2201) (001-004-9310-9508) (008-054-9589-9003) (008-052-9505-9003) $(44,893) 44,893 81,500 (36,607) $10,346,763 87,107 8,904,299 $12,996,079 140,000 826,440 BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. this ATTEST: City Clerk Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Alterations and Additions Knights of Pythias Building for F.D.E.T.C. and Employment Services Roanoke, Virginia concur with the recommendation of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/LBC/mm Attachment: Bid Committee Report cc: City Attorney Director of Finance Director of Human Resources Director of Public Works Director of Utilities & Operations Citizens' Request for Service City Engineer Construction Cost Technician Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Alterations and Additions Knights of Pythias Building for F.D.E.T.C. and Employment Services Roanoke, Virginia I. Background: City Council, at its February 16, 1988 meeting, publicly opened and read aloud the bids received for the Alterations and Additions to the Knights of Pythias Building. Bo Three (3) bids were received with Construction Services of Roanoke~ Incorporated submitting the low bid in the amount of $128~000.00 and 130 consecutive calendar days project construction time. Co Knights of Pythias building is being remodeled to accommodate the Fifth District Employment Training Consortium (F.D.E.T.C.) and the City's Employment Services offices. The Employment Services will be located on the first floor with nine (9) offices, secretarial office space, conference room, toilet facilities and a handicap entrance. The second floor will be occupied by the Consortium and will have fourteen (14) offices, receptionist and secretarial area, conference room, lobby and toilet facilities. Ail offices will be finished similar to the office space in Municipal North. The exterior of the building will be painted to blend with the Third Street Annex (Police Building). Central air con- ditioning, the remodeling of the electrical service and other miscellaneous work is included. II. Issues in order of importance are: A. Compliance of the bidders with the requirements of the Contract Documents. B. Amount of the low bid. C. Funding for the project. D. Time of completion. Page 2 III. Alternatives are: Award a lump sum contract to Construction Services of Roanoke~ Incorporated in the amount of $128~000.00 and 130 consecutive calendar days for Alterations and Additions to the Knights of Pythias Building in accordance with the Contract Documents as prepared by the City Engineer's Office. 1. Compliance of the bidders with the requirements of the Contract Documents was met. 2. Amount of the low bid is within the engineer's estimate and is acceptable. 3. Funding is available as follows: Knights of Pythias Renovation Account No. 008-054-9589-9003 $ 58,500.00 Jail Pod Addition Account No. 008-052-9505-9003 36,607.00 Capital Maintenance Fixed Assets Account No. 001-002-9410-2201 44~893.00 Total Project Amount $140,000.00 The total amount is the $128~000.00 contract amount plus $12~000.00 contingency amount for a remodeling project. 4. Time of completion is quoted as 130 consecutive calendar days which is acceptable. B. Reject the bids and do not award a contract at this time. 1. Compliance of the bidders with the requirements of the contract documents would not be an issue. 2. Amount of the low bid would probably increase if re-bid at a later date. 3. Funding would not be encumbered at this time. 4. Time of completion would be extended. Page 3 IV. Recommendation is that City Council take the following action: A. Concur with the implementation of Alternative "A". Bo Authorize the City Manager to enter into a contractual agreement with Construction Services of Roanoke~ Incorporated for the Alterations and Additions to the Knights of Pythias Building in accordance with the Contract Documents as pre- pared by the City Engineer's Office in the amount of $128~000.00 and 130 consecutive calendar days. Transfer $36~607.00 from Capital Projects Fund Jail Pod Addition, Account No. 008-052-9505-9003, and $44~893.00 from General Fund Capital Maintenance of Fixed Assets, Account No. 001-002-9410-2201, to Capital Projects Fund Account No. 008-054-9589-9003 (Knights of Pythias Renovation) for a total project amount of $140~000.00; $128~000.00 contract amount plus $12~000.00 contingency. Respectfully submitted, Robert A. Garland, Chairman William F. Clark RAG/LBC/mm Attachment: Tabulation of Bids cc: City Attorney Director of Finance Director of Human Resources Citizens' Request for Services City Engineer Construction Cost Technician Kit B. Kiser TABULATION OF BIDS ALTERATIONS AND ADDITIONS KNIGHTS OF PYTHIAS BUILDING FOR F.D.E.T.C. and EMPLOYMENT SERVICES ROANOKE, VIRGINIA Bids opened before City Council on February 16, 1988 at 2:00 p.m. NO. OF BID BIDDER LUMP SUM DAYS BOND Construction Services of Roanoke, Incorporated $128,000.00 130 Yes Building Specialists, Inc. $134,450.00 120 Yes Breakell, Inc. $139,700.00' 90 Yes * Notation on bid form to deduct $2,000.00 which would make the bid $137,700.00. Robert A. Garland, Chairman William F. Clark B. Kiser Office of City Engineer Roanoke, Virginia March 7, 1988 February 18, 1988 File #246 Robert A. Garland, Chairman ) William F. Clark ) Committee Kit B. Kiser ) Gentlemen: The following bids for alterations and additions to the Knights of Pythias Building for the Fifth District Employment and Training Consortium and Employment Services, were opened and read before the Council of the City of Roanoke at a regular meeting held on Tuesday, February 16, 1988: BIODER BASE BID TOT.4L Construction Services Building Specialists, Breakell, Inc. of Roanoke, Inc. I~C. $128,000.00 134,450.00 139,700.00 On motion, duly seconded and adopted, the bids ~cere referred you for tabulation, report and recommendation to Council. Sincerely, ~~ ~/~ary F. Parker, CMC City Clerk to ~FP : ra Construction Services of Roanoke, Inc., 3812 ~unker Hill Drive, S. W., Roanoke, Virginia 24018 Building Specialists, Inc., 215 South ~arket Street, Salem, Virginia 24153 Breakell, Inc., P. O. Box 6414, Roanoke, Virginia 24017 Mr. ~ilburn C. Dibling, Jr., City Attorney Room 456 Munlcil:x~l Building 215 Church Avenue, S.W. Roonoke, '~rgJnlo 24011 (703) 981-2541 Office c~ ~he O~y (3en~ March 9, 1988 File #27 Mr. Richard S. Errera Contract Aciministrator Eastern Region Cooper Industries North Sandusky Street Mount Vernon, Ohio 43050 Dear Mr. Errera: [ am enclosing copy of Ordinance No. 29021, accepting your bid for overhaul of No. 7 blower engine at the Water Pollution Control Plant, in the total amount of $82,975.36, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, ~ary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. Robert G. Burnley, Regional Director, State Water Pollution Control Board, P. 0. Box 7017 Roanoke Virginia 24019 ' ~r. W. Robert Herbert, City Manager Mr. Witburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Steven L. Walker, Manager, Sewage Treatment Plant ~r. George C. Snead, Jr., Director of Administration and Public Safety Mr. D. Darwin Roupe, Manager, General Services Room456 A,~nlci!c:~lBuildlng 215 Church Av~nue, S.W. Roanc:~e, Vlrg~nla24011 (703)98t-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, 1988. No. 29021. VIRGINIA , AN ORDINANCE accepting the bid of Cooper Industries, for overhaul of No. ? blower engine at the Water Pollution Control Plant, upon certain 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 Cooper Industries, in the total amount of $82,975.36, for overhaul of No. 7 blower engine at the Water Pollution Control Plant, 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, said contractor being the only source practically available for such services. 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 success- ful bidder, based on its proposal made therefor and the City's spe- cifications 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. $. 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. municipal ordinance shall In order to provide for the usual daily operation of the government, an emergency is deemed to exist, and this be in full force and effect upon its passage. ATTEST: City Clerk. Office of the City Cie~ March 9, 1988 File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear ~fr.'Schlanger: I am attaching copy of Ordinance No. 29020, amending and reor- daining certain sections of the 1987-88 Sewage Fund Appropriations, providing for the transfer of $82,975.00 from Fees for Professional Services to Maintenance - Other Churges, in connection with award of a contract to overhaul No. 7 Blower Engine at the Sewage Treatment Plant, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, March 7, 1988. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra pc; Mr. ~. Robert Herbert, City Manager Mr. Kit B. Kiser, Director of Utilities and Operations Mr. Steven L. Wal~er, Manager, Sewage Treatment Plant Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. Darwin Roupe, Manager, General Services and Room 456 Municil~al Builcllng 215 C~hurch Avenue, S,W, I~oonoke, Virginia 24011 (703) 98'~-2541 6D IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe 7th day of March, ]988. No. 29020. AN ORDINANCE to amend and reordain certain sections of the 1987-88 Sewage 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 Sewage Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Administration Contractual Services (1) ............................ Maintenance Other Charges (2) ................................... $ 2,262,791 1,506,606 747,109 454,397 1) Fees for Prof. Services 2) Maintenance - (003-056-3150-2010) $(82,975) Equip. (003-056-3155-2048) 82,975 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Sewage Treatment Plant Overhaul of No. 7 Blower Engine The attached staff report was considered by the Water Resources Committee at its meeting on February 22, 1988. The Committee recommends that Council authorize a contract with Cooper Industires, the only source practically available, to overhaul No. 7 White Superior at a cost of $82~975.36 and transfer $82,975.36'from Sewage Account No. 003-056-3150-2010 to Maintenance Account No. 003-056-3155-2048. Respectfully submitted, Elizak T. Bowles, Chairman Water Resources Committee ETB:KBK:afm Attachment cc: City Manager City Attorney Director of Finance Director of Utilities & Operations Manager, General Services Manager, Water Pollution Control Plant Mr. Robert Burnley, SWCB INTERDEPARTMENT COMMUNICATIONS DATE: TO: FROM: February 12, 1988 Members, Water Resources Committee thru K. B. Kiser ~. L Subject: Sewage Treatment Plant Overhaul of No. 7 Blower Engine II. Background: Three blowers for aeration of tanks are powered by 1600 horsepower White Superior Engines (Nos. 6, 7 and 8). B. No. 6 Blower Engine was overhauled in July, 1987. C. No. 7 Blower Engine is in need of a complete overhaul. No. 8 Blower Engine is not operational and specifications are being prepared for replacement. Parts for overhaul are only available from the manufacturer, Cooper Industries. Labor for a major overhaul takes three (3) mechanics fourteen (14) days to complete the job. Go Cooper Industries has submitted a proposal for overhaul of No. 7 Blower at a cost of $60~526.60. Additional parts re- quired to complete the overhaul increases the cost to $82~975.36. (See Attachment A.) Ho Competitive bids were not requested as the manufacturer is the only source for parts. Purchasing parts and contract- ing the labor from anyone other than the manufacturer could create serious problems with equipment warranties. There- fore, Cooper Industries is the only source practically ava- ilable for the needed parts and services. Current Situations: Ao No. 6 Blower Engine is the only large blower engine opera- tional. Presently there is not sufficient backup if this engine fails to run. No. 8 Blower is in such condition that total replacement may be necessary. C. Labor cannot be performed by plant personnel due to the scope of the work. Page 2 III. IV. Issues in order of priority: A. Need B. Cost C. Timing D. Funding Alternatives: A. Recommend to City Council to authorize a contract with Cooper Industries for overhaul of No. 7 Blower Engine. 1. Need for proper aeration capacity will be met. 2. Cost is $82~975.26 for a complete overhaul with all the required parts. 3. Timing is important as the engine is not opeational and sufficient backup is not available. 4. Funding is available in Fees for Professional Services, Account No. 003-056-3150-2010. B. Water Resources Committee not recommend to City Council to authorize a contract with Cooper Industries. 1. Need for proper aeration capacity will not be met. 2. Cost 3. Timing is moot. 4. Funding is moot. Recommendation is that the Water Resources Committee recommend to City Council to authorize a contract with Cooper Industries, the only source practically available, to overhaul No. 7 White Sup- erior Engine at a cost of $82,975.36 and transfer $82~975.36 from Sewage Account No. 003-056-3150-2010 to Maintenance Account No. 003-056-3155-2048. Page 3 KBK:SLW:ike Attachment CC: City Attorney Director of Finance Director of Utilities and Operations Manager, General Services Manager, Water Pollution Control Plant ATTACHMENT "A" ENERGY SERVICES GROUP January 20, 1988 City of Roanoke Water Pollution Control Plant 1402 Bennington St., S.E. Roanoke, Virginia 24014 Attention: Mr. Berry Montgumery Reference: Overhaul Proposal - DQ-50148-80 Dear Berry; Attached, please find one (1) copy of subject overhaul proposal and quotation. Per our telephone conversation of earlier today, I have increased labor and parts requirements based on time and parts needed to overhaul unit 21178. As discussed, we will maintain the same prices quoted to you in April of "87" for both parts and labor. It would also behoove us to use the same terms and conditions agreed upon during the last overhaul. If I can be of further assistance, please do not hesitate to contact me at my office. We will be looking forward to hearing from you after you have reviewed the subject proposal. Sincerely, Richard S. Errera Contract Administrator Eastern Region /r Attachments AFTERMARKET SERVICES North Sandusky Street Mount Vernon, Ohio 43050 (614) 393-8200 Telex: 24-5388 AJAXe COOPER-BESSEMERe EN-TRONICe CONTROLS NORDBERG' PENN' SUPERIOR· TO: CITY OF ROANOKE Water Pollution Control Plant 1402 Bennington Street, S.E. Roanoke, Virginia 24014 OVERHAUL PROPOSAL 40-GDSX-12 SN-21179 ENERGY SERVICES GROUP FROM: BY: ENERGY SERVICES GROUP Mount Vernon, Ohio 43050 R. S. Errera Contract Services Aftermarket Services January 21, 1988 OVERHAUL PROPOSAL INDEX CONTRACT I. Subject II. Introduction III. Service A. Supervision & Labor B. Tools & Equipment C, Material D. Parts IV. Procedure V. Schedule VI. Miscellaneous VII. Attachments A. Cooper Energy Services Field Service Terms and Conditions B. Cooper Energy Services Field Service Rate Schedule C. Cooper Energy Services Mechanic and Equipment Rate Schedule D. Cooper Energy Services Tems and Conditions of Parts Sales E. Quotation, DQ-50148-80 ENERGY SERVICES GROUP OVERHAUL PROPOSAL SUBJECT: CITY OF ROANOKE Water Pollution Control Plant Roanoke, Virginia 40-GDSX-12, SN-21179 II. INTRODUCTION: This quotation includes the overhauling of subject engine as outlined under Section IV, "Procedure." III. SERVICE: The service outlined below will be in accordance with Energy Services Group's standard overhaul procedures. The service will include: A. Supervision and Labor Experienced Energy Services Group's personnel will be used for both supervision and labor to complete the work outlined in "Procedure." The overhaul crew will be supervised by one (1) Energy Services Group serviceman, who will remain responsible for the complete overhaul project. Energy Services Group's overhaul crew, consisting of three (3) mechanics, will be responsible for the actual work as outlined under "Procedure". B. Tools and Equipment All tools and equipment, with the exception of special engine tools and crane for handling of heavy parts, will be furnished by Energy Services Group. Special engine tools are those that were supplied with the unit. C. Material Expendable material such as rags and cleaning fluid will be furnished by Energy Services Group. The storage and renewal, if necessary, of lube oil will be the Customer's responsibility. ENERGY SERVICES GROUP -2- III. SERVICE (CONT'D.) D. Parts Energy Services Group will remain responsible for all engine parts needed to complete the overhaul of subject engine and return subject engine to a first class condition. Minimum required parts, as described on the attached parts list, will be shipped to the job site prior to the starting date of the job. Energy Services Group agrees to supply additional engine parts that may be required to overhaul subject engine and invoice Customer for said parts an amount equal to Energy Services Group's current list price at the time of sale, less twenty (20) percent. IV. PROCEDURE A. Bases will be cleaned and visually inspected for cracks. B. Bearings and bushings will be inspected. Spot check four (4) main bearings. C. Injectors and fuel pumps will be removed and replaced with new, or reconditioned ones provided by the City of Roanoke. D. Pistons will be removed, cleaned and inspected. All piston rings will be replaced. E. Liners will be cleaned, inspected and honed. F. All drives and drive chains will be inspected. G. The following assemblies will be cleaned, inspected and reconditioned, as required: 1. Starting air system 2. Water pumps 3. Camshaft assemblies 4. Valve rod guides 5. Crankcase breathers 6. Cylinder heads (Reconditioned by City of Roanoke) 7. Oil pump ENERGY SERVICES GROUP -3- IV. PROCEDURE (Cont'd.) H. Engine shutdown devices will be checked and adjusted, as required. I. Inspect outboard bearings and record clearances. J. The following readings will be recorded for the Customer's reference: 1. Web deflections 2. Liner diameters 3. Piston pin to bushing clearances 4. Camshaft bushing clearances Startup, operations checks and adjustments will be accomplished to insure the satisfactory operating condition of the unit. SCHEDULE The on-site work will be scheduled to begin on the prescribed date suggested by the Customer. We do require, however, that Energy Services Group be advised at least four weeks prior to the beginning of the job in order to assign a work crew and insure that all equip- ment required for the job will be available on the starting date. Energy Services Group proposes to complete the required scope of work outlined in "Procedure" as quickly and efficiently as possible. The Customer will be advised of our progress by the Energy Services Group's Representative in charge as the Customer deems necessary. This proposal is based on working one (1), ten (10) hour shift per day, six (6) days per week until the job is complete. Estimated time to complete the overhaul is sixteen (16) days. VI. MISCELLANEOUS: The Energy Services Group's work force will comply to all safety regulations as set forth by the Customer. ENERGY SERVtCES GROUP -4- VII. ATTACHMENTS: The following documents are attached hereto and made a part of this Agreement: A. Cooper Energy Services Field Service Terms and Conditions B. Cooper Energy Services Field Service Rate Schedule C. Cooper Energy Services Mechanic and Equipment Rate Schedule D. Cooper Energy Services Terms and Conditions of Parts Sales E. Quotation, DQ-50148-80 In Witness Whereof, the parties have executed this Agreement, by and through their duly authorized representatives as of this day , 1988. Energy Services Group a Division of Cooper Industries, Inc. SELLER DATE: BUYER DATE: BY: TITLE: ENERGY SERVICES GRO~JP FIELD SERVICE TERMS AND CONDITIONS ~nergy Services Group (hereinaher called "Seller"), will, upon request from Purchaser, and subject to availability, provide technical field service representatives (hereinafter called "Representatives") subject to the terms and conditions hereinafter stated. 1. Charges -- Unless a fixed price is agreed upon in writing, Purchaser shall pay for field service work and material at the rates currently in effect at the time of performance. A copy of current Service Rates is attached hereto and made a part hereof. However, such rates are subject to adjustment without notice. Time Sheets showing hours worked and expenses incurred shall be presented to Purchaser for approval insofar as practical: such approval shall, nevertheless, not be required for invoicing bV Seller of Representative's time and expenses as shown on said time sheets. Payment for Seller's charges shall be due upon pre- sentation of invoices. 2. Permits and Taxes -- Purchaser shall obtain any local working permits required. Seller's prices do not include sales use or similar taxes. Such tsxes shall be billed separately to Purchaser, unless Purchaser provides Seller with a valid tax-exemption certificate acceptable ~o taxing authorities. 3. Suspension or Cancellation ~ Should Purchaser elect ~o suspend work under this contract, Seller shall be notified in writing at least seven (7) days in advance of the suspension date; such notice shall indicate the estimated period of suspension. Seller shall be entitled to a reasonable price adjustment resulting from expenses in relocating manpower, equipment and material as a result of such suspension. Purchaser can cancel this contract only upon prior written notice to Seller and upon payment of reasonable cancellation charges. 4. Purchaser's Responsibility -- A. Unless otherwise stated in writing, Purchaser shall furnish all labor and supervision, materials, supplies, ubJities and such tools and equipment as may not be provided by Representative. Purchaser understands that Representative's responsibility is limited to furnishing technical advice only and that Representative shatt not be utilized by Purchaser as a supervisor of Purchaser's employees, subcontractors or agents. Should Purchaser use Representative in any manner as a lead hand, foreman, supervisor, etc., Representative shall become, for that purpose, Purchaser's employee, for whom Purchaser shall be liable, shall maintain adequate insurance coverage and shaU hold harmless and indemnify Seller from and against any and all claims arising out of Represenlative's acts or omissions while acting in such capacity. B. Should this contract provide for the overhaul of equipment by Seller, Seller shall provide the labor, supervision, malerials and supplies necessary to perform the work. Purchaser shall furnish all necessary cranes, utilities, and such tools and equipment as may hal be provided by Seller. 5. Inspection and Warranty -- A. All services provided by Seller hereunder shall be promptly inspected and accepted upon completion thereof and prior to Representative's leaving Purchaser's premises. At such time Purchaser must assert in writing any claims whatsoever in connection with the work performed by ReprEsentative, other than those provided for under the Warranty clause hereof, or such claims shall be waived. B. Seller warrants to Purchaser that the field services supplied hereunder will be performed in a competent, diligent manner and in accordance with generally accepted standards for such services. This warranty does not extend Seller's separate standard warranty on equipment or paris manufactured, or furnished by Seller. Such equipment or parts shall contain Seller's standard equipment or parts warranty. All claims for defective field service hereunder must be made in writing immediately upon discovery and, in any event, within ninety (90) days from the date of completion of said services. Defective work must be held for Seller's inspection. Upon submission of a claim and substantiation thereof, Seller shall at its option either (a) repair or replace the defective work, including repair or replacement f.o.b. Seller's plant of defective or damaged parts furnished by seller in connection with such services upon return thereof f.o.b. Seller's planl within the warranty period, or (b) refund an equitable portion of the contract price. The forec~oin~ warranl~ is exclusive and in lieu of all other warranfles~ express, implied or statutory, including the implied warranty o~ merchantability. 6. Delay in Performance -- Seller shall not be liable for delays in performance due to acts of GOd, accidents, strikes, fire, governmental controls, delays in transportation, and any other cause beyond Seller's reasonable control, including inability to obtain or delay in obtaining suitable labor or material required for this contract. In the event of such delay time of performance shall be extended for a period equal to the time lost by reason of the delay. When delays in the work are caused by Purchaser, Seller shall be reimbursed for the time and expenses caused by such delay. 7. Subcontracting and Assignment -- Seller shall have the right to subcontract any of the work Io one or more subcontractors. Purchaser shall not assign this contract to a third party without written consent of Seller. 8. Indemnify, Insurance & Limitation of Liability -- A. Seller agrees to iodemni~y Purchaser and hold Purchaser harmless against any claims, demands or causes of action for properly damage or personal injury (including death) caused by the negligent act or omission of any employee, agent or subcontractor of Seller, and not contributed to by the negligence of Purchaser, its agents or employees. Seller shall not be responsible for the acts and workmanship of em- ployees, agents, contractors or subcontractors of Purchaser, nor for failure or malfunction of any tools, materials, equipment, supplies, facilities or devices not supplied by Seller. B. Seller has in force the following insurance coverages: 1. Workmens Compensation and [mployers Liability Insurance -- statutory limits 2. Comprehensive General Liability and Contractual Liabililv -- $500,000 Combined Single Limit 3. Automobile Liability Insurance -- $500 000 Combined Sing e L m t If requested in writing, Se er sba urnish k'urchaser with acceptable cerllllCales evidencing such coverage. C. Under no circumstances shall Seller be liable for special consequential or incidental damaqes nor for loss of anticipated profits~ Joss of use of ~quipment or of any installation system or facility into which such e~uipment may be located. Any action for breach of contract hereunder must be commenced within one year after the cause of action has accrued. 9. Compliance with Laws -- Seller shaft comply with all Federal, State and local laws, ordinances, rules and regulations applicable to any part of the work. 10. General A. Seller's prices are based on these terms, and this document, together with any additionat writings by Seller, contains the complete agreement between the parties, and these terms may not be modified, explained or waived by Purchaser's purchase order, a course of dealing, Seller's performance, or in any other manner unless approved in writing by a duly authorized representative of Sefler. Any reference contained herein to Purchaser's specifications or order is solely thr the purpose of describing the services to be performed and no terms contained therein shall be binding on Seller, unless agreed to in writing by a duly authorized representative of Seller. B. This agreement and the interpretation thereof shall be construed under the laws of the State of Ohio. ENERGY SERVICES GROUP PAGE ENERGY ~ER¥1CE$ GROUP JOB LOCATION FSR-2-3 FIELD SERVICE RATES Standard Rite Not In¢lucling Expenses (A) [ZN U. S. S] SERVICE ENTRONIC SPECIALIST SERVICE REP. ENGINEER I~R HOUR PER HOUR PER DAY UNITED STATES (EXCEPT ALASKA) $46.00 $66.00 $705.00 DELETE :. :. B. 7. B. g. 10. SCHEDULE OF CHARGES TreveI Time .................................. Std. Rite ., .. serwce Time in Ixceel of 8 ~ Der ally .............. 1 .~ ffmee St,e. Rata -:-..,;; , ............ q'~ Std. Rata ....... ~_.__ ;_"h~"~, ~O-elmee~ed,,~l~ Oomeltic O.ffshore {Bi ........................... 1.1 e, tJmee I~)licab(e day'l rote Automo~le, IC~rnDe.y & .emonall .................. 5C~ ~er mi le/32¢ per Ki 1 ometer Rarttll Carl .................................. Act~ll ~roe t .' ' T~/l~t~nt ~n~ ........................... ~ ~ ~ ~al Se~e Maim m ~negm of T~ Mete~l ............................... ~ ~f~ ~ Mincer ~ T~ng, ~. Ve~, ONe. NOTES A. Uving ir~l trlvaling txpen~el charged (et COati ~ ~ employee lelvee hame un*JI tatum. Te(eDho~e e. aiM altered to job, o~e ti(el)hone call to employee'l home lair week, I~d (elJ~ ~Jr4~l~411 W~I N ~gld to thl cultomer. I~r diem rite C. ~m ~r~: 1~. ~n ~y~t ~ ....................... 4 ~ ~ ~vel ~ It ~t ~y'~ rote. lb. ~n ~v~ ~wey ~ ~ ................. ~ ~ ~r ~y, ~y ~ ~y. 2. ~r~gn ~ ~te ~ ~ ~ ~ ~e) O. ~eployNimmf~gn~t~away~~~.~w~to~ E. S~y ~l- ff ~t~ k ~alt~ ~ m~h, ~ d ~ ~q~ e h ~ ay'l ate - m F. ~ will ~ it h ~ ~ Iff~t ~ h ~tl w~ h N~. ~tN ~ N ~ ~t ~1. SUPERSE~S ~SSUE DA~D ~ Ok~ ~ANUARY ~, 2~85 ~ANUARY 2, 2986 Nount Vernon, Ohto ENERGY SERVICES GROUP MECHANIC RATE SCHEDULE Standard Hourly Rate - Not %ncludtng Expenses (A) - $30.00 per hour. Trucks, tools and equipment wt11 be billed at $12.00 per worktng hour. DELETE NOTES ENERGY SERVICES GROUP TERMS AND CONDITIONS OF PARTS SALES 1. Appll©ebla Law -- Deflnlttonl. The definition of terms used, inter- pretation of this Agreement and rights of parties hereto shall be construed under and governed by the laws of the State of Ohio. "Vendor" when used herein means Energy Services Group, "Purchaser" when used herein means the person, firm or corporation to whom this acknowledgement is addressed, and "goods" means those parts, articles, materials, supplies, drawings, date, or other property or services described on the front side hereof. 2. Acceptance. if this acknowledgment constitutes an acceptance of an offer, such acceptance is expressly made conditional to Purchaser's assent solely to the terms of this acknowledgment, and acceptance of any part of the goods delivered by Vendor shall be deemed to constitute such assent by Purchaser. If this acknowledgement con- sititutes an offer, Purchaser's acceptance of this offer is hereby limited to the terms hereof and acceptance of any part of the goods covered hereunder shall be deemed to constitute such acceptance solely to the terms hereof. No waiver, alteration or modification of, or additions to the terms and conditions contained herein shall be binding unless expressly agreed to in writing by a duly authorized officer or vendor. 3. Price. Unless otherwise provided in writing, the price of goods ordered will be those prices in effect on the date of shipment. Prices quoted by the Vendor at the time of order represent only an estimate of what the actual price will be at the time of delivery. The price of goods shipped may be higher than the price quoted herein. 4. DeliVery. Terms of delivery will be F.O.B. the Vendor's Plant, unless otherwise specified by the parties, Delivery dates, if shown, are approximate and are based on prompt receipt of a firm order on the terms herein contained and full information received at Vendor's office. In case of delay by Purchaser in furnishing complete information, delivery dates may be extended for a reasonable time depending on factory conditions. It is expressly agreed that time is not of the essence. Vendor shall not be responsible for reasonable or ex- cusable delays, nor shall Purchaser refuse to accept delivery because of any such delays. "Excusable delays" include, without limitation, delays resulting from accidents, acts of God, strike or other labor difficulties, government controls, or other forms of in- tervention, inability to obtain labor, materials, utilities or services or other causes beyond Vendor's control. Availability of parts is subject to prior sale. 5. Warranty. Vendor warrants to the purchaser that goods of its manufacture supplied and services performed by it hereunder will be free from defects in material or workmanship caused by Vendor for one year from date of delivery, except that parts furnished on a repair and return, overhaul or unit exchange transaction shall carry such warranty for six months from date of delivery. The obligation of Vendor and Purchaser's sole and exclusive remedy hereunder shall be limited, at Vendor's option, to replacement or repair of any goods which are returned to Vendor's facility within the warranty period, transporation charges prepaid, and there determined by Vendor not to be as war- ranted; provided, however, should the goods be determined by Vendor to be so defective as to preclude the remedying of warranted defects by replacement or repair, Purchaser's sole and exclusive remedy shall be a refund of the purchase price, leas a reasonable charge for any utilization by Purchaser. Notwithstanding the foregoing, Vendor shall have no obligation hereunder if the goods or parts become defective in whole or in part as a result of removal, improper use, operation above capacities specified or misapplication thereof after delivery to Purchaser. Purchaser shall pay freight charges in connection with the return or replacement of the defective goods or parts. Parts and accessories made by other manufactures are warranted only to the extend of the original manufacturer's warranty to Vendor. EXCEPT AS SET FORTH HEREIN, AND EXCEPT AS TO TITLE, IT IS EXPRESSLY AGREED (A) THAT THERE IS NO IMPLIED WARRANTY OF MERCHANTABILITY, NOR OTHER WARRANTY. EXPRESS, IM- PLIED, OR STATUTORY, NOR ANY AFFIRMATION OF FACT, OR PROMISE BY THE VENDOR WITH REFERENCE TO THE GOODS, PARTS, SERVICES, OR OTHERWISE, WHICH EXTENDS BEYOND THE DESCRIPTION OF THE GOODS, PARTS, OR SERVICES SET FORTH HEREIN: AND IS) THAT PURCHASER ACKNOWLEDGES THAT IT IS PURCHASING THE GOODS, PARTS OF SERVICES SOLELY ON THE BASIS OF THE COMMITMENTS OF VENDOR EX- PRESSLY SET FORTH HEREIN. 6. Damegea. IN NO EVENT SHALL VENDOR SE LIABLE FOR SPECIAL CONSEQUENTIAL, OR INCIDENTAL DAMAGES INCLUDING, BUT NOT LIMITED TO LOSS OF ANTICIPATED PROFITS OR LOSS OF USE OF ANY EQUIPMENT, INSTALLATION, SYSTEM, OPERATION OR SERVICE INTO WHICH THE GOODS OR PARTS MAY BE PUT, OR THE SERVICES PERFORMED. THIS LIMITATION ON VENDOR'S LIABILITY SHALL APPLY TO ANY LIABILITY FOR DEFAULT UNDER OR IN CONNECTION WITH THE GOODS, PARTS OR SERVICES DELIVERED HEREUNDER, WHETHER BASED ON WARRANTY, FAILURE OF OR DELAY IN DELIVERY OR OTHERWISE. ANY ACTION FOR BREACH OF CONTRACT HEREUNDER MUST BE COMMENCED WITHIN ONE YEAR AFTER THE CAUSE OF ACTION HAS ACCRUED. 7. Payment. Payment terms are net 30 days from date of invoice. Unless otherwise prohibited by law, Purchaser agrees to pay in- terest on a~l past due invoices at a rate of 18 percent per annum or at the highest allowable rate according to the laws of the State of Ohio. 8. Patent Indemnity. Unless Purchaser furnished designs to Vendor, Vendor agrees to indemnify Purchaser against any claim that the goods sold infringe any United States or Canadian patent (except a patent on an article manufactured by the use of the goods), provided Purchaser notifies Vendor promptly in writing of any claim or suit, gives Vendor assistance and information and permits Vendor to assume full direction and control of any settlement, negotiation or suit. Vendor shall, at its option, either (a) procure for Purchaser the right to continue using the goods, (b) modify or replace the goods or (c) remove the goods and refund the purchase price. Purchaser's remedies for infringement are exclusively limited to this paragraph. 9. Controlling Tarma. In the event of conflict between these terms and conditions and those of any purchase order issued, these terms and conditions shall govern. 10. Mlacallanaoua. Vendor's goods and parts are highly engineered and constantly subject to engineering refinement and improvement. Of necessity, therefore, Vendor reserves the right to change the af- fected part numbers and prices at any time. 11. R®tum$. Any goods returned to Vendor will be subject to a restocking charge not to exceed 100 percent of the invoice price. ENERGY SERVICES GROUP Quotation Cf Dq-50148-80 from the Eastem Region the ~ parts and service supplier ~._ in the ': East Call us about Parts and Service for your equipment at 614 - 393 - 820O Professional Field Service · Trouble shooting · Maintenance supervision Contract Services · Maintenance contracts · Overhaul crews · Engine regrout and realignment Machine Shop Service · Compressor valve reconditioning · Power cylinder and liner rechroming · Compressor cylinder relining · Route truck service Turbocharger Overhaul and Repair Unit Exchange Program - QUOTATION - City of Roanoke Water Pollution Control Plant 1402 Bennington Street, S.E. Roanoke, Virginia 24014 Quotation No.: DQ-50148-80 Equipment Model: 40GDSX-12 Type: Serial No.: 21179 Location: January 21, 1988 Superior Roanoke, VA. Supervision, labor, expenses, tools and equipment for one (1) Service Representative and three (3) Mechanics working ten (10) hours per day, six (6) days per week, for sixteen (16) days. Minimum required parts to overhaul one (1) Model 40GDSX-12 Superior unit. (See attached) Freight: Estimated Total: $37,000.00 21,856.60 1,400.00 $60,256.60 Note: 1. 2. 3. 4. All field labor will be invoiced at actual time and expense. All overtime will be invoiced at one and one-half over eight (8) hours. Additional parts required will be invoiced at current list price less twenty percent {20%) This quotation does not include any factory labor for the reconditioning of cylinder heads, fuel pumps, injectors, or water pump. Per Mr. Berry Montgomery, this work will be accomplished by a local machine shop which Roanoke will have done. Factory labor to inspect and balance two {2) Model H-303 Elliott turbochargers at Energy Services Group's Tulsa Overhaul Facility would be invoiced at $9400.00, if required. ENERGY SERVICES GROUP CITY OF ROANOKE ROANOKE~ VIRGINIA OV£RNAUL PARTS - MINIMUM REQUIRED 40GDSX-12 SN: 21178-80 Qt~ DESCRIPTION PART NUMBER 7 Shell (M.B.) 019-910 7 Shell (M.B.) 019-911 2 Thrust Washer 005-241 12 Gasket Set 022-109 28 Shell (Camshaft) 003-775 12 Ring Set 030-414 12 Shell (Rod) 023-641 12 Shell (Rod) 023-642 12 Bushing (Int Vlv) 002-915 12 Bushing (Exh Vlv) 013-161 12 Bushing (Gas Vlv) 016-021 12 Seal 900-835-023 12 Bushing (Air St Vlv) 004-815 12 Sleeve (Air St Ch Vlv) H-5233-1 2 Gasket 003-774 I Gasket 003-481 i Gasket 003-482 1 Seal 002-422 UNIT NET $108.00 112.00 68.80 160.00 6.40 34.40 33.60 40.00 22.40 22.40 77.60 .40 26.40 40.00 4.80 2.80 2.40 360.00 EXTENDED NET $ 756.00 784.00 137.60 1,920.00 179.20 412.80 403.20 480.00 268.80 268.80 931.20 4.80 316.80 480.00 9.60 2.80 2.40 360.00 ENERGY SERVICES GROUP Qty DESCRIPTION i Belt I Belt I Seal i Gasket I Gasket 12 Gasket 4 Gasket 4 Gasket I Gasket 2 Gasket 3 Gasket I Gasket 2 Gasket 4 Gasket 6 Valve (Int) 3 Valve 6 Piston 6 Liner 6 Seat {Int Vlv} 6 Seat {Exh Vlv) 6 Valve (Exh) ENERGY SERVICES GROUP -2- PART NUMBER 027-291 027-292 002-420 003-102 003-085 003-244 004-133 004-134 003-057 O04-763 4A-2127 003-134 R-3841 4A-1190 029-556 002-938 030-716 024-420 012-224 002-391 002-389 UNIT NET 30.00 25.60 280.00 11.20 7.60 .80 7.20 7.20 12.00 8.10 21.60 12.80 3.20 4.40 632.00 52.00 752.00 600.00 120.00 46.50 88.00 TOTAL EXTENDED NET 30.00 25.60 280.00 11.20 7.60 9.60 28.80 28.80 12.00 16.20 64.80 12.80 6.40 17.60 3,792.00 156.00 4,512.00 3,600.00 720.00 279.00 528.00 $21,856.60 QTY 12 12 12 6 6 12 6 6 6 6 PART NUMBER 030-716 024-420 026-473 029-556 002-389 O12-224 OO2-391 CITY OF ROANOKE ROANOKE, VIRGINIA OVERHAUL PARTS 4OGDSX-I2 SN: 21178-80 DESCRIPTION HEADS (RECONDITIONED) $325.00 INJECTORS (RECONDITIONED) 60.00 INJECTION PUMPS 250.00 PISTONS 752.00 LINERS 600.00 FUEL LINE ASSEMBLY 116.48 INTAKE VALVES 632.00 EXHAUST VALVES 88.00 INTAKE VALVE SEAT 120.OO EXHAUST VALVE SEAT 46.50 UNIT NET TOTAL $3,900.OO 720.00 3,000.00 4,512.OO 3,600.00 1,397.76 3,792.00 528.O0 720.00 279.00 $22,448.76 March 9, 1988 File #60-468B Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 29022, amending and reor- daining certain sections of the 1987-88 Water Fund Appropriation Ordinance, providing for the transfer of $320,000.00 from Water Fund Retained Earnings, to Water Department, Account No. 002-056-8311-9003, Capital Outlay New Services, Hydrants and Lines, to provide funds for an over-expenditure and for new ser- vices, hydrants and lines through June 30, 1988, which Ordinance was adopted by the Council of the City of Roanoke at a regular ~neeting held on Monday, March 7, 1988. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manajer Mr. Kit B. Kiser, Director of Utilities and Operations Mr. M. Craig Stuss, Manager, Water Department Room 456 Municipal Building 215 C~urch Avenue, S.W. Roonoke, Virginia 24011 (703) 981-254'1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 7th day of March, ]988. No. 29022. AN ORDINANCE to amend and reordain certain sections of the 1987-88 Water Fund Appropriation Ordinance, 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 Fund Appropriation Ordinance be, and the same are hereby, amended and reordained, to read as follows, in part: APpropriations Capital Outlay New Services, Hydrants, Lines Retained Earnings Retained Earnings - Unrestricted (2) ............. $ (1) ................ (1 Appr. from Gen. Revenue Retained Earnings Unrestricted (002-056-8311-9003) (002-3336) $ 320,000 (320,000) BE IT FURTHER ORDAINED that, an emergency existing, Ordinance shall be in effect from its passage. ATTEST: 4,592,833 644,434 13,986,646 this City Clerk. Roanoke, Virginia March 7, 1988 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Water Fund Appropriation for New Services, Hydrants and Water Lines The attached staff report was considered by the Water Resources Committee at its ~eeting on February 22, 1988. The Committee recommends that Council authorize the appropriation of $320~000.00 from the Water Fund retained earnings to Water Department Account 002-056-8311-9003, Capital Outlay from Revenue ~ New Services, Hydrants, Lines. Respectfully submitted, liza§eth T. Bowles, Chairman Water Resources Committee ETB:KBK:afm Attachment CC: City Manager City Attorney Director of Finance Director of Utilities & Operations Manager, Water Department INTEl{DEPARTMENT COMMUNICATION DATE: TO: FROM: February 22, 1988 Mrs. Bowles a~d, Members, Water Mr. Herber~~ Resources Committee thru K. B. Kiser~'0,~b°~-~ · Subject: Water Fund Appropriation for New Services, Hydrants and Water Lines Background: City Council approved funds in the FY87-88 Budget in the amount of $324,434.00 for Water Fund Account 002-056-8311-9003, New Services Hydrants, Lines. This was an estimate of funds needed to cover the cost of installation of customer requested work such as domestic services, fire services, water lines under main extension agree- ments and Water Department required work on storm drain and highway projects. Majority of the work is reimbursed by customer fees. B. Revenue from Connection Charges and Customers Work through December 31, 1987 amounted to $145,508.60. II. Current Situation: mo December 31, 1987 Water Fund Account New Services~ Hydrants~ Lines shows expenditures of $385,830.41 and an encumbrance of $1,945.00 for an over-expenditure of $63,341.41. The over-expenditure has resulted from the current building boom with an increased require- ment for customer services related to the many commercial, indus- trial, residential developments and several storm drain and highway projects. Appropriation of $320,000.00 from Water Fund retained earnings is needed to cover the over-expenditure and to provide necessary funding for New Services, Hydrants, Lines 002-056-8311-9003 through June 30, 1988 based on best available estimate of the number of services required in three shopping centers, separate commercial developments, residential areas and water main extensions underway. III. Issues in order of priority are: A. Need. B. Fundins. C. Timing. Page 2 IV. Alternatives: Council authorize the appropriation of $320,000.00 from the Water Fund retained earnings to Water Department Account No. 002-056-8311-9003. 1. Need for the funding to cover required expansion of the water system will be met. 2. Funding is available in Water Fund retained earnings. 3. Timing of funds requirement through the current fiscal year will be met. Council not authorize the appropriation of $320,000.00 from the Water Fund retained earnings to Water Department Account No. 002-056-8311-9003. 1. Need for funding would not be met. 2. Funding source would not matter. 3. Timing of funds requirement through the current fiscal year would not be met and installation of services would have to be delayed. Recommendation: Implement Alternative "A" by appropriating $320,000.00 from Water Fund retained earnings to Water Department Account No. 002-056-8311-9003 - Capital Outlay From Revenue - New Services, Hydrants, Lines. KBK:MCS:je cc: City Attorney Director of Finance Office of the City Clerk March 9, 1988 File #142-169 Mr. Dan D. Oyler Chapter Chairman American Red Cross 352 Church Avenue, S. W. Roanoke, Virginia 24016 Dear Mr. Oyler: I am enclosing copy of Ordinance No. 28998, granting to the American Red Cross, Roanoke Valley Chapter, a revocable permit to mount certain flags on street lighting poles in the Central Business District of the City, which Ordinance was adopted by the Council of the City of Roanoke on first reading on Monday, February 22, 1988, also adopted by the Council on second reading on Monday, March 7, 1988, and will take effect ten days following the date of its second readi'ngo Please sign and return three copies of the Ordinance to the City Clerk's Office, Room 456, Municipal Building, Roanoke, Virginia 24011 by Fridayi March 18, 1988. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: Mr. Mr. W. Robert Herbert, Joel M. Schlanger, Mr. William F. Mr. William Mo Mr. Ronald Administrator Mr. George C. Public Safety City Manager Director of Finance Clark, Director of Public Works Mullins, Superintendent, Signals and Alarms B. Miller, Building Cor~issioner/Zoning Snead, Jr., Director of Administration and Room 456 Municipal Building 215 (hurch Aven,..~, $.W. Roa~, Vlrglnio 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 7th day of March, ]988. No. 28998. VIRGINIA, I} 8A AN ORDINANCE granting to the American Red Cross, Roanoke Valley Chapter, a revocable permit to mount certain flags on street lighting poles in the Central Business District of the City, upon certain terms and conditions. WHEREAS, (Permittee) has requested that Council mount certain flags on certain street Central Business District of the City, the American Red Cross, Roanoke Valley Chapter, authorize the Permittee lighting poles in the Permittee's tO request being Oyler, Chap- more particularly set forth in the letter of Dan D. ter Chairman, dated February 4, 1988; and WHEREAS, Council is desirous of granting the request of the Permittee pursuant to certain terms and conditions. THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke as follows: 1. Permission is hereby granted the Permittee to mount cer- tain flags on street lighting poles in the Central Business District of the City, the Permittee's request being more par- ticularly described in the letter dated February 4, 1988, from Dan D. Oyler, Chapter Chairman, Roanoke Valley Chapter, American Red Cross, a copy of which is on file in the Office of the City Clerk. 2. The permit granted by this ordinance shall be revocable at the pleasure of the City of Roanoke. 3. Any and all costs in connection with the granting of this permit shall be borne by the Permittee. 4. The Permittee shall, and by execution of this ordinance, does agree to indemnify and save harmless the City, its officers, agents and employees from any and all claims, legal actions, and judgments advanced against the City and for expenses the City may incur in this regard, arising out of the Permittee's intentional acts or negligent acts or omissions with respect to the rights or privileges granted hereby. 5. Permittee shall provide the Director of Public Works with a certificate of insurance naming the City of Roanoke as an additional insured, providing general public liability insurance in the amount of at least $100,000 for bodily injury, $300,000 per accident, and $50,000 property damage. 6. Permittee shall give notice to the City's Director of Public Works prior to entry onto City property or City facilities for installation or mounting of the flags. 7. The permit granted by this Ordinance shall expire, by its own terms, without notice, at midnight on March 14, 1988. 8. This ordinance shall be in full force and effect at such time after its effective date as a copy, duly signed, sealed, attested and acknowledged by an appropriate official on behalf of the Roanoke Valley Chapter of the American Red Cross, has been filed in the Office of the City Clerk. ATTEST: City Clerk. - 2 - ACCEPTED AND ATTEST: EXECUTED by , 1988. the undersigned this day of ROANOKE VALLEY CHAPTER, AMERICAN RED CROSS Title By Title Roanoke, Virginia February 22, 1988 Honorable Noel C. Taylor, Mayor and Members of City Council Roanoke, Virginia Dear Members of Council: SUBJECT: American Red Cross - Permit Agreement I. Background: During March 1987, City Council granted permission to the Roanoke Valley Chapter, American Red Cross, to hang flags from street lighting poles in the central business district. This was in recognition of Red Cross Month, to honor the thousands of volunteers who help their community through service in this organization. II. Current Situation: By letter dated February 4, 1988, Mr. Dan D. Oyler, Chairman of the Roanoke Valley Chapter of the American Red Cross, has again requested permission to fly the 3 foot by 5 foot American Red Cross flags from street light poles in the central business district. III. Issues: A. Authority for Approval. B. Permit Requirements. IV. Alternatives: City Council grant the Roanoke Valley Chapter, American Red Cross, permission to hang flags from street lighting poles in the central business district. 1. Authority for approval or denial is solely City Council's. Permit requirements are basically the same as last year with one additional requirement. To provide further protection to the City, the Roanoke Valley Chapter, American Red Cross, has agreed to obtain public liability insurance, as recommended by the City's Risk Management Officer. The City will be named as an additional insured on the policy. City Council deny the request of the Roanoke Valley Chapter, American Red Cross. 1. Authority for approval or denial is solely City Council's. 2. Permit requirements would not be an issue. Mayor and Members of Council Page 2 Recommendation: It is recommended that City Council approve the appropriate measure, as prepared by the City Attorney, granting permission to the American Red Cross to display flags in the central business district from February 29, 1988, thru March 14, 1988. Respectfully submitted, W. Robert Herbert City Manager WFC:pr Attachment pc: Mr. Dan D. Oyler, Chapter Chairman, American Red Cross, 352 Church Avenue, SW, Roanoke, VA 24016 Mr. William F. Clark, Director of Public Works Mr. George C. Snead, Director of Administration & Public Safety Mr. William M. Mullins, Manager, Signals & Alarms Mr. Ronald H. Miller, Building Commissioner American Red Cross Office Roanoke Valley Chapter Blood Services, Appalachian Region 352 Church Avenue, S.W. Roanoke, Virginia 24016 (703) 985-3535 February 4, 1988 Dear Bob, As in the past, the month of March has been declared American Red Cross Month by the President of the United States. This traditional declaration honors the many thousands of volunteers across America who provide community service through their local Red Cross chapters. Here in Roanoke, we have a tradition of our own, that of flying the Red Cross flags throughout the downtown area. This event helps create public awareness of our programs and services, as well as honoring our local volunteers. We continue to offer health and safety instruction, provide disaster relief, serve military veterans and their families, and make sure the community has a safe and adequate blood supply. We are again asking the City of Roanoke to help us honor our volunteers, by allowing us to fly our 3' x 5' flags in the downtown area. It is our desire to mount the flags on the evening of February 29th, and to keep them on display for a two-week period. The streets we have used in the past included Campbell, Church and Jefferson and the Market Square. As before, all costs and labor in this project will be the responsibility of the Roanoke Valley Chapter. Thank you for your consideration in this matter. I look forward to hearing from you soon. Sincerely, Dan D. Oyler Chapter Chairman cc: Dr. Noel Taylor Mr. W. Robert Herbert City Manager City of Roanoke 215 Chumh Avenue, S.W. Roanoke, VA 24011 Partner In Fund Raising