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Home My WebLink About4/12/2021 - City Council - Agenda -RegularSalem City Council Work Session Agenda Monday, April 12, 2021 Parlor A Salem Civic Center 1001 Roanoke Boulevard, Salem 5:00 p.m. I. Call to Order II. Roll Call III. Discussion Items a. Annual Presentation – John Hull, Executive Director of the Roanoke Regional Partnership b. Moyer Complex Capital Project- Jay Taliaferro and John Shaner c. Zoning Code Items Discussion – Mary Ellen Wines and Chuck Van Allman d. Other items IV. Adjournment City Council Meeting A G E N D A Monday, April 12, 2021, 6:30 PM Community Room, Salem Civic Center, 1001 Roanoke Boulevard, Salem, Virginia 24153 1.Call to Order 2.Pledge of Allegiance 3.Bid Openings, Awards, Recognitions 4.Consent Agenda A.Citizen Comments Comments from the public, limited to five minutes, on matters not on the regular meeting agenda. T he following have signed up to speak at this meeting: Eddie Hite, 122 Par Drive, Salem B.Minutes Consider the acceptance of the minutes for the March 18, 2021 work session/retreat and the March 22, 2021 regular meeting. 5.Old Business 6.New Business A.P resentation of Salem School Div ision B udget Receive presentation from the Chairman of the Salem School Board regarding the 2021-2022 budget pursuant to Section 8.5 of the 1968 C harter of the C ity of Salem, as amended. B.Appropriation of F unds Consider request to appropriate grant funds received from the Virginia Office of the Attorney General. Audit - Finance C ommittee C.Appropriation of F unds Consider request to accept and appropriate grant funds from Virginia Department of Emergency Management for the Next Generation 911 Project. Audit - Finance Committee D.P rofessional Auto Office Building Consider setting bond for erosion and sediment control for Professional Auto Office Building. Audit - Finance C ommittee E.Blue Ridge Tire E S C P lan Consider setting erosion and sediment control bond for Blue Ridge Tire ES C Plan. Audit - Finance Committee F.Downtown Sewer Rehabilitation P roject Consider request to exceed 25 percent procurement limit. Audit - Finance C ommittee G.Boards and Commissions Consider appointments to various boards and commissions. 7.Adjournment Audi t F i nance Commi ttee Meeti ng, Apri l 8, 4:00 p.m., Ci ty Manager's Conference Room, 114 N. B road Street, Sal em Work Sessi on, 5:00 p.m., P arl or A, Sal em Ci vi c Center Item 4B 4-12-21 AT A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF SALEM, VIRGINIA HELD AT CITY HALL MEETING DATE: April 12, 2021 AGENDA ITEM: Appropriate grant funds received from the Virginia Office of the Attorney General. SUBMITTED BY: Rosemarie B. Jordan Director of Finance SUMMARY OF INFORMATION: The City of Salem was awarded $900 through the Triad grant program administered by the Office of the Attorney General. Triad is a cooperative effort of law enforcement agencies, senior citizens and senior organizations focused on reducing crimes against older citizens. Grant funds will be used to host two shred-a-thons. A 10% local match is required and is available in the Neighborhood Watch and Crime Prevention account. FISCAL IMPACT: Proceeds from the grant will cover the cost of services not included in the FY21 operating budget. STAFF RECOMMENDATION: Appropriate $900 in grant revenue to account 10-030-0100-48395 and increase the budget for Police Department state grant account, 10-030-3110-55859, by $900. Transfer $100 from 10-030-3110-55808 to state grant account 10-030-3110-55859 to cover the City’s required local match. Item 6B 4-12-21 AT A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF SALEM, VIRGINIA HELD AT CITY HALL MEETING DATE: April 12, 2021 AGENDA ITEM: Request to accept and appropriate grant funds from Virginia Department of Emergency Management for Next Generation 911 Project (NG911) SUBMITTED BY: Rosemarie B. Jordan, Director of Finance SUMMARY OF INFORMATION: The State of Virginia has adopted the NG911 project and is mandating every 911 center migrate over to the NG911 platform. Salem has been awarded funds to pay for migrating the public safety answering points to NG911. The new system will utilize GIS coordinates to locate callers using cellular/smart devices instead of relying on older technology that utilizes fixed address points for landline phones. A total of $378,493 was awarded for the project, which includes equipment, installation and maintenance costs. Salem received an additional $50,000 for this project because we are installing a joint system with Roanoke County. FISCAL IMPACT: The $378,493 grant will allow us to replace equipment in the 911 Center. STAFF RECOMMENDATION: Staff recommends accepting the $378,493 grant from Virginia Department of Emergency Management, appropriating $378,493 in account 20-012-0200-48495, State Grant Revenue, and appropriating $378,493 in account 20-030-0205-54309, Next Generation 911, for the purposes stated above. Item 6C 4-12-21 Charles E. VanAllman, Jr., PE, LS William L. Simpson, Jr., PE Director City Engineer City of Salem Community Development Department Engineering, Inspections, GIS, Stormwater, Planning & Zoning Community Development Department – 21 S. Bruffey St. Salem, VA 24153 Phone: (540) 375-3032 – Email: CommunityDev@SalemVA.gov Mailing Address: PO Box 869, Salem, VA 24153-0869 March 24, 2021 Council of the City of Salem Salem, VA Dear Council Members: The City Engineer’s office has reviewed the estimate for erosion and sediment control for Professional Auto Office Building. It is recommended that the project be bonded in the amount of $4,719.00 for a time frame for completion set at twelve (12) months. Sincerely, William L. Simpson, Jr., PE City Engineer WLSjr/llp Attachment: City Engineer’s Estimate Item 6D 4-12-21 MARCH 24, 2021 PROPERTY: PROFESSIONAL AUTO OFFICE BUILDING 711 KESLER MILL RD OWNER(S): PROFESSIONAL AUTO TOWING & SERVICES INC Listed below are the erosion and sediment control measures and landscaping to be constructed in conjunction with the property of the referenced contractor, and the recommended security required for each from the contractor. Erosion and Sediment Control & Landscaping 1 EA CONSTRUCTION ENTRANCE $ 1,200.00 70 LF SILT FENCE 280.00 2 EA DROP INLET SILT FENCE 200.00 PERMANENT SEEDING 100.00 MULCHING (STRAW) 10.00 LANDSCAPE PLANTINGS 2,500.00 SUBTOTAL: $ 4,290.00 10 % CONTINGENCY 429.00 TOTAL ROUNDED BOND: $ 4,719.00 Charles E. VanAllman, Jr., PE, LS William L. Simpson, Jr., PE Director City Engineer City of Salem Community Development Department Engineering, Inspections, GIS, Stormwater, Planning & Zoning Community Development Department – 21 S. Bruffey St. Salem, VA 24153 Phone: (540) 375-3032 – Email: CommunityDev@SalemVA.gov Mailing Address: PO Box 869, Salem, VA 24153-0869 March 24, 2021 Council of the City of Salem Salem, VA Dear Council Members: The City Engineer’s office has reviewed the estimate for erosion and sediment control for the Blue Ridge Tire ESC Plan. It is recommended that the project be bonded in the amount of $4,774.00 for a time frame for completion set at twelve (12) months. Sincerely, William L. Simpson, Jr., PE City Engineer WLSjr/llp Attachment: City Engineer’s Estimate Item 6E 4-12-21 MARCH 24, 2021 PROPERTY: BLUE RIDGE TIRE ESC PLAN 1103 SOUTH COLORADO STREET OWNER(S): STEGALL PROPERTIES LLC Listed below are the erosion and sediment control measures and landscaping to be constructed in conjunction with the property of the referenced contractor, and the recommended security required for each from the contractor. Erosion and Sediment Control & Landscaping 1 EA CONSTRUCTION ENTRANCE $ 1,200.00 340 LF SILT FENCE 1,360.00 TEMPORARY SEEDING 880.00 PERMANENT SEEDING 900.00 SUBTOTAL: $ 4,340.00 10 % CONTINGENCY 434.00 TOTAL ROUNDED BOND: $ 4,774.00 SALEM WATER DEPARTMENT 1300 TIDEWATER STREET • P.O. BOX 869 • SALEM, VIRGINIA 24153 • (540) 375-3029 • FAX (540) 375-4043 water.salemva.gov C:\Users\llharris\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\5LFW2LIO\2021 0329 Council Request to Exceed 25% Limit - final.docx Item 6F 4-12-21 AT A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF SALEM, VIRGINIA HELD AT THE CIVIC CENTER MEETING DATE: April 12, 2021 AGENDA ITEM: Request authorization for staff to execute a change order on an existing contract between the City of Salem and Portland Utilities Construction, Inc. necessary for work to complete the Downtown Sewer Rehabilitation project. Such authorization is required of the local governing body by State Code and the City’s procurement procedures when cumulative modifications to a fixed-fee contract exceed the greater of 25% of the contract amount or $10,000. SUBMITTED BY: Larado Robinson, Director of Water and Sewer SUMMARY OF INFORMATION: All work for the Downtown Sanitary Sewer Rehabilitation has been completed except for one pipe segment. This segment is a deep 18-inch, 262-foot section along West Riverside Drive and is allowing significant groundwater infiltration. The original design was planned for cured- in-place pipe (CIPP) lining by Am-Liner with a styrene resin. This technology requires the groundwater to be stopped initially with chemical grouting prior to lining. This steam cure technology requires that the majority of cold groundwater be stopped prior to the lining process for the resin to cure and provide long-term service. Since the initial video of the sewer (2018), the pipe condition has continued to deteriorate with multiple fractures and additional groundwater intrusion eliminating the original CIPP design intent from consideration. Alternatives to CIPP lining with steam-cured resin include CIPP lining with UV cure and open cut replacement. Pricing has been obtained for both options. PUCC provided costs for CIPP with UV cure for a budget price of $78,910. Mendon Pipeline provided a cost for open cut replacement for a budget price of $184,460. The City has an open contract with PUCC as part of the Downtown Sanitary Sewer project; however, with this addition of $78,910, the final contract value will be over 25% of the original contract. The overall project (total of 4 construction contracts) is still under the original budget. In order to rehabilitate this pipe Date: March 29, 2021 Request to Exceed 25 Percent Procurement Limit Page 2 of 4 segment, prevent pipe collapse/failure, and eliminate approximately 100 gallons per minute of continuous infiltration, we respectfully request to add this work to PUCC’s contract by change order. The in-ground repair lining method, such as the recommended UV curing process, is not guaranteed to be successful due to actual subsurface pipe conditions. However, pipe lining is widely utilized due to the logistical and significant cost benefits vs. open cut replacement. Should successful full completion not be viable once the contractor mobilizes and begins work, the City would be responsible for payment on the amount of work actually completed based on the schedule of values. The original contract amount with Portland Utilities, Inc. for the project was $1,082,636.82. A change order was executed in 2019 in the amount of $252,920.02 for the reconciliation of installed quantities vs. estimated and additional project scope needs. A second change order was issued in 2020 to decrease the contract by $20,958.02 for the reconciliation of actual quantities vs. estimated for the previous change order scope additions. There are a total of 8 infiltration gushers along the 262’ pipe segment. Each picture below shows different joints allowing significant infiltration. Date: March 29, 2021 Request to Exceed 25 Percent Procurement Limit Page 3 of 4 FISCAL IMPACT: The proposed estimate for this work is $78,910 per the attached letter. However, the requested amount is $100,000 to cover any contingencies that may occur during the project. STAFF RECOMMENDATION: Staff recommends Council allow for this increase in order to address a significant inflow issue. Date: March 29, 2021 Request to Exceed 25 Percent Procurement Limit Page 4 of 4 Item 6G 4-12-21