Town Manager’s Report, May 11, 2023

Scoring on Requests for Proposal (RFP) on Lead Service Line Inventory

Follow the lead service line inventory 7 reports, December 2022 to October 2024

You have in your agenda packet a scoring sheet I graded on the firms that submitted for the lead service line inventory. The inventory is supposed to be done by October 2024. The scoring for the RFPs was done in according with the Code of Virginia’s requirements by using the Competitive Negotiations Procedure for Professional Services. Five categories were used. These include knowledge and familiarity with the water system at 25 points, experience with the Virginia Department of Health projects at 25 points, qualification of project team at 20 points, capability to perform services in a timely manner at 20 points, and proximity to project area and accessibility to client at 10 points.

Hurt and Proffitt of Blacksburg submitted a proposal, as did Thrasher of Charleston, West Virginia. We advertised the project in the Smyth County News on March 18 and 25 and made an outreach to five (5) Minority and Women Owned Businesses Enterprises (MBE / WBE). Both the advertisement and the solicitation of MBEs and MBEs was required by the Health Department.

As you can see by the scoring sheet Hurt and Proffitt scored 96 points and Thrasher 80 points. Council can accept my scoring, or can do themselves through a committee or full Council. If Council approves my recommendation, I will then begin contract negotiations with Hurt and Proffitt on the pricing, schedule, etc., etc.

Pre-Construction Meeting for Installation of Water Line Project at Pathway Park

We attended a pre-construction Conference on April 18 on the water line project. Even though the project is not the Town’s, but Smyth County’s, the Town will accept the line and take it into its maintenance system. That is reason for the joint meeting with the County. At the meeting were Jay Keen, Director of Public Works, Class I Water Operator Luke Lowe and me. The County was represented by Kendra Haden. Representatives of Draper Aden and the contractor Carolina Paving were also there.

Our staff were concerned that there were no check valves on the system. They were afraid that if none were installed and a leak occurred it could take the west end out of service if not found in a timely manner. Additionally, a blow off valve would most likely be needed. That is because the water could sit in the line for an extended period of time with no industrial customer at the site and it would lose its chlorine residual.

The contractor was concerned that getting fire hydrant for the project would take some time since they have been back ordered. Our staff volunteered to supply two of ours and the contractor could pay the Town for them since we have several in stock.

There was no work schedule presented at the meeting. Nor was there a Substantial Date and final completion date. We though that odd because they are normally presented in the preconstruction meeting in consultation with the owner, engineer and contractor.

Finally, we were very concerned that there were no Inspection Services included in the contract with Draper Aden. We made it clear that we could not do the daily / periodic inspections, but we would be available anytime for general consultation. We added any project of this scope has those services included as standard operation procedures. We said that we could not, in any circumstance, accept this project into our system unless inspection services were provided

Youth Government Day

On April 20 the Annual Student Government Day was held in conjunction with the Smyth County School, the Smyth County Chamber of Commerce and numerous participants. We had ten students scheduled to participate and I believe nine appeared that morning around 9:40. Their names are on Bailey King’s, of the Chamber, email of April 14. You also have the Fact Sheet from the Chamber attached.

Our staff fully participated in showing the students around and explaining their various duties. I gave a general orientation in the Council room when the students arrived. After that we went to Town facilities including Finance, Recreation, Police, and Fire / EMS. Late morning, we took the students to the Mill Creek Regional Water Treatment Plant and then back to lunch at the Riverfront Restaurant. Following lunch, we took the students to the sewer treatment plant, and to the Burn Building and Fire and EMS Training facilities. You also have that itinerary in your agenda package.

At 1:00 students were released the Smyth County Opportunity and Employment Fair at the Chilhowie Christian Church Gym. As you can see in the attachment there were around 47 vendors at the event and several hundreds of people attending.

I thought the event was very well planned and coordinated. As for our part, our staff also did an excellent job in presentation and logistics.

East Lee Highway II Pedestrian Project Update

Follow the East Lee Highway pedestrian project 14 reports, January 2022 to November 2023

You have in your agenda package an attendance sheet and agenda for the first Progress Meeting had had on the East Lee Highway pedestrian II Project conducted by our engineer Thompson and Litton. At the meeting were representatives of the Town, the contractor Jones Road and Bridge, and OCS who is performing inspection services.

Regarding the Change Order on the project for the work on covering the ditch and install pipping on the east side of the entrance of the Town Hall to match the west side at $52,875, and removing the old ramp and constructing a new ramp entrance to the Fire Hall at $46,600, both these proposals were approved by Council at its April meeting. At the writing on May 3 the ditch and pipping is completed with landscaping put over the site. Regarding the removal and construction of a new ramp at the Fire Hall, the old ramp is being taken out. It is my understanding the concrete work for the pad will start on or about May 4. The Fire and EMS vehicles will have to be taken out of the building and put in the back parking lot, now that weather allows. Security features have been implemented for their protection. At the Progress Meeting it was stated that the curing of the new concrete being installed will take only 48 hours. So after that time the front entrance can be utilized and the vehicles housed inside the building again.

Pay Request number 9 in the amount of $280,854.25 will be submitted to Council for payment after approval by the Engineer. Of that amount $239,383.75 in for Jones Road and Bridge, and $41,470.50 for Thompson and Litton. The contractor indicated they are on schedule to finish in a couple of weeks and that only one more pay request will be needed to finish up the project.