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HomeMy WebLinkAboutCOUNCIL STUDY - 2015-07-20 CITY OF LIVONIA— CITY COUNCIL MINUTES OF STUDY MEETING HELD JULY 20, 2015 Meeting was called to order at 8:00 p.m. by President Brosnan. Present: Susan Nash, Brandon Kritzman, John Pastor, Brian Meakin, Laura Toy, Lynda Scheel, and Maureen Miller Brosnan. Absent: None. Elected and appointed officials present: Todd Zilincik, City Engineer; Mark Taormina, Director of Planning & Economic Development; Don Knapp, City Attorney; Judy Priebe, Director of Legislative Affairs; Susan Hoff, City Clerk; and Mayor Jack Ki rksey. Nash wished the Livonia 14 and under Pony Team well at their game up in Traverse City. President Brosnan announced there is an X-Item that will be discussed following tonight's Agenda. Toy announced AMC Theater had the band 3M perform there. She said she heard they are very good and there were a lot of people that enjoyed their performance and it was on the local news. AUDIENCE COMMUNICATION: None. NEW BUSINESS: 1. BLOCK PARTY: Caren Shatter, re: to be held on Saturday, September 12, 2015, from 1:00 p.m. to 10:00 p.m. on Sussex Street, between Fitzgerald and Sherwood, with a rain date of September 13, 2015. Caren Shatter, 15642 Sussex, presented her request to Council. She was ready to answer any questions Council may have. She indicated this was their 18th year holding a block party. Nash offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 2. REQUEST TO APPROVE AN AGREEMENT WITH J. MICHAEL KIRK OF NEUMANN SMITH ARCHITECTURE WITHOUT COMPETITIVE BIDDING PROCESS: Department of Community Resources, re: for architectural services to facilitate the move of Perrinville one-room schoolhouse to Greenmead from budgeted funds. (CR 07-15) 2 Linda McCann, Director of Community Resources, presented the request to Council. In January, 2015 Council accepted the donation from Livonia Public Schools of the historic Perrinville School Building. In order to facilitate moving and restoring the building they need the service of an architect with historic building experience. The move and continued work to stabilize and renovate the building will be paid for from the Historical Commission's Trust Fund. No City of Livonia General Funds will be used. The Commission is asking Council to waive the bidding process and allow the Commission/City of Livonia to sign an agreement with J. Michael Kirk of Neumann Smith. Mr. Kirk has performed previous architectural services for Greenmead. In March, 1991 Mr. Kirk prepared the Survey and Report of the Greenmead Farm Complex which they still refer to today. He assisted in the stabilization monitoring of the three barns on site during the Eight Mile Rd. reconstruction as well as recently performing architectural work on the restoration of the Hill House. He has extensive experience working on historical buildings. He is a member of the National trust for Historic Preservation, and the Michigan Historic Preservation Incentive Committee. The architectural service fee of $37,300.00, will include, among additional items, onsite measured drawings of the current building, stabilizing the school for moving, coordinating all approvals/fees for the required utilities on the move route, construction of a new basement and repair of the original site after removal of the building. Architect will also prepare design drawings for bids on the renovation of the building, help select correct site for the building in the Village, along with preparing a restoration budget. He will manage the pre-bid building walkthrough and oversee the restoration project through completion. The City of Livonia and Greenmead have a successful history working with Mr. Kirk. He has the unique distinction of having a vast knowledge of Greenmead buildings and grounds. This along with his additional success in moving other historic structures entreats us to ask Council to allow the City of Livonia, Historical Commission to enter into an agreement with J. Michael Kirk, Neumann Smith, Galleria Officentre, Suite 555, Southfield, MI 48034 in the amount of $37,300.00 plus any reimbursable costs for the project of moving and restoring the Perrinville School building. Toy offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 3. AWARD OF BID: Department of Parks and Recreation, re: for duct cleaning at the Livonia Community Recreation Center. Ed Davis, Superintendent, Department of Parks and Recreation, presented the request to Council. The Department of Parks and Recreation has taken bids for duct cleaning at the Livonia Community Recreation Center. Ducts are being cleaned to help stabilize the air pressure in the building and to enhance air quality. Besides one exhaust fan, the ducts have not been cleaned since the Rec Center was opened. This project entails cleaning half of the air handling units in 3 the facility. The remaining units and exhaust fan systems are on a future cleaning schedule. Specifications were prepared by the department and an advertisement for bids was placed in the July 2, 2015, issue of the Livonia Observer and on the MITN website. Four (4) bids were received and opened in the presence of the Bid Committee at 2 p.m. on July 14, 2015. Below, for Council's review, is the bid tabulation and attached is the form of proposal and bid specifications. The bids are good for 120 days from opening. Company Total Bid Ductz of S.E. Michigan 36955 Amrhein, Livonia, MI $44,900 Sani-Vac Service, Inc. 5750 Enterprise Court, Warren, MI $45,500 Ventcon, Inc. 500 Enterprise Dr., Allen Park, MI $48,800 Safety King, Inc. 50000 Ryan Rd., Shelby Twp., MI $61,500 AQUATICS, ATHLETICS, COMMUNITY CENTER, GOLF, PARKS, and SPECIAL EVENTS CREATING COMMUNITY THROUGH PEOPLE, PARKS & PROGRAMS They request that City Council authorize the Mayor and City Clerk to execute a contract in the amount of $44,900 with the low bidder, Ductz of S.E. Michigan, Dean Boomer, 36955 Amrhein Rd., Livonia, MI 48150. Budgeted funds are available. Nash offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 4. REQUEST FOR AUTHORIZATION TO PURCHASE THREE (3) 2016 FORD ESCAPE SUV'S UTILIZING THE STATE OF MICHIGAN CONTRACT PRICING: Inspection Department, re: to replace three (3) vehicles which will be submitted for trade-in with a value of$20,200.00, from budgeted funds. Alex Bishop, Director of Inspection, presented the request to Council. The 2014- 2015 approved Capital Projects Fund includes funds that allows us to purchase three (3) vehicles for the Inspection Department. Arrangements were made to incorporate the new vehicle purchases through the State bid process (contract No. 071-1313 00009), an extended purchasing program made available to local governments through the State of Michigan. The State bid this year was awarded to, and accepted by Gorno Ford, Woodhaven, MI. 1. Three (3) 2016 Ford Escape SUV's (Mich. Spec. 3905-0018B). All of these vehicles will be assigned to the Inspection Department. Cost: *23,799.00 each $71,397.00 total 4 It is the recommendation of the Inspection Department that City Council- 1. ouncil:1. Authorize the purchase of three (3) Ford Escapes under the State of Michigan extended purchasing program (contract no. 071-1313-00009 spec no. 3905-0018B) from Gorno Ford, 22025 Allen Road, Woodhaven, MI 48138 in the total amount of$71,397.00. 2. Authorize expenditures from budgeted funds; one in the amount of $50,000.00 and one in the amount of$1,197.00. 3. Authorize the trade-in of three (3) vehicles in the amount of $20,200.00 to be used to reduce the total cost. 4. Authorize the Director of Inspection to make any minor adjustments as needed. These proposed new vehicles are to be white in color; all-wheel drive (AWD) vehicles, and will replace two (2) 2009 Ford Escapes front-wheel drive (FWD) (in use since 2009) and one (1) 2010 Ford Escapes (FWD) (in use since 2009). The Ford Escapes were chosen for several reasons as follows- 1. ollows:1. *The total cost per vehicle (with lights) is $23,799 and is within budget. As previously stated these vehicles would be purchased thru the State of Michigan bid process. The vehicle is $22,745 and the emergency lights and mounting accessories are $1,074.00 for a total cost of$23,799.00 per vehicle. 2. Ford Motor Co. is a preferred vendor as the largest taxpayer in Livonia and produces a quality U.S. made vehicle. 3. Our Departmental experience with these all-wheel drive vehicles to date has been excellent. 4. The City Equipment Fleet Manager believes the city will experience a better maintenance cost factor with these vehicles than other possible choices. 5. The vehicles are the base package for an all-wheel drive (AWD) vehicle and have a four (4) cylinder 1.6 L EcoBoost engine. These vehicles are rated at 22 MPG city and 30 MPG hwy. 6. We believe these vehicles will perform admirably for the five (5) to seven (7) year projected vehicle life. The vehicles being removed from our service have been used for an average of seven (7) years. 5 7. The Escapes are well suited ergonomically for the staff assigned to them. They are also well suited to our everyday needs. 8. These vehicles are all-wheel drive (AWD) as the previous winter has proven to us they need to be part of our fleet for all emergency conditions and replace front- wheel drive (FWD) vehicles. They will be equipped with flashers and emergency equipment as needed, which adds $1,074.00 to each vehicle overall. Therefore, in summation, they respectfully ask the Council to authorize this vehicle purchase as noted and the transfer of title on any traded vehicle to Gorno Ford, 22025 Allen Road, Woodhaven, MI 48138. Christopher Martin, 12275 Inkster, expressed his objection to the above request. Pastor offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 5. SIGN PERMIT APPLICATION: Planning Commission, re: Petition 2015-05-SN- 02 submitted by Harmon Sign, on behalf of Key Plastics, for the four-story office building (Victor Park West), located on the west side of Victor Parkway between Seven Mile Road and Pembroke Avenue (19575 Victor Parkway) in the Southeast 1/4 of Section 6. Mark Taormina, Director of Planning, This is a request to install a wall sign. The building is on the west side of Victor Parkway between Seven Mile and Pembroke. This is a four-story office building known as Victor Park West. It is about 80,600 square feet and it is zoned PO, High Rise Professional Office. Key Plastics is a global automotive supplier headquartered in Livonia. They are the largest single tenant within the building occupying the entire fourth floor and some additional space on one of the lower floors. They would like to install a sign on the east side of building facing Victor Parkway, not 1-275, so it would be visible for persons traveling to the site from Victor Parkway. The building currently does not have any signage. They are allowed a sign 100 square feet in area. They are showing a sign that is 96 square feet in area so it would comply with respect to the area requirements. The staff fully supports the petition as submitted. Nick Boyko, Harmon Sign, 46593 Grand River Avenue, Novi, Michigan 48374. They do a lot of signage in the City of Livonia, and the City of Detroit. They are a professional sign company. They do tastefully done signs. He said he would say that this particular sign was tastefully done. It was digitally printed and is lighted. It is not glaring. It is very, very subtle. They spent a lot of money and time when they signed this particular lease with the landlord, The Farbman Group. Boyko pointed that out because it is important. As mentioned, it was a stipulation that 6 they be allowed to have a sign. They could have asked for and probably got two signs. The angle facing out west to the freeway was not advantageous for their customers. So most of their business, whether it be customers, vendors, suppliers and new potential customers, would come down Victor Parkway and see the sign. So it would be advantageous to them. This does meet current specs. Boyko deals with this everyday with ordinances and they're very compliant with the City of Livonia. That being said, the lease agreement that they have did say that they could have a sign. They are very supportive in moving to Livonia and growing this business. They are a growing company and they are excited to be in Livonia. Boyko assured Council it would be done tastefully and they'll be very happy with it. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 6. SITE PLAN PETITION: Planning Commission, re: Petition 2015-05-08-06 submitted by L+A Architects, Inc. on behalf of McDonald's Corporation, requesting approval to remodel the exterior of the existing restaurant located on the west side of Ann Arbor Road between Hix Road and Ann Arbor Trail (38015 Ann Arbor Road) in the Northeast 1/4 of Section 31. Mark Taormina, Director of Planning and Economic Development, presented the request to Council. This is a request to remodel an existing McDonald's restaurant. It is located on Ann Arbor Road between Hix and Ann Arbor Trail. This property is zoned C-2, General Business. It's approximately 1.6 acres and includes 250 feet of frontage on Ann Arbor Road. The properties to the north, south and west are all similarly zoned and land lying to the east is multiple family, the Arbor Woods apartment complex. The exterior changes to this store involve a re-imaging to current standards that McDonald's is undertaking for many of its stores. Many of the stores in Livonia have already been improved. Sections of the existing building still exhibit the old McDonald's double mansard roof and accent beams. With this proposal, all of that would be removed and replaced with their more contemporary design. Some of the materials on this include cultured stone, cement fiber board, corrugated metal panels and aluminum. The stone elements would basically accent the front elevation and define the main entryway. They would use trellises through the design. The yellow accent beam is also very characteristic of the new design and new prototype that McDonald's has undertaken. On the north elevation are two drive-up windows, one is the pay window and the other one is the pickup window. They have not analyzed this petition with respect to signs, but they would only be allowed one sign on the front elevation of the building. The renderings show that there are multiple signs in the form of the main identification sign on the front of the building but also the McDonald's logo being placed above the entryways that exceeds the allowance of the Zoning Ordinance. That is something that will require approval by the Zoning Board of Appeals. 7 Greg Lautzenheiser, L+A Architects, 2430 Rochester Court, Troy, Michigan 48083. He was present on behalf of McDonald's Corporation. What they are doing is renovating the existing handicap ramp area to comply with ADA, and also in the front of the site, they are providing a five foot wide concrete walk to access the public walk as well. That's really the extent of the site work that they're proposing there. They've taken off a portion of the double mansard in the front. The whole intent of this is to give McDonald's a new look, a new image, as part of their brand. From the grade level up to a certain point is brick, which is going to remain existing. They're not going to paint it or do anything with that. Above that material is a panel system called Durawall. It's a coating that is epoxy based with a solid through color. The backer board is a glass fiber reinforced cement board and it's attached to the structure with screws. At the top of the parapet is a corrugated metal panel system. They also have proposed a cultured stone they're proposing on the front of the building as well as at the side vestibule. Lautzenheiser passed around samples of some of the materials. The corrugated metal panel system is at the parapet around the building as well as around both windows. A sample of the Fullerton and Durawall system was provided to Council for its review. It comes in four by eight sheets and it's on cement backer board. Even a small piece weighs several pounds. It's virtually indestructible. It comes with a thin brick pattern as well. McDonald's has chosen this because they can get this paint color to match the brick almost exactly, the difference being, of course, when one does that, the brick has a different texture because of the grout line, so it's going to look a little bit different but it's going to be very, very close. This is the cultured stone sample made by Burell. It's a very indestructible panel as well. That is going to be at the front arcade system and we propose it on the vestibule area as well. Basically, that's McDonald's plan in a nutshell, Lautzenheiser was ready to answer any questions Council may have. Pastor offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 7. REQUEST TO ADOPT A RESOLUTION TO CONSENT TO THE ASSIGNMENT OF OUR CONTRACT WITH DETROIT WATER AND SEWER DEPARTMENT (DWSD) TO THE GREAT LAKES WATER AUTHORITY (GLWA): Department of Law, re: same. (CR 255-09) Mike Fisher, Chief Assistant City Attorney, presented the request to Council. The Public Service Department of Public Works has been working on the DWSD Model Contract Reopener. The Model contract allows communities the opportunity to reopen the contract at various intervals to make adjustments/corrections to the originally signed contract. This will be our second reopener. The last one was in 2010 for a 3 year period. This reopener will serve a 5 year period. The Department has looked into the reopening process and has made a few adjustments. The adjustments made are mostly in exhibit B with 8 adjustments in volume, max day and peak hour figures. They have raised their annual volume numbers slightly to reflect more accurate consumption numbers they have been experiencing over the last few years. In addition they lowered their max day number slightly and increased their peak hour number. There are also standard wording change that have been implemented into all of the DWSD Model contracts that were signed in reopener's last year. The city's law department has reviewed the wording changes and has given their approval on the proposed changes. Historical and Proposed Changes to Livonia Model Contract Volumes Year Annual Volume Billed (mcf) Max Day (mqd) Peak Hour (mqd) 2011 (actual) 570,035 25.0 34.7 2012 (actual) 606,619 28.3 40.5 2013 (actual) 577,829 22.1 23.8 Current Contract 573,400 31.9 39.6 Proposed Contract 585,000 30.0 42.0 The proposed changes will cause a less than 1% increase to the city's water rate over the DWSD rate they will receive in the upcoming year. The proposed changes made to the contract for the next five years are to try to keep the city from exceeding its contract numbers which would put us into a penalty situation. Going over the contracted amounts would likely have a large negative impact to our water rates. If we were to exceed our contractual numbers the resulting outcome would most likely be our demonstrated volumes over contract numbers plus a percentage on top of the exceeded values shown. The proposed changes will be in effect for the next five years until the next contract reopener. A copy of the Model Contract has been provided to Council for its review. It is recommended that Council proceed as follows: 1. Approve the proposed contract changes to the DWSD Model Contract. Meakin offered the approving resolution for the Regular Agenda. Toy offered the denying resolution for the Regular Agenda. DIRECTION: 1) APPROVING REGULAR 2) DENYING X1. AWARD OF CONTRACT: Engineering Division, re: for the televising of approximately 410,000 lineal feet of sanitary sewer video inspection ranging from 8-inch to 54 inch diameter sewer pipe located throughout the City (Contract 15-L) in connection with the SAW Grant Project No. 1441-01. 9 Todd Zilincik, City Engineer, presented the request to Council. Pursuant to Council Resolution No. 383-13, adopted November 18, 2013, the City Council entered in to an agreement with the Michigan Department of Environmental Quality (MDEQ) for SAW Grant Project No. 1441-01. The grant amount approved by the MDEQ was $1,838,582.00 which requires local matching funds, the percentage being based on the total amount of grant money spent on the project. The grant recipient has three (3) years to complete the tasks identified in the grant. This grant will expire in April of 2017. The City of Livonia's intention is to focus on their sanitary system using a majority of the grant to provide additional cleaning and televising in the older segments of the network, create a hydraulic model of the network that will include flow meters to quantify and locate excess flow, along with updating their sanitary assets using GIS. The sanitary sewer cleaning and televising portion was estimated at $1,080,000 for 400,000 lineal feet. To facilitate this project, OHM Advisors (OHM) was selected as the design and construction engineer for the SAW Grant Project No. 1441-01 and was approved by City Council under the City's Qualification Based Selection (QBS) process. Our consultant, OHM Advisors finalized plans and specifications for the televising of approximately 400,000 feet of sanitary sewer video inspection ranging from 8- inch to 54-inch diameter sewer pipe located throughout the City. A mandatory pre-bid meeting was held on June 24, 2015 and bids for the subject project were taken on July 1, 2015. In response to the advertisement on Michigan Inter- Governmental Trade Network (MITN), three (3) bids were submitted. These bids may be summarized as follows: WITH BIDDER'S NAME OF BIDDER AMOUNT OF BID PREFERENCE United Resource, LLC $887,370.60 $876,496.90 Livonia, MI RedZone Robotics, Inc. $998,745.32 Pittsburgh, PA Terra Contracting Services, LLC $1,492,697.88 Kalamazoo, MI *As corrected by OHM. This bid is good until September 28, 2015. OHM Advisors reviewed the bids, requesting background information and references of the bidders for this project. In addition, the City of Livonia and OHM Advisors representatives had a conference call with David Guth, President of United Resource, L.L.C. on July 10, 2015 to provide details on the proposed work to ensure completion within the timeframe stipulated. Based on the information reviewed and provided, OHM is recommending the bid be awarded to 10 United Resource, L.L.C. in the amount of $887,370.60, plus a 10% contingency in the amount of $88,737.06 for a total amount of $976,107.66. The contingency amount will allow the City of Livonia to utilize the contractor to provide additional televising or cleaning of the sanitary sewers as needed. They are further confirming that the bid unit prices are valid and are in the best interests of the City. The contract will allow for the televising of approximately 410,000 lineal feet of sanitary sewer of various sizes from 8-inch diameter sewer to 54 inches. In order to proceed with this project, they recommend that the Council take the following actions: • Award a contract in the amount of $976,107.66 (includes the bid price of $887,370.60 for work related to Division 1 and 2, plus a 10% contingency in the amount of $88,737.06) to United Resource, L.L.C., 32940 Capitol Street, Livonia, Michigan 48150. The award should be on the basis of the bid unit prices, said amount to be adjusted based upon the quantities of work actually completed. • Authorize an additional appropriation and expenditure not-to-exceed $976,107.66 from the Unexpended Fund Balance of the Water & Sewer Fund Water, with $732,080.75 (75%) to be reimbursed by the MDEQ SAW Grant. • Authorize the City Engineer to make minor adjustments to the work, as needed. President Brosnan asked Zilincik if this would provide them with some type of analysis of the City's sanitary sewer system when they are done. He said there so many miles of sanitary sewer that it would take a lot of resources to analyze it in its entirety. She asked if this brings them closer and he replied yes. Meakin asked if the bidder was in the audience. David Guth, 15500 Penn Drive, United Resource, LLC, introduced himself and explained the services his business provides. He looks forward to working with the City. Scheel asked Zilincik if residents were given notice prior to the contractor being at their residence. Zilincik said door hangers are provided 48 hours prior to their arrival. He said it public easement work Pastor offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 11 AUDIENCE COMMUNICATION: None. Nash wished a Happy Birthday to her daughter, Lindsay, her birthday is next week. As there were no further questions or comments, President Brosnan adjourned the Study Session at 8:40 p.m. on Monday, July 20 2015. DATED: July 31, 2015 SUSAN A. HOFF CITY CLERK