As described in Technical Bulletin #17-02, applicants submit a Proffer Matrix .csv file as an email attachment to Land Development Services, Proffer Coordination Team.
Proffer interpretation processes are unchanged and are handled by the Department of Planning and Development, Zoning Evaluation Division, 703-324-1290, TTY 711.
For DPE projects, the Applicant will need to submit their Proffer/Development Confirmation Sheet online and submit a Proffer Matrix Form before or concurrent with their submission to ESI. The Proffer Coordination Team will forward a link to the internal Matrix to ESI for their review. ESI will coordinate with the Proffer Coordination Team if they do not receive a link to the internal Matrix when they receive a submission of a site-related plan. ESI's review and comment process in regards to the Matrix will remain unchanged.
All public requests for copies of a submitted Matrix should be emailed to the Proffer Coordination Team. Per the Virginia Freedom of Information Act, Chapter 37, Title § 2.2-3704B, the requested record will be provided within five working days.
LDS staff's review will include verifying the proffer content, triggers, reference to how the corresponding plan addresses all relevant proffers, how and when each proffer will be satisfied, and which responsible agency will confirm proffer fulfillment. The Matrix is designed to capture the "who", "what", "when", "where", "why", and "how" of each proffer.
Yes, the same process applies.
Many proffer documents include monetary contributions for which property owners are responsible. Monetary amounts often include escalation clauses to account for inflation if the market value of the pending contribution increases or decreases over time. Applicants are responsible for confirming the amount of monetary contributions due prior to the submission of any payment by submission of a Monetary Proffer Calculation Form. At that time, the amount of the payment will be confirmed, and a notification will be sent to the Applicant. Monetary proffers should not be submitted without an approved Monetary Proffer Calculation Form. If a payment is submitted without approval of the amount by LDS, the payment may be returned or delayed.
The Smartsheet Matrix is intended to be an iterative document that can be updated throughout the development process. During plan review, staff will coordinate updates to the Smartsheet Matrix with the respective design professionals. During construction and bond actions, staff will coordinate updates to the Smartsheet Matrix with the developer, design professionals, or their designee, as appropriate. As additional site plans are submitted to the county for a project, the Applicant may be asked to update the Smartsheet Matrix as needed.
The Smartsheet Matrix is a tool that is used to allow both internal communication between staff and external communication between staff and the Applicant’s development team. The Smartsheet Matrix is created using a .csv file provided by the Applicant.
Upon submission of the .csv file, the Proffer Coordination Team will complete a quality control review, and after which, the Proffer Coordination Team will load the submitted .csv file to a Smartsheet, allowing the matrix to be shared and edited by multiple individuals.
The link to the Smartsheet will be shared with members of the Applicant’s development team, as requested. The Smartsheet Matrix will also be shared internally with all involved staff and can be shared with the Applicant during various stages of development to review and update, upon request.
