On the agenda: Dinwiddie County meeting — data center (Mar 3)

March 3, 2026
Special Meeting - 4:00 PM

1. ROLL CALL
2. AMENDMENTS TO AGENDA
3. REPORT:
A. Secondary Six Year Plan
Jason Yallery, Interim Assistant Resident Administrator
4. OUTSIDE AGENCY REPORTS:
A. American Red Cross
Christy Carneal, American Red Cross, Virginia Region
B. Appomattox Regional Library System
Brian Manning, Regional Library Director
C. Chesterfield Colonial Heights Alliance For Social Ministry(CCHASM)
Shelly Marin, Chief Executive Officer
D. Friends Of The Lower Appomattox River (FOLAR)
Jackson Bartlett, Executive Director
E. Pamplin Historical Park
Colin Romanick, Executive Director
5. ACTION ITEMS:
A. Contract Award: Field Repairs
Timmy Cliborne, Director, General Services
Documents:
260303 BOS Memo - Field Repairs.pdf
260303 Contract with Earthworks and Sprinklers.pdf

Documents:
260303 BOS Memo - Field Repairs.pdf
260303 Contract with Earthworks and Sprinklers.pdf
B. Contract Amendment: VMWare
Norman Cohen, Director, Information Technology
Documents:
260303 BOS Memo - VMWare.pdf
260217 Contract Amendment 1.pdf
6. ADJOURNMENT

Dinwiddie County General Services
10817 Wheelers Pond Road
Dinwiddie, Virginia 23841
Phone: 804-469-4545

MEMORANDUM
TO:

Board of Supervisors

FROM:

Timmy Cliborne, Director of General Services

DATE:

March 3, 2026

SUBJECT:

Contract Award, Field Repairs

Background
After 15 years, multiple fields on the Sports Complex have developed drainage issues to
include the baseball field, all three softball fields, an area outside of the soccer field and
erosion on the hill by the football field. The drainage issues are causing safety issues and
extended cancellations during rain events. Repairs are needed to bring the fields back to
original construction status and safe to play.
Actions
We released an RFQ for Field Repairs on February 5, 226. Two vendors submitted quotes on
February 25, 2026. The quotes ranged from $159,200 to $264,307. The lowest quote was
from Earthworks & Sprinklers Unlimited, Inc. Further details on this procurement can be
found on the County website at www.dinwiddieva.us/purchasing.
Recommendation
We recommend approval of the following resolution.
BE IT RESOLVED, that the Board of Supervisors of Dinwiddie County, Virginia does hereby
authorize and direct the County Administrator to execute the attached contract for Field
Repairs with Earthworks & Sprinklers Unlimited, Inc. in the amount of $158,720.00 with any
changes, substantive or otherwise, as may be approved by the County Administrator.

P. O. DRAWER 70

DINWIDDIE, VIRGINIA 23841

TELEPHONE (804) 469-4500

WWW.DINWIDDIEVA.US

FAX (804) 469-4503

Contract #:
CONTRACT
DINWIDDIE COUNTY
FIELD REPAIRS
The Agreement is made this
, by and between Earthworks & Sprinklers
Unlimited, Inc., of 13009 Green Creek Ct, Ashland, VA 23005 (party of the first part, and hereinafter
known as “Contractor”), and the County of Dinwiddie, Virginia (party of the second part, and
hereinafter known as “County”).
WHEREAS, pursuant to the Virginia Public Procurement Act and the Dinwiddie County Small
Purchasing Policies and Procedures, the County secured quotes to provide repairs to several athletic
fields at the Dinwiddie County Sports Complex ; and
WHEREAS, Contractor submitted a quote for same, consistent with the County’s needs; and
WHEREAS, Contractor was selected as having the best overall value; and
WHEREAS, County has selected Contractor to provide good/services;
NOW THEREFORE, in consideration of the mutual benefits, promises, and undertakings, the
sufficiency and receipt of which are acknowledged, the following terms and conditions are agreed to by
the parties to this Contract:
1.

Incorporation by Reference. The following are made a part hereof as if the same were fully set
forth herein, and if any discrepancies arise between the documents, they will prevail in the
following order: (1) this Contract, (2) Request for Quotations # 26-020526 including any
addenda and (3) Contractor’s quote. This procurement is governed by the Virginia Public
Procurement Act and the Dinwiddie County Purchasing Policies and Procedures. All terms and
conditions of the Act and the Policies and Procedures are hereby adopted and incorporated by
reference herein.

2.

Time of Performance. Contractor agrees complete work within thirty (30) days from the date
of the Notice to Proceed. Exact work schedule will be detailed in the Notice to Proceed.

3.

Costs. Contractor agrees to perform all work pursuant to this Contract for a sum no greater than
ONE HUNDRED FIFTY-EIGHT THOUSAND SEVEN HUNDRED TWENTY AND NO/100
DOLLARS ($158,720.00) (the “Contract Price”) broken down as follows.
Item No.
1.
2.
3.
4.
5.

6.

Description
Price
Baseball Field – Field 1
$82,680.00
Baseball Field - Move 4 sprinkler heads if needed
$1,800.00
Softball Fields – Fields 2, 3 and 4
$33,880.00
Football Field Hill
$36,480.00
Soccer Field
$3,880.00
GRAND TOTAL
$158,720.00
Unit Pricing
Football Field Hill, Labor to remove sandy soils and
$480.00
replace with proper soils, Unit Price = Per cubic yard

Payment shall be made to Contractor within thirty (30) days after receipt of invoice and
completion of work.
4.

Notices. Any notices required shall be in writing and be sent either by U.S. Mail with postage
prepaid or by email to the addresses set forth below:
Notice to County shall be made to:
Procurement
Dinwiddie County
P.O. Drawer 70
Dinwiddie, Virginia 23841
(804) 469-4500
[email protected]

Notice to Contractor shall be made to:
Matt Harder
Earthworks & Sprinklers Unlimited, Inc.
13009 Green Creek Ct
Ashland, Virginia 23005
(804) 641-0886
[email protected]

5.

General Terms and Conditions. During the term of this Contract, Contractor agrees to procure
and maintain insurance which meets all County’s requirements in the Request for Quotations.

6.

Counterparts. This Agreement may be executed in one or more counterparts each of which
shall be deemed an original but all of which together shall constitute one and the same
instrument. Signed signature pages may be transmitted by facsimile or as an attachment to an
email, and any such signature shall have the same legal effect as an original.

7.

Severability. If any provision of this Agreement is determined to be unenforceable, invalid or
illegal, then the enforceability, validity and legality of the remaining provisions will not in any
way be affected or impaired, and such provision will be deemed to be restated to reflect the
original intentions of the parties as nearly as possible in accordance with applicable law.

8.

Force Majeure. Neither party hereto shall be held liable for delay or failure to perform
hereunder, when such delay or failure is without its fault or negligence and due solely to events
beyond its control which cannot reasonably be forecast or provided against such as fires, strikes,
floods, hurricanes, tornadoes, snowstorms, acts of God, acts of war or terrorism, or legal acts of
public authorities.

9.

Miscellaneous. This Contract shall be governed by the laws of the Commonwealth of Virginia.
Jurisdiction and venue for any litigation arising out of or involving this Agreement shall lie in the
Circuit Court of the County of Dinwiddie, Virginia, and such litigation shall be brought only in
such courts. All pronouns used herein shall refer to every gender. Headings or titles in this
Contract are only for convenience and shall have no meaning or effect upon the interpretation of
the provisions of this Contract. This Contract is the entire agreement between the parties and
may not be amended or modified, except by writing, signed by each party. If any provision of
this Contract is determined to be unenforceable, then the remaining provisions of this Contract
shall be interpreted as in effect as if such unenforceable provision were not included therein.

10.

Signature Authority. The County Administrator is the only person with signature authority to
sign agreements and contracts for Dinwiddie County. In his absence a Deputy County
Administrator may sign for the County Administrator. These are the only people allowed to sign
agreements/contracts. If an agreement is signed by any other person the agreement shall be null
and void.

2

IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the day first written
above.
County of Dinwiddie, Virginia

Earthworks & Sprinklers Unlimited, Inc.

W. Kevin Massengill
County Administrator

Print Name/Title:

Approved as to form:

Department Approval:

Legal Counsel

Timmy Cliborne, Director of General Services

3

Dinwiddie County Information Technology
13910 Courthouse Road
Dinwiddie, Virginia 23841
Phone: 804-469-4500

MEMORANDUM
TO:

Board of Supervisors

FROM:

Norman Cohen, Director of Information Technology

DATE:

March 3, 2026

SUBJECT:

Contract Amendment, VMWare

Background
In January 2026, the County executed a contract with CDW Government for VMWare in the
amount of $10,560 per year. VMWare enables multiple virtual servers to run on a single
physical server. This helps optimize hardware utilization and simplifies management. Aside
from the hardware cost savings, the management of multiple servers from a single unit helps
IT stay ahead of the possible failures from lack of patching, preventative maintenance or
physical failures. Virtualization also allows data centers to cluster servers for failover, high
availability, and resource optimization, ensuring ongoing operations with minimal or no
downtime.
Upon CDW Government placing the order, the software manufacturer stated that the
particular software listed in the contract was discontinued. The available replacement bundle
software was quoted at $34,696 per year. No discounts were offered upon request. This is a
product the County has to have run our servers and there are no substitutes or compatible
comparisons currently available.
Actions
The County attempted to negotiate the price of the replacement software. The only discount
provided was a slight price break if we executed a three (3) year contract. The three-year
contract would bring the price down to $29,376 paid each year, totaling $88,128.
The County wishes to execute the attached Contract Amendment to enter into a three-year
contract with CDW Government for the revised price amount. This is procured through an
Omnia cooperative contract.

P. O. DRAWER 70

DINWIDDIE, VIRGINIA 23841

TELEPHONE (804) 469-4500

WWW.DINWIDDIEVA.US

FAX (804) 469-4503

Dinwiddie County Information Technology
13910 Courthouse Road
Dinwiddie, Virginia 23841
Phone: 804-469-4500
Recommendation
We recommend approval of the following resolution.
BE IT RESOLVED, that the Board of Supervisors of Dinwiddie County, Virginia does hereby
authorize and direct the County Administrator to execute the attached contract with CDW
Government for VMWare in the amount of $88,128 with any changes, substantive or
otherwise, as may be approved by the County Administrator.

P. O. DRAWER 70

DINWIDDIE, VIRGINIA 23841

TELEPHONE (804) 469-4500

WWW.DINWIDDIEVA.US

FAX (804) 469-4503

Dinwiddie County Procurement
14010 Boydton Plank Road
Dinwiddie, VA 23841
Phone: (804) 469-4500, Option 1, Ext 2150
E-Mail: [email protected]
www.dinwiddieva.us/purchasing

CONTRACT AMENDMENT #1
Date:
Vendor:

CDW Government

Contract #:

26-037

Description: VMWare
This Supplemental Agreement is entered into pursuant to the provision of the original contract
between Dinwiddie County and CDW Government dated January 29, 2026.
Description of Modification:
Upon CDW Government placing the order, the software manufacturer stated that the particular
software listed in the contract was discontinued. The available replacement bundle software
was quoted at over three times the amount of the original. No discounts were offered upon
request. This is a product the County has to have to run our servers and there are currently no
substitutes or compatible comparisons available.
This Amendment replaces the previous Manufacturer Part # VCF-VSP-STD-8 with item VCF-CLDFND-A. The price changes from $10,560 a year to $29,376 a year per the new attached quote #
PTCR708.
New Costs. Contractor agrees to provide subscriptions pursuant to this Contract for a sum no
greater than TWENTY-NINE THOUSAND THREE HUNDRED SEVENTY-SIX AND NO/100 DOLLARS
($29,376.00) per year (the “Contract Price”). Payment shall be made to Contractor within thirty
(30) days after receipt of invoice.
In occurrence with the Omnia Contract, the County wishes to enter into a three (3) year contract
in order to lock the pricing. Payments will be made annually.

Except for the changes provided herein, all other terms and conditions of this contract remain
unchanged and in full force and effect.
Dinwiddie County

CDW Government

W. Kevin Massengill
County Administrator

Print Name/Title:

Approved as to Form:

Department Approval

Legal Counsel

Norm Cohen, Director of IT