01-19-2021 Work Session Packet
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, January 19, 2021 – 4:30 PM
Board Meeting Room
39 Bank Street, SE,
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (4:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings are now being
recorded and can be viewed on the same YouTube location as the Board of Supervisor’s
Business Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It is not a
question and answer session with the audience. Accordingly, during the Work Session,
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 Work Session. 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. PRESENTATIONS
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Shell Building VRA Issuance Review (Staff Contact: Matthew D. Rowe); (10
minutes)
b. Convenience Center Cost Estimates/Schedules Update (Staff Contact: Richard N.
Hicks); (10 minutes)
c. Hurt EMS Station Bids Review/Discussion (Staff Contact: Richard N. Hicks); (10
minutes)
Work Session - January 19, 2021
d. Authorization to Apply for Federal Funds for Cherrystone and Roaring Fork Dam
Projects Discussion (Staff Contact: Richard N. Hicks); (10 minutes)
e. Landfill Solar Lease RFP Review/Discussion (Staff Contact: Richard N. Hicks); (10
minutes)
7. BUSINESS MEETING DISCUSSION ITEMS
8. CLOSED SESSION
a. Discussion or consideration of the acquisition of real property for a public purpose, or
of the disposition of publicly held real property, where discussion in an open meeting
would adversely affect the bargaining position or negotiating strategy of the public
body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Jail Land
Purpose: Discussion of Related Property Acquisition for a
Public
Purpose
b. Consultation with legal counsel employed or retained by a public body regarding
specific legal matters requiring the provision of legal advice by such counsel.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matters: Cool Branch/Franklin EMS Agreement
Purpose: Legal Consultation/Advice Regarding the Same
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification
10. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Shell Building VRA Issuance Review (Staff Contact: Matthew D. Rowe);
(10 minutes)
Staff Contact(s): Matthew D. Rowe
Agenda Date: January 19, 2021 Item Number: 6.a
Attachment(s): Pittsylvania IDA - 2021 Project Racecar - Resolution of the
County_83459712_3
Reviewed By:
SUMMARY
The County’s Shell Building Project (“Project”) at Lot 6 in the Cane Creek Centre (233 Cane
Creek Parkway) has been modified due to the partnership with RealtyLink Developers and the
increased Project scope. The building increased in size from 30,000 sf to 100,000 square feet
due to RealtyLink’s resources. The Tobacco Commission Shell Building Grant is now a loan
through Virginia Resources Authority (“VRA”), which contracts with the Tobacco Commission
to underwrite loans. VRA requires the County IDA to act as lender for this $1,150,000 loan.
The Project Budget is $5,000,000, the loan amount is $1,150,000, and the $3,850,000 is debt
equity paid by RealtyLink. The IDA approved the loan issuance/terms at its January 12, 2021,
Meeting. The County will serve as the financial backer of the IDA’s loan. The funds have
already been extended, the building is close to complete, and the site is being marketed.
Matthew D. Rowe, County Economic Development Director, will review the attached Resolution
with the Board and answer any related questions. County Staff recommends the Board approve
the attached Resolution under the Matters from Work Session Agenda Section at the Board’s
January Business Meeting.
6.a
Packet Pg. 3
COVERING CERTIFICATE FOR RESOLUTION
The undersigned Clerk of the Board of Supervisors of Pittsylvania County, Virginia (the
“Board”), certifies that:
1. Attached hereto is a true, correct and complete copy of a resolution entitled
“RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT PROVIDING
FOR A NON-BINDING UNDERTAKING OF THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY, VIRGINIA, TO CONSIDER CERTAIN APPROPRIATIONS TO
THE INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA,
VIRGINIA, AND AGREEING TO CERTAIN MATTERS RELATED TO THE ISSUANCE
AND SALE BY THE AUTHORITY OF A REVENUE BOND FOR THE BENEFIT OF
REALTYLINK USA, LLC, AND VA DANVILLE CC L6, LLC” (the “Resolution”). The
Resolution was adopted at a regular meeting of the Board held on January 21, 2021, by a majority
of all members of the Board by an affirmative roll-call vote.
2. The meeting at which the Resolution was adopted was held at the time and place
established by the Board for such meeting. The minutes of such meeting reflect the attendance of
the members and their votes on the Resolution as follows:
Member Attendance
(Present/Absent)
Vote
(Aye/Nay/Abstain)
Joe Davis
Tim W. Dudley
Ben L. Farmer
William V. Ingram
Charles H. Miller
Ronald Scearce
Robert Warren
3. The Resolution has not been repealed, revoked, rescinded or amended and is in full
force and effect on the date hereto.
Witness my signature and the seal of the Board of Supervisors of Pittsylvania County,
Virginia, this ____ day of January, 2021.
(SEAL) David M. Smitherman, Clerk, Board of
Supervisors, Pittsylvania County, Virginia
6.a.a
Packet Pg. 4 Attachment: Pittsylvania IDA - 2021 Project Racecar - Resolution of the County_83459712_3 (2330 : Shell Building VRA Issuance Review (Staff
RESOLUTION AUTHORIZING THE EXECUTION OF AN
AGREEMENT PROVIDING FOR A NON-BINDING
UNDERTAKING OF THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY, VIRGINIA, TO CONSIDER
CERTAIN APPROPRIATIONS TO THE INDUSTRIAL
DEVELOPMENT AUTHORITY OF THE COUNTY OF
PITTSYLVANIA, VIRGINIA, AND AGREEING TO
CERTAIN MATTERS RELATED TO THE ISSUANCE AND
SALE BY THE AUTHORITY OF A REVENUE BOND FOR
THE BENEFIT OF REALTYLINK USA, LLC, AND VA
DANVILLE CC L6, LLC
WHEREAS, the Industrial Development Authority of the County of Pittsylvania, Virginia
(the “Authority”), is a political subdivision of the Commonwealth of Virginia (the
“Commonwealth”), duly created and existing pursuant to the Industrial Development and Revenue
Bond Act (the “Act”);
WHEREAS, RealtyLink USA, LLC (the “Obligor”), and VA DANVILLE CC L6, LLC
(the “Developer” and, together with the Obligor, the “Borrower”), have requested the Authority to
issue and sell its revenue bond (the “Bond”) to the Virginia Tobacco Region Revitalization
Commission (the “Commission”) and to loan the proceeds of the Bond to the Borrower to finance
the construction of a 100,000-square foot industrial building in Cane Creek Centre (the “Project”)
in Pittsylvania County, Virginia (the “County”);
WHEREAS, the Obligor has agreed to issue two promissory notes (together, the “Notes”)
in the aggregate principal amount of the Bond and will deliver such Notes to the Authority to
evidence the Borrower’s payment obligations with respect to the loan of the Bond proceeds;
WHEREAS, the Bond will be secured by an assignment of the Notes and the Authority’s
rights thereunder to the Commission pursuant to an assignment attached thereto;
WHEREAS, the Commission has agreed to purchase the Bond pursuant to the terms of a
Financing Agreement between the Commission and the Authority (the “Financing Agreement”),
subject to the County’s entering into a non-binding undertaking to appropriate from time to time
moneys to the Authority to the extent amounts received pursuant to the Notes are insufficient to
make the payments due pursuant to the Bond and the Financing Agreement;
WHEREAS, the Board of Supervisors desires to enter into a support agreement with the
Authority and Commission, with respect to the Bond, setting forth the County’s agreement to enter
into such a non-binding undertaking; and
WHEREAS, there has been presented to this meeting a form of a Support Agreement (the
“Support Agreement”) between the Board of Supervisors, acting on behalf of the County, the
Authority and the Commission;
6.a.a
Packet Pg. 5 Attachment: Pittsylvania IDA - 2021 Project Racecar - Resolution of the County_83459712_3 (2330 : Shell Building VRA Issuance Review (Staff
2
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY, VIRGINIA:
1. It is determined that (a) the issuance of the Bond and the loan of the proceeds
thereof to the Borrower, and the execution of the Support Agreement in connection therewith, will
(i) promote industry and develop trade by inducing a manufacturing, industrial or commercial
enterprise to locate in or remain in the Commonwealth, (ii) further the use of the Commonwealth’s
natural resources and (iii) be exercised for the benefit of the inhabitants of the Commonwealth
through the increase of their commerce and through the promotion of their welfare, convenience
and prosperity and (b) it is in the best interests of the County and its citizens for the Board of
Supervisors to enter into the Support Agreement in connection with the issuance of the Bond.
2. In consideration of the Authority’s undertakings with respect to the issuance of the
Bond and the loan of the proceeds thereof to the Borrower, the Chairman and Vice Chairman of
the Board of Supervisors, either of whom may act, are hereby authorized and directed to execute
and deliver the Support Agreement in connection with the issuance of the Bond by the Authority.
The Support Agreement shall be in substantially the form presented to this meeting, which is
hereby approved, with such completions, omissions, insertions or changes not inconsistent with
this resolution as may be approved by the Chairman or Vice-Chairman, the execution thereof by
the Chairman or Vice-Chairman to constitute conclusive evidence of his approval of such
completions, omissions, insertions or changes.
3. The County Administrator is hereby authorized and directed to carry out the
obligations imposed by the Support Agreement on the County Administrator.
4. As provided by the Support Agreement, the Board of Supervisors hereby enters into
a non-binding undertaking to appropriate to the Authority such amounts as may be requested from
time to time pursuant to the Support Agreement, to the fullest degree and in such manner as is
consistent with the Constitution and laws of the Commonwealth of Virginia. The Board of
Supervisors, while recognizing that it is not empowered to make any binding commitment to make
such appropriations in future fiscal years, hereby states its intent to make such appropriations in
future fiscal years and hereby recommends that future Boards of Supervisors do likewise during
the term of the Support Agreement.
5. The Board of Supervisors, on behalf of the County, hereby agrees to the issuance
by the Authority of the Bond, provided that the aggregate principal amount of the Bond does not
exceed $1,150,000.
6. All resolutions or parts thereof in conflict herewith are hereby repealed.
7. This resolution shall take effect immediately.
6.a.a
Packet Pg. 6 Attachment: Pittsylvania IDA - 2021 Project Racecar - Resolution of the County_83459712_3 (2330 : Shell Building VRA Issuance Review (Staff
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Convenience Center Cost Estimates/Schedules Update (Staff Contact:
Richard N. Hicks); (10 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: January 19, 2021 Item Number: 6.b
Attachment(s):
Pittsylvania CC Timeline_12-4-20
Climax Rd CC_Prelim Cost Estimate_11-9-20_DRAFT
Level Run Rd CC_Prelim Cost Estimate_11-9-20_DRAFT
Meadow Ridge Ct CC_Prelim Cost Estimate_11-9-20_DRAFT
Reviewed By:
County Staff has been working with SCS Engineers for the past three (3) years on the design of
three (3) additional Convenience Centers (“Center(s)”) in the Northern part of the County. Plans
and specifications for each Center is nearing completion and SCS has provided cost estimates for
the Centers. For the Board’s review and consideration, attached is the latest schedule for the
Centers, as well as a cost estimate for each Center.
Prior to authorizing SCS to put the Centers out for bid, County Staff felt it important to provide
the Board with this update. County Staff’s biggest concern is the projected cost of the Regional
Center off U.S. Highway 29, just North of Blairs Construction. This Center was designed as a
large Regional Center to be used by County citizens; thereby, eliminating the need to drive all
the way to the County Landfill to dispose of certain items. This Center is projected to cost more
than $1.7 million dollars. County Staff has been using these estimates in its analysis of future
Landfill revenues versus the projected Capital Costs over the next seven (7) to ten (10) years.
Prior to moving forward in the Centers’ bid process, County Staff desires to give the Board the
opportunity to review and discuss these estimates.
6.b
Packet Pg. 7
ID Task NameDuration Start Finish1Pittsylvania County Collection Center Development FYs 2021 & 2022 (Revised)325 daysTue 12/1/20Sun 10/10/2121.Level Run Rd. Convenience Center325 daysTue 12/1/20Sun 10/10/213Level Run Rd. Design/Regulatory Review Wrap Up45 daysTue 12/1/20Wed 1/13/214VDOT/County review (95% construction drawings)40 daysTue 12/1/20Fri 1/8/215Final plan revision and final permit approval submittal (construction drawing completion)5 daysFri 1/8/21Wed 1/13/216Level Run Rd. Procurement90 daysMon 3/22/21Wed 6/16/217Bid docs development, bid posting/solicitation, and Contractor evaluatio75 daysMon 3/22/21Wed 6/2/218Board approval of Contractor process15 daysWed 6/2/21Wed 6/16/219Level Run Rd. Construction120 daysThu 6/17/21Sun 10/10/2110Construction activities120 daysThu 6/17/21Sun 10/10/21112.Climax Rd. Convenience Center325 daysTue 12/1/20Sun 10/10/2112Climax Rd. Design/Regulatory Review Wrap Up45 daysTue 12/1/20Wed 1/13/2113VDOT/County review (95% construction drawings)40 daysTue 12/1/20Fri 1/8/2114Final plan revision and final permit approval submittal (construction drawing completion)5 daysFri 1/8/21Wed 1/13/2115Climax Rd. Procurement90 daysMon 3/22/21Wed 6/16/2116Bid docs development, bid posting/solicitation, and Contractor evaluatio75 daysMon 3/22/21Wed 6/2/2117Board approval of Contractor process15 daysWed 6/2/21Wed 6/16/2118Climax Rd. Construction120 daysThu 6/17/21Sun 10/10/2119Construction activities120 daysThu 6/17/21Sun 10/10/21203.Meadow Ridge Ct. (MRC) Regional Convenience Center325 daysTue 12/1/20Sun 10/10/2121MRC Design/Regulatory Review Wrap‐Up115 daysTue 12/1/20Sun 3/21/2122Revisions for permitting submittal (95% construction drawing completion) and response to comments20 daysTue 12/1/20Sun 12/20/2023Contingency for RoW channel survey/design30 daysSun 12/20/20Mon 1/18/2124VDEQ/VDOT review (95% construction drawings)60 daysMon 1/18/21Wed 3/17/2125Final plan revision and final permit approval (construction drawing completion)5 daysWed 3/17/21Sun 3/21/2126MRC Procurement90 daysMon 3/22/21Wed 6/16/2127Bid docs development, bid posting/solicitation, and Contractor evaluatio75 daysMon 3/22/21Wed 6/2/2128Board approval of Contractor process15 daysWed 6/2/21Wed 6/16/2129MRC Construction120 daysThu 6/17/21Sun 10/10/2130Construction activities120 daysThu 6/17/21Sun 10/10/2112/13/226/1710/10NovDecJanFebMarAprMayJunJulAugSepOctNovQtr 1, 2021Qtr 2, 2021Qtr 3, 2021Qtr 4, 2021TaskSplitMilestoneSummaryProject SummaryInactive TaskInactive MilestoneInactive SummaryManual TaskDuration-onlyManual Summary RollupManual SummaryStart-onlyFinish-onlyExternal TasksExternal MilestoneDeadlineProgressManual ProgressPage 1Project: Pittsylvania CountyCollection Center DevelopmentDate: Thu 9/26/196.b.aPacket Pg. 8Attachment: Pittsylvania CC Timeline_12-4-20 (2313 : Convenience Center Cost Estimates/Schedules Update (Staff Contact: Richard N. Hicks);
02218209.02
11/9/20
Engineer's Engineer's
Item Description Quantity Unit Unit Price Est. Total Estimate
Clearing and Grubbing (non-wooded area) 0.89 Ac. 5,000$ 4,450$
Excavation (with 1/2 cy excav.)1200 B. C. Y. 7.00$ 8,400$
Placement (on-site soil)650 L. C. Y. 4.00$ 2,600$
Imported Fill Soil 550 L. C. Y. 40.00$ 22,000$
Concrete Pads/Foundations for Containers 183 S. Y. 200.00$ 36,600$
Concrete Veneer/Pads Not for Containers 60 S. Y. 150.00$ 9,000$
Steel Plates 10 Ea. 750$ 7,500$
Aggregate Base (6" depth, #21A stone)3,100 S. Y. 10.00$ 31,000$
Asphalt Pavement - IM Base/Binder Course (4")2,807 S. Y. 32.00$ 89,824$
Asphalt Pavement - Top Coat (2") w/Sealer 2,807 S. Y. 6.00$ 16,842$
Silt Fence (no wire) 610 L. F. 3.50$ 2,135$
Soil Stabilization Blankets and Matting 500 S. Y. 8.00$ 4,000$
15-inch HDPE Stormwater Culvert 135 L. F. 40.00$ 5,400$
Outlet Protection (ungrouted rip rap) 30 S. Y. 50$ 1,500$
10 Oz Geotextile Fabric 3,100 S. Y. 1.50$ 4,650$
10x10-foot Prefabricated Attendant Booth 1 Ea. 10,000$ 10,000$
Attendant Booth Improvements/Porta John Shield 1 L. S. 5,000$ 5,000$
8-foot Reinforced Concrete Retaining Wall w/Rail 1,100 sf face 85.00$ 93,500$
30-foot Security Swing Gate with Lock 1 Ea. 2,500$ 2,500$
8-foot Chain-link Slatted Privacy Fence 575 L. F. 50.00$ 28,750$
Bollards 8 Ea. 500$ 4,000$
Pavement Markings/Stencils 1 L. S.2,000$ 2,000$
New Transformer (by utility) 1 Ea. 5,500$ 5,500$
Buried Transmission Line w/Schedule 40 PVC
Conduit (to lights and compactor)1 L. S. 2,000$ 2,000$
Meter Base, Main Disconnect Switch, Circuit Breaker
Panel and Phase Converter 1 L. S. 10,000$ 10,000$
Dusk-to-Dawn, Motion-sensor Lighting, Pole-mounted 1 L. S. 12,000$ 12,000$
Permanent Seeding/Site Restoration 0.25 Ac. 5,000$ 1,250$
Dogwoods 1 Ea. 150$ 150$
Soft Touch Japanese Holly 10 Ea. 50$ 500$
Nellie Stevens Holly 5 Ea. 100$ 500$
Emerald Green Arborvitae 54 Ea. 100$ 5,400$
428,951$
Mob/Demobilization 5% 21,450$
Construction Stakeout/Record Survey 1% 4,290$
Permits/Bonds/Insurance 2% 8,580$
Soil/Materials Testing 1% 4,290$
Contingency/Minor Items (signs, bumpers, locks, etc)20% 85,790$
553,351$
Waste Compactor/Controls2 1 Ea. 30,000$ 30,000$
Compactor Packer Box & Spare 2 Ea. 10,000$ 20,000$
Recycling Boxes / Open Top Containers & Spares 5 Ea. 6,000$ 30,000$
80,000$
633,351$ TOTAL ESTIMATED COSTS (CONSTRUCTION + WASTE CONTAINERS)
HEAVY INFRASTRUCTURE
TOTAL ESTIMATED CONSTRUCTION COST
SECURITY AND SAFETY
SUBTOTAL
1. Collection center roll-off containers may be relocated/procured directly by the County.
ELECTRICAL
LANDSCAPING
2. Assumes Marathon RJ-225 compactor or equivalent
WASTE CONTAINERS1
CONTINGENCY & OTHER ESTIMATES BASED ON PERCENT-OF-SUBTOTAL
Portion of Subtotal
(pre-contingency basis)
SUBTOTAL
DRAFT ENGINEER'S PRELIMINARY OPINION OF PROBABLE COST
CLIMAX RD (CALLANDS-GRETNA)COLLECTION CENTER CONSTRUCTION
PITTSYLVANIA COUNTY
GRADING AND SURFACE IMPROVEMENTS
ESC & STORMWATER MANAGEMENT FEATURES
6.b.b
Packet Pg. 9 Attachment: Climax Rd CC_Prelim Cost Estimate_11-9-20_DRAFT (2313 : Convenience Center Cost Estimates/Schedules Update (Staff Contact: Richard N. Hicks); (10 minutes))
02218209.01
11/9/20
Engineer's Engineer's
Item Description Quantity Unit Unit Price Est. Total Estimate
Clearing and Grubbing (non-wooded area) 0.82 Ac. 5,000$ 4,100$
Excavation (with 1/2 cy excav.)2,000 B. C. Y. 7.00$ 14,000$
Placement (on-site soil)1,700 L. C. Y. 4.00$ 6,800$
Stockpile (on-site soil) 300 L. C. Y. 3.00$ 900$
Concrete Pads/Foundations for Containers 114 S. Y. 200.00$ 22,800$
Concrete Veneer/Pads Not for Containers 0 S. Y. 150.00$ -$
Steel Plates 6 Ea. 750$ 4,500$
Aggregate Base (6" depth, #21A stone)1,700 S. Y. 10.00$ 17,000$
Asphalt Pavement - IM Base/Binder Course (4")1,536 S. Y. 32.00$ 49,152$
Asphalt Pavement - Top Coat (2") w/Sealer 1,536 S. Y. 6.00$ 9,216$
Silt Fence (no wire) 635 L. F. 3.50$ 2,223$
Soil Stabilization Blankets and Matting 500 S. Y. 8.00$ 4,000$
15-inch HDPE Stormwater Culvert 84 L. F. 40.00$ 3,360$
Outlet Protection (ungrouted rip rap) 30 S. Y. 50$ 1,500$
10 Oz Geotextile Fabric 1,700 S. Y. 1.50$ 2,550$
30-foot Security Swing Gate with Lock 3 Ea. 2,500$ 7,500$
8-foot Chain-link Slatted Privacy Fence 500 L. F. 50.00$ 25,000$
Bollards 4 Ea. 500$ 2,000$
Pavement Markings/Stencils 1 L. S.1,000$ 1,000$
New Transformer (by utility) 1 Ea. 15,000$ 15,000$
Buried Transmission Line w/Schedule 40 PVC
Conduit (to lights and compactor)1 L. S. 2,000$ 2,000$
Meter Base, Main Disconnect Switch, Circuit Breaker
Panel and Phase Converter 1 L. S. 10,000$ 10,000$
Dusk-to-Dawn, Motion-sensor Lighting & Poles 1 L. S. 12,000$ 12,000$
Permanent Seeding/Site Restoration 0.47 Ac. 5,000$ 2,350$
Dogwoods 1 Ea. 150$ 150$
Soft Touch Japanese Holly 8 Ea. 50$ 400$
Nellie Stevens Holly 8 Ea. 100$ 800$
Emerald Green Arborvitae 34 Ea. 100$ 3,400$
223,701$
Mob/Demobilization 10% 22,370$
Construction Stakeout/Record Survey 1% 2,240$
Permits/Bonds/Insurance 2% 4,470$
Soil/Materials Testing 1% 2,240$
Contingency/Minor Items 20% 44,740$
299,761$
Waste Compactor/Controls2 1 Ea. 25,000$ 25,000$
Compactor Packer Box & Spare 2 Ea. 10,000$ 20,000$
Recycling Boxes / Open Top Containers & Spares 3 Ea. 6,000$ 18,000$
63,000$
362,761$ TOTAL ESTIMATED COSTS (CONSTRUCTION + WASTE CONTAINERS)
DRAFT ENGINEER'S PRELIMINARY OPINION OF PROBABLE COST
LEVEL RUN RD (STAUNTON RIVER) COLLECTION CENTER CONSTRUCTION
PITTSYLVANIA COUNTY
GRADING AND SURFACE IMPROVEMENTS
ESC & STORMWATER MANAGEMENT FEATURES
WASTE CONTAINERS1
2. Assumes Marathon RJ-225 compactor or equivalent
SUBTOTAL
CONTINGENCY & OTHER ESTIMATES BASED ON PERCENT-OF-SUBTOTAL
Portion of Subtotal
(pre-contingency basis)
TOTAL ESTIMATED CONSTRUCTION COST
SECURITY AND SAFETY
1. Collection center roll-off containers may be relocated/procured directly by the County.
ELECTRICAL
LANDSCAPING
SUBTOTAL
6.b.c
Packet Pg. 10 Attachment: Level Run Rd CC_Prelim Cost Estimate_11-9-20_DRAFT (2313 : Convenience Center Cost Estimates/Schedules Update (Staff Contact: Richard N. Hicks); (10 minutes))
02218209.04
11/9/20
Engineer's Engineer's
Item Description Quantity Unit Unit Price Est. Total Estimate
Clearing and Grubbing (wooded area) 5 Ac. 15,000$ 75,000$
Excavation (with 1/2 cy excav.)18,100 B. C. Y. 7.00$ 126,700$
Placement (on-site soil) 17,300 L. C. Y. 4.00$ 69,200$
Stockpile (on-site soil) 800 L. C. Y. 3.00$ 2,400$
Concrete Pads/Foundations for Containers 202 S. Y. 200.00$ 40,400$
Concrete Veneer/Pads Not for Containers 647 S. Y. 150.00$ 97,050$
Steel Plates 14 Ea. 750$ 10,500$
Aggregate Base (6" depth, #21A stone)8,235 S. Y. 10.00$ 82,350$
Asphalt Pavement - IM Base/Binder Course (4")7,424 S. Y. 32.00$ 237,568$
Asphalt Pavement - Top Coat (2") w/Sealer 7,424 S. Y. 6.00$ 44,544$
Silt Fence (no wire)1,200 L. F. 3.50$ 4,200$
Temporary Sediment Trap 1 L.S. 6,000$ 6,000$
Soil Stabilization Blankets and Matting 1,000 S. Y. 8.00$ 8,000$
Construction Entrance 1 Ea. 3,000$ 3,000$
Dry Swale Fill/Features (subsurface components)1 L. S. 50,000$ 50,000$
Wooden Check Dam 4 Ea. 500$ 2,000$
Spillway & Outlet Protection (ungrouted rip rap)275 S. Y. 50.00$ 13,750$
Drop inlet 2 Ea. 3,500$ 7,000$
Manhole 1 Ea. 5,000$ 5,000$
18-inch RCP Culvert Pipe 330 L. F. 46.00$ 15,180$
24-inch RCP Culvert Pipe 102 L. F. 52.00$ 5,304$
Anti-seep Collar 3 Ea. 1,000$ 3,000$
Level Spreader (timber and installation) 1 Ea. 2,000$ 2,000$
10 Oz Geotextile Fabric 8,500 S. Y.1.50$ 12,750$
10x10-foot Prefabricated Attendant Booth 1 Ea. 10,000$ 10,000$
Attendant Booth Improvements/Porta John Shield 1 L. S. 5,000$ 5,000$
8-foot Reinforced Concrete Retaining Wall w/Rail 2,000 sf face 85.00$ 170,000$
30-foot Security Swing Gate with Lock 2 Ea.2,500$ 5,000$
8-foot Chain-link Slatted Privacy Fence 1,585 L. F. 50.00$ 79,250$
Wooden Guardrail 265 L. F. 40.00$ 10,600$
Bollards & Wheel Stops 16 Ea. 500$ 8,000$
Pavement Markings/Stencils 1 L. S.4,000$ 4,000$
New Transformer (by utility) 1 Ea. 10,000$ 10,000$
Buried Transmission Line w/Schedule 40 PVC Conduit (to
lights and compactor)1 L. S. 3,000$ 3,000$
Meter Base, Main Disconnect Switch, Circuit Breaker Panel
and Phase Converter 1 Ea. 10,000$ 10,000$
Dusk-to-Dawn, Motion-sensor Lighting, Pole-mounted 1 L. S. 15,000$ 15,000$
Permanent Seeding/Site Restoration 3.5 Ac. 5,000$ 17,477$
Misc. Plants for Basin 1 L. S. 6,500$ 6,500$
Dogwoods 8 Ea. 150$ 1,200$
Soft Touch Japanese Holly 29 Ea. 50$ 1,450$
Nellie Stevens Holly 23 Ea. 100$ 2,300$
Emerald Green Arborvitae 13 Ea. 100$ 1,300$
1,282,973$
Mob/Demobilization 5% 64,150$
Construction Stakeout/Record Survey 1% 12,830$
Permits/Bonds/Insurance 2% 25,660$
Soil/Materials Testing 1% 12,830$
Contingency/Minor Items (signs, bumpers, locks, etc)20% 256,590$
1,655,033$
Waste Compactor/Controls2 1 Ea. 30,000$ 30,000$
Compactor Packer Box & Spare 2 Ea. 10,000$ 20,000$
Recycling Boxes / Open Top Containers & Spare 7 Ea. 6,000$ 42,000$
92,000$
1,747,033$
HEAVY INFRASTRUCTURE
TOTAL ESTIMATED COSTS (CONSTRUCTION + WASTE CONTAINERS)
2. Assumes Marathon RJ-225 compactor or equivalent
DRAFT ENGINEER'S PRELIMINARY OPINION OF PROBABLE COST
MEADOW RIDGE COURT (REGIONAL) COLLECTION CENTER CONSTRUCTION
PITTSYLVANIA COUNTY
GRADING AND SURFACE IMPROVEMENTS
ESC & STORMWATER MANAGEMENT FEATURES
WASTE CONTAINERS1
SUBTOTAL
CONTINGENCY & OTHER ESTIMATES BASED ON PERCENT-OF-SUBTOTAL
Portion of Subtotal
(pre-contingency basis)
TOTAL ESTIMATED CONSTRUCTION COST
SECURITY AND SAFETY
1. Collection center roll-off containers may be relocated/procured directly by the County.
ELECTRICAL
LANDSCAPING
SUBTOTAL
6.b.d
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Hurt EMS Station Bids Review/Discussion (Staff Contact: Richard N.
Hicks); (10 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: January 19, 2021 Item Number: 6.c
Attachment(s):
Reviewed By:
On January 5, 2021, County Staff received construction bids for the Hurt/EMS building
(“Project”). The Project’s original estimate was $500,000, including engineering. The lowest
Project bid received was $757,650. On January 11, 2021, County Staff, as allowed under the
Virginia Public Procurement Act (“VPPA”), virtually met with the Project’s architect and the
low-bid contractor to discuss options for lowering the Project’s cost. After discussing several
options, again as permitted by the VPPA, the contractor and architect were asked to provide an
updated price to County Staff no later than January 15, 2021. County Staff will attempt to
provide the Board with the updated figures in the Board’s Friday Update, and will have the
additional information at the Board’s January Work Session for a recommendation for potential
action during the Board’s January Business Meeting.
6.c
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Authorization to Apply for Federal Funds for Cherrystone and Roaring
Fork Dam Projects Discussion (Staff Contact: Richard N. Hicks); (10
minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: January 19, 2021 Item Number: 6.d
Attachment(s): 2062-00344 Cherrystone Dams Spillway Upgrade Designs
Reviewed By:
In 2019, the Town of Chatham, Virginia (“Chatham”), was granted $100,000 from the Virginia
Legislature to study alternative options regarding mandated repairs to the Cherrystone and
Roaring Fork Dams (“Project’). As you will recall, the original sponsors of the Project were
Chatham, the County, and the Pittsylvania County Soil and Water Authority. The County served
as the Grant’s Fiscal Agent and the Project has been completed.
With the County’s lead, the three (3) sponsoring agencies issued a Request for Qualifications and
interviewed several professional firms, with the anticipation that the selected firm would
complete the study and continue with the design of the dam modifications. Froehling &
Robertson, Inc. (“F&R”), from Roanoke, Virginia, was selected to complete the study by all the
sponsoring agencies’ governing bodies. F&R has completed the Project and identified several
lower cost alternatives for the Project.
The process’ next step is the actual design of the dam modifications. This portion of the Project
is one hundred percent (100%) federally funded, but the sponsoring agencies will have to apply
for the funding. The funding is then contingent upon funds being available in the Federal
budget, which could take one (1) to three (3) years. For the Board’s review and consideration,
attached is a proposal from F&R for the proposed Project’s design and construction. To continue
showing the Commonwealth that the Project is advancing, each of the sponsoring agencies will
need to request their respective Boards authorize the filing of a funding request. The funding
request will be based on F&R’s projected costs. County Staff recommends the Board does so
and submits this item for potential action at the Board’s January Business Meeting.
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6.d.aPacket Pg. 19Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
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6.d.aPacket Pg. 25Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 26Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 27Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 28Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 29Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 30Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 31Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 32Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 33Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 34Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 35Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 36Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 37Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 38Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
6.d.aPacket Pg. 39Attachment: 2062-00344 Cherrystone Dams Spillway Upgrade Designs (2314 : Authorization to Apply for Federal Funds for Cherrystone and
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Landfill Solar Lease RFP Review/Discussion (Staff Contact: Richard N.
Hicks); (10 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: January 19, 2021 Item Number: 6.e
Attachment(s): RFP 12-16-20 Installation of a Solar Photovoltaic Energy System
Addendum 1 Solar Panels Final
Reviewed By:
County Staff issued the attached Request for Proposals (“RFP”) to determine if solar companies
have interest in installing solar fields on closed cells at the County Landfill. This process was
initiated by an RFP from Dominion Energy (“Dominion”) that favored brownfield/landfill sites.
If the County selects a firm based on its RFP, the Project will still have to be approved by
Dominion through their selection process, which could take up to one (1) to two (2) years. RFPs
are due on Tuesday, January 12, 2021, at 2:00 p.m. County Staff will need time to evaluate the
RFPs and will provide any information available in the Friday Board Update, as well as having a
final related recommendation at the Board’s January 19, 2021, Work Session for a
recommendation for potential action at that night’s Board’s Business Meeting.
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PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
REQUEST FOR PROPOSAL
RFP: 2020-12-16
INSTALLATION OF A SOLAR PHOTOVLTAIC ENGERGY
SYSTEM AT THE SITE OF A CLOSED CELL AT THE
PITTSYLVANIA COUNTY LANDFILL
DECEMBER 16, 2020
CONTACTS: CONNIE GIBSON, PURCHASING MANAGER
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Pittsylvania County, Virginia
RFP #
Installation of a Solar Photovoltaic Energy System
On Closed Cells at the Pittsylvania County Landfill
GENERAL INSTRUCTIONS TO OFFERORS
DUE DATE: Sealed Proposals will be received until January 12, 2021, no later than 2:00 PM. Failure
to submit proposals to the correct location by the designated date and hour will result in
disqualification.
ADDRESS: One (1) original and one electronic version of the proposals should be mailed or hand
delivered to:
Pittsylvania County Purchasing Department
Att: Connie Gibson
1 Center Street
Chatham, VA 24531
All Proposals must be in a sealed envelope and clearly marked in the lower left corner: "Sealed Proposal
- RFP 2020-12-16, “Installation of a Solar Photovoltaic Energy System” Proposals not so marked or sealed
shall be returned to the offeror and will not be considered.
Proposals shall clearly indicate the legal name, address and telephone number of the offeror (company, firm,
partnership, individual). Proposals shall be signed above the typed or printed name and include the title of
the individual signing on behalf of the offeror (see page 3). All expenses for making Proposals to
Pittsylvania County shall be borne by the offeror. All Proposals shall be received by 2:00pm, January
12, 2021. Any proposal received after this time and date will not be considered. The offeror has the sole
responsibility to have the proposal received by the Pittsylvania County Purchasing Department at the above
address and by the above stated time and date.
QUESTIONS:
1. All questions regarding this RFP must be made in writing. The written questions must be
received by the County no later than 2:00 p.m., December 29, 2020. Questions may be
faxed to (434) 432-7746 or emailed to Connie.gibson@pittgov.org.
2. All responses to questions will be posted on Pittsylvania County website:
www.pittsylvaniacountyva.gov by December 30, 2:00 pm. The offeror has the sole responsibility
to go to the website and receive the responses or by contacting Connie Gibson requesting they be
emailed. The responses will be an addendum to the RFP. All such responses by the County shall
become part of the RFP.
3. Oral instructions do not become part of the proposal documents.
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.
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In Compliance with this Request for Proposal the named party hereby submits a proposal in response to Pittsylvania
County to furnish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover
Sheet, and any supplemental materials required to be provided by the offeror pursuant to the terms and conditions of the
RFP, constitute the entire proposal.
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 RFP, 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 RFP 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)
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TABLE OF CONTENTS
I. PURPOSE 5
II. INSTRUCTIONS TO OFFERORS 5
III. BACKGROUND INFORMATION 6
IV. PROPOSAL REQUIREMENTS 7
V. SCOPE OF SERVICES 8
VI. FORM OF THE PROPOSAL NARRATIVE 10
VII. PROPOSAL EVALUATIONS 13
VIII. SPECIAL TERMS AND CONDITIONS 13
GENERAL TERMS AND CONDITIONS
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I. PURPOSE
This Request for Proposal (RFP) by the County of Pittsylvania, Virginia, invites written
proposals from qualified firms to Lease a portion of closed and capped landfill cells at the
Current Pittsylvania County landfill (SWP571) located at 382 Rainbow Lane, Dry Fork,
Virginia. The potential sites comprise of 15-20 acres and will be pursuant to a Lease or
License Agreement with the County, for the purpose of installing, owning, operating,
and/or maintaining thereon a solar energy generating system or systems (the “Solar Energy
System(s)” or “System(s)”).
It is the desire of the County to promote the installation of a System(s) for the benefit of the
County and the environment. This Request for Proposals is being issued to allow the County
to evaluate options and determine the project and financial arrangements that best meet the
County’s interest and goals. The goal of this RFP is to lease the Site for the purposes of
siting a Solar Energy System in order to provide a revenue stream to the County in the form
of monthly payments. The County notes that it is not seeking proposals whereby it would
be a mandatory off-taker of energy from the System.
The County will evaluate all proposals and reserves the right to select the proposal that
provides the best solution for the County. The County has the right to accept any bid even
if it does not generate the highest revenue for the County. Proposals will be evaluated
against other proposals received. In addition to other rights reserved herein, the County
reserves the right to cancel this RFP in its discretion and to the fullest extent permitted by
law.
All Proposals prepared in response to this RFP are at the sole expense of the Respondent,
and with the express understanding that there will be no claim, whatsoever, for
reimbursement from the County for the expenses of preparation and the County shall not
be liable for any expenses incurred by the Respondent in development of this proposal.
II. INSTRUCTIONS TO OFFERORS
• This procurement shall be conducted in accordance with the competitive
negotiation procedures of the Virginia Public Procurement Act – Section 2.2-4301
• One (1) copy and one (1) electronic copy of proposals shall be submitted to:
Pittsylvania County Purchasing Department
Att: Connie Gibson
P.O. Box 426
1 Center Street – County Administration Building
Chatham, VA 24531
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• All Proposals must be in a sealed envelope or box and clearly marked in the lower
left corner: "Sealed Proposal - RFP # Installation of a Solar Photovoltaic Energy
System” Proposals not so marked or sealed shall be returned to the offeror and will
not be considered. Proposals shall clearly indicate the legal name, address and
telephone number of the offeror (company, firm, partnership, individual). Proposals
shall be signed above the typed or printed name and include the title of the individual
signing on behalf of the offeror. All expenses for making Proposals to Pittsylvania
County shall be borne by the offeror. All Proposals shall be received by 2:00 P.M.,
Friday, January 12, 2021. Any proposal received after this time and date will not be
considered. The offeror has the sole responsibility to have the proposal received by
the Pittsylvania County Purchasing Department at the above address and by the above
stated time and date.
Clearly identified proprietary information will not be disclosed during the
selection process.
D. As a guideline, Pittsylvania County anticipates the following timetable for selection
of the Solar Photovoltaic Energy System Contractor/Vendor.
Date Activity/Event
December 16, 2020 Request for Proposal Issued
December 29, 2020 Deadline for Questions is 2:00 p.m.
December 30, 2020 Questions posted on website by 2:00 p.m.
January 12, 2021 Proposals Due Prior by 2:00 p.m. Deadline
January 18, 2021 Evaluation of Proposals Completed by County
Staff
January 19, 2021 Award by Board of Supervisors
F. Any vendor transacting business with Pittsylvania County may be asked to provide
proof of registration with the State Corporation Commission (SCC), as required by
Sections 13.1 or Title 50 of the Code of Virginia.
III. BACKGROUND INFORMATION
The Pittsylvania County Landfill, opened in 1974, and is located approximately 6.5 miles
south of Chatham and consists of approximately 450 acres. In January of 1989, the
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landfill was divided into a 4- phase development program. When Phase 1 trench 1A
opened, it met all the criteria established under the regulations set forth by the Virginia
Department of Waste Management. Groundwater monitoring was scheduled at regular
intervals, the leachate collection system was in conformation with the established
guidelines, and the single layer clay liner, was in place. In 1990, trench 1A was closed,
meeting all the regulations set forth in the Closure Plan. Trench 1BC was opened in
September 1990 and was closed in 1996. The County is currently filling in Phase two.
Phase one is a subtitle D landfill and was opened in 1995 and was closed in August 2007.
The Phase 2 landfill, which was permitted in 2003 and opened in June of 2005, has an
anticipated life of 25± years. Phases 3 and 4, at a disposal rate of 125 tons/day have an
estimated life of 125± years. The Landfill is designated a non-hazardous disposal facility,
designed for the burial of municipal solid waste, demolition waste, inert waste (bricks,
concrete, rubble), construction waste and brush, trees, tree trimmings, and stumps. No
industrial, toxic or hazardous waste is accepted for disposal at this site.
IV. PROPOSAL REQUIREMENTS
The proposal shall provide information necessary for Pittsylvania County to evaluate the
qualifications, experience, and expertise of the proposing firm and any sub consultants to
perform due diligence on the site and install a Solar Photovoltaic Energy System.
The Offeror or Proposer is to make a written proposal which presents an understanding
of the work to be performed. The Offeror is asked to address each evaluation criteria
contained in Section VI - Proposal Evaluation Criteria and to be specific in presenting
their qualifications. Responses should be as thorough and detailed as possible so that
the County may properly evaluate the firm’s capabilities to provide the required
services.
The Offeror should include in their proposal the following:
• Table of Contents – number all pages of the proposal.
• Introduction - Cover Letter/Executive Summary on company letterhead, signed
by a person with the corporate authority to enter into any contract which results
from the RFP.
• FOIA Exclusion Letter – Letter on company letterhead stating exclusions within
the proposal. Identify the specificity of the data or other materials for which
protection is sought and state the reasons why protection is necessary in
accordance with the Code of Virginia, Chapter 43, § 2.2-4342.
• Proposal – the Proposal submitted by Offeror shall include a minimum, the
following:
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1. The Offeror shall address each requirement of the Scope of Services or the
area(s) of expertise proposed to be provided.
2. The Offeror shall provide evidence that demonstrates their ability to
provide the services within reasonable completion dates and within budget.
3. The Offeror shall provide its current workload with particular reference to
personnel and other resources being proposed.
4. Proposed approach to provide the requested services.
5. The Offeror shall provide information on the corporate structure of its firm
as well as any proposed sub-consultants required to perform the required
work.
6. Include as appendices the following information:
a) A list of completed projects and a resume of personnel expected
to be assigned to this project including the name(s) of the partner
in charge;
b) Provide a minimum of three references where similar work was
performed.
7. The Offeror shall not have cost for services stated in the proposal. An
estimated cost of services shall be requested when the evaluation committee
short-lists the Offerors’ proposals and interviews are determined.
V. SCOPE OF SERVICES
• Objective
The objective of this Request for Proposals (RFP) is to identify and select the most qualified solar energy
system developer (“Respondents”) to occupy by lease or license all or a portion of the land that comprises
the site of the closed and capped cells within the Pittsylvania County Landfill for the purpose of installing,
owning, operating, and maintaining on the Site a Solar Energy System(s).
• General
The scope of services provided by the Contractor/Vendor shall include all tasks required to design
fabricate, deliver, install, operate, and maintain a Solar Energy System on the Site. The scope shall also
include, but not be limited to, securing all permits and approvals from governing agencies, all labor,
services, permit fees, and equipment necessary to produce a fully operational Solar Energy System on
the Site. The proposal shall contain a detailed explanation of the complete project and delineation of all
work tasks to be performed by the awarded Contractor/Vendor.
• Location
The proposal is for the Solar Energy System to be located on the County landfill Site. Respondent shall
identify the location(s) on the Site where the System(s) would be installed.
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• Design, Engineering & Permitting
Contractor/Vendor shall design and engineer the Solar Energy System to taking into consideration the
proposed installation site, available solar resources, existing site conditions, proposed future site
improvements (currently none), and other relevant factors. Contractor/Vendor shall provide design
documents that provide the following minimum information:
• Timeline/Project Schedule;
• System description;
• Layout of installation;
• Layout of equipment;
• All engineering associated with structural and mounting details;
• Electrical grid interconnection requirements;
• Controls, monitors, and instrumentation;
• System performance monitoring;
• Annual Estimated Production from the array (kWh);
• System Loss Modeling (PVSYST or Equivalent).
Contractor/Vendor shall identify an appropriate location for the solar PV inverter equipment on the
landfill site and its related components and environmental control systems that will meet the following
criteria:
• Ease of maintenance and monitoring;
• Efficient operation;
• Secured location and hardware;
• Compatibility with existing facilities;
• Avoidance of flood-prone areas;
• Visual harmony;
• Compliance with all the Landfill closure plan or any revised and updated Closure Plan
and the Landfill Monitoring and Maintenance Plan or any revised and updated Landfill
Monitoring and Maintenance Plan;
• Virginia requirements regarding the protection and maintenance of the final Landfill
cover; and
• Pittsylvania County zoning requirements.
The selected Contractor/Vendor will secure from governing agencies and the utility company all required
rights, permits, approvals, and interconnection agreements at no cost to Pittsylvania County. Pittsylvania
County will become the signatory on applications, permits, and utility agreements only where necessary.
• Installation
Respondent shall supply all equipment, materials, and labor necessary to install the Solar Energy
System(s).
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• Electrical Interconnections
Respondent shall supply and install all equipment required to interconnect the Solar Energy System(s) to
the Dominion Energy and/or Danville Utilities electric energy distribution system(s). The awarded
Respondent will fulfill all application, studies, and testing procedures to complete the interconnection
process. All costs associated with utility interconnection shall be borne by the awarded Respondent.
• Operation and Maintenance Manuals and As-Built Drawings
The selected Respondent shall provide two (2) sets of operation, maintenance, and parts manuals for the
Solar Energy System to the County. The manual shall cover all components, options, and accessories
supplied. It shall include maintenance, troubleshooting, and safety precautions specific to the supplied
equipment. It shall also delineate responsibilities of both parties after any potential transfer or sale of the
System to the County.
The selected Respondent shall provide three (3) sets of as-built drawings to the County, including one
(1) on CAD.
The selected Respondent shall provide up to five (5) sets of operating system manuals, as-built drawings
and safety and fire related information to all primary potential first responders to the Site.
• Solar System(s) Removal
The selected Respondent shall bear the sole responsibility of removing the PV system at the end of the
negotiated lease or license.
Project Requirements
• LICENSING /CERTIFICATION
Respondent must be properly licensed in the State of Virginia. The Contractor license and expiration
date shall appear clearly on Respondent’s proposal. Contractor/Vendor shall provide proof that
NABCEP certified or other State- approved installers shall perform the installation.
• Operation & Maintenance Requirements
All Respondents must offer a comprehensive onsite operation and maintenance service program for the
PV system operations, safety and maintenance activities.
VI. Form of the Proposal Narrative
a) Narrative
The response shall include an explanation of how the Respondent will approach the various tasks,
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including scheduling methods, project schedule, construction, financing, measurement and verification,
operations and maintenance, and decommissioning plans. Respondents should provide in their responses
a clear discussion of how they intend to finance the system and what financing partners will be involved
in the project.
This section shall discuss the highlights, key features, and distinguishing points of the proposal as
follows:
• Company Overview
Provide a document with the following company information:
• Year founded and number of continuous years in business;
• Ownership status (public or private company, LLC, LLP, S-Corp, Sole Proprietor);
• Federal Tax Identification Number;
• Corporate & Local Office location;
• Number of employees in corporate & local office at time of submittal;
• Respondent’s Experience Modification Rate; (EMR) for each of the
past three years;
• Respondent’s OSHA ratings (Recordable Incidence Rates and Lost
Workday Incident Rates) for the past three years; and
• A description of any ongoing or previous litigation your firm has been involved in and a
statement that the Respondent is not debarred, suspended or otherwise prohibited from
practice by any federal, state, or local agency.
• Project Team
Provide information about the key personnel to be assigned to this project.
Project Team organizational chart including all key personnel and their proposed roles.
Provide resumes, in an appendix, for all key personnel that will be assigned to this project.
Provide evidence of all relevant licenses held by your firm to do work in the State of Virginia,
attach list and copies of documents as an appendix.
• References
Provide references for at least three completed and currently operating non- residential grid-
connected PV systems, with preference towards Virginia municipality landfill projects. Include
the following information:
1. Location and Utility Company name;
2. System size (kW DC);
3. Host Customer and/or Owner contact information (name, email, address, telephone).
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• Project Development Experience
Provide the total number of megawatts of solar PV Respondent has constructed over the last five
(5) years.
Provide the total number of megawatts of solar PV Respondent has constructed over the last five
(5) years in Virginia.
Provide the total number of megawatts and projects of solar PV Respondent has constructed on
landfills and brownfields.
Provide the number of operational PV systems under Respondent’s management.
• Project Financing Capability
Provide the number of PV systems that have been financed by Respondent and/or any financing
partner.
Provide the most recent audited financial statements, annual reports, consolidated financials, and
Form 10-K (if any). If available, provide similar materials for parent entities, significant affiliates
and collaborators.
• Decommissioning Plan
Provide information regarding the proposed approach to system decommissioning and
restoration of the property. This decommissioning plan should include a description of
Respondent’s approach to providing financial assurance that funding will be available to
decommission the system at the end of the contract term, including:
I. Removal of all equipment, concrete, conduits, structures, fencing, and foundations to a
depth of 36 inches below the soil surface.
II. Removal of any solid and hazardous waste caused by the Facility in accordance with
local, state and federal waste disposal regulations.
III. Restoration of the property to its condition as it existed before the Solar Energy System
was installed.
• Pricing
Proposers shall list any proposed initial or option payment to the County, the proposed annual occupancy
payment for the Site, broken down by proposed monthly or quarterly payment amounts; and the extent to which
it will fund or reimburse the County for any costs the County incurs to secure Virginia DEQ approval of a revised
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and updated landfill closure plan and a revised and updated operations and maintenance plan for the landfill.
• Schedule
Proposers shall provide a proposed schedule for completion of the project(s).
Incurring Cost
The County shall not be liable for any cost incurred by the selected Respondent.
V11. PROPOSAL EVALUATION CRITERIA
Proposals will be evaluated by the County based on:
• The competence to perform the services as reflected by past experience in providing the
services outlined herein. 30 points
• The ability to meet the requirements of this RFP. 40 points
• Overall package and financial benefit to the County. 30points
AWARD
At the conclusion of discussion, on the basis of the evaluation criteria as set at the time of
issuance of this proposal and all information developed in the selection process to this point,
the County shall select in the order of preference two or more Offerors whose professional
qualifications and proposed services are deemed most meritorious. Negotiations shall then
be conducted; beginning with the Offeror ranked first. If a contract satisfactory and
advantageous to the County can be negotiated at a price considered fair and reasonable, the
award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first
shall be formally terminated and negotiations conducted with the Offeror ranked second, and
so on until such a contract can be negotiated at a fair and reasonable price. Should the
County determine in writing and in its sole discretion that only one Offeror is fully qualified
or that one Offeror is clearly more highly qualified and suitable than the others under
consideration, a contract may be negotiated and awarded to that Offeror. Pittsylvania County
reserves the right to award a contract to more than one Offeror, if it is in the County’s best
interest.
The County reserves the right to accept or reject any or all proposals received as a result of
Request for Proposal if it is in the best interest of Pittsylvania County.
VIII . SPECIAL TERMS AND CONDITIONS
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BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120)
days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid
is not withdrawn at that time it remains in effect until an award is made or the solicitation is
canceled.
ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award
a contract as a result of this solicitation, the purchasing agency will publicly post such notice on the
County’s website, www.pittsylvaniacountyva.gov and on the County Public Notice Bulletin Board
located at 1 Center Street, Chatham, VA 24531.
OWNERSHIP/FOIA: Ownership of all data, materials and documentation originated and prepared
for the County pursuant to the RFP shall belong exclusively to the County and be subject to public
inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary
information submitted by an Offeror shall not be subject to public disclosure under the Virginia
Freedom of Information Act; however, the Offeror must invoke the protections of Section 2.2-4342D
of the Code of Virginia, in writing, either before or at the time the data or other materials to be
protected and state the reasons why protection is necessary. The proprietary or trade secret material
submitted must be identified by some distinct method such as highlighting or underlining and must
indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary
information. The classification of an entire proposal document, line item prices and/or total proposal
prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.
STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of
Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business
in the Commonwealth pursuant to B-30 Title 13.1 or Title 50 is required to include in its bid or
proposal the identification number issued to it by the State Corporation Commission (SCC). Any
bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a
foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to
include in its bid or proposal a statement describing why the bidder or offeror is not required to be so
authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the
process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage
(including without limitation the SCC Form provided) is streamlined and not definitive, and the
Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement
describing why the bidder or offeror was not legally required to be authorized to transact business in
the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the
Contractor as demonstrating compliance.
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PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
PURCHASING DEPARTMENT
IV. GENERAL TERMS AND CONDITIONS
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:
(2) During the performance of this contract, the contractor agrees as follows:
A. Nondiscrimination Clause: The contractor will not discriminate against any
employee or applicant for employment because of race, religion, color, sex, national
origin, age, disability, or other basis prohibited by state law relating to discrimination
in employment, except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of the contractor. The contractor agrees
to post in conspicuous places, available to employees and applicants for employment,
notices setting forth the provisions of this nondiscrimination clause.
B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements
for employees placed by or on behalf of the contractor, will state that such contractor
is an equal opportunity employer.
C. Notices, advertisements and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting the requirements
of this section.
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(3) 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.
(4) Drug Free Workplace – During the performance of this contract, the contractor agrees to (i)
provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is
prohibited in the contractor’s workplace and specifying the actions that will be taken against
employees for violations of such prohibition; (iii) state in all solicitations or advertisements for
employees placed by or on behalf of the contractor that the contractor maintains a drug-free
workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase
order of over $10,000, so that such provision will be binding upon each subcontractor or vendor.
3. Tax Exemption:
The County is exempt from State sales, and use taxes and will issue a Certificate of
Exemption upon request. Deliveries against any items of this bid procedure shall be free from any
excise or transportation taxes. Excise exemption registration NO. 54- 600-1508 may be used when
required or necessary on behalf of the County.
4. Modifications, Additions, or Changes:
Modifications, additions, or changes to the terms and conditions of this invitation to bid may
be cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided.
Bidders who attach or submit bids on their or any other forms may be considered unresponsive and
may be rejected if an official bid form is provided.
5. Delivery Point:
Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within
the County as directed by the Central Purchasing Department.
6. Transportation and Packaging:
The authorized agent by signing this bid certifies and warrants that the bid price offered for
F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is
based on the actual weight of the goods to be shipped. Except as otherwise specified herein,
standard commercial packaging, packing and shipping containers shall be used. All shipping
containers shall be properly and legibly marked or labeled on the outside with the commodity
description and number, size and quantity.
7. Evaluation of Bid Documents:
If any prospective bidder is in doubt as to the true meaning of any part of the specifications
or other bid documents, the prospective bidders shall submit a written request, within the time frame
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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 promised,
unless consideration of substantially equal or greater value is exchange. Further, no person shall
demand or receive any payment, loan, subscription, advance, deposit of money, services or
anything of value in return for an agreement not to compete on a public contract.
11. Gifts by Bidder, Offeror, Contractor, or Subcontractor:
No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or
official having formal responsibility for a procurement transaction, any payment, loan,
subscription, advance, deposit of money, services or anything of more than nominal value,
present or promised, unless consideration of substantially equal or greater value is exchanged.
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12. 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.
13. Ordering:
All orders from the County shall be issued by the Central Purchasing Department. A County
purchase order number is required for the contract; yet partial order quantities and deliveries will be
accepted upon request or as outlined in the Special Specifications, by the Central Purchasing
Department. No other department or personnel other than those in the Central Purchasing
Department of the County are qualified to issue purchase orders, make changes in orders, or accept
delivery on orders under this contract without specific written authorization being received by the
contractor from the Central Purchasing Department or as otherwise specified in the Special
Specifications.
14. 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.
15. 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.
16. 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.
17. 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
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be in effect for the period of time specified.
18. Contractual Intent
Upon successful award of this bid by the County, it is the County’s intent to have a written
contract fully executed by all participating parties. This contract shall delineate the capacity,
performances and considerations for all parties involved.
The contents of the bid submitted by the successful bidder and the bid
specifications shall become a part of any contract awarded as a result of these specifications.
The successful vendor will be expected to sign a “Standard Contract for Services” with the
County.
Sample contracts may be submitted by either party at the time of the bid, however, the
County reserves the right to use its uniform contract format over all samples submitted.
19. 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.
20. 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.
21. 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.
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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
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PITTSYLVANIA COUNTY
VIRGINIA
Connie Gibson, Procurement
Manager
1 Center Street Virginia
Phone (434) 432-7744
Website:
www.pittsylvaniacountyva.gov
December 29, 2020
RE: RFP 2020-12-16
Installation of a Solar Photovoltaic Energy System On Closed Cells at the Pittsylvania County Landfill
The following shall serve as Addendum #1. Please acknowledge receipt of this addendum when submitting
your proposal.
Dear Vendor:
1. Do you anticipate extending the bid due date? No
2. What additional details are you willing to provide, if any, beyond what is stated in bid documents
concerning how you will identify the winning bid? none
3. Was this bid posted to the nationwide free bid notification website at //www.mygovwatch.com/free. No
4. Other than your own website, where was this bid posted? Virginia Business Opportunity
5. My engineering company produces one of the few solar powered commercial off the shelf (COTs)
product and arrives ready to install and work. Since we build a standalone COTS that has been in public
use since 2009, and our units are already built to commercial standards, will we still need NABCEP
proof for the installers? Our solar tables are custom built and fabricated to NEC 2014 standards and
National ADA handicap standards and conditions. We use general contractors to assemble the Solar
tables onsite, as such we have never used NABCEP certified installers since our off grid solar powered
tables run on their own independent (battery stored) power for everyday users to power laptops, cell
phones etc. As long as you can provide certification that they were installed in accordance with industry
standards. The ultimate decision on installation and operation will be decided by Dominion Power if
they chose the landfill as a potential site for solar development.
6. In light of limited physical interactions due to pandemic, will the County consider accepting proposals
electronically? No, we do not have the capability right now.
7. Will the County accept docusigned/electronic signatures in lieu of wet signatures? We would prefer the
original signature
8. With many business offices closed for two weeks or more now due to pandemic restrictions combined
with holiday time of year, will the County consider extending due date by 7 days? No, we will be
sending this to the Board of Supervisors for approval on 1/19, and we need time to evaluate the
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proposals.
9. Can the County please provide a site map indicating which area/s can be considered for the solar? See
Attachment
10. Section I of RFP contains term “Site”. Can you please define/clarify? the site is located at the
Pittsylvania County Landfill. See attached
11. Has an interconnection study been performed with the utility? If so, will you provide it? No.
12. Which utility currently services the landfill facilities (e.g., maintenance shed, animal shelter)?
Will you provide electric service bills for either? Dominion has a transmission line running through
the property and City of Danville serves some of the services on the property
13. Section III describes a number of areas of the landfill. Is the potential site comprising 15-20 acres part
of trench 1A, trench BC, or others? Part of both trenches and adjoining closed cells
14. What material and depth of surface coverage was applied to the closed landfill potential solar site? Not
sure. Per DEQ specifications.
15. What lengths of term will the County consider? Will the County consider a 15-year lease with (4)
options for 5-year extensions? 15 year and three 5 year extensions
16. Is a topographic survey of the landfill available? If so, will you provide it? You can reach out to our
landfill engineer LaBella ( Joyce Engineering)
17. Have any settlement studies been conducted on the potential site? No
18. Is there a consultant who helped assemble this RFP? If so, who? Our landfill engineer LaBella helps
when requested.
19. Will preference be given for joint submissions working with local contractors? No preference, but we
would always suggested local contractors be used if available.
For questions 20 – 27:
We do not have that level of detail available. Dominion Energy is accepting proposals for solar facilities on brownfield
sites and landfills this spring. We are simply making land available if anyone wants to submit a proposal to Dominion.
All of those details can be worked out if the site is chosen as a possible option from Dominion.
20. Can the County please provide a kmz or equivalent clearly depicting the land area being made available
for solar development in the RFP?
21. Can the County provide a copy of the landfill caps’ as-built construction plans or descriptions of the
cover system’s construction?
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22. Can the County provide copies of the Post-Closure Permits and Plans for the landfill areas being offered
in the RFP describing the permit and land use conditions and restrictions?
23. In the RFP section Operation and Maintenance Manuals and As-Built Drawings,, the language refers to
a possible sale or transfer of the solar system to the County – is this considered a realistic possibility, or
is this a mistake in the RFP?
24. Does the County have any prior studies or reports on the proposed lease area concerning wetlands &
waterways, rare, threatened & endangered species, Phase I Environmental Site Assessment or others
describing the environmental conditions at the site?
25. Is there any particular reason why the County would prefer monthly/quarterly lease payments as
opposed to annual lease payments that are paid in advance and are more typical for solar projects?
26. What is the County’s desired timeline for construction and operation of the solar energy system?
27. Is the County open to permitting this site with a variance for the 5 mile restriction on co-located solar
projects?
Sincerely,
Connie Gibson
Purchasing Manager
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Discussion or consideration of the acquisition of real property for a public
purpose, or of the disposition of publicly held real property, where
discussion in an open meeting would adversely affect the bargaining
position or negotiating strategy of the public body.
Staff Contact(s): Richard N. Hicks
Agenda Date: January 19, 2021 Item Number: 8.a
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Jail Land
Purpose: Discussion of Related Property Acquisition for a Public
Purpose
8.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Consultation with legal counsel employed or retained by a public body
regarding specific legal matters requiring the provision of legal advice by
such counsel.
Staff Contact(s): J. VBaden Hunt, Esq.
Agenda Date: January 19, 2021 Item Number: 8.b
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matters: Cool Branch/Franklin EMS Agreement
Purpose: Legal Consultation/Advice Regarding the Same
8.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Closed Session Certification
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: January 19, 2021 Item Number: 9.a
Attachment(s):
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
(“Board”) on January 19, 2021, the Board hereby certifies by a recorded vote that to the best of
each Board Member’s knowledge only public business matters lawfully exempted from the Open
Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the
Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed
Meeting. If any Board Member believes that there was a departure from the requirements of the
Act, he shall so state prior to the vote indicating the substance of the departure. The Statement
shall be recorded in the Board's Minutes.
Vote
Joe B. Davis Yes/No
Tim W. Dudley Yes/No
Ben L. Farmer Yes/No
William V. (“Vic”) Ingram Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert (“Bob”) W. Warren Yes/No
9.a
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