HomeMy WebLinkAboutCouncil Actions 03-02-8728541
I Muss
REGULAR
WEEKLY SESSION ...... ROANOKE CITY COUNCIL
March 2, 1987 -- 7:30 p.m.
Monterey Elementary School
AGENDA FOR THE COUNCIL
Call to Order -- Roll Call. IMrs. Bowles and Mr. Trout were absent)
The invocation will be delivered by the Reverend Charles R.
Doyle, Pastor, Hollins Road Baptist Church. Present.
The Pledge of Allegiance to the Flag of the United States
of America will be led by Mayor Noel C. Taylor.
CONSENT AGENDA (Approved 5-0)
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 CONSIOERED SEPARATELY.
C-1
C-2
C-3
C-4
Minutes of the regular meetin§ of Council held on Monday,
February 2, 1987.
RECOMMENDED ACTION:
Dispense with the reading thereof and
approve as recorded.
A communication from the Reverend Ronald W. Smith tendering
his resignation as a member of the Roanoke Neighborhood
Partnership Steering Committee.
RECOMMENDED ACTION:
Accept resignation with regret and receive
and file communication.
An annual report of the Architectural Review Board. Mr.
W. L. Whitwell, Chairman.
RECOMMENDED ACTION: Receive and file.
A list of items ~ending from July 10, 1978, through
February 23, 1987.
RECOMMENDED ACTION: Receive and file.
(1)
C-5
A communication from Mayor Noel C. Taylor requesting an
Executive Session to discuss a personnel matter, pursuant to
Section 2.1-344 (a) (1), Code of Virginia (1950), as amended.
RECOMMENDED ACTION:
Concur in request for Council
Executive Session to discuss
matter, pursuant to Section
(1), Code of Virginia (1950),
to convene in
a personne
2.1-344 (a
as amended.
REGULAR AGENDA
3. Hearing of Citizens Upon Public Matters: None.
4. Petitions and Communications:
a. A communication from the Roanoke City School Board
requesting that $13,532.00 be appropriated to the
Instructional Services Title II Program. Adopted Ordinance
No. 28541 (5-0)
Reports of Officers:
a. City Manager:
Briefings: None.
Items Recommended for Action
1. A report requesting that Council establish a date for a
public hearing on imposing a special tax on purchasers
of local telephone service for certain costs of E-911.
Fstablished date of Monday, March 16, 1987, at 2:00 p.m. for a
2. A re~ort with regard to an engineering design agreement
for the Mason Mill/Manning Road, N. E., storm drainage
project. Adopted Ordinance No. 28542 and Ordinance No. 28543
(5-0)
3. A re~ort recommending authorization to execute Change
Order No. 4 to the contract with Mattern and Craig for
design of FY 84-85 utilities projects. Adopted Ordinance No.
28544 and Ordinance No. 28545 (5-0)
4. A report with regard to a Major Urban Resource Library
Grant. Adopted Ordinance No. 28546 and Ordinance No. 28547
(5-0)
6. Reports of Committees:
a. A report of the committee appointed to tabulate bids
received for Blue Hills Drive Extension, Phases I and II.
Mr. Robert A. Garland, Chairman. Adopted Ordinance No. 28548
and Ordinance No. 28549 (5-0)
Unfinished Business: None.
Introduction and Consideration of
None.
5.a.I. - public hearing.
Ordinances
and Resolutions:
(2)
9. Motions and Miscellaneous Business:
a. Inquiries and/or comments by the Mayor and
Council.
b. Vacancies on various authorities, boards,
committees appointed by Council.
10. Other Hearings of Citizens:
members of City
commissions and
(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 Clerk
March 5, 1987
File #488-15
The Reverend Ronald W. Smith,
Bethany Christian Church
3115 Fleming Avenue, N. W.
Roanoke, Virginia 24012
Pastor
Dear Mr. Smith:
Your communication tendering your resignation as a member of the
Roanoke Neighborhood Partnership Steering Corrgnittee, was before
the Council of the City of Roanoke at a regular meeting held on
Monday, March 2, 1987.
On motion, duly seconded and adopted, the communication was
received and filed and the resignation was accepted with regret.
The Council requested that I express its sincere appreciation for
the many services you have rendered to the City of Roanoke as a
member of the Committee. Please find enclosed a certificate of
appreciation issued by the Mayor on behalf of the members of City
Council.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ra
Enco
co:
Mr. James B. McCloskey, Chairman, 2920 Avenham Avenue,
$. W., Roanoke, Virginia 24014
Mr. John R. Marlles, Chief of Co,,~unity Planning
Ms. Jinni Benson, Neighborhood Partnership Coordinator
Room456 Munlcl~c~alBuildlng 215 0~urch Avenue, S.W. Roanoke, Vlrginla24011 (703)981-2541
~ U<~.~ i T Y
FEB 10 1987
'87
Planning ....
~oom:555 Municipal Building
' 215 Church Avenue, S.W.
Roanoke, Virginia 24011
(703) 345-8250
January 15, 1987
Rev. Ronald W. Smith
Bethany Christian Church
3115 Fleming Avenue, N.W.
Roanoke, Virginia 24012
Dear Rev. Smith:
We missed you at last night's Steering Committee meeting. A
quick review of our attendance record indicates that you have not
attended a number of past meetings. We understand that everyone
has many comitments, however, it is important to the Partnership
to have an active and co~nitted Steering Committee. I would
appreciate knowing if you feel you will be able to complete your
term as an active member of the Steering Committee.
At last night's meeting, we discussed a new co~m~ittee
structure of the Steering Co~ittee. We would like your opinion
on these changes. Please take a few minutes to review the
enclosed package and respond on the attached sheet. I hope to
receive your reply by January 30, 1987.
If you have any questions, please call Jinni at 345-8250 or
myself at 981-~651. I look forward to seeing yon Wednesday,
March 11 at 3:30 p.m. A notice will be sent to remind you of the
meeting date and to inform you of the meeting room.
JBM/JB:kds
Enclosures
Sincerely,
Office of the Ciiy Cle~
March 5, 1987
File #249-109
Mr. W. L. Whitwell, Chairman
Architectural Review Board
1255 Keffield Street, N. W.
Roanoke, Virginia 24019
Dear Mr. Whitwell:
An annual report of the Architectural
the Council of the City of Roanoke at
Monday, March 2, 1987.
Review Board, was before
a regular meeting held on
On motion, duly seconded and adopted, the
filed.
Sincerely,
report was received and
Mary F. Parker, CMC
City Clerk
MFP:ra
CC: Mr.
Mr.
Wo Robert Herbert, City Manager
Wilburn C. Dibling. Jr., City Attorney
Mr. William F. Clark, Director, Public Works
Mr. Ronald H. Miller, Zoning Administrator
Mr. John R. Marlles, Chief of Community Planning
Mrs. Evelyn S. Gunter, Secretary, Architectural Review Board
Aoor'n456 ,~unlclpalBuildlng 215 0~urdn Avenue, S.W. Roanoke, V~rginia24011 (703)98t-2541
it EC;Ei' rJ,: F;;E
March 2, 1987
The Honorable Noel C. Taylor, Mayor
and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Annual Report
The City of Roanoke's Architectural Review Board is pleased to
present its annual report. We accomplished a great deal this past year
fostering preservation for this community in the process.
Roanoke has national recognition for its historic preservation;
today it is recognized as a community active in preserving buildings and
historic neighborhoods. Most of this recognition has come through the
public education program undertaken by our planning staff. Brochures,
posters and appropriate publicity received attention throughout the
historic preservation community.
Of course, the new zoning ordinance promotes historic preservation
for our City. Protection for the built environment, protection for
owners of historic properties, and consideration for developers has all
been sensitively incorporated into an ordinance that will enhance this
City.
We have much potential -- and much to accomplish yet. New
development downtown, renovations of existing historic buildings, and
the consideration of housing and more retail operations are but a few of
the challenges the Board will face in the coming years in our downtown
Market Historic District and in the Old Southwest Historic District.
We appreciate the support of Council, and we hope that this
support will be further funded this year. Support for our budget on an
increased level will allow us to increase our level of activity with
training and conference attendance along with the responsibilities we
already have.
Room 355 Municipal Building 215 Church Avenue, 5W Roanoke, Virginia 24011 (703) 981-2344
Members of Council
Page 2
As always, staff support makes the Board function. Evie Gunter,
Secretary, and Martha Franklin, Recording Secretary, deserve our thanks
for helping us. The Board members join me in saluting them for making
our jobs as easy as possible.
For the members of the Roanoke City Architectural Review Board,
WLW:mpf
attachment
cc: City Attorney
Assistant City Attorney
Director of Public Works
Zoning Administrator
? o ? ? o~ o o= o
Roanoke City Architectural Review Board
Attendance Chart
1986
Number of Regular and Special Meetings Held: 7
Board Member
Number of Absences
Henry Boynton 1
John Creasy 3
Susan Goode 0
Timothy Jamieson 4
Richard Meagher 1
Kenneth Motley 0
W. L. Whitwell 0
Room 355 Municipal Building 2 t 5 Church Avenue, 5W Roanoke, Virginia 24011 (703) 981-2344
Roanoke City Architectural Review Board
Other Architectural Review Board Activities/Projects
1986
l. Historic Preservation Brochure
2. Southwest Historic District Poster
3. Coordination with City staff and administrative bodies on land
development issues in the Southwest Historic District.
4. Discussion of various signage issues relating to the Market
District.
5. Development of a new City Zoning Ordinance, including a new
type of historic district.
Room 355 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2344
Pending Items from July 10, 1978, through February 23, 1987.
Referral Date Referred To Item
7/10/78
City Manager
5/6/85 City Manager
8/12/85 City Manager
6/23/86
8/25/86
10/13/86
City Manager
City Manager
City Planning Commission
Recommendation No. 11 contained
in the Mayor's 1978 State of the
City Message. (Development of
Mill Mountain - hotel.)
Communication from Vice-Mayor
James G. Harvey, II, in regard to
a Sister City relationship with
Asheville, North Carolina.
Mayor's t985 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.
Matter regarding distribution of
cheese and butter to elderly per-
sons.
Mayor's 1986 State of the City
recommendation No. 6 streng-
thening the City's relationship
with Virginia Tech.
Request of James L. Cross, Jr.,
representing Nancy S. Wheeler;
Curtis W. Fitzgerald, repre-
senting Rafael and Gwendolyn
Porres; Spurgeon W. and Inez F.
St. Clair; and Earl H. and
Cheryl S. Mitchell, that a tract
of land lying between the 4800
and 5000 blocks of Melrose
Avenue, N. W., designated as
Official Tax Nos. 6090502,
6090503, 6090506, 6090508, and
6090509, be rezoned from C-2,
General Commercial District, to
LM, Light Manufacturing District.
Pending Items from July 10, 1978, through February
Referral Date Referred To
11/17/86
City Manager
City Attorney
Director of Finance
12/15/86
City Manager
1/5/87
1987-88 Budget Study
1/20/87
City Manager
Director of Finance
2/17/87
City Manager
(1987-88 Budget Study)
2/23/87
City Manager
2/23/87
Regional Cable Television
Committee
23, 1987.
Item
Question of reinstating security
officers at Roanoke Regional
Airport, Woodrum Field, and
Carvins Cove Reservoir, as police
officers.
Matter of jointly establishing
with localities in the Roanoke
Valley a program whereby each
citizen would be requested to
donate either one dollar or a can
or bag of food to help needy
citizens.
Request of The Regional Partner-
ship of Roanoke Valley for an
increase from member governments
in their share from $.50 per
capita to $.55 per capita.
Request of H. S. Zimmerman with
regard to pension increase(s) for
City retirees for the next two
years.
Request of City Planning Commis-
sion for additional staff assis-
tance.
Report of the Emergency Medical
Services Advisory Council.
Request of Cox Cable Roanoke for
a renewal of their franchise
agreement in order to simplify
and clarify language, make cer-
tain additions and deletions, and
extend the term.
-2-
Office of the Mayor
February 25, 1987
Honorable Members of
Roanoke City Council
Roanoke, Virginia
Dear Mrs. Bowles and Gentlemen:
I wish to request an Executive Session on Monday, March 2,
1987, to discuss a personnel matter pursuant to Section 2.1-
344 (a) (1), Code of Virginia (1950), as amended.
Si ncerely,
Mayor
NCT:js
Room 452 Municipal Building 21§ Church Avenue, S.W. Roanoke, ¥1rginia 24011 (703) 981-2444
Or, ce of ~ne ~/Oer~
March 5, 1987
File #60-467
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 28541, amending and reor-
daining certain sections of the 1986-87 Grant Fund
Appropriations, to provide for the appropriation of $13,532.00 to
the Instructional Services Title II Program, which Ordinance was
adopted by the Council of the City of Roanoke at a regular
meeting held on Monday, March 2, 1987.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ra
Enc.
cc:
Mr. Edwin R. Feinour, Chairman, Roanoke City School Board,
3711Peakwood Drive, S. W., Roanoke, Virginia 24014
Dr. Frank P. Tota, Superintendent of Schools, P. O. Box
13145, Roanoke, Virginia 24031
~4r. Richard L. ~elley, Executive for Business Affairs
and Clerk of the Board, P. 0. Box 13105, Roanoke, Virginia
24031
Mr. W. Robert Herbert, City Manager
Mr. Wilburn C. Dibling, ,Ir., City Attorney
Room456 MuniclpalBuildlng 215 C~urch Avenue, S.W. Roanoke, Vlrglnia24011 (703)981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE,
The 2nd day of March, 1987.
No. 28541.
VIRG!I~IA,
AN ORDINANCE to amend and reordain certain sections of the
1986-87 Grant 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 1986-87 Grant Fund Appro-
priations be, and the same are hereby, amended and reordained, to
read as follows, in part:
Appropriations
Roanoke City Schools
Instructional Services Title II
86-87
Revenue
Roanoke City Schools
Instructional Services
Title II 86-87
(1) Project
Coordinator
(2) Clerical
(3) Social Sec.
(4) Contracted
Services
(5) Instructional
Materials
(6) Travel
(7) Federal Grant
Receipts
$8,912,614
(1-6) ......... 13,532
$8,912,614
(7) ........... 13,532
(035-060-6221-6020-0113) $ 5,600
(035-060-6221-6020-0116 2,285
(035-060-6221-6020-0204 565
(035-060-6221-6020-0308
3,400
(035-060-6221-6020-0309) 1,432
(035-060-6221-6020-0402) 250
(035-060-6221-1102)
13,532
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
Attest:
City Clerk.
CiTY OF ROANOKE, VA* CITY
March 2, 1987
TO:
FROM:
SUBJECT:
Honorable Mayor and Members of City Council
Joel M. Schlanger
Appropriation of School Grant
for the
will be
I have reviewed the attached request to appropriate funds
School Board. The Instructional Services Title II program
100% reimbursed by Federal funds.
I recommend that you concur with their request.
JMS:dp
~e
~'~I~I Edtuln fi. Felnour, Chairman
William White, S~,, Vice Chairman
Donald 8artol
x--Roanoke
Citv School Board
Sallve T. Coleman
LoVeme 8. Dillo~
David ~. Usk
P,O IBox 1~105, Roanoke. Virginia ~4031 · 70~-981-~81
James M. Turner, Jr.
,Cronk P. Toro, Superintendent
Richord L ~elley, Cler~ ol~ the ~
February 25, 1987
The Honorable Noel C. Taylor, Mayor
and Members of Roanoke City Council
Roanoke, VA 2u,011
Dear Members of Council:
As the result of official School Board action at its meeting of February
24, 1987, the School Board respectfully requests City Council to appropriate
$13,532 for the Instructional Services Title II program to increase the
participation of female and minority students in mathematics and science
education. The program is one hundred percent reimbursed by federal
funds.
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
Mr, Wil Dibling
r. Joel Schlanger (with accounting details)
Excellence in Education
ROANOKE CITY SCROOL BOARD
Roanoke, Virginia
APPROPRIATION RgOUEST
Instructional 3arvicee Title I! 8b-87
6221
035-050-6221-b020-0113
0~5-060-6221-b020~0115
0~5-050-6221-6020-020~
035-060-6221-6020-0308
035-060-6221-6020-030q
035-050-5221-b020-0~02
Appropriation Unit Z2I
Project Coordinator
Clerical
Social Security
Contracted Services
Instructional Materials
Travel
5,600.00
2.285.00
565.00
3,400.00
1,432.00
250.00
B
035-060-6221 -1102
Federal Grant Receipts
9 13,532.00
The Instructional Services Title II program will provide funds to improve the
participation of female and minority students in mathematics and science
education. Ezpenditures will be reimbursed one hundred percent by federal
funds. The program will end September ~0. lg87.
February 24. lq87
Office of the City Cler~
March 5, 1987
File #112-354
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. tferbert:
Your report requesting that a public hearing be scheduled on
imposing a special tax on purchasers of local telephone service
for certain costs of E-911, was before the Council of the City of
Roanoke at a regular meeting held on Monday, March 2, 1987.
On motion, duly seconded and adopted, a public hearing on the
matter was scheduled for Monday, March 16, at 2:00 p.m., in the
Council Chamber, fourth floor of the Municipal Building.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:
ec;
ra
Mr. Donald Reid, Roanoke Manager, C & P Telephone Company,
3433 Brambleton Avenue, Roanoke, Virginia 24022
Mr. Wilburn C. Dibling, Jr., City Attorney
Mr. Joel M. Schlanger, Director of Finance
Mr. George C. Snead, Jr., Director, Administration & Public
Safety
Mr. A. W. Harrington, Manager, City Information Systems
Mr. D. Darwin Roupe, Manager, General Services
Mr. Warren E. Trent, Emergency Services Coordinator
Mr. David E. Dew, Budget/Management Analyst
Mr. William F. Clark, Director, Public Works
Mr. Kit B. Kiser, Director, Utilities & Operations
Room 456 Municipal Building 215 Church Avenue, S.W. Roanoke, Virginia 24011 (703) 981-2541
f~,[C~]~, ~.~ Roanoke, Virginia
CITY [~: ~i': "~- ~
...... ,h ~ ~.~ March 2, 1987
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Request to Set Public Hearing to Establish Special Tax for
E9-1-1 System
I. Background
A. E9-1-1 System was approved for implementation by City Council on
July 22, 1985. System is made up of the following:
1. E9-1-1 Capability for Roanoke City residents/businesses;
2. Computer Aided Dispatch (C.A.D.) hardware/software to enhance
E9-1-1 capability;
3. Mobile Digital Terminals to enhance police and fire information
capability from the field; and
Communication consoles and related radio equipment to modernize
the City's communications center so that the entire system would
function properly.
B. Funding of system was to be accomplished in two ways.
Up-Front Capital Expenses - Council's desire not to burden the
consumer with these costs was handled by allocating $1,000,000
in the 1985-89 Capital Improvements Program.
II.
2o
Recurring Maintenance Costs were to be handled by levying a
special tax on consumers of telephone services at a per
telephone line cost sufficient to lease the C.A.D. hardware/soft-
ware and maintain the system without a general fund subsidy.
Currently this tax is estimated to be $0.46 per telephone line.
Current Situation
A.
E9-i-1 Call System Agreement with C & P Telephone Company has been
executed pursuant to Council Ordinance No. 27783, thereby allowing
E9-1-1 service to go on line October 5, 1987.
S~stem enhancements (C.A.D., Mobile Digital Terminals, Communications
Consoles and related radio equipment) have been bid and the bid
responses are currently under review.
Honorable Mayor and Members of City Council
March 3, 1987
Page 2
Special Tax on Consumers of Telephone Service needs to be levied so
that revenue collection can commence by C & P in time to provide the
funds needed to pay recurring maintenance costs on the system.
Public hearing is required by state code prior to adopting an ordi-
nance that would authorize the special tax levy and establish the
special tax rate.
III. Conclusion
City Council is requested to authorize the following:
Public Hearing - Schedule for March 16, i987. This is a special
request that is necessary in order to insure that C & P can begin
collecting the special tax in time to provide the revenue for
recurring maintenance costs of the system without a general fund
subsidy.
Advertising - Authorize the City Clerk to advertise the required
public hearing for March 16, 1987, the form of such advertisement
to be prepared by the City Attorney.
Respectfully submitted,
W. Robert Herbert
City Attorney
WRH:EBRJr:mp
cc:
City Attorney
Finance Director
Director, Administration and Public Safety
Director, Public Works
Manager, City Information Systems
Manager, General Services
Manager, Budget and Systems
PROJECT
E9-1-1 BREAKDOWN OF COSTS
(Including CAD - Computer-aided Dispatch)
II.
III.
IV.
VI.
C & P Installation
(Authorized City Ordinance
No. 27783)
C & P Increase in Installation Costs
(No increase in project total)
C & P Fixed Equipment
CAD Capital Equipment
(Consoles & Mobile Data
Terminal Network)
(Current Bid)
CAD Recurring Lease/
Maintenance
(Computer Hardware & Software)
Structural Modifications to
Emergency Communications
Center Area (Estimate out to Bid)
UPS-Uninterruptable Power
Supply for CAD and
Digital Communications
Equipment (Estimate out to Bid)
Geographic Data Base File
(Cost of Temporary Field
and Technical Personnel
to collect raw data,
confirm geographical
address information
and load data into
system)
(Estimate
Contingency Reserve
(Estimate
CAPITAL
$143,733
16,267
621,700
75,000
40,000
35,000
68,000
RECURRING
$ 8,000
12,000
1,300
TOTAL CAPITAL AND
INSTALLATION (to be funded
from Capital Funds)
Sub-Total Monthly
Recurring Costs
3% Collection Fee
(C & P Telephone Co.)
TOTAL MONTHLY RECURRING COSTS
(To be funded from $.46 Special Tax)
$1,000t000
21,300
639
21,939
March 2, 1987
Office of the City Clerk
March 5, 1987
File #27
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. tterbert:
[ am attaching copy of Ordinance No. 25543, authorizing the exe-
cution of a contract with Anderson and Associates, Inc., to pro-
vide engineering and design services for the Mason Mill - Manning
Road, N. E., storm drainage project, which Ordinance was adopted
by the Council of the City of Roanoke at a regular meeting held
on Monday, March 2, 19~7.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP: ra
Enco
cc: Anderson & Associates, Inc., lO0 Ardmore Street, Blacksburg,
Virginia 24060
Mr. Wilburn C. Dibling, .ir., City Attorney
Mr. Joel M. Schlanger, Director of Finance
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mrs. Sarah E. Fitton, Construction Cost Technician
Mr. Kit B. Kiser, Director, Utilities & Operations
Room 456 Municipal Building 21§ (~urch Avenue, S.W. Roanake, ¥1rginia 24011 (703) 981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE,
The 2nd day of March, 1987.
No. 28543.
VIRGINIA,
AN ORDINANCE authorizing the execution of a contract with
Anderson and Associates, Inc., to provide engineering and design
services for the Mason Mill - ~nning Road, N.E., storm drainage
project; 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 Anderson
and Associates, Inc., for the provision by such firm of engi-
neering and design services for the Mason Mill - Manning Road,
N.E., storm drainage project, as more particularly set forth in
the City Manager's report to this Council dated March 2, 1987.
2. The contract authorized by this ordinance shall be in an
amount not to exceed $25,000.00 without further action by this
Council.
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 of the Ci~' Cle~
March 5, 1987
File #27-60
Mr. Joel M. Schlanger
Director of Finance
'Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 28542, amending and reor-
daining certain sections of the 1986-87 Capital Projects Fund
Appropriations, to provide for the appropriation of $25,000.00 in
connection with the execution of a contract with Anderson and
Associates, [nc., for engineering and design services for the
Mason Mill-Manning Road, N. E., storm drainage project, which
Ordinance was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, March 2, 1987.
Sincerely,
~iary F. Parker, C~tC
City Clerk
MFP:ra
cc: Mr. W. Robert Herbert, City Manager
Mr. Wilburn C. Dibling, Jr., City Attorney
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mrs. Sarah E. Fitton, Construction Cost Technician
Mr. Kit B. Kiser, Director, Utilities & Operations
Room456 MunicipalButiding 215(D~urchAv~ue, S.W. Roanc~e, Virgtnia24011 (703)981-254t
I~ TIlE COUNCIL OF THE CITY OF ROANOKE,
The~2nd day of March, 1987.
No. 28542.
VIRGINIA,
AN ORDINANCE to amend and reordain certain sections of the
1986-87 Capital Projects Fund Appropriations and providing for an
emergency.
~.~{EREAS, 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 1986-87 Capital Projects
Fund Appropriations be, and the same are hereby, amended and
reordained, to read as follows, in part:
Appropriations
Capital Improvement Reserve
Public Improvement Bonds Series 1985 (1) .......
Sanitation
Mason Mill - Manning Rd.,[~E Storm Drain (2) ......
$ 6,142,313
5,464,571
11,126,909
25,000
(1) Storm Drains
(2) Approp. from
Bonds
(A008-052-9577-9176)
(A008-052-9588-9003)
$(25,000)
25,000
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
March 2, 1987
Roanoke, Virginia
Honorable Mayor and City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Mason Mill-Manning Road, N.E. Storm Drainage
Project - Award of Engineering Design Agreement
Io Back,round
A. Bond Referendum, November 6, 1984, contained $590,000.00 to
construct three storm drain projects, of which Mason
Mill-Manning Road, N.E., was included.
B. Project was delayed for other priorities, but area development
activities necessitate proceeding with design.
II. Current Situation is that Engineering Services qualification proposals
for design were publicly advertised on November 23, 1986, and seven
(7) proposals were received on December 8, 1986.
A. Selection of the Firm for consideration was based on the
following criteria:
1. Qualification of Personnel
2. Time available to meet the schedule
3. Experience in storm drainage design
4. Ability to produce project on time
5. Familiarity with local conditions
6. Firms design quality control practices
7. Stability of firms personnel and management structure
8. Capacity of firm work load
9. Response to request for proposal
10. Past Record with City of Roanoke
III.
Interviews were scheduled with six (6) firms that met the cri-
teria. Staff team included Charles M. Huffine, City Engineer;
Earl Sturgill, Civil Engineer I; and Versal R. Dearing,
Engineering Technician I.
Negotiations were conducted with that firm felt to be most
qualified, (Anderson and Associates, Inc.) for the proposed
storm drainage project.
Scope of Work to be performed included:
1. Preliminary Design includes assembling available mapping,
verifying field data, pipe routing, delineating natural
drainage area, computer modeling of drainage basin, and veri-
fication of problem areas.
Final Design work includes all survey work, construction
plans and specifications, easement plats, holding pre bid
conference and reviewing bids.
Construction Administration includes field inspections with
City personnel during construction to confirm compliance with
approved plans and specifications, providing record as built
plans for future use.
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 schedule
C. Reasonableness of fees
D. Funding availability
IV. Alternatives for providing the necessary work are:
Award Engineering Design Agreement to Anderson and
Associates, Inc. for design of the Mason Mill-Manning Road N.E.
Storm Drainage Project.
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 by negotiations.
Funding is available for this Engineering Design Agreement in
the amount of $25~000.00 in the Storm Drains Category of 1985
Series of Public Improvements Bonds
(Account No. 00805295779176).
B. Do not award Engineering Design Agreement to Anderson and
Associates, Inc.
WRH/VRD/hw
cc:
1. Inclusion of proper work scope would have to be deferred to
other engineering firms felt not to be as qualified.
2. Ability to meet time schedule would be jeopardized.
3. Reasonableness of Fee cannot be assured.
4. Funding would still be available.
V. Recommendation is that City Council authorize:
Award Engineering Design Agreement to Anderson and
Associates, Inc., in a form acceptable to the City Attorney, in
an amount not to exceed $25,000.00 without further action by
City Council. The actual lumpsum fee is $22~318.00 with a con-
tingency of $2~682.00 for additional services as required.
Appropriate the necessary funding from Storm Drains Category of
1985 Series of Public Improvement Bonds
(Account No. 00805295779176) into a new account established by
the Director of Finance titled Mason Mill-Manning Road, N.E.
Storm Drain, with amount of $25~000.00.
Respectfully submitted
W. Robert Herbert
City Manager
City Attorney
Director of Finance
Director of Public Works
City Engineer
Construction Cost Technician
Office of the City Cler~
March 5, 198'~
File #268
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
[ am attaching copy of Ordinance No. 28545. approving your
issuance of Change Order No. 4 to the City's contract with
Mattern and Craig, for utility projects design, which Ordinance
was adopted by the Council of the City of Roanoke at a regular
meeting held on Monday, March 2, 1987.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ra
Enco
cc: Mattern & Craig, Consulting Engineers, 707 South Jefferson
Street, Roanoke, Virginia 24011
Air. Wilburn C. Dibling, J,., City Attorney
Mr. Joel M. Schlanger, Director of Finance
Mr. Kit B. Kiser, Director of Utilities & Operations
Mr. M. Craig Sluss, Manager, Water Production
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mrs. Sarah E. Fitton, Construction Cost Engineer
Room 456 Municipal Building 215 ~hurch Avenue, S,W, Roanoke, V~rginla 24011 (703) 981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 2nd day of March, 1987.
No. 28545.
AN ORDINANCE approving the City Manager's issuanee of
Order No. 4 to the City's contract with Mattern and Craig,
utility projects design; and providing for an emergency.
Change
for
BE IT ORDAINED by the Council of the City of Roanoke that:
1. The City Manager or Assistant City Manager is authorized
and empowered to issue, for and on behalf of the City, upon form
approved by the City Attorney, Change Order No. 4 to the City's
dated November 11, 1985, related
contract with Mattern and Craig,
to utility projects design.
2. Such Change Order shall
changes in the work to be
provide for the following
performed:
$ 108,000.00
CltlGIN~L CCNII~ACT ~
(X~qFI~CF~D~q~ INCLUDII~PHEVIO~ C~4GE~
CI~AN~O~ERI~). 4
Additional design work and assistance
with construction inspections
CCNII~ACT~L}~ INCLUDIN~(~SBOHE/~IND. 4
$ 157,900.00
+ $ 12,500.00
$ 170,400.00
Additional days resulting from Oaange Order No. 4 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.
Or, ce of the City Clenk
March 5, 1987
File #60-268
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlange.:
I am attaching copy of Ordinance No. 2~544, amending and reor-
daining certain sections of the 1986-87 Water Fund Appropriation
Ordinance, to provide for the transfer of $12,500.00 in connec-
tion with the City Manager's issuance of Change Order No. 4 to
the contract with Mattern and Craig for the design of FY 84-85
utilities projects, which Ordinance was adopted by the Council of
the City of Roanoke at a regular meeting held on Monday, March 2,
1987.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ra
Enco
cc:
Mr. W. Robert Iterbert, City Manager
Mr. Wilburn C. Dibling, Jr., City Attorney
Mr. Kit B. Kiser, Director of Utilities & Operations
Mr. M. Craig Sluss, Manager, Water Production
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mrs. Sarah E. Fitton, Construction Cost Engineer
P. oom 456 Municipol Building 215 Church Avenue, 5.W. Roanoke. VIrgin~ 24011 (703) 981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE,
The 2nd day of March, 1987.
No. 28544.
VIRGINIA,
AN ORDINANCE to amend~and reordain certain sections of the
1986-87 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 1986-87 Water Fund
Appropriation Ordinance be, and the same are hereby, amended and
reordained, to read as follows, in part:
Appropriations
Capital Outlay
16 Line Grandin Court Tank #3 (1) ................
FY85 Projects Design (2) .........................
(1) Approp. from
General Rev. (A002-056-8307-9003) $(12,500)
(2) Approp. from
General Rev. (A002-056-8347-9003) $ 12,500
$ 3,158,867
44,050
26,418
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk.
CITY '~"~ tl ill !:l{:i~ Roanoke, Virginia
March 2, 1987
Honorable Mayor and City
Roanoke, Virginia
Dear Members of Council:
Subject: FY 84-85 Utilities Project
Change Order No. 4 (Water Fund)
I. Background:
A. Multi-purpose utilities projects design contract was approved
by Council on February 25, 1985.
B. Contract was awarded to Mattern and Craig in the amount of
$108~000.00.
Change orders in contract totalling $49~900.00 have been
approved in order to undertake the design work for two large
projects not anticipated at the time the original contract
scope of work was developed.
1. Franklin Road Water Tank and Pumping Station.
2. Salem Interconnect Booster Pumping Station.
D. Contract funding is provided from water and sewer funds on
approximately a 50/50 basis.
II. Current Situation:
Water projects (primarily on Franklin Road and Salem
Interconnect) have proven to be more difficult to design and
administer. Examples of unanticipated problems are as
follows:
Realignment of the waterline in the APCo easement to
avoid the lightning arrestor counterpoise at the tower
located next to the water tank.
Additional design criteria and measures required for a
double crossing of the Plantation petroleum pipeline
running through the Franklin Road project site.
3. Need for specialized construction inspection services
related to the additional design work required.
Chan~e order in the amount of $12~500.00 is being requested
to allow Mattern and Craig to undertake the additional design
work necessary and assist the City staff with construction
inspections.
Page 2
III. Issues:
A. Need for additional services.
B. Cost of additional services.
C. Funding source.
D. Timing.
IV. Alternatives:
A. Approve Change Order No. 4 with Mattern and Craig for
$12,500.00 to provide additional project design and inspec-
tion services.
1. Need for additional services has been verified as both
the Franklin Road and Salem Interconnect projects have
proven to be more complex than originally thought to
design. Current workload of Engineering Department
inspectors requires outside assistance to help with pro-
ject construction inspections.
2. Cost of additional services has been evaluated and
determined reasonable and in line with the fee schedule
approved with the original contract.
3. Fundin~ source for change order will be Water Fund
Account No. 002-056-8307-9003.
4. Timing is important as the Franklin Road project is
under construction and construction of the Salem
Interconnect project is ready to commence.
B. Do not approve Change Order No. 4.
1. Need for additional services will still exist.
2. Cost of additional services is still estimated to be
$12~500.00.
3. Funding source continues to be Water Fund.
4. Timin~ becomes critical as project delays become inevi-
table.
Page 3
WRH/JGB/mm
V. Recommendation:
Cit~ Council concur with Alternative A which will authorize the
City Manager to execute Change Order No. 4 with Mattern and Craig
for $12~500.00 to provide additional project design and construc-
tion inspection service for certain water projects. Council con-
currence in Alternative A will also authorize the transfer of
$12,500.00 from Account No. 002-056-8307-9003 to Account No.
002-056-8347-9003.
Respectfully submitted,
W. Robert Herbert
City Manager
cc:
City Attorney
Director of Finance
Director of Utilities & Operations
Director of Public Works
Manager, Water Department
City Engineer
Construction Cost Technician
Office of the Ci~ C]~'k
March 5, 1987
File #236-323
Mr. W. Robert Herbert
City Manager
Roanoke, Virginia
Dear Mr. Herbert:
I am attaching copy of Resolution No. 28547, accepting additional
funding in the amount of $9,000.00 of a Major Urban Resource
Library Grant for the Roanoke City Public Library, which
Resolution was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, March 2, 1987.
Sincerely,
Mary F. Parkerj CMC
City Clerk
MFP:ra
cc: Mr. Wilburn C. Dibling, Jr., City Attorney Mr. Joel M. Schlanger, Director of Finance
~r. James D. Ritchie, Director, Human Resources
Ms. M. Emily Keyser, Acting Manager, Roanoke City Public
Library
Room 456 Municipal Building 215 C~urch Avenue, S.W. Roar'~4e, Virginia 2401 t (703) 981-2541
IN THE,COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 2nd day of March, 1987.
No. 28547.
A RESOLUTION accepting additional funding in
$9,000.00 of a Major Urban Resource Library Grant
City Public Library.
the amount of
for the Roanoke
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The grant to the City of additional funding of a Major
Urban Resource Library Grant in the amount of $9.000.00, to be
used for library modernization prior to June 1, 1987, is hereby
ACCEPTED.
2. That W. Robert Herbert,
hereby authorized to execute any
taining to the City's acceptance of this
and to furnish such additional information as
connection with the City's acceptance of the
City Manager, or his designee, are
and all requisite documents per-
grant of additional funds
may be required in
foregoing grant.
ATTEST:
City Clerk.
Office of the City Clerk
March 5, 1987
File #60-236-323
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
! am attaching copy of Ordinance No. ~8546, amending and reor-
daining certain sections of the 1986-87 General Fund
Appropriation Ordinance, to provide for the appropriation of
$9,000.00 in connection with acceptance of a Major Urban Resource
Library Grant for the Roanoke City Public Library, which
Ordinance was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, March 2, 1987.
Sincerely,
Mary Fo Parker, CMC
City Clerk
MFP:ra
Eric,
cc: Mr. W. Robert Iferbert, City Manager
Mr. Wilburn C. Dibling, Jr., City Attorney
Mr. James D. Ritchie, Director, Human Resources
~is. M. Emily Keyser, Acting Manager, Roanoke ~ity Public Library
Room456 MuniclpolBuildlng 215(D'~urchAve~ue, S.W. Roano~e, Vlrglnia24011 (703)981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE,
The 2nd day of March, 1987.
No. 28546.
VIRGINIA,
AN ORDINANCE to amend and reordain certain sections of the
1986-87 General 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 1986-87 General Fund
Appropriation Ordinance be, and the same are hereby, amended and
reordained, to read as follows, in part:
Appropriations
Parks, Recreation and Cultural $2,854,456
Library (1-2) 1 466 111
Revenue
Grants-in-Aid Federal Government
Federal Aid to Libraries (3) .......................
$1,823,959
40,338
(1) Other Equip.
(2) Publications &
Subscriptions
(3) Federal Aid to
Libraries
(001-054-7310-9015) $6,793
(001-054-7310-2040) 2,207
(001-020-1234-0705) 9,000
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk
CITY C!A]!I~ ilFF!CE Roanoke, Virginia
March 2, 1987
'87 Fhq 2~:,
Honorable Mayor and City Council
Roanoke, Virginia
Members of Council:
Subject: Federal Major Urban Resource Library Grant
II.
BACKGROUND
A. $9,000.00 additional monies of a Federal Major Urban Resource
Library Grant, one of three such grants in the State of
Virginia, has been awarded to the Roanoke City Public
Library.
B. The Library has met and will continue to meet the three
criteria for the award of the grant:
1. Collection of 100,000 titles of adult non-fiction;
2. In-depth subject collections of value to users
outside the regular service area;
3. Free inter-library loan service.
C. The Library was awarded this grant in 1985 and 1986 and will
receive it annually if the Federal Government continues
to fund the source.
D. The additional monies, which must be accepted and expended
by June 1, 1987, may be used for any purpose connected with
the support and expansion of library services in the geographic
area.
CURRENT SITUATION
A. Roanoke City Public Library is continuing to modernize its
facilities and services in three areas:
1. Computerization;
2. Security at the Central Library;
3. Items of furniture and small equipment.
B. Library Administration recommends the additional monies of
the Major Urban Resource Library Grant be expended as follows:
III.
IV.
ISSUES
A.
B.
Add $1,970.00 to a Library Foundation grant of $15,000.00
for the purpose of installation of a public address/
paging system for the Central Library complex;
Purchase a Check/Point Security System to be located
at the entrance of the Fine Arts Department at a total
cost of $4,823.00.
Add $2,207.00 to the current budget for Books and
Materials.
Library Modernization
Budget Concerns
ALTERNATIVES
A. Accept the additional monies of the Major Urban Resource
Library Grant for the Roanoke City Public Library and
appropriate $9,000.00 to the Library Budget for FY 1986-87:
1. Library Modernization - Security for staff and
patrons at the Central Library will be enhanced
and funds will be added to the account to purchase
books and materials.
2. Budget Concerns - No cost to the City.
B. Do not accept the additional monies of the Ma)or Urban Resource
Library Grant for the Roanoke City Public Library and do not
appropriate $9,000.00 to the Library Budget for FY 1986-87:
1. Library Modernization - Security at the Central
Library would not be enhanced and needed books and
materials would not be purchased unless alternative
funding sources could be found since the Library
Budget for FY 1986-87 contains no funds for capital
expenses.
2.Budget Concerns - Not an issue.
RECOMMENDATION
A. Accept the additional monies of the Major Urban Resource
Library Grant for the Roanoke City Public Library and
appropriate $9,000.00 to the Library Budget for 1986-87 and
increase the revenue estimate for Federal funds by $9,000.00
(Account Number 001-020-1234-0705). (Alternative A):
3
Bo
1. $6,793.00 to Account Number 001-054-7310-9015,
Other Equipment;
2. $2,207.00 to Account Number 001-054-7310-2040,
Publications and Subscriptions.
Authorize the City Manager, or his designee, to execute
the necessary documents accepting the grant for the
Roanoke City Public Library.
Respectfully submitted,
W. Robert Herbert
City Manager
MEK/slw
cc: City Attorney
Finance Director
James D. Ritchie
M. Emily Keyser
Office of the City Clerk
March 5, 1987
File #207-514
L. H. Sawyer Paving Company,
496 Glenmore Drive
Salem, Virginia 24153
Gentlemen:
I am attaching copy of Ordinance No. 28549, accepting your propo-
sal for construction of the extension of Blue Hills Drive in the
Roanoke Centre for Industry and Technology, in the total amount
of $847,086.85, which Ordinance was adopted by the Council of the
City of Roanoke at a regular meeting held on ~ionday, March 2
1987. '
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP : ra
Enc,
cc: Mr.
Mr.
W. Robert Herbert, City Manager
Wilburn C. Dibling, Jr., City Attorney
Mr. Joel M. $chlanger, Director of Finance
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mr. Robert K. Bengtson, Traffic Engineer
Mrs. Sarah E. Fitton, Construction Cost Technician
Mr. Brian J. Wishneff, Chief of Economic Development
Grants
Mr. Kit Bo Kiser, Director, Utilities & Operations
and
I~x:~'n456 MunlclpalBuildtng 215 0~urch Avenue, S.W. Roanc~e,'vlrginla24011 (703)981-2541
Office of the C~ry C~e~
March 5, 1987
File #207-514
Adams Construction Company
P. 0. Box 12627
Roanoke, Virginia 24027
S. R. Draper Paving Co., mc.
4742 Old Rocky Mount Road
Roanoke, Virginia 24014
Branch & Associates, Inc.
P. O. Box 8302
Roanoke, Virginia 24014
Allegheny Construction Co.,
2920 Nicholas Avenue, N. E.
Roanoke, Virginia 24012
fnco
Gentlemen:
I am attaching copy of Ordinance No. 28549, accepting the propo-
sal of L. H. Sawyer Paving Co., Inc. for construction of the
extension of Blue Hills Drive in the Roanoke Centre for Industry
and Technology, in the amount of $847,086.85, which Ordinance was
adopted by the Council of the City of Roanoke at a regular
meeting held on Monday, March 2, 1987.
On behalf of tl~e Council, ~ would like to express appreciation to
you for submitting your proposal for construction of the exten-
sion of Blue Hills Drive in the Roanoke Centre for Industry and
Technology.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ra
Enc.
P, oom456 MunlclpalBulldlng 215Churd~Av~que, S.W. Roanoke, Vlrglnta24011 (703)981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 2nd day of March, 1987.
No. 28549.
AN ORDINANCE accepting the bid of L. H. Sawyer Paving Co., Inc.,
for construction of the extension of Blue Hills Drive in the Roanoke
Centre for Industry and Technology, upon certain terms and conditions,
and awarding a contract therefor; authorizing the proper City offi-
cials to execute the requisite contract for such work; rejecting all
other bids made to the City for the work; and providing for an
emergency.
the
Blue Hills Drive in the Roanoke Centre
such bid being in full compliance with
tions made therefor and as provided in the contract
said bidder, which bid is on file in the Office of
and is hereby ACCEPTED.
2. The City Manager or the Assistant City Manager and
Clerk are hereby authorized on behalf of the City to execute
attest, respectively,
bidder, based on its
tions made therefor,
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The bid of L. H. Sawyer Paving Co., Inc., made to the City in
total amount of $847,086.85 for construction of the extension of
for Industry and Technology,
the City's plans and specifica-
documents offered
the City Clerk, be
the City
and
the requisite contract with the successful
proposal made therefor and the City's specifica-
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
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
to each the City's appreciation for
each such bidder and to express
such bid.
4. In order to provide for the usual daily operation of the
municipal government, an emergency is deemed to exist, and this
nance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
of
ordi-
Office of the City Cle~
March 5, 1987
File #60-207-514
Mr. Joel M. Schlanger
Director of Finance
Roanoke, Virginia
Dear Mr. Schlanger:
I am attaching copy of Ordinance No. 28548, amending and reor-
daining certain sections of the 1986-87 Capital and Sewage Funds
Appropriations, to provide for the appropriation and transfer of
funds in connection with the award of a contract to L. H. Saw~er
Paving Co., Inc., for construction of the extension of Blue Hills
Drive in the Roanoke Centre for Industry and Technology, which
Ordinance was adopted by the Council of the City of Roanoke at a
regular meeting held on Monday, March 2, 1987.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:ra
Eric ·
cc:
Mr. W. Robert Herbert, City Manager
Mr. Wilburn Co Dibling, Jr., City Attorney
Mr. William F. Clark, Director, Public Works
Mr. Charles M. Huffine, City Engineer
Mr. Robert K. Bengtson, Traffic Engineer
Mrs. Sarah E. Fitton, Construction Cost Technician
~ir. Brian J. Wishneff, Chief of Economic Development
Grants
Mr. Kit B. Kiser, Director, Utilities & Operations
and
Room456 MunlclpalButldlng 215 Church Ave~ue, S.W. Roanol-,e, Virglnk~24011 (703)981-2541
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 2~d day of March, 1987.
No. 28548.
AN ORDINANCE to amend and reordain certain sections of the
1986-87 Capital and Sewage 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 1986-87 Capital and Sewage
Funds Appropriations, be, and the same are hereby, amended and
reordained, to read as follows, in part:
Appropriations
General Government
Blue Hills Drive Extension @ RCIT (1-3) ............
Streets and Bridges
Hershberger Road (4) ...............................
Fund Balance
Fund Balance - Unappropriated (5) ..................
Revenue
Due from State - VA Dept. Transportation (6) .......
State Revenue - VA Dept. Transportation (7) ........
Accounts Receivable - Advance Stores (8) ...........
Accounts Receivable - Orvis, Inc. (9) ..............
Other Revenue - Advance Stores (10) ................
Other Revenue Orvis, Inc. (11) ...................
$11,895,412
866,284
7,133,485
4,203,993
$ 1,097,504
$ 450,000
450,000
210,750
20,000
210,750
20,000
Sewage
Appropriation~
Capital Outlay from Revenue
Blue Hills Drive Extension @ RCIT (12) .............
$ 2,261,832
25,803
Retained Earnings
Unrestricted Retained Earnings (13) ...............
1) Appr. from Gen. Rev.
2) Appr. from State
3) Appr. from Third
Party
4) Appr. from Gen. Rev.
5) Fund Bal.
Unappropriated
6) Due from State
7) Rev. Due from State
8) Accts. Receivable
Advance
9) Accts. Receivable
Orvis
10) Other Revenue -
Advance
11) Other Revenue -
Orvis
12) Appr. from Gen. Rev.
13)
A008-052-9513-9003)
A008-052-9513-9007)
A008-052-9513-9004)
A008-052-9528-9003)
(X008-3325)
(X008-1178)
(R008-008-1234-1058)
(X008-1173)
(X008-1174)
(R008-008-1234-1038)
(R008-008-1234-1039)
(A003-056-8425-9003)
Unrestricted Retained
Earnings (X003-3336)
$ 185,534
450,000
230,750
(25,820)
(159,714)
450,000
450,000
210,750
20,000
210,750
20,000
25,803
( 25,803
$11,898,691
BE IT FURTHER ORDAINED that, an emergency existing, this
Ordinance shall be in effect from its passage.
ATTEST:
City Clerk
CITY r? ,i" :,
Roanoke, Virginia
March 2, 1987
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Bid Committee Report - Blue Hills Drive Extension in the
Roanoke Centre for Industry and Technology
Bid Committee Report, attached, is for the extension of Blue
Hills Drive in the Roanoke Centre for Industry and Technology,
thereby providing access to Orvi$, Inc. and Advance Stores
Company, Inc.
Recommendation is that City Council approve the recommendation of
the Bid Committee Report.
Respectfully submitted,
W. Robert Herbert
City Manager
WRH:RKB:hw
cc:
City Attorney
Director of Finance
Director of Public Works
City Engineer
Chief, Economic Development
Construction Cost Technician
Roanoke, Virginia
March 2, 1987
Honorable Mayor and Members of City Council
Roanoke, Virginia
Dear Members of Council:
Subject: Bids for Blue Hills Drive Extension In the Roanoke
Centre for Industry and Technology
I. Background on the project includes:
Bids were received by City Council at its February 17, 1987,
meeting, publicly opened, and read aloud for Blue Hills Drive
Extension in the Roanoke Centre for Industry and Technology.
Five (5) bids were received and referred to the bid committee for
review and report back to Council.
B. Low bid in the amount of $847,086.85 was submitted by L. H. Sawyer
Paving Co., Inc.
City Council, at its meeting on July 28, 1986, authorized the City
Manager (by Ordinance No. 28258) to file two applications with the
State Department of Transportation for up to $450~000 in
Industrial Access Road Funds for the Advance Stores Company, Inc.
Project and up to $300~000 in Industrial Access Road Funds for the
Orvis, Inc. Project, in an effort to reimburse costs for portions
of this roadwork.
II. Current situation of the project is:
A. Blue Hills Drive Extension is planned in two phases. Phase I
is 1,000 feet in length for access to Orvis, Inc. Phase II is
1,700 feet in length for access to Advance Stores Company, Inc.
B. Phase I is scheduled for completion by April 15, 1987, in order to
meet the scheduled commencement of operations by Orvis, Inc.
Phase II is scheduled for completion within 150 days after the
contractor receives notification to proceed with this phase, which
will occur no later than May 1, 1987. It is possible for the City
to delete Phase II in its entirety.
Page 2
Industrial Access Road Funds were approved for access to Orvis,
Inc. (Phase I) by the State Transportation Board on December 18,
1986, in the amount of $113,000.00. Industrial Access Road Funds
were approved for access to Advance Stores Company, Inc. (Phase
II) by the State Transportation Board on February 19, 1987, in the
amount of $337,000.00. These amounts are for items eligible for
reimbursement. The total of $450,000.00 is the maximum allowable
grant of Industrial Access Funds to a locality in a single year.
De
Funding for portions of this project that are not reimbursed by
the State are available from the Undesignated Capital Funds
Account, sale of property to Orvis, Inc. and Advance Stores
Company, Inc., and the previous years' retained earnings in the
Sewage Fund.
III. Issues in order of importance:
A. Compliance of the bidders with requirements of the contract docu-
ments.
B. Amount of the low bid
C. Funding for construction
D. Time of completion
IV. Alternatives in order of recommendation are:
A. Award the contract to L. H. Sawyer Paving Co., Inc. in the sum of
$847,086.85 and establish a contingency in the amount of
$45,000.00 in a form acceptable to the Director of Finance.
1. Compliance of the bidder with the requirements of the contract
documents was met.
2. Amount of the low bid is acceptable.
3. Funding for the proposed contract amount is available from:
a. State Industrial Access Road Funds for items eligible for
reimbursement up to $450~000.00.
b. Undesignated Capital Fund Account for Economic Development
in the amount of $159~714.00.
Sale of property to Advance Stores Company, Inc. and Orvis,
Inc. in the amount of $230~750.00. (This represents full
payment for Advance Stores Company, Inc. site of
$210,750.00 and first year installment payment of
$20~000.00 for Orvis, Inc. site.)
Page 3
de
Previous years' retained earnings in the Sewage Fund in the
amount of $25~803.00. This sum will cover the cost of
sanitary sewers being extended in the roadway to serve the
Advance Stores development.
City's matching funds for Hershberger Road Widening Project
in amount of $25,820.00 (Account No. 008-052-9528-9001),
with the expectation that such funds would be reimbursed to
this account as future payments for Orvis, Inc. site are
received.
Time by which construction must be completed is April 15, 1987
for Phase I and within 150 days after the notice to proceed
for Phase II, which would begin no later than May 1, 1987.
B. Reject the five (5) bids received and do not construct Blue Hills
Drive Extension in the Roanoke Centre for Industry and Technology
at this time. Re-evaluate the project for future rebidding.
1. Compliance with requirements of the contract documents would
not be an issue.
2. Amount of the bid price would probably be higher if bid at a
later date.
3. Funding would not be spent at this time.
Time for completion of the project would be delayed, thereby
jeopardizing the timetable established for completing the
roadway access needed for Orvis, Inc. to begin operating and
for Advance Stores Company, Inc. to proceed with construction
and begin operation.
V. Recommendation is that City Council take the following action:
Approve Alternative "A" and award the contract to L. H. Sawyer
Paving Co., Inc. in the sum of $847~087.00 and establish a con-
tingency in the amount of $45~000.00 for a total not to exceed
$892~087.00.
B. Appropriate $159~714.00 from Undesignated Capital Funds to an
account to be designated by the Director of Finance.
C. Establish a receivable account for reimbursement up to $450,000.00
from the Virginia Department of Transportation.
Appropriate $25,803.00 from previous years' retained earnings in
Sewage Fund into an account to be designated by the Director of
Finance.
Page 4
E. Establish a receivable account in the amount of $230~750.00 from
sale of land to Orvis, Inc. and Advance Stores Company, Inc.
F. Transfer $25~820.00 from Hershberger Road Account No.
008-052-9528-9001 into an account to be designated by the Director
of Finance, with provisions to reimburse the Hershberger Road
Account as future payments are received for the Orvis, Inc. site.
G. Reject the other bids received.
RAG:WFC:CMH:hw
Attachment: Tabulation of Bids
cc: City Manager
City Attorney
Director of Finance
Chief, Economic Development
Construction Cost Technician
Respectfully submitted,
Robert A. Garland
Chairman
William F. Clark
Kit B. Kiser
Office of the Oty CJerk
February 20, 1987
File #207-514
Mr. Robert A. Garland, Chairman )
Mr. William F. Clark ) Committee
Mr. Kit B. Kiser )
Gentlemen:
The following bids for Blue Hills Drive Extension, Phase I and
II, were opened and read before the Council of the City of
Roanoke at a regular meeting held on Tuesday, February 17, 1987:
BIDDER
L. H. Sawyer Paving Co., Inc.
Adams Construction Company
S. R. Draper Paving Co., Inc.
Branch & Associates, Inc.
Allegheny Construction Co., Inc.
BASE BIO TOTAL
$847,086.85
878,752.68
893,483.18
915,706.10
965,405.62
On motion, duly seconded and adopted, t~e bids were referred to
you for tabulation, report and recommendation to Council.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP: ra
Room 456 Municipal Building 215 C~urch Avenue, S.W. Roanoke, Virginia 240'~ i (703) 98t-254t
Mr. RoOert A. Garland, Chairnan
Mr. William F. Clark
Mr. Kit B. Kiser
Page 2
February 20, 1987
cc:
L. H. Sawyer Paving Company, Inc., 496 Glenmore Drive,
Roanoke, Virginia 24015
Adams Construction Company, P. O. Box 12627, Roanoke,
Virginia 24027
S. R. Draper Paving Co.,Inc., 4742 Old Rocky Mount Road,
Roanoke, Virginia 24014
Branch & Associates, Inc., P. O. Box 8302, Roanoke, Virginia
24014
Allegheny Construction Co., Inc., 2920 Nicholas Avenue,
N. E., Roanoke, Virginia 24012
Mr. Wilburn C. Dibling, Jr., City Attorney