08-18-2020 Finance
BOARD OF SUPERVISORS
FINANCE COMMITTEE MEETING
Tuesday, August 18, 2020 – 2:30 PM
Gallery Room - Chatham Community Center
115 South Main Street,
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (2:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
Please remember that the Committee Meeting is designed for internal Committee and
County Staff communication, discussion, and work. It is not a question and answer
session with the audience. Accordingly, during the Committee Meeting, no questions or
comments from the audience will be entertained. Respectfully, any outbursts or
disorderly conduct from the audience will not be tolerated and may result in the offending
person’s removal from the Committee Meeting. As a reminder, all County citizens, and
other appropriate parties as designated by the Board’s Bylaws, are permitted to make
comments under the Hearing of the Citizens’ Section of tonight’s Business Meeting.
5. NEW BUSINESS
a. Roll Off Truck IFB Rejection Approval
b. National Auto Fleet Group Roll Off Truck IFB Award
c. CRF Application Review/Approval – School Appropriations
d. CRF Application Review/Approval – DCC Scholarship
e. CRF Application Review/Approval – BOS / School Board / Volunteer Commission
Meeting Room
f. CRF Application Review/Approval – Elections Center
g. CRF Application Review/Approval – Facility Upgrades: Toilets, Soap Dispensers,
and Faucets
h. CRF Application Review/Approval – EMS Station Construction
Finance Committee – August 18, 2020
i. CRF Application Review/Approval – Ambulances
j. CRF Application Review/Approval – Project 25 Communication System
k. Revised Local Emergency Declaration Approval
l. Vehicle Use Agreement
m. Cascade EMS Request
n. Redistribution of Funds
o. Staff Reports
6. MATTERS FROM COMMITTEE MEMBERS
7. ADJOURNMENT
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Roll Off Truck IFB Rejection Approval
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.a
Attachment(s): Copy of bid sheet
IFB 20-07-02 Roll off Truck 2021
Reviewed By:
SUMMARY:
The County’s Solid Waste Department needs to purchase a roll off truck. Accordingly, the
County issued the attached IFB for said truck and received the attached bids; however, the
County learned that the earliest the truck can be delivered is 135 days. Therefore, as authorized
by Virginia Code § 2.2-4319, because the County needs immediate delivery of the truck and
does not want to continue to utilize the aged truck for nearly five (5) months due to mounting
maintenance costs and issues, County Staff recommends/requests the Board to reject all bids.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
As authorized by Virginia Code § 2.2-4319, County Staff recommends the Board reject all bids
for the truck.
MOTION:
“As authorized by Virginia Code § 2.2-4319, I make a Motion to reject all bids for the truck.”
4.a
Packet Pg. 9
VENDOR Type Truck Warranty cost of Truck Total
Worldwide Equipment 2020 Mack $2,762.00 $152,501.00 $155,263.00
Worldwide Equipment 2021 Kenworth $165,651.00 $165,651.00
VA Truck Body and Equipment Freightliner 114SD $163,567.20 $163,567.20
Nacarato Truck Center Volvo $167,966.00 $167,966.00
Excel Truck Group Freightliner 114SD $156,217.00 $156,217.00
4.a.a
Packet Pg. 10 Attachment: Copy of bid sheet (2147 : Roll Off Truck IFB Rejection Approval)
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
INVITATION TO BID
ROLL OFF TRUCK – COMPLETE UNIT
IFB # 20-07-02
July 2, 2020
CONTACTS: CONNIE GIBSON, PURCHASING MANAGER
(434) 432-7744
4.a.b
Packet Pg. 11 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 2
Pittsylvania County Board of Supervisors
Roll Off Truck - Complete Unit
General Bid Instructions
I. The County reserves the right to accept or reject any or all bids. The County
reserves the right to award to other than the lowest bidder, if deemed in the best
interest of the County. The County reserves the right to waive any irregularity,
which is not of a substantial valve to the County.
II. All bids shall be valid for at least sixty (60) days from the bid date.
III. All bids shall be sealed and marked on the outside of the envelope:
IFB 20-07-02– Roll-Off Truck Unit
IV. Sealed Bids Will Be Received Until 10:00 A.M., July 30, and then publicly opened,
for furnishing the following described equipment, materials, and/or services, for
delivery and/or performance. Public opening will be in the conference room located
at 1 Center Street, Chatham, VA 24531. Bids received after the deadline will be
disqualified.
V. All bids mailed should be addressed to:
Connie Gibson, Purchasing Manager
Pittsylvania County
Finance Department
1 Center Street – P.O. Box 426
Chatham, VA 24531
VI. Questions concerning the specifications should be submitted in writing no later
than 10:00 A.M., July 13, 2020. Questions may be mailed to
Connie.gibson@pittgov.org. Questions and responses will be posted on our
website, www.pittsylvaniacountyva.gov by 4:00 P.M. July 14, 2020. If you
prefer the questions and responses by email, contact Connie Gibson at the above
email address.
VII. The bid opening will take place in the Conference Room, 1 Center Street,
Chatham, Virginia at 10:00 a.m., June 30, 2020. All bidders are invited to attend.
Any late bids will be returned unopened.
VIII. Pending approval, Notice of Award will be posted on our website after the August
17, 2020 Board of Supervisors meeting.
Note: The County of Pittsylvania, Virginia does not discriminate against faith-based
organizations in accordance with the Code of Virginia, §§ 2.2-4343.1, 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.
4.a.b
Packet Pg. 12 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 3
INVITATION FOR BID TITLE PAGE
INVITATION NUMBER:__20200623 DATE ISSUED: July 2, 2020
TITLE: Roll- Off Truck- Complete Unit
In Compliance with this Invitation for Bid, the named party hereby submits a bid in response to
Pittsylvania County to furnish services described in this IFB. The entire bid, and any
supplemental materials required to be provided by the offeror pursuant to the terms and
conditions of the IFB, constitute the entire bid
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not
colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put
in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought
by agreement or collusion or communication or conference, with any person to fix the bid price
or affiant or any bidder, or to fix any overhead, profit or cost element of said bid price, or of that
of any other bidder, or to secure any advantage against Pittsylvania County or any person
interested in the proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of
this IFB, including all attachments and addenda, and agrees to be bound by those provisions,
terms and conditions. Further, the party certifies that all information submitted in response to this
IFB is correct and true. The person signing this form shall be an authorized signatory officer of
the corporation or an individual authorized by the By-Laws of the Corporation that has been
given authoritative responsibility to bind the firm in a contract.
Name and Address of Firm:
___________________________________________ Date: ________________________________
___________________________________________ By: _________________________________
(Signature in Ink by Officer of the Corporation)
___________________________________________ Name: _________________________________
(Please Print)
_________________________Zip Code___________ Title: _________________________________
Phone: (____) _______________________________ Fax: (_____) ____________________________
E-mail: _____________________________________ State of Incorporation: ___________________
State Corporation Commission #: __________
Receipt of the following Addenda are acknowledged: Attach a copy of your company’s SCC
Certificate and a list of officers
Addendum No. ____________, dated____________
(Please note all addenda’s)
(Return this Form)
4.a.b
Packet Pg. 13 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 4
BID SPECIFICATIONS FOR ROLL OFF TRUCK
It shall be the intent of these specifications to describe the minimum requirements of a
complete new Roll-Off Truck (including chassis, hoist frame and cover system). If
vendor wishes to propose several options please submit a separate bid specifications and
pricing for each. Any omission from the specifications shall not relieve bidders from the
responsibility of furnishing an operational system complete and ready to operate. All
equipment bid shall be manufacturer’s latest models and design proven in use by
municipalities.
The Bidder shall represent by his bid that all equipment to be furnished under this bid is
new and unused.
It is required that the unit, as specified herein, shall be completely assembled and that all
equipment, including standard and optional equipment, be installed and the unit made
ready for continuous operation.
Bid prices shall include delivery to:
Pittsylvania County Landfill
382 Rainbow Lane
Dry Fork, VA 24549
The following bid specifications are the minimum acceptable specifications, based on
economy and usability.
EACH BIDDER IS REQUIRED TO FILL IN EVERY BLANK. FAILURE TO DO SO
CAN BE USED AS BASIS FOR REJECTION OF BID.
SPECIFICATIONS AND STANDARDS
When factory printed literature, submitted to support the bid does not indicate
compliance with the specifications and your company can meet these specifications by
modifications, you must so state in writing that you can meet the specifications and the
necessary modifications be listed. Such writing must be submitted at bid opening time as
a part of your bid. Bidders must state make and model number of the unit they are
offering. Bids submitted shall be on the latest current model of equipment meeting
specifications.
4.a.b
Packet Pg. 14 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 5
TRUCK CHASSIS
ITEM VARIATION (Check indicates compliance)
Truck Make, Model and Year: _____________________________________________
Cab HSS Day Cab w/b-pillar ____________
depression or an approved equal
Cab Suspension Air Ride ____________
Hood Tilt Construction hood with integral
fenders, splash and spray control
system with fender liners, in-cab ____________
Engine Diesel, 400 hp or greater,
1,600 lb-ft of torque ____________
Engine Electronics Vectro II (or an approved equal) ____________
Engine Protection engine protection shutdown
over-temperature warning system and
low oil pressure ____________
Air Cleaner 16” single stage air cleaner, dry type
with side air intake ____________
Air Intake hood mounted air intake grille ____________
Radiator 1220 sq. in or more, 2 row core ____________
Radiator Coolant Long life antifreeze –20 F and coolant ____________
(red with additive included)
Coolant Hoses silicone radiator and heater hoses ____________
Fan Clutch Kysor (or an approved equal) on/off
fan clutch ____________
Starting Motor Delco Remy (or an approved equal)
12V 39MT starter ____________
Alternator Delco Remy (or an approved equal)
12 volt, 160 amp, 39 si ____________
Batteries Three (3) maintenance free 12 volt ____________
4.a.b
Packet Pg. 15 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
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Exhaust System horizontal muffler with vertical pipe ____________
preferred.
Exhaust Stacks 10’0” aluminized steel single stack ____________
Exhaust Features turned out exhaust extension ____________
Exhaust Piping Aluminized steel lower exhaust piping ____________
Exhaust Shields Aluminum exhaust shield ____________
Fuel Filter-Primary Davco Fuel Pro 382 (or an approved equal) ____________
Fuel Filter –Secondary spin on secondary fuel filter ____________
Water Conditioner spin on water filter/conditioner ____________
Air Compressor 26.5 cfm compressor ____________
Engine Brake Jake brake required, 3 stage (or an
approved equal) ____________
Oil Check & Fill oil check & fill, required ____________
Engine Lubricant petroleum based engine lubricant ____________
Block Coolant Heater required ____________
Transmission AutomaticAllisonTransmission ____________
NoSubstitute
Drive Line Calculated to torque requirements ____________
Transmission Lubricant Synthetic transmission lubricant ____________
Cooler Water to oil transmission cooler ____________
Front Axle Arvin Meritor (or an approved equal)
FL 941, 20,000 lbs. with power steering ____________
Front Brakes Front-16.5 x 6 CAM type ____________
Arvin Meritor (or an approved equal) ____________
Slack Adjusters Automatic, front & rear required ____________
4.a.b
Packet Pg. 16 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 7
Power Steering Heavy duty integral power
steering gear ____________
Right hand RAM assist ____________
Front Suspension Multileaf front suspension, 20,000 lbs. ____________
Turning radius, wall to wall, 94.8’ ____________
Rear Axle 44,000 lb. capacity
with magnetic drain plug ____________
Rear Drive Axle Ratio road speed for 72 mph ____________
Anti-Spin Devices full locking differential ____________
and power divider.
Rear Suspension 44,000 lbs., T-ride suspension
preferred, however, the County will accept
44,000 lbs., Hendrickson ____________
Rear Brakes Rear-16.5 x 7 CAM Brake Group - Four
(4) park brake chambers on tandem axles ____________
Front & Rear Axle Synthetic front axle lubricant ____________
Lubricant
Brake Control System Meritor Wabco (or an approved equal)
4 channel ABS ____________
Cab to Axle 183” CT ____________
Frame Rails 11.81” x 4.13” x .44” straight steel rails,
double frame rails required ____________
Crossmember Material Steel intermediate and forward rear
suspension crossmember material ____________
Overhang 55” ____________
Rear Frame Treatment Straight cut-off rear crossmember ____________
Air Dryer Meritor Wabco system saver, 1200 dryer ____________
Air Tank, Brake System Steel air tanks ____________
4.a.b
Packet Pg. 17 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 8
Drain Valve Manual pull cord on all air tanks ____________
Fuel Tank Single, 70 gallon, left hand, 22” diameter,
Aluminum ____________
Fuel Tank Straps painted, steel ____________
Fuel Lines Nylon ____________
Fuel Tank Cap Non-locking ____________
Backup Alarm Electric - required ____________
Battery Box Right hand side behind front fender ____________
Junction Box Body builder junction box, back of cab ____________
Battery Box Cover Bright diamond plate ____________
Front Bumper Three (3) pieces, steel construction ____________
Bumper mounted standard position. ____________
Front Fender Extension Required ____________
Towing Device Two (2) front towing devices and
two (2) rear tow hooks, frame mounted ____________
Wipers Intermittent, electric, wiper blades ____________
Front Grille Black molded front grille, bug screen
behind grille ____________
Mirrors Convex wide angle mirror, both sides ____________
Down view mirror over passenger door ____________
Heated exterior mirrors both sides ____________
Cab Interior Color Trim Gray or approved alternate ____________
Driver’s Seat Bostrom 915E Talladega (or an approved
equal) economy air suspension high back
seat with adjustable headrest and double
arm rest ____________
4.a.b
Packet Pg. 18 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 9
Passenger’s Seat Standard bucket, heavy duty vinyl ____________
Seat Upholstery Vinyl ____________
Air Conditioning Integral air conditioner with heater,
manual controls ____________
Instrument Panel molded, black ____________
Center Control Console Mounting plate only for body controls ____________
Electrical Center Outlet Electrical prep kit for body builder ____________
Gauge Package Driveline 6x4 Gauge Package , minimum, ____________
air, speedometer, tachometer, fuel,
voltage, oil pressure, water temp
and transmission temp gauges)
Cruise Control Required ____________
Information Center In dash, driver message center ____________
Air Restriction Indicator Graduated air restriction indicator on
filter with graphic symbol in driver
message center ____________
Speedometer mph speedometer graduation ____________
Circuit Protection Semi-auto reset type II breakers ____________
Marker Lights 5 amber ____________
Headlamps Halogen headlamps with daytime
running lights ____________
Stop & Tail Lights Dual with integral backup lights ____________
Turn Signal Switch Self canceling turn signal switch ____________
Instep Lamp Instep lamp on door ____________
Radio Factory installed, standard AM/FM Radio
& CD Player ____________
Steering Tilt and telescopic steering column
4.a.b
Packet Pg. 19 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 10
18” steering wheel ____________
Door Locks Manual ____________
Fire Extinguisher 5 lb. ABC, dry type, rechargeable, mounted ____________
Safety Equipment Triangle reflector kit ____________
Undercoating Cab, required ____________
Wheels/Rim Package Front - hub piloted disc wheels ____________
Brake Drum - Front Cast iron front brake drum, outboard
mounted ____________
Tire Package – Michelin XZUS 2 315/80/R22.5 Steer Tires.
Drive Tires can be Michelin X MULTI 11R22.5 _____________
Wheel/Rim Package Drive – hub piloted disc wheels ____________
Brake Drum – Drive Cast iron drive brake drum, outboard
mounted ____________
Tire Package – Drive 11R22.5G Michelin XDE M/S (or an
approved equal) ____________
Cab Paint Color White ____________
Chassis Paint Color Black ____________
Parts & Service Manual Required for truck chassis as equipped ____________
Front Axle Set-forward steer axle and should be ____________
a 20,000 pound axle
DEF tank size 13 gallon ____________
4.a.b
Packet Pg. 20 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 11
Warranty Package: As provided by each component
(List by years, miles and or hours of use)
1. Complete truck bumper to bumper ____________
(________________________)
2. Engine & Drive Train ____________
(________________________)
3. Cab ____________
(________________________)
4. Frame & Suspension ____________
(________________________)
5. Extended Warranty: 5 Years/500,000
miles on the engine transmission and
drive train. ____________
Location of factory approved dealer, where warranty and recall work would be
performed _______________________________________________________________
4.a.b
Packet Pg. 21 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 12
ROLL OFF HOIST FRAME
OUTSIDE RAIL & COVER SYSTEM
SPECIFICATIONS
Minimum Standards:
ITEM VARIATION (Check indicates compliance)
Frame Galbreath Model U5-OR-174 or an approved
equal *(Dempster hoist system not acceptable
as is not compatible with existing equipment).
60,000 lb. rated (1500 Grade C Tubing) 183”
cab to axle. ____________
Contoured, fitted plastic full fenders with
supporting brackets ____________
Rear hold downs – ¾” plate steel (located for
standard containers) ____________
Hinge Shaft – 2.5” solid steel ____________
Structure Sub frame to house all hydraulic lines (A500
Grade C Tubing) 4” O.D. outside rollers ____________
Paint Black enamel finish ____________
Rear Bumper Two (2) bumpers are required. An extra heavy
duty one piece bumper with recessed lights and two work
lights hoist to include an automatic fold up
ICC bumper ____________
Front stops – 1 ½” steel plate ____________
Manuals Parts and service manuals required. Complete
set delivered with unit . ____________
Hydraulic System Pump: Gear type 35 G.P.M. at 1500 RPM ____________
Air controlled hot shift, with clutch pack,
direct mount, to pump ____________
PTO over-speed to be controlled by engine
electronics to include clutch pack PTO ____________
4.a.b
Packet Pg. 22 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 13
Hydraulic System Must control engine r.p.m. with
transmission engaged ____________
Operating pressure 1850 psi ____________
Double acting lift cylinders with 2 ½” shafts ____________
Double acting independent working winch
cylinders ____________
50 Gal. capacity oil reservoir with shut off valve ____________
Outside and inside air operating controls ____________
Control Valve – 2 spool, 45 gallon capacity ____________
Screen fill filter ____________
Cable System Wire – EXIWRC 6 x 37 (7/8” cable) 39 ton
capacity ____________
Sheaves – Front, 10” O.D. with bronze bearings
or fiber bearings ____________
Anchor – 4 cable clamps ____________
End – Swivel, swag or swayed for dog house
style container hook ____________
Open To Box K Pac Iron man series tarp system
Cover System or an approved equal
(for 30 and 40 cubic yard containers) or ____________
Pioneer Rack-N-Pinion Tarping System
The roll off hoist frame and cover system
must be mounted on truck chassis and ready
for use when delivered to Landfill. ____________
Other Features Factory installed grease fittings on all working
points unless equipped with non-greasable fiber
bearings. ____________
Automatic spring loaded container locking system ____________
Hoist prop for servicing (Required) ____________
Tool Box Aluminum, 18” deep, 18” wide, 4’ long ____________
4.a.b
Packet Pg. 23 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 14
Warranty Package: As provided
(List by years, miles and or hours of use)
1. Complete hoist ____________
(________________________)
Location of factory authorized dealer where warranty and recall work will be
performed _______________________________________________________________
4.a.b
Packet Pg. 24 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 15
ROLL OFF TRUCK – COMPLETE UNIT WITH CHASSIS
ROLL OFF HOIST FRAME AND COVER SYSTEM
OFFICIAL BID FORM
The bid below meets or exceeds all the specifications for the chassis, roll off hoist
frame and the cover system, which by reference become a part of this bid document. Any
exceptions shall be fully delineated by each unit on the attached page, listing the item and
the exception taken and any descriptive information on the substitute bid.
LUMP SUM BID: $ _______________________ (Complete Unit: includes roll off hoist
frame, chassis and cover system)
MAKE, MODEL AND YEAR – CHASSIS: ___________________________________
MAKE, MODEL AND YEAR – ROLL OFF HOIST FRAME: ____________________
MAKE, MODEL AND YEAR – COVER SYSTEM: _____________________
DELIVERY DATE: ______________________
(Please provide a specific date)
4.a.b
Packet Pg. 25 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 16
Clarifications
1. A Pioneer Rack-N-Pinion Tarping System is an approved equal in lieu of the K Pack Iron
Man.
2. Your above referenced bid spec requires an Automatic 8LL Transmission. Choices in
transmissions currently are Automatic, Manual or an Automated Manual. Would you
please clarify that spec? The answer will dictate which PTO to use on the hoist.
Manual transmission.
2. The only air cleaner available is a Donaldson PowerCore, and is a 14” diameter. Will that
be acceptable? Yes
3. Freightliner does not offer silicone hoses due to their failure rate. The standard hoses are
Gates Blue Stripe. Will they be acceptable? Yes
4. The only alternator available from Freightliner is a Delco 12 Volt, 160 amp. 36SI. Is that
acceptable? Yes
5. The Davco 382 fuel/water separator is not available. We have the Davco 487. Is that
acceptable? Yes.
6. Will you accept a Bendix 19.0 CFM air compressor? Yes
7. Freightliner will mount the battery box on the LH side only. Is that acceptable? Yes
8. A bright diamond plate battery box cover is not available. Is that acceptable? Yes
9. The bumper is one (1) piece only. Is that acceptable? Yes
10. The specified Michelin XDE M+S is no longer available. Can you provide an acceptable
alternative? Michelin XZUS 2 315/80/R22.5 Steer Tires. Drive Tires can be Michelin X
MULTI 11R22.5
11. There is no mention in the spec as to the front axle configuration. Do you want a set-
forward front axle configuration, or a set-back configuration? Set-forward steer axle and
should be a 20,000 pound axle.
12. Also, there is no mention of a DEF tank size. We offer 6, 13, and 23 gallon options.
Which of these is acceptable (all are LH mounted)? 13 Gallon.
4.a.b
Packet Pg. 26 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 17
SPECIAL TERMS AND CONDITIONS
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
Identification of Bid Envelope: The signed bid should be returned in an
envelope or package, sealed and identified with the Bidder’s Name, Solicitation
Number and Due Date and Time. Prices or changes shown on the outside of an
envelope is not acceptable and will not be considered. Late Bids: To be
considered for selection, bids must be received by Central Purchasing (or
designated issuing office) by the designated date and hour. The official time used
in the receipt of bids is that time on the computer in the Central Purchasing
Office. Bids received in Central Purchasing after the date and hour designated
shall be ruled non-responsive and will not be considered. The County is not
responsible for delays in the delivery of mail by the U. S. Postal Service, private
courier, or the Inter-Departmental County Mail System. It is the sole
responsibility of the bidder to ensure that its bid reaches Central Purchasing by
the designated date and hour. If the County is closed for business at the time
scheduled for a sealed bid opening, the bids will be accepted and opened on the
next business day of the County, at the originally scheduled hour.
Award: An award will be made to the lowest responsive and responsible bidder.
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. for prompt
payment will not be considered in making awards. The County 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: Awards or Decision’s to Award shall be posted on the public
posting board in Central Purchasing and on the Pittsylvania County’s website,
www.pittsylvaniacountyva.org
Indemnification: Contractor agrees to indemnify, defend and hold harmless the
County, 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, goods, or equipment of any kind or nature furnished by the
Contractor/any services of any kind or nature furnished by the Contractor,
provided that such liability is not attributable to the sole negligence of the using
4.a.b
Packet Pg. 27 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 18
agency or to failure of the using agency to use the materials, goods, or equipment
in the manner already and permanently described by the Contractor on the
materials, goods or equipment delivered.
Bid Acceptance Period: Any bid in response to this solicitation shall be valid for
sixty (60) days. At the end of the sixty 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.
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
PURCHASING DEPARTMENT
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
4.a.b
Packet Pg. 28 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 19
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.
(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:
4.a.b
Packet Pg. 29 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 20
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.
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
4.a.b
Packet Pg. 30 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 21
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 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.
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
4.a.b
Packet Pg. 31 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 22
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.
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
4.a.b
Packet Pg. 32 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 23
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.
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.
4.a.b
Packet Pg. 33 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 24
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.
FIRM: _________________________
BY: _________________________
TITLE: ________________________
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
______________________________
Firm or Corporation
4.a.b
Packet Pg. 34 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Page | 25
4.a.b
Packet Pg. 35 Attachment: IFB 20-07-02 Roll off Truck 2021 (2147 : Roll Off Truck IFB Rejection Approval)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: National Auto Fleet Group Roll Off Truck IFB Award
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.b
Attachment(s): Copy of bid sheet
Acceptance and Award-National Auto 081716
Reviewed By:
SUMMARY:
The County’s Purchasing Department received four (4) quotes from its IFB for a roll off truck
(“truck”) with immediate delivery. The low bid was $152,501.00 from National Auto Fleet
Group using the cooperative Sourcewell Contract # 08176-NAF. The County plans to include the
five (5)-year extended warranty for $2,762.00. For the Board’s review and consideration, the bid
sheet is attached. The County will receive the truck two (2) to three (3) days after the vendor
receives the County’s Purchase Order.
FINANCIAL IMPACT AND FUNDING SOURCE:
The total cost of the truck with warranty is $155,263.00. Funds have been previously allocated
for this purchase in the County’s adopted Budget (Fund 520-4-094110-812300)
RECOMMENDATION:
County Staff recommends the Board award the purchase of the truck to National Auto Fleet
Group as presented.
MOTION:
“I make a Motion to award the purchase of the truck to National Auto Fleet Group as presented.”
4.b
Packet Pg. 36
VENDOR Type Truck Warranty cost of Truck Total
Worldwide Equipment 2020 Mack $2,762.00 $152,501.00 $155,263.00
Worldwide Equipment 2021 Kenworth $165,651.00 $165,651.00
VA Truck Body and Equipment Freightliner 114SD $163,567.20 $163,567.20
Nacarato Truck Center Volvo $167,966.00 $167,966.00
Excel Truck Group Freightliner 114SD $156,217.00 $156,217.00
4.b.a
Packet Pg. 37 Attachment: Copy of bid sheet (2142 : National Auto Fleet Group Roll Off Truck IFB Award)
4.b.b
Packet Pg. 38 Attachment: Acceptance and Award-National Auto 081716 (2142 : National Auto Fleet Group Roll Off Truck IFB Award)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - School Appropriations
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.c
Attachment(s):
Schools - Additional chromebooks and hotspots
Schools email for 4 months costs
School 4 month hot spot quote
Reviewed By:
SUMMARY:
The School Division desires to purchase and additional 3,000 Chromebooks for student take-
home use. They have also requested to purchase 100 Chromebook storage carts (including the
wiring of devices into the cart), 1,000 hotspots with one year of data per device with filtering,
and Biploar Ionization air scrubber units (for Elementary Schools). The total cost of their
request is $1,700,400. Their request included 12 months of data, but CARES Act funding can
only run through December (4 months). Superintendent Mark Jones will be in attendance to
further present the request.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF money.
RECOMMENDATION:
County Staff recommends the Finance Committee to approve the schools CRF request with a
modification to the cost of the data for the hotpsots. Only 4 months of data will be covered with
CRF money.
MOTION:
“I make a Motion to approve the Schools CRF request with a modification to the cost of the data
for the hotspots to only include 4 months of data.”
4.c
Packet Pg. 39
8/7/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhc4it0kK9MQLrcu7SKEHl4UBp5…1/3
MM
/
DD
/
YYYY
Pittsylvania County Schools
Dr. Mark Jones
mark.jones@pcs.k12.va.us
3,000 Chromebooks (including Google management, preconfigured for PCS domain/enterprise mode), 100 Chromebook storage
carts (including wiring of devices into the cart) 1,000 hotspots with one year of data per device Bipolar Ionization air scrubber
units
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
08 07 2020
Department *
Requester *
Requester's email *
Requested Item *
4.c.a
Packet Pg. 40 Attachment: Schools - Additional chromebooks and hotspots (2141 : CRF Application Review/Approval - School Appropriations)
8/7/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhc4it0kK9MQLrcu7SKEHl4UBp5…2/3
Chromebooks and Hotspots - These purchases will allow PIttsylvania County Schools to facilitate distance learning for our
students for the coming school year. We will continue to loan Chromebooks to students who do not have access to a device at
home. The carts will be needed to store the devices once they are returned to the school. The hotspots will be loaned to
students who do not have internet access in their homes so that they can continue with distance learning opportunities provided
by Pittsylvania County Schools.
Bipolar Ionization air scrubber units - These units will be placed in our older elementary schools, PCTC, STEM and Victory.
Bipolar Ionization units help to eliminate smells and kill germs, including viruses, in the air and on surfaces. The cost to install
this system in the older schools is approximately $450,000.00. In addition, Pittsylvania County Schools plans to upgrade the
existing HVAC systems in middle and high schools to accommodate similar units. This is more critical in the older schools
because they do not have as much outside make-up air brought into the buildings as the newer schools. There is a cost savings
to adding the unit to the air systems in the newer schools because by code you can reduce the outside air requirement by
cleaning the recirculated air. The project for the middle and high schools will cost approximately an additional $475,000.00
above this cost for the older schools.
12000
$945,400 - Chromebooks $305,000 - Hot spots $450,000 - Bipolar ionization air scrubber units Total - $1,700,400
These expenses facilitate distance learning, including technological improvements, in connection with school closings to enable
compliance with COVID-19 precautions. Additionally, the bipolar ionization units are necessary to mitigate the spread of COVID-
19.
Yes
No
What do you hope to accomplish with this purchase? *
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
4.c.a
Packet Pg. 41 Attachment: Schools - Additional chromebooks and hotspots (2141 : CRF Application Review/Approval - School Appropriations)
8/7/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhc4it0kK9MQLrcu7SKEHl4UBp5…3/3
Initially, these items enhance Pittsylvania County Schools’ ability to provide continuity of learning during closures. However, once
“normal” school resumes, these purchases will allow for greater use of technology by all of our students and staff that will help
transform our current educational model to a digital teaching and learning practice.
The bipolar ionization units will be part of our on-going sanitation processes within our schools.
MM
/
DD
/
YYYY
These purchases will be used to add to our existing Chromebooks that will be loaned to students without a computing device
and enhance our goals of establishing a 1:1 initiative once the pandemic ends.
There are no local businesses that could provide these products. Purchases would be made via an existing State contract.
This content is neither created nor endorsed by Google.
Does it enhance an existing service? If so, how? *
What is the anticipated project implementation date? *
11 02 2020
Will this replace an existing item/project/service? If yes, how? *
Business where item could be purchased (local first) *
Forms
4.c.a
Packet Pg. 42 Attachment: Schools - Additional chromebooks and hotspots (2141 : CRF Application Review/Approval - School Appropriations)
1
Hollye M. Keesee
From:Jeff Early <jeff.early@pcs.k12.va.us>
Sent:Monday, August 10, 2020 12:55 PM
To:Hollye M. Keesee
Subject:Re: 2nd Request from PCS to Board of Supervisors
Attachments:LNZV729.pdf
CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking
links, especially from unknown senders.
Hollye:
Please see the attached quote for just 4 months of service. We would purchase the device and the service all upfront
and not on a monthly basis. Just wanted to make you aware of that as well. Please let me know if you have any
questions.
Thanks,
On Mon, Aug 10, 2020 at 10:00 AM Hollye M. Keesee <hollye.keesee@pittgov.org> wrote:
Jeff-
I am in the committee meeting right now. Can you give the cost of the hotspots and filtering with data for just four
months? We can only use costs up to the end of the year. We think starting in September would be a good timeframe.
I didn’t know if it would be as simple as dividing it into a monthly charge.
Thanks
Hollye
From: Jeff Early <jeff.early@pcs.k12.va.us>
Sent: Thursday, August 6, 2020 10:24:48 AM
To: Hollye M. Keesee
Cc: Tracey Worley; Mark Jones
Subject: 2nd Request from PCS to Board of Supervisors
CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking
links, especially from unknown senders.
Hollye:
We plan to request the following on our next ask:
4.c.b
Packet Pg. 43 Attachment: Schools email for 4 months costs (2141 : CRF Application Review/Approval - School Appropriations)
2
$945,400 - 3000 Chromebooks, including Google management, preconfigured for PCS domain/enterprise mode),
100 Chromebook storage carts (including wiring of devices into the cart)
$315,000 - 1,000 Hotspots including filtering, and 12 months of data.
$430,000 - Bipolar Ionization air scrubbers for the elementary schools
_______
Total - $1,690,400
I plan to submit the request via your form before the end of the week. We would order these as soon as the request is
approved and pay for all equipment once received. Please let me know if you have any questions.
Thanks, and please don't hesitate to contact me if you need any additional information about this request or the
previously approved request.
--
Jeffrey B. Early, Ph.D.
Assistant Superintendent for Operations
Pittsylvania County Public Schools
P.O. Box 232
Chatham, VA 24531
(434) 432-3823 (Ext. 5102)
The information conveyed in this communication is intended for the use of the original addressee(s), and may be legally
privileged, confidential, and/or exempt from disclosure under applicable law. If this communication was not addressed
or copied to you, then you have received it in error and are strictly prohibited from reading, copying, distributing,
disseminating, or transmitting any of the information it conveys. If you received this communication in error, please
destroy all electronic, paper, and other copies, and notify the sender of the error immediately. Accidental transmission
of this communication is not intended to waive any privilege or confidentiality protected under Virginia's Freedom of
Information Act.
--
Jeffrey B. Early, Ph.D.
Assistant Superintendent for Operations
Pittsylvania County Public Schools
4.c.b
Packet Pg. 44 Attachment: Schools email for 4 months costs (2141 : CRF Application Review/Approval - School Appropriations)
3
P.O. Box 232
Chatham, VA 24531
(434) 432-3823 (Ext. 5102)
The information conveyed in this communication is intended for the use of the original addressee(s), and may be legally
privileged, confidential, and/or exempt from disclosure under applicable law. If this communication was not addressed
or copied to you, then you have received it in error and are strictly prohibited from reading, copying, distributing,
disseminating, or transmitting any of the information it conveys. If you received this communication in error, please
destroy all electronic, paper, and other copies, and notify the sender of the error immediately. Accidental transmission
of this communication is not intended to waive any privilege or confidentiality protected under Virginia's Freedom of
Information Act.
4.c.b
Packet Pg. 45 Attachment: Schools email for 4 months costs (2141 : CRF Application Review/Approval - School Appropriations)
Page 1 of 1
QUOTE CONFIRMATION
DEAR DARRELL WILKERSON,
Thank you for considering CDWG for your computing needs. The details of your quote are below. Click
here to convert your quote to an order.
QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL
LNZV729 8/10/2020 KAJEET 4MO 8234939 $203,320.00
QUOTE DETAILS
ITEM QTY CDW#UNIT PRICE EXT.PRICE
KAJEET DISTANCE LEARNING BDL 2GB 4MO 1000 6010512 $203.32 $203,320.00
Mfg. Part#: DLB2GB4MO
Contract: Sourcewell 081419-CDW Tech Catalog (081419#CDW)
PURCHASER BILLING INFO SUBTOTAL $203,320.00
Billing Address:
PITTSYLVANIA COUNTY SCHOOLSACCOUNTS PAYABLEPO BOX 232CHATHAM, VA 24531-0232Phone: (434) 432-2761
Payment Terms: NET 30 Days-Govt/Ed
SHIPPING $0.00
SALES TAX $0.00
GRAND TOTAL $203,320.00
DELIVER TO Please remit payments to:
Shipping Address:PITTSYLVANIA COUNTY PUBLIC SCHOOLSDARRELL WILKERSON11690 US HIGHWAY 29CHATHAM, VA 24531
Shipping Method: DROP SHIP-GROUND
CDW Government75 Remittance Drive
Suite 1515Chicago, IL 60675-1515
Need Assistance? CDWG SALES CONTACT INFORMATION
Danny Ajro |(866) 769-8477 |dritajr@cdw.com
This quote is subject to CDW’s Terms and Conditions of Sales and Service Projects athttp://www.cdwg.com/content/terms-conditions/product-sales.aspx
For more information, contact a CDW account manager
' 2020 CDWG LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239
4.c.c
Packet Pg. 46 Attachment: School 4 month hot spot quote (2141 : CRF Application Review/Approval - School Appropriations)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - DCC Scholarship
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.d
Attachment(s):
DCC- Student Scholoarship Funding
Email - Shannon Hair
08.12.2020 Pittsylvania County COVID Request
Reviewed By:
SUMMARY:
DCC Foundation has applied for $150,000 of CRF money to provide scholarships to Pittsylvania
students. This $150,000 will allow Pittsylvania County students to attend DCC during the 2020-
2021 academic year who otherwise may not have been able to attend DCC due to the financial
impact of COVID-19. DCC’s application states that it will match the County’s $150,000
appropriation.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF money.
RECOMMENDATION:
County Staff has no opinion; however, if the Board desires to extend these funds, it is
recommended that such be provided on a reimbursable basis, upon verification of the appropriate
matching funds.
MOTION:
“I make a Motion to approve/deny Danville Community College’s request as presented.”
4.d
Packet Pg. 47
7/29/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhzeo4RwudFxSKYXUHQOa6vkU…1/3
MM
/
DD
/
YYYY
DCC Educational Foundation, Inc.
Shannon Hair
shannon.hair@danville.edu
Student Scholarship Funding
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
07 28 2020
Department *
Requester *
Requester's email *
Requested Item *
4.d.a
Packet Pg. 48 Attachment: DCC- Student Scholoarship Funding (2139 : CRF Application Review/Approval - DCC Scholarship)
7/29/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhzeo4RwudFxSKYXUHQOa6vkU…2/3
This $150,000 investment will provide the needed financial assistance to allow approximately 200 Pittsylvania County residents
attend Danville Community College. This student scholarship support is for Pittsylvania County residents graduating from local
area high schools (PCS schools) in either 2019 or 2020 and attending Danville Community College during the 2020-2021
academic year. This request will be supported with a $150,000 match from the DCC Educational Foundation.
200
$150,000
This $150,000 investment, $300,000 total with match, will allow Pittsylvania County students to attend Danville Community
College (DCC), during the 2020-2021 academic year who otherwise may not have been able to attend DCC due to the financial
impact COVID-19 has had on their family finances. Many parents in Pittsylvania County have been financially impacted due to
reduced working hours, layoffs, furloughs and business closings. Providing this financial assistance can only enhance
Pittsylvania County and its residents in the long run.
Yes
No
Additional scholarship funding is needed due to the COVID-19 impact.
What do you hope to accomplish with this purchase? *
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
4.d.a
Packet Pg. 49 Attachment: DCC- Student Scholoarship Funding (2139 : CRF Application Review/Approval - DCC Scholarship)
7/29/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhzeo4RwudFxSKYXUHQOa6vkU…3/3
MM
/
DD
/
YYYY
No
Danville Community College Educational Foundation, Inc.
This content is neither created nor endorsed by Google.
What is the anticipated project implementation date? *
08 24 2020
Will this replace an existing item/project/service? If yes, how? *
Business where item could be purchased (local first) *
Forms
4.d.a
Packet Pg. 50 Attachment: DCC- Student Scholoarship Funding (2139 : CRF Application Review/Approval - DCC Scholarship)
From: Shannon Hair <shannon.hair@danville.edu>
Sent: Wednesday, August 12, 2020, 6:56 PM
To: Bob (bob@rjbaldwinagency.com)
Cc: David M. Smitherman
Subject: COVID-19 Pittsylvania County Request (DCC Educational Foundation)
CAUTION: This email originated from outside your organization. Exercise caution when opening
attachments or clicking links, especially from unknown senders.
Gentlemen,
Good evening. I trust you are both well. I wanted to provide you a quick update regarding the recent
COVID (CARES Act) request. I have since communicated with the other two DCC service region localities
(City of Danville and Halifax County). The City of Danville requested I provide the financial request in
writing, in the form of a “white paper,” which I did today. I am scheduled to have another call with
Halifax County next week, where I will provide them the same request. With that said, I thought it
would only be proper to provide the “white paper” to you as well even though we submitted an online
application. If you need to use this or forward this document to members of the Board of Supervisors
for additional clarification, please do so.
Thank you again for your consideration.
Regards,
Shannon L. Hair
Vice President of Institutional Advancement & Development
Executive Director
Danville Community College Educational Foundation, Inc.
(434) 797-8495
(434) 797-8587 (fax)
(434) 334-8627 (mobile)
Danville Community College
1008 South Main Street
Danville, VA 24541
4.d.b
Packet Pg. 51 Attachment: Email - Shannon Hair (2139 : CRF Application Review/Approval - DCC Scholarship)
Pittsylvania County – COVID Support
DCC Educational Foundation, Inc.
August 12, 2020
Background
Normal life has been upended due to the COVID-19 pandemic. An unprecedented
number of people are struggling financially, have become unemployed or have lost their support
system. The COVID-19 pandemic has intensified the concerns faced by many students and
parents regarding the cost of college and the method by which instruction will be delivered for
the upcoming academic year. Danville Community College (DCC) will deliver all didactic
learning remotely beginning in August, 2020. The new online delivery method that has resulted
from this pandemic has created a barrier for many of our students who do not have the
technology to succeed in online classes. Our usual funding sources will not be enough to support
all of our students during this academic year with the tuition and technology assistance needed to
be successful. We will need to think more broadly.
The COVID-19 pandemic and the resulting stay-at-home requirement by our Governor
have combined to create a financial hardship on DCC as well for the upcoming academic year.
Higher education institutions will not survive this pandemic if they are not flexible enough in
their thinking to be able to shift available resources to adapt to the current financial challenges
they face. Those who do survive will be the ones who have captured new revenue sources by
being nimble and adapting their program offerings and delivery methods to meet the challenges
and demands the higher education community is now facing.
Our local economy needs to move forward and local area businesses need to return to
some semblance of whatever will be the new normal. Projections are that unemployment will
4.d.c
Packet Pg. 52 Attachment: 08.12.2020 Pittsylvania County COVID Request (2139 : CRF Application Review/Approval - DCC Scholarship)
remain high for the foreseeable future and we believe COVID-19 will have a significant, long-
term effect on higher education in our community. How rapidly unemployment numbers are
reduced will be a function of how rapidly the local workforce can be trained or retrained to
function under this new normal. DCC is critical in this effort! DCC has a rich history of helping
to prepare and shape the local and regional workforce and of being a leader in regional economic
development. Now is the time to move forward in a combined effort for our students, our college
and our area. Your investment will go well beyond replacing tuition dollars and supplying
technology needs. This investment will assist in supporting Pittsylvania County residents in
educational attainment and workforce training to support our local business and industry. DCC
has proven its worth in helping the region recover from the Great Recession of 2008. Our role is
even more vital now in 2020.
What do you hope to accomplish with this investment?
This financial investment will provide the needed financial assistance which will allow
approximately 200 additional Pittsylvania County residents to attend DCC during the 2020-2021
academic year. This financial investment is for the following:
Pittsylvania County residents only;
Graduated, either in 2019 or recently in 2020;
Graduated from a Pittsylvania County Public Schools (PCS) high school;
Attending DCC (part-time or full-time) during the 2020-2021 academic year
This financial investment would be used for the cost of tuition, books, fees and technology needs
due to the changing educational delivery methods implemented during the COVID-19 pandemic.
Each student’s record will be reviewed to guarantee he/she graduated from a PCS high school
and resides in the city limits. The DCC Educational Foundation will provide a written report at
4.d.c
Packet Pg. 53 Attachment: 08.12.2020 Pittsylvania County COVID Request (2139 : CRF Application Review/Approval - DCC Scholarship)
the conclusion of the 2020-2021 academic year detailing students who were supported with
either tuition, books, fees and/or technology needs.
How does this investment connect to the COVID-19 pandemic?
This financial investment will allow many Pittsylvania County students to attend DCC
during the 2020-2021 academic year who otherwise may not have been able to attend due to the
financial impact COVID-19 has had on their family finances. Many parents in Pittsylvania
County have been financially impacted by reduced working hours, layoffs, furloughs and
business closings. Providing this financial investment can only enhance Pittsylvania County and
its residents in the long run.
Regional Support
The DCC Educational Foundation has also presented a request to the City of Danville and
Halifax County for the same amount to support students from those localities that make up
DCC’s service region.
Amount of Investment Requested
$150,000 with a $150,000 match provided by the DCC Educational Foundation, Inc.
Requesting Party
Danville Community College Educational Foundation, Inc.
Party Contact
Mr. Shannon Hair
Executive Director
DCC Educational Foundation, Inc.
434.797.8495 (work)
434.334.8627 (mobile)
4.d.c
Packet Pg. 54 Attachment: 08.12.2020 Pittsylvania County COVID Request (2139 : CRF Application Review/Approval - DCC Scholarship)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - BOS/School Board/Volunteer
Commission Meeting Room
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.e
Attachment(s): County Administration - Technology Enabled meeting room
Reviewed By:
SUMMARY:
The COVID19 pandemic has exposed the County’s shortcomings with public meeting space
suitable for conducting official meetings of the Board of Supervisors, School Board, and
volunteer Boards and Commissions. County Administration proposes the renovation of the
School Division’s Education and Cultural Center Auditorium to be the official meeting room for
all County Board’s and Commissions. It will be enabled with technology solutions sufficient to
broadcast meetings over the internet and allow for remote participation. Cost not to exceed
$200,000.
FINANCIAL IMPACT AND FUNDING SOURCE:
The cost will be covered using CRF money.
RECOMMENDATION:
County Staff recommends the Finance Committee to approve the CRF Application for the
renovation of the School Division’s Education and Cultural Center’s Auditorium for the use of
official meetings for all County Boards and Commissions.
MOTION:
“I make a Motion to approve the CRF Application for the renovation of the School Division’s
Education and Cultural Center’s Auditorium for the use of official meetings for all County
Boards and Commissions, with the cost not to exceed $200,000.”
4.e
Packet Pg. 55
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNgfpankcvbgsS4x9XKr1rhawx0ES…1/3
MM
/
DD
/
YYYY
County Administration
David Smitherman
david.smitherman@pittgov.org
Technology Enabled meeting room
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
08 13 2020
Department *
Requester *
Requester's email *
Requested Item *
4.e.a
Packet Pg. 56 Attachment: County Administration - Technology Enabled meeting room (2136 : CRF Application Review/Approval - BOS/School
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNgfpankcvbgsS4x9XKr1rhawx0ES…2/3
The COVID19 pandemic has exposed the County’s shortcomings in regard to having public meeting space suitable for
conducting official meetings of the Board of Supervisors, School Board and volunteer Boards and Commissions. County
Administration proposes the renovation of the School Division’s Education and Cultural Center’s Auditorium to be the official
meeting room for all County Board’s and Commissions. It will be enabled with technology solutions sufficient to broadcast
meetings over the internet and allow for remote participation.
30000
Cost not to exceed $200K.
It will be enabled with technology solutions sufficient to broadcast meetings over the internet and allow for remote participation.
Also allows for social distancing requirements.
Yes
No
Yes, current meeting space does not allow social distancing.
MM
/
DD
/
YYYY
What do you hope to accomplish with this purchase? *
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
What is the anticipated project implementation date? *
11 30 2020
4.e.a
Packet Pg. 57 Attachment: County Administration - Technology Enabled meeting room (2136 : CRF Application Review/Approval - BOS/School
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNgfpankcvbgsS4x9XKr1rhawx0ES…3/3
no
Quotes will be gotten
This content is neither created nor endorsed by Google.
Will this replace an existing item/project/service? If yes, how? *
Business where item could be purchased (local first) *
Forms
4.e.a
Packet Pg. 58 Attachment: County Administration - Technology Enabled meeting room (2136 : CRF Application Review/Approval - BOS/School
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - Elections Center
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.f
Attachment(s): County Administration - Elections center
2020.08.13 - Pitt Co - Depot Street Building - Initial Sketch
Reviewed By:
SUMMARY:
Registrar Kelly Keesee and the Board of Elections has made the County aware that its current
space at the former Chatham Elementary School library is not sufficient for its operations.
COVID19 has presented an additional challenge related to the expected increase in early voting
and mail-in ballot counting. County Administration proposes to construct a 21st Century
Elections Center at the former Department of Social Services Building on Depot Street in
Chatham.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF Money.
RECOMMENDATION:
County Administration proposes to construct a 21st Century Elections Center at the former
Department of Social Services Building on Depot Street in Chatham, with the cost not exceeding
$500,000.
MOTION:
“I make a Motion to approve the construction of a 21st Century Elections Center at the former
Department of Social Services Building on Depot Street in Chatham, with the cost not exceeding
$500,000.”
4.f
Packet Pg. 59
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhSdH2J_L0Pp5eJd8mZ3zvuMO…1/3
MM
/
DD
/
YYYY
County Administration
David Smitherman
david.smitherman@pittgov.org
Elections Center
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
08 13 2020
Department *
Requester *
Requester's email *
Requested Item *
4.f.a
Packet Pg. 60 Attachment: County Administration - Elections center (2135 : CRF Application Review/Approval - Elections Center)
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhSdH2J_L0Pp5eJd8mZ3zvuMO…2/3
Registrar Kelly Keesee and the Board of Elections has made the County aware that its current space at the former Chatham
Elementary School library is not sufficient for it operations. COVID19 has presented an additional challenge related to the
expected increase in early voting and mail-in ballot counting. County Administration proposes to construct a 21st Century
Elections Center at the former Department of Social Services Building on Depot Street in Chatham.
43406
Not to Exceed $500,000
COVID19 has presented an additional challenge related to the expected increase in early voting and mail-in ballot counting.
Yes
No
Yes, this department will be better equipped to handle the influx of mail in ballots due to COVID.
MM
/
DD
/
YYYY
What do you hope to accomplish with this purchase? *
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
What is the anticipated project implementation date? *
12 30 2020
4.f.a
Packet Pg. 61 Attachment: County Administration - Elections center (2135 : CRF Application Review/Approval - Elections Center)
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhSdH2J_L0Pp5eJd8mZ3zvuMO…3/3
no
Will be bid out.
This content is neither created nor endorsed by Google.
Will this replace an existing item/project/service? If yes, how? *
Business where item could be purchased (local first) *
Forms
4.f.a
Packet Pg. 62 Attachment: County Administration - Elections center (2135 : CRF Application Review/Approval - Elections Center)
4.f.b
Packet Pg. 63 Attachment: 2020.08.13 - Pitt Co - Depot Street Building - Initial Sketch (2135 : CRF Application Review/Approval - Elections Center)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - Facility Upgrades: Toilets, Soap
Dispensers, and Faucets
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.g
Attachment(s): County Administration - Facility Upgrades
Quote
Reviewed By:
SUMMARY:
Retrofitting plumbing, toilets and faucets with hands-free alternatives at high traffic public
facilities such would substantially reduce public exposure to high contact surfaces potentially
contaminated by coronavirus and other public health pathogens.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF money.
RECOMMENDATION:
County Staff recommends the Finance Committee approve the request for facility upgrades.
MOTION:
“I make a Motion to approve the request for facility upgrades as presented.”
4.g
Packet Pg. 64
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhYefezI7X4uN0Olfzgu4tkE6R6jV…1/3
MM
/
DD
/
YYYY
County Administration
David Smitherman
david.smitherman@pittgov.org
Facility upgrades
Retrofitting plumbing, toilets and faucets with hands-free alternatives at high traffic public facilities such would substantially
reduce public exposure to high contact surfaces potentially contaminated by coronavirus and other public health pathogens.
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
08 13 2020
Department *
Requester *
Requester's email *
Requested Item *
What do you hope to accomplish with this purchase? *
4.g.a
Packet Pg. 65 Attachment: County Administration - Facility Upgrades (2137 : CRF Application Review/Approval - Facility Upgrades: Toilets, Soap Dispensers,
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhYefezI7X4uN0Olfzgu4tkE6R6jV…2/3
62000
113500
Retrofitting plumbing, toilets and faucets with hands-free alternatives at high traffic public facilities such would substantially
reduce public exposure to high contact surfaces potentially contaminated by coronavirus and other public health pathogens,
meeting the Governor's recommended best practices for Safer
at Home: Phase One and meet actions to "facilitate compliance with COVID-19-related public health measures."
Yes
No
Yes, in addition to reducing public contact with health pathogens, these hands free retrofits would also improve access to and
use of these facilities for individuals with disabilities, enhancing ADA compliance
MM
/
DD
/
YYYY
Yes, it would replace existing plumbing, most originally installed between 1989 and 2000
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
What is the anticipated project implementation date? *
10 30 2020
Will this replace an existing item/project/service? If yes, how? *
4.g.a
Packet Pg. 66 Attachment: County Administration - Facility Upgrades (2137 : CRF Application Review/Approval - Facility Upgrades: Toilets, Soap Dispensers,
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNhYefezI7X4uN0Olfzgu4tkE6R6jV…3/3
In Chatham: JA Holmes Mechanical Contractors, CRB Elecrical & Mechanical; in Danville: Southside Mechanical Services
This content is neither created nor endorsed by Google.
Business where item could be purchased (local first) *
Forms
4.g.a
Packet Pg. 67 Attachment: County Administration - Facility Upgrades (2137 : CRF Application Review/Approval - Facility Upgrades: Toilets, Soap Dispensers,
4.g.b
Packet Pg. 68 Attachment: Quote (2137 : CRF Application Review/Approval - Facility Upgrades: Toilets, Soap Dispensers, and Faucets)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - EMS Station Construction
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.h
Attachment(s):
Public Safety - EMS Station in Hurt
Motley Convenience Center
HURT EMS station
Reviewed By:
SUMMARY:
Public Safety Chief Chris Slemp is working to establish an EMS station in the Hurt area. Hurt
does not have a volunteer Rescue Squad and is serviced by County Public Safety employees
operating out of the Hurt Fire Department. Mr. Hicks and Mr. Slemp are negotiating with
VDOT to acquire a parcel adjacent to the Motley Convenience Center to house this facility.
FINANCIAL IMPACT AND FUNDING SOURCE:
Cost will be covered by CRF Money.
RECOMMENDATION:
County Staff recommends the Finance Commiteee approve use of $500,000 from the CRF to
construct the EMS Station.
MOTION:
“I make a Motion to approve using $500,000 of CRF money to construct an EMS station in the
Hurt area.”
4.h
Packet Pg. 69
7/31/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNgCSFFbc2Hqah4rQWRYN-BKC…1/3
MM
/
DD
/
YYYY
Public Safety
Chris Slemp
chris.slemp@pittgov.org
EMS station at Hurt
Improve EMS coverage for Hurt area and move staff to control station to prevent COVID spread.
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
07 30 2020
Department *
Requester *
Requester's email *
Requested Item *
What do you hope to accomplish with this purchase? *
4.h.a
Packet Pg. 70 Attachment: Public Safety - EMS Station in Hurt (2138 : CRF Application Review/Approval - EMS Station Construction)
7/31/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNgCSFFbc2Hqah4rQWRYN-BKC…2/3
10000
500000
EMS has direct connection to care, treatment and transport of COVID patients.
Yes
No
Yes. Move the EMS station closer to center of county for better coverage.
MM
/
DD
/
YYYY
no
unknown
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
What is the anticipated project implementation date? *
09 01 2020
Will this replace an existing item/project/service? If yes, how? *
Business where item could be purchased (local first) *
4.h.a
Packet Pg. 71 Attachment: Public Safety - EMS Station in Hurt (2138 : CRF Application Review/Approval - EMS Station Construction)
7/31/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNgCSFFbc2Hqah4rQWRYN-BKC…3/3
This content is neither created nor endorsed by Google.
Forms
4.h.a
Packet Pg. 72 Attachment: Public Safety - EMS Station in Hurt (2138 : CRF Application Review/Approval - EMS Station Construction)
Legend
Assessed Parcels
Parcels
County Boundary
Title:Date: 8/12/2020
DISCLAIMER:This drawing is neither a legally recorded map nor a survey and is not intended to be used as such. The information displayed is a
compilation of records, information, and data obtained from various sources, and Pittsylvania County is not responsible for its accuracy or how current
it may be.
4.h.b
Packet Pg. 73 Attachment: Motley Convenience Center (2138 : CRF Application Review/Approval - EMS Station
80' 0"48' 0"80' 0"48' 0"40' 0"48' 7"6' 0"
8' 1" x 16' 0"
16' 0"8' 1"16' 0"8' 1"10' 0" x 16' 0"
16' 0"10' 0"16' 0"10' 0"18' 0"16' 7"
7' 0" x 10' 0"7' 0"10' 0"7' 0"10' 0"
HW
7' 3"7' 11"19' 4"5' 10"14' 9"2' 0"12' 0"1' 5"2' 10"1' 9"
4' 0"
16' 0" x 10' 0"16' 0"10' 0"16' 0"10' 0"
16' 0" x 8' 8"16' 0"8' 8"16' 0"8' 8"10' 0"17' 1"
5' 0"2' 6"4.h.c
Packet Pg. 74 Attachment: HURT EMS station (2138 : CRF Application Review/Approval - EMS Station Construction)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - Ambulances
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.i
Attachment(s): Public Safety - Additional Funds for ambulances
Reviewed By:
SUMMARY:
Last month the Finance Committee recommended the purchase of three ambulances for the
County’s fleet. Public Safety Chief Chris Slemp has amended his request for three additional
ambulances to be operated by volunteer agencies. Mr. Slemp’s goal is to have every “first due”
ambulance less than 5 years old to ensure reliability. Accordingly, he proposes to provide new
ambulances to Tunstall, Brosville, Callands and Chatham Rescue Squads. In return, these
departments would be required to title its oldest ambulances to the County to potentially be used
as backups or sold.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF money.
RECOMMENDATION:
County Staff recommends the Finance Committee approve Mr. Slemp’s request.
MOTION:
“I make a Motion to approve Mr. Slemp’s CRF Application for three additional ambulances as
presented.”
4.i
Packet Pg. 75
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNiqqzRXD5OqmWC2MoOG92ekm…1/3
MM
/
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/
YYYY
Public Safety
Chris Slemp
chris.slemp@pittgov.org
Additional Funds for ambulances and QRV
Increase EMS coverage.
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
08 13 2020
Department *
Requester *
Requester's email *
Requested Item *
What do you hope to accomplish with this purchase? *
4.i.a
Packet Pg. 76 Attachment: Public Safety - Additional Funds for ambulances (2140 : CRF Application Review/Approval - Ambulances)
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNiqqzRXD5OqmWC2MoOG92ekm…2/3
30000
575000
Expands EMS Coverage
Yes
No
With the additional $575,000 we will be able to replace a total of 4 ambulances in the volunteer fleet and add 2 ambulances to
the staff fleet. This will equate to every station having at least one ambulance that is not older than a 2016 model. Agencies
that will be offered ambulances are Tunstall, Brosville, Chatham Rescue and Callands.
MM
/
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/
YYYY
Replace aging ambulance fleet
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
What is the anticipated project implementation date? *
10 01 2020
Will this replace an existing item/project/service? If yes, how? *
4.i.a
Packet Pg. 77 Attachment: Public Safety - Additional Funds for ambulances (2140 : CRF Application Review/Approval - Ambulances)
8/13/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNiqqzRXD5OqmWC2MoOG92ekm…3/3
RFP
This content is neither created nor endorsed by Google.
Business where item could be purchased (local first) *
Forms
4.i.a
Packet Pg. 78 Attachment: Public Safety - Additional Funds for ambulances (2140 : CRF Application Review/Approval - Ambulances)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CRF Application Review/Approval - Project 25 Communication System
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.j
Attachment(s): Sheriff - Project 25 Communication system
Reviewed By:
SUMMARY:
Danville Lifesaving crew is working to install a similar communications system (Project 25) to
the county to ensure interoperability with all County public safety agencies. This Project 25
communications system will improve the communication of radio systems between Fire, Rescue,
Sheriff, and Danville Life Saving Crew. The Crew has a funding shortfall of about $500,000,
and it has asked that the County and City participate in the investment. There is a proposed cost
sharing agreement with the City and the DLSC with the cost being 40% County, 40% City, and
20% DLSC.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF money.
RECOMMENDATION:
County Staff recommends covering 40% of the unfunded amount up to $200,000, contingent
upon equal match from the City of Danville.
MOTION:
“I make a Motion to approve the Sheriff’s request and cover 40% of the unfunded amount up to
$200,000, contingent upon equal match from the City of Danville.”
4.j
Packet Pg. 79
8/14/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNiJ46uhfvUqRsdy5zlW3wEBlW4X…1/3
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Sheriff
Michael W. Taylor
mike.taylor@pittgov.org
A Project 25 (P25 or APCO-25) communications system designed for use by public safety organizations in North America. If
funded, Project 25 will allow the implementation of interoperability between Pittsylvania County’s and the City of Danville’s
Sheriff’s Offices, police, fire, ambulance and emergency rescue services, using vehicle-mounted radios, handheld walkie-talkie
and the tower sites.
CARES Act Fund Application
The CARES Act provides that payments from the Coronavirus Relief Funds only may be used to cover costs that:
1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease (COVID-
19);
2. were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES
Act) for the State or government; and
3. were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.
Date *
08 13 2020
Department *
Requester *
Requester's email *
Requested Item *
4.j.a
Packet Pg. 80 Attachment: Sheriff - Project 25 Communication system (2149 : CRF Application Review/Approval - Project 25 Communication System)
8/14/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNiJ46uhfvUqRsdy5zlW3wEBlW4X…2/3
The National Institute of Justice documents, in their Communications Interoperability and Information Sharing Technologies
2000 white paper, that the work of public safety requires effective coordination, communication, and sharing of information
among public safety agencies. This goes to the heart of responding effectively and professionally in a time of crisis.
Unfortunately, Pittsylvania County’s and the City of Danville’s Sheriff’s Deputies police officers, firefighters, and emergency
medical service personnel responding to the same incident cannot communicate with one another. The implementation of this
Project 25 System will rectify this alarming need.
65000
It is our request that the County thru the CARES Act funding provide $175,000.00 contingent upon the City of Danville providing
likewise $175,000.00 and the remainder of $398,000.00 will be provided by the DLSC.
The goal, according to the Center of Disease Control’s global response to COVID-19, is to limit human-to- human transmission,
minimize the impact of COVID-19 in vulnerable populations with limited preparedness capacity, and reduce specific threats that
pose current and future risk to the communities of the United States. If funded Project 25 will positively impact COVID-19
responses by strengthening the capacity to prevent, detect, and respond to local COVID-19 cases; mitigate COVID-19
transmission in the community and in healthcare facilities; support local governments, nongovernmental organizations, and
healthcare facilities in rapidly identifying, triaging, and diagnosing potential cases. This will improve critical patient care while
minimizing disruptions to essential health services.
Yes
No
No
What do you hope to accomplish with this purchase? *
How many citizens and/or County staff will change effect? *
Cost of requested item *
How does this item connect to the COVID-19 pandemic? *
Is this a recurring expense? *
Does it enhance an existing service? If so, how? *
4.j.a
Packet Pg. 81 Attachment: Sheriff - Project 25 Communication system (2149 : CRF Application Review/Approval - Project 25 Communication System)
8/14/2020 CARES Act Fund Application
https://docs.google.com/forms/d/1aS5WqDYxAmC2nKQu9wboIgV88fDBLpk_XJfLT5-JNDY/edit#response=ACYDBNiJ46uhfvUqRsdy5zlW3wEBlW4X…3/3
MM
/
DD
/
YYYY
No
L3 Harris Public Safety Communications
This content is neither created nor endorsed by Google.
What is the anticipated project implementation date? *
09 30 2020
Will this replace an existing item/project/service? If yes, how? *
Business where item could be purchased (local first) *
Forms
4.j.a
Packet Pg. 82 Attachment: Sheriff - Project 25 Communication system (2149 : CRF Application Review/Approval - Project 25 Communication System)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Revised Local Emergency Declaration Approval
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: August 18, 2020 Item Number: 4.k
Attachment(s): 08-18-2020 Revised Local Emergency Declaration
Reviewed By:
SUMMARY:
For the Board’s review and consideration, attached is a Revised Local Emergency Declaration.
County Staff is requesting said revision, as authorized by State Code, inter alia, to allow for a
temporary relaxation of the County’s procurement procedures during the Local Emergency to
ensure that State and Federal CARES Act Funds are able to be spent and utilized before the
yearend deadline. The Declaration further details, during the Local Emergency, that the County
may award contracts without competitive sealed bidding or competitive negotiation; however,
such procurement shall be made with such competition as is practicable under the circumstances.
Moreover, a written determination of the basis for the emergency and for the selection of a
particular contractor/vendor shall be included in the procurement file, and the County shall issue
a written notice stating that the contract is being awarded on an emergency basis. The
Declaration also states, during procurement of goods, services, materials during the Local
Emergency, the County will endeavor to attempt, when practicable, to “buy local.” Finally,
County Staff will notify the Board in advance of any procurement utilizing CARES Act Funding
during the Local Emergency using the relaxed procurement standards.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board approve the Revised Local Emergency Declaration as
presented.
MOTION:
“I make a Motion to approve the Revised Local Emergency Declaration as presented.”
4.k
Packet Pg. 83
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
REVISED DECLARATION OF LOCAL EMERGENCY
WHEREAS, due to the growing occurrences of COVID-19, a communicable disease that
threatens the public health, Pittsylvania County, Virginia (the “County”), is facing dangerous
public health and safety conditions that necessitate the proclamation of the existence of an
emergency; and
WHEREAS, on March 12, 2020, Ralph S. Northam, Governor of the Commonwealth of
Virginia, declared a statewide state of emergency due to COVID-19; and
WHEREAS, on March 13, 2020, Donald J. Trump, President of the United States of
America, signed a Declaration of National Emergency due to COVID-19, effective March 1, 2020.
NOW THEREFORE, IT IS PROCLAIMED, under the authority of § 44-1.146.2, Code
of Virginia, 1950, as amended, David M. Smitherman, County Administrator, hereby declares a
Local Emergency on Tuesday, March 17, 2020, at 7 P.M., effective March 1, 2020; and
BE IT FURTHER PROCLAIMED, that during the existence of said Local Emergency,
the powers, functions, and duties of Christopher C. Slemp, County Public Safety Director, shall be
those prescribed by State law and the Ordinances, Resolutions, and approved plans of the County,
to mitigate the effects of said Local Emergency; and
BE IT ALSO PROCLAIMED, that during the existence of said Local Emergency, per §
44-146.21(C) of the Code of Virginia, 1950, as amended, the County Administrator is directed by
the Board to proceed without regard to time-consuming procedures and formalities prescribed by
law (except mandatory constitutional requirements) pertaining to the performance of public work,
entering into contracts, procurement, incurring of obligations, employment of temporary workers,
rental of equipment, purchase of supplies and materials, and other expenditures of public funds,
provided such funds in excess of appropriations in the current approved budget, unobligated, are
available, among other emergency powers; and
BE IT ADDITIONALLY PROCLAIMED, that during the existence of said Local
Emergency, for procurement regarding expenditure of CARES Act monies received by the State
and/or Federal government, the County may award contracts without competitive sealed bidding
or competitive negotiation; however such procurement shall be made with such competition as is
practicable under the circumstances. Moreover, a written determination of the basis for the
emergency and for the selection of a particular contractor/vendor shall be included in the
procurement file, and the County shall issue a written notice stating that the contract is being
awarded on an emergency basis; and
BE IT ALSO PROCLAIMED, that the County, during procurement of goods, services,
materials during the Local Emergency, endeavors to attempt, when practicable, to “buy local;” and
4.k.a
Packet Pg. 84 Attachment: 08-18-2020 Revised Local Emergency Declaration (2143 : Revised Local Emergency Declaration Approval)
BE IT FINALLY PROCLAIMED, that the Pittsylvania County Board of Supervisors
hereby consents to the County Administrator’s Declaration of Local Emergency.
Given under my hand this 18th day of August, 2020.
__________________________________
Robert (“Bob”) W. Warren, Chairman
Pittsylvania County Board of Supervisors
ATTEST:
_________________________________
David M. Smitherman, Clerk
Pittsylvania County Board of Supervisors
4.k.a
Packet Pg. 85 Attachment: 08-18-2020 Revised Local Emergency Declaration (2143 : Revised Local Emergency Declaration Approval)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Vehicle Use Agreement
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: August 18, 2020 Item Number: 4.l
Attachment(s): VEHICLE Memorandum of Agreement change 2 CS
Reviewed By:
SUMMARY:
The Finance Committee is asked to approve the presented vehicle use agreement as the
mechanism by which the County will provide apparatus to volunteer agencies. This agreement
will be used for the four volunteer-assigned ambulances Mr. Slemp requested through the CRF
application process.
FINANCIAL IMPACT AND FUNDING SOURCE:
This cost will be covered by CRF money.
RECOMMENDATION:
County Staff recommends the Finance Committee approve the vehicle use agreement as
presented.”
MOTION:
“I make a Motion to approve the vehicle use agreement as presented.”
4.l
Packet Pg. 86
Page 1 of 5
VEHICLE MEMORANDUM OF AGREEMENT
This Vehicle Memorandum of Agreement (“Agreement”) is made effective on the ___ day
of ________, 2020, by and between the Pittsylvania County, Virginia (“County”), a political
subdivision of the Commonwealth of Virginia, whose address is 1 Center Street, P.O. Box 426,
Chatham, Virginia 24531, and _________________________ (“Agency”), an independent
corporation, and legally recognized fire and/or rescue volunteer agency in the County (individually
“Party;” collectively “Parties”).
I. AGREEMENT:
A. The County is providing the Agency with one (1) _________________ (“vehicle”) for use
with the care and treatment of individuals in need of immediate medical care and provision.
II. TERMS:
A. This Agreement shall commence on __________________ and be in legal effect for the
life of the vehicle. Unless terminated, this Agreement shall be continuous if the Agency is actively
engaged in emergency response in the County Public Safety System and the Agency is in good
standing as determined by the County’s Fire and Rescue Commission.
B. If the Agency is in good standing with the County’s Fire and Rescue Commission and/or
the Agreement is still valid and existing between the Parties, the vehicle will not be taken or
removed from the Agency by the County without mutual, written consent. The Agency may
purchase the vehicle from the County at any time during the Agreement’s term for the vehicle’s
fair market value as determined by an average valuation given by three (3) reputable ambulance
vendors chosen by the County’s Public Safety Director, or his/her designee.
C. This Agreement may be cancelled, in writing, by either Party with at least sixty (60) days
written notice to the other Party. If the Agreement is cancelled, the Agency shall return the vehicle
to the County within three (3) days of said cancellation.
D. The Agency shall be responsible to maintain the vehicle and bear the cost, solely, for any
repair associated with normal operation(s) of the vehicle. The Agency shall maintain the proper
annual service on the vehicle.
E. It shall be the sole responsibility of the Agency to notify, as soon as possible, the County’s
Public Safety Department of any issues arise with the vehicle.
F. Acceptance of the vehicle by the Agency will not negatively affect any future funding by
the County.
G. At its own expense, the Agency receiving the vehicle may paint, letter, wrap, and/or design
the vehicle at its discretion. The County shall be permitted to place “Public Safety” markings on
the side of the driver’s and passenger’s side doors of the cab a smalland one (1) County Public
4.l.a
Packet Pg. 87 Attachment: VEHICLE Memorandum of Agreement change 2 CS (2144 : Vehicle Use Agreement)
Page 2 of 5
Safety Department decal sticker somewhere on the back of on the back of vehicle in a discrete
location.
H. In addition to any and all other rights a Party may have available according to law, if a
Party defaults by failing to substantially perform any provision, term, or condition of this
Agreement (including without limitation the failure to make a monetary payment when due), the
other Party may terminate the Agreement by providing written notice to the defaulting Party. This
notice shall describe with sufficient detail the nature of the default. The Party receiving such notice
shall have thirty (30) days from the effective date of such notice to cure the default(s). Unless
waived in writing by a party providing notice, the failure to cure the default(s) within such time
period shall result in the automatic termination of this Agreement.
I. If performance of this Agreement or any obligation under this Agreement is prevented,
restricted, or interfered with by causes beyond either Party's reasonable control ("Force Majeure"),
and if the Party unable to carry out its obligations gives the other Party prompt written notice of
such event, then the obligations of the Party invoking this provision shall be suspended to the
extent necessary by such event. The term Force Majeure shall include, without limitation, acts of
God, fire, explosion, vandalism, storm, or other similar occurrence, orders, or acts of military or
civil authority, or by national emergencies, insurrections, riots, or wars, or strikes, lock-outs, or
work stoppages. The excused Party shall use reasonable efforts under the circumstances to avoid
or remove such causes of non-performance and shall proceed to perform with reasonable dispatch
whenever such causes are removed or ceased. An act or omission shall be deemed within the
reasonable control of a Party if committed, omitted, or caused by such Party, or its employees,
officers, agents, or affiliates.
J. The legal venue for any litigation arising out of this Agreement shall be the appropriate
Court in the County of Pittsylvania, Virginia. This Agreement shall be construed in accordance
with the laws of the Commonwealth of Virginia.
K. This Agreement contains the entire agreement of the Parties, and there are no other
promises or conditions in any other agreement, whether oral or written, concerning the subject
matter of this Agreement. This Agreement supersedes any prior written or oral agreements
between the Parties.
L. If any provision of this Agreement is held to be invalid or unenforceable for any reason,
the remaining provisions will continue to be valid and enforceable. If a Court finds that any
provision of this Agreement is invalid or unenforceable, but that by limiting such provision it
would become valid and enforceable, then such provision will be deemed to be written, construed,
and enforced as so limited.
M. This Agreement may be modified or amended in writing by mutual agreement of the
Parties, if the writing is signed by the Party obligated under the amendment.
N. Any notice or communication required or permitted under this Agreement shall be
sufficiently given if delivered in person or by certified mail, return receipt requested, to the address
4.l.a
Packet Pg. 88 Attachment: VEHICLE Memorandum of Agreement change 2 CS (2144 : Vehicle Use Agreement)
Page 3 of 5
set forth in the Agreement’s opening paragraph, or to such other address as one (1) Party may have
furnished to the other in writing.
O. The failure of either Party to enforce any provision of this Agreement shall not be construed
as a waiver or limitation of that Party's right to subsequently enforce and compel strict compliance
with every provision of this Agreement.
P. In any action arising hereunder, or any separate action pertaining to the validity of this
Agreement, each Party shall its own attorneys’ fees, litigation fees, or other legal expenses.
requiring
Q. The rule construction or interpretation against the drafter is waived. The Agreement shall
be deemed as if it were drafted by both Parties in a mutual effort.
R. This Agreement shall inure to the benefit of, and shall bind the heirs, successors, and
assigns of the Parties.
S. No assignment of the Agency’s rights under this Agreement shall be made without the
County’s prior written consent.
III. LIABILITIES:
A. The Agency indemnify, hold, and save harmless the County, its officers, agents,
employees, and volunteers from any and all losses, expenses, costs and claims, including but not
limited to costs of investigation, all reasonable attorneys’ fees (whether or not litigation results),
and the cost of any appeal, occurring or arising in connection with the Agency, its agents’,
subcontractors’, employees’, or volunteers’ negligence or wrongful acts or omissions in
connection with its performance of this Agreement. Nothing contained in this Contract shall be
deemed to be a waiver of the County’s sovereign immunity.
Witness the following signature and seals:
[THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
4.l.a
Packet Pg. 89 Attachment: VEHICLE Memorandum of Agreement change 2 CS (2144 : Vehicle Use Agreement)
Page 4 of 5
PITTSYVLANIA COUNTY, VIRGINIA
By: _____________________________________________________
Name (Printed):____________________________________________
Its:_______________________________________________________
COMMONWEALTH OF VIRGINIA
COUNTY OF ______________:
BE IT REMEMBERED, that before me on this ___ day of ______________, 2020, appeared
__________________________, who acknowledged the signing of the foregoing instrument to be
his voluntary act and deed.
IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal,
on the day set forth above.
_____________________________
NOTARY PUBLIC
APPROVED AS TO FORM
__________________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
____________________________________________________________
By: ______________________________________________________
Name (Printed):_____________________________________________
Its:________________________________________________________
COMMONWEALTH OF VIRGINIA
COUNTY/CITY OF ______________:
BE IT REMEMBERED, that before me on this ___ day of ______________, 2020, appeared
__________________________, who acknowledged the signing of the foregoing instrument to be
his voluntary act and deed.
4.l.a
Packet Pg. 90 Attachment: VEHICLE Memorandum of Agreement change 2 CS (2144 : Vehicle Use Agreement)
Page 5 of 5
IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal,
on the day set forth above.
______________________________
NOTARY PUBLIC
4.l.a
Packet Pg. 91 Attachment: VEHICLE Memorandum of Agreement change 2 CS (2144 : Vehicle Use Agreement)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Cascade EMS Request
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.m
Attachment(s): Chairman Bryan Fox
Email - C. Slemp
Reviewed By:
SUMMARY:
The newly formed Cascade Rescue Squad requested that the County provide $30,000 in “start-
up” money to assist in its operations. The County has no funds budgeted for this purpose.
Further, Cascade Captain Eric Clark appeared before the Fire and Rescue Commission on April
28, 2020, and stated he didn’t need any County funding for agency start up.
FINANCIAL IMPACT AND FUNDING SOURCE:
There are no funds budgeted for this purpose.
RECOMMENDATION:
County Staff recommends the Finance Committee deny the request.
MOTION:
“I make a Motion to deny Cascade Rescue Squad’s request of $30,000.”
4.m
Packet Pg. 92
Cascade Community Volunteer Fire Department
P.O. Box 130
5497 Cascade Road
Cascade, VA 24069
Phone: 434-685-1522
Email: ST38@pittgov.org
1
August 5, 2020
Jerome Adams, Chairman of Board of Directors (CCVFD)
621 Tender Lane
Cascade, VA 24069
Mr. Bryan Fox, Chairman of Pittsylvania County
Public Safety Commission
349 Gordon Drive
Dry Fork, VA 24549
Dear Mr. Fox,
The Cascade Community Volunteer Fire Department CCVFD was incorporated in the year of
2000. The agency has maintained operation status even with the adverse condition we’ve
experienced over the years. The sacrifices and commitment of volunteers in our community is
what has sustained the agency. Dedicated volunteers are still in support of the vital emergency
Fire and Rescue Services for Cascade and the surrounding areas. Tremendous improvements and
progress is a reality now at the CCVFD.
The CCVFD is grateful for the support given by the Pittsylvania County Board of Supervisors
during the past twenty years. The financial support given by the county, public contributions, and
fundraiser projects have enabled the department to maintain operations.
During the April 28, 2020 Public Safety Commission’s Meeting, Chief Eric Clark presented a
request to the Public Safety Commission for the CCVFD to include Ambulance/Transport Service.
The request was approved unanimously by the Public Safety Commission. The request to include
Ambulance/Transport Service was sanctioned by the CCVFD Board of Directors and the Fire
and EMS Members. Finalization of the Ambulance/Transport request would be finalized pending
approval Dr. Boro, OEMS and the Board of Supervisors. Final approval has been given and
Cascade initiated the Ambulance Service July 1, 2020.
The transition by Mount Cross Volunteer Fire Department to move from Ambulance Service to
First Responder Status was conveyed during the meeting. It was stated during the discussion
pertaining to Mt. Cross that an adjustment on funds normally earmarked for Mt. Cross would be
adjusted; reassigning those funds to Cascade. The funding transition referred to was noted by a
minimum of 13 attendees at the April 28th meeting. I recall this matter being discussed and
sanctioned by the Public Safety Commission that funding adjustment would be made resulting in
the service change status of Mount Cross and Cascade.
In reviewing the financial data pertaining to the allocation of funds by Pittsylvania County for the
Fire and EMS Agencies; there is evidence of inconsistencies in the allocation of funds. In
comparing Cascade’s allocated funds with two other agencies similar in size and level of service,
4.m.a
Packet Pg. 93 Attachment: Chairman Bryan Fox (2145 : Cascade EMS Request)
Cascade Community Volunteer Fire Department
P.O. Box 130
5497 Cascade Road
Cascade, VA 24069
Phone: 434-685-1522
Email: ST38@pittgov.org
2
Cascade received $15,778.00 - $17,985.00 less allocated funds by the County in the 2019/2020
Fiscal Year.
Historically, the Fire & Rescue Agencies within the county have been awarded $30,000.00 as
start-up funds when sanctioned by the Board of Supervisors to implement Ambulance/Transport
Service. Evidence of this precedent by the County has been realized as recent as 2014. The
CCVFD is requesting adjustment in ambulance transition funds and consideration of the
$30,000.00 start-up funds allocated to other agencies initiating Ambulance/Transport Service.
The CCVFD is committed to provide Fire and Emergency Services for the citizens of Cascade
and surrounding areas. The restructuring of department, level of service response and overall
enhancement of the CCVFD during the past eighteen months clearly exemplifies Cascade is
committed in providing vital Fire and EMS Services as part of Pittsylvania County’s Public
Safety System. Thank you for your support and consideration concerning this matter.
Respectively Submitted;
Jerome Adams, Chairman of Board of Directors (CCVFD)
Eric Clark, Chief, CCVFD
Matt Hunt, Assistant Chief
Cc: Chris Slemp, Director of Public Safety
Pittsylvania County
Cc: Mr. Vic Ingram, Member of Board of Supervisors
4.m.a
Packet Pg. 94 Attachment: Chairman Bryan Fox (2145 : Cascade EMS Request)
From: Christopher C. Slemp, EFO, IAAI-CFI
Sent: Thursday, August 6, 2020 5:27 PM
To: 'Jerome Adams' <adamssjerome@gmail.com>
Subject: RE: Allocation of Funds for Cascade:
Mr. Adams,
We can put you on the agenda. The reallocation of the funds from the Rescue agencies that went out of
EMS transport was tabled the finance committee. Additionally, the $30,000 you reference in start up
money was given to agencies that added to their buildings (from what I can find out from the past). I
think it was given in conjunction with an agency that started EMS transport and had to add to their
building. There is no $30,000 in FY21 for any buildings additions. Also, it was brought to my attention
that at one meeting Cascade made mention that they would not be asking for any additional funds to start
EMS, but that is not to say you shouldn’t get additional funds. I’ve told Eric our method of allocation is in
need of serious improvement and I think we are going to be directed to do so this fall.
We do have money that needs to be split between agencies who picked up transporting due to agencies
stopping transporting but I can’t split that until the finance committee allows me to do so. I’m not sure Eric
has told you, but I offered to purchase several EMS items for Cascade using the COVID money we have
(in fact he sent me a list today we are working on). So I hope to make up some short fall in funding in that
manner.
Christopher C. Slemp, EFO, IAAI-CFI
Director of Public Safety
Public Safety
Tel. 4344327939 | Fax.
53 North Main Street P.O. Box 426
Chatham, VA 24531
chris.slemp@pittgov.org
www.pittsylvaniacountyva.gov/e911
4.m.b
Packet Pg. 95 Attachment: Email - C. Slemp (2145 : Cascade EMS Request)
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Redistribution of Funds
Staff Contact(s): Christopher C. Slemp
Agenda Date: August 18, 2020 Item Number: 4.n
Attachment(s):
Reviewed By:
SUMMARY:
Recently, Mt. Cross stepped down to first responder and 640 is dissolving. Mr. Slemp’s
recommendation is to move $2750 from line 100-4-032200-566100 to line 100-4-032200-
566300 which will cover the out of County agency’s $250 per call pay. Danville Life Saving
Crew did have to pick up some of the Mt. Cross area. Mr. Slemp also recommends giving the
following agencies an additional $3750 – Gretna, Chatham Rescue, Blairs, Mt. Hermon,
Tunstall, Bachelors Hall and Cascade.
FINANCIAL IMPACT AND FUNDING SOURCE:
Move $2750 from line 100-4-032200-566100 to line 100-4-032200-566300.
RECOMMENDATION:
County Staff recommends approving Mr. Slemp’s request as presented.
MOTION:
“I make a Motion to approve Mr. Slemp’s request as presented.”
4.n
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Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Staff Reports
Staff Contact(s): David M. Smitherman
Agenda Date: August 18, 2020 Item Number: 4.o
Attachment(s):
Reviewed By:
4.o
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