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HomeMy WebLinkAboutCouncil Actions 11-16-87~8870 REGULAR WEEKLY SESSION ...... ROANOKE CITY COUNCIL November 16, 1987 2:00 p.m. AGENDA FOR THE COUNCIL Call to Order -- Roil Call· hP.t pr~e~. The invocation will be delivered by the Reverend S. T. Stone, Pastor, Christian Fellowship Church. PreenS. The Pledge of Allegiance to the Flag of the United States of America will be led by Mayor Noel C. Taylor· C-1 C-2 C-3 CONSENT AGENDA (At, proved 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, November 9, 1987. RECOMMENDED ACTION: Dispense with the reading thereof and approve as recorded. A communication from Alton B. Prillaman, Secretary, Roanoke City Electoral Board, transmitting certified copies of the abstract of votes cast in the General and Special Election held in the City of Roanoke on November 3, 1987. RECOMMENDED ACTION: Receive and file. A communication from Mayor Noel C. Taylor requesting an Executive Session to discuss personnel matters relating to vacancies on various authorities, boards, commissions and com- mittees appointed by Council, pursuant to Section 2·1-344 (a) (1), 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) (1), Code of Virginia (1950), as amended. (1) REGULAR AGENDA Hearing of Citizens Upon Public Matters: None. Petitions and Co,v,lunications: a· A communication from Mayor Noel C. Taylor suggesting that the regular meeting of Council scheduled for Monday, December 14, 1987, be cancelled, and that all public hearings be held on Monday, December 7, at 2:00 p.m. Adopted R~olution No. 28870 changing the t~me for Coun~i~meet~ng to be Reports of Officers: 7:30 p.m. and the date to December 7, 1987. (7-0) a. City Manager: Briefings: None. Items Reconvnended for Action: 1. A report recommending acceptance of an Emergency Shelter Grants Program Entitlement, in the amount of $26,000.00, from the U. S. Department of Housing and Urban Development, and appropriation of funds therefor. Adopted 0rdinance No. 28871 and Resolution No. 28872. (7-0) 2. A report recorrgnending authorization to execute Change Order No. 2 to the contract with S. C. Rossi and Company, Inc., for storm drain relocation at the Exxon Roanoke Terminal, Hollins Road and Rhodes Avenue, N. E., and appropriation of funds therefor. Adopted Ordinance No. 28873 and Ordinance No. 28874. (7-0) 3. A report concurring in a report of the Bid Corrgnittee recoramending acceptance of the bid submitted by N. B. Barber Company to supply a Fire Alarm Decoder, Display and Transmitter System, in the total amount of $32,217.50, and appropriation of funds therefor. Adopted Ordinance Nc. 28875 and Ordinance No. 28876. (7-0) Reports of Committees: Unfinished Business: A report of the committee appointed to tabulate bids received for the Norwood Street Sanitary Sewer Replacement Project, recommending award of a contract to E. C. Pace Company, Inc., in the amount of $136,933.40, and appropriation of funds therefor· Robert A. Garland, Chairman. Adopted 0rdinance No. 28877 and 0rdinance No. 28878. (7-0) None· Introduction and Consideration of Ordinances and Resolutions: None. Motions and Miscellaneous Business: (2) 10. inquiries and/or comments by the Mayor and members of City Counc i l. Vacancies on various authorities, boards, commissions and corrgnittees appointed by Council· Other Hearings of Citizens: (3) 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 City Cle~ November 18, 1987 File #40-53-217 Mr. Alton B. Prillaman, Secretary Roanoke City Electoral Board 2803 Stephenson Avenue, S. W. Roanoke, Virginia 24014 Dear Mr. Prillaman: A communication from the Roanoke City Electoral Board transmitting certified copies of the abstracts of votes cast in the General and Special Election held in the City of Roanoke on November 3, 1987, was before the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. On motion, duly seconded and unanimously adopted, the munication was received and filed. Sincerely, Mary F. Parker, CMC City Clerk com- MFP:ra Room 456 Municil~al Building 215 G~urch A~,~nue, S.W. Roanoke, Virginia 24011 (703) 981-2541 EI,ECTORAL BOARD MELBA C. PIRKEY, Chairman CHARLES T. GREEN, Vice Chairman ALTON 8. PRII.LA#AN, Secretary November 5, 1987 Mrs. Mary F. Parker City Clerk Municipal Building Roanoke, Virginia 24011 Dear Mrs. Parker: Pursuant to Section 24.1-150 of the Code of Virginia and paragraph 7 of Ordinance No. 28761 relating to the bond referendum, attached are certified copies of the abstract of votes cast in the General and Special Election held in the City of Roanoke on November 3, 1987. Yours very truly, Alton B. Prillaman, Secretary Roanoke City Electoral Board CC: W. Robert Herbert, City Manager Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance ABSTRACT OF VOTES cast in the C~n~,.~/City of Roanoke , Virginia, ar the General Election held the first Tuesday after the first Monday in November, 19 87 : for MEMBER OF THE SENATE OF VIRGINIA 2] st DISTRICT Names of Candidates William H. "Ham" Flannaqan J. Granqer Macfarlane Noel Taylor Connie Worthington John L. Hess Total Votes Received (In Figures) 8,662 15,883 1 1 We, the undersigned Electoral Board, up, on examination of the official records deposited with the Clerk of the Circuit Court of the election held on November ~ , 19 87 , do hereby certify that the above is a true and correct Abstract of Votes cast at said election for Member of the Senate of Virginia. Given under our hands this fi fth day of November, 19.87 Chairman Vice Chairman Secretary Secretary, Electoral Board ~c~STRACT OF VOTES cast in the ~onnry / City of Roanoke ar the General Election held the first Tuesday after the first Monday in November, 1~7 , for ., Virginia, MEMBER OF THE HOUSE OF DELEGATES ] 6 t h DISTRICT Clifton A. Nam~ of Candidates "Chip" Wogdrum 10,919 We, the undersigned Electoral Board, upon examination of the official recorc~ deposited with the Clerk of the Circuit Court of the election held on November 3 ., 1987 , do hereby certify that the above is a true and correct Abstract of Votes cast at said election for Member of the House of Delegates. Given under our hands this A copy teste: BOARD fifth day of November, 19 87 . Chairman Vice Chairman Secretary Secretary, Electoral Board A'bSTRACT OF VOTES cast in the Csun~ /City of Roanoke at the General Election held the first Tuesday after the first Monday in November, 19~7 , for , Virginia, MEMBER OF THE HOUSE OF DEILEGATES 17 t h DISTRIC~r Names of Candidates A. Victor "Vic" Thomas 9,547 Total Votes Received (In Figures} We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 3 ., 19 f~7 , do hereby certify that the above is a true and correct Abstract of Votes cast at sam election for Member of the House of Delegates. Given under our hands this fi fth A copy teste: day of November, 19 87 . / Chairman Vice Chairman Secretary Secretary, Electoral Board ABSTRA CT OF VOTES cast in the ¢~n~.~/City of. Roanoke at tt, e General election hem on November 3 · 19 87 FOR Patsy Testerman Rosa W. Miller ~LERK OF COURT Names of Candidates Total Votes Received (In 20,413 · Virginia, We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election on November 3 , 19 87 , do hereby certify that the above is a true and correct Abstract of Votes cast at said election and do therefore determine and declare that the following receiv- ed the greatest number of votes cast in said election: Patsy Testerman for the office of Clerk of Court Given under our hands this fifth day of November ,19 87 Chairman Vice Chairman Secretary, Electoral Board ABSTRACT OF VOTES cast in the C~-ts,/City of Roangk¢ ~ Virginia, at the Special Election held on November 3, 1987 for STATE-OPERATED LOTTERY QUESTION: Shall the 1987 Act of the General Assembly which establishas a state-operated lottery become effective in Virginia? Total Votea Received YES 11,823 NO 12,366 We, the undersigned Electoral Board, upon examination of the official records depns- ired in the office of the Clerk of the Circuit Court of the election held on November 3, 1987, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for and against the establishment of a state-operated lottery. Given under our hands this fifth day of November, 1987. Chairman Vice Chairman ~,~ ~ _ Secretary A copy teste: Secretary, Electoral Board AR, qTRA CT OF VOTES cast in the Gounty /City of at the special election held on November 3 Roanoke , Virgt~/a, · 19 87 , on the following question orproposition: BOND ELECTION QUESTION: .Shall Ordinance No. 28760, adopted by the Council of the City of Roanoke on August 10, 1987, entitled: "AN ORDINANCE authorizing the issuance of Ten Million Dollars ($10,000,000) principal amount of general obligation bonds of the City of Roanoke, Virginia, for the purpose of providing funds to defray the cost to the City of Roanoke of needed permanent public improvements, including acquisitions, construction, additions, betterments, extensions and improvements of and to public schools, the system of storm drains, public sidewalks, curbing, streets, highways and bridges, and parks and other recreational purposes, and acquisition of real property for the foregoing; and providing for an emergency.", be approved? Total Votes Received FOR (Yes) 16,999 5,350 AGAINST (No) We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election on November 3 ., 19 87 , do hereby certify that the above is a true and correct Abstract of Votes cast at said election for and against the question or proposition set forth above. Given under our hands this A copy teste: fifth day of November , 19 87 . Chairman Vice Chairman Secretary Secretary, Electoral Board C~ce of ~e Mc~or November 16, 1987 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. Sincerely, Noel C. TaylS,~r Mayor NCT:se Room 452 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 2401 t (703) 98t-2444 O~,ce c~ ~ne Q~ Qen~ November 18, 1987 File #132 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: I am attaching copy of Resolution No. 28870, cancelling the regu- lar meeting of the Roanoke City Council scheduled for Monday, December 14, 1987, and rescheduling the time for the regular meeting of Council to be held on Monday, December 7, 1987, from 2:00 p.m. to 7:30 p.m., which Resolution was adopted by the Council of the City of Roanoke at a regular meeting Monday, November 16, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk held on MFP: ra pc: The Mr. Mr. Mr. Honorable Mayor and Members of Roanoke City Council Earl B. Reynolds, Jr., Assistant City Manager Wilburn C. Dibling, Jr., City Attorney Joel M. Schlanger, Director of Finance Mr. Von W. Moody, III, Director of Real Estate Valuation Mr. William L. Brogan, ~nicipal Auditor Mr. William F. Clark, Director of Public Works Mr. Kit B. Kiser, Director of Utilities and Operations Mr. James D. Ritchie, Director of Human Resources Mr. George C. Snead, Jr., Director of Administration Public Safety and Room456 MunlclpalBuildlng 215C~urchAv,~nue, S.W. Roonoke, Vlrg~nlo24011 (703)98"1-254'1 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe ]6th day of November, ]987. No. 28870. A RESOLUTION cancelling the regular meeting of the Roanoke City Council scheduled for Monday, December 14, 1987, and rescheduling the time for the regular meeting of Council to be held on Monday, December 7, 1987, from 2:00 p.m. to 7:30 p.m. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. The regularly scheduled City Council meeting for Monday, December 14, 1987, is cancelled due to the anticipated presence of three or more of the members of Council at meetings of the National League of Cities being held on the same date. 2. The time of the regularly scheduled City Council meeting to be held on Monday, December 7, 1987, shall be changed from 2:00 p.m. to 7:30 p.m., such meeting to be held in the Council Chambers, 215 Church Avenue, S.W., in this City. 3. Public hearings ordinarily held at the second Council meeting of each month shall for the month of December only be rescheduled to the first Monday meeting at 7:30 p.m. on December 7, 1987. 4. The City Clerk is directed to provide appropriate notice to the media and members of the public of the cancellation of the December 14, 1987, meeting, the rescheduling of public hearings which ordinarily would be held at this meeting and the change in time for the regular meeting to be held on December 7, 1987. ATTEST: City Clerk. O~ce o~ ~ Mc~or November 16, 1987 The Honorable Vice-Mayor and Members of Roanoke City Council Roanoke, Virginia Dear Mrs. Bowles and Gentlemen: Inasmuch as several members of Council will be in attendance at the National League of Cities on December 12-16, 1987, I would like to suggest that the regular meeting of Council scheduled for Monday, December 14, 1987, at 7:30 p.m., be cancelled. I would further suggest that all public hearings will be held on Monday, December 7 at 2:00 p.m. Your concurrence in the above suggestions will be appreciated. Sincerely, Mayor NCT:ra Room 452 Municipal Building 215 Church Avenue, 5.W. Roanoke, '~rginla 24011 (703) 981-2444 November 18, 1987 File #236-?2 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. Herbert: [ am attaching copy of Resolution No. 28872, accepting a certain Emergency Shelter Grant Program funds (ESGP) offer made to the City by the United States Department of Housing and Urban Development, in the amount of $26,000.00, to provide funds for certain improvements to facilities and enhancement of services to the Roanoke area homeless population, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Enco pc: The Reverend Clay H. Turner, Chairman, Homeless Task Force, P. 0. Box 257, Roanoke, Virginia 24002 Mr. Wilburn Co Dibling, Jr., City Attorney Mr. James D. Ritchie, Director of Human Resources Ms. Marie T. Pontius, Grants Monitoring Administrator Ro0~456 MuniclpalBuilding 215 Church Ave~ue, S.W. Roanoi~,Vlrg~nla24011 (703)981-2541 November 18, 1987 File #236-72 Mr. G. William Thomas, Jr. Manager, Richmond Field Office U. S. Department of Housing and Urban Development Richmond Office, Region III 701 East Franklin Street Richmond, Virginia 23219-2591 Dear Mr. Thomas: I am enclosing copy of Resolution No. 25872, accepting a certain Emergency Shelter Grant Program funds (ESGP) offer made to the City by the United States Department of Housing and Urban Development, in the amount of $26,000.00, to provide funds for certain improvements to facilities and enhancement of services to the Roanoke area homeless population, which Resolution was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Eric. Room456 MuniclpalBuilding 2150'~urchAve~ue,$.W.l~anoke, Vlrg~24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The 16th day of November, 1987. No. 28872. VIRGINIA, A RESOLUTION accepting a certain Emergency Shelter Grant Program funds (ESGP) offer made to the City by the United States Department of Housing and Urban Development under Subpart B of Title IV of Public Law 100-77; and authorizing execution of the City's acceptance of the aforesaid grant offer on behalf of the City of Roanoke and the agreement, on behalf of the City, to comply with the terms and conditions and requirements of said Department pertaining thereto. BE IT RESOLVED by the Council of the City of Roanoke as follows: 1. That the City of Roanoke does hereby accept the offer made to said City by the United States of America, Department of Housing and Urban Development, under date of October 23, 1987, of a grant of Federal funds under Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act of 1987 (Public Law 100-77), amounting to $26,000.00 in funding certain improvements to facilities and enhancement of services to the Roanoke area homeless population as set out and described in the City's appli- cation for said funding made as Grant No. S-87-MC-51-5005 by said Department, upon all of the terms, provisions and conditions therein set out, a copy of the aforesaid offer to which is attached the Grant Agreement and HUD funding approval forms, and the terms, provisions and conditions, upon which said grant is made being on file in the Office of the City Clerk and being expressly incorporated herein by reference. 2. The City Manager, or Assistant City Manager, be and is authorized and directed to execute, for and on behalf of the City, written acceptance of the City on the proper forms, thereby agreeing on behalf of the City, to comply with the terms and con- ditions of the aforesaid Grant Agreement, applicable law and regulations and all requirements of HUD, now or hereafter in effect, pertaining to the assistance provided. 3. That upon execution of the City's acceptance of said offer and execution of agreement to the terms and conditions incorporated therein, the original and one copy of the aforesaid document be forthwith forwarded to the Richmond Area Office of the Department of Housing and Urban Development, together with attested copies of this resolution, and one executed copy to be retained by the City Clerk, for the City. ATTEST: City Clerk. November 18, IQ87 File #60-236-72 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28871, amending and reor- daining certain sections of the 1987-88 Grant Fund Appropriation Ordinance, providing for the appropriation of $26,000.00 in con- nection with an Emergency Shelter Grant Program Entitlement from the United States Department of Housing and Urban Development, in order to fund certain improvements to facilities and enhancement of services to the Roanoke area homeless population, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Enc. pc: Mr. W. Robert Herbert, City Manager Mr. James D. Ritchie, Director of Human Resources Ms. Marie T. Pontius, Grants Monitoring Administrator Room 456 Municipal Building 215 Church Av~'~ue, S.W. Roanoke, Virginia 24011 (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of November, 1987. No. 28871. AN ORDINANCE to amend and reordain certain sections of the 1987-88 Grant 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 Grant Fund Appro- priations Ordinance be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Health and Welfare $ Emergency Shelter Grant Program (1-3) ............ Revenue Health and Welfare $ Emergency Shelter Grant Program (4) .............. 118,133 26,000 118,133 26,000 (1) Personal Services (2) Oper. Expenditures (3) Capital Outlay (4) Fed. Grant Revenue (035-054-8830-1170) $ 3,900 (035-054-8830-2210) 2,100 (035-054-8830-9000) 20,000 (035-035-1234-7029) 26,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia November 16, 1987 Honorable Noel C. Taylor, Mayor, and City Council Roanoke, Virginia Dear Members of Council: SUBJECT: E~KGENCY SHELTER GRANTS PROGRAM ENTITLEMENT I. BACKGROUND ae An Emergency Shelter Grants Program entitlement of $26,000 has been awarded to the City of Roanoke by the Department of Housing and Urban Development. Be These funds, allocated under the Stewart B. McKinney Homeless Assistance Act, must be--~sed to provide services to the homeless. Ce The City of Roanoke is one of eight the State of Virginia designated to entitlement. localities in receive such an II. CURRENT SITUATION ae Need for additional shelter and services for the area's homeless was documented by the study, No Place To Call Home. The City Manager has appointed a Homelessness Study Committee to continue efforts tm monitor the pro- gress in implementing the study's recommendations. Ail local shelter providers have indicated a need to improve facilities and/or expand service~ to this population. The City's Emergency Shelter Grants Program entitlement will provide additional resources for local shelter providers serving the needs of the homeless. Ee The City will invite applications from local shelter providers to ensure the most cost bene- ficial use of these funds. Eligible uses will in- clude: 1. Renovation, major rehabilitation, or conversion of buildings for use as emergency shelters for 2 the homeless. 2. Provision of essential services, including (but not limited to) services concerned with employ- ment, health, substance abuse, education or food. 3. Payment of maintenance, operation (including rent, but excluding staff), insurance, utilities and furnishings. Homelessness study committee will review local proposals and advise the City Manager which pro- jects to recommend to City Council. III. ISSUES Impact on Services in the City. Funding. Timing. IV. ALTERNATIVES Authorize the City Manager to accept the Emergency Shelter Grants Program entitlement of $26,000 from the U.S. Department of Housing and Urban Develop- ment and appropriate funds and establish revenue estimate for accounts to be established by the Director of Finance in the Grant Fund. Impact on Services in the City would be posi- tive, through the provision of additional funds for the improvement of the facilities and services available to the area's home- less population. Funding would not be an issue since no addi- tional City funds are required. Timing is important in order to assure that entitlement funds are not recovered and re- allocated by the Department of Housing and Ur- ban Development. Funds must be obligated with- in 180 days of grant award. B. Do not authorize the City Manager to accept the 3 Emergency Shelter Grants Program entitlement. Impact on services in the City could be nega- tive if plans to improve and/or expand shel- ter services are delayed. Funding would not be an issue. However, a valuable source of funds to the community would be lost. 3. Timing would not be an issue. Ve RECOMMENDATION 1.It is recommended that City Council authorize the City Manager to execute the necessary documents accepting the Emergency Shelter Grants Program Entitlement. 2.Establish revenue estimate from Emergency Shelter Grants Program for $26,000 and establish appropria- tion accounts as follows: A. Personal Services $ 3,900 B. Operating Expenditures 2,100 C. Capital Outlay 20,000 TOTAL $ 26,000 Respectfully Submitted, City Manager WRH/vlp CC: City Attorney Director of Finance Director of Human Resources Grants Monitoring Administrator U.S. Deparlment of Housing and Urban Development Richmond Office, Region III 701 East Franklin Street Richmond, Virginia 23219-2591 October 23, 1987 Mr. W. Robert Herbert City Manager P.O. Box 12:20 Roanoke, VA :24011 Dear M~l'rt ~ I am pleased to approve your application for Emergency Shelter Grant Program (ESGP) funds in the amount of $26,000. I am sure you appreciate the need for prompt action in using these funds to assist homeless persons. I would like to bring to your attention a critical deadline that is set forth in the program regulations. Section 575.37(b) requires that all of your ESGP grant amounts be obligated by 180 days after the date of this letter. Any grant amount that is not obligated by then may be recovered and reallocated for use in accordance with Section 575.41 of the regulations. This deadline represents a maximum time period. I am sure that you will make every effort to obligate all of your funds as soon as possible within this period. Realizing the urgent need for shelter for the homeless, we have accelerated our processing of grant requests under this program. Again, we encourage you and/or your subrecipients to establish similar tight performance schedules to complete the projects and actually house the homeless in an expeditious manner. Enclosed ore the Grant Agreement and Funding Approval forms (three copies), which, together with your approved application, the regulations at 24 CFR Part 575, and the Notice of the 1987 Emergency Shelter Grant Program, constitute the contract between the Ua S. Department of Housing and Urban Development (HUD) and the City of Roanoke. You should particularly note any special conditions included in Item 8 of the Funding Approval Form. Further, your attention is directed to Enclosure I to this letter which contains contractual provisions which must be included in the City's agreement with the Salvation Army, if selected as a subrecipient. The payments of funds under this program will be through the same Letter of Credit currently used to make payments under your Community Development Block Grant Program. In order to amend your Letter of Credit to include the Emergency Shelter Grants Program funds, it will be necessary for you to execute and return two copies (with original signatures) of the Grant Agreement. In addition, if there is a need to delete or add signatures of individuals authorized to draw on the amended Letter of Credit, or if there is a change in the depositary, the following document(s) must be completed and returned with the executed Grant Agreements: 2 Standard Form 1194, Authorized Signature Card for Payment Vouchers on Letter of Credit (the SF-1194 must not have corrections of any kind)~ Form HUD-27~ (Designation of Depositary for Direct Deposit of Loan and/or Grant Funds). Upon receipt of the executed Grant Agreement (two copies) and other forms required to establish or amend your Letter of Credit, HUD will transmit to you a copy of the Letter of Credit, which will include your Emergency Shelter Grants Program funds and indicate when drawdowns may commence. The grant number which appears in block number 2 of the Funding Approval Form must be used when requesting payments for this program. Requests for payment may include a working capital advance for 30 days' cash needs or an advance of $5,000, whichever is greater. However, any working capital advance must be based on a realistic, firm estimate of the amounts required to be disbursed over the 30-day period in payment of eligible activity costs. You are reminded that in accordance with Section 575.65, the City must submit an interim performance report to HUD not later than 30 days after the end of the 180-day period allowed for the obligation of grant amounts~ or 30 days after the date when all grant amounts are obligated (plus extension time), whichever comes first. A copy of the report form (SF-269) with instructions (and samples of completed forms) are enclosed. An annual performance report will also be required. If I can be of further assistance to you~ please call me. Should your staff have any questions or need assistance in order to expeditiously use these funds to assist homeless persons, please contact Ms. Alwyn Jennings of this Office at(804) 771-2853. Very sincerely y,ou~ G. William Thomas, Jr. Manager Richmond Field Office Enclosures ENCLOSURE I EMERGENCY SHELTER GRANTS PROGRAM (ESGP) Contractual Provisions for Inclusion in ESGP Agreements Between Grantees or State Recipients and Primarily Religious Organizations for the Provision of Essential Services and Payment for Operational Costs (§§575.21(a)(2) and (3)). In addition to, and no~ in substitution for, other provisions of this agreement regarding the provision of essential services and/or the payment of operational costs for emergency shelters pursuant to the Emergency Shelter Grants Program, the Provider: represents that it is, or may be deemed to be, a religious or denominational institution or organization o~ an organization operated for religious purposes which is supervised or controlled by or in connection with a religious or denominational institution or organization; and agrees that, in connection with such essential services and operational costs: it will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on the basis of religion; it will not discriminate against any persons seeking emergency shelter and related services on the basis of religion and will not limit such services or give preference to persons on the basis of religion~ Ce it will provide no religious instruction or counselling, conduct no religious worship or services, engage in no religious proselytizing, and exert no other religious influence in the provision of services or the use of facilities or furnishings assisted in any way under this agreement; and de the portion of the facility used as an emergency shelter assisted in whole or in part under this agreement or in which services are provided which are assisted under this agreement shall contain no sectarian or religious symbols or decorations. GRANT AGREEMENT - LOCAL GOVERNMENT GRANTEE EMERGENCY SHELTER GRANTS PROGRAM This Grant Agreement is made by and between the United States Department of Housing and Urban Development (HUD) and Roanoke~ Virginia, the Grantee. The grant, which is the subject of this Agreement, is authorized by Subpart B of Title IV of the Stewart B. McKinney Homeless Assistance Act, Pub. L. 100-77~ approved July 22~ 1987 (the "Act"). The grant is also subject to HUD's regulations at 2~ CFR Part 575, as now in effecK and as may be amended from time to time, and the Notice on the 1987 Emergency Shelter Grants Program. Both the regulations and the Notice are incorporated as part of this Agreement. Also incorporated as part of this Agreement are the application and the certifications described in the Act and at ~4 CFR Section S75.33(b), which must be transmitted to the Secretary pursuant to Section S24 of the Act. In reliance upon the application and certifications~ the Secretary agrees~ upon execution of the Grant Agreement~ to provide the Grantee grant funds in the amour~,¢ provided in the enclosed HUD Funding Approval Form, which constitutes a part of this Agreement. The grant is made subject to any special conditions Jn the Funding Approval Form. The Grantee agrees that failure to obligate grant funds by the 180th day following the grant award by HUD (or such later date as HUD may approve) will result in such funds being deemed "unused", and in their becoming available for reallocation by HUD without further notice to the Grantee, in accordance with the regulation appearing at 2~ CFR Section 575.41(d). .The Grantee further agrees to comply with all applicable laws and regulations in using funds provided under this Grant Agreement and to accept responsibility for ensuring compliance by subrecipient entities to which it makes funding assistance hereunder available. This Grant Agreement is hereby executed by the Parties on the dates set forth below their respective signatures, as follows; UNITED STATE O~' A/~ICA / Sec r~Y ~ fo H~n~ll~ U r b~ eve I opm en t Z-(Sight-e} Z /~anager, ~i~mond OftJce (Date) (Grantee) (Signature) City Manager (Title) (Date) AT'I~C'~4ENT 11 City of Roanoke U.S. D[PARTM£NT Of HOUSINn AN0 URBAN DruE~DF,,CN~ £MER§£NCY SHELTER GRRNT5 PRO~.RRM o~ %986 (Pub%%= Lev ~9-500) City of Roanoke 215 Church Avenue, S. W. Roanoke, Virginia 24011 E. OR~NT ~U~BER S-87-MC-51-5005 4. DATE of APPLICATtON October 8, 1987 $. DATE APPLICATION RECD BY HU October 15, 1987 &. FUNDINO APPROVAL 0 Amendment NO f~MOUNT OF EM£RO£NCY SMELTER ORRNTS PROORAM FUNDS ~PPROUED i. Mount of ESOP Fundl Currentlu BilerVld for thil Applicant ........... · 26t000 b. Mount of ESOP Funds No~ Being Approved for thie ~pp%icent ........... · 26~000 c. AMOunt of Rele~vetian to bm Cencelled CLLne ?i lin~l ?b) .............. S - 0 - SPECIAL CONDITIONS (Ch~ck eppiice~.ie box) ii. DATE APPLiCAnT NOTIFI%D FUNDINO HAS SEEN AUTHORIZED: M~e~er, Richmond Offic~ ~4te HUD ACCOUNTING USE ONLY November 18, 1987 File #27 Mr. W. Robert Herbert City Manager Roanoke, Virginia Dear Mr. He.bert: I am attaching copy of Ordinance No. 28874, approving the issuance of Change Order No. 2 to the City's contract with S. C. Rossi and Company, Inc., for the relocation of the City's storm drain at Hollins Road and Rhodes Avenue, No E., which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, Nover~ber 16, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP: ra E~C o pc: S. C. Rossi & Company, Inc., 1410 16th Street, Roanoke, Virginia 24014 Mr. Wilburn C. Dibling, Jr., City Attorney Mr. William F. Clark, Director of Public Works Mr. Charles M. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Kit B. Kise., Director of Utilities and Operations Room456 MuniclpolBullding 215 Church Ave~ue, S.W. Roono4e, Vlrglnla24011 (703)981-254t IN TRE COUNCIL OF THE CITY OF ROANOKE, The 16th day of November, 1987. No. 28874. VIRGINIA, AN ORDINANCE approving the City Manager's issuance of Change Order No. 2 to the City's contract with S. C. Rossi and Company, Inc., for the relocation of the City's storm drain at Rollins Road and Rhodes Avenue, N.E.; and providing for an emergency. BE IT ORDAINED by the Council of the City of Roanoke that: 1. The City Manager or Assistant City l/anager is authorized and empowered to issue, for and on behalf of the City, upon form approved by the City Attorney, Change Order No. 2 to the City's contract with S. C. Rossi and Company, Inc., dated September 8, 1986, related to the relocation of the City's storm drain at Hollins Road and Rhodes Avenue, N.E.. 2. Such Change Order shall provide for the changes in the work to be performed: ORIGINAL CONTRACT AMOUNT CONTRACT AMOUNT INCLUDING PRIOR CHANGE ORDER CHANGE ORDER NO. 2 Additional rock excavation CONTRACT AMOUNT INCLUDING CHANGE ORDER NO. 2 Additional calendar days resulting from Change Order No. 2 following $ 281,695.00 $ 459,864.00 + $ 71,928.00 $ 531,792.00 None. 3. 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 fi~e City Cle~ November 18, 1987 File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28873, amending and reor- daining certain sections of the 1987-88 Capital Fund Appropriations, providing for the appropriation of $71,928.00 received from the Exxon Company to an account designated as Storm Drain Relocation--Exxon Terminal, in connection with the execu- tion of Change Order No. 2 to the contract with S. C. Rossi and Company, Inc., for storm drain relocation at the Exxon Roanoke Terminal, Hollins Road and Rhodes Avenue, N. E., which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, ~ Mary F. Parker, CMC City Clerk MFP:ra pc: Mr. W. Robert Herbert, City Manager Mr. William F. Clark, Director of Public Works Mr. Charles ~. Huffine, City Engineer Ms. Sarah E. Fitton, Construction Cost Technician Mr. Kit ~. Kiser, Director of Utilities and Operations Room 456 Municipal Building 215 C~urch A~ue, S.W. Roanoke, Virginia 2401t (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, lhe ]6th day of November, ]987. No. 28873. AN ORDINANCE to amend and reordain certain sections of 1987-88 Capital 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 Capital Fund Appropriations, be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Sanitation Storm Drain Relocate Exxon Terminal (1) ............ Revenue Accounts Receivable - Exxon Corp. (2) .............. Miscellaneous Revenue - Exxon Corp. (3) ............ (1) Appr. from Third Party (A008-052-9583-9004) $ 71,928 (2) Accts. Rec. Exxon (X008-1131) 71,928 (3) Misc. Rev. - Exxon (R008-008-1234-1032) 71,928 the $10,879,218 532,627 71,928 533,414 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk CITY L iz ;' Roanoke, Virginia November 16, 1987 Honorable Mayor and City Council Roanoke, Virginia Dear Members of Council: Subject: Change Order #2 Storm Drain Relocation Exxon Roanoke Terminal Rhodes Avenue, N.E. I. Background on this subject is: February 17~ 1986~ by Ordinance No. 28021, City Council authorized an agreement with Exxon Company, U.S.A. to provide for the relocation of the City's Storm Drain in order to remove it from under the existing Exxon Terminal tanks at Hollins Road and Rhodes Avenue, N.E. and for Exxon to pay all costs involved in the relocation. B. City Council received bids for the project on July 28, 1986. S. C. Rossi & Company~ Inc. was awarded a contract on September 8, 1986, in the amount of $281~695.00, with a con- tingency in the amount of $28~169.00. Exxon Company furnished their design engineers (Mattern and Craig) Boring Data of the existing terminal site which indi- cated very little rock. By this boring data, Mattern and Craig provided for 100 cubic yards of rock in the contract. S. C. Rossi and Company~ Inc. started construction and encountered rock to the full depth and width of the entire trench. To date the rock encountered has amounted to 7,066 cubic yards. By letter dated May 14, 1987, the City Engineer notified Exxon Company that additional monies were required to con- tinue the project. G. Exxon forwarded the City two (2) checks totalling an amount of $150,000.00. City Council, on June 22, 1987, approved Change Order No. 1 to increase the contract amount by $178~169.00 to allow the Contractor to continue working. Page 2 II. Current situation is: A. S. C. Rossi & Company~ Inc. has completed the project except for blocking off the old storm drain system under the Exxon property. This is not a pay item under the contract and will be completed once Exxon finalizes their plans to utilize the old storm drain system for their fuel seepage recovery system. City Engineer notified Exxon Company by letter dated September 30, 1987, that due to rock excavation overrun, $71~928.00 will be required in order to make final payment to the contractor. C. Exxon has forwarded a check to the City in the amount of $71~928.00 to cover the final payment on the project. III. Issues in order of importance are: A. Engineering concerns. B. Funding. IV. Alternatives are: Authorize the City Manager to execute Change Order No. 2 in the amount of $71~928.00 to cover the final payment on the project. En~ineerin~ concerns of the City and State Water Control Board have been met with the storm drain reloca- tion being completed, thus eliminating the possibility of petroleum products being introduced into Tinker Creek. Funding availability will be from funds received from Exxon Company. The City received a check from Exxon in the amount of $71~928.00 on November 9, 1987. B. Do not authorize the City Manager to execute Change Order No. 2. Engineering concerns of the City and the State Water Control Board would still be met with the storm drain relocation being complete, but final payment to the Contractor cannot be made. Exxon Company would be liable for any expenses generated by this action. 2. Fundin~ availability would not be an issue. Page 3 WRH/VRD/mm cc: V. Recommendation is that City Council take the following action: A. Authorize the City Manager to execute Change Order No. 2 with S. C. Rossi & Company, Inc., in the amount of $71~928.00. Appropriate the $71,928.00 received from Exxon to Account No. 008-052-9583-9004, Storm Drain Relocation - Exxon Terminal. Respectfully submitted, W. Robert Herbert City Manager City Attorney Director of Finance Director of Public Works Director of Utilities & Operations City Engineer Construction Cost Technician November 18, 1987 File #70-472 N. B. Barber Company Emergency Signal Systems Consultants P. O. Box 368 Uwchland, Pennsylvania 19480 Ladies and Gentlemen: [ am enclosing copy of Ordinance No. 28876, accepting your bid to furnish and deliver to the City a new fire alarm decoder, display system and transmitter, in the total amount of $37,217.50, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, ~~ Mary F. Parker, CMC City Clerk MFP:ra Enc, pc: Mr. W. Robert Herbert, City Manager Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance Mr. William F. Clark, Director of Public Works Mr. William ~. Mullins, Jr., Manager, Signals and Alarms Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. Harry P. McKinney, Acting Chief, Fire Department Mr. D. Darwin Roupe, Manager, General Services and Room456 Munlcil~atBuildtng 215(~urchA',~'~ue, S.W. Roanoke, Virg~nla24011 (703)981-2541 Office of the City Clerk November 18, 1987 File #60-70-472 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: ~ am attaching copy of Ordinance No. 28875, amending and reor- daining certain sections of the 1987-88 General and Capital Funds Appropriations, providing for the appropriation of $20,000.00 from the Capital Maintenance Program to Account No. 001-004-9310-9508 (Transfer to the Capital Projects Fund), and appropriate the same amount to the Capital Projects Fund Account No. 008-052-9514-9003 (Communications Control Center), in connec- tion with the acceptance of the bid submitted by N. B. Barber Company to supply a Fire Alarm Decoder, Display and Transmitter System, in the total amount of $32,217.50, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. 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. William M. Mullins, Jr., Manager, Signals and Alarms Mr. Itarry P. McKinney, Acting Chief, Fire Department Mr. George C. Snead, Jr., Director of Administration Public Safety Mr. D. ~arwin Roupe, Manager, General Services and Room 456 Municipol Building 215 C~urch Avenue, S.W. D, oanoke, Virginia 24~11 (703) 981-2541 WHEREAS, Government of exist. IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of November, 1987. No. 28875. AN ORDINANCE to amend and reordain certain sections of the 1987-88 General and Capital Funds Appropriations, and providing for an emergency. for the usual daily operation of the Municipal the City of Roanoke, an emergency is declared to THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain sections of the 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 Transfers to Other Funds (1) ..................... Fund Balance Capital Maintenance & Equipment Replacement Program - City Unappropriated (2) .............. $ $10,714,860 8,760,490 2,379,937 Capital Fund Appropriations General Government Communications Control (1) Transfer to Capital Fund (2) CMERP - City Unappropriated (3) Appr. from General Revenue $12,648,186 Center (3) ................ 1,047,270 (001-004-9310-9508) $ 20,000 (001-3332) 20,000 (008-052-9514-9003) 20,000 BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be in effect from its passage. ATTEST: City Clerk. Roanoke, Virginia November 16, 1987 Honorable Noel C. Taylor, Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Bids For Fire Alarm Decoder, Display System and Transmitter - Bid Number 87-10-2 I concur with the recommendation of the Bid Committee relative to the above subject and recommend it to you for appropriate action. Respectfully submitted, W. Robert Herbert City Manager WRH:WMM:jrm copy: City Attorney Director of Finance '87 Honorable Noel C. Taylor, Mayor and Members of Council Roanoke, Virginia C!TY' ~ iRoanoke, Virginia November 16, 1987 Dear Members of Council: Subject: Bids For Fire Alarm Decoder, Display System and Transmitter - Bid Number 87-10-2 I. Backqround: The City of Roanoke is proceeding with installation of the Computer Aided Dispatch System including new communications dispatch consoles and data terminals. Primary use of requested equipment is to allow the "Municipal Fire Alarm System" to be terminated in the new consoles allowing the receipt of alarms and retransmissions to fire stations in a quick and efficient manner. C. Request for bids were sent to three (3) suppliers of equipment that is interchangeable with that in use. Bids were received, after due and proper advertise- ment, in the Office of Manager of General Services on October 19, 1987, at which time all bids so received were publicly opened and read. II. Current Situation: A. Two (2) bid responses were received: 1. N. B. Barber Company - $32,217.50 2. Digitize, Incorporated - $35,880.00 B. Bids were evaluated by representatives of the Signals & Alarms and General Services Departments. C. Existing equipment currently being used in dispatch center: 1. Age is approximately 20 years 2. Manufacturer is no longer in business Members of Council November 16, 1987 Page 2 3. Existinq equipment is bulky and will not fit in new consoles. III. Issues in order of importance: A. Need B. Compliance with specifications C. Fundin~ IV. Alternatives: Accept the lowest responsible bid meeting specifications as submitted by N. B. Barber Company to supply Fire Alarm Decoder, Display and Transmitter System for the total cost of $32,217.50. 1. Need for allowing efficient receipt of fire alarms at fire stations would be met. 2. Compliance with specifications was met. 3. Fundin~ to provide for this purchase is available as follows: (a) $12,217.50 is available in Capital Improvement Account 008-052-9514-9003. (b) $20,000.00 is designated by City Council in the current Capital Maintenance and Equipment Replacement Program. B. Council reject all bids and continue with current situation. 1. Need (a) Replacement of old equipment would not be accomplished. (b) Aesthetics of new dispatch center will be downgraded as existing equipment will have to set in cabinet not suitable for the purpose. (c) Certain requirements as to backup equipment will not be met. Members of Council November 16, 1987 Page 3 e Compliance with specifications - would not be an issue. 3. Fundin~ - available funds would not be expended. Recommendation: ae Council concur with Alternative "A" and accept the lowest responsible bid meeting specifications as submitted by N. B. Barber Company to supply FIRE ALARM RECODER, DISPLAY, AND TRANSMITTER SYSTEM for a total of $32,217.50, and reject all other bids. Council appropriate $20,000 from CMERP to Account Number 001-004-9310-9508 (Transfer to the Capital Projects Fund), and appropriate the same amount to the Capital Projects Fund Account Number 008-052-9514-9003 (Communications Control Center). Respectfully submitted, Bid Committee: Chairman - William F. Clark William M. Mullins, Jr. D. Darwin Roupe ~ WMMjr:jrm cc: City Attorney Director of Finance Director of Public Works Manager of Signals & Alarms Manager of General Services 0 0 0 0 0 o November 18, 1987 File #27 E. C. Pace Company, Inc. P. 0. Box 12685 Roanoke, Virginia 24027 Ladies and Gentlemen: I am enclosing copy of Ordinance No. 28878, accepting your bid for construction of Norwood Sanitary Sewer Replacement, in the amount of $136,933.40, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, Mary F. Parker, CMC City Clerk MFP: ra Eno. pc: Valley Developers, 24018 The Park-Oak Grove, 24002 Mr Mr Mr Mr William F. Mr Charles M. Ms Mr Ms Inc., P. O. Box 20688, Roanoke, Virginia L. P., P. O. Box 90, Roanoke, Virginia W. Robert Herbert, Wilburn C. Dibling, Joel M. Schlanger, City Manager Jr., City Attorney Director of Finance Clark, Director of Public Works Huffine, City Engineer Sarah E. Fitton, Construction Cost Technician Kit B. Kiser, Director of Utilities and Operations Delores C. Daniels, Citizens' Request for Service Room456 MuniclpalButidlng 215 C~urch Avenue, S.W. Roclnoke,'~rg~nla24~11 (703)981-2541 November 18, 1987 File #27 S. C. Rossi & Company, Inc. 1410-16th Street, S. E. Roanoke, Virginia 24014-2650 Aaron J. Conner General Contractor, P. O. Box 6068 Roanoke, Virginia 24017 Inc. H. Hamner Gay & Company, P. O. Box 11980 Roanoke, Virginia 24517 [nc o Ladies and Gentlemen: I am enclosing copy of Ordinance No. 28878, accepting the bid of E. C. Pace Company, Inc., for construction of Norwood Sanitary Sewer Replacement, in the amount of $136,933.40, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. On behalf of the Council, I would like to express appreciation for submitting your bid on the abovedescribed project. Sincerely, Mary F. Parker, CMC City Clerk MFP:ra Ene. Room456 MunlcipalBuildlng 215C~urchAve~ue, S.W. Roonc~e, Vlrg~nla24011 (703)981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, The ]6th day of November, ]987. No. 28878. VIRGINIA, AN ORDINANCE accepting the bid of E. C. Pace Company, Inc., for construction of Norwood Sanitary Sewer Replacement, 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 E. C. Pace Company, Inc., made to the City in the total amount of $136,933.40 for construction of Norwood Sanitary Sewer Replacement, such bid being in full compliance with the City's plans and specifications made therefor and as provided in the contract docu- ments 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 such bid. 4. In order to provide for to each the City's appreciation 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. Of~e of ~ne O~y Oe~ November 18, 1987 File #60-27 Mr. Joel M. Schlanger Director of Finance Roanoke, Virginia Dear Mr. Schlanger: I am attaching copy of Ordinance No. 28877, amending and reor- daining certain sections of the 1987-88 Sewage Fund Appropriation Ordinance, appropriating $113,829.00 from the Sewer Fund Retained Earnings to a new project account, in connection with the award of a contract to E. C. Pace Company, Inc., in the total amount of $136,933.40 for the Norwood Street Sanitary Sewer Replacement Project, which Ordinance was adopted by the Council of the City of Roanoke at a regular meeting held on Monday, November 16, 1987. Sincerely, Mary F. Parker, C~fC City Clerk MFP: ra pc: Mr. W. Robert Herbert, City Manager ~r. 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. Delores C. Daniels, Citizens' Request for Service Room 456 Municipal Building 215 Church Avenue. S.W. Roanoke, Vlrg~nia 240t I (703) 981-2541 IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA, The 16th day of November, 1987. No. 28877. AN ORDINANCE to amend and reordain certain sections of the 1987-88 Sewage 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 Sewage Fund Appropriation Ordinance be, and the same are hereby, amended and reordained, to read as follows, in part: Appropriations Capital Outlay $ 3,115,750 Norwood Sanitary Sewer Replacement (1-2) ......... 150,627 Revenue Accounts Receivable - Park Oak Grove (3) ......... Retained Earnings 36,798 Unrestricted Retained Earnings (4) ............... (1) Appr. from Gen. Revenue (003-056-8430-9003) $ 113,829 (2) Appr. from Third Party (003-056-8430-9004) 36,798 (3) Accts. Rec. - Park Oak Grove (003-1184) 36,798 (4) Retained Earnings - Unrestricted (003-3336) (113,829) 12,570,188 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 Council Roanoke, Virginia N0vembef 16, 1987 Dear Members of Council: Subject: Bid Committee Report Norwood Sanitary Sewer Replacement I concur with the recommendations of the attached Bid Committee Report. Respectfully submitted, W. Robert Herbert City Manager WRH/ES/mm cc: City Attorney Director of Finance Director of Utilities & Operations Director of Public Works Citizens' Request for Service City Engineer Construction Cost Technician Valley Developers, Inc. The Park-Oak Grove, L.P. E. C. Pace Company, Inc. Honorable Mayor and Members of Council Roanoke, Virginia Dear Members of Council: Subject: Bid Committee Report Norwood Sanitary Sewer Replacement Roanoke, Virginia November 16, 1987 I. Background: Pro~ect includes the replacement of approximately 2,000 feet of badly deteriorated 8" sanitary sewer line in the Norwood Area, which is at full capacity, with new 12" sewer line. The old line is prohibiting further development because of this limited capacity and the 12" line will provide ade- quately for present and future development in the area. Local Planning Legislation, Title 15.1, Chapter 11, Code of Virginia, 1950 (As Amended), Article 7, Item §15.1-466, Paragraph (J.) provides for payment by a subdivider or deve- loper for their reasonable share in the cost of updating sewer facilities downstream necessary for the proper capacity of the system. Two developers, the Park-Oak Grove, L.P. and Valley Developers, Inc. entered into an agreement with the City of Roanoke to share in the cost of updating the referenced sewer line according to the following percentages: 1. The Park-Oak Grove, L.?. 24.43% 2. Valley Developers, Inc. 24.11% 3. City of Roanoke 51.46% Agreement was presented to Council on March 16, 1987, and was authorized by Council to be executed and implemented in order that the project for updating the referenced sewer line may be advertised for construction. Council received and publicly opened four (4) bids for Norwood Street Sanitary Sewer Replacement Project on Monday, October 5, 1987 with E. C. Pace Company, Inc. submitting a low base bid of $136,933.40. Council turned all bids over to a bid committee to study and report back to Council with its recommendations. Page 2 Valley Developers~ Inc. no longer wishes to participate in the cost sharing agreement but the project urgently needs to proceed with construction in order to reduce serious infiltration/inflow problems currently present in the existing section of sewer line. City of Roanoke needs to pay the increased cost left by Valley Developers and assume the right of reimbursement from future availability fees which have been revised to reflect the City of Roanoke and the Park-Oak Grove participation only. Cost share amounts and proportions have been re-calculated based on the actual low base bid plus ten (10%) percent con- tingency as follows: 1. Low Base Bid (Contract Amount) $136,933.40 2. Plus 10% Contingency Amount 13~693.34 3. TOTAL $150,626.74 4. Non-Reimbursement City Cost Under Normal Policy - 37.35% 56,258.79 5. Reimbursement Amount - Subject to Future Availability Fees 94,367.95 a. Park-Oak Grove, L.P. - Pay 24.43% 36,798.11 and eligible to receive 38.99% of future availability fees up to 10 years or limit of initial payment. b. City of Roanoke Reimburseable 57,569.84 amount - 38.22% and eligible to receive 61.01% of future availability fees to be collected for a period not exceeding 10 years and not more than a total reimbursement of $57,569.84. II. Issues in order of importance: Ae Compliance with the policies of the City of Roanoke in pro- viding and issuing proper and adequate sewer availability to on-going development within its service areas. B. Compliance of the bidders with the requirements of the Contract Documents. C. Amount of low base bid. D. Fundin~ for construction. Page 3 III. Alternatives: Authorize the award of a unit price contract to E. C. Pace Company, Inc. in the amount of $136~933.40 and establish a ten (10%) percent contingency fund for the project in the amount of $13,693.34. Compliance with the policies of the City of Roanoke in providing and issuing proper and adequate sewer availa- bility to on-going development within its service area would be met. 2. Compliance of the bidder with the requirements of the Contract Documents was met. 3. Amount of the low base bid is 3.86% lower than the engineer's estimate and is acceptable. Fundin~ is available from the deposit by the Park-Oak Grove, L.P. to the City of Roanoke in the amount of $36,798.11 to cover their share of joint participation cost and from the Sewer Fund Retained Earnings in the amount of $113~828.63. B. Reject all bids received and not authorize the award of a contract to E. C. Pace Company, Inc. Compliance with the policies of the City of Roanoke for providing and issuing proper and adequate sewer availability to on-going development within its service area would not be met. 2. Compliance of the bidder with the requirements of the Contract Documents would not be an issue. 3. Amount of low base bid for this project would probably be higher if bid at some later date. Funds for construction would not be expended at this time and the Park-Oak Grove, L.P. deposit of $36~798.11 would be returned. IV. Recommendation is that City Council take the following actions: Authorize the award of a unit price contract to E. C. Pace Company, Inc. in the amount of $136~933.40 in a form accep- table to the City Attorney and the establishment of a con- tingency fund for the project in the amount of $13~693.34. B. Reject all other bids received. Page 4 Rescind the original availability fee of $195.43 as based on the original agreement and establish a new availability fee of $241.67 as based on the actual bid amount plus ten (10%) percent and the cost participation of Park-Oak Grove, L.P. Authorize the Director of Finance to set up a receivable fund account in the Sewer Fund for Park-Oak Grove's deposit of $36,798.11 and appropriate it and $113,828.63 from the Sewer Fund Retained Earnings to a new project account to be deter- mined by the Director of Finance. The combined sums will include $136,933.40 contract amount and $13,693.34 con- tingency. Respectfully submitted, Robert A. Garlah~d, Chairman Kit B. Kiser RAG/ES/mm Attachment: Bid Tabulation CC: City Manager City Attorney Director of Finance Citizens' Request for Service City Engineer Construction Cost Technician Valley Developers, Inc. The Park-Oak Grove, L.P. E. C. Pace Company, Inc. William F. Clark TABULATION OF BIDS NORWOOD STREET SANITARY SEWER REPLACEMENT Bids opened before City Council on Monday, October 5, 1987 at 2:00 p.m. BIDDER BASE BID E. C. Pace Company, Inc. $136,933.40 S. C. Rossi & Company, Inc. $164,030.00 Aaron J. Conner General Contractor $171,744.00 H. Hamner Gay & Co., Inc. $194,380.70 Robert Kit B. Kiser William F. Clark Office of the City Clet~ October 7, 1987 File #27 Mr. Robert A. Garland, Chai"vlan ) Mr. William F. Clark ) Committee ~I,. Kit ~. Kiser ) Gentlemen: The following bids for Norwood St,"eet Sanitary Sewer Replacement, Phase I, were.open-ed and read before the Council of the Cfty of Roanoke at ~1 regular meeting held on Mondoy, October 5, 1987: BIDDER BASE BID TOT4L E. C. Pace Company, Inc. S. C. Rossi ~ Company, [nc. Aaron J. Conner General Contractor, 1[. )tamner Gay & Company, Inc. [nc · ~136,933.40 164,030.00 ~?1,744.00 194,380.70 On motion, duly seconded and adopted, the bids were referred to you for tabulation, report and reco,~aendation to Council. Sincere ly,~ ~Aary F. Parker, City Clerk MFP:ra cc: E. C. Pace Company, Inc., P. O. Box 126~5, Roanoke, Virgit~ia 24027 ~. C.. Rossi & Company, Inc., 1410-16th ~t~eet, S. E., Roanoke, Virginia 24014-2650 Aaron J. Conner General Contractor, Inc., P. O. Box 69~8, Roanoke, Virginia 24917 ~. Ramner Gay & Company, Inc., P. O. Bo~ 11!~08, Lynchburg, Virginia 24517 ~r. Wilburn C. Oibling, ,Ir., City Attorney Mr. Charles M. lfuffine, City Engineer Room456 MunicipalBuildlng 215 Church Avenue, S.W. Roan~.Virglnla244E)11 (703) 98t-2541