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06-06-2016 BOS Regular Meeting Agenda PKTr I t�T t, 1I_ , _ ► usussomma 1767 PI PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, NNE 6, 2016 GENERAL DISTRICT COURTROOM 11 BANKS STREET, CHATHAM, VA 24531 AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Barber0 Hagerman0 BlackstockO DavisO ScearceO Warren0 Barksdale0 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda (a) Motion: Barber0 Hagerman0 Blackstock0 Dav&D Scearce0 Warren0 Barksdale0 Second: Barber0 Hagerman0 BlockstockO DavisO Scearce0 Warren0 BarksdaleO APPROVAL OF AGENDA Motion: BarberO Hagenrnan0 BlockstockO DavtsO ScearceO Warren0 BarksdaleO Second: Barber0 Hagerman0 BlockstockO DavisO Scearce0 WarrenO BarksdaleO HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes: May 2, 2016 — BOS Regular Meeting — Pages 13-20 May 17, 2016 — BOS Adjourned Meeting — Pages 21-30 (b) Bill List — May 2016 (Online) (c) Proclamation — Alzheimer's Awareness Month; June 2016 — Pages 31-32 Motion: BarberO HagermanO BlackstockO DavisO Scearce0 WarrenO BarksdaleO Second. BarberO HagermanO BlackstockO DavisO Scearce0 WarrenO BarksdaleO PUBLIC HEARINGS 7. Public Hearing to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2016/17 through 2021/22 and the Secondary System Construction and Budget for Fiscal Year 2017 in Pittsylvania County. — Pages 34-41 Open: Close: Speakers: Motion: Barber[] Hagerman[] Blackstock[] DavisO ScearceO WarrenO Barksdale[] Second., Barber[] Hagerman[] Blackstock[] Davis[] Scearce0 WarrenO Barksdale[] Roll Call Vote Comments: 8. Public Hearing to receive citizen input on the proposed amendment to Chapter 43 (Statement of Economic Interest) of the Pittsylvania County Code. — Pages 42-48 Open: Close: Speakers: Motion: Barber[] Hagerman[] Blackstock[] Davis[] ScearceO Warren[] Barksdale[] Second. • Barber[] Hagerman[] Blackstock[] Davis[] Scearce0 Warren[] Barksdale[] Roll Call Vote Comments: Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ (Roll Call Vote Y or N) 8. Public Hearing to receive citizen input on the proposed amendment to Chapter 43 (Statement of Economic Interest) of the Pittsylvania County Code. — Pages 42-48 Open: Close: Speakers: Motion: Barber[] Hagerman[] Blackstock[] Davis[] ScearceO Warren[] Barksdale[] Second. • Barber[] Hagerman[] Blackstock[] Davis[] Scearce0 Warren[] Barksdale[] Roll Call Vote Comments: Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ (Roll Call Vote Y or N) 9. Public Hearing to receive citizen input on the proposed amendment to the Board of Supervisors' Bylaws/Code of Ethics. — Pages 49-61 Open: Close: Speakers: Motion: Second: Roll Call Vote Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote Y YorN) BarberO HagermanO BlackstockO DavisO Scearce[] WarrenO BorksdaleO BarberO Hagerman[] Blackstock[] DavisO ScearceO Warren[] Barksdale[] Comments: PRESENTATIONS 10. Presentation of Business Appreciation Week Proclamation — Laurie Moran, Executive Director of the Danville-Pittsylvania County Chamber of Commerce — Pages 63-64 Motion: Barber[] Hagerman[] BlackstockO DavisO Scearce[] WarrenO Barksdale[] Second. Barber[] HagermanO Blackstock[] Davis[] Scearce[] WarrenO Barksdale[] Comments: 11. Community Policy Management Team Quarterly Report and Annual Appointments - Katie Millner, CSA Coordinator — Pages 65-66 Motion: BarberO HagermanO Blackstock[] DavisO Scearce[] WarrenO Barksdale[] Second. Barber[] Hagerman[] BlackstockO DavisO Scearce[] WarrenO Barksdale[] Comments: NEW BUSINESS 12. Request for Approval — 2016 Real Estate Refund: Ed Neal's Farm, LLC; Parcel #2309-65-4768 — Pages 68-71 Motion: Barber[] Hagerman[] Blackstock[] DavisO Scearce[] Warren[] Barksdale[] Second: Barber[] Hagerman[] Blackstock[] Davis[] ScearceO WarrenO Barksdale[] Roll Call Vote Comments: Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ (Roll Call Vote Y or N) 13. Financial Matters (a) Comprehensive Services Act (CSA) Supplement Request — Requires a Motion and a 10 -Day Layover — Page 72 Motion: Barber0 HagermanO BlackstockO DavisO Scearce0 Warren0 BarksdaleO Second: BarberO HagermanO BlackstockO DavisO Scearce0 Warren0 BarksdaleO (b) Appropriation of Federal Restricted Seizure Funds — Requires a RoR Call Vote — Page 73 Motion: Barber0 Hagerman0 BlackstockO DavisO Scearce0 Warren0 Barksdale0 Second: Barber0 Hagerman0 BlackstockO DavisO Scearce0 WarrenO Barksdale0 Roll Call Vote Comments: (Roll Call Vote Y or N) (c) Appropriation of State Restricted Seizure Funds — Requires a Roll Call Vote — Page 74 Motion: BarberO Hagerman0 Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Second. Barber0 Hagerman0 Blackstock0 DavisO Scearce0 Warren0 BarksdaleO Roll Call Vote Comments: Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ (Roll Call Vote Y or N) (c) Appropriation of State Restricted Seizure Funds — Requires a Roll Call Vote — Page 74 Motion: BarberO Hagerman0 Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Second. Barber0 Hagerman0 Blackstock0 DavisO Scearce0 Warren0 BarksdaleO Roll Call Vote Comments: (d) Expenditure Refunds — May 2016 — Requires a Motion and a 10 -Day Layover —Pages 75-77 Motion: Barber0 HagermanO BlackstockO DavisO Scearce0 Warren0 Barksdale0 Second: Barber0 Hagerman0 BlackstockO DavisO ScearceO WarrenO Barksdale0 14. Award Contract — Sheriff's Office Uniforms — Pages 78-108 Motion: Barber0 HagermanO Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Second: BarberO HagermanO Blackstock0 DavisI7 Scearce0 Warren0 BarksdaleO Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ (Roll Call Vote Y or N) (d) Expenditure Refunds — May 2016 — Requires a Motion and a 10 -Day Layover —Pages 75-77 Motion: Barber0 HagermanO BlackstockO DavisO Scearce0 Warren0 Barksdale0 Second: Barber0 Hagerman0 BlackstockO DavisO ScearceO WarrenO Barksdale0 14. Award Contract — Sheriff's Office Uniforms — Pages 78-108 Motion: Barber0 HagermanO Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Second: BarberO HagermanO Blackstock0 DavisI7 Scearce0 Warren0 BarksdaleO 15. Award Contract — EMS Billing Services — Pages 109-140 Motion: Barber[] Hagerman[] Blackstock[] DavisO Scearce[] Warren[] Barksdale[] Second. BorberO HagermanO Blackstock[] DavisO ScearceO WarrenO Barksdale[] 16. Middle School Park Playground Contract Purchase Award — Pages 141-165 Motion: Barber[] HagermanO Blackstock[] DavisO Scearce0 WarrenO Barksdale[] Second: Barber[] Hagerman[] Blackstock[] DavisO Scearce[] Warren[] Barksdale[] 17. Pittsylvania County Public Library Projects: Mt. Hermon and Gretna sites — Page 166 Motion: Barber[] Hagerman[] BlackstockO DavisO Scearce[] WarrenO Barksdale[] Second: Barber[] Hagerman[] Blackstock[] DavisO Scearce[] Warren[] Barksdale[] 18. Workforce Innovation and Opportunity Act (WIOA) Title I Grant Award Agreement — Pages 167-182 Motion., Barber[] HagermanO Blackstock[] DavisO Scearce0 Warren[] Barksdale[] Second: Barber[] Hagerman[] Blackstock[] Davis[] Scearce0 Warren[] Barksdale[] 19. Discussion of Proposed Electric Rates by Danville Utilities for Citizens in Pittsylvania County — Page 183 Motion: Barber[] Hagerman[] Blackstock[] DavisO Scearce[] Warren[] BarksdaleO Second: Barber[] Hagerman[] BlackstockO Davis[] Scearce[] Warren[] Barksdale[] APPOINTMENTS 20. Upcoming term appointments — Pages 185-188 (a) Danville Community College Board of Trustees: Pittsylvania County Representative Motion: BarberO Hagerman[] Blackstock[] DavisO Scearce[] Warren[] Barksdale[] Second. Barber[] HagermanO Blackstock[] DavisO Scearce[] WarrenO Barksdale[] (b) Danville-Pittsylvania Community Services Board: Callands/Gretna District Representative; Board of Supervisors Representative Motion: Barber[] Hagerman[] Blackstock[] DavisO Scearce[] WarrenO Barksdale[] Second. Barber[] Hagerman[] Blackstock[] DavisO Scearce0 WarrenO Barksdale[] Motion: Barber[] HagermanO Blackstock[] Davis[] Scearce[] Warren[] Barksdale[] Second. Barber[] Hagerman[] Blackstock[] DavtsO Scearce0 Warren[] Barksdale[] (c) Pittsylvania County Public Library Board of Trustees: Tunstall & Westover Districts Representatives Motion: Barber0 HagermanO Blackslock0 DavisO ScearceO WarrenO BarksdaleO Second: Barber0 Hagerman0 Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Motion: Ba/ber0 Hagerman0 Blackstock0 DavisO ScearceO WarrenO BarksdaleO Second., Barber0 HagermanO Blackstock0 Dav&D Scearce0 Warren0 BarksdaleO (d) Pittsylvania County Planning Commission: Callands/Gretna Representative Motion: Barber0 Hagerman0 Blackslock0 Dav&O Scearce0 Warren0 Barksdale0 Second: Barbe/O Hagerman0 Blackslock0 DavisO Scearce0 Warren0 BarksdaleO BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR 1. Animal Control/CoP May 2016 Monthly Report — Pages 192-193 2. Building/Grounds May 2016 Monthly Report — Pages 194-195 3. Code Compliance May 2016 Monthly Report & Fees — Page 196 CLOSED SESSION Time Entered in Closed Session: Motion: Barber0 HagermanO Blackstock0 DavisO ScearceO WarrenO BarksdaleO Second. BarberO HagermanO Blackstock0 DavisO Scearce0 WarrenO BarksdaleO Roll Call Vote 21. Discussion or consideration of the acquisition of real property for a public purpose where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Legal Authority: Virginia Code Section 2.2-3711(A)(3) Subject: Sheriff's Office Storage Facility Purpose: Review/Discussion of Deed of Sale and/or Sales Agreement Motion: Barber0 Hagerman0 BlackstockO DavisO Scearce0 WarrenO BarksdaleO Second: Barber0 HagermanO Blackstock0 DavisO Scearce0 Warren0 Barksdale0 RETURN TO OPEN SESSION AND CERTIFICATION Motion to return to Open Session: Motion: Barber0 HagermanO Blackstock0 DavisO Scearce0 WarrenO Barksdale0 Second: Barber0 Hagermon0 Blackstock0 DavisO ScearceO Warren0 Barksdale0 Time Returned to Open Session: Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ (Roll Call Vote Y or N) 21. Discussion or consideration of the acquisition of real property for a public purpose where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Legal Authority: Virginia Code Section 2.2-3711(A)(3) Subject: Sheriff's Office Storage Facility Purpose: Review/Discussion of Deed of Sale and/or Sales Agreement Motion: Barber0 Hagerman0 BlackstockO DavisO Scearce0 WarrenO BarksdaleO Second: Barber0 HagermanO Blackstock0 DavisO Scearce0 Warren0 Barksdale0 RETURN TO OPEN SESSION AND CERTIFICATION Motion to return to Open Session: Motion: Barber0 HagermanO Blackstock0 DavisO Scearce0 WarrenO Barksdale0 Second: Barber0 Hagermon0 Blackstock0 DavisO ScearceO Warren0 Barksdale0 Time Returned to Open Session: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on June 6, 2016, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. ADJOURNMENT Motion: BarberO HagermanU Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Second: Barber0 HagermanO Blackstock0 DavisO Seearce0 Warren0 BarksdaleO Time: Vote Tim R. Barber Yes/No Jerry A. Hagerman Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No Jessie L. Barksdale Yes/No ADJOURNMENT Motion: BarberO HagermanU Blackstock0 DavisO Scearce0 Warren0 Barksdale0 Second: Barber0 HagermanO Blackstock0 DavisO Seearce0 Warren0 BarksdaleO Time: TO BE ADDED P10 HEARING OF CITIZENS P11 CONSENT AGENDA P12 Regular Meeting May 2, 2016 Pittsylvania County Board of Supervisors Monday, May 2, 2016 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, May 2, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Elton W. Blackstock Tim Barber Ronald S. Scearce Jerry A. Hagerman Robert W. Warren Joe B. Davis Banister District Staunton River District Tunstall District Westover District Callands-Gretna District Chatham -Blairs District Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Warren, seconded by Mr. Barber, to approve the agenda with the addition of a request from the Fire & Rescue Association for a Fire & Rescue Apparatus Appropriation, which was unanimously approved by the Board. Hearing of the Citizens There were no sign ups to speak. Mr. Barksdale acknowledged the attendance of the Honorable Mike Taylor, Sheriff for Pittsylvania County. Consent Agenda Motion was made by Mr. Warren, seconded by Mr. Davis, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Minutes — April 4, 2016 — Regular Meeting April 19, 2016 — Adjourned Meeting (b) Bill List — April 2016 (Online) (c) Proclamation - Guillain -Bane Syndrome/Chronic Inflammatory Demyelinating Polyneuropathy (GBS/CIDP) Awareness Month; May 2016 (d) Revised Section 125 Flexible Benefit Plan Adoption Agreement (e) Proclamation — National Police Week: May 15-21, 2016 (f) Proclamation — National Teacher Appreciation Week; May 2-6, 2016 (g) Resolution of Recognition — Edward Blount Mr. Warren's motion was unanimously approved by the Board. P13 Regular Meeting May 2, 2016 Vittoplbauia Countp Jgoarb of *uperbiooro Vrodamation GBS/CIDP AWARENESS MONTH VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, May 2, 2016, the following proclamation was adopted, proclaiming March 2016 as Guillain-Barre Syndrome/Chronic Inflammatory Demyelinating Polyneuropathy (GBS/CIDP) Awareness Month. WHEREAS, the month of May has been designated as "GBS/ CIDP Awareness Month' to educate the public and to focus attention on Guillain-Barre Syndrome (GBS) and Chronic Inflammatory Demyelinating Polyneuropathy (CIDP); rare, paralyzing and potentially catastrophic disorders of the peripheral nerves; and WHEREAS, the cause of GBS and CIDP is unknown and the length of the illness is unpredictable. It is characterized by rapid onset of weakness and often, paralysis of the legs, anus, breathing muscles and face. Usually months of hospital care are required with patients and their families facing an uncertain future, not knowing if and when recovery will occur. Some may face long-term disabilities of varying degrees. GBS OR CIDP can develop in any person at any age, regardless of gender or ethnic background; and WHEREAS, in 1980, the Guillain-Barre Foundation International (now the GBS/CIPD Foundation International), was founded to provide a support network to patients and their families through the national office headquartered in Philadelphia and its 174 chapters with more than 30,000 members throughout the United States, Canada, Asia, Europe, Australia, South America, and South Africa; and WHEREAS, the local area chapter of the Guillain-Barre Foundation serves as the link between patients, physicians, nurses, and families; providing educational materials and newsletters, as well as funding medical research and conducting symposia; and WHEREAS, the Guillain-Barre Foundation's Medial Advisory Board includes prominent neurologists active in GBS and CIDP research, leading physicians in rehabilitation medicine, and physicians who, themselves, have had the disorder; then NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors proclaim May 2016 as GBS/CIDP Awareness Month in Pittsylvania County and encourages all citizens to recognize the importance of raising awareness of Guillain-Barre Syndrome (GBS) and Chronic Inflammatory Demyelinating Polyneuropathy (CIDP); and BE IT FURTHER RESOLVED that a copy of this proclamation be forward to the local news media. The Honorable Michael W. Taylor, Sheriff, was present to accept the following proclamation. P14 Regular Meeting May 2, 2016 Vitts'pfbania Couutp 313oarb of *uprrbi oro Vrodamation NATIONAL POLICE WEEK May 15-21,2016 TO RECOGNIZE NATIONAL POLICE WEEK 2016 AND TO HONOR THE SERVICE AND SACRIFICE OF THOSE LAW ENFORCEMENT OFFICERS KILLED IN THE LINE OF DUTY WHILE PROTECTING OUR COMMUNITIES AND SAFEGUARDING OUR DEMOCRACY. WHEREAS, there are approximately 900,000 law enforcement officers serving in communities across the United States, including the dedicated members of the Virginia State Police and Pittsylvania County Sheriffs Office; and WHEREAS, there have been 15,725 assaults against law enforcement officers in 2014, resulting in approximately 13,824 injuries; and WHEREAS, since the first recorded death in 1791, more than 20,000 law enforcement officers in the United States have made the ultimate sacrifice and been killed in the line of duty, including eight members of the Pittsylvania County Sheriffs Office; and WHEREAS, the names of these dedicated public servants are engraved on the walls of the National Law Enforcement Officers Memorial in Washington, D.C.; and WHEREAS, 252 new names of fallen heroes are being added to the National Law Enforcement Officers Memorial this spring, including 123 officers killed in 2015 and 129 officers killed in previous years; and WHEREAS, May 15, 2016 is designated as Peace Officers Memorial Day, in honor of all fallen officers and their families and U.S. flags should be flown at half-staff, WHEREAS, because May 15, 2016 falls on a Sunday, the service and sacrifice of all officers killed in the line of duty will be honored on Tuesday, May 10, 2016 at 7:00 PM at the First Baptist Church in Chatham; then THEREFORE, BE IT RESOLVED that the Board of Supervisors formally designates May 15-21, 2016, as Police Week in Pittsylvania County, Virginia, and publicly salutes the service of law enforcement officers in our community and in communities across the nation. P15 Regular Meeting May 2, 2016 Vittsptbauia Couutp 36oarb of *uperbiwe; ,proclamation Teacher Appreciation Week May 2-6,2016 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, May 2, 2016, the following proclamation was adopted celebrating Teacher Appreciation Week May 2-6, 2016 and Teacher Appreciation Day May 3, 2016. WHEREAS, teachers mold in a positive direction the future citizens and future leaders of our country through guidance and education; and WHEREAS, teachers encounter students of widely differing backgrounds and we entrust our children with the teachers and they affect the lives of our children on a daily basis; and WHEREAS, our country's future depends upon providing quality education to all students; and WHEREAS, teachers spend countless hours preparing lessons, evaluating progress, counseling and coaching students and performing community service; and WHEREAS, the Board of Supervisors recognizes and supports its teachers in educating the children of Pittsylvania County; then NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors proclaims May 2-6, 2016 to be Teacher Appreciation Week and observes Tuesday, May 3, 2016 as Teacher Appreciation Day; and BE IT FURTHER RESOLVED that the Pittsylvania County Board of Supervisors strongly encourages all citizens of Pittsylvania County to join in with personally expressing appreciation to our teachers for their dedication and devotion to their work. Edward Blount was present to receive the following Resolution: Vitt5pfbania Countp 38oarb of 6uperbtzor6 RESOLUTION 2016-05-02 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, May 2, 2016, the following resolution was presented and adopted: WHEREAS, Edward Blount is a resident of Pittsylvania County and a junior at Dan River High School; and P16 Regular Meeting May 2, 2016 WHEREAS, Edward Blount is CEO of Your Local Mushrooms, the enterprise he formed during his seven-month participation in the 2015-16 Young Entrepreneurs Academy (YEA!) of the Danville-Pittsylvania County Chamber of Commerce; and WHEREAS, fifteen middle school and high school students participated in the 2015-16 Young Entrepreneurs Academy; and WHEREAS, Edward Blount was named as the Sanders Scholar for his development of his business, Your Local Mushrooms, and will move on to compete in Washington, D.C. at "America's Small Business Summit" for a national title, college scholarship awards and business -services prizes against other student businesses across the county; and WHEREAS, Edward Blount has been a past Chief of the Tuscarora Center, a section of the National Honor Society of the Boy Scouts of America and is a candidate to be an Eagle Scout; and is a member of the DECA Club at Dan River High School; and WHEREAS, Edward Blount sets an exemplary role model for his peers and representation of his generation; then NOW, THEREFORE, BE IT RESOLVED, the Pittsylvania County Board of Supervisors, on the behalf of all the citizens of Pittsylvania County, express their sincere admiration and congratulations to Edward Blount in his being named the Sanders Scholar of the 2015-16 Young Entrepreneurs Academy of the Danville-Pittsylvania County Chamber of Commerce; and wish him continued success in both his upcoming competition at the America's Small Business Summit in Washington, D.C. and with his business, Your Local Mushrooms; and BE IT FURTHER RESOLVED that a certified copy of this resolution be presented to Edward. Unfinished Business At the April 19, 2016 Board of Supervisors meeting, a motion was made by Mr. Warren, seconded by Mr. Blackstock, for the reappropriation of $97,085.84 as follows: $8,078.68 to County Fleet -Parts (100-4-012520-6030), $2,423.35 to County Fleet -Labor, $200.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $500.00 to Sheriff -Project Lifesaver (100-4-031200-5882), $108.20 to Sheriff -Police Supplies (100-4-031200-6010), $2,953.55 to Sheriff -Parts (100-4-031200-6030), $1,089.60 to Sheriff -Labor (100-4-031200-6031), $250.00 to Fire Marshall -Training (100-4-031700- 5540), 100-4-031700- 5540), $41.00 to Jail -Food Supplies (100-4-033100-6002), $190.00 to Recreation -Recreation Supplies (100-4-071100-6014), $1,800.00 Library -Office Supplies (100-4-073100-6001), $79,451.46 to WIA-Rent (251-4-353853-6014). This motion required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Warren's motion was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Warren, for the appropriation of $21,100 for Professional Services and Scope of Work by Springsted, Inc. to facilitate the search process for a new County Administrator. This motion required a 10 -Day Layover. P17 Regular Meeting May 2, 2016 New Business The Legislative Committee met on Thursday, April 21, 2016 and the following recommendations came from that committee to the full Board of Supervisors: (a) Request to advertise a public hearing for the citizen input on a proposed amendment to Chapter 43 of the Pittsylvania County Code. The committee proposed revisions that would mirror requirements in accordance with the Virginia State and Local Government Conflicts of Interest Act concerning the filing of Statement of Economic Interest and Disclosure forms. The committee's motion past by a 6 to 1 majority vote of the Board, with Mr. Hagerman opposing. (b) Request to allow staff to send "Public Notice of Meeting" the week before each scheduled Board meeting, and post the meeting's agenda when the agenda packet is made available. The "Public Notice of Meeting" would meet the State Code requirements for giving proper notice of a meeting of elected officials. By waiting to post the actual agenda when the agenda packet was ready for public notice, it would allow staff enough time for business items that were time sensitive to be on the agenda and to assemble any documents for agenda items that was necessary for the meeting. The agenda would still be placed in both the agenda packet, in the County Administrator's Office, and on the County's website as before, but not until the entire agenda packet was ready for public viewing. The committee's motion past by a 6 to 1 majority vote, with Mr. Hagerman opposing. (c) Request to hold a public hearing to amend the County's By -Laws by removing the last paragraph in Section 18 of Article VII and the Model of Excellence Statement. During discussion, Mr. Barber pointed out that Article VIII, Section 8.1 stated " Amendments to these By -Laws, Rules of Procedure, and Standards of Conduct may be made at any meeting of the board by a majority vote of the Board present, after a notice of intent to amend has been given to each Board member not less than ten (10) days prior to such meeting. " Mr. Barber stated that either the Board need to follow the current By -Laws concerning the procedure used to amend the By -Laws, or Section 8.1 of Article VIII also needed to be amended, if the Board was going to hold a public hearing to make changes. The Board then directed the County Attorney to amend Article VIII, Section 8.1 and bring the proposed draft back to the Board at their May 17, 2016 adjourned meeting. Mr. Monday explained that under his guidance, a personnel committee was formed over a year ago with representatives from various departments that was charged with the task of review, revisions, and/or updates to the personnel policies manual. The committee, along with the newly hired Human Resources Manager, finalized updates in compliance with the Department of Labor, the Equal Employment Opportunity Commission, the Wage and Hour Division, Virginia Workers' Compensation Commission, and other state/federal employment regulators. Upon nearing the final phase of the draft manual, department supervisors were provided copies for review and feedback. After several discussions on departmental concerns, and several meetings between the County Administrator and the Human Resources Manager, as well as the County Attorney, a final draft manual was ready to present to the Board of Supervisors' Personnel committee on April 19, 2016. Minor changes were recommended by the BOS Personnel Committee and implemented. Motion was then made by Mr. Barber, seconded by Mr. Warren, to approve the revised Personnel Policies Manual as presented to the Board at this meeting and the following Roll Call Vote was recorded: Mr. Barber - Yes; Mr. Hagerman -No; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Barber's motion was approved by a 6-1 majority vote of the Board. P18 Regular Meeting May 2, 2016 Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve a request from the Honorable Mike Taylor, Sheriff, to donate 3 of the Sheriff Department's surplus vehicles to the Piedmont Training Academy for use at the Academy's Emergency Vehicle Operations Course. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Mr. Monday explained that Mark Naron, Animal Shelter Manager, recently received grant funding in the amount of $2,500 from the The Community Foundation of the Dan River Region to be used to purchase one molded composite Sani-Cage to house puppies. Motion was made by Mr. Barber, seconded by Mr. Warren, to approve an appropriation in the amount of $2,500 from the The Community Foundation of the Dan River Region to be used to purchase one molded composite Sani- Cage to house puppies and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Barber's motion was unanimously approved by the Board. Mr. Monday explained that the Pittsylvania County Board of Supervisors, at its regularly scheduled meeting on March 7, 2016, unanimously determined that no public necessity exists for the continuation of the portion of State Route 946/Georges Lane (approximately 640 feet of Georges Lane, from the end of state maintenance to the northeast boundary line of GPIN #2421-35-4527). Accordingly, the Board authorized County Staff to send its Notice on Intent to Abandon said road to the Virginia Department of Transportation (VDOT) Commissioner, post notice of same for a thirty (30) day period, and run newspaper ads as required by Virginia Code § 33.2-909. During said posting period, no interest person requested a public hearing regarding this matter. Motion was then made by Mr. Warren, seconded by Mr. Barber, to adopt Resolution 2016-05-01, officially requesting VDOT to abandon this section of road as described and removed it from it from the secondary system of state highways. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Warren's motion was unanimously approved by the Board. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2016-05-01 The Board of Supervisors of Pittsylvania County, Virginia (the "Board"), at its regular meeting on the 2 "" day of May, 2016, adopted the following: WHEREAS, public notice was posted as prescribed under § 33.2- 909, Code of Virginia, 1950, as amended, announcing the Board's intent to abandon the road described below from the secondary system of state highways, and offering to hold a public hearing on the same, if so requested by any interested party; and WHEREAS, the Commissioner of the Virginia Department of Transportation ("VDOT") was provided the prescribed notice of this Board's intent to abandon the subject section of road; and WHEREAS, no person requested a public hearing on this matter during the statutory posting notice period; and WHEREAS, after considering all evidence available, this Board is satisfied that no public necessity exists for the continuance of the section of Secondary Route 946, approximately 640 feet of Georges Lane, from the end of state maintenance to the northeast boundary line of GPIN # 2421-35-4527 in Pr9 Regular Meeting May 2, 2016 the Chatham -Blairs Magisterial District of Pittsylvania County, Virginia. NOW, THEREFORE, BE IT RESOLVED, this Board abandons the above-described section of road and removes it from the secondary system of state highways, subject to VDOT approval, pursuant to § 33.2-909, Code of Virginia, 1950, as amended; and WHEREAS, t h i s Board h a s p r o v i d e d V D O T with a plat dated May 27, 2014, depicting the above -referenced portion of the secondary system of state highways to be abandoned, which plat is hereby incorporated herein by reference. BE IT FURTHER RESOLVED that a certified copy of this Resolution is forwarded to the VDOT Commissioner. Certification I hereby certify that the foregoing Resolution was duly considered by the Board of Supervisor of Pittsylvania County, Virginia, at the regular meeting in Pittsylvania County, Virginia, at which a quorum was present and that same was passed by a vote of 7 in favor and 0 opposed, this 2"d day of May, 2016. Mr. Monday stated the County Administrator's Office received a letter from Governor Terence McAuliffe informing the Board that the Banister River Extension had been approved for inclusion to the Virginia Treasures Program. The purpose of the program is to preserve, protect and highlight Virginia's most important ecological, cultural, scenic and recreational assets as well as its special lands. Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to approve the purchase of two (2) Virginia Treasures signs for a cost of $100 per sign, to be placed at the bridge on U.S. 29 that crosses the Banister River, along with the Scenic River Designation Signs are located there, contingent on site approval by VDOT; noting that funds for the purchase are available in the Buildings & Grounds budget, in the Sign Line Item. Mr. Blackstock's motion was unanimously approved by the Board. Reports from County Administrator Mr. Monday reminded everyone of the Middle School Parks Project Groundbreaking on May 11, 2016 at 11:00 am behind the Gretna Middle School. Adjournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:15 pm. Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P20 Adjourned Meeting May 17, 2016 Pittsylvania County Board of Supervisors Tuesday, May 17, 2016 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, May 17, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Elton W. Blackstock Tim Barber Ronald S. Scearce Jerry A. Hagerman Robert W. Warren Joe B. Davis Banister District Staunton River District Tunstall District Westover District Callands-Gretna District Chatham -Blairs District Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, Mr. Matthew D. Rowe, Director of Economic Development, and Ms. Kaylyn Myers were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the agenda, which was unanimously approved by the Board. Hearing of the Citizens Nathalie Bennett of the Tunstall District commented on her feeling that there were unfair taxes on recreational vehicles. John Merricks of the Dan River District gave a handout and spoke on his feelings of the Merchant's Tax and how he would like to see a cap put into place. Vincent Shorter of the Chatham -Blairs District commended staff and the Board for their hard work on the budget preparation. Richard Shumate of the Westover District opened with prayer and then commented on how his tax bills had increased on an old truck that he felt should have depreciated in value. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Racecourse Approval —Healing Race Foundation 2016"Live It Well" 5K Race / 1 Mile Fun Walk (b) Proclamation — National Dairy Month — June 2016 (c) Proclamation — Community Action Month — May 2016 (d) Proclamation — Business Appreciation Week — June 6-10, 2016 (e) Resolution 2016-05-03; William H. Pritchett P21 Adjourned Meeting May 17, 2016 (f) Resolution 2016-05-04; Goodyear -Danville 50`h Anniversary Mr. Blackstock's motion was unanimously approved by the Board. ,Vittiplbauia Couutp ',102oarb of *uprrbigor� PROCLAMATION NATIONAL DAIRY MONTH JUNE 2016 VIRGINIA: At an adjourned meeting of the Board of Supervisors of Pittsylvania County, Virginia, held on Tuesday, May 17, 2016, the following proclamation was presented and adopted to recognize June 2016 as National Dairy Month in Pittsylvania County, Virginia. WHEREAS, the Virginia Department of Agriculture and Consumer Services (VDACS) states the Virginia dairy industry has contributed to the development of the state's economy and the well-being of its citizens since dairy cows arrived in Jamestown in 1611, and more than 400 years later, Virginia's dairy industry consistently ranks near the top when compared to the state's other principle crops, livestock and livestock products; and WHEREAS, Pittsylvania County has the following seven (7) dairies in operation: Mountain View Dairy, Van Der Hyde Dairy, Hammock Dairy, Motley Dairy, Grandview Holsteins, Inc., Waller Farms and Moore Dairy. Combined, these 7 dairies produce nearly 1.5 million gallons of milk annually within Pittsylvania County; and WHEREAS, the dairy industry is a major industry in Pittsylvania County and makes a significant contribution to the economy of the County; and WHEREAS, real milk and dairy foods are superior to their imitations in quality, value and taste; and WHEREAS, besides the great taste, dairy products are nutrient -dense, providing 72% of the calcium available in the American diet, along with nine essential vitamins and minerals, including potassium, riboflavin, phosphorus, vitamins A, D, and B-12, as well as protein, and studies indicate that eating three to four servings of dairy per day could help lower the risk of high blood pressure, osteoporosis and some forms of cancer, as well as assist with weight management, supporting the catch phrase, "Milk -it does a body good!"; and WHEREAS, the 80th celebration of June Dairy Month, highlighting the dairy industry, will occur during June 2016; then THEREFORE, BE IT PROCLAIMED by the Board of Supervisors that the month of June 2016 is designated to the celebration of June Dairy Month, and calls upon all the agencies and citizens of Pittsylvania County to observe the month with appropriate programs and activities ; and BE IT FURTHER PROCLAIMED that a copy of this Proclamation be forwarded to local media sources. P22 Adjourned Meeting May 17, 2016 Given under my hand this 17'h day of May, 2016. Vittolbauia Countp 7oarb of *uprrbi.5or$ Vrodamation Community Action Month May 2016 WHEREAS, for more than 52 years, Community Action agencies have put a human face on poverty by advocating for those who do not have a voice; and WHEREAS, Community Action builds and promotes economic stability as an essential aspect of enabling and enhancing stronger communities; and WHEREAS, Community Action enhances millions of American lives by providing essential, life -changing services and opportunities such as affordable housing, economic development, health care, energy assistance, and natural disaster relief, and WHEREAS, Virginia Community Action agencies leverage more than $12 for each dollar of Community Services Block Grant funding to provide programs and services to about 170,000 low-income individuals; and WHEREAS, Community Actions revitalizes communities and moves individuals towards self-sufficiency; and WHEREAS, Virginia Community Action Agencies will continue to implement innovative and cost-effective programs to improve the lives and living conditions of impoverished Virginians; provide support and opportunities for all citizens in need of assistance; and serve as voices of reason in establishing system reforms; then NOW, THEREFORE, the Pittsylvania County Board of Supervisors do hereby recognize May 2016 as Community Action Month in Pittsylvania County, and call this observance to all citizens of Pittsylvania County; BE IT FURTHER PROCLAIMED that the Pittsylvania County Board of Supervisors authorizes the County Administrator to forward a copy of this proclamation to the local media. Given under my hand this Tuesday, 17'h day of May, 2016. Vitt-p[bania Couutp JBoarb of 6uperbigorg; PROCLAMATION BUSINESS APPRECIATION WEEK NNE 6-10,2016 WHEREAS, Pittsylvania County is pleased to have a thriving base of business and industry to support the local economy; and P23 Adjourned Meeting May 17, 2016 WHEREAS, these businesses provide essential employment opportunities for the citizens of Pittsylvania County; and WHEREAS, these businesses provide local revenues from which the entire local citizenry benefit; and WHEREAS, these businesses also make significant contributions in our communities to promote educational opportunities for our children and promote a variety of activities which increase the quality of life of the area; and WHEREAS, the Board of Supervisors and citizens of Pittsylvania County recognizes and appreciates these businesses; then NOW, THEREFORE, the Board of Supervisors of Pittsylvania County does hereby proclaim the week of June 6 — 10, 2016 as "Business Appreciation Week" in Pittsylvania County; and BE IT FURTHER PROCLAIMED that a copy of this Proclamation be forwarded to local media sources. Given under my hand this 170' day of May, 2016. Vfttgpibanta Countp 36oarb of *uperbi!6org RESOLUTION 2016-05-03 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on May 17, 2016, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, Mr. William H. Pritchett, was elected to the Pittsylvania County Board of Supervisors in 1991 and served five terms representing the Banister District before retiring in 2011; and WHEREAS, Mr. William H. Pritchett began his exemplary career with Pittsylvania County in January, 1992 as the first elected African American representative on the Pittsylvania County Board of Supervisors; and WHEREAS, Mr. William H. Pritchett served as the Chairman of the Board of Supervisors in 1996 and Vice -Chairman of the Board of Supervisors upon six different occasions; and served on the following subcommittees of the Board of Supervisors during his twenty-year tenure: Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer Telecommunications, Fire and Rescue Policy Board, and the Board of Supervisor/School Board Liaison Committee and the Joint Sites and Facilities Committee; and WHEREAS, Mr. William H. Pritchett's long standing civic career included serving on the Danville-Pittsylvania Regional Industrial Facilities Authority Board, the Danville-Pittsylvania County Small Business Development Center, the Pittsylvania County Social Services Board, the Pittsylvania County Community Services Board, the Pittsylvania County Community Action Agency's Board of Directors, and the Pittsylvania County Planning Commission. In addition, Mr. Pritchett was the leader in organizing the West Piedmont Work Force Investment Board and served for over ten years as Chairman of the Local Elected Officials Consortium. Furthermore, Mr. William H. Pritchett served as Chairman, P24 Adjourned Meeting May 17, 2016 Vice -Chairman and Treasurer of the West Piedmont Planning District Commission over his twenty year public service career; and WHEREAS, Mr. William H. Pritchett, through his dedication, vision, and leadership, contributed to major developments in Education, Economic Development, Recreation, and Community Development; and WHEREAS, Mr. William H. Pritchett was a man of the highest integrity who well deserved the great respect and admiration of his fellow Board of Supervisors members; then BE IT HEREBY RESOLOVED that Pittsylvania County Board of Supervisors expresses its sincere regret and grief over the passing of Mr. William H. Pritchett, former member of the Pittsylvania County Board of Supervisors as well as an honored and respected citizen of Pittsylvania County, and expresses its deep condolences to the family of Mr. William H. Pritchett for their loss; and BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the family of Mr. William H. Pritchett. Given under my hand this 17'" day of May, 2016. Vittolbania Countp Ooarb of buperbizor.5 RESOLUTION 2016-05-04 VERGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on May 17, 2016, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, The Goodyear Tire & Rubber Company broke ground in Danville, Virginia on December 15, 1965, and construction began in March 1966; and WHEREAS, The Goodyear -Danville plant cured its first tire on November 26, 1966; and WHEREAS, More than 100 million truck and aircraft tires have been produced for the world market in the Danville plant; and WHEREAS, Goodyear -Danville is the largest producer of commercial truck and bus tires in North America, as well as aircraft tires; and WHEREAS, Goodyear -Danville initially produced bias truck and aircraft tires, but its production schedule has evolved to meet constantly changing market conditions with the plant now producing radial truck tires, bias aircraft tires, and radial aircraft tires with Goodyear -Danville being the exclusive producer of Goodyear's newest medium radial truck steer tires, the G399LHS; and WHEREAS, Goodyear -Danville is Danville's largest employer with approximately 2,162 employees; and P25 Adjourned Meeting May 17, 2016 WHEREAS, Goodyear -Danville supports an estimated $1.25 billion in total output in cumulative value of products and services for the Danville Micropolitan Area; and WHEREAS, Goodyear -Danville annually sponsors one of the premier golf tournaments in the area, the Ed Steffey Memorial Education Open, and is a supporter of many special community activities each year. NOW, THEREFORE, THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA, do hereby commend Goodyear -Danville on its 50th anniversary in Danville, Virginia and, furthermore, wish Goodyear -Danville many more prosperous years in our community; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to representatives of Goodyear -Danville. Given under my hand this 17'" day of May, 2016. Public Hearine Rezoning Cases Case 1: George E. Greenwell & Nancy C. Greenwell — Staunton River Election District: R-16-011 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Barksdale opened the public hearing at 7:15 PM. Mr. Shelton explained that George and Nancy Greenwell had petitioned to rezone a total of 10.10 acres, two (2) parcels of land, located off State Road 665/Rockford School Road (on Worley Court), in the Staunton River Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. Once the properties are rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with opposition, recommended granting the petitioners' request. The Greenwells were present to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:16 PM. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve rezoning Case R-16-011 from R-1 to A-1, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Public Hearing to receive citizen input on an amendment to the county budget for fiscal year 2015-16. (School Energy Project) Mr. Barksdale opened the public hearing at 7:29 PM. Mr. Monday explained the Board of Supervisors approved Resolution #2015-12-05 at their adjourned meeting, 12-15-16 to allow the Pittsylvania County School Board to obtain financing for their School Energy Project. The closing for this project occurred on January 20, 2016. The proceeds received for this project totaled $3,313,595. Now that the County has received proceeds and the project is underway, Mr. Monday stated it was necessary for the Board of Supervisors to appropriate the funds for this project. Since the amount of the project exceeds one percent of the total expenditures included in the 2016 budget, § 15.2-2507 of the Code of Virginia, 1950 as amended, requires that a public hearing be held prior to the approval of such appropriation. The advertisement requirement for the public hearing was accomplished when a notice of public hearing was published in the Star Tribune on May 4, 2016. No one signed up to speak and Mr. Barksdale closed the hearing at 7:29 PM. Motion was made by Mr. Blackstock, seconded by Mr. Warren to amend the FY2016- 16 Budget and approve an appropriation of $3,313,595 in the FY2016 budget for the School P26 Adjourned Meeting May 17, 2016 Energy Project, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman - Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Blackstock's motion was unanimously approved by the Board. This concluded the Public Hearing. Presentations Mr. Larry Aaron, President of the Pittsylvania County Historical Society, gave a presentation to the Board of Supervisors about the history of Pittsylvania County and spoke on the upcoming 250th anniversary in 2017. Mr. Aaron also requested, at a later date, for the Board of Supervisors to adopt an official Proclamation to recognize the 25e Anniversary of Pittsylvania County. Mr. Matthew Rowe introduced Mr. Matt Bussing, Broadband Planner with DesignNine, Inc., and he discussed the anticipated process for phase 1 of the County's internet project. Mr. Blackstock asked if there would be better internet coverage throughout the County and Mr. Hagerman stated that he has concerns about the Union Hall area and if they would be able to connect to the school system. Mr. Bussing's response was that his strategy is to create the RFP but that he would make notes about the towers and carriers providing better internet coverage and that they could possibly reach out to the school systems eventually. Unfinished Business At the Board of Supervisors May 2, 2016 meeting, a motion was made by Mr. Warren, seconded by Mr. Barber, to appropriate up to $75,000.00 for the purchase of Fire & Rescue Apparatus. This motion required a 10 -Day Layover that has now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Warren's motion was unanimously approved by the Board. At the Board of Supervisors May 2, 2016 meeting, a motion was made by Mr. Warren, seconded by Mr. Blackstock, to appropriate $21,100 from unassigned fund balance for Springsted, Inc.'s professional services for the new County Administrator search. This motion required a 10 -Day Layover that has now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Warren's motion was unanimously approved by the Board. New Business The Finance Committee met at 4:00 PM on Tuesday, May 17, 2016 and no recommendations were submitted. On April 21, 2016, at 3:00 PM, the Legislative Committee met and recommended revising the Board of Supervisors' Bylaws/Code of Ethics. At the May 2, 2016, Board of Supervisors meeting, the Board of Supervisors directed Staff to revise Section 8.1 thereof to include a public hearing requirement for any Board of Supervisors' Bylaw revision. Staff has made the requested change. Motion was made by Mr. Barber, seconded by Mr. Warren, to advertise and hold a public hearing at the first appropriate Board of Supervisors meeting to potentially adopt said revisions to the Board of Supervisors' Bylaws/Code of Ethics. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock - Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Barber's motion was unanimously approved by the Board. P27 Adjourned Meeting May 17, 2016 At a previous Board of Supervisors' meeting, the Board of Supervisors authorized County Staff to take necessary steps to assist VDOT in making improvements to Bennett Street, via Rural Addition Funds, to take the private street into the VDOT system. Said improvements would involve paving the road, repairing potholes, realigning the road, and creation of a cul-de- sac at its terminus; thereby, allowing for a bus turnaround. Before VDOT will do the Bennett Street improvements, the County was required to secure appropriate right-of-way from the property owners adjoining Bennett Street. As evinced from the attached deeds, the County has done so. VDOT improvement of Bennett Street will be done by previously allocated Rural Addition Funds. No funds are required form the County at this time for the Bennett Street work. A motion was made by Mr. Scearce, seconded by Mr. Barber, to proceed with the Bennett Street project and authorize the acceptance of the Right -Of -Way Dedication. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Scearce's motion was unanimously approved by the Board The Leesville Lake Association (LLA) will sponsor its 13th annual Beautification and Volunteer Appreciation Day on Saturday, June 11, 2016. The LLA has acquired a 30 cubic foot container to collect trash in and requests a tipping fee waiver for the trash in the container once it's brought to the Pittsylvania County Landfill. Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to waive the landfill tipping fees for a 30 cubic foot container with debris from Leesville Lake Association's 2016 Beautification Day Event. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Hagerman's motion was unanimously approved by the Board The Board of Supervisors approved a total of $28,000 for the Electoral Board in the FY2016 budget for the purchase of new software for the electronic poll books. This budget was approved on April 6, 2015. Before the end of FY2015, the Registrar was able to utilize existing resources to fund the software before 6-30-15. The registrar, Kelly Bailess, would like to request that $22,979.17 of the original $28,000 be repurposed for the following purchases: ➢ 30 cases of voting booths - $2,998.50 ➢ 2 Ballot Boxes - $1,640.00 ➢ I AutoMark Voting Machine and 32 ballot box (Tore Bin) - $6,609.55 ➢ 751D Barcode scanners w/stand and networking cables - $11,109.00 and $622.12 Motion was made by Mr. Blackstock, seconded by Mr. Warren, to approve the repurposed use of the $22,979.17 for the items listed above to be paid out of the Electoral Board's Capital Outlay - Equipment line item (100-4-013100-8102). The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Blackstock's motion was unanimously approved by the Board Appointments Motion was made by Mr. Hagerman, seconded by Mr. Barber, to appoint Lionel Reynolds as a representative for Pittsylvania County to serve an unexpired term on the Tri - County Lake Administrative Commission beginning May 18, 2016 and ending January 32, 2017. Mr. Hagerman's motion was unanimously approved by the Board. P28 Adjourned Meeting May 17, 2016 Board Announcements Mr. Warren spoke on Davenport Energy receiving the Pennacle Award, and Ben Davenport Jr. received Virginia Tech's highest honor, the William H. Ruffner Medal. Mr. Davis thanked the County for recognizing Goodyear and Mr. Blackstock spoke on the loss of Mr. Pritchett. Mr. Hagerman stated that he met with Appalachian Power last Thursday and they voted to send a request for a new boat dock in Mr. Blackstock's district. Mr. Barber echoed Mr. Blackstock's words about Mr. Pritchett. Mr. Barksdale also spoke on Mr. Pritchett and also invited everyone to a meeting at the institute on May 18, 2016 at 7:00. County Administrator Comments Mr. Monday shared his appreciation and respect for Mr. Pritchett. Closed Session Motion was made by Mr. Blackstock, seconded by Mr. Barber, to enter into Closed Session and to include Mr. Hunt, Mr. Sides and Mr. Rowe in Closed Session for discussion of the following: (a) Discussion or consideration of assignment, promotion, performance or salaries of specific employees of a public body. Authority: §2.2-3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Employment Contract (b) Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Legal Authority: Virginia Code Section 2.2-3711(A)(5) Subject: Project Beginning Purpose: Discussion of Potential Economic Development Incentives The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Barber's motion was unanimously approved by the Board. The Board entered into Closed Session at 8:45 PM. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to re-enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on Tuesday, May 17, 2016, the Committee hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state P29 Adjourned Meeting May 17, 2016 prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. The Board re-entered into Open Session at 9:20 PM. Motion was made by Mr. Warren, seconded by Mr. Scearce, directing the County Attorney to amend Mr. Monday's employment contract through December 31, 2016. Mr. Warren's motion was unanimously approved by the Board. Adiournment Motion was made by Mr. Barber, seconded by Mr. Scearce, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 9:22 PM. Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P30 Vote Tim R. Barber Yes Jerry A. Hagerman Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes The Board re-entered into Open Session at 9:20 PM. Motion was made by Mr. Warren, seconded by Mr. Scearce, directing the County Attorney to amend Mr. Monday's employment contract through December 31, 2016. Mr. Warren's motion was unanimously approved by the Board. Adiournment Motion was made by Mr. Barber, seconded by Mr. Scearce, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 9:22 PM. Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P30 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — Alzheimer's Awareness Month: June 06-06-2016 2016 SUBJECT/PROPOSALIREOUEST: Proclamation STAFF CONTACT(S): Mr. Monday ACTION: CONSENT AGENDA: ACTION: Yes INFORMATION: ATTACHMENTS: (1) Proclamation REVIEWED BY: 6W ITEM NUMBER: 6(c) INFORMATION: BACKGROUND: June is Alzheimer's and Brain Awareness Month, bringing attention on the challenges posed by Alzheimer's disease, which families across America courageously face every day. DISCUSSION: Attached hereto, you will find a proclamation for Pittsylvania County proclaiming June 2016 as Alzheimer's and Brain Awareness Month in Pittsylvania County. It is anticipated that a member of the Alzheimer's Association of Central and Western Virginia will be present to accept the proclamation. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proclamation and authorize the County Administrator to forward a copy to local media. P31 Vttmptbania COuntp ODarb Of *uperbt!5Or6 ALZHEIMER'S AWARENESS MONTH JUNE 2016 Whereas, Alzheimer's disease is an in -eversible and progressive brain disease that slowly erodes precious memories, thinking skills, and the ability to perform simple tasks; and Whereas, every 66 seconds, someone develops Alzheimer's, and by 2050 someone will develop the disease every 33 seconds; and Whereas, worldwide, nearly 44 million people have Alzheimer's or related dementia; and Whereas, in the United States, there are 5.3 million people living with Alzheimer's disease and unless a cure is found it is estimated that as many as 16 million will have the disease by 2050; and Whereas, nearly two-thirds of those with Alzheimer's disease are women; and Whereas, Alzheimer's is the 6th leading cause of death in the United States; and Whereas, the Alzheimer's Association is the world's leading voluntary health organization in Alzheimer's care, support and research, with the vision of a world without Alzheimer's disease; and Whereas, The Longest Day on June 20th, a sunrise -to -sunset event symbolizing the challenging journey of those living with the disease and their caregivers, offers everyone the opportunity to get involved in the fight; and Whereas, as Pittsylvania County offers its support to those living with Alzheimer's disease, we also recognize those who care and provide for them, sharing their loved one's emotional, physical and financial strains. We honor their compassion, remember those we have lost, and press toward the next great scientific breakthrough; then THEREFORE, BE IT PROCLAIMED by the Pittsylvania County Board of Supervisors that the month of June 2016 is designated as Alzheimer's Awareness Month, and calls upon its citizens to learn more about Alzheimer's disease and to support the individuals living with this disease and their caregivers by supporting The Longest Day® on June 20 h, 2016; and BE IT FURTHER PROCLAIMED that a copy of this Proclamation be forwarded to local media sources. Given under my hand this 6`h day of June, 2016. Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P32 PUBLIC HEARING P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing — Virginia Department of Transportation (VDOT) Secondary Six -Year Plan for Fiscal Years 2016/17 through 2021/22 and the Secondary Construction and Budget for Fiscal Year 2017 in Pittsylvania County SUBJECT/PROPOSAL/REQUEST: Public Hearing STAFF CONTACT(S): Mr. Monday AGENDA DATE: 06-06-2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 7 INFORMATION: INFORMATION: ATTACHMENTS: 1) Draft of VDOT Secondary Six -Year Plan for Fiscal Years 2016/17 through 2021/22 and the Secondary Construction and Budget for Fiscal Year 2017 2) Copy of Public Hearing Ad/- v'e�rti�sement RFViFWFn RV- e BACKGROUND: Each year the Board of Supervisors and the Virginia Department of Transportation (VDOT) hold the required public hearing in accordance with §33.1-70.01 of the Code of Virginia, 1950, as amended, in order to receive citizen input on the proposed Secondary Six -Year Plan. DISCUSSION: The Board of Supervisors duly advertised to hold a joint public hearing for citizen input on the VDOT Secondary Six -Year Plan for Fiscal Years 2016/17 through 2021/22 and the Secondary Construction and Budget for Fiscal Year 2017 in Pittsylvania County on June 6, 2016 at 7:00pm. A copy of the draft construction program for the Secondary Six -Year Plan is attached hereto. Representatives from VDOT will be present for the public hearing. RECOMMENDATION: Staff recommends that the Board of Supervisors hold the public hearing for comments advertised and upon closing the hearing, approve the VDOT Secondary Six -Year Plan for Fiscal Years 2016/17 through 2021/22 and the Secondary Construction and Budget for Fiscal Year 2017 as present and authorize the County Administrator to sign any necessary documentation. Roll Call Vote Required. P34 Secondary System Pittsylvania County Construction Program Estimated Allocations Fund ----------------------------------------------- FY2017 FY2018 FY2019 FY2020 FY2021 FY2022 Total CTB Formula - Unpaved Slate $480,895 $567,057 $652,307 $626,919 $0 $0 $2,327,178 Secondary Unpaved Roads $0 $0 $0 $o $0 $0 s0 TeleFee $199,053 $199,053 $199,053 $199,053 $199,053 $199,053 $1,194,318 Residue Parcels $0 $0 $0 $0 $0 $0 $0 STP Converted from IM $0 $0 $0 $0 $0 $0 $o Federal STP - Bond Match So $0 s0 $0 $0 $0 $0 Formula STP $0 $0 $0 $0 $0 $0 $o MG Formula $0 $0 $0 $0 $0 so So BR Formula $0 $0 $0 $0 $0 $0 $0 Other State Match so $0 $0 $0 $0 $0 $o State Funds $0 $0 $0 $0 $0 $0 s0 Federal STP $0 $0 $0 So $0 $0 $0 District Grant - Unpaved $0 so $0 $0 $880,244 $880,244 $1,760,488 Total 5679,948 $766,170 $851,360 $825,972 $1779,297 $17N297 $5,281,984 Board Approval Date: Residency Administrator Dale County Administrator Page 1 of 1 P35 Date P36 a a O O O O a c Z z E N ri L O O v O O Z! 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" O D< < Q K DJ<J g K o rcIt c d o y d n ory KO n o slog O w o 0 w vii Y r Vl N_ ffffw0000 W W n O Vl fw0 O O w u=i a O < $i w¢ H < W p F- z r O m W w w w O 0to It w m 0 0 w w w f�/1 two K w w 2 o K m K W G F- f < f m o K m w H 0 R .- U P- < F- o w t w rn o o 0 m I- < f o d' S F- i- d' K O H O d' S I K p ¢ p n p w n p d p n K g K w c v a m w w v ww Kz K d a w W w OW w z wW wW cm''iD W d mc C O W W ' dZw W -5 2 O E <w j Oc m mo H O Sz Nw U N Udl Wm Noemff w O / fU U m P39 _ ` E 42 C 2a§ # k § § ) } \ \ �K(/�� §2�\ wiL \§§§!w ,§()§§§ 2§§2w§ R�f& 2 - � 2 , § §® } k§ k -2 |� m w! §§§ §0 )§j2k !2§ 2]ie k;2(\ Public Hearing Notice The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.2-331 of the Code of Virginia, will conduct a joint public hearing in the General District Courtroom of the Edwin R. Shields Courthouse Addition located in Chatham, Virginia at 7:OOpm on Monday, June 6, 2016. The purpose of this public hearing is to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2016/17 through 2021/22 and the Secondary System Construction and Budget for Fiscal Year 2017 in Pittsylvania County. A copy of the proposed Plan and Budget may be reviewed in the Halifax Residency Office of the Virginia Department of Transportation, located at 5211 Halifax Road, Halifax, U.S. Highway 501, Halifax, Virginia, or at the Pittsylvania County office located at 1 Center Street, Chatham, Virginia, or on the County's website at www.pittsylvaniacount va.gov. All projects in the Secondary Six -Year Plan that are eligible for federal funds will be included in the Statewide Transportation Improvement Program (STIP), which documents how Virginia will obligate federal transportation funds. P41 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Public Hearing — Proposed Amendment to Chapter 43 of 06-06-2016 the Pittsylvania County Code (PCC) SUBJECT/PROPOSAL/REQUEST: Public Hearing STAFF CONTACT(S): Mr. Monday; Mr. Hunt BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 8 INFORMATION: INFORMATION: ATTACHMENTS: 1) Proposed revision of PCC Chapter 43 2) Executive Summary: 05-02-2016 3) Public Hearing Advertisement REVIEWED BY: w DISCUSSION: The Legislative Committee met on April 21, 2016 at 3:00 PM. The following recommendations came from Committee to the Board of Supervisors: Proposed revision to Chapter 43 of the Pittsylvania County Code (Disclosure Statements): revisions would mirror requirements in accordance with the Virginia State and Local Government Conflicts of Interest Act (see attached). The Board of Supervisors approved advertising a public hearing for set revisions on May 2, 2016. The public hearing has been duly advertised. RECOMMENDATION: Staff recommends the Board of Supervisors holds the public hearing, and after closing, approving the recommendation for revisions to Chapter 43; Statement of Economic Interest of the Pittsylvania County Code as presented. Roll Call Vote required. P42 PITTSYLVANIA COUNTY CODE CHAPTER 43 DISCLOSURE OF PERSONAL INTERESTS BY COUNTY OFFICIALS AND EMPL0YEESSsT"Trn,r—E XT OF r. G0NOAHG 1NTERE T § 43-1. Purpose, § 43-2. When and by Whom Required. § 43-33. Additional Disclosure. § 43 6. lViolation of Division Sec. 43-1. PURPOSE. To enhance citizen confidence in local government, thea disclosure statement of personal interests of certain county officers and employees is required in accordance with the Virginia State and Local Government Conflict of Interests Act. SEC. 43-2. WHEN AND BY WHOM REQUIRED. The following County officers and employees shall file a disclosure statement of their personal interests and other information as is specified/required in and by the applicable sections of the Virginia State and Local Government Conflict of Interest Act and other applicable statutes on the form(s) required/provided therein by the date/dates also specified therein. ^ 11y o or-januaf� l5th e8oh year of ethefwise, Prior- to assuming Offlee or- efflp!OYM0144110 fojlev,ia�g individuals shall ma�e eaffiplete diselesure of their pefsen 4 interest, as Fequired-by-law: � Members of the Board of Supervisors 2. Members of the School Board; 3 Members of the Planning Cotmnission. 4 Members of the Board of Zoning Appeals: 5 Members of the Industrial Development Authority: P43 6 Members of the Service Authority, 7 Members of the Board of Equalization: 8. Members of the Board of Assessors: 9. Members of the Board of Building Code Appeals: 10. Real Estate Assessors,• 11. Treasurer; 12. Cormnonwealtli's Attorney; 13. Sheriff 1.4. Commissioner of the Revenue; 15. Clerk of Court; 16. County Administrator; 17. Assistant County Administrators; 18. County Attomev; 19. All County Department Heads; 20. Director of Service Authority; and 21. Assistant Director of Service Authority. Members Membefs Member -s Member -s Members T- h TR h of the Board of of the Sehool Board of the Planning F the Piasylyania F the D f d of F 114e PWsylvania F the Read Viewers Super.,isors Commissieft II,...r.omie Deye Zoning A .peals Zoning County i. dustfial Development Authority. Members CoTAt; Attorney F the Pittsylyania (`,......r., Ser.,iee A,.rhofky A.. rte«t Co ..t., A.1... stratef Tlilwtor P..rehasing Zoning Admipistfato Direeter Director- n' ITIZGC'[p1-pI�LZ]�i"LiCj� AssistapA Direc4or Chief Building €eetars T z-ir ccs3circr Chief Deputy Dopuby Tfeasurer Cofnmissie3ier ll,. ..ty Commissioner D FBI rte ..t„ of Pinanee IA,,.,ea.,er of Soeial e„r.,iee,. of Public 117,...1... F h pia t T'm12RZ'V�•L'RPTOCI Direetaf F 1 of Code Complianee Official Tfoasurer of the Revenue -of Assessors r »�. c ...her-ity yIGG u ..�..�J Pitt.. 1 Count), Ser-viee Autherit., the Revenue P44 CCr 42 - DISCLOSURE FORAif the Seeretary of !he Commonwealth. The Clerk of the Beafd of Saperviser-s shall distiibute di -e financial di'�AasiiFs ft4n:ns nR laier than the 10!h of Peeember of each yeaf to each effieer ar ..ed to file sueh +•)rni.. under Section 43---0-. CCC Al A FORM TO AC FILED WITH CLERK as prided :' Ceeiien 43 1 shall eomplete the f pfovided b the rle.l of the Board a Supe....isors and shall file „ eapy thefe,S with said eler4i. SEC. 43-3-5. ADDITIONAL DISCLOSURE. Nothing contained in this articledivision shall be deemed to relieve any person subject to the Virginia State and Local Government Conflict of Interests Act from any requirement of disclosure of his or her personal interest in a transaction of specific application, not otherwise identified in the forms required hereby, or from the additional disclosures required by Section 2.2-31152..1 639..14 of the Code of Virginia,41950j, as amended. .. .a P45 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Legislative Committee 05-02-2016 9 SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Committee Recommendations Yes STAFF CONTACT(S): CONSENT AGENDA: ACTION: INFORMATION: Mr. Monday ATTACHMENTS: 1) Proposed revision of PCC Chapter 43 2) Proposed revision of BOS By -Laws REVIEWED BY: G_ BACKGROUND: DISCUSSION: The Legislative Committee met on April 21, 2016 at 3:00 PM. The following recommendations came from Committee to the Board of Supervisors: 1. Proposed revision to Chapter 43 of the Pittsylvania County Code (Disclosure Statements): revisions would mirror requirements in accordance with the Virginia State and Local Government Conflicts of Interest Act (see attached). 2. Code of EthicsBOS Bylaws: revisions would remove the last paragraph of Section 18 under Article VII and remove the Model of Excellence Statement (see attached). Items 1 & 2 will require a public hearing for citizen input before the Board can take action. 3. Agenda Notice Change: At present, the Board of Supervisors approved the meeting schedule for each calendar year at their Re -organization meeting each January. Once approved that schedule is published online for public view. This will continue as in previous years. On the Monday proceeding the week of a Board meeting, a Public Meeting Notice will be published online and available in County Administration for public viewing. On the Friday proceeding each meeting, the Agenda Packet, containing the agenda and supporting documents will be published, just as it is now. Furthermore, as now, it will be available in the County Administration Office and published online so its availability to the citizens is at the same time it is P46 available to Board members. This is how is it currently done. Furthermore, an agenda only will also I published online for those citizens wishing to view the agenda without supporting documents, and in d County Administration Office. No public hearing is required for the Board to take action on Item 3. The following items are currently under review by the Legislative Committee: a) Updating the Planning Commission By -Laws. Any recommendations for updates will be sent to th Board of Supervisors at a future date for their review, and then to the Planning Commission fo their review. b) Consideration of a Solar Farm Ordinance. The Legislative Committee directed staff to draft two options to bring back to committee: One would be handling solar farms via Special Use Permi with conditions; the other option would be to handle solar farms via ordinance. c) Gun Range Ordinance. The Director of Code Compliance was directed by the Legislative committee to obtain the NRA requirements for a range; review said requirements; and develop s plan forward, if necessary. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. Should the Board approve the Legislative Committee's recommendation to hold a public hearing for revisions to PCC Chapter 43 and the Boan of Supervisors' By -Laws (Items 1 & 2), the public hearing would be held on May 17, 2016 at 7:OOpm. Should the Board of Supervisors approve the Legislative Committee's recommendation for Item 3, Agenda Notice Change, a simple majority vote would be required. P47 u Ecow / 2 > .- a-> ± 2 Ln 4) zE 27:/a& o� e 3/$ 0 /)«§§ ■ /)`*=2 a eve ©»\)\ / \)\ o {k\/)ief E0 ■ ±;2;f= ®®�5&2a»# \ƒa2/,=$ © }�\�>\/k �* &2«»2 ©2/\I0- c \m-00 & -3 ■ " _ Eg ��\�\\> _i\(} \\\04,4 \\\}\\\\ _ PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Public Hearing on Board of Supervisors' 06-06-2016 (BOS) Proposed Bylaws/Code of Ethics Amendments ACTION: Yes Public Hearing STAFF CONTACT(S): Mr. Monday; Mr. Hunt ITEM NUMBER: 9 ATTACHMENTS: 1) Revised BOS Bylaws/Code of Ethics 2) Copy of Advertisement BACKGROUND: On April 21, 2016, at 3:00 PM, the Legislative Committee met and recommended revising the BOS' Bylaws/Code of Ethics. At the May 2, 2016, BOS meeting, the BOS directed Staff to revise Section 8.1 thereof to include a public hearing requirement for any BOS Bylaw revision. Staff has made the requested change, and on May 17, 2016, after reviewing the proposed amendments, the Board of Supervisors authorized staff to advertise a public hearing at the first appropriate BOS meeting to potentially adopt said revisions to the BOS' Bylaws/Code of Ethics. (see attached). RECOMMENDATION: Staff submits this to the BOS for its review and consideration. Should the BOS agree with the recommended revisions, a Roll Call Vote is required! P49 BY-LAWS RULES OF PROCEDURE, AND STANDARDS OF CONDUCT OF THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10, 9/20/11, 6/19/12, 2/4/13, 7/01/13, 10/06/14, 11/03/14) PURPOSE: To establish and set forth certain rules to provide for the orderly conduct of County business, to prescribe the manner and procedure by which the Board of Supervisors shall conduct matters of business, and to provide for the efficient handling thereof. GENERAL: The term `Board of Supervisors" shall also be understood to mean "the Board" wherein it appears. ARTICLE I. Election Composition, and Function of the Board. 1.1. The Board shall be composed of seven (7) members who shall be elected by the qualified voters of the County; one (1) member shall be elected from each of the seven (7) election districts. Pursuant to § 24.2-219 of the Code of Virginia, 1950, as amended, beginning with the November 2015 General Election, the Pittsylvania County Board of Supervisors shall be elected to staggered terms as follows: the voters in the Banister, Callands-Gretna, and Dan River Election Districts shall elect a member of the Board of Supervisors for a two-year tern, and the voters in the Chatham -Blairs, Staunton River, Tunstall, and Westover Election Districts shall elect a member of the Board of Supervisors for a four-year term. At the November 2017 General Election, the voters in the three (3) Election Districts in which a Supervisor was elected for a two -year term shall elect a Supervisor for a four-year term, and thereafter elections for all Supervisors will be held on a biennial basis for four-year terms. 1.2. At the first regular meeting of the Board in January each year, there shall be elected a chairman to serve for a period of one (1) year expiring on December 31st, or until replaced by the Board membership. The County Administrator, serving as temporary Chairman, shall take nominations. Nominations require a second, and the vote will be taken in the order the nominations are made. A majority vote is required; a majority shall mean four (4) votes. It shall be the Chairman's duty to preside at all Board meetings, to maintain the orderly conduct thereof, and rule on all matters of parliamentary procedure. He shall sign all voucher warrants of the County; and when the Board is not in session, he shall provide policy guidance to the County Administrator and the County Attorney. The Chairman shall continue to be a voting member of the Board. 1.3. The Board shall also elect a Vice -Chairman to serve a concurrent term with the Chairman. In absence or incapacity of the Chairman, the Vice -Chairman shall assume all the duties and Page 1 of 11 P50 functions of the Chairman. In the case where the Chairman and Vice Chairman are absent from a meeting, the members present shall choose one of their number as temporary Chairman. 1.4. The Board shall have both administrative and legislative responsibilities, some of which shall be discharged in their role as governing body and some of which they derive as an administrative political subdivision of the Commonwealth. The powers and duties of the Board shall include, but not be limited to, the following: preparation and adoption of the County Budget, levying of taxes, appropriating funds, constructing and maintaining County buildings, making and enforcing ordinances, providing for the general health safety and welfare of the public, and generally exercising all other powers and functions normally attributed to government and permitted by the Laws of the Commonwealth. ARTICLE 11. Meetines. 2.1. The Board shall meet regularly on the first Monday and the third Tuesday of each month at 7:00 p.m. for the purpose of discharging their administrative and legislative responsibilities. 2.2. All such meetings shall be open to the public and shall be conducted in an orderly fashion with "Robert's Rules of Order" modified by State Law, being used as the parliamentary procedure. 2.3. The Sheriff of the County or his designee shall act as "Sergeant of Arms" at all meetings of the Board and shall, when so directed by the Chairman, expel any person or persons from such meetings. 2.4. For the purpose of address and order, the Board and its staff shall sit in front of the "public rail" in the Courtroom and all other persons shall sit behind the "public rail". 2.5. Agendas shall be prepared by the Board's staff and used at all meetings. All items requested to be placed on the agenda shall be submitted in writing to the County Administrator five (5) working days before the meeting; however, members of the Board of Supervisors may make oral requests. Any items received after that time shall appear on the next regular meeting agenda unless all members of the Board are present and by a unanimous vote to place such items upon the agenda. 2.6. The order of business at all regular meetings of the Board shall be as follows. No additional items of business shall be considered after the agenda is approved. Call to Order Moment of Silence and/or Silent Prayer Roll Call Pledge of Allegiance Items to be Added to the Agenda Approval of Agenda Consent Agenda Public Hearing (if any) Page 2 of 11 P51 Presentations/Recognitions Hearing of Citizens Unfinished Business New Business Appointments Reports from Board Members Reports from Officers and Committees Reports from County Attorney Reports from County Administrator Closed Meeting (if needed) Adjournment 2.7. All presentations to the Board shall normally be limited to no more than ten (10) minutes, except as herein provided. 2.8. Public hearings shall be conducted as follows and any person wishing to address the Board shall do so in this manner: Each person addressing the Board shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time unless the consent of the Board is affirmatively given to extend the speakers allotted time. No person shall be permitted to address the Board more than once on the same subject in any one (1) meeting, but may also address the Board once on more than one (1) subject. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or indirectly or through a member of the Board, without first being recognized by the Chairman. No question shall be asked a Board member except through the Chairman. 2.8.1. Hearing of Citizens shall be identified on the agenda of regular meetings of the Board of Supervisors. Each person addressing the Board shall be a resident or land owner of Pittsylvania County, or the registered agent of such resident or land owner. Each person shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speaker's allotted time. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or indirectly or through a member of the Board, without first being recognized by the Chairman. No question shall be asked a Board member except through the Chairman. 2.9. The Board may from time -to -time hold special, adjourned, and informational meetings in accordance with the laws of the Commonwealth. Page 3 of 11 P52 2. 10. Each oral motion or resolution shall be taken down by the Deputy Clerk or Chairman and read back to the whole Board by the Deputy Clerk or the Chairman before any vote is taken. 2.11. Matters presented by the Board are generally used for individual Board members to share information with other members of the Board and the public. Prior to the agenda being prepared, a member of the Board may contact the Clerk or Deputy Clerk and have an item included under this heading. The County Administrator shall prepare an Executive summary which will inform other members of the Board of the particulars pertaining to this item. 2.12. Closed Meetings of the Board shall be requested in the same manner as prescribed in Section 2.5, or by a motion to suspend the rules carried by a majority of the Board; provided all Board members are present. 2.13. Quorum and Method of Voting At any meeting a majority of the supervisors shall constitute a quorum. All questions submitted to the Board for decision shall be determined by a viva voce vote of a majority of the supervisors voting on any such question, unless otherwise provided by law. The name of each member voting and how he or she voted must be recorded. The Board of Supervisors has elected not to have a tie breaker as provided for by the Code of Virginia, and a tie vote on any motion shall be considered defeated as provided for in Section 15.2-1420 of the Code of Virginia, 1950, as amended. Each member present when a question is put shall vote "yes" or "no." No member shall be excused from voting except on matters involving the consideration of his own official conduct or where his own financial interests are involved or where he may have a conflict of interest, pursuant to the Virginia State and Local Government Conflict of Interests Act (Title 2.2, Chapter 31 of the Code of Virginia, Section 2.2-3100, 1950, as amended). 2.14. Procedure for Roll Call for Board Members (1) The Members of the Board shall cast votes in district order on a rotating basis. (2) The Chairman of the Board of Supervisors shall cast the last vote. 2.15. Remote Participation in Board Meeting As authorized by § 2.2-3708.1 of the Code of Virginia, 1950, as amended, the Board of Supervisors of Pittsylvania County, Virginia, shall allow the participation of members of the Board in a meeting through electronic communication means from a remote location that is not open to the public subject to complying with all parts of the following written policy: 1. On or before the day of a meeting, the Supervisor shall notify the Board Chairman that the Supervisor is unable to attend the meeting due to an emergency or a personal matter and the Supervisor shall identify with specificity the nature of the emergency or personal matter, or the Supervisor shall notify the Board Chairman that the Supervisor is unable to attend a meeting due Page 4 of 11 P53 to a temporary or permanent disability or other medical condition that prevents the Supervisor's physical attendance. The Board shall record the specific nature of the emergency, personal matter, or fact of temporary or permanent disability, and the remote location from which the absent Supervisor participated in its minutes. 2. If the absent Supervisor's remote participation is disapproved because such participation would violate the strict and uniform application of this written policy, such disapproval shall be recorded in the Board's minutes. 3. Such participation by the absent Supervisor shall be limited in each calendar year to two (2) meetings, or 25 percent (25%) of the meetings of the Board, whichever is fewer. 4. A quorum of the Board shall be physically assembled at the primary or central meeting location. 5. The Board shall make arrangements for the voice of the absent Supervisor to be heard by all persons in attendance at the primary or central meeting location. Article III. County Administrator. 3. 1. The Board may appoint a County Administrator who shall serve at the pleasure of the Board. Once appointed, the County Administrator shall be the Chief Administrative Officer of the County and shall perform his/her duties in accordance with the laws of the commonwealth and the policies of the County as established by the Board in regular or special session for that purpose. When the Board is not in session, the County Administrator shall receive guidance concerning policy from the Chairman, and in his absence, the Vice -Chairman. 3.2. The County Administrator shall be in complete charge of personnel of the County and shall, in accordance with established policy, hire and fire. Any action of the County Administrator concerning dismissal of personnel is subject to review by the Board and can be reversed by a two-thirds vote of the Board. Such review shall be limited to charges of discrimination and failure to follow personnel policies on the part of the Administrator in the conduct of dismissal. 3.3. The County Administrator shall serve as the purchasing agent for the County as defined by Chapter 26, Section 2, of the Pittsylvania County Code. 3.4. He shall have charge of the administration of the financial affairs of the County, and to that end, shall have authority and be required to: (a) Cooperate with the Board of Supervisors in compiling estimates for the current expense and capital budgets. (b) Supervise and control all encumbrances, expenditures, and disbursements to insure that budget appropriations are not exceeded; and keep the Board of Supervisors advised as to the financial needs of the County. Page 5 of 11 P54 (c) Require at such intervals as he may deem expedient or as instructed by the Board of Supervisors, report of receipts from each of the departments, boards, commissions, agencies, and he may prescribe the times at, and the manner in which, money is received by them shall be paid to the County Treasurer or deposited subject to modifications as prescribed and set forth in the general laws of the Commonwealth of Virginia. Examine all contracts, purchase orders, and other documents, which create financial obligations against the County, and approve the same only upon ascertaining that money has been appropriated and allotted therefore, subject, however, to the provision that the Board of Supervisors may in its discretion and judgment, amend, modify, and alter this requirement to meet a specific need or requirement of a particular piece of legislation approved by the Board of Supervisors. ARTICLE IV. Standing Committees. 4.1. The Standing Committees of the Board shall be as follows: (a) Finance/Insurance: To aid and advise in the preparation on the County Budget and make recommendations concerning Fiscal Policy. (b) Personnel: To review policies and practices and make recommendations regarding the same. (c) Property/Building: To view buildings and grounds and make recommendations regarding the same. (d) Legislative Committee: The Legislative Committee, in collaboration with the County Attorney, shall review, propose changes, and maintain current revisions to the Bylaws, Rules of Order and Standards of Conduct of the Pittsylvania County Board of Supervisors; review, propose changes and maintain current revisions to the Pittsylvania County Board of Supervisors Policies and Procedures Manual; and review, propose changes, set public hearings for any proposed changes, and maintain current revisions to the Pittsylvania County Codes and Compliances. 4.2. Membership to the above -committees shall be appointed by the Board Chairman from the membership of the Board and may include citizen membership. Any appointment so made shall be for a specific term of office as determined by the Chairman. 4.3. The Board may, from time -to -time, direct that the Chairman appoint committees for a specific purpose with a limited duration. 4.4. The Chairman shall be authorized to temporarily participate, including voting, in any committee of the Board of Supervisors for the purpose of creating a quorum and/or taking action. ARTICLE V. Certain Ordinances and Resolutions to Lie Over. Page 6 of 11 P55 5. 1. No ordinance or resolution imposing taxes or appropriating money from general fund balances, not included in the adopted budget, in excess of $5,000, shall be passed until after ten (10) days from the introduction thereof. This shall not restrict the appropriation of State, Federal, or other funds not in the current General Fund balances. ARTICLE VI. Recordation of Ordinances and Resolutions. 6.1. Every resolution upon its final passage shall be recorded in a book kept for that purpose, and shall be authenticated by the signature of the presiding officer and the County Administrator. 6.2. Every resolution shall be authenticated and recorded in the same manner as in 7.1 -above. 6.3. Every motion appropriating funds or adopting an ordinance shall be by roll call vote. 6.4. Every ordinance passed by the Board of Supervisors shall be incorporated into the Pittsylvania County Code. ARTICLE VII. Standards of Conduct. Preamble The citizens and businesses of Pittsylvania County, Virginia, are entitled to have fair, ethical, and accountable local government, which has earned the public's full confidence for integrity. The effective functioning of democratic government requires that public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government; that public officials be independent, impartial, and fair in their judgment and actions; that public office be used for the public good, not for personal gain; and that public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility. To this end, the Pittsylvania County Board of Supervisors has adopted this Standards of Conduct for members of the Board and of the County's boards, commissions, and committees, to assure public confidence in the integrity of local government and its effective and fair operation. 1. Act in the Public Interest Recognizing that stewardship of the public interest must be their primary concern, members will work for the common good of the people of Pittsylvania County and not for any private or personal interest, and they will assure fair and equitable treatment of all persons, claims, and transactions coming before the Pittsylvania County Board of Supervisors, boards, commissions, and committees. 2. Comply with the Law Members shall comply with the laws of the nation, the Commonwealth of Virginia, and the County of Pittsylvania, Virginia, in the performance of their public duties. These laws include, Page 7 of 11 P56 but are not limited to: the United States and Virginia constitutions; the Code of the County of Pittsylvania, Virginia; laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities, and open processes of government; and County ordinances and policies. 3. Conduct of Members The professional and personal conduct of members must be above reproach and avoid even the appearance of impropriety. Members shall refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Board of Supervisors, boards, commissions, and committees, the staff or public. 4. Respect for Process Members shall perform their duties in accordance with the processes and rules of order established by the Board of Supervisors and boards, committees, and commissions governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the Board of Supervisors by County staff. 5. Conduct of Public Meetings Members shall prepare themselves for public issues, listen courteously and attentively to all public discussions before the body, and focus on the business at hand. They shall refrain from interrupting other speakers, making personal comments not germane to the business of the body, or otherwise interfering with the orderly conduct of meetings. 6. Decisions Based on Merit Members shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. 7. Communication Members shall publicly share substantive information that is relevant to a matter under consideration by the Board of Supervisors or boards, committees, and commissions, which they may have received from sources outside of the public decision-making process. 8. Conflict of Interest In order to assure their independence and impartiality on behalf of the common good, members shall not use their official positions to influence government decisions in which they have a material financial interest and shall disclose any substantial organizational responsibility or personal or business relationship to the parties in any matter coming before them. This paragraph is not intended to unduly restrict members who have minor business or professional dealings with clients whose matters come before them. In accordance with the law, members Page 8 of 11 P57 shall disclose investments, interests in real property, sources of income, and gifts; and they shall abstain from participating in deliberations and decision-making where conflicts my exist. 9. Gifts and Favors A member should never accept for himself or herself or for family members, favors or benefits under circumstances which might be construed by reasonable persons as influencing the performance of governmental duties. 10. Confidential Information Members shall respect the confidentiality of information concerning the property, personnel, or affairs of the County. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial, or other private interests. 11. Use of Public Resources Members shall not use public resources that are not available to the public in general, such as County staff time, equipment, supplies, or facilities, for private gain or personal purposes. 12. Representation of Private Interests In keeping with their role as stewards of the public interest, members of the Board shall not appear on behalf of the private interests of third parties before the Board of Supervisors or any board, committee, commission, or proceeding of the County, nor shall members of boards, committees, or commissions appear before their own bodies or before the Board of Supervisors on behalf of the private interests of third parties on matters related to the areas of service of their bodies. 13. Advocacy Members shall represent the official policies or positions of the Board of Supervisors, boards, commissions, or committees to the best of their ability when designated as delegates for this purpose. When representing their individual opinions and positions, members shall explicitly state they do not represent their body or Pittsylvania County, nor will they allow the inference that they do. 14. Policy Role of Members The Board of Supervisors determines the policies of the County with the advice, information, and analysis provided by the public, boards, commissions, and committees, and County staff. The Board of Supervisors delegates authority for the administration of the County to the County Administrator. Members, therefore, shall not interfere with the administrative functions of the County or the professional duties of County staff, nor shall they impair the ability of staff to Page 9 of 11 P58 implement Board policy decisions. Inquiries to staff shall be made through the County Administrator or the appropriate department manager or director. 15. Independence of Board and Commissions Because of the value of the independent advice of boards, committees, and commissions to the public decision-making process, members of the Board of Supervisors shall refrain from using their positions to unduly influence the deliberations or outcomes of board, committee, or commission proceedings. 16. Positive Work Place Environment Members shall support the maintenance of a positive and constructive workplace environment for County employees and for citizens and businesses dealing with the County. Members shall recognize their special role in dealings with County employees and in no way create the perception of inappropriate direction to staff. 17. Implementation As an expression of the standards of conduct for members expected by the County, the Pittsylvania County Standards of Conduct is intended to be self -enforcing. Therefore, it becomes most effective when members are thoroughly familiar with and embrace its provisions. For this reason, ethical standards shall be included in the regular orientations for candidates for the Board of Supervisors, applicants to boards, committees, commissions, and newly elected and appointed officials. Members entering office shall sign a statement affirming they have read and understood the Pittsylvania County Standards of Conduct. In addition, the Board of Supervisors, boards, committees, and commissions, shall annually review the Standards of Conduct and the Board of Supervisors shall consider recommendations from boards, committees, and commissions to update it as necessary. 18. Compliance and Enforcement The Pittsylvania County Standards of Conduct expresses standards of ethical conduct expected of members of the Pittsylvania County Board of Supervisors, boards, committees, and commissions. Members themselves have the primary responsibility to assure that ethical standards are understood and met, and that the public can continue to have full confidence in the integrity of government. The chairs of boards, committees, and commissions and the Chairman of the Board of Supervisors have the additional responsibility to intervene when actions of members that appear to be in violation of the Standards of Conduct are brought to their attention. As allewed by law, the Board of Supen,isers may impose sanetions and fines On ffieffibefs WhOSe condeet does not mplJ with the Peen..'' e4hinnl standards ,..h _ publin er pfiviate Page 10 of 11 P59 A violation of this Standards of Conduct shall not be considered a basis for challenging the validity of a Board of Supervisors, board, committee, or commission's decision. 9€fee/B a'�. ttee/Coiiunissie ARTICLE VIII. Amendments and Adoptions. 8.1. Amendments to these By -Laws, Rules of Procedure, and Standards of Conduct may be made at any meeting of the board by a majority vote of the Board present, after a notice of intent to amend has been given to each Board member not less than ten (10) days prior to such meeting and after a dulv advertised and conducted public hearine on said amendment(s). 8.2. Adoption of the By -Laws and procedures shall be by simple majority vote of the Board and shall be in force and effect on the day after their passage. Page 11 of 11 P60 I W, 1101- 11111 IN I 9€fee/B a'�. ttee/Coiiunissie ARTICLE VIII. Amendments and Adoptions. 8.1. Amendments to these By -Laws, Rules of Procedure, and Standards of Conduct may be made at any meeting of the board by a majority vote of the Board present, after a notice of intent to amend has been given to each Board member not less than ten (10) days prior to such meeting and after a dulv advertised and conducted public hearine on said amendment(s). 8.2. Adoption of the By -Laws and procedures shall be by simple majority vote of the Board and shall be in force and effect on the day after their passage. Page 11 of 11 P60 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Monday, June 6, 2016, at 7:00 p. m., in the General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia, to receive citizen input on the proposed amendment to the Board of Supervisors' Bylaws/Code of Ethics. A full text concerning this public hearing is available in Pittsylvania County Administrator's Office, 1 Center Street, Chatham, Virginia, Monday through Friday, from 8:00 a.m. to 5:00 p.m. for public viewing, and on the County's website at www.pittsylvaniacountyva.gov. P61 PRESENTATIONS P62 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Presentation of Proclamation for Business 1 06-06-2016 Appreciation Week; June 6-10, 2016 SUBJECT/PROPOSAL/REQUEST: Presentation STAFF CONTACT(S): Mr. Monday ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Proclamation REVIEWED BY: G7/ ITEM NUMBER: 10 INFORMATION: INFORMATION: At their meeting on May 17, 2016, the Board of Supervisors approved a proclamation designating June 6-10,2016 as "Business Appreciation Week" in Pittsylvania County. DISCUSSION• Ms. Laurie Moran, Executive Director for the Danville-Pittsylvania County Chamber of Commerce will be present at the Board of Supervisors' regular meeting on June 6, 2016 to accept the proclamation and give a brief summary of activities planned during Business Appreciation Week. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P63 Vftt9;p(baufa Countp 38oarb of *uperbi ori PROCLAMATION BUSINESS APPRECIATION WEEK JUNE 6-10,2016 WHEREAS, Pittsylvania County is pleased to have a thriving base of business and industry to support the local economy; and WHEREAS, these businesses provide essential employment opportunities for the citizens of Pittsylvania County; and WHEREAS, these businesses provide local revenues from which the entire local citizenry benefit; and WHEREAS, these businesses also make significant contributions in our communities to promote educational opportunities for our children and promote a variety of activities which increase the quality of life of the area; and WHEREAS, the Board of Supervisors and citizens of Pittsylvania County recognizes and appreciates these businesses; then NOW, THEREFORE, the Board of Supervisors of Pittsylvania County does hereby proclaim the week of June 6 — 10, 2016 as "Business Appreciation Week" in Pittsylvania County; and BE IT FURTHER PROCLAIMED, that a copy of this Proclamation be forwarded to local media sources. Given under my hand this 171h day of May, 2016. Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P64 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: CPMT Member Appointments CPMT Attendance Report SUBJECT/PROPOSAL/REQUEST: STAFF CONTACT(S): Mr. Monday; Ms. Millner EXECUTIVE SUMMARY AGENDA DATE: 06/06/2016 ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: CPMT Attendance Log REVIEWED BY: ITEM NUMBER: 11 INFORMATION: INFORMATION: BACKGROUND: Resolution 2014-03-01 was adopted by the Pittsylvania County Board of Supervisors on March 3, 2014. Pittsylvania County Board of Supervisors agreed to appoint CPMT members for fiscal year terms, each June. Resolution 2014-10-02: "CPMT members shall attend 75% of regularly scheduled meetings unless mitigating circumstances are approved by the Pittsylvania County Board of Supervisors." DISCUSSION: Katie Millner, CSA Coordinator, will present the Community Policy Management Team (CPMT) quarterly attendance records and CPMT member appointments. RECOMMENDATION: Staff recommends the Board of Supervisors approve the following appointments to the CPMT: Appointment of the following 4 CPMT members, effective July 1 2016 - June 30,2017: Parent Representative — Jennifer Cooper Government Representative — Robert Warren Representative of a Private Organization — Tonya Fowler Representative of Pittsylvania County Sheriff s Office — Sheriff Mike Taylor P65 P66 W Q O Z 0 6 N 7 6 J 7 Z 77 Z Z z 2 Z Z Z Q N N X X X N N N X X X N N X W W W W W W W 0 2 n n 4 n n 6 N 'a z z z z z z z N Qd % N X N X tWA X X N X N N X n n n n n n n cc O X N N N X N X N O X W W = W W W W = .O 777 7— Z Z Z Z Z z Z « fG W W W W W W W Y LL X W X W X X N X X W X W W W C 2 Z Z Z Z Z Z Z K 5 K K K K K K a a n n a a n a 0 m 0 .di o a N � e1 O N d y O � N d C I- 73 C ' O N Y E16 d O O ui n a o y s E a n d .o v m a E< `9 E a E a v d u O b Q O 2« E N 2 ro N 7 N b L.r 9 00 J a q v E ro O N E 6' C R R li W (O N 'O C > Z' W _ T YI l7 0 1- E 3 L d N V d N C N d d Y V yy V Y_ C t C # c W o z c ro m E c ' T >' u o o C 10 d > 'c C o ro n Y 6 Q 2 O. N> G m N V O ro W O 17 d O o f H N T Q u1 10 N G 00 a P66 NEW BUSINESS P67 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Request for Approval: 2016 Real Estate Refund — Ed 06-06-2016 Neal's Farm, LLC; Parcel #2309-65-4768 SUBJECT/PROPOSAL/REQUEST: Approval Request to issue refund STAFF CONTACT(S): Mr. Monday BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 12 INFORMATION: INFORMATION: ATTACHMENTS: 1. 05-23-2016 Letter from Shirley Hammock, Commissioner of the Revenue 2. 05-20-2016 Letter to Vincent Shorter, Treasurer from Shirley Hammock, Commissioner of the Revenue 3. §58.1-3981 (Correction by Commissioner or other official performing his/her duties) Code of Virginia, 1950, as amended REVIEWED BY: 1�1� The Honorable Vincent Shorter, Treasurer, and the Honorable Shirley Hammock, Commissioner of the Revenue, informed the County Administrator's Office of a pending refund in the amount of $5811.50 for real estate taxes paid by Ed Neal's Farm, LLC for Parcel #2309-65-4768. The Commissioner of the Revenue's Office did not receive the landowner's 2016 Land Use Program application before real estate taxes were sent out by the Treasurer's Office. (see attached letter from Commissioner of the Revenue). As a result, Mr. Neal mailed in his real estate tax before the parcel was reinstated back into the Land Use Program. The Treasurer's Office is requesting approval by the Board of Supervisors to refund $5811.50 to Mr. Neal; the amount of taxes that should have been deferred under the land use assessment. RECOMMENDATION: Staff recommends the Board of Supervisors authorize the Treasurer to issue a refund in the amount of $5811.50 to Ed Neal's Farm, LLC; Parcel #2309-65-4768. Roll Call Vote Required P68 Shirlcv Ycaus Hommock Cummis,ioner May 23, 2016 OFFICE OF COMMISSIONER OF THE REVENUE PI"TTSYLV!ANL4 COUNTY Mr. Clarence C Monday Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 RE: 2016 REAL ESTATE REFUND Dear Mr. Monday: P. O. 13ON272 CI IATHAM, V'IRGINIA24", I (434)4'12-7940 (414)6%-6211 FAX (4,4)432-7957 shirlcy.h:unn)ock(u piit,gor.ore Pursuant to 58.1-3981, this letter is to notify the Pittsylvania County Board of Supervisors of a pending refund in the amount of $5811.50 for real estate taxes paid by Ed Neal's Farm LLC, 427 Samar Ave. Naples, FL 34113. This is a result of the U.S. Postal service not processing a return to sender letter back to the COR office in a timely manner. The letter request for a new LU application for 2016 was postmarked on December 8, 2015. The letter was not received at the COR office until May 10, 2016, therefore resulting in the landowner failing to apply for the 2016 Land Use program. The parcel was taken out of the program due to this error. Mr. Neal had mailed in his real estate tax payment when this matter was addressed. We are therefore requesting approval in the amount of $5811.50 to be refunded by Mr. Shorter, Treasurer of Pittsylvania County. This is the amount of taxes that should have been deferred under the land use assessment. Enclosed is a copy of the refund letters to be submitted to Mr. Shorter upon approval by the Board of Supervisors. Should you have any questions regarding this, please contact our office. Regards, Shirley Y Ham ock Commissioner of the Revenue SYH/mfa Enclosures Cc: Honorable Vincent Shorter, Treasurer Pittsylvania County Kim VanDerHyde, Finance Director, Pittsylvania County P69 Shirlcv Ye itts Hnnmiock (ln n issiuner May 20, 2016 OFFICE OF COMMISSIONER OF THE REVENUE Vincent Shorter, Treasurer Pittsylvania County Chatham, VA 24531 Dear Mr. Shorter: PITTSYLVANI A COUNTY P. O.13OX 272 CHAT HAM, VIRGINIA 24531 (434)432-7940 (434)656-6111 FAX(434)43'--7057 shirley.1tamtnock-0 pittgoN .ory The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2016. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1-3990 Code of Virginia. Account:#228630 Parcel l.D.4 2309-65-4768 Name: Ed Neal's Farm LLC 427 Samar Ave. Naples, FL 34113 Account Charged: # 228630 Refund Amount: $5811.50 Thank you for your attention in this matter. Regards, Shirley Y. om ck Commissioner of the Revenue SYH/mfa P70 Full or Partial: Full 58.1-3981. Correction by commissioner or other official performing his duties. A. If the commissioner of the revenue, or other official performing the duties imposed on commissioners of the revenue under this title, is satisfied that he has erroneously assessed such applicant with any such tax, he shall correct such assessment. If the assessment exceeds the proper amount, he shall exonerate the applicant from the payment of so much as is erroneously charged if not paid into the treasury of the county or city. If the assessment has been paid, the governing body of the county or city shall, upon the certificate of the commissioner with the consent of the town, city or county attorney, or if none, the attorney for the Commonwealth, that such assessment was erroneous, direct the treasurer of the county, city or town to refund the excess to the taxpayer, with interest if authorized pursuant to § 58.1-3918 or in the ordinance authorized by § 58.1-3916, or as otherwise authorized in that section. However, the governing body of the county, city or town may authorize the treasurer to approve and issue any refund up to $2,500 as a result of an erroneous assessment. P71 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Comprehensive Services Act (CSA) Supplement Request -Requires a motion and a 10 -day layover requirement SUBJECT/PROPOSAL/REQUEST: AGENDA DATE: 6-06-16 ACTION: Yes CONSENT AGENDA: ACTION: Appropriation of Comprehensive Services Act (CSA) Supplement ATTACHMENTS: No REVIEWED BY: STAFF CONTACT(S): ITEM NUMBER: 13(a) INFORMATION: INFORMATION: Each year the CPMT Coordinator estimates the number of children that will need comprehensive services for the budget year. The number of children requiring services has increased over the last few years. DISCUSSION: Additional monies are required for the CSA program that have been approved by the State. The total supplemental amount required and approved by the State is $2,238,573. This amount includes $1,838,534 of state money and a local match of $400,039. Based on estimates for budgeting purposes, an additional amount of $520,000 of state funds needs to be appropriated to cover anticipated expenditures before 6-30-16. The required local match difference of $130,000 needs to be appropriated from unassigned fund balance to cover the local share of these expenditures before year-end. This is a mandated program from the State of Virginia. This appropriation requires a 10 -day layover. RECOMMENDATION: Staff recommends the Board of Supervisors consider a total appropriation of $650,000 to the CPMT Budget Pool Funds, which includes local funds of $130,000 from unassigned fund balance (100-4-053500-7004) and $520,000 from State CSA Funds (100-4-053500-7003). THIS RECOMMENDATION WILL BE BROUGHT BACK TO YOU AFTER A 10 -DAY LAYOVER. P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation of Federal Restricted Seizure Funds - Requires a Roll Call Vote SUBJECT/PROPOSAL/REOUEST: Appropriation of Federal Restricted Seizure Funds STAFF CONTACT(S): AGENDA DATE: 6-06-16 ACTION: Yes ITEM NUMBER: 13(b) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No �/�J RF.V1F.WFD RV- G Federal Restricted Seizure Funds are monies that come into the Sheriffs office to be used for specific purposes. During the budget process, a total of $40,000 was appropropriated for this fund DISCUSSION: The Sheriffs Department would like to use the Federal Restricted Seizure Account to purchase property and make property upgrades. The balance in this fund was $909,668.16 as of 5-27-16. The Sheriff s Department is requesting an additional $300,000 be appropriated to this fund for the specified items listed above. RECOMMENDATION: Staff recommends that the Board appropriate and amend the Federal Restricted Seizure Fund -Sheriff in the amount of $300,000 (242-4-031710-8250). This request does not require a 10 -day layover becasuse these funds are not from the General Fund. THIS ITEM REQUIRES A ROLL CALL VOTE. P73 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation of State Restricted Seizure Funds — Reguires a Roll Call Vote SUBJECT/PROPOSAL/REOUEST: Appropriation of State Restricted Fund Balance STAFF CONTACT(S). AGENDA DATE: 6-06-16 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: 611� ITEM NUMBER: 13(c) INFORMATION: INFORMATION: BACKGROUND: During the budget process, an estimated amount of funds are budgeted in the restricted seizure fund accounts. The State Restricted Seizure Fund for the Sheriff had an original appropriation of $120,091.00. The Sheriff is planning to use state restricted funds for the purchase of computer equipment and other items for the Sheriff's Office. In addition, the Sheriff's Office was required to send a total of $121,371.89 back to the Department of Justice resulting in a budgetary deficit. The State Restricted Seizure Fund has a current cash balance of $187,109.27. Staff recommends that $80,000 be appropriated to the following line items: $ 51,280.89 to Refunds (241-4-031700-5830) 28,719.11 to Police Supplies (241-4-031700-6010) $ 80,000.00 TOTAL Staff recommends that the Board appropriate a total of $80,000 to the State Restricted Seizure Fund from their fund balance as listed above. This request does not require a 10 -day layover because these funds are not from the General Fund. THIS ITEM REQUIRES A ROLL CALL VOTE. P74 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 6-06-16 Expenditure Refunds for May 2016 -Requires a motionI ACTION: and a 10 -day layover. Yes SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: &e" ITEM NUMBER: 13(d) INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of May 2016 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of $36,551.17 as follows: $222.60 to Board of Supervisors - Advertising (100-4-011010-3600), $498.40 to Clerk of Court -Telephone (100-4-021600-5230), $275.00 tc Clerk of Court -Copier Lease (100-4-021600-60051), $21.70 to Sheriff -Subsistence & Lodging (100-4- 031200-5530), $2,105.60 to Sheriff -Project Lifesaver (100-4-031200-5882), $220.00 to Sheriff-Undercovet Work (100-4-031200-6024), $1,166.28 to Sheriff -Parts (100-4-031200-6030), $1,030.70 to Sheriff -Labor (100-4-031200-6031), $24.30 to VFD-United Way Contribution (100-4-032200-5667), $628.90 to Extradition (100-4-033100-5550), $80.00 to Jail -Food Supplies (100-4-033100-6002), $10,529.82 to E911 - Telephone (100-4-035500-5230), $75.00 to B&G-Builidng Supplies (100-4-043100-6048), $275.00 to CSA - Training & Education (100-4-053500-5540), $1,907.83 to CSA -Pool Program (100-4-053500-7003), $2,000.00 to Recreation -Part-time Salaries (100-4-071100-1300), $260.00 to Library -Postage (100-4- 073100-5210), $35.49 Library -Office Supplies (100-4-073100-6001), $474.80 to Library -Furniture & Fixtures (100-4-073100-6003), $125.00 to Ag Development -Farmer's Market (100-4-082500-6014), $11,349.75 to WIA-Rent (251-4-353853-6014), $2,500.00 to WIA-Other Operating Supplies (251-4-353878- 6014), $745.00 to Landfill Collections -Wrecker Service (520-4-042300-3170). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P75 PITTSYLVANIA COUNTY Finance Department P. 0. Box 426 Chatham, Virginia 24531 VIRGINIA MEMO TO: Clarence C. Monday County Administrator FROM: Kim Van Der Hyde ' j Finance Director SUBJECT: May Expenditure Refunds DATE: May 27, 2016 Phone (434) 432-7740 Fax (434) 432-7746 Gretna/Hurt(434) 656-6211 Bachelors Hall/Whitmell (434) 797-9550 The list below shows all expenditure refunds that were sent to the Finance Department during the month of May. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-011010-3600 Bd of Sup -Advertising 222.60 Reimbursement 100-4-021600-5230 Clerk of Court -Telephone 498.40 Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 275.00 Reimbursement 100-4-031200-5530 Sheriff -Subsistence & Lodging 21.70 Reimbursement 100-4-031200-5882 Sheriff -Project Lifesaver 2,105.60 Contribution (100-3-000000-189903) 100-4-031200-6024 Sheriff -Undercover Work 220.00 Restitution 100-4-031200-6030 100-4-031200-6031 Sheriff -Parts Insurance Claim Sheriff -Labor Insurance Claim 100-4-032200-5667 VFD-United Way Contribution Contribution (100-3-000000-189912) P76 1,166.28 1,030.70 24.30 100-4-033100-5550 Extradition 628.90 100-4-033100-6002 Jail -Food Supplies 80.00 Reimbursement for Food 100-4-035500-5230 E911 -Telephone 10,529.82 Reimbursement 100-4-043100-6048 B&G-Building Supplies 75.00 Sign Reimbursement 100-4-053500-55400 CSA -Training & Education 275.00 Hotel Room Reimbursement 100-4-053500-7003 CSA -Pool Program 1,907.83 Service Reimbursement 100-4-071100-1300 Recreation -Part-time Salaries 2,000.00 Extra Assigned Duty Reimbursement 100-4-073100-5210 Library -Postage 260.00 Contribution for Postage 100-4-073100-6001 Library -Office Supplies 35.49 Donation 100-4-073100-6003 Library -Furniture & Fixtures 474.80 Donation 100-4-082500-6014 Ag Development -Farmer's Mkt 125.00 Vendor Fees (100-3-000000-189918) 251-4-353853-6014 WIA-Rent 11,349.75 Rent Payments (251-3-000000-150201) 251-4-353878-6014 WIA-Other Operating Supplies Community Impact Grant (251-3-000000-353878) 520-4-042300-3170 Landfill Collections -Wrecker Sery Insurance Claim TOTAL MAY EXPENDITURE REFUNDS $36,551.17 P77 2,500.00 745.00 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Bid Award for Sheriffs Uniforms SUBJECT/PROPOSAL/REOUEST: Award contract to Gall, LLC STAFF CONTACT(S): Mr. Monday, Sheriff Taylor, Donald Motley, Connie Gibson AGENDA DATE: 06/06/16 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: 1) Invitation for Bid 2) Bid Sheet REVIEWED BY: ITEM NUMBER: 14 INFORMATION: INFORMATION: BACKGROUND: An invitation to bid on winter and summer uniforms for the Pittsylvania County Sheriff s Office was issued to the public on April 15, 2016. The previous contract expires July 2016. DISCUSSION: The Purchasing Department mailed six (6) IFBs to uniform providers on the County's bid list on April 15, 2016. The IFB was advertised in the Danville Register and Bee and the Star Tribune and posted on our public notice board and County's website. The IFB was also posted on the VBO (Virginia Business Opportunities) website and sent to 1334 vendors. We received three responses, Galls, LLC, BKT and Southern Police Supply. The apparent low bidder, based on the price per item aggregated is Galls, LLC. The annual estimated bid is $47,225.00 per year (NOTE: this is an estimated amount of usage for one year). This includes the Sheriffs Office and Jail employees. This is a one (1) year contract, with 4 optional one year renewals, pending appropriation of funds. Funds are budgeted under line item 6011 (Uniforms) in the Sheriff s Office and the Jail budgets. Life of the Contract estimated at $236,125.00. RECOMMENDATION: The staff recommends the Board award the bid to Galls, LLC. P78 Uniform Bid Tally Sheet Galls BKT Southern Police SL Shirts- men $45.00 $69.99 N/A LS Shirts women $51.00 $69.99 N/A SS Shirts- men $49.00 $69.99 N/A SS Shirts women $55.00 $69.99 N/A Pants- men $36.00 $58.99 N/A Pants women $36.00 $58.99 N/A Black Winter Hat $125.00 $125.00 $91.50 Summer Hat $81.00 $85.00 $59.40 Rain covers for hats $5.00 $8.99 $2.58 Ties (male) $5.00 $5.00 $3.78 Ties (female) $5.00 $5.00 $2.75 Lightweight Jacket $50.00 $58.50 N/A Winter Coat $150.00 $159.99 N/A Dress Shoes $50.00 $54.99 $45.60 Ankle cut shoe (male) $70.00 $69.99 N/A Ankle cut shoe (female) $70.00 $69.99 N/A Cook pants $17.00 $24.99 N/A 7"/8" boot w/o zipper $111.00 $109.99 $79.19 7"/8" boot w zipper $115.00 $109.99 $82.50 TOTAL $981.00 $1,285.36 Award was based on each item price x 1 P79 ILN ] 767 GI PITTSYLVANIA COUNTY BOARD OF SUPERVISORS INVITATION TO BID #16-04-14 UNIFORM CLOTHING FOR THE PITTSYLVANIA COUNTY SHERIFF'S OFFICE April 15, 2016 CONTACT: CONNIE GIBSON, PURCHASING MANAGER (434)432-7744 E-MAIL: connie.gibson@pittgov.org P80 INVITATION FOR BIDS (IFB) Issue Date: April 15, 2016 IFB# 16-04-14 Title: Uniform Clothing for Sheriff's Office Issuing Department: Pittsylvania County, Virginia Purchasing Department 1 Center Street Chatham, Virginia 24531 Sealed Bids Will Be Received Until 2:00 P.M., Tuesday, May 17, 2016. To be considered, all bids must be delivered in a scaled envelope, clearly marked with the words "BID #16-04-14 Uniform Clothing", and received in the Pittsylvania County Purchasing Department. Failure to timely submit such bid shall disqualify the bidder and such bid will be returned to the bidder unopened. NO FAXED BIDS WILL BE ACCEPTED. All Inquiries For Bid Information Should Be Directed To: Connie Gibson, Purchasing Manager, Telephone Number: (434) 432-7744, Fax: (434) 432-7746. Note: The County of Pittsylvania, Virginia does not discriminate against faith -based organizations in accordance with the Code of Virginia, §§ 2.2-43431, 1950 as amended or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating to discrimination in employment or contracting. In Compliance With This Invitation For Bids And To All The Conditions Imposed Herein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services At The Price(s) stated in IFB: Ne and Address of Firm: (ra I Is L(.c 13yo Pwsse I( catie. Pi. C,ex�na�n, ky �lchos Telephone Number: ex4.-x335 Fax: it7_ 91 L/_ Z5_7 P81 Date: 5- 1;Z_ 1 (O Signature Mi chap l Westrte,r CP�irrOName Title e-mail:hACa-MQ.Ii553 48��5 Cdrn FIN: 9D- 35y5989 INVITATION FOR BID #16-04-14 Uniform Clothing for Pittsylvania County Sheriff's Office General Information The Pittsylvania County Purchasing Department is requesting sealed bids to establish an annually renewable contract with a successful firm to furnish and provide miscellaneous uniform clothing items on an as needed basis to the Pittsylvania County Sheriffs Office. It is the intent to establish a one (1) year contract, with four (4) optional one year renewals, pending appropriation of funds. The attached specifications are submitted for your consideration. Submission of the Bid One (1) original and Two (2) complete copies of the sealed bid will be accepted at and until 2:00 PM. (local prevailing time) on Tuesday, May 17, 2016, at the Purchasing Department, 1 Center St., Chatham, Virginia 24531. As this is a sealed formal Invitation to Bid, faxed bids will NOT be accepted. Bids not received by the date and time listed above will be returned to the Offeror unopened. The bid package must be clearly marked with Bid #16-04-14 — Uniform Clothing. It is not the intent of the specifications to be proprietary, nor to exclude any manufacturer or dealer. Deviations will be given consideration if they are considered to be suitable and acceptable for comparison. Any deviations must be submitted, in writing, with your bid. Deviations discovered after bid award or material receipt, not stated in your bid, shall be grounds for disqualification and nullification of order. It is the responsibility of the Offeror to prove that the deviation is equal to the product/service specified. Samples must be provided. Evaluation of the Bid Pittsylvania County shall evaluate all bids and information received, and make the final determination of responsible Offerors. Pittsylvania County reserves the right to waive informalities and irregularities and to accept or reject any or all bids. Pittsylvania County reserves the right to procure from State Contracts when it is in our opinion that the State Contract is in the best interest of Pittsylvania County. Pittsylvania County reserves the right to split items to multiple suppliers. Contract Ouantities The quantities specified in this Invitation for Bid are estimated only, and are given for the information of bidders and for the purpose of bid evaluation. They may not indicate the actual quantity which will be ordered, since such volume will depend upon requirements which develop during the contract period. Quantities shown shall not be construed to represent any amount which the County shall be obligated to purchase under the contract, or relieve the bidder of his obligation to fill all orders placed by the County. NO BID WILL BE CONSIDERED WHICH STIPULATES THAT PITTSYLVANIA COUNTY SHALL GUARANTEE TO ORDER A SPECIFIC QUANTITY OF ANY ITEM. Notice of Award A Notice of Award will be posted on the County's web site (www.pittsylvaniacountyva.gov) and on the public bulletin board located at the County Administration Building, I Center Street, Chatham, Virginia 24531. P82 EVALUATION CRITERIA Several factors, in addition to costs, will be taken into account when evaluating bids for responsive and responsible bidders : Pittsylvania County shall provide the mechanism for the evaluation of all information received, the final determination of responsible offerors, and reserves the right to waive informalities and to accept or reject any or all bids. (a) Company background, staffing and experience: The character, integrity, reputation, judgment, experience and efficiency of the bidder. (b) References: Provide three (3) references with contact names, companies and phone numbers. These references must be for firms who have purchased the same types of products and/or services. (c) The quality of performance of previous contracts, products and/or services. (d) Reporting capabilities. Must have an online ordering system which shall include reports, history etc... that is specific to the items we order. (e) Company financial status: The sufficiency of the financial resources and the ability of the bidder to perform the contract. (f) Bid Submission completeness and compliance with the specifications. (g) Service and support offering. The ability, capacity and skill of the bidder to perform or provide the service. The ability of the bidder to provide future alterations, maintenance and/or service. (h) Price. Pricing shall be a factor in evaluating the bids; however, Pittsylvania County reserves the right to purchase other than low bid if the County deems that the items bid are not same quality as requested. (i) The quality, availability and adaptability of the goods and services. 0) Whether the bidder can perform the contract and provide service promptly. (k) The ability of the bidder to respond to problems and concerns. (I) Delivery (m) Only newly manufactured product must be bid. No irregular, imperfect, used or second hand garments will be accepted. 4 P83 Pittsylvania County Board of Supervisors Invitation to Bid #13-08-01 Uniform Clothing for the Pittsylvania County Sheriff's Office P84 Estimated Annual STOCK # BRAND DESCRIPTION PRICE/EACH Quantity Z312 Elbeco Silver Tan Long Sleeve Shirt for Males, 100% Visa 150 each No System 3 Polyester, concealed front zipper, pleated pockets with Velcro closures, hidden pencil L/5, OD Substitutions compartment in left breast pocket, full badge sling, permanent collar stays. Shoulder straps cross stitched. Shoulder straps and pocket flaps to be BLACK. Z9312 Elbeco Silver Tan Long Sleeve Shirt for Females, 100% 25 each No Visa System 3 Polyester, concealed front zipper, Substitutions pleated pockets with Velcro closures, hidden pencil 5 �� compartment in left breast pocket, full badge sling, permanent collar stays. Shoulder straps cross stitched. Shoulder straps and pocket flaps to be BLACK. Z312 Elbeco Silver Tan Short Sleeve Shirt for Males, 100% 150 each No Visa System 3 Polyester, concealed front zipper, Substitutions pleated pockets with Velcro closures, hidden pencil compartment in left breast pocket, full badge sling, y%• 00 permanent collar stays. Shoulder straps cross stitched. Shoulder straps and pocket flaps to be BLACK. Long Sleeve Shirts hemmed to short sleeves. (Year Round Neckties) Z9312 Elbeco Silver Tan Short Sleeve Shirt for Females, 100% 25 each No Visa System 3 Polyester, concealed front zipper, Substitutions pleated pockets with Velcro closures, hidden pencil 5�• �� compartment in left breast pocket, full badge sling, permanent collar stays. Shoulder straps cross stitched. Shoulder straps and pocket flaps to be BLACK. Long Sleeve Shirts hemmed to short sleeves. (Year Round Neckties) E320 Elbeco Black Color Polyester Trousers for Males, 100% 150 pair Visa System 3 Polyester, with silver tan stripe, 1 No Substitutions /,^ wide (sewn onto trouser side seam), functional 3�a•�� French fl y, interlined belt loops P84 P85 Estimated Annual STOCK # BRAND DESCRIPTION PRICE/EACH Quantity E9320 Elbeco Black Color Polyester Trousers for Females, 100% 25 pair Visa System 3 Polyester, with silver tan stripe, 1 No W wide (sewn onto trouser side seam), functional Substitutions French fly, interlined belt loops F-40 or an Stratton Black Winter Hat — Felt, Campaign Style 25 each approved j a x.00 equal S-40DB or an Stratton Black Summer Hat — Straw, Double Brim, no 25 each approved badge eyelet 8i •a0 equal P9000 or an Stratton Clear Stratton Hat Rain Covers For F-40 & S-40DB 50 each approved Hats equal 45050 or an S. Broome Black Polyester/Wool Blend Clip on Tie (Male) 100 each approved equal (Available in 18", 20" & 22" Lengths) 90156 or an S. Broome Female — Crossover Tie — Color: Black �J 25 each approved equal 526MBK or Liberty Lightweight Jacket & Liner — 100% nylon oxford 50 each an approved weave water repellant, windbreaker style with a SC) a0 equal zipper front closure. Color: Black (Sheriffs Office Badge Emblem on left chest). 3920 or an Black Winter Coat — waist length, single breasted, 25 each approved Gore Tex breathable waterproof lining (with j�c7.Do equal Elbeco Sheriffs Office Badge Emblem on left chest) Men's and Ladies Dress Shoes — Uniform Oxford, 50 pair high gloss, poromeric upper, oil resistant polyurethane outsole, Color: Black, Sizes �� Available in Men & Ladies Sizes: 7 — 13, Widths 831-6031 or Available: D, E, & EEE an approved equal Thorogood Color: Black 2034 or an Ankle Cut Shoe — Slip -Stop, Color: Black (Male)25 -7 D• pair approved DO equal Rocky P85 TOTAL: I i IA I. DO Pittsylvania County may request quotes from other items not listed in the IFB on an "as needed basis" to the awarded vendor. Shoulder Patches c� (artwork included) $ �. I /Each (for shoulders on shirts, and winter coats Sheriffs Office) normally order 1,000 to 2,000 at a time Sheriff's Badge Patches (artwork included $ 3.90 /Each for silver and gold badge) (To be sewn on Windbreaker Jackets and Winter Coat left chest) We would not order as many of these since they would only be used on the windbreaker jackets and coats. Approximately 70 officers wear the silver badge and only approximately 5 officers would have the jackets with the gold badge. We will not order new jackets and coats for everyone, we will replace them on an as needed basis only. Total Order for Gold and Silver would be a total of around 75 to 100 patches. Both gold and silver badge emblems should be 2 W' in diameter. Lettering for Lightweight Jacket White "SHERIFF'S OFFICE" lettering on front and back of black lightweight windbreaker jacket. $ (c, SD /Each (provide optional cost if lettering were done In GOLD or SILVER to match badge) P86 Estimated Annual STOCK # BRAND DESCRIPTION PRICE/EACH Quantity 234 or an Ankle Cut Shoe - Slip-Stop, Color: Black (Female) 10 pair approved ?p DO equal Rocky PT10WH or White Trousers - Jail Cooks - Polyester/Cotton, 10 pair an approved machine washable, post care durable press, heavy 11-DO equal Red Kap duty brass ratcheting zipper, button closure. Under Amour Under 7" or 8" Boots without zipper 30 pair or an Armour approved equal Under Amour Under 7" or 8" Boot with zipper 30 Pair oran Armour �S L-) approved equal I agree to stock the common size uniforms as listed in the specifications and obtain odd sizes within 2-3 weeks. List any exception to this below: I agree to provide uniforms for "new" officers within 7 to 10 days as listed in the specification. List exceptions below: l/ TOTAL: I i IA I. DO Pittsylvania County may request quotes from other items not listed in the IFB on an "as needed basis" to the awarded vendor. Shoulder Patches c� (artwork included) $ �. I /Each (for shoulders on shirts, and winter coats Sheriffs Office) normally order 1,000 to 2,000 at a time Sheriff's Badge Patches (artwork included $ 3.90 /Each for silver and gold badge) (To be sewn on Windbreaker Jackets and Winter Coat left chest) We would not order as many of these since they would only be used on the windbreaker jackets and coats. Approximately 70 officers wear the silver badge and only approximately 5 officers would have the jackets with the gold badge. We will not order new jackets and coats for everyone, we will replace them on an as needed basis only. Total Order for Gold and Silver would be a total of around 75 to 100 patches. Both gold and silver badge emblems should be 2 W' in diameter. Lettering for Lightweight Jacket White "SHERIFF'S OFFICE" lettering on front and back of black lightweight windbreaker jacket. $ (c, SD /Each (provide optional cost if lettering were done In GOLD or SILVER to match badge) P86 BIDDER CERTIFIES THAT BY SUBMISSION OF THIS BID, HE HAS READ AND AGREES TO THE TERMS AND CONDITIONS SET FORTH IN THIS INVITATION TO BID. COMPANY NAME Go 115, , LLC COMPANY ADDRESS I No Aose I I Caut Q ROD- p� Le ighn, KAY )5- PHONE: ODD- 1 U-Lf2L/a cR-335 FAX: S-77- q / LA2 5Y7 FEIN: aO-35N598q TERMS: I jej Jv SIGNATURE/TITLE: EMAIL: i10/�-JVIQIiS�9l�aIIS.COM DATE: 5- I a - FM 1 NAME/TITLE (please prH4- -' I' ichaQt I.�JQmur P87 P88 H P89 SPECIAL TERMS AND CONDITIONS Delivery Delivery and availability of the uniforms will play a major role in the evaluation criteria. All shipping/freight charges shall be included in the pricing and will be F.O.B. Destination. Returns: All Returns for wrong orders or miss -sized uniforms will be at the vendor's expense. Alterations: Provide explanation of where and how alterations will be handled. Provide time frame for alterations. Samples: If bidding anything other than the exact brand and model specified, the County request a sample be provided when submitting your bid. Return of samples must be at NO cost to the County. A complete product specification sheet to be considered must accompany all equivalent bids. Testing of Samples: Samples are submitted by bidders will be compared for tailoring, styling, construction, materials and component with the standard sample on file with the department. Non-conformance of the sample to the specification will be cause for rejection. Any Testing laboratory selected by the County may subject sample be a bidder to such test or test. The bidder shall pay for all costs in connection with any such tests. Stock Product: To insure availability of style and color for the purpose of maintaining departmental uniformity for future purchases, bidders must provide evidence in the form of catalogs, price lists, or similar written material that these items are currently available on an "as needed basis". The sample must be provided from current manufacturer's stock of the specified style. Successful bidder must agree to stock common sizes of uniforms (pant sizes -women 4-26, men 28-60), (shirt sizes — women (Small — XXL) and men sizes (small — XXX Large) and be able to obtain odd sizes within 2-3 weeks for normal orders and be able to obtain uniforms in 7 to 10 days for new officers or for "emergency" orders. There must be a color match with the current Pittsylvania County Uniforms. Equivalents: Any equivalent bid must be clearly identified on the BID FORM. Availability of Funds It is understood and agreed between the parties herein that the County shall be bound hereunder only to the extent of the funds available or which may hereafter become available "subject to appropriation" by the Board of Supervisors for the purpose of this agreement, ref § 15.2 Chapter 25 Code of Virginia. Precedence of Terms The General Terms and Conditions shall apply in all instances. In the event of a conflict between any of the General Terms and Conditions and any Special Terms and Conditions, the Special Terms and Conditions shall apply. P90 Award An award will be made to the lowest responsive and responsible. Evaluation will be based on grand total. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. Award Notices Upon the award or the announcement of the decision to award, as a result of this solicitation, the County will publicly post such notice on the Pittsylvania County website (www.pittsylvaniacountyva.gov) and at the County Administration Building, located at 1 Center Street, Chatham, VA, 24531. Bid Acceptance Period Any bid in response to this solicitation shall be valid for (90) days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. Copyriehts The bidder warrants that there have been no violations of copyrights or patent rights in the manufacture, production or sale of the goods shipped or ordered as a result of this bid. The bidder agrees that the County of Pittsylvania shall be indemnified and held harmless from any and all liability or expense occasioned by any such violations. Renewal of Contract This contract may be renewed by the County for four (4) successive one year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of renewal. Written notice of the County's intention to renew shall be given approximately 30 days prior to the expiration date of each contract period. If during any subsequent renewal periods, the County elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the Household Operations category of the CPI -W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. Contract Any contract resulting from this bid shall consist of the following documents: the General Terms and Conditions and the Specifications, both of which are contained in the Invitation for Bid, together with the bidder's response, which consists of this document, the Price Schedule and other bid documents attached hereto or submitted with this document. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in violation of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 12 P91 For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. PROPRIETARY INFORMATION: Ownership of all data, materials, and documentation originated and prepared for the County of Pittsylvania pursuant to the INVITAITON FOR BID shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a bidder shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the bidder must invoke the protections of Section 2.2- 4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The bidder must specifically identify the data or materials to be protected and state the reasons why protection is necessary on the "Notice of Proprietary Information Form" below. In addition, the proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining in the Bid and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire bid document, line item prices, and/or total bid prices as proprietary or trade secrets is not acceptable and may result in rejection of the bid. 13 P92 NOTICE OF PROPRIETARY INFORMATION FORM FOR BID #13-08-01 Confidentiality References Protection in Accordance with the Code of Virginia, Section 2.2-4342 Section TitleI Page Number Reason(s) for Withholding from Disclosure INSTRUCTIONS: Identify the data or other materials to be protected and state the reasons by using the codes listed below. Indicate the specific words, figures, or paragraphs that constitute trade secrets or proprietary materials. The classification of an entire bid or proposal document, line item prices, and/or total bid or proposal prices as proprietary or trade secret is not acceptable and will result in rejection of the bid or proposal. A) This page contains information relating to "trade secrets", and "proprietary information" including processes. Operations, style of work, or apparatus. Identify confidential statistical data. Amount or source of any income... of any person (or) partnership. See Virginia Public Procurement Act. Section 2.2-4342. B) This page contains proprietary information including confidential, commercial or financial information, which was provided to the Government on a voluntary basis and is of the type that would not customarily release to the public. See Virginia Public Procurement Act, Section 2.2-4342. C) This page contains proprietary information including confidential, commercial or financial information. The disclosure of such information would cause substantial harm to competitive position and impair the Government's ability to obtain necessary information from contractors in the future. See Virginia Public Procurement Act. Section 2.2-4342. 14 P93 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PURCHASING DEPARTMENT I. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS/OFFERORS 1. Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith -based organizations 2. Laws of the Commonwealth: Any purchase order/contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2-4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 15 P94 (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. (3) Drug Free Workplace —During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales, and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54-600-1508 may be used when required or necessary on behalf of the County. 4. Modifications, Additions or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Delivery and availability of the uniforms will play a major role in the evaluation criteria. All shipping/freight charges shall be included in the pricing and will be F.O.B. Destination. 6. Transportation and Packaging: The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. 7. Evaluation of Bid Documents - 16 P95 If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. 8. Default: In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 9. Anti -Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, fine or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 10. Kickbacks: The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. 11. Gifts by Bidder, Offeror, Contractor, or Subcontractor: No bidder, offeror, contractor, or subcontractor, shall confer on any public evmployee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything 17 P96 of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 12. Termination/Cancellation of Contract: Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. C. Non -Appropriation Clause/Termination due to Unavailabilitv of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 13.Quantities: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 14. Ordering: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. 18 P97 15. Invoices/Billing Process: Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 16. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. 17. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor's bid. 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The warranty shall be in effect for the period of time specified. 19. Contractual Intent Upon successful award of this bid by the County, it is the County's intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a "Standard Contract for Services" with the County. Sample contracts may be submitted by either party at the time of the bid, however, the County reserves the right to use its uniform contract format over all samples submitted. 19 P98 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, it will maintain all required Worker's Compensation, Employer's Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids/proposals. 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of. 20 P99 STATEMENT OF DISCLAIMER RE: t3.d_4�-Iso-og-w (BID OR RFP#) This is to certify that no employee, official, or elected officer of the County of Pittsylvania has a proprietary interest in the company, corporation, partnership, or other organization, furnishing the goods and/or services, or stands to benefit personally from the furnishing of such goods or services as referenced above. FIRM: G11 is, LLC- BY:�,. �n TITLE: Attest: y Secretary STATE OF V% 4� 11 h(` n6 1 , To -Wit: Date I, the undersigned, a Notary Public in and for the State aforesaid, whose commission as such will expire on the 3 r d day of , 20i � , do hereby certify that MICIn c, I L SSO_L V whose name(s) is/are signed to the foregoing statement bearing date of NkOJ920 J__�, this day personally appeared before me in the State aforesaid and acknowledged the same before me. GIVEN under my hand and seal this & 21 P100 CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/firm/corporation has not been barred from bidding on contracts by any agency of the Commonwealth of Virginia, nor is this person/firm/corporation a part of any finr /corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. V� Name of Official CFO Title &IIIs, UC Firm or Corporation 22 P101 Galls I Quartermaster 1340 Russell Cave Road Lexington, KY 40505 859-266-7227 Galls, LLC Notes All alterations are to be performed at Best Uniforms, 2124 Tomlynn St, Richmond, VA 23230. The timeframe for alterations is 7-10 business days. For any alterations performed due to a Galls error, Galls will provide a shipping label to send the garment(s) back to the local retail store. Any alterations required that are not due to a Galls error will be shipped at the County's expense. P102 Galls, LLC References Spotsylvania County Sheriff Rhonda Edwards 540-507-7142 rkedwards@spotsylvania.va.us 9119 Dean Ridings Lane Spotsylvania, VA 22553 Hanover County Sheriff Susan Timberlake 804-365-6280 sstimberlake@hanovercounty.gov 7522 County Complex Rd Hanover, VA 23069 Stafford County Sheriff Bobby Baxter 540-658-4472 bbaxter@staffordcountyva.gov 1225 Courthouse Rd. Stafford, VA 22555 P103 Galls I Quartermaster 1340 Russell Cave Road Lexington, KY 40505 859-266-7227 y /"117 .h'u��.LPG L.teYx System Capabilities • Secure Online Ordering System GQ1.0 B2B System Overview o Site is only accessible by users defined and approved by customer through unique user names and password assignment • Mobile Device Compatibility o Site has a custom mobile experience for ease of on -the -go ordering o Compatible with all smart phones o Can be accessed from any location • Configurable based on Customer Uniform Program Requirements o Designed to support a broad range of customer uniform program requirements o A uniform program profile is established with each customer to be serviced through the GQ B2B system. This profile defines the operating parameters in which the system will govern the program, to include: employee management, allotment management, product offering, delivery requirements, and invoicing. • Employee Management o GQ B2B provides an employee based management and tracking segment. o Employee information, required to properly process order and provide management reports, is warehoused in our systems data storage. This information includes: employee code, name, address (if appropriate to the program requirement), anniversary date, department, rank, assigned location, designation, and employee group. o Historical & distribution data is also maintained for each employee. This data is the basis for management reports, and is collected as orders are placed and distributed. Historical data includes items distributed (to the size level), along with quantities and order/shipment dates. • Product Offering Management o Product offerings for the uniform program are defined, and are assigned to the respective employee groups when a uniform program is established on the system. o Employee Groups, or shop -by locations, typically represents a job function or physical location. Such as if a uniform program was for a police department, there may be Shop - By Location for "Patrol', "Swat', "K-9", etc. with each group having a specific uniform products assigned to them. During order placement, only products associated with the Shop -By Location the employee is assigned to are available for order. This ensures that the employee can only order those products required for his/her job function. o GQ B2B supports alterations, such as trouser hemming, application of badges, etc. These elements are defined based on the requirements of the uniform program, and may be limited to specific styles and employee groups. P104 • Optional 'Shop Full Catalog" Feature for Galls B2C Site o Feature allows the customer to add the entire Galls.com product offering to their website at a negotiated percent discount off retail. o Reduces the need to call for quotes on items that are needed right away o Keep in mind that customized VAS options are not available on these items • Optional "Package Ordering" Feature o Feature allows the user to create "Packages" of items that are frequently ordered at the same time (ex. "New Hire Package," "New Vehicle Package") o "Package" orders are bundled and shipped together by user o This feature reduces the number of clicks per order and reduces errors during order entry by ensuring that all needed items are ordered before processing • Optional Allotment Management o The system provides employee allotment management based on dollars OR units. o If permitted by the uniform program profile, employees may purchase uniforms in excess of their allotment amount via credit card. o Allotments may be renewed on the employee's anniversary date, the calendar year (each January 1), or a specific date. o Unused allotments may be rolled over to the new allotment year in its entirety, or a portion of the unused allotment may be rolled over, or no rollover based on the Uniform Program Profile. o If Allotment Management is required for the uniform program, the employee's available allotment is verified during the checkout process. If the amount ordered exceeds the employee's available allotment and the program allows employee payments for amounts over the allotment via credit card, the checkout process remains active, and the employee will be prompted for credit card information during the checkout process. • If there is not sufficient allotment to cover the order amount and the program does not permit payment of the overage by the employee (via credit card), the checkout process will be disallowed until the order is altered to be within the employee's available allotment amount. • If the program has an allotment limit by product category, the payment for the amount over allotment will be forced to a credit card if credit card purchases are allowed (i.e. agency will only pay $100 toward a footwear purchase). • If the program has allotment needs but also wants to allow orders paid for by the agency off of allotment, this can be accommodated along with a reason code for the purchase and purchase comments. Approval can be required for this scenario and users will chose from a drop list of approvers (up to 3 levels of approval). P105 • Optional Payroll Deduction Management o Much like allotment management, the system can deposit, track, and renew payroll deduction funds to users o Renewal periods are identical to allotment renewals (anniversary date or calendar date) o Detailed month-end reporting available as well as on -demand reporting to track balances o Payroll deduction funds may be used in conjunction with other pay methods if allotment is exceeded or the employee does not have available funds on his/her credit card but need to make a purchase • Controlled Uniform Order Placement o The system controls uniform order placement by tying together the Employee, Product Offering, Shop -By Location and Allotment Management segments of the system, as governed by the uniform program profile. o The system provides a web -based method for customer uniform administrators or employees to place uniform orders. The product offering and associated optional alteration options are displayed are based on the ordering employee's employee group assignment. Any mandatory alterations, such as standard department patch are garment, are hard code in the back system to ensure no mandatory alteration is missed during order placement on the website. o System allows for orders to placed using a "shop -by individual" feature which provides an administrator the ability to place a large bulk uniform order and segment the order down to the individual employee level, eliminating the necessity to place a separate order for each employee. • Optional On -Line Order approval o A customer may require all order or certain orders be approved by an Administrator prior to being processed. GQ B2B allows for approval gates to be established from shipping to order dollar amount which are defined in the Uniform Program Profile. These orders remain in a "Hold for Approval" status until released by an Administrator. GQ provides information on these orders to the Administrators through system generated approval emails sent to the Administrator which allows the order to be approved through the links provided in the email, or on the Administrator's user dashboard on the website. o Upon order approval, the order is released to the back-office system for fulfillment. Denied orders assume a "denied" status, and are not released to the back-office system. • Integrated with Galls ERP system o The system is integrated with Gall's order fulfillment system, to include functionality in the areas of distribution, inventory control, production planning and stock replenishment, as well as accounting support. o When an order is placed in the system, it is passed directly to the distribution system for fulfillment of the order. As the order makes its way through the fulfillment process, the system is updated: 1) to confirm that the order was successfully received into the P106 distribution system, 2) when the order is in process, and 3) when shipment is made. Shipment quantities and shipment dates are included in the data passed to the system from the distribution system. o Asa result of the system order being passed to our back-office systems, our perpetual inventory is allocated/depleted. Our production -planning module recognizes the inventory depletion, and if warranted, triggers the stock replenishment process. • Flexible, On -Demand Management Reporting o GQ 626 provides flexible, on -demand reporting with output into Excel .xis or Excel .xIsx, which allows for easy review and manipulation of the data output by the Administrators. The reporting can be sent directly to the requestors email or reviewed from the reports dashboard. o Available reports include: • Allotment Report • Order History Sales report Itemized Sales report Allotment Activity Report Unit Allotment Activity Report Backorder Report Dropship Report o Within the various report offerings, the user may specify parameters such as date ranges, open or closed orders, or limit report data to a specific location or department, as applicable to the report. • Customer management of employees o GQ B26 system allows for department Administrators to have the ability to assign new users to the website, update user profiles, Shop -By Location, etc. should the customer chose the manager their own employee access to the website. • Customer management of inventory o GQ B26 provides a tool to track the customer's on-site inventory purchased by Galls as well as outside vendors. o The inventory management tool also allows Administrators to issue items to individuals, track those issues, and track return status of items. This gives administrators a convenient place to create a history for all users and what items they may have in their possession. o 4 Major Components: • Inventory Management— Build custom inventory assortment, tree structure with branch/leaf design like UP assortment • Load SKUs from Uniform Program or load items received in via Non - Galls Receiving • Manually load inventory or push inventory in via Galls/Non-Galls Receiving P107 Galls Receiving • Receive orders in to inventory that have been closed in GO and designate assortment to load in to—inventory auto -loads • Receive orders in and "set-aside' for individuals so that they are not shown in "active' inventory under the Inv. Mgmt. tool Non -Galls Receiving • Manually receive in non -Galls order, can designate a receive date, vendor, vendor code, item number, description, qty, and assortment— inventory auto -loads to designated assortment to Inv. Mgmt tool Agency Issues Issue items to individuals, capture signature upon receipt by individual Can return items from individuals and designate if "damaged" or "reusable" with "reusable' returns auto -loading back in to the Inv. Mgmt. tool • Reporting available on this feature System Availability Security and Technical Information • System is available 24x7 • Compatible with mobile devices via custom mobile experience • Minimal service outages for maintenance/upgrades — scheduled to 4x per year, with emergency outages being communicated as soon as possible. • All secure web traffic is done using Verisign(Symantec) 2048 bit public key and SSL certificate 256 bit. • System is based on IBM iSeries POWER 7 Technology o http://www-03.ibm.com/systems/i/index html • System utilized IBM DB2 for i data base o http:lZwww-03.ibm.com/systems/i/software/db2/index.html • The system is designed to allow for a minimum doubling in size/volume of the business without requiring any upgrades P108 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: EMS Billing Services SUBJECT/PROPOSAL/REQUEST: Award Contract STAFF CONTACT(S): C. Monday, Dean Fowler, Scottie Adams, Jim Davis, Daryle Harris and Connie Gibson BACKGROUND: AGENDA DATE: 06/06/2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: RFP Tally Sheet REVIEWED BY: &� ITEM NUMBER: 15 INFORMATION: INFORMATION: A request for proposal for EMS Billing Services for the fire and rescue agencies was mailed out on March 29, 2016. The previous RFP expires June 15, 2016 Proposals were received until 2:00 p.m., April 28, 2016. The County received seven (7) responses. A committee comprised of representatives from the EMAC committee, reviewed the seven proposals and ranked them. They selected the top two. On May 19, 2016, the Evaluation Committee attended presentations for EMS Billing with PST Services, Inc. a McKesson Company and Certified Ambulance Group. Dean Fowler, Jim Davis, Scottie Adams and Daryle Harris made up the evaluation committee. The committee voted unanimously on McKesson as the best fit for the Fire and Rescue and Pittsylvania County. McKesson has over 25 years of EMS billing. They have numerous clients in Virginia and are familiar with the State of VA Imagine Trend Elite Software. McKesson will provide a patient portal, "Per Your Health" that will help the patients with any questions or information about their account. McKesson owns their own software and thereby can generate custom built reports that may suit the needs of the County along with MPF reporting, which is reports already set up to use. McKesson will be a one stop processing and filing claims system that eliminates a third party clearing house. McKesson has two customer service associates within their fine that we will be our point of contact. This will provide a familiarity with all claims for Pittsylvania County and our staff for a timely responses and any Pi 09 inquires we may have. McKesson has electronic signatures available for any patients to use. This should speed the process of claims by not having to mail forms to the patients (at the patient's request). McKesson's has met all requirements of the RFP as issued and has offered a new contract at a lower rate than the previous contract, 5.25%. It has been agreed that Fire and Rescue may add other rescue agencies to the contract at any time. RECOMMENDATION: Staff recommends awarding the contract to PST Srvices, Inc., McKesson Company. Pilo Pill m 00 00 a R r@ S ) a [ 2 J z a 0) LO 00 _ } ) \ \o \ \0):3(% ° z B °} %- ; \ _ ® e k ( /±)}±s)7\ \\\ 7 \ § §§ \ \ � \44\;/`}\ \\\ M — ) \ k — \ j.»}) /j)$\\\\4t /)$}\\\)\\/ ) \ k }t\}[\)[\\)® \ j ° Pill 0-4 1767 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Request for Proposal Emergency Billing Services RFP- 2016-03-29 MARCH 29, 2016 CONTACT: CONNIE GIBSON, PURCHASING MANAGER (434) 432-7744 Page 1 of 29 P112 Pittsylvania County Board of Supervisors REQUEST FOR PROPOSALS (Sealed RFP) Billing for Emergency Transport Services Issue Date: March 29, 2016 RFP# 2016-03-29 Title: Billing for Emergency Transport Services and Associated Services NIGP Commodity Code(s): 94610, 99037 Issuing Entity: Pittsylvania County Purchasing Department I Center Street Chatham, VA 24531 Period of Contract: From: Three (3) years with up to two (2) one-year renewals. Sealed Proposals Will Be Received Until 2:00pm, April 28, 2016 For Furnishing The Goods/Services Described Herein. All Inquiries for Information Should Be Directed To: Connie Gibson Purchasing Manager Phone: (434)434-7744 Email: connie.gibsonCa:pittaov.org IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE PURCHASING DEPARTMENT SHOWN ABOVE. IF PROPOSALS ARE HAND DELIVERED, DELIVER TO: County Administration Building — Connie Gibson - Purchasing Office, 1 Center Street, Chatham, VA 24531. All questions regarding this RFP must be made in writing. The written questions must be received by the County no later than 10:00 a.m., Thursday, April 7, 2016. Questions may be faxed to (434) 432-7746 or emailed to Connie.gibson@pittgov.org. All questions will be answered and posted on the website as an addendum by 3:00 p.m. April 8, 2015. In compliance with this Request for Proposals and to all the conditions imposed therein, the undersigned offers and agrees To furnish the goods/services indicated in the Offeror's proposal. Name and Address of Firm: FEFFIN Fax Number: (__) E-mail Address: Date: By: Code: Name: Title: Telephone Number: (Signature In Ink) (Please Print) This public body does not discriminate against faith -based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. Page 2 of 29 P113 I. GENERAL INFORMATION Pittsylvania County is soliciting proposals from qualified offerors to provide all services, software and licenses, supervision, labor, equipment, products and materials necessary to provide the County with a fully comprehensive and automated medical transport services billing and collection system hosted by the Contractor, including technical and administrative services support, secure transmission and secure accessibility of data as needed by the County, in compliance with all federal, state and local laws and regulations. 2. The County's emergency system provides fire, pre -hospital emergency medical, and limited specialty services. The proposed Contract is intended to support the operations, functions and activities of the operational and management staff of the County in the initiation, use, analysis and maintenance of patient accounts for the purpose of billing for services. Bills and documentation shall be provided to the patient, responsible party and/or insurance provider. There will be six (6) agencies using this service. Pittsylvania County may add other agencies when needed. 3. Services shall meet the highest standards for accuracy and completeness, and services shall be the most economical and the most expeditious practicable. Services shall be provided efficiently and in a manner consistent with requirements of patients, responsible parties, insurance providers, and the County. The Contractor shall perform all activities, and provide all services and deliverables under the general direction and guidance of the EMS Ambulance Committee. The Contractor shall provide a plan, including time of initiation of billing, for provision of services, which shall be described in the proposal, and shall change the plan, subject to approval of the County, throughout the term of the Contract, to conform to the requirements of the County, insurance providers and regulatory agencies, as necessary, to maintain the required quality of services. All services shall be performed in compliance with all applicable federal, state and local laws and regulations, including, but not limited to, the requirements of the Social Security Act, the Fair Debt Collection Act and the Health Insurance Portability and Accountability Act (HIPAA). The Contractor shall be responsible for obtaining any necessary approvals for rates from insurance providers. 4. The EMS Ambulance Committee will serve as the liaison between the Contractor and the County, including their departments, agencies, comrnittees, boards, staff and volunteers. 5. It is the County's desire to begin billing around June 30, 2016. It is anticipated that the County will have approximately 8.000 transports for all the agencies in the County for the calendar year 2016, but only six agencies will be using this contract at this time. The volume of transports is not guaranteed in any way. The County operates a fully volunteer emergency services delivery system. II. PURPOSE The County requests competitive negotiable proposals for professional emergency services billing and collection (revenue recovery) services. These services will assist the County in implementing a "fee for service" program through ambulance billing, subscription management and collection services. At 982 square miles, Pittsylvania County, Virginia is the largest county in Virginia and serves a population base of approximately 63,000 residents. The County is a rural/suburban area with an agricultural base and some light industry. Fire and emergency medical services in Pittsylvania County are provided by a totally volunteer system of approximately 600 personnel. The volunteers staff twenty-one fire stations and thirteen rescue squads. Nine of the twenty-one fire stations provide EMS transport services and six provide First Responder services. Three additional rescue squads in adjacent localities provide coverage to parts of the County. All agencies are dispatched through a central Enhanced 911 system located in Chatham, VA. The most recent response data indicates approximately 8,000 transports annually. Several emergency service provider agencies are billing independently of Pittsylvania County and therefore the number of transports provided by participating agencies included in this RFP will be less than the total. Emergency Medical Page 3 of 29 P114 Services are regulated by the Virginia Office of EMS (12 VAC 5-31) and in accordance with local codes. Pittsylvania County uses Imagine Trend for our patient care reporting. See attachment A for a breakdown of billable transport, gross charges, actual cash reimbursement and other pertinent information. IV. SCOPE OF SERVICES The Contractor shall be responsible for providing and hosting a comprehensive billing and collection system in compliance with all requirements of Medicare, Medicaid, CHAMPUS, other governmental insurance programs and commercial insurance companies (collectively referred to as insurance providers). Note: If the Contractor wishes to use alternative procedures or methods of service delivery and pricing which would result in more cost effective or otherwise advantageous provision of services, than those set out in this Scope, the Contractor should describe and identify those alternates in the proposal in addition to what has been requested. The County may consider alternate methods in the process of review of proposals and Contract negotiation. Any alternate methods of service delivery agreed upon by the County shall be detailed in the resulting Contract. Otherwise, all mandatory provisions of this RFP, including this scope, shall govern service delivery and performance by the Contractor. A. Medical Billine and Services 1.1 Preparation for Billine. The Contractor shall obtain all approvals and reviews by insurance providers, including government entities, Medicare, Medicaid, Black Lung, and any other insurance companies that require a partnership along with obtaining the National Provider Identifier (NPI) designation, which are necessary for the purpose of establishing fee amounts. The Contractor shall advise the County of any measures, including those relating to arrangements with volunteer service providers, which are necessary prior to initiation of billing, and shall perform all necessary pre -billing functions, including the training described below. In addition to gaining approval the Contractor agrees to mutually sponsor numerous educational sessions, set by the County, for community education of the revenue recovery process. 1.2 Pre -hospital Patient Care Report (PPCR) Processing The Contractor shall provide all labor, material and equipment, to gather all essential information for generating and processing all PPCR's relating to transport services. The Contractor shall provide appropriate training, by qualified instructors, including training materials, to ensure that all personnel designated by the County who are involved in the billing process, have the necessary skills, knowledge and abilities to prepare the PPCR accurately and in compliance with all requirements. The training shall be provided at mutually agreeable times, and on multiple dates, in order to accommodate all staff and volunteers. The County will provide facilities and office supplies for the training. All training shall be conducted at a location designated by County. The Contractor shall coordinate training dates and times with the EMS Ambulance Committee. The Contractor shall be responsible for providing the County with the latest changes and modifications of the PPCR format and requirements, as required by the applicable insurance providers or as mandated by state and federal regulations and for providing training throughout the term of the resulting Contract, for new personnel, for personnel needing retraining, and in the event of changes in requirements, forms or procedures. The Contractor shall have software that is compatible with any software program currently in use by the County. 1.3 Proper Patient Care/Medical Necessity Documentation The Contractor shall ensure to the greatest extent possible proper documentation of medical care rendered and medical necessity for all PPCR's. The Contractor, no less than quarterly, shall be responsible for providing written reports to the County on accuracy and efficiency, shall identify areas where the Providers can improve documentation, and shall make recommendations as to methods of improvement. The Contractor shall also ensure that all patients are provided necessary notices of their rights and responsibilities under applicable laws (e.g., Notice to Beneficiaries with respect to Medicare Page 4 of 29 P115 patients). 1.4 Verification and Missing Information Follow-up The Contractor shall provide all labor, materials and equipment for verification of PPCR information and collection of any field data. The Contractor shall gather missing patient information by, but not limited to; searching the insurance provider's databases for previous patient information if and as permitted; searching the Contractor's billing database; contacting the medical facility; or by direct patient, family member or responsible party contact. When contact is made with the appropriate party, the Contractor shall verify and correct all patient information. 1.5 Data Entry and Claim Submission The Contractor is solely responsible for all data entry functions. The Contractor data entry personnel shall perform these functions and shall provide for accessibility by the County to the database. Functions performed at the data entry level shall include: Automatic/demand claims processing with second request filing. Validation and editing of all data fields that are applicable to, but not limited to, the following insurance claim forms: • Anthem • Medicare • Medicaid • Tri -care • CMS forms for all commercial insurance carriers • Electronic Claims filing to the following: • Blue Cross and Blue Shield • Medicare • Medicaid • Southern Health • Other applicable carriers including commercial insurance carriers • Electronic Medicare and Medicaid remittance payment posting. 1.6 Customer Service The Contractor shall designate trained, properly qualified customer service representatives who shall provide patient account information, at a minimum Monday through Friday 8:30 AM through 5:00 PM prevailing time, excluding all locality holidays. The Contractor shall assure that calls are answered within a reasonable timeframe, consistent with any specific Contract provisions. The Contractor shall provide either a local telephone number or a toll-free telephone number so that customers can contact the Contractor for questions/concerns. 1.7 Privacy Accounts Receivable and Transaction Posting During contract negotiations a mutually agreeable method will be established and will be incorporated in the resulting contract, for receiving and posting payments. Total payments will be provided to the County without withholding of the Contractor's fees or expenses. All data entry and posting of payments shall be accomplished by the Contractor. Any judicial process, legal documents, or inquiries other than those from patients or insurers are to be referred to each Locality. a) The Contractor, at a minimum, shall maintain the following information in an electronic format for inquiry into patient accounts. The Contractor shall take all actions necessary to provide for secure accessibility to its database, by authorized Locality personnel. The Page 5 of 29 P116 Contractor shall provide electronic media including all raw data and the following information available to the County by query: The patient's account receivable report including: • User defined data range • Beginning and ending accounts receivable balance by summary • Charges • Payments by responsible parties • Adjustments • Net total • Incident number for received monies per transaction 2. A revenue analysis report which shall provide current month and YTD collection information for each responsible party. 3. A payment analysis report by responsible party which details reimbursement history by procedure and/or by patient account. 4. An insurance follow-up written report by individual carrier for any outstanding and/or pending patient claims. 5. The Contractor's database shall allow printing of all files in either alphabetic or numeric order. 6. The Contractor's database shall allow printing of reports by query by designated employees through locality operated personal computers connected to the Contractor's database system. b) The Contractor shall be responsible for posting to each patient account, payments, adjustments, refunds/credits and re -submission of insurance provider claims. The Contractor shall be required to correct all patient information when patient information is found to be incorrect. The Contractor shall provide secure electronic access to its database for the County's authorized personnel to access the data listed above, and the following patient information: Patient account inquiry of all data entry, charges for services provider, accounts receivable postings, payments refunds/credits and any account adjustments, including, but not limited to the following: • Ability to "print" the computer screen displaying patient information • Ability to "line item" access all patient accounts, account histories, including, but not limited to, payments, refunds/credits, adjustments and re -submissions of provider claims • Ability to attach incident number of the incident with the monies received on this account. c) Printed reports of the information detailed above shall be provided by the Contractor, upon Localities' request. 1.8 Rejection Follow-up The Contractor shall be responsible for the follow-up on each claim rejected by an insurance provider. The Contractor shall be responsible for contacting insurance providers by telephone, mail, email or facsimile in order to resolve each rejected claim. The Contractor shall be responsible for furnishing Page 6 of 29 P117 insurance providers to the greatest extent possible with all requested patient information, medical information, and medical documentation including the re -submission of the rejected claim. The Contractor shall prepare and deliver to the County a written report for all rejected claims detailing the reason for rejection and shall provide documentation on each claim resubmitted, all on a weekly basis, or as otherwise required by the County. This written report shall have reference to the incident numbers of the claims in question. 1.9 Patient, Commercial, Entitlement Follow -un The Contractor shall be responsible for regular follow-up on unpaid patient accounts older than thirty (30) days to ascertain the accuracy and availability of insurance information. The Contractor shall generate and mail a statement of account to patients, responsible parties and/or insurance carriers no later than thirty (30) calendar days after the original date of service. The Contractor shall send a pre - collection notice in accordance with a County -approved sample notice, to any patients with accounts unpaid for a period in excess of sixty days. The Contractor shall send a final written notice for collection in accordance with a County -approved sample notice, to all patients with accounts unpaid for a period in excess of ninety days. In all cases the Contractor shall be responsible for preparing and mailing all invoices and overdue notices. All notices, invoices and letters must be in a form approved by the County and must comply with the provisions of the Fair Debt Collection Act, regulations relating to Medicare and Medicaid and any other applicable laws and regulations. Any collection efforts undertaken by the Contractor must be conducted in compliance with all applicable laws and regulations. The Contractor shall not harass or threaten persons during the collection process and will assure that only reasonable methods are used in the collection process. The Localities may terminate the Contract if the County determines that improper collection methods have been used, or that treatment of debtors is inappropriate. 1.10 Billine Process The Contractor shall provide a secure automated electronic billing system. The software system shall be divided into three segments for discussion and clarification: the Front -End Billing, the Middle Billing and the Back -End Billing Process. Descriptions of the processes contained in this RFP do not supercede any regulatory requirements in effect at the time of billing, and shall be modified as necessary, with notice to the County, to maintain compliance. a. The Contractor shall provide all responsible parties with an automatic or on -demand invoice. Invoice processing shall include four (4) billing cycles. The billing cycle shall include two (2) patient invoices [one (1) at ten working days, one (1) at thirty calendar days from the date of service], one (1) collection/past due letter sent at sixty (60) calendar days after the date of service, and one (1) final notice for collection sent at ninety (90) calendar days after the date of service. b. The County must be able to query all patient accounts by responsible parties, address, patient's social security number and the patient's insurance information. Both the Contractor and the County shall have the ability to update/correct patient information. c. Claims shall be filed with all insurance providers for all emergency transports. The patient will be responsible for amounts not covered by insurance as allowed by applicable law. All patients with insurance will be notified that a claim has been filed. Subsequent bills shall be mailed to the patient advising of the amount paid by insurance and requesting payment of any co -pay, deductible or balance as applicable. Patients without insurance will be billed directly for the total amount due for services rendered. Persons who are tax paying citizens of the County will be treated under the Office of Inspector Generals' Ruling. All others will be treated under a compassionate billing policy. Page 7 of 29 P118 d. The Contractor shall describe in its proposal the procedure for handling complaints and inquiries from patients regarding the billing process, and for collection of delinquent accounts. Account settlements shall be negotiated only after authorization from a designated County representative. Any requests to write-off or adjust a bill must be forwarded to designated County representative. If a patient indicates they are receiving financial assistance (e.g., aid to dependent children, unemployment compensation), the Contractor shall mail a "Release of Information" form to the patient for signature so that necessary information can be obtained to assist in the indigency determination. The County on a case-by-case basis according to pre- established criteria will determine indigence and ability to pay. The Contractor shall not be authorized to write-off or adjust patient accounts. During the pendency of the County's determination of inability to pay, no further billing or collection activity shall be pursued. e. The Contractor shall make arrangements with the County's software vendors for exchange of all data, and shall make data available in either secure electronic or paper form as required by the County. 1.11 Front -End Billing Process The County will provide to the Contractor completed PPCR's with all available medical documentation and patient information at the time of patient care or as soon as possible thereafter. The completed copy of the PPCR will be delivered to the Contractor electronically, by paper, or as determined necessary by the County. The Contractor shall be responsible for all pre -billing review, verification for proper documentation, insurance information, appropriate patient signatures and data entry from the PPCR. The Contractor -provided collection and billing software system shall provide any of the aforementioned items that are missing, if available in the database. The Contractor shall remain responsible and is required to perform all required research and incorporate all required information into the PPCR to the greatest extent possible. The Contractor shall provide the required information from the PPCR to the appropriate parties in both electronic and printed media as required. 1.12 Middle Billing Process The Contractor shall receive and keep on file an Explanation of Benefits (EOB) and all documents associated with the billing process. This includes documentation of all insurance providers. The Contractor shall immediately post payments to the appropriate patient accounts, updating insurance information on individual patient accounts, insurance claim processing and general patient account notations. The Contractor shall respond to all inquiries and resolve responsible party denials and rejections. The Contractor shall contact the appropriate responsible party for the resolution, correction and re -submission of any patient billing. If the bill can be handled verbally, the billing record shall be amended and the bill submitted for payment to the responsible party. If the responsible party requires re -submission of the billing, the Contractor shall amend the billing information and resubmit the billing to the appropriate responsible party for processing. In the event the billing is denied for any reason, except failure to bill in a timely fashion, the bill will become the financial responsibility of the patient or responsible party and billed accordingly. If failure to bill in a timely manner is caused by the Contractor, and causes a claim to be rejected by an insurance provider, the Contractor shall pay the amount of the bill and any administrative costs resulting from the patient's account. The Contractor shall be responsible for all responsible party mail and correspondence returned or rejected by the postal services. The Contractor shall research, correct, and resubmit all mail and correspondence to the proper responsible party in the event of returned or rejected mailings. The Contractor shall also provide all required office supplies and postage. 1.13 Back -End Billing Process The Contractor shall be responsible for mailing all written notices to the responsible parties in Page 8 of 29 Pi 19 accordance with the procedures and requirements set forth above. The Contractor shall contact the responsible parties at minimum intervals of thirty (30), sixty (60) and ninety (90) calendar days after the date of provision of services. The Contractor shall provide reports to the County, of all accounts remaining unpaid sorted by length of delinquency, upon request. The County will review all delinquencies and determine which billings will be the subject of further collection action. The Contractor shall provide all information required by the County for collection, including responsible party information, and shall cooperate with the County as necessary in the collection process. Initially Pittsylvania County is not planning on utilizing a subscription program, but may want to discuss that option at a later date. 1.14 Patient Refunds The Contractor shall prepare and deliver to the County a report of all billings, which reflect an overpayment, at intervals prescribed by the County. During the contract negotiations a mutually agreeable method will be established and will be incorporated into the resulting contract, for processing refunds. The Contractor shall not knowingly bill parties for an amount they are not legally obligated to pay. B. Statistical Reuortina The Contractor shall provide secure access to statistical reports by methods prescribed by the Localities. The Contractor shall provide the Localities access to the Contractor's billing information system at a minimum of: Monday through Friday, 8:00 AM through 6:00 PM prevailing local time. The statistical reports shall include raw data and the following: • Incidents by type of call • Incidents by chief complaint • Incidents by response unit • Incidents by planning district • Incidents by zip code • Total incidents by city and state of residence • Response by age group • Response by day of the week • Response by transport type • Response by level of care • Response by pulse on arrival at a destination • Cardiac arrest resuscitation • Average en -route time by response unit • Average time on a scene by response unit • Mutual aid responses by the agencies to other localities • Number of responses • Average en -route time • Average arrival time • Average on scene time • Average committed time • Average time at hospital • By technician, procedures IV attempts and failures • By technician, drugs administered • By technician, procedures performed, attempts and starts • Specialized (CUSTOM) reports upon request in a timely fashion Page 9 of 29 P1zo • Complete responsible party billing information C. Contractor's Fees - Fixed Percentages Rate of Services All Offerors, as part of their Proposal, will specify a fixed percentage rate of revenues received by the County as a direct result of the Contractor's services for the purpose of determining the Contractor's fees. The fee will be paid on a monthly basis and will be based on all net sums (gross receipts less refunds) received from all responsible parties and insurance providers that are forwarded to the County for deposit. Accounts turned over to the County for additional collection efforts as deemed appropriate will not be included in determining the Contractor's fee. V. PROPOSAL PREPARATION Proposals shall address the items included in the Scope of Services and the Criteria for Proposal Evaluation. Proposals should be prepared simply and economically, providing straightforward and concise responses to requests for information and descriptions of qualifications and capabilities. Each copy of the proposal should be bound with all documentation in a single volume where practical. Proposals shall be signed by an authorized representative of the Contractor. All information requested should be submitted. Failure to submit all information requested may result in the County, requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and or not subject to negotiation. Contractors should organize their proposals using the format described below and provide six (6) copies Title Sheet Furnish the information requested on the REQUEST FOR PROPOSALS TITLE PAGE ( page 2) of this solicitation and include as the first page of your proposal response. The name stated on the Title Sheet must be the full legal name of the Contractor and the address must be that of the office which will have the responsibility for the services provided. Contractors shall specify in the introductory cover sheet the section(s) containing trade secrets or proprietary information. 2. Company Profile The profile shall include the address of the Contractor's headquarters; location of the office that will manage the Pittsylvania County contract; size; information relating to financial stability and organizational structure; years in business; number of full time employees, and other information the Contractor deems relevant to the ability of the Contractor to provide the needed services. 3. Project Approach/Methodology Provide a narrative fully and completely describing the billing system proposed, the approach and methodology proposed by the Contractor in providing these services, including "start-up" tasks preparatory to billing. Detailed process flow charts fully outlining all steps, milestones, approval points, meetings, etc. are preferable. Also, provide a narrative demonstrating the Contractor's full understanding of all the services and tasks required to successfully administer this Contract. The proposal shall include the following: A. Standards for customer service, including timing of telephone and email responses to inquiries; B. Proposed processes for receipt, transmission and deposit of patient payments; Page 10 of 29 P121 C. Methods of securing data and for providing secure access to data including patient information and statistical reports; D. Proposed process for making refunds; E. Schedule of all tasks required to initiate billing; F. Any software proposed for use in the billing system, including software proposed for Locality use, and any associated licensing and maintenance agreements. 4. Experience of the Contractor and the Project Team Include a brief statement of the Contractor's experience in providing the services described in the Scope of Services. If subcontractors and special consultants will be used, they should be identified and their qualifications included in the proposal response. Include experience of key individuals assigned to this project, emphasizing their experience in working with similar projects and local governments. List key professional staff to be assigned work under the contract and describe their experience as project team members. Include only experience directly related to assigned duties under the proposed project. List team members' names, titles, project title, brief project description, year completed and name, address, and phone number of the client. Include resumes of key personnel and subcontractors. 5. References Provide three references for which similar services have been provided and dates when the service was provided. The references should be for contracts similar in size and scope to Pittsylvania County, these references will preferably be located in the Commonwealth of Virginia. Include client name, address, telephone number, description of type of services performed, and person the County may contact. The County may not review the references of all Contractors. Typically only references of the firms that are "short listed" are contacted. The County reserves the right to contact references other than, and/or in addition to, those furnished by the Contractor. 6. Cost of Services Provide a complete, detailed and itemized description of all the fees, charges and costs associated with the services to be provided, including the cost of all license and maintenance fees. Insurance The Contractor shall provide details as to all insurance coverage relevant to this project. The Contractor shall be required to maintain in force such insurance, in amounts and with coverage acceptable to the County, as will protect itself and the County from claims which may arise out of or result from the execution of the work, whether such execution be by himself, his employees, agents, subcontractors or by anyone for whose acts any of them may be liable. This coverage should include, at a minimum, Worker's Compensation & Employers' Liability, General Liability (including premises/operations, independent contractors, products and completed operations, contractual liability and personal injury liability) and Automobile Liability. All insurance shall be provided by companies authorized to conduct business in the Commonwealth. The Contractor shall furnish the County with an original Certificate of Insurance upon request. The Certificate shall name the County as additional insured. The Contractor shall notify the County at least 30 days prior to policy cancellation, non- renewal or reduction of coverage. 8. Other Information 8.1 Include other relevant information the Contractor deems necessary or relevant to providing the services needed to successfully complete the Scope of Services or which are relevant to its selection. Page 11 of 29 P122 8.2 Based on the information provided in this Request for Proposals, the Contractor shall identify what will be expected from the County over and above general assistance. 9. Submission Sealed proposals should be submitted to: Connie, Purchasing Manager Pittsylvania County 1 Center Street P.O. Box 426 Chatham, VA 24531 Mark sealed proposals: RPP #16-03-29 EMS Billing Vl. CRITERIA FOR PROPOSAL EVALUATION Criteria to be utilized in evaluating proposals are: 1. Qualifications of the Contractor. This will include the overall qualifications, experience and expertise of the firm in initiating, managing and operating a billing system for emergency medical transport services in compliance with all applicable requirements. Particular attention will be directed to the Contractor's record with respect to compliance with all applicable state and federal laws and regulations, to the Contractor's demonstration of ability to provide "start-up" services and to maintain compliance of the billing system, and to the responses of any parties provided as references. (30 points) 2. Qualifications of staff to be assigned to the Pittsylva da County project. (20 points) Approach and methodology and understanding of the Contractor, of the County's service needs, including quality assurance processes in place or proposed to ensure that complete, comprehensive and accurate services and reports are provided to the County. (25 points) 4. Cost/Fees (25 points) VII. METHOD OF AWARD A Selection Committee shall review the proposals submitted. After each proposal has been evaluated on the basis of the Vendor's approach to meet the County's needs, short listing procedures will narrow the list of candidates to the two or more best qualified firms. Those firms will be invited to an interview at which time each firm will be expected to conduct a presentation on their proposal and to answer questions of the Selection Committee. Price shall be considered, but need not be the sole determining factor. Negotiations shall then be conducted beginning with the firm ranked first. If a contract satisfactory and advantageous to the County can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. The County reserves the right to reject any or all proposals submitted, and to waive any informality in the proposals. The right is also reserved to award the contract where it appears to be in the best interest of the County. The County reserves the right to revise or amend this RFP prior to the date set for receipt of the proposals. The date set for receipt of proposals may be changed if deemed necessary by the County. Any revisions and/or amendments will be in the form of an addendum to this RFP. A contract shall not be assignable by the Contractor in whole or in part without the written consent of the County. Page 12 of 29 P123 VIII. CONTRACT RENEWAL AND TERMINATION The Contractor to whom the contract is awarded shall, within 15 days after prescribed documents are presented for signature, execute and deliver to the County the Contract Documents and any other forms such as insurance or bonds required by the Request for Proposal. Otherwise, the County may award the next highest rated Contractor. 2. The initial term of this contract shall be for three (3) years from date of contract award, annually renewable, with the option to renew for two additional one year periods, upon mutual consent of the parties to the contract. Prices shall remain firm for the initial term (3 years) of the contract. A. For future contract periods, price increases shall be limited to the percentage increase in the Consumer Price Index, Urban Wage Earners and Clerical Workers (CPI -W), U. S. City Average. All items for the most recently published twelve months as published by the U. S. Department of Labor, Bureau of Labor Statistics. The base price to which any adjustments will be made shall be the prices in effect during the contract term prior to the proposed term. B. hr addition to the termination rights of the County described below, the Contractor may terminate the resulting Contract, within 60 days written notice to the County. The County will: Provide the Contractor all information in possession of the County which is relevant and relates to the County's requirements for the project. Designate a person(s) to act as the County's representative with respect to the work to be performed under this Contract. Such person(s) will have the authority to transmit instructions, receive information, interpret and define the County's policies and decisions. C. If funds are not appropriated for the resultant contract for any fiscal year, the contract shall terminate automatically, without prior notice, after the last day for which funds were appropriated. Contract termination pursuant to this section shall not be considered contract default, and the County shall not be liable for future payments or for cancellation or termination charges. Page 13 of 29 P124 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PURCHASING DEPARTMENT I. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS/OFFERORS Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith -based organizations. 2. Laws of the Commonwealth: Any purchase order/contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2-4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. Page 14 of 29 P125 (3) Drug Free Workplace — During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales, and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54-600-1508 may be used when required or necessary on behalf of the County. 4. Modifications, Additions, or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within the County as directed by the Central Purchasing Department. 6. Transportation and Packaging_ The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. 7. Evaluation of Bid Documents: If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. Page 15 of 29 P126 8. Default: In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 9. Anti -Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 10. Kickbacks: The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. 11. Gifts by Bidder, Offeror, Contractor, or Subcontractor: No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 12. Termination/Cancellation of Contract Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. Page 16 of 29 P127 B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. C. Non Appropriation Clause/Termination due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 13. Quantities: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 14. Ordering: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. 15. Invoices/Billing Process: Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 16. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. Page 17 of 29 P128 17. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor's bid. 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The warranty shall be in effect for the period of time specified. 19. Contractual Intent Upon successful award of this bid by the County, it is the County's intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a "Standard Contract for Services" with the County. Sample contracts may be submitted by either party at the time of the bid, however, the County reserves the right to use its uniform contract format over all samples submitted. 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, it will maintain all required Worker's Compensation, Employer's Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids/proposals. 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. Page 18 of 29 P129 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of. Page 19 of 29 P130 SPECIAL TERMS AND CONDITIONS Independent Contractor The Contractor is an independent contractor and nothing contained in the CONTRACT shall constitute or designate the Contractor or any of its agents or employees as employees of the County. 2. Rejection And Award of Proposals The County reserve the right to accept or reject any or all proposals, to waive informalities, and to reissue any Request for Proposals and to award contracts to multiple Contractors if so stated. Any Contract resulting from this Request for Proposal shall not be exclusive to the successful Contractor unless so stated in the Request for Proposals. 3. Withdrawal of Proposals 3.1 A Contractor may withdraw its proposal prior to the deadline for submission upon written request and presentation of proper identification. 3.2 By submitting a proposal response, the Contractor agrees that the proposal response will not be withdrawn for a period of 90 days following the due date for proposal responses. 4. Contractor Registration/Locality Licensure 4.1 If required in order to perform any of the work in this Request, the Bidder certifies that the Bidder has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the bid documents, prior to submitting the bid, in accordance with Title 54. 1, Chapter I 1 of the Code of Virginia and in accordance with the laws, rules and regulations of the Commonwealth of Virginia, Department for Professional and Occupational Regulation, Virginia Board for Contractors in granting the License or Certificate and classifications. 4.2 Foreign corporations transacting business in Virginia are required to have a Certificate of Authority from the State Corporation Commission prior to signing any contract with the County. 5. Ownership of Documents 5.1 All finished or unfinished information or materials, documents, data, studies, surveys, drawings, maps, models, photographs, and reports or other materials prepared by or for the Contractor under any resultant contract shall, at the option of the County, become the County' property and shall be delivered to and remain the property of the locality upon completion of the work or termination of the contract. The County shall have the right to use and reproduce the data and reports submitted hereunder, without additional compensation to the Contractor. 5.2 Any documents or other materials provided to the Contractor by the County shall be returned to the County upon delivery of the final products and/or services. Any art work, negatives, proofs, or other materials produced by the Contractor in order to supply the products or services contracted for shall become the property of the County and shall be sent to the County upon delivery of the final products and/or services unless otherwise requested by the County. Failure to deliver the art work, negatives, proofs, or materials shall be cause for withholding any payments due. 6. Licenses and Permits The Contractor shall secure and pay for all permits, governmental fees and licenses necessary for the proper execution and completion of the work which are legally required prior to and during the work, including software licenses or other intellectual property permissions, unless otherwise specified by the County. 7. Royalty and License Fees And Copyright, Trademark And Patent Protection Page 20 of 29 P131 7.1 In submitting its proposal response, the Contractor certifies that there has been no violation of copyrights or patent rights in manufacturing, producing, or selling the commodities or services to be ordered as a result of this Request. 7.2 Unless specified otherwise in the CONTRACT, the Contractor shall pay all royalty and license fees relating to the items covered by the contract. 7.3 In the event any third party shall claim that the manufacture, use and sales of these goods offered hereby constitutes an infringement of any copyright, trademark, or patent, the Contractor shall indemnify and hold harmless the County from any cost, expense, damage or loss incurred in any manner by the County on account of such alleged infringement. 8. Contract Changes Any changes to the CONTRACT must be approved through issuance of a written contract addendum or change order. The County will not assume responsibility for the cost of any changes made without issuance of a written contract addendum or change order. 9. Payment for Services Payments to the Contractor shall be made within 30 days after receipt of an approved invoice, with invoices submitted no more often than monthly, unless other payment and/or billing terms are specified in the CONTRACT. Backup documentation for each invoice shall be provided in detail satisfactory to the County. The Contractor's records and documentation supporting such invoices shall be made available to the County upon reasonable request. The Contractor agrees to retain all records, documents and support materials relevant to the CONTRACT for a period of five years following final payment. 10. Damage to Propertv The Contractor shall be responsible for damages to property caused directly or indirectly by its actions or omissions in performing its work under the CONTRACT. The Contractor shall repair to proper working order or replace, to the County's satisfaction, any property damaged directly or indirectly by its actions or omissions. 11. Compliance With All Requirements The Contractor shall comply with all applicable federal, state and local laws and regulations. The Contractor shall give notice as required and comply with all laws, ordinances, rules, regulations, and lawful orders of any entity having authority over the performance of the work. 12. Legal Proceedings Any legal proceedings arising out of or related to this agreement shall be filed by the parties in the courts of Pittsylvania County, Virginia. 13. Additional Services The County may add to the Scope of Services or make changes in the Scope of Services any services of a similar nature to those specified in the Scope of Services of this Request for Proposals as mutually agreed to at a price mutually agreed upon. 14. Subcontracting And Assignment Of Work The Contractor shall not subcontract or assign the CONTRACT, in whole or in part, other than that specifically stated in the CONTRACT, without the express written consent of the County. A description of any work the Contractor proposes to subcontract shall be submitted to the County for review and approval along with the name and address of the individual, firm, or corporation that is the proposed subcontractor. This submittal shall also include a list of the key personnel that the subcontractor will assign to the project. All work performed by any subcontractor shall be coordinated by the Contractor and the Contractor will be responsible to the County for all work performed by any Page 21 of 29 P132 subcontractor or special consultant. 15. Notification Any notice required by the contract shall be effective if given by registered mail, return receipt requested, to the Contractor in the name and at the address given in its proposal submission; provided that change of address shall be effective if given in accordance with this paragraph. The Contractor agrees to notify the County immediately of any change of legal status or of address. Any notice provided in accordance with this paragraph shall be deemed to have been completed five calendar days after the date of mailing. 16. Severability Each paragraph and provision of the resultant contract will be severable from the entire agreement and if any provision is declared invalid, the remaining provisions shall remain in effect. 17. Payments To Contractors In accordance with Virginia Code Section 2.2-4301, the Contractor agrees that: 21.1 Should any subcontractor be employed by the Contractor for the provision of any goods or services under this contract, the Contractor agrees to the following: (a) The Contractor shall, within seven days after receipt of any payments from the County pursuant to this contract, either: (1) Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the goods or services provided by the subcontractor, or (2) Notify the County, as applicable, and the subcontractor, in writing, of the intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment. (b) The Contractor shall pay interest to the subcontractor, at the rate of one percent per month on all amounts owed to the subcontractor that remain unpaid after seven days following receipt of payment from the County for goods or services provided under this contract, except for amounts withheld under subparagraph immediately above. (c) The Contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower -tier subcontractor. (d) The Contractor's obligation to pay an interest charge to a subcontractor shall not be an obligation of the County. (e) No contract modification shall be allowed for the purpose of providing reimbursement for these interest charges. No cost reimbursement claim shall include any amount for reimbursement of these interest charges. 18. Contractual Claims Contractual claims, whether for money or other relief, shall be submitted in writing to the County no later than 60 days after final payment; however, written notice of the Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. It shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested. The County shall render a decision on the claim and shall notify the Contractor within 30 Page 22 of 29 P133 days of receipt of the claim. The Contractor may appeal the decision to the Governing Body by providing written notice to the County Administrator, within 15 days of the date of the decision. The Governing Body shall render a decision on the claim within 60 days of the date of receipt of the appeal notice and such decision shall be final unless the Contractor appeals the decision in accordance with the Virginia Public Procurement Act. Invoices for all services or goods provided by the Contractor shall be delivered to the County no later than 30 days following the conclusion of the work or delivery of the goods. 19. Ethics in Public Contracting 19.1 The provisions contained in Virginia Code Sections 2.2-4367 through 2.2-437, the Virginia Public Procurement Act, shall be applicable to all contracts solicited or entered into by the County. A copy of these provisions may be obtained from the Purchasing Department upon request. 19.2 The provisions of this article supplement, but do not supersede, other provisions of law including, but not limited to, the State and Local Government Conflict of Interests Act (Title 2.2, Chapter 31 of the Virginia Code), the Virginia Governmental Frauds Act (Title 18.2, Chapter 12, Article 1.1 of the Virginia Code) and prohibitions against bribery and related offenses (Title 18.2, Chapter 10, Articles 2 and 3 of the Virginia Code). The provisions apply notwithstanding the fact that the conduct described may not constitute a violation of the Virginia Conflict of Interests Act. 20. Audit 20.1 The Contractor shall maintain books, records and documents of all costs and data in support of the services provided under the resultant contract for a period of not less than three years after the effective date of final payment or contract termination. During this three year term, the County, or its authorized representative, shall have unlimited access to, and the right to audit, the books, records and documents of the Contractor during the Contractor's normal working hours. 20.2 There shall be no fees or costs charged to the County by the Contractor for any such audit activities 20.3 The Contractor shall include the audit provisions of this section in all subcontracts and contracts of any entity providing goods or services pursuant to this contract so as to guarantee the County rights to audit any person or entity performing work pursuant to the contract, all at no additional cost to the County. Should the Contractor fail to ensure the County's rights under this section, the Contractor shall be liable to the County for all reasonable costs and expenses the County may incur to obtain an audit or inspection of the records which would have otherwise been available under the provisions of this section. 21. Financial Statements 21.1 Any entity responding to this solicitation, and the vendor or contractor chosen as a result of this solicitation, by submission of a response to this solicitation, agrees to provide the County, within 10 calendar days of the County's request, a copy of its most recent audited financial statement(s) and those of any of its parent companies and/or subsidiaries having any material influence on the goods/services provided, or to be provided, under the resultant contract with the County. The financial statement(s) shall be accompanied by a letter signed by, as applicable to the type of business, a corporate officer, partner, or owner, stating that the accompanying financial statement(s) is complete and is the most recent audited financial statement(s) available. 21.2 The financial statement(s) shall be provided at no charge to the County, and the County shall be under no obligation to return the financial statement(s). 21.3 The vendor or contractor chosen as a result of this solicitation shall require this same provision to be included in the contracts of all subcontractors and any other entities providing any services related to the County's contract, so as to guarantee the County's rights to obtain financial statements. Should the Page 23 of 29 P134 vendor or contractor fail to ensure the County's rights under this section, the vendor or contractor shall be liable to the County for all reasonable costs and expenses the County may incur in obtaining financial statements which would have otherwise been available under the provisions of this section. 29. Cooperative Purchase If authorized by the Offeror, the contract resulting from this Request for Proposals may be extended to other public bodies, public agencies or institutions within the State of Virginia to purchase at contract prices and terms. Any public entity that uses the contract shall place its own order(s) directly with the contractor(s). Pittsylvania County Board of Supervisors is not a party to such contracts and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions. It is the Offeror's responsibility to notify the jurisdictions of the availability of contract(s). Offerors who do not wish to extend the terms, conditions and prices to other public entities shall so indicate in the proposal. Page 24 of 29 P135 STATEMENT OF DISCLAIMER RE: (BID OR RFP #) This is to certify that no employee, official, or elected officer of the County of Pittsylvania has a proprietary interest in the company, corporation, partnership, or other organization, furnishing the goods and/or services, or stands to benefit personally from the furnishing of such goods or services as referenced above. Attest: Secretary STATE OF MN TITLE: To -Wit: Date I, the undersigned, a Notary Public in and for the State aforesaid, whose commission as such will expire on the day of 20 do hereby certify that the foregoing statement bearing date of whose name(s) is/are signed to 20 , this day personally appeared before me in the State aforesaid and acknowledged the same before me. GIVEN under my hand and seal this day of Notary Public Page 25 of 29 P136 K11 CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/firm/corporation has not been barred from bidding on contracts by any agency of the Commonwealth of Virginia, nor is this person/firm/corporation a part of any firm corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. Name of Official Title Finn or Corporation Page 26 of 29 P737 ATTACHMENT A Cient Summary PI"SYLVANIA COUNTY RD OF SPUR FIREIEMS FINANCE OFFICER SUMMARY wary 2016 H 0 1 Taal Giros rims 31,862.74 $215,056.50 -$2844385.03 NO Adjustment; Alin¢ $155.23 Post b'knth Charm Rempts F.efimds Receipts Balance 7rausporm JanwrY2015 $41.11160 517.725.53 Woo S177_S,52 -521-10151 8!27.85140 55 Febmarr 2015 $39.427.60 $17.629.91 $000 517.619.91 411.26806 $137.38103 55 March -'Dt5 $37.509.60 $_'-1.00399 $000 5'_4.0!1399 423.858.30 51'_7.028.34 52 APri12015 592,335.60 $23.5_10.23 so (KI 423.620.24 -427:658.88 $168.084.8' 132 '..fa)2015 5373300 $19.746.0? $0.00 519-7.66.03 422-283 31 8163.392.48 52 Juae 2015 $43.66400 526,081 % $000 526.081 76 -$2891793 5152.456 79 63 Jul) 2015 543.836.20 $16.402.69 $1.66766 514.735.03 4'_'_.!%373 $159.494.23 F1 Arzr¢ust 2015 549:903.20 $21.156.20 So 00 $21.158 20 -839.74843 $148492.80 64 September 2015 537.161.20 $11.2'_9.44 $0.00 $21.229.44 435.61173 5138.752.83 66 October 2015 S8.33040 816.038.90 $0.00 $16.038.90 $24.74587 $106.28846 10 November2015 5712.88400 $993837 519508 58.74329 414.7,02 It 5795.72706 73 December 2015 -5616.181,00 $10.62811 $000 410.6_'8.77 -S 17.942.09 8150.969.20 58 Januarv2016 569.512.20 $11.33294 $0.00 $11.43294 $15.924.59 $193.12;.87 95 Taal 5564„714.00 $214,919.24 31,862.74 $215,056.50 -$2844385.03 Ave Month S47.059 50 SIg.076.60 $155.23 .A1g Trvuporl 5723.07 $277 75 1,2D15 4-'.91.5 31.2015 42015 5MIS &MIS 7.2015 8/5115 9'3015 102D15 I1G. I5 12%D15 InD16 Page 27 of 29 P138 ♦9+nr#,+Pt {sn,a�at� Q 9m all�nrm. 781 t 5 1,2D15 4-'.91.5 31.2015 42015 5MIS &MIS 7.2015 8/5115 9'3015 102D15 I1G. I5 12%D15 InD16 Page 27 of 29 P138 ♦9+nr#,+Pt {sn,a�at� Q 9m all�nrm. 781 7 Client Summary PITTSYLVANIA COUNTY OD OF SPVR FIRE/EMS ADMINISTRATOR SUMMARY Ja..Aly 7016 F=A1 1/1U15 2fAJ15 3m15 4/2015 52015 62075 712015 82015 52015 102X015112015 122015 1/x116 Page 1 of 7 2 52016 Z Shoed ikaxram File; Cr,'stal &putt ylmiM: Rryxns 8r C;•de EAtS IF.41 - Fue Advim.+nata Sumnsn� ryt Page 28 of 29 P139 -W8", cfcauraye -0M2d0�4—P +asmcf —,ul cl A 9md(E�Q�*& FPF Gross Gross Post M0111L C'harees Receipts Transports BLS ALS ALS2 January 2015 $41112 $17.726 55 37 67% 18 33% 0 0% February _201 $38.428 $17.630 55 40 73% 15 27% 0 0% March _2015 $37510 $24.004 52 37 71% 15 29% 0 0% Apn1201i $91336 523.620 132 94 71% 35 27% 3 2% Mac 2015 $37337 $19.746 52 32 62% 20 38% 0 00% Jime 2017 $43.664 $26.082 63 45 71% 18 29% 0 0% July 2015 543 .836 $16.403 61 42 69% 18 30% 1 2% Augtisr 201.'+ $49.903 $21.156 64 36 56% 28 440/. 0 0% ScI tmber _`015 $47.161 $21 _'29 66 45 680/0 20 30% 1 2% October 2013 58.330 $16.049 10 4 40% 6 60% 0 0% November 1015 $711884 $8938 73 43 69% 29 40% 1 1% Becember2015 -$616.187 $10679 58 37 6d% 20 34% 1 2% Ja rimry 2016 569512 S 11.433 95 62 66% 31 33% 2 2% Total $$64,714 5216,919 781 Ace, Manch S47.060 $18.077 Arg Transport $7_'3.07 $277 75 1/1U15 2fAJ15 3m15 4/2015 52015 62075 712015 82015 52015 102X015112015 122015 1/x116 Page 1 of 7 2 52016 Z Shoed ikaxram File; Cr,'stal &putt ylmiM: Rryxns 8r C;•de EAtS IF.41 - Fue Advim.+nata Sumnsn� ryt Page 28 of 29 P139 -W8", cfcauraye -0M2d0�4—P +asmcf —,ul cl A 9md(E�Q�*& FPF EXECUTIVE SLNBLARY 10 Insurance Payers IE+L_T}I canE Page 2 of i )' 2016 Z: S1weJ Paagam Filex Cnsu1 Aepcn, Slcwhh' Ae$ans B5' Cade E\f5FFA1 -Firz Adavtvmatw Smww'.t}t Page 29 of 29 P14O EPV CHARGES GROSS RECEIPTS ATH TO DATE YEAR TO DATE MONTH TO DATE YEAR TO DATE XNCOUMERTM Trout Pemmt Tvt4 P.ce Twat P.c. Total Percent MEDICARE $21'10 312°. 6119333 379°. 5294' 258.. 554946 31 V. 5EIT PAY 522.633 32.6?° $79456 _5_° 51.548 135°. $6.399 60°a MEDICAID $3198 -3°. V -'.OW 86°e $W3 83'. $5,62' 5.k. BLUE SHIELD $49670°.. $%.'R8 84°. $2379 209.. 815.443 146°. MEDIC ARE IUYRS 54.-76 69°. $19612 62., $1400 12 °. $9.1'_1 86°. MEDICAID MIO $4.452 6.4'° $181%2 58°° $1058 93°. $3-34 35°. CONDAERCIAL PAPER 51608 23'. $6.099 19°. $t+ O (t°. 51 330 12'. AETNAM $930 13.. $3654 12% SO 001. $1'61 1.�. R-ORRERSC'OMPENSATIC 5832 11.. 13.000 10°. 50 00°. $1.948 IS°. UN= HEALTH CARE $1416 _.P. $2,980 09". $1156 I01°. $1.263 13°. O�z 51025 IS?. $9363 30. $0 0D°'. 54.27S 4.0,. Tata) $d9,.1. $316.440 $11" $10$,837 Page 2 of i )' 2016 Z: S1weJ Paagam Filex Cnsu1 Aepcn, Slcwhh' Ae$ans B5' Cade E\f5FFA1 -Firz Adavtvmatw Smww'.t}t Page 29 of 29 P14O EPV PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Middle School Park Playground Purchase Award contract for playground equipment and installation STAFF CONTACT(S): Monday, Moore AGENDA DATE: 6-6-16 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Quotes for Playground Equipment <57_ ITEM NUMBER: 16 INFORMATION: INFORMATION: BACKGROUND: During the 2016 budget process, the Board committed a total of $150,000 as leverage for Mr. Mark Moore, Director of Parks & Recreation to secure grant funds to construct parks at the 4 middle schools in the County. Mr. Moore has been successful in partnering with 8 different community and business organizations to completely fund the middle school park project at $625,000. One of those organizations, GameTime Playgrounds, committed to a 50% matching -grant allowance on playground equipment for this project. Through the US Communities Cooperative Purchasing Agreement (contract 4110179.05), Pittsylvania County would like to purchase four playgrounds from GameTime Playgrounds c/o Cunningham Recreation to be installed at Tunstall, Dan River, Chatham and Gretna Middle School parks in the total purchase amount of $283,792.09 which includes GameTime's matching grant of $124,063.92. Funds are already budgeted for this purchase. Staff recommends that we award the contract to GameTime c/o Cunningham Recreation in the amount of $283,792.09. P141 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNINGHAM QECRI A71tSN Tunstall Middle School (Unit #4) Revised Pittsylvania County Parks and Recreation Attn: Mark Moore PO Box 426 Chatham, VA 24531 Phone: 434-432-7736 Mark.Moore@pittgov.org USC -C USC - US Communities Contract Details: - • US Communities Contract Number: 110179.05 • Contract Term: 9/17/10 to 9/16/2016. • Proposal is based on RFP 269-2010-183 • Incorporating Second Amendment effective 2/01/2012. • Incorporating Third Amendment effective 2/01/2013. • Incorporating Fifth Amendment effective 2/01/2014. • Incorporating Sixth Amendment effective 1/01/2015 • Incorporating Eigth Amendment effective 7/01/2015 • This proposal expires 9/16/2016. If purchasing after this date, please contact Cunningham Recreation for an updated proposal. • NOTE: Your Purchase Order MUST be made out to GameTime C/O Cunningham Recreation to avoid processing delays. PLAYGROUND EQUIPMENT RDU GameTime - Custom PowerScape Modular Play Structure - • Funding Breakdown: • List Price: $60,681.00 • Owner Contribution: $30,340.50 • GameTime Match (50%):$30,340.50 • Freight and applicable sales tax are extra and not included. See quote totals. (1) 4840 -- Answer Wheel Ass'y (1) 4842 -- Echo Chamber Ass'y (1) 5139 -- Large Sprount Climber Page 1 of 6 P142 QUOTE #112650 05/24/2016 Project #: P83088 Ship To Zip: 24531 $60,681.00 $60,681.00 GameTime c/o Cunningham Recreation PO Box 240981 QUOTE. Charlotte, NC 28224 #112650 800.438.2780 704.525.7356 FAX 05/24/2016 CLIONOIi NAM ROC REATION Tunstall Middle School (Unit #4) Revised Quantity Stock 11) Description Unit Price Amount (1) 5140 -- Small Sprout Climber (4) 80000 -- 49" Sq Punched Steel Deck (3) 80001 -- 49"Tri Punched Steel Deck (2) 80931 -- Single Gizmo Panel (1) 81593 -- Ladder Loop Link (1) 81668 -- Nature Discovery Table (1) 81670 -- Crunch Bar (1) 81681 -- Turning Bar (1) 81684 -- Telescope Upright Attachment (1) 81699 -- Bongos (1) 90021 -- 2'-0" Transfer System w/ Barrier (1) 90023 -- 3'-0" Transfer System w/ Barrier (1) 90032 -- 3' Transfer Platform w/guardrail (1) 90193 -- 2-6"/3' Single Curved Zip Slide (1) 90267 -- 9' Upright, Alum (4) 90268 -- 10' Upright, Alum (4) 90269 -- 11' Upright, Alum (2) 90271 -- 13' Upright, Alum (4) 90272 -- 14' Upright, Alum (2) 90273 -- 15' Upright, Alum (1) 90366 -- Sloped Funnel Climber w/Barrier (1) 90391 -- 3'-0" Overhead Climber Access Ladder (1) 90510 -- 6' Dueling Wave Zip Slide, Std Dk (1) 90575 -- Scramble Up (6-6" to 8'-0") (1) 90597 -- Fun -L Up Crawl Tube Link (1) 90655 -- Pod Climber (1) 90713 -- Frog Slide Puzzle -Gadget pnl above dk (1) 90757 -- 8' WilderTube'L' Reverse (1) 91146 -- Entryway - Guardrail (1) 91182 -- 5' 0" Plank Climber - Timbers (1) 91208 -- Climber Entryway - Guardrail (4) 91209 -- Climber Entryway - Barrier (1) 91215 -- Slant Roof- Timbers (2) 91221 -- 66" Slant Roof Extension - Timbers Page 2 of 6 P143 ,t CUNNMIGHAM RECRFAT10N GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Tunstall Middle School (Unit #i4) Revised QUOTE #112650 05/24/2016 Page 3 of 6 P144 (2) 91269 -- Sprout Climber (1) 91294 -- T6" - 8'0" Whirlwind (1) G90267 -- 9' Upright, Galv (2) G90268 -- 10' Upright, Galy (4) G90269 -- I I' Upright, Galy (2) 161290 -- Geo -Textile 2250 Sq Ft Roll (1) 80473 -- Spider Web, Freestanding (1) 90216 — Rung Enclosure w/Barrier, Above Dk (1) 90798 -- Xcelerator 1 90777 GameTime - KidNetix Twirl $4,450.00 $4,450.00 1 38000 GameTime - The Dragonfly $4,472.00 $4,472.00 1 18826 GameTime - PrimeTime Swing 3 1/2" x 8' $1,065.00 $1,065.00 1 18827 GameTime - PrimeTime Swing Add a Bay 3 $659.00 $659.00 1/2" x 8' 4 1483 GameTime - 2955 Belt Seat 3 1/2" Od $217.00 $868.00 1 14906 GameTime - NDS Play On Sign Package 1 178749 GameTime - Owner's Kit $50.00 $50.00 65 FTB- Cunningham Recreation - Cunningham 12" $30.00 $1,950.00 CUNNINGHAM Funtimbers w/Spike 1 INSTALL MISC - Installation of Above Playground $23,150.00 $23,150.00 Equipment SAFETY SURFACING 210 EWF GT-Impax - Engineered Wood Fiber Safety $18.08 $3,796.80 Surfacing ICY) - • Area: 4,239 Sq.Ft. • Thickness (Compacted): 12" • Critical Height: 8 Feet • Volume: 210 Cubic Yards NOTE: - Installation of Borders and Safety Surfacing are not included in this proposal and are the responsibility of Pittsylvania County. US Communities Contract #110179 SubTotal: $101,141.80 Discount: ($32,279.54) * Site must be clear, level, free of obstructions, and accessible. Freight: $3,498.43 Contract: USC Total Amount: $72,360.69 Page 3 of 6 P144 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Tunstall Middle School (Unit #4) Revised QUOTE #112650 05/24/2016 ri in • Prices are fine for 30 days unless otherwise noted. Above costs assume one shipment and one installation unless otherwise noted. Taxes will be shown as a separate line item if included. Any applicable taxes not shown will be applied to the final invoice. Lead Time/Shipment: Standard orders shipped 4 weeks after receipt of order and acceptance of your purchase order, color selections, approved submittals,(if required)unless otherwise noted. Custom equipment and shades may require a longer lead time. Surfacing lead time is approximately 2 weeks after scheduling request. It is the responsibility of the owner to offload and inventory equipment, unless other arrangements have been made. Missing or damaged equipment must be reported within 60 days of acceptance of delivery. Equipment may be sent in multiple shipments based on point of origin. Payment Terms: Payment in full, Net 30 days subject to approval by Credit Manager. Pre -payment may be required for orders equaling less than $5,000. A signed P.O. made out to Gametime C/O Cunningham Associates, Inc. or this signed quotation is required for all orders unless otherwise noted. A 1.5% per month finance charge will be imposed on all past due accounts. Equipment shall be invoiced separately from other services and shall be payable in advance of those services and project completion. Checks should be made payable to Game Time unless otherwise directed. Returns: Returns are available on shipments delivered within the last 60 days and only if the product is in merchantable condition, has never been installed, and has never been stored in an area of little or no protection. A 25% restocking fee will be applied to all goods. Customer will be charged freight for both the outbound and inbound shipment. Any credit will be based on the condition of the item upon its return. Uprights cannot be returned. Acceptance ojthis proposal indicates your agreement to the terms and condition stated herein. Wish to pay by credit card? Please complete the following information: Mastercard Visa AMEX Credit Card Number: Exp Date: CSC, Carde Security Code: Name as it appears on card: Amount to be charged to card: Email or Fax credit card receipt to: Site should be clear, level and allow for unrestricted access of trucks and machinery. Customer is responsible for providing a secure location to off-load and store the equipment during the installation process. The customer is responsible for theft or damage of the equipment from the time the equipment is off-loaded until the installation of the equipment is complete, unless other arrangements are made and noted on the quotation. Price includes ONLY what is stated in this quotation. If additional site work or equipment is needed then the price is subject to change. Customer shall be responsible for unknown conditions such as buried utilities (public & private), tree stumps, rock, or any concealed materials or conditions that may result in additional labor or materials cost. Customer will be billed hourly or per job for any additional costs. Page 4 of 6 P145 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNING MAM RECREATION Tunstall Middle School (Unit 44) Revised Acceptance of quotation: Accepted By (printed): Title: Telephone: Purchase Amount: $72,360.69 SALES TAX EXEMPTION CERTIFICATE #: (PLEASE PROVIDE A COPY OF CERTIFICATE) Date: P.O. No: Salesman Signature Customer Signature Page 5 of 6 P146 QUOTE #112650 05/24/2016 F - i " V, 0 �- :, -01 � 0, 1, GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Tunstall Middle School (Unit #4) Revised I r IM , LEAD TIME: normal lead time is 30 days from active order date. • PURCHASE ORDERS: MUST BE MADE OUT TO GAMETIME do CUNNINGHAM RECREATION QUOTE #112650 05/24/2016 • PRICING: pricing is net, f.o.b. destination, after freight charges have been calculated using the contact shipping rates provided herein and added to the net product prices shown on the contract price list. Gametime offers most favored pricing and special discounts to those local public agencies participating in the U.S. Communities contract. Product pricing derives from and is indexed by the 2006 GameTime Catalog, less the applicable discounts stated herein. GameTime pricing is adjusted the first of each year with the printing and distribution • QUANTITY DISCOUNTS: Volume single purchases of composite play systems only shall be eligible for an additional discount. • ORDERS: All orders shall be in writing on the buying entity's purchase order form or similar documentation, and showing GameTime as the vendor. Open buying on the Internet (OBI) is not currently available. • SHIPMENT: Shipping shall commence within 4.6 weeks after our receipt and acceptance of the customer purchase order, color selections and approval of submittals, if required. • TERMS OF SALE: Payment is due within 30 days from date of invoice for governmental agencies. Payment may be made by VISA or MasterCard. Orders for materials paid for at the time of placement are entitled to a 3% cash -with -order discount. • MINIMUM ORDER: RFP 269-2003-007 purchases, other than replacement parts, require a minimum order of $500.00. • PACKAGING: All goods shall be packaged in accordance with acceptable commercial practices and marked to preclude confusion during unloading and handling. • RECEIPT OF GOODS: Ccustomer shall receive, unload and inspect goods upon arrival, reporting any descrepancies on the delivery receipt prior to written acceptance of the shipment. Concealed damages must be reported within 15 days of delivery & concealed shortages must be reported within 60 days. • INSTALLATION: If included with purchase, shall be by a Certified GameTime installer. Customer shall be responsible for scheduling coordination and site preparation. Site should be level and permit installation equipment access. Purchaser shall be responsible for unknown conditions such as buried utilities, tree stumps, bedrock or any concealed materials or conditions that may result in additional labor or material costs. Added charges may result for failure to notify the installer of schedule changes or site conditions that prevent installation. • EXCLUSIONS: Unless otherwise noted, this proposal excludes all site work and landscaping, removal of existing equipment; storage of goods prior to installation; drainage provisions; and safety surfacing and borders unless purchased separately. Customer shall be responsible for providing a clear, level site for installation and for scheduling deliveries and coordinating installation. • SUBMITTALS: Our design proposal relfects the spirit and intent of the solicitation. While some variations may exist between GameTime designs and specifications are unique and not intended to be identical in all respects to other manufacturers. If required, we shall submit for review and approval by the owner's representative detailed drawings depecting the equipment to be famished accompanied by specifications describing materials. Once approved, these drawings and specifications shall constitutethe final documents for the project and shall take precedence over all other requirements. GameTime shall provide for each playground two sets of installation, assembly and maintenance instructions in accordance with our standard practices. All composite playground designs and equipment shall comply with ASTM F 1487-01, Standard Consumer Safety Performance Specifications for Playground Equipment for Public Use; Handbook for Public Playground Safety Publication 325 by the U.S. Consumer Products Safety Commission; and the Guide to ADA Accessibility Guidelines for Play Areas published by the U.S. Access Board. • CREDIT APPLICATIONS: If required must be submitted with your order. • FINANCE CHARGE: A 1.5% monthly finance charge will be added to all invoices over 30 days past due. ORDER INFORMATION: Bill to: Contact: Address: Address: City, State, Zip: Tel: Fax: Ship to: Contact: Address: Address: City, State, Zip: Tel: Page 6 of 6 P147 Gamellme c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNINGHAM RECREATION Gretna Middle School (Unit #3) Revised Pittsylvania County Parks and Recreation Attn: Mark Moore PO Box 426 Chatham, VA 24531 Phone: 434-432-7736 Mark.Moore@pittgov.org USC -C USC - US Communities Contract Details: - • US Communities Contract Number: 110179.05 • Contract Term: 9/17/10 to 9/16/2016. • Proposal is based on RFP 269-2010-183 • Incorporating Second Amendment effective 2/01/2012. • Incorporating Third Amendment effective 2/01/2013. • Incorporating Fifth Amendment effective 2/01/2014. • Incorporating Sixth Amendment effective 1/01/2015 • Incorporating Eigth Amendment effective 7/01/2015 • This proposal expires 9/16/2016. If purchasing after this date, please contact Cunningham Recreation for an updated proposal. • NOTE: Your Purchase Order MUST be made out to GameTime C/O Cunningham Recreation to avoid processing delays. PLAYGROUND EQUIPMENT RDU GameTime - Custom PowerScape Modular Play Structure - • Funding Breakdown: • List Price: $35,059.00 • Owner Contribution: $17,526.50 • GameTime Match (50%): $17,529.50 • Freight and applicable sales tax are extra and not included. See quote totals. (1) 4839 -- Click Wheel Ass'y (1) 4840 -- Answer Wheel Ass'y (1) 4842 -- Echo Chamber Ass'y Page l of 6 P148 QUOTE #112649 05/24/2016 Project #: P83087 Ship To Zip: 24531 $35,059.00 $35,059.00 GameTime c/o Cunningham Recreation PO Box 240981 QUOTE Charlotte, NC 28224 #112649 800.438.2780 704.525.7356 FAX 05/24/2016 CUNNINiif1A RECREATION Gretna Middle School (Unit #3) Revised Page 2 of 6 P149 (1) 8665 -- Inchworm Climber F/S (2) 80000 -- 49" Sq Punched Steel Deck (2) 80001 -- 49"Tri Punched Steel Deck (4) 80166 -- Roof Ext 24" w/Insert (1) 80187 -- Shingle Roof (1) 80932 -- Gizmo Panel ADA - 3 Gizmos Bel Dk (1) 81493 -- Rev'S' Loop Ladder Link 98" (1) 81665 -- Seat and Table for Two (1) 90023 -- T-0" Transfer System w/ Barrier (1) 90033 -- 4' Transfer Platform w/guardrail (1) 90059 -- 8' Cosmix Climber (1) 90159 -- 3'-6"/6' Giant Wave Climber Link (1) 90189 -- Ganza Panel (6) 90268 -- 10' Upright, Alum (1) 90270 -- 12' Upright, Alum (3) 90272 -- 14' Upright, Alum (4) 90273 -- 15' Upright, Alum (1) 90299 -- 7'-6"/8' Wary Tree Climber (1) 90317 -- Toad Stool Climber (1) 90354 -- Store Panel one color (1) 90366 -- Sloped Funnel Climber w/Barrier (1) 90411 --Climber Archway w/ Barrier (1) 90512 -- 8' Std Zip Slide (1) 90548 -- Climber Archway w/ Plate & Guardrail (1) 90549 -- Climber Archway w/ Plate & Barrier (1) 90578 -- Swerve Slide (1) 91146 -- Entryway - Guardrail (1) 91334 -- Climber Offset Entryway (Barrier) (1) G90266 -- 8' Upright, Galv (1) G90268 -- 10' Upright, Galv 1 5055 GameTime - Merry -Go -All $4,816.00 $4,816.00 1 6219 GameTime - See Saw $1,588.00 $1,588.00 1 18826 GameTime - PrimeTime Swing 3 1/2" x 8' $1,065.00 $1,065.00 2 1483 GameTime - 2955 Belt Seat 3 1/2" Od $217.00 $434.00 Page 2 of 6 P149 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNMlGHAM RECREATION Gretna Middle School (Unit #3) Revised QUOTE #112649 05/24/2016 1 14906 GameTime - NDS Play On Sign Package 1 178749 GameTime - Owner's Kit $50.00 $50.00 56 FTB- Cunningham Recreation - Cunningham 12" $30.00 $1,680.00 CUNNINGHAM Funtimbers w/Spike 1 INSTALL MISC - Installation of Above Playground $13,750.00 $13,750.00 Equipment SAFETY SURFACING 160 EWF GT-Impax - Engineered Wood Fiber Safety $18.08 $2,892.80 Surfacing (CY) - • Area: 3,162 Sq.Ft. • Thickness (Compacted): 12" • Critical Height: 8 Feet • Volume: 160 Cubic Yards 1 161290 GameTime - Geo -Textile 2250 Sq Ft Roll $596.00 $596.00 1 161291 GameTime - Geo -Textile 1125 Sq Ft Roll $298.00 $298.00 NOTE: - Installation of Borders and EWF Safety Surfacing is not included in this proposal and is the responbility ofPittsylvania County. US Communities Contract #110179 SubTotal: $62,228.80 Discount: ($18,164.60) * Site must be clear, level, free of obstructions, and accessible. Freight: $2,528.15 Contract: USC Total Amount: $46,592.35 Page 3 of 6 Pi 50 CUNNNI4GHA RECREATION GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Gretna Middle School (Unit #3) Revised QUOTE #112649 05/24/2016 Pricing: Prices are firm for 30 days unless otherwise noted. Above costs assume one shipment and one installation unless otherwise noted. Taxes will be shown as a separate line item if included. Any applicable taxes not shown will be applied to the final invoice. Lead Time/Shipment: Standard orders shipped 4 weeks after receipt of order and acceptance of your purchase order, color selections, approved submittals,(if required)unless otherwise noted. Custom equipment and shades may require a longer lead time. Surfacing lead time is approximately 2 weeks after scheduling request. It is the responsibility of the owner to offload and inventory equipment, unless other arrangements have been made. Missing or damaged equipment must be reported within 60 days of acceptance of delivery. Equipment may be sent in multiple shipments based on point of origin. MPayment Terms: Payment in full, Net 30 days subject to approval by Credit Manager. Pre -payment may be required for orders equaling less $5,000. A signed P.O. made out to Gametime C/O Cunningham Associates, Inc. or this signed quotation is required for all orders unless otherwise noted. A 1.5% per month finance charge will be imposed on all past due accounts. Equipment shall be invoiced separately from other services and shall be payable in advance of those services and project completion. Checks should be made payable to Game Time unless otherwise directed. Returns: Returns are available on shipments delivered within the last 60 days and only if the product is in merchantable condition, has never been installed, and has never been stored in an area of little or no protection. A 25% restocking fee will be applied to all goods. Customer will be charged freight for both the outbound and inbound shipment. Any credit will be based on the condition of the item upon its return. Uprights cannot be returned. Acceptance of this proposal indicates your agreement to the terms and condition stated herein. Wish to pay by credit card? Please complete the following information: Mastercard Visa AMEX Credit Card Number: CSC, Carde Security Code: _ Name as it appears on card: Amount to be charged to card: Email or Fax credit card receipt Exp Date: Site should be clear, level and allow for unrestricted access of trucks and machinery. Customer is responsible for providing a secure location to off-load and store the equipment during the installation process. The customer is responsible for theft or damage of the equipment from the time the equipment is off-loaded until the installation of the equipment is complete, unless other arrangements are made and noted on the quotation. Price includes ONLY what is stated in this quotation. If additional site work or equipment is needed then the price is subject to change. Customer shall be responsible for unknown conditions such as buried utilities (public & private), tree stumps, rock, or any concealed materials or conditions that may result in additional labor or materials cost. Customer will be billed hourly or per job for any additional costs. Page 4 of 6 P151 CUNNINGHA6 RECREATION Acceptance of quotation: Accepted By (printed): Title: Telephone: Purchase Amount: $46,592.35 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Gretna Middle School (Unit #3) Revised SALES TAX EXEMPTION CERTIFICATE (PLEASE PROVIDE A COPY OF CERTIFICATE) Date: P.O. No: Fax: Salesman Signature Customer Signature Page 5 of 6 P152 QUOTE #112649 05/24/2016 CUNNINGHAMA (lECREATIa+1 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Gretna Middle School (Unit #3) Revised -''- LEAD TIME: normal lead time is 30 days from active order date. • PURCHASE ORDERS: MUST BE MADE OUT TO GAMETIME c% CUNNINGHAM RECREATION QUOTE #112649 05/24/2016 • PRICING: pricing is net, f.o.b. destination, after freight charges have been calculated using the contact shipping rates provided herein and added to the net product prices shown on the contract price list. Gametime offers most favored pricing and special discounts to those local public agencies participating in the U.S. Communities contract. Product pricing derives from and is indexed by the 2006 GameTime Catalog, less the applicable discounts stated herein. GameTime pricing is adjusted the first of each year with the printing and distribution • QUANTITY DISCOUNTS: Volume single purchases of composite play systems only shall be eligible for an additional discount. • ORDERS: All orders shall be in writing on the buying entity's purchase order form or similar documentation, and showing GameTime as the vendor. Open buying on the Internet (OBI) is not currently available. • SHIPMENT: Shipping shall commence within 4-6 weeks after our receipt and acceptance of the customer purchase order, color selections and approval of submittals, if required. • TERMS OF SALE: Payment is due within 30 days from date of invoice for governmental agencies. Payment may be made by VISA or MasterCard. Orders for materials paid for at the time of placement are entitled to a 3% cash -with -order discount. • MINIMUM ORDER: RFP 269-2003-007 purchases, other than replacement parts, require a minimum order of $500.00. • PACKAGING: All goods shall be packaged in accordance with acceptable commercial practices and marked to preclude confusion during unloading and handling. • RECEIPT OF GOODS: Ccustomer shall receive, unload and inspect goods upon arrival, reporting any descrepancies on the delivery receipt prior to written acceptance of the shipment. Concealed damages most be reported within 15 days of delivery & concealed shortages must be reported within 60 days. • INSTALLATION: If included with purchase, shall be by a Certified GameTime installer. Customer shall be responsible for scheduling coordination and site preparation. Site should be level and permit installation equipment access. Purchaser shall be responsible for unknown conditions such as buried utilities, tree stumps, bedrock or any concealed materials or conditions that may result in additional labor or material costs. Added charges may result for failure to notify the installer of schedule changes or site conditions that prevent installation. • EXCLUSIONS: Unless otherwise noted, this proposal excludes all site work and landscaping, removal of existing equipment; storage of goods prior to installation; drainage provisions; and safety surfacing and borders unless purchased separately. Customer shall be responsible for providing a clear, level site for installation and for scheduling deliveries and coordinating installation. • SUBMITTALS: Our design proposal relfects the spirit and intent of the solicitation. While some variations may exist between GameTime designs and specifications are unique and not intended to be identical in all respects to other manufacturers. If required, we shall submit for review and approval by the owners representative detailed drawings depecting the equipment to be famished accompanied by specifications describing materials. Once approved, these drawings and specifications shall constitute the final documents for the project and shall take precedence over all other requirements. GameTime shall provide for each playground two sets of installation, assembly and maintenance instructions in accordance with our standard practices. All composite playground designs and equipment shall comply with ASTM F 1487-01, Standard Consumer Safety Performance Specifications for Playground Equipment for Public Use; Handbook for Public Playground Safety Publication 325 by the U.S. Consumer Products Safety Commission; and the Guide to ADA Accessibility Guidelines for Play Areas published by the U.S. Access Board. • CREDIT APPLICATIONS: If required most be submitted with your order. • FINANCE CHARGE: A 1.5% monthly finance charge will be added to all invoices over 30 days past due. ORDER INFORMATION: MM. Ship to: Contact: Contact: Address: Address: Address: Address: City, State, Zip: City, State, Zip: Tel: Fax: Tel: Page 6 of 6 P153 Fax: t, CUNNINGHAM & RECREATION GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Chatham Middle School (Unit #1 - Ramped Structure)) Pittsylvania County Parks and Recreation Attn: Mark Moore PO Box 426 Chatham, VA 24531 Phone: 434-432-7736 Mark.Moore@pittgov.org USC -C USC - US Communities Contract Details: - • US Communities Contract Number: 110179.05 • Contract Term: 9/17/10 to 9/16/2016. • Proposal is based on RFP 269-2010-183 • Incorporating Second Amendment effective 2/01/2012. • Incorporating Third Amendment effective 2/01/2013. • Incorporating Fifth Amendment effective 2/01/2014. • Incorporating Sixth Amendment effective 1/01/2015 • Incorporating Eigth Amendment effective 7/01/2015 • This proposal expires 9/16/2016. If purchasing after this date, please contact Cunningham Recreation for an updated proposal. • NOTE: Your Purchase Order MUST be made out to GameTime C/O Cunningham Recreation to avoid processing delays. PLAYGROUND EQUIPMENT RDU GameTime - Custom PowerScape Modular Play Structure - • Funding Breakdown: List Price: $84939.00 Owner Contribution: $42,469.50 GameTime Match (50%):$42,469.50 • Freight and applicable sales tax are extra and not included. See quote totals. (1) 4839 -- Click Wheel Ass'y (1) 4840 -- Answer Wheel Ass'y (1) 4842 -- Echo Chamber Ass'y Page 1 of 6 P154 QUOTE #112819 05/27/2016 Project#: P83085 Ship To Zip: 24531 $84,939.00 $84,939.00 GameTime c/o Cunningham Recreation PO Box 240981 QUOTE Charlotte, NC 28224 #112819 800.438.2780 704.525.7356 FAX 05/27/2016 CLI100413INK CATION Chatham Middle School (Unit #1- Ramped Structure)) (1) 16717 -- 147" Ada Ramp Link (4) 80001 -- 49"Tri Punched Steel Deck (1) 80082 -- Slide Transfer (6) 80167 -- Roof Ext 24" w/Rivet (2) 80206 -- Tin Roof Hex (1) 80657 -- Access Attachment 5' (2) 80687 -- Handhold/Kick Plate Pkg (1) 80932 -- Gizmo Panel ADA - 3 Gizmos Bel Dk (1) 80942 -- Crawl-Thru Panel (1) 81473 -- Horiz Ladder Link 98" (1) 81665 -- Seat and Table for Two (1) 81669 -- Hand Cycler (1) 81688 -- Therapeutic Rings Attch (1) 81699 -- Bongos (2) 90005 -- Two Piece Hex Deck, ADA Ramp Access (1) 90024 -- 4'-0" Transfer System w/ Barrier (1) 90033 -- 4' Transfer Platform w/guardrail (2) 90114 -- Flower Talk Tube Gr lvl attach (5-12) (1) 90133 -- T-6"/8' Trunk Climber (1) 90139 -- 8' Vert Wall Climber (1) 90182 -- ADA Crow's Nest w/ Thunderring (1) 90207 -- Overhead Ladder Access Package (1) 90211 -- Rung Encl Telescope & Barrier,Above Dk (1) 90264 -- 6' Upright, Alum (1) 90265 -- 7' Upright, Alum (4) 90266 -- 8' Upright, Alum (2) 90267 -- 9' Upright, Alum (2) 90268 -- 10' Upright, Alum (6) 90271 -- 13' Upright, Alum (5) 90272 -- 14' Upright, Alum (3) 90273 -- 15' Upright, Alum (1) 90277 -- 4' Quick'L' Tube Slide, Std, 30" Dia (1) 90305 -- Climber Archway w/Socket & Guardrail Page 2 of 6 P155 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNINGHAM RECREA'nON Chatham Middle School (Unit #1 - Ramped Structure)) QUOTE 9112819 05/27/2016 Qualiti(y Stock 11) Description (1) 90346 -- 4'& T-6" Clover Leaf Climber Unit Price Amount, (1) 90354 -- Store Panel one color (1) 90391 -- 3'-0" Overhead Climber Access Ladder (1) 90545 -- 4' Wave Climber (1) 90546 -- Climber Archway w/D-Ring & Barrier (1) 90579 -- Double Swerve Slide (1) 90630 -- Walk -In Double Funnel Up (1) 90679 -- Ramp (guardrail) 2'-6" & 3' (1) 90700 -- Single Entrance WilderSlide II (1) 90705 -- Right Curve Section WilderSlide II (1) 90706 -- Exit Section WilderSlide II (2) 90708 -- Helix Spiral (helix adapter) (1) 90709 -- Support WilderSlide II (1) 90718 -- Slide Support (1) 90719 -- Steel Drum - Gadget panel below deck (1) 90739 -- Sun Blossom I color Gadg pnl below dk (1) 90776 -- Outrigger WilderSlide I1 (1) 91208 -- Climber Entryway - Guardrail (2) 91209 -- Climber Entryway - Barrier (1) 91303 -- Cliff Wall Climber (2) G90262 -- 4' Upright, Galy (1) G90268 -- 10' Upright, Galv (3) G90273 -- 15' Upright, Ga1v 1 5055 GameTime - Merry -Go -All $4,816.00 $4,816.00 1 6232 GameTime - Pod (1'-0") $284.00 $284.00 1 6233 GameTime - Pod (2'-0") $312.00 $312.00 1 8552 GameTime - 3 1/2" Zero -G Chair (5 -12) -Gals $424.00 $424.00 Chain 1 8555 GameTime - 3 1/2" Zero -G Chair (2-5)-Galy $411.00 $411.00 Chain 2 8910 GameTime -Belt Seat 3 1/2"Od(8910) $217.00 $434.00 1 12584 GameTime - ADA Primetime Swing AAB, 3 $659.00 $659.00 1/2" Od 1 14906 GameTime - NDS Play On Sign Package $0.01 $0.01 Page 3 of 6 P156 GameTime c/o Cunningham Recreation PO Box 240981 QUOTE Charlotte, NC 28224 #112819 800.438.2780 d 704.525.7356 FAX 05/27/2016 CUNN*KM AM RECREATION Chatham Middle School (Unit #1 - Ramped Structure)) 1 14908 GameTime - NDS 7 Principles Sign Package $0.01 $0.01 1 18826 GameTime - PrimeTime Swing 3 1/2" x 8' $1,065.00 $1,065.00 2 28009 GameTime - 6' P/S Bench W/Back Inground $523.00 $1,046.00 1 36075 GameTime - Stratus Hi $2,262.00 $2,262.00 I 178749 GameTime - Owner's Kit $50.00 $50.00 1 INSTALL MISC - Installation of Above Playground $27,575.00 $27,575.00 Equipment - Installation of Borders and EWF Saftey Surfacing are not included in this proposal and are the responsibility ofPinsylvania County. 3 161290 GameTime - Geo -Textile 2250 Sq Ft Roll $596.00 $1,788.00 72 FTB- Cunningham Recreation -Cunningham 12" $30.00 $2,160.00 CUNNINGHAM High Funtimber w/Spike 240 EWF GT-Impax - Engineered Wood Fiber Safety $18.81 $4,514.40 Surfacing (CY) - 4,800 Sq. Ft. @ 12"Compacted Depth US Communities Contract 9110179 SubTotal: $132,739.42 Discount: ($43,929.50) * Site must be clear, level, free of obstructions, and accessible. Freight: $4,160.00 Contract: USC Total Amount: $92,969.92 Page 4 of 6 P157 e, CUNNINGHAM RECREATION GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Chatham Middle School (Unit #1 - Ramped Structure)) QUOTE #112819 05/27/2016 in •Prices are firm for 30 days unless otherwise noted. Above costs assume one shipment and one installation unless otherwise noted. Taxes will be shown as a separate line item if included. Any applicable taxes not shown will be applied to the final invoice. Lead Time/Shipment: Standard orders shipped 4 weeks after receipt of order and acceptance of your purchase order, color selections, approved submittals,(if required)unless otherwise noted. Custom equipment and shades may require a longer lead time. Surfacing lead time is approximately 2 weeks after scheduling request. It is the responsibility of the owner to offload and inventory equipment, unless other arrangements have been made. Missing or damaged equipment must be reported within 60 days of acceptance of delivery. Equipment may be sent in multiple shipments based on point of origin. P,gyment Terms: Payment in full, Net 30 days subject to approval by Credit Manager. Prepayment may be required for orders equaling less than $5,000. A signed P.O. made out to Gametime C/O Cunningham Associates, Inc. or this signed quotation is required for all orders unless otherwise noted. A 1.5% per month finance charge will be imposed on all past due accounts. Equipment shall be invoiced separately from other services and shall be payable in advance of those services and project completion. Checks should be made payable to Game Time unless otherwise directed. Returns: Returns are available on shipments delivered within the last 60 days and only if the product is in merchantable condition, has never been installed, and has never been stored in an area of little or no protection. A 25% restocking fee will be applied to all goods. Customer will be charged freight for both the outbound and inbound shipment. Any credit will be based on the condition of the item upon its return. Uprights cannot be returned. Acceptance ojthis proposal indicates your agreement to the terms and condition stated herein. Wish to pay by credit card? Please complete the following information: Mastercard Visa AMEX Credit Card Number: Exp Date: CSC, Carde Security Code: Name as it appears on card: Amount to be charged to card: Email or Fax credit card receipt to: Site should be clear, level and allow for unrestricted access of trucks and machinery. Customer is responsible for providing a secure location to off-load and store the equipment during the installation process. The customer is responsible for theft or damage of the equipment from the time the equipment is off-loaded until the installation of the equipment is complete, unless other arrangements are made and noted on the quotation. Price includes ONLY what is stated in this quotation. If additional site work or equipment is needed then the price is subject to change. Customer shall be responsible for unknown conditions such as buried utilities (public & private), tree stumps, rock, or any concealed materials or conditions that may result in additional labor or materials cost. Customer will be billed hourly or per job for any additional costs. Page 5 of 6 P158 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNINGHAM RECREATION Chatham Middle School (Unit #1 - Ramped Structure)) Acceptance of quotation: Accepted By (printed): Title: Telephone: Purchase Amount: $92,969.92 SALES TAX EXEMPTION CERTIFICATE #: (PLEASE PROVIDE A COPY OF CERTIFICATE) Date: P.O. No: Fax: Salesman Signature Customer Signature ORDER INFORMATION: Bill to: Contact: Address: Address: City, State, Zip: Tel: Fax: Ship to Contact: Address: Address: _ City, State, Zip: Tel: Fax: Page 6 of 6 P159 QUOTE #112819 05/27/2016 e C , UNNINGHA46 RECREATION Pittsylvania County Parks and Recreation Ann: Mark Moore PO Box 426 Chatham, VA 24531 Phone: 434-432-7736 Mark.Moore@pittgov.org GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Dan River Middle School (Unit #2) USC -C USC - US Communities Contract Details: - • US Communities Contract Number: 110179.05 • Contract Term: 9/17/10 to 9/16/2016. • Proposal is based on RFP 269-2010-183 • Incorporating Second Amendment effective 2/01/2012. • Incorporating Third Amendment effective 2/01/2013. • Incorporating Fifth Amendment effective 2/01/2014. • Incorporating Sixth Amendment effective 1/01/2015 • Incorporating Eigth Amendment effective 7/01/2015 • This proposal expires 9/16/2016. If purchasing after this date, please contact Cunningham Recreation for an updated proposal. • NOTE: Your Purchase Order MUST be made out to GameTime C/O Cunningham Recreation to avoid processing delays. PLAYGROUND EQUIPMENT RDU GameTime - Custom PowerScape Modular Play Structure - • Funding Breakdown: • List Price: $55,752.00 • Owner Contribution: $27,876.00 • GameTime Match (50%): $27,876.00 • Freight and applicable sales tax are extra and not included. See quote totals. (1) 564 -- Curved Balance Beam (1) 4839 -- Click Wheel Ass'y (1) 4842 -- Echo Chamber Ass'y Page I of 6 P160 QUOTE #112820 05/27/2016 Project #: P83081 Ship To Zip: 24531 $55,752.00 $55,752.00 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNINGHAM 1� RECREATION Dan River Middle School (Unit #2) QUOTE #112820 05/27/2016 Ouarility Stock ID Description Unit Price Amount� (1) 6068 -- Balance Pod (1) 26058 -- 3 Way X -Pod Step (I) 26078 -- Arched Loop Ladder Overhead (1) 26081 -- Sky Wheels (5) 26094 -- Triangular Shroud (1) 26110 -- Xcelerator (1) 26142 -- Single with Step (1) 26165 -- 4'-0" ConnectScape Climber (1) 32022 -- Hex Pod Step (t) (1) 32023 -- Hex Pod Step (2) (2) 80000 -- 49" Sq Punched Steel Deck (4) 80001 -- 49"Tri Punched Steel Deck (2) 80931 -- Single Gizmo Panel (1) 81666 -- Fun Seat (1) 81670 -- Crunch Bar (1) 81687 -- High Whistle (1) 81699 -- Bongos (1) 90018 -- Archway w/ Guardrail (1) 90020 -- 1'-0" Transfer System w/ Barrier (1) 90022 -- 2'-6" Transfer System w/ Barrier (1) 90032 -- 3' Transfer Platform w/guardrail (3) 90267 -- 9' Upright, Alum (3) 90269 -- 11' Upright, Alum (2) 90270 -- 12' Upright, Alum (4) 90271 -- 13' Upright, Alum (4) 90273 -- 15' Upright, Alum (1) 90335 -- Climber Offset Archway w/ Guardrail (1) 90355 -- Storefront Panel, Below Dk (3) 90411 -- Climber Archway w/ Barrier (1) 90505 -- 5' Single Zip Slide (2) 90536 -- 24" Roof Extension w/Cap (3) 90538 -- 60" Roof Extension w/Cap (1) 90550 -- Triangle Modem Roof (1) 90551 -- Square Modem Roof (1) 90573 -- Scramble Up (3'-6" to 5'-0") (1) 90626 -- Fun -L Crawl Tube Attachment (1) 90655 -- Pod Climber Page 2 of 6 P161 ' a CUNNINGHAM RECREATION GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Dan River Middle School (Unit #2) QUOTE #112820 05/27/2016 Page 3 of 6 P162 (1) 90701 -- Double Entrance WilderSlide II (4) 90703 -- Straight Section WilderSlide 11 (2) 90704 -- Left Curve Section WilderSlide 11 (2) 90705 -- Right Curve Section WilderSlide II (2) 90706 -- Exit Section WilderSlide II (2) 90709 -- Support WilderSlide II (1) 90722 -- 3 in a Row - Gadget panel below deck (1) 91100 -- 5'-6"/6'-6" Double Bubble Climber (1) 91136 -- Funnel Crows Nest Telescope Bar (1) 91326 -- Erratic Climber w/Hex Net T-8' 1 5056 GameTime - Arch Swing $5,543.00 $5,543.00 1 90777 GameTime - KidNetix Twirl $4,450.00 $4,450.00 1 18826 GameTime - PrimeTime Swing 3 1/2" x 8' $1,065.00 $1,065.00 2 1483 GameTime - 2955 Belt Seat 3 1/2" Od $217.00 $434.00 1 5152 GameTime - PT Solo Add -A -Bay 3 1/2" x 8' $621.00 $621.00 1 5128 GameTime - Expression Swing 3 1/2" x 8' $1,199.00 $1,199.00 1 14906 GameTime - NDS Play On Sign Package $0.01 $0.01 1 178749 GameTime - Owner's Kit $50.00 $50.00 68 FTB- Cunningham Recreation - Cunningham 12" $30.00 $2,040.00 CUNNINGHAM High Funtimber w/Spike 1 INSTALL MISC - Installation of Above Playground $22,150.00 $22,150.00 Equipment SAFETY SURFACING 220 EWF GT-Impax - Engineered Wood Fiber Safety $18.08 $3,977.60 Surfacing (CY) - • Area: 4,467 Sq.Ft. • Thickness (Compacted): 12" • Critical Height: 12 Feet • Volume: 220 Cubic Yards 2 161290 GameTime - Geo -Textile 2250 Sq Ft Roll $596.00 $1,192.00 NOTE: - Installation of Borders and EWF Safety Surfacing is not included in this proposal and is the responsbility ofPittsylvania County Page 3 of 6 P162 CUNNINGHAA a RECREATION US Communities Contract #110179 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX Dan River Middle School (Unit #2) * Site must be clear, level, free of obstructions, and accessible. Contract: USC QUOTE #112820 05/27/2016 SubTotal: $98,473.61 Discount: ($29,690.28) Freight: $3,085.80 Total Amount: $71,869.13 ME= •Prices are firm for 30 days unless otherwise noted. Above costs assume one shipment and one installation unless otherwise noted. Taxes shown as a separate line item if included. Any applicable taxes not shown will be applied to [he final invoice. ime/Shipment• Standard orders shipped 4 weeks after receipt of order and acceptance ofyour purchase order, color selections, approved als,(if required)unless otherwise noted. Custom equipment and shades may require a longer lead time. Surfacing lead time is imately 2 weeks after scheduling request It is the responsibility of the owner to offload and inventory equipment, unless other ments have been made. Missing or damaged equipment must be reported within 60 days of acceptance of delivery. Equipment may be multiple shipments based on point of origin.nt Terms: Payment in full, Net 30 days subject to approval by Credit Manager. Pre -payment may be required for orders equaling less ,000. A signed P.O. made out to Gametime C/O Cunningham Associates, Inc. or [his signed quotation is required for all orders unless ise noted. A 1.5%per month finance charge will be imposed on all past due accounts. Equipment shall be invoiced separately from other s and shall be payable in advance of those services and project completion. Checks should be made payable to Game Time unless otherwise directed. Returns: Returns are available on shipments delivered within the last 60 days and only if the product is in merchantable condition, has never been installed, and has never been stored in an area of little or no protection. A 25% restocking fee will be applied to all goods. Customer will be charged freight for both the outbound and inbound shipment. Any credit will be based on the condition of the item upon its return. Uprights cannot be returned. Acceptance of this proposal indicates your agreement to the terms and condition stated herein. Wish to pay by credit card? Please complete the following information: Mastercard Visa AMEX Credit Card Number: Exp Date: CSC, Carde Security Code: Name as it appears on card: Amount to be charged to card: Email or Fax credit card receipt to: Site should be clear, level and allow for unrestricted access of trucks and machinery. Customer is responsible for providing a secure location to off-load and store the equipment during the installation process. The customer is responsible for theft or damage of the equipment from the time the equipment is off-loaded until the installation of the equipment is complete, unless other arrangements are made and noted on the quotation. Price includes ONLY what is stated in this quotation. If additional site work or equipment is needed then the price is subject to change. Customer shall be responsible for unknown conditions such as buried utilities (public & private), tree stumps, rock, or any concealed materials or conditions that may result in additional labor or materials cost. Customer will be billed hourly or per job for any additional costs. Page 4 of 6 P163 GameTime c/o Cunningham Recreation PO Box 240981 Charlotte, NC 28224 800.438.2780 704.525.7356 FAX CUNNINGHAM RECREATION Dan River Middle School (Unit #2) Acceptance of quotation: Accepted By (printed): Title: Telephone: Purchase Amount: $71,869.13 SALES TAX EXEMPTION CERTIFICATE (PLEASE PROVIDE A COPY OF CERTIFICATE) Date: P.O. No: Fax: Salesman Signature Customer Signature Page 5 of 6 P164 QUOTE #112820 05/27/2016 GameTime c% Cunningham Recreation PO Box 240981 E Charlotte, NC 28224 QUOTE 800.438.2780 704.525.7356 FAX 05/27/2016 Ct1NNM$4AM RECREATION Dan River Middle School (Unit #2) > LEAD TIME: normal lead time is 30 days from active order date. PURCHASE ORDERS: MUST BE MADE OUT TO GAMETIME do CUNNINGHAM RECREATION • PRICING: pricing is net, f.o.b. destination, after freight charges have been calculated using the contact shipping rates provided herein and added to the net product prices shown on the contract price list. Gametime offers most favored pricing and special discounts to those local public agencies participating in the U.S. Communities contract. Product pricing derives from and is indexed by the 2006 GameTime Catalog, less the applicable discounts stated herein. GameTime pricing is adjusted the first of each year with the printing and distribution • QUANTITY DISCOUNTS: Volume single purchases of composite play systems only shall be eligible for an additional discount. • ORDERS: All orders shall be in writing on the buying entity's purchase order form or similar documentation, and showing GameTime as the vendor. Open buying on the Internet (OBI) is not currently available. • SHIPMENT: Shipping shall commence within 4-6 weeks after our receipt and acceptance of the customer purchase order, color selections and approval of submittals, if required. • TERMS OF SALE: Payment is due within 30 days from date of invoice for governmental agencies. Payment may be made by VISA or MasterCard. Orders for materials paid for at the time of placement are entitled to a 3% cash -with -order discount. • MINIMUM ORDER: RFP 269-2003-007 purchases, other than replacement parts, require a minimum order of $500.00. • PACKAGING: All goods shall be packaged in accordance with acceptable commercial practices and marked to preclude confusion during unloading and handling. • RECEIPT OF GOODS: Ccustomer shall receive, unload and inspect goods upon arrival, reporting any descrepancies on the delivery receipt prior to written acceptance of the shipment. Concealed damages must be reported within 15 days of delivery & concealed shortages must be reported within 60 days. • INSTALLATION: If included with purchase, shall be by a Certified GameTime installer. Customer shall be responsible for scheduling coordination and site preparation. Site should be level and permit installation equipment access. Purchaser shall be responsible for unknown conditions such as buried utilities, tree stamps, bedrock or any concealed materials or conditions that may result in additional labor or material costs. Added charges may result for failure to notify the installer of schedule changes or site conditions that prevent installation. • EXCLUSIONS: Unless otherwise noted, this proposal excludes all site work and landscaping, removal of existing equipment; storage of goods prior to installation; drainage provisions; and safety surfacing and borders unless purchased separately. Customer shall be responsible for providing a clew, level site for installation and for scheduling deliveries and coordinating installation. • SUBMITTALS: Our design proposal relfects the spirit and intent of the solicitation. While some variations may exist between GameTime designs and specifications are unique and not intended to be identical in all respects to other manufacturers. If required, we shall submit for review and approval by the owner's representative detailed drawings depecting the equipment to be famished accompanied by specifications describing materials. Once approved, these drawings and specifications shall constitute the final documents for the project and shall take precedence over all other requirements. GameTime shall provide for each playground two sets of installation, assembly and maintenance instructions in accordance with our standard practices. All composite playground designs and equipment shall comply with ASTM F 1487-01, Standard Consumer Safety Performance Specifications for Playground Equipment for Public Use; Handbook for Public Playground Safety Publication 325 by the U.S. Consumer Products Safety Commission; and the Guide to ADA Accessibility Guidelines for Play Areas published by the U.S. Access Board. CREDIT APPLICATIONS: If required must be submitted with your order. FINANCE CHARGE: A 1.5% monthly finance charge will be added to all invoices over 30 days past due. ORDER INFORMATION: Bill to: Contact: Address: Address: City, State, Zip: Tel: Ship to Contact: Address: Address: City, State, Zip Fax: Tel: Fax: Page 6 of 6 P165 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Pittsylvania County Public Library (PCPL) Projects: 06-06-2016 Mt. Hermon and Gretna sites SUBJECT/PROPOSAL/REQUEST: Projects update from Lisa Tuite; Director of PCPL STAFF CONTACT(S): Mr. Monday BACKGROUND: ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: Ery ITEM NUMBER: 17 INFORMATION: INFORMATION: DISCUSSION: Lisa Tuite, Director for the Pittsylvania County Public Libraries, will give an update on the Mount Hermon and Gretna sites projects. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P166 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Workforce Innovation and Opportunity Act (WIOA) 06-06-2016 18 Title I Grant Award Agreement ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Grant Award Agreement CONSENT AGENDA: STAFF CONTACT(S): ACTION: INFORMATION: Mr. Monday ATTACHMENTS: WIOA Title I Grant Award Agreement between the Virginia Community College System & Local Workforce Development Area 17 REVIEWED BY: Attached hereto is the annual WIOA Title I Grant Award Agreement between the Virginia Community College System & Local Workforce Development Area 17. WIOA Title 1 funds are allocated to the Local Workforce Development Area 17 for the purpose of improving job and career options of local workers and jobseekers through an integrated, job -driven public workforce system that links diverse talent to businesses. Lisa Fultz, Director of the West Piedmont Workforce, (or her designee) will be present to answer any questions the Board may have. Staff recommends the Board of Supervisors approve the WIOA Title I Grant Award Agreement between the Virginia Community College System & Local Workforce Development Area 17. WIOA Title 1 for the 2016/17 Performance Year and authorize the County Administrator to execute the agreement. P167 WORKFORCE INNOVATION AND OPPORTUNITY ACT (WIOA) TITLE I GRANT AWARD AGREEMENT BETWEEN THE VIRGINIA COMMUNITY COLLEGE SYSTEM AND LOCAL WORKFORCE DEVELOPMENT AREA 17 This Agreement is entered into by and between the Virginia Community College System (hereinafter referred to as the VCCS), and Pittsylvania County, the Local Workforce Development Area Grant Recipient (hereinafter referred to as LWDAGR) pursuant to the Chief Local Elected Officials Consortium Agreement, on behalf of the West Piedmont Workforce Development Area (hereinafter referred to as LWDA). The Agreement applies to WIOA Title I funds that are allocated by the VCCS to the LWDAGR for use by the LWDA. This Agreement is effective July 1, 2016 through June 30, 2017 in accordance with Section II and supersedes all other agreements for WIOA Title I funds allocated by the VCCS. SECTION I - PROGRAM PURPOSE Title I Workforce Development System WIOA Title I funds are allocated to the LWDAGR for the purpose of improving job and career options for our nation's workers and jobseekers through an integrated, job - driven public workforce system that links diverse talent to businesses. The three key pillars of this system are: • One -Stop career centers that provide first-rate customer service to jobseekers, workers, and businesses. • The demands of businesses and workers drive workforce solutions. The workforce system supports strong regional economies where businesses thrive and people want to live and work. Adult and Dislocated Worker Employment and Training Activities Funding for Adult and Dislocated Worker employment and training activities shall be made in accordance with the Local Plan developed by the West Piedmont Local Workforce Development Board (hereinafter referred to as LWDB) in partnership with the (Consortium of) Chief Local Elected Officials (hereinafter referred to as CLEOs) and submitted to the Governor. The Local Plan has been reviewed and approved in accordance with applicable provisions of the Workforce Innovation and Opportunity Act (WIOA). For and in consideration of the mutual covenants hereinafter set forth, the VCCS and the LWDAGR agree as follows: A. Adult Employment and Training Activities 1 Page P168 From funds made available to the Governor of Virginia pursuant to Section 132 of the WIOA, funds shall be allocated to the LWDAGR in accordance with the provisions of Section 133(b)(1)(A). The funds will be made available through the issuance of a VCCS WIOA Notice of Obligation (hereinafter referred to as NOO). In accordance with the approved Local Plan and Section 134(b) of the WIOA, the LWDA will ensure the provision of local employment and training activities to prepare adults for participation in the labor force. B. Dislocated Worker Employment and Training Activities From funds made available to the Governor of Virginia pursuant to Section 131 of the WIOA, funds shall be allocated to the LWDAGR in accordance with the provisions of Section 133(b)(1)(B). The funds will be made available through the issuance of a VCCS WIOA NOO. In accordance with the approved Local Plan and Section 134(b) of the WIOA, the LWDA will ensure the provision of local employment and training activities to prepare dislocated workers to return to the labor force. C. One -Stop Delivery System The LWDB shall. in accordance with Section 121 of the WIOA: 1. Develop and enter into the memorandum of understanding described in Section 121(c) with one-stop partners; 2. Designate or certify one-stop operators under Section 121 (d); and 3. Conduct oversight with respect to the one-stop delivery system in the LWDA. 4. Adult and Dislocated Worker funds shall be used by the LWDA to contribute to the costs of the LWDA's one-stop delivery system as described in Sections 121(h) and 134(c) of the WIOA. D. Minimum Level of Fiscal Support for Training In accordance with §§ 2.2-2472.2 et seq. of the Code of Virginia, the LWDB shall allocate a minimum of 40 percent of WIOA Adult and Dislocated Worker funds to training services as defined under § 134(c)(3)(D) of the WIOA that lead to recognized postsecondary education and workforce credentials aligned with in - demand industry sectors or occupations in the local area or region. Failure by the LWDB to meet the required training expenditure percentage requirement shall result in sanctions, to increase in severity for each year of noncompliance. 2. Youth Employment and Training Activities Page P169 From funds made available to the Governor of Virginia pursuant to Section 126 of the WIOA, funds shall be allocated to the LWDA in accordance with the provisions of Section 128(b)(1) The funds will be made available through the issuance of a VCCS WIOA NOO. In accordance with the Local Plan and Section 129 parts (a) and (c) of the WIOA, the LWDA will ensure that a series of comprehensive youth services are available to serve eligible youth seeking assistance in achieving academic and employment success. SECTION 11 - SPECIAL TERMS Default on Terms of Agreement Should the agreement permitted by Section 107 (d)(12)(B)(i) of the WIOA, or any subsidiary agreement among and between the LWDB and the CLEOs be terminated, or there be a claim made of default thereon by any party to the agreement or any subsidiary agreement, then the LWDB Chair or CLEO, as designated in Section 101 (6) of the WIOA, shall give written notice of the particulars thereof to the Chancellor of the VCCS. In such event, the VCCS shall have the right to withhold further funding under this Agreement or terminate this Agreement upon such notice as may be reasonable under the circumstances, not in lieu of but in addition to any other remedy available under law if such action is deemed reasonably necessary by the VCCS to carry out its duty under the WIOA and the laws of the Commonwealth of Virginia. Termination for Cause If, through any cause, the LWDAGR fails to fulfill in a timely and proper manner its obligations under this Agreement, or if the LWDAGR violates any of the covenants, agreements, or stipulations of this Agreement, the VCCS shall thereupon have the right to terminate this Agreement. In such event, the VCCS shall give written notice to the LWDAGR and the LWDB, specifying the effective date of termination. Written notice shall be given at least thirty (30) days before the effective date of termination. All finished or unfinished documents, data, studies, surveys, and reports prepared under this Agreement shall, at the option of the VCCS, become its property, and upon the exercise of such option shall be delivered by the LWDAGR to the VCCS. In the event of termination, the LWDAGR remains responsible for compliance with the closeout and post -closeout requirements of OMB 2 CFR Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards- Subpart D -Post Federal Award Requirements Standards for Financial Management. The LWDAGR and/or LWDB shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. Page Piro Notwithstanding the above, the LWDAGR shall not be relieved of liability to the Commonwealth of Virginia or the VCCS for damages sustained by the VCCS, which result from any breach of this Agreement by the LWDAGR or LWDB. The VCCS may withhold payments to the LWDAGR until the exact amount of damages due to the VCCS from the LWDAGR is determined, and thereafter until all amounts due have been paid. 3. Discretionary Termination The LWDAGR's performance under this Agreement may be terminated in whole or in part by the VCCS whenever the VCCS determines that such termination or suspension is in the best interest of the Commonwealth of Virginia. Termination of work hereunder shall be effected in writing by delivery to the LWDAGR of a Notice of Termination specifying the extent to which performance of work under the Agreement is terminated and the date upon which such termination becomes effective. Notice of termination shall be given at least thirty (30) days before the effective date of termination and may be served upon the LWDAGR and the surety by mail or any other electronic means. Delivery of the notice of termination shall be to any officer or management/supervisory employee of either the LWDAGR or the surety. If no such officer or employee is known or can be found by reasonable inquiry within three (3) business days, the written notice of termination can be posted at the last known address. Failure to accept or pick up registered or certified mail addressed to the last known address shall be deemed to be delivery. In no instances shall termination for convenience be effective less than ten (10) business days after the receipt of a certified notice thereof. After receipt of the Notice of Termination, the LWDAGR shall cancel outstanding commitments covering procurement or rental of materials, supplies, equipment, and miscellaneous items. In addition, the LWDAGR shall exercise all reasonable diligence to accomplish the cancellation of any outstanding commitments covering personal services that extend beyond the date of such termination to the extent that they relate to the performance of any work terminated by the notice of termination. With respect to such canceled commitments the LWDAGR agrees to: A. Ensure all commitments contain a cancellation clause allowing for termination for cause and fund availability; B. Settle all outstanding liabilities and all such claims arising out of such cancellation of commitments, or ratify all such settlements; and C. Assign to the VCCS in the matter, at the time and to the extent directed by the VCCS, all of the rights, titles and interest of the LWDAGR under the orders and contracts so terminated. The VCCS shall have the right, at its discretion, to settle or pay any or all claims arising out of the termination of such orders and contracts. SECTION III - GENERAL TERMS AND CONDITIONS 4 Page P171 Availability of Funds This Agreement is made subject to the availability of WIOA funds and the allocation thereof by the VCCS. The VCCS shall exert its best efforts to provide the LWDA with timely notice of changes in funding levels produced at the federal level or required by circumstances affecting state allocations. Accountability for Funds A. The LWDAGR agrees to receive, administer, disburse and account for the said funds and such property as may be acquired therewith or otherwise be placed under its control in accordance with the terms of the WIOA, direction of the United States Department of Labor (hereinafter referred to as USDOL), or direction of the VCCS. The LWDA agrees to perform the related duties imposed upon it by the WIOA, by the regulations of the USDOL as the same may presently exist or hereafter be amended or enlarged and by duly authorized waivers approved by the USDOL during the period of this Agreement. In accordance with provisions of the WIOA and attendant federal and state regulations, policy, and guidance, by receipt of said funds, the LWDAGR shall be held accountable and liable to the VCCS and USDOL for activities of the LWDB and its subrecipients. The source of any required repayment resulting from disallowance of cost determinations outlined in Section 8 below shall not be federal and/or state funds. B. All obligations and agreements herein of the LWDA shall be binding upon the LWDAGR, whether or not such obligation or agreement is enforceable against the LWDA. Any failure to comply with any such obligation or agreement shall be construed as a default or breach under this Agreement, and in such event the VCCS shall have all the rights and remedies herein described, notwithstanding that the LWDA may not be a party to this Agreement. 3. Interpretation of Legal Obligation Pursuant to the agreement between the U.S. Secretary of Labor and the Governor of Virginia, the VCCS reserves the right to interpret the requirements of the WIOA and all implementing regulations consistent with the terms thereof that by this Agreement are applicable to the LWDA. Such interpretations shall be specifically identified as "WIOA Policies and Procedures" and are accessible through the Elevate Virginia website at elevatevirginia.org. The parties shall apply and abide by the WIOA and the policy interpretations issued by the VCCS, as well as all such federal interpretations issued during the term of this Agreement. The VCCS may review these or any subsequent WIOA interpretation at its own discretion or upon the request of any interested parry. Page P172 4. Performance Accountability Measures The LWDA level of performance based on the State adjusted levels of performance shall be negotiated and agreed to by the LWDB, the CLEO, and the Governor of Virginia, as described in Section 116(c) of the WIOA. 5. Internal Organization The VCCS recognizes the right of the LWDA to make provision among and between the CEOs, the LWDB, and LWDAGR, or fiscal agent, for the division of duties and avoidance of conflict of interest in performing tasks requisite for the proper performance of this Agreement, subject to the provisions of the WIOA and attendant federal and state regulations. The LWDAGR agrees that it shall not, by act of commission or omission, do or fail to do any act that would hinder, frustrate, or delay the performance of this Agreement or any act or duty required hereby. 6. Nonassignability This Agreement shall not be assignable, in whole or part, by the LWDAGR without the prior written consent of the VCCS; provided, however, that contractors providing intensive services for adults or dislocated workers in accordance with Section 134(d)(3)(B)(ii) of the WIOA, providers of training services in accordance with Section 134(d)(4)(G)(ii) of the WIOA, and contractors providing youth activities under Section 123 of the WIOA may be engaged by the LWDB to provide such services or activities to eligible WIOA participants. In the exercise of the discretion afforded by this provision, the LWDA shall ensure that all purchases comply with federal and state procurement laws and requirements as may be applicable. Whenever the word "contractor" appears in the succeeding provisions of this Agreement, it shall mean such contractors as are permitted by the terms of this Paragraph 6. Any such contract shall be conditioned to secure the benefits of the succeeding provisions to the LWDA and the VCCS. 7. Audit The LWDAGR shall procure an annual, organization -wide financial and compliance audit in accordance with the requirements of the Single Audit Act of 1984 and Office of Management and Budget (hereinafter referred to as OMB) 2 CFR Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Award- Subpart F- Audit Requirements. All funds covered by this Agreement and received by the LWDAGR on behalf of the LWDA shall be included in the scope of the LWDAGR's Single Audit. Accordingly, all funds received must be reflected in the LWDAGR's audit report whether or not the LWDAGR has appointed a fiscal agent to manage funds received on behalf of the LWDA. The scope of the audit need not include activities of state -level partner agencies subject to audit by the Virginia Auditor of Public Accounts (hereinafter referred to as Virginia APA). The LWDAGR Page P173 shall ensure that the audit report is accessible electronically or submitted to the VCCS upon its completion. The LWDAGR shall, immediately and in writing, notify the VCCS of possible acts of fraud, abuse, or illegal acts discovered during the performance of the audit. The VCCS reserves the right to audit, or to require the audit of any or all of the activities and transactions of the LWDA, as the need is determined. The costs of additional audits shall be borne by the VCCS, provided the LWDAGR has been audited in accordance with Paragraph A, above. 8. Compliance Monitoring In conformance with Section 184 (a)(4) of the WIOA and OMB 2 CFR Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards Subpart D- Post Federal Award Requirements Standards for Financial Management, the VCCS shall undertake onsite monitoring of the LWDA no less than once annually to assess compliance with Federal statutes, regulations, and the terms and conditions of funds received under this Agreement. The VCCS shall issue a report to the LWDAGR and LWDA within thirty (30) days following the monitoring visit that outlines any findings, concerns and any necessary corrective actions. The LWDAGR and LWDA shall provide the VCCS a written response within 30 days, accompanied by appropriate supporting documentation, which addresses the disposition of all questioned costs and costs recommended for disallowance, related to funds covered by this Agreement. The LWDAGR and LWDA shall provide an explanation of any corrective actions taken or a plan for future corrective action to address findings resulting from the monitoring. Documentation to verify that corrective action has been taken or a timetable for the completion of the corrective action shall be included with the explanation. The VCCS shall determine the adequacy of the action taken to resolve the findings. The VCCS may request additional action on any finding considered not fully resolved, and the LWDAGR and LWDA shall submit the necessary documentation to fully resolve the finding. A determination will be issued based on an evaluation of the corrective action plan. The determination will: List any costs which have been determined unallowable; and ii. As necessary, establish a liability for any disallowed costs and designate a date by which repayment must be made. The VCCS reserves the right to undertake monitoring through additional means to ensure compliance with Federal statutes, regulations, and terms and conditions of funds received under this Agreement. Page P174 9. Disallowed Cost The LWDAGR shall give the VCCS timely written notification of the possibility of disallowed costs incurred in its administration of this Agreement or by its one-stop operators or contractors. In appropriate cases, the VCCS shall petition the U.S. Secretary of Labor to: i. Forgive those costs, if possible; if not, ii. Accept repayment of those costs in other than cash reimbursement. Neither the VCCS nor the LWDAGR, however, shall construe anything in this provision to limit or preclude the pursuit of remedies, either legal or administrative. In the event that repayment is required, the LWDA shall use prompt and efficient debt collection procedures to obtain cash repayment of disallowed costs. The LWDAGR shall not forego debt collection procedures without the express written approval of the VCCS. Any required repayment shall not be by or from federal funds and/or state funds. 10. Cost Liability Neither the Governor of Virginia nor the VCCS assumes liability by virtue of this Agreement for any costs incurred above the amounts provided pursuant to this Agreement or for costs incurred by the LWDA or its one-stop operators or contractors that are determined to be unallowable. Any such costs shall be at the sole risk of the LWDA or its contractors. The foregoing provisions of this Paragraph are not intended to preclude and shall not be deemed to preclude the LWDA or its contractors from asserting any defense that may be asserted hereafter. 11. Notification of Claims The LWDAGR shall give the VCCS prompt written notice of any claim, action or suit, of which it becomes aware, filed against the LWDA or any of its contractors concerning or affecting the performance of this Agreement or any contract made here under. 12. Record Retention and Right of Access The LWDAGR, LWDA and its contractors shall retain records pertaining to WIOA activities and expenditures for a period of three years from the date of submission of the final expenditure report by the LWDA to the VCCS in accordance with OMB 2 CFR Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Award- Subpart D- Post Federal Award Requirements. The VCCS, the U.S. Secretary of Labor, the Comptroller General of the United States, or any of their representatives, which include the Virginia APA and the Department of 8 Page P175 the State Internal Auditor, shall have access to work and training sites and to any books, documents, papers, and records (including computer records) of the LWDA and its contractors that are directly pertinent to this Agreement, in order to conduct audits and examinations and to make excerpts, transcripts, and photocopies. This right also includes timely and reasonable access to the LWDA and its contractor's personnel for the purpose of interviews and discussions related to such documents. The right of access is not limited to the required retention period but shall last as long as the records are retained. 13. Modification No waiver or modification of the terms of this Agreement, including, without limitation, this provision, shall be valid unless in writing and duly executed by the parties to be bound thereby. 14. Sanctions The VCCS reserves the right to apply any lesser sanction not proscribed by law or seek any lawful remedy available to it as it may deem requisite to obtain proper performance under this Agreement, to carry out the requirements of the WIOA and federal and state regulations made pursuant thereto, and to maintain the integrity of programs funded through this Agreement. Unless an emergency exists, the VCCS shall not act to impose a sanction except upon reasonable notice and after the LWDAGR has opportunity for review in accordance with procedures mandated by the WIOA. A sanction imposed in an emergency shall be subject to subsequent review. 15. Intangible Property Intangible property acquired under a federal award must comply with 2 CFR Chapter II, Part 200.315 of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Award- Subpart D- Post Federal Award Requirements and 2 CFR Part 2900.13 USDOL Exceptions to Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. 16. Intellectual Property The Federal government reserves a paid-up, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use for Federal purposes: 1) the copyright in all products developed under the grant, including a grant or subcontract under the grant or subgrant and 2) any rights of copyright to which the grantee, subgrantee or a contractor purchases ownership under an award (including but not limited to curricula, training models, technical assistance products, and any related materials)); Such uses include, but are not limited to, the right to modify and distribute such products worldwide by any means, electronically or otherwise. The Page P176 grantee may not use federal funds to pay any royalty or license fee for use of a copyrighted work, or the cost of acquiring by purchase a copyright in a work, where the Department has a license or rights of free use in such work. If revenues are generated through selling products developed with grant funds, including intellectual property, these revenues are program income. Program income is added to the grant and must be expended for allowable grant activities. If applicable, the following needs to be on all products developed in whole or in part with grant funds: "This workforce product was funded by a grant awarded by the U.S. Department of Labor's Employment and Training Administration. The product was created by the grantee and does not necessarily reflect the official position of the U.S. Department of Labor. The Department of Labor makes no guarantees, warranties, or assurances of any kind, express or implied, with respect to such information, including any information on linked sites and including, but not limited to, accuracy of the information or its completeness, timeliness, usefulness, adequacy, continued availability, or ownership. This product is copyrighted by the institution that created it. Internal use by an organization and/or personal use by an individual for non-commercial purposes is permissible. All other uses require the prior authorization of the copyright owner." 17. Inventions The LWDA may retain the entire right, title, and interest to each invention subject to 35 U.S.C. § 203 that was created or developed under this Agreement with funds from this Agreement. With respect to any invention in which the LWDA retains title, the VCCS shall have a nonexclusive, nontransferable, irrevocable, paid-up license to practice or have practiced the subject invention. 18. Data Ownership The VCCS and the USDOL shall have unlimited rights to any data first produced or delivered under this Agreement. 19. Public Announcements When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with WIOA Title I funds, the LWDA and all its service providers receiving funds pursuant to this Agreement shall clearly identify: A. The percentage of the total costs of the program or project that will be financed with WIOA Title I funds, B. The dollar amount of WIOA Title I funds for the project or activity; and, 10 Page P177 C. The percentage and dollar amount of the total cost of the project or activity that will be financed by non -Federal sources. 20. Force Majeure Neither party shall be liable nor deemed to be in default for any delay or failure in performance under this Agreement or other interruption of service deemed resulting, directly or indirectly, from acts of God, war, government regulation, disaster, civil unrest, fires, explosions, earthquakes, floods, or any other cause beyond its reasonable control. SECTION IV - ASSURANCES AND CERTIFICATIONS The LWDAGR shall abide by and shall ensure that all activities conducted pursuant to this Agreement comply with the following applicable federal, state, and local laws, regulations, and directives: A. Section 89 of the Internal Revenue Code. B. WIOA and attendant regulations. The LWDAGR further certifies that it has no commitments or obligations that are inconsistent with compliance with these and any other pertinent federal regulations and policies, and that any other agency, organization, or party which participates in the implementation of the programs funded pursuant to this Agreement shall have no such commitments or obligations. C. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), all requirements imposed by the applicable USDOL regulations (29 CFR Part 32) and all guidelines and interpretations issued pursuant thereto. D. Titles VI, VII, and IX of the Civil Rights Act of 1964 (P.L. 88-352) and the regulations issued pursuant thereto. The LWDAGR shall not unlawfully discriminate against any employee or applicant for employment because of race, religion, color, sex, age, or national origin unless it is a bona fide occupational qualification reasonably necessary to the normal operation of the LWDA. The LWDAGR agrees to put in conspicuous places, available to employees and applicants for employment, notice setting forth the provisions of this nondiscrimination clause. E. Prohibitions on discrimination under Sec.188 of the WIOA. Virginia Public Procurement Act, §§ 2.2-4300 et seq. of the Code of Virginia. 11 Page P178 G. Virginia Freedom of Information Act, §§ 2.2-3700 et seq. of the Code of Virginia, except as otherwise required by federal or state law, consistent with federal confidentiality requirements and with the Government Data Collection and Dissemination Practices Act, §§ 2.2-3800 et seq. of the Code of Virginia. H. Occupational Safety and Health Standards for General Industry (29 CFR Part 1910) inclusive of the "Virginia Preface to OSHA Standards Book for General Industry". Relevant procedures, guidelines, and directives created by the Virginia Board of Workforce Development as provided in §§ 2.2-2472 et seq. of the Code of Virginia. Virginia Child Labor Laws, §§ 40.1-78 et seq. of the Code of Virginia. K. Virginia Workers' Compensation Act, §§ 65.2 et seq. of the Code of Virginia. L. The provisions of the following Acts, applicable regulations made pursuant to said Acts, and other listed directives are hereby incorporated by reference. All changes to said Acts, regulations, and directives are automatically incorporated into this Agreement. Title I of the WIOA (P.L. 113-128); WIOA 20 CFR Parts 601, 651, 652 et al. Workforce Innovation and Opportunity Act; Notice of Proposed Rulemaking; Proposed Rules including subsequent revisions or amendments; iii. Duly authorized waivers approved by the USDOL; iv. Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-332); V. OMB 2 CFR Chapter I, Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Final Rule dated December 26, 2013;; vi. OMB 2 CFR Part 2900 USDOL Exceptions to Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards dated December 19, 2014; vii. USDOL administrative regulations, at 41 CFR Part 29-70 (property management -private), 29 CFR Part 93-94 (lobbying restrictions and 12 Page P179 drug-free workplace), and 29 C.F. R. Part 96-98 (audits, uniform administrative requirements and debarment and suspension); viii. Nothing in the WIOA (including the amendments made by this Act) shall be construed to supersede the privacy protections afforded parents and students under section 444 of the General Education Provisions Act (20 U.S.C. 1232g); ix. Executive Order 13333- Human Trafficking (22 U.S.C. §7104 (g)) requires termination without penalty, if a subgrantee, contractor, or subcontractor engages in human trafficking; X. Executive Order 13513- Prohibition Against Text Messaging While Driving by Government Contractors, Subcontractors and Recipients Subrecipients; xi. Buy American Notice Requirements None of the funds made available under Title I of the WIOA may be expended by an entity unless the entity agrees that in expending the funds the entity will comply with (41 U.S.C. 8301-8303); xii. Federal Funding Accountability and Transparency Act of 2006 or Transparency Act—Public Law 109-282, as amended by section 6202(a) of Public Law 110-252 (31 U.S.C. 6101); xiii. Equal Employment Opportunity Directives; xiv. Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) that provide for fair and equitable treatment of persons displaced or whose property is acquired for project purposes of Federal or federally assisted programs, regardless of Federal participation in purchases; xv. Title IX of the Education Amendments of 1972 (P.L. 92-318), as amended, which prohibits discrimination on the basis of sex; xvi. The Age Discrimination Act of 1975, as amended; xvii. The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; and xviii. The Americans with Disabilities Act of 1990 (P. L. 101-336). 13 Page P180 The LWDAGR also understands and agrees to immediately desist from and correct any violations noted. 2. Governing Law, Jurisdiction, and Venue Commonwealth of Virginia Law shall govern, except where federal law is applicable. Jurisdiction shall be in the courts of the Commonwealth of Virginia, and venue shall be the Circuit Court of the City of Richmond. 3. Certifications A. The following certifications are incorporated by reference and are a part of this Agreement: i. Certification Regarding Lobbying (29 CFR § 93); ii. Drug-free Workplace Requirements Certification (29 CFR § 98); and; iii. Nondiscrimination and Equal Opportunity Assurance (29 CFR § 37); iv. Certification Regarding Debarment, Suspension, and Other Responsibility Matters (29 CFR § 98); B. The LWDAGR and LWDA shall incorporate these certifications into any contracts developed to implement programs pursuant to this Agreement. 14 Page P181 In witness whereof, the parties have caused this Agreement to be executed by their duly authorized representatives: Virginia Community College System LM Title: Dr. Craig Herndon Vice Chancellor Workforce Development Services Pittsylvania County, Virginia (LWDAGR) M Title: APPROVED AS TO FORM J. VADEN HUNT, ESO. ATTORNEY, PITTSYLVANIA COUNTY 15 Page P182 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Discussion of Proposed Electric Rates by Danville 06-06-2016 Utilities for Citizens in Pittsylvania County SUBJECT/PROPOSAL/REOUEST: Request for Discussion by the Honorable Tim Barber STAFF CONTACT(S): Mr. Monday ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: 60 ITEM NUMBER: 19 INFORMATION: INFORMATION: DISCUSSION: The Honorable Tim R. Barber has requested a discussion of the proposed electric rates by Danville Utilities and how this will affect citizens in Pittsylvania County. RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration. P183 APPOINTMENTS Pl 84 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Upcoming Tenn Appointments SUBJECT/PROPOSAL/REQUEST: Upcoming Term Appointments STAFF CONTACT(S): Mr. Monday DISCUSSION: The following terms will expire June 30, 2016: AGENDA DATE: 06-06-2016 ACTION: CONSENT AGENDA: ACTION: ITEM NUMBER: 20 INFORMATION: Yes INFORMATION: ATTACHMENTS: 1) Listing of Term Expirations June — July 2016 2) Letter from Director of Code Compliance/Zoning Administrator on Planning Commission Appointment REVIEWED BY: (a) Danville Community College Board of Trustees: Lillian T. "Portia" Fitzgerald currently serves as one the Pittsylvania County representatives on this Board. This is a 4 -year term and Ms. Fitzgerald is eligible for re -appointment. The new term would begin July 1, 2016 and end June 30, 2020. (b) Danville-Pittsylvania Community Services Board: 1. Marie S. Young is currently serving her 1"term as the Callands/Gretna representative on the Danville- Pittsylvania Community Services Board and the term will expire on June 30, 2016. This is a 3 -year term and Ms. Young is eligible for re -appointment. 2. Jessie L. Barksdale is currently serving his 2"d term as the Board of Supervisors representative on the Danville- Pittsylvania Community Services Board and the term will expire on June 30, 2016. This is a 3 -year term and Mr. Barksdale is eligible for re -appointment. (c) Pittsylvania County Public Library Board of Trustees: 1. Debra Dockery currently serves as one the Westover District representative on this Board. This is a 4 - year term and Ms. Dockery is eligible for re -appointment. The new term would begin July 1, 2016 and end June 30, 2020. 2. Debra Turner currently serves as one the Tunstall District representative on this Board. This is a 4 -year term and Ms. Turner is eligible for re -appointment. The new term would begin July 1, 2016 and end June 30, 2020. (d) Pittsylvania County Planning Commission: Janet Mease is currently serving as the Callands/Gretna District representative on this commission. This is a 4 -year term and Ms. Mease is eligible for re -appointment. The new term would begin August 1, 2016 and end July 31, 2020. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. If the Board chooses to make appointments at the June 6, 2016, separate motions would need to be made for each appointment. P185 p P186 V nq O 6 C O `° 6 C C G C o O W C O e" . C C C C C C C C F q Y e W �' O V O U O U MO. O U O U O U O U O V O U O V O U u V V �'y y Q Y G O d L c OF F W O d N L F. � d 0.i q rr N N y�n N y N W N N Y N N N L N i.. N yr. N Y.i N 4 N 4 N L N L N L N {r N i+ N N Y N ya. L N tV m ttl m ttl ed 0 td 0 N m R e0 c0 N t0 t0 td e0 c0 c0 e0 etl cd 0 e0 N � a > > > d � > M R 7 IT 7 V 7 7 7 et It 00 �0 0� 01 00 00 �o �0 n r n 00 �o �o t` t, t, DD 00 C� 01 a, LO O O O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N N N N N N N N N N N N N N N N N N N N N N u o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O Cl 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 it N i o sem. F ❑ o � N W N~ G N M H lV Pr y Rp L043 � 1 a`��°oNPL yNtiy oWwoma°N3 U N V] 0 ,Y�+ " c0 U i N i0 S y 7a R1 N A N A wA a ° A C7> ' a°'Awao. AQUrsSati°w@a ° P186 4 91 P187 T a d v >` � � n o w t �O m a OD W d h W � � d a t I Y L L H i 4 }V1i it i -i d >+ T T i. >' >. T T 01 O b� h h h h y N 0 0 0 0 N N N N N N N N d r9:6 O M O M W M r O N N o o � 0 o U 'y ea m � s ti a a > o Cd aQx�ati��w P187 PITTSYLVANIA COUNTY VIRGINIA 4S L 9 c� k� Department of Code Compliance Phone Numbers: , 7 o Inspections (434) 432-7755 P.O. Drawer D o Chatham, Virginia 24531 Zoning (434) 432-1771 CD y Fax (434) 432-7919 Odie H. Shelton, Jr., Director 'n\ Gretna/Hurt(434)656-6211 MEMORANDUM TO: Clarence Monday, County Administrator /!J/�/ FROM: Odie H. Shelton, Jr., Director of Code Compliance/Zoning Admini�b to SUBJECT: Appointment of Planning Commission Member DATE: May 23, 2016 Please place the appointment of a Planning Commission member on the Board of Supervisors agenda for the meeting of June 6, 2016. This member will represent the Callands-Gretna District. Janet Mease's term will expire on July 31, 2016. The new term will be from 2016 to 2020. Should you have any questions regarding this matter, please feel free to contact me at any time. OHS, Jr./khb C: Greg Sides, Assistant County Administrator Morris Stowe, Planning Commission Chairman P188 REPORTS FROM MEMBERS P189 REPORTS FROM LEGAL COUNSEL P190 REPORTS FROM COUNTY ADMINISTRATOR P191 PITTSYLVANIA COUNTY VIRGINIA Otis Hawker, Interim County Administrator P.O. Box 426 Chatham, Virginia 24531 e-mail: dsleeper@pittgov.org MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: June 2, 2016, Subject: Animal Control Activity Report Phone (434) 432-7710 Fax (434) 432-7714 Gtetna/Hurt (434) 656-6211 During the period of April 27,2016. through May 31,2016 , the Animal Control Officers responded to calls;368 and 97 follow up calls as per Pete Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 95 Dogs 60 Cats 34 Other 1 1- OPOSSUMS Animals on hand at month end 25 Animals dispatched 18 -due to injuries and 2dog bites Licenses checked 47 Court cases 15 Summons 10 Animals Adopted 7 5 dos and 2 Python snakes Animals returned to owners 8 Cats taken to the Humane Society 33 Animals Transferred 11 ---FCHS 11 ------- Injured animals picked up 0 Animals found in traps 31 Exposures: Human/Saliva 0 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 7 Cat Bites 0 Cruelty Checks 2 Well-being Checks 9 Cat/Dog Fights 0 Investigated killings by dogs/cats 0 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. 1 still born, P192 PITTSYLVANIA COUNTY VIRGINIA SYLVq N Otis Hawker, Interim r County Administrator o 0 Phone (434) 432-7710 Fax 434 432-7714 P.O. Box 426 Gretna/Hutt (434) 656-6211 CD Chatham, Virginia 24531 w y e-mail: dsleeper@pittgov.org 1767 To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: June 2, 2016 Subject: Conservators of the Peace Solid Waste Monitoring Report The Animal Control Officers whom have been appointed to the position of Conservators of the Peace monitoring solid waste sites in Pittsylvania County, as per Pete Boswell, Chief Animal Control Officer, for the period of April 27, 2016 through, May 31,2016 Description Number Remarks 6 hrs Total hours monitored 27 Vehicles entering sites 3 Vehicles checked 0 Summons' issued 0 Court Cases 0 Convictions If you have any questions concerning this, please do not hesitate to contact me. P193 PITTSYLVANIA COUNTY VIRGINIA Darrell W. Dalton, Director of Buildings & Properties Building & Grounds Department 51 N. Main St. P.O. Box 426 Chatham, Virginia 24531 E-mail: dartell.dalton@pittgov.org MEMORANDUM To: Otis S. Hawker, Assistant County Administrator Phone (434) 432-1768 Fax (434) 432-7714 Gretna/Hurt (434) 656-6211 Bachelors Hall/Whitmell (434) 797-955( From: Kaylyn Myers, Administrative Assistant III, County AdministrationqAo<_ Date: June 1. 2016 Subject: COMPLETED WORK ORDERS — MAY 2016 Attached please find a listing, by department, of completed work orders for the month of May. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number of man-hours. Presently, there are approximately 18 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. KM Attachment cc: Clarence Monday, County Administrator Darrell W. Dalton, Superintendent of Building & Grounds P194 BUILDING & GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF MAY 2016 IIILe7l"/[i 0 0 0 0 0 0 0 0 0 0 0 Fly, TAR III • P195 ANIMAL CONTROL 2 16 ARMORY A S C S / EXTENSION / USDA -FSA BOARD OF SUPERVISORS BUILDING & GROUNDS 4 4 BUILDING INSPECTIONS CAPTAIN MARTIN BLDG I I CENTRAL ACCOUTING CENTRALPURCHASING CIRCUIT COURT 4 43 CLERK OF COURT 1 2 CODE COMPLIANCE (PLANNING COMMISSSION & ZONING) 1 4 COMMISSIONER OF REVENUE 2 4 COMMONWEALTH ATTORNEY 3 4 COMPACT -OR SITE COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN. COUNTY ATTORNEY 2 2 COURTHOUSE U 968 ANNEX) COURTHOUSE (EDWIN R- SHIELDS) 1 2 CSA-CPMB DEPOT BUILDING 5 14 EMERGENCY 911 FACILITY 1 4 ENVIRONMENTAL HEALTH FINANCE 1 4 FIRE MARSHAL GENERAL DISTRICT COURT 2 2 GRANTS ADMINISTRATION HEALTH DEPARTMENT 4 6 HUMAN RESOURCES HUMAN SERVICES FACILITY INDUS TRIAL PARKS INFORMATION TECHNOLOGY JAIL 51 43 JUVENILE & DOMESTIC COURT 1 1 JUVENILE& DOMESTIC COURT SERVICES UNIT 2 2 LANDFILL LIBRARY 5 6 LITERACY MAGISTRATE MOSES BUILDING I I OLD DOMINION AG. COMPLEX PCED BUILDING PURCHASING REASSESSMENT 1 12 RECREATION: RAIL-TRAH- & WAYSIDE PARK RECREATIONAL REGISTRAR -VOTING PRECINCTS 3 2 SHERIFF SOCIAL SERVICES 4 5 TREASURER 2 3 VICTIM WITNESS OTHERS 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD BLAIRS SCHOOL DAN RIVER MIDDLE SCHOOL TOWER KENTUCK WALKING TRAIL TOTAL WORK ORDERS COMPLETED -MAY 2016 104 187 YEAR To DATE 07/012015 - 06/30/1016 855 1,315 P195 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES May 2016 TYPES OF PERMITS 93 BUILDING PERMIT FEES COLLECTED $6,478.40 93 LEVY COLLECTED $129.84 0 SUBDIVISION FEES COLLECTED $0.00 20 ZONING PERMIT FEES COLLECTED $100.00 0 REINSPECTION FEES COLLECTED $0.00 8 LAND DISTURBING FEES COLLECTED $80.00 214 TOTAL FEES COLLECTED $6,788.24 MONTHLY BUILDING VALUES 7 NEW DWELLINGS $1,242,400.00 5 MOBILE HOMES/OFFICE TRAILERS 143,902.00 0 DOUBLE -WIDE MOBILE HOMES 0.00 1 MODULAR 130,700.00 18 COMMERCIAL CONSTRUCTION 948,351.00 62 MISCELLANEOUS 790,062.00 93 TOTAL $3,255,415.00 NONTAXABLE: $1,013,080.00 $13,089,229.00 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE 249 NUMBER OF REJECTIONS OF WORK 52 NUMBER OF E & S INSPECTIONS 103 NUMBER OF MILES INSPECTORS TRAVELED 4,647 MONTHLY ZONING FEES 3 REZONING FEES COLLECTED $475.39 3 SPECIAL USE PERMIT FEES COLLECTED 549.53 1 VARIANCE & APPEAL FEES COLLECTED 174.19 0 APPEALS 0.00 7 TOTAL $1,199.11 Respectfully Submitted, Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P196 CLOSED SESSION P197 ADJOURNMENT P198