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HomeMy WebLinkAboutSTUDY - 2017-09-06 CITY OF LIVONIA – CITY COUNCIL MINUTES OF STUDY MEETING HELD SEPTEMBER 6, 2017 Meeting was called to order at 8:00 p.m. by President McIntyre. Present: Cathy White, Brian Meakin, Brandon Kritzman, Maureen Miller Brosnan, Jim Jolly, and Kathleen McIntyre. Absent: Scott Bahr. Elected and appointed officials present: Todd Zilincik, City Engineer; Paul Bernier, Assistant City Attorney; Susan M. Nash, City Clerk; Mark Taormina, Director of Planning and Economic Development; Curtis Caid, Chief of Police; Lynda Scheel, Treasurer; Shadd Whitehead, Fire Chief; Ted Davis, Superintendent, Parks & Recreation; and Dennis Wright, Mayor. Police Chief Curtis Caid spoke on the effort from Livonia Police Department to assist with emergency response to the victims of the damage from Hurricane Harvey and potential damage from Hurricane Irma. He noted that there were 53 members of the Livonia Police Department that volunteered to assist in this effort. He wanted to recognize them. He said this speaks to their character and willingness to help a stranger in need. President McIntyre asked Chief Caid if there is anything the community can do to help. Chief Caid said the Red Cross is accepting donations as with every disaster. Vice-President Kritzman announced the Northville Hazardous Waste Day Event will be held on Saturday, September 23, 2017, 8:00 a.m. to 2:00 p.m., at the Northville DPW yard. AUDIENCE COMMUNICATION: None 1. AWARD OF BID: Department of Parks and Recreation, re: for construction of Phase II of the proposed Dog Park at Bicentennial Park, from budgeted funds. Ted Davis, Superintendent, Parks and Recreation, presented the request to Council. The Department of Parks and Recreation has received bids for Phase II of the dog park construction at Bicentennial Park. Phase I of the project consisted of underground services including electrical, sanitary and storm sewer, and water as well as clearing vegetation, sidewalk additions, and concrete entry pads. Phase II will consist of fencing, electronic access for the gates and site furnishings, such as agility features and benches. They anticipate Phase II to be completed in November of 2017. Specifications were prepared by the Engineering Department, and an advertisement for the bids was placed in the Sunday, August 6, 2017 issue of the Livonia Observer and on the MITN website. Six (6) bids were received and opened in the presence of the Bid Committee at 2 p.m. on August 22, 2017. They request that City Council authorize the Mayor and City Clerk to execute a contract in the amount of $107,659.36 with American Fence, #21200 Schoenherr, 2 Warren, Ml 48089. A copy of their form of proposal and bid tabulation as prepared by the Engineering Department has been provided to Council for its review. It should be noted that the low bid submitted by Cross Renovation did not include references of similar scope projects and therefore recommend the second lowest bidder. Budgeted funds are available. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 2. REQUEST TO APPROVE PROPOSED RATES FOR THE DOG PARK AT BICENTENNIAL PARK: Department of Parks and Recreation, re: with access tentatively scheduled from November 2017 through January 31, 2019. Ted Davis, Superintendent, Parks and Recreation, presented the request to Council. The Parks and Recreation Commission respectfully request your concurrence with the proposed fees for the new Dog Park at Bicentennial Park. These rates would take effect when the project is completed, tentatively scheduled for November 2017. Due to the date of opening, access will be through 1/31/19 for registrations in 2017 and 2018. Registrations will be taken at the Office of the City Clerk for the convenience of our residents. st $30/1 Dog, $10/additional dog (maximum of 3 dogs/household) $20 charge for key fob replacement. A copy of the proposed registration forms, rules and a comparison of fees from surrounding communities has been provided to Council for its review. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 3. AWARD OF BID: Public Service Division, re: for consultant services for the replacement of the City Hall Air Handling Unit, from budgeted funds. Don Rohraff, Director of Public Works, presented the request to Council. The Public Service Division has taken bids for Consultant Services - Replacement of the City Hall Air Handling Unit The service being provided will include plan review of specs, design issues pre/post construction, along with onsite oversight as Project Manager. In accordance with the Finance Ordinance, specifications were prepared by the Division and an advertisement for bids was placed in the July 2, 2017, edition of the Livonia Observer and on the Michigan Intergovernmental Trade Network (MITN) website. A mandatory pre-bid meeting to discuss the project was held. 3 Two (2) companies submitted proposals, which were opened in the presence of the bid committee at 2:00 p.m. on Tuesday, July 18, 2017. Fishbeck, Thompson, Carr & Huber $17,000.00 Sellinger Associates $31,100.00 It is the recommendation of the Public Service Division that the Council award Consultant Services contract in an amount not to exceed $17,000.00 to the low bidder, Fishbeck, Thompson, Carr & Huber, Inc, 1515 Arboretum Dr. SE, Grand Rapids, Ml 49546, which meets the specifications for completing all of the work associated with the project. There is funding in the Capital Improvement Account for this work and authorize the Director of Public Works to approve any minor changes in the work as it becomes necessary. Vice-President Kritzman noted that the resolution did not contain the construction phase service and asked if that would be coming back to Council prior to installation. Rohraff replied yes indicating that was their intent. Vice-President Kritzman asked Rohraff if he knew what the approximate cost of the new unit will be. Rohraff replied the budgeted amount is $400,000. Vice-President Kritzman that brings them to an important conversation and that is the value of this building. He said whenever they are faced with high expense improvements to the building it makes him pause and take all the deficiencies of this building into consideration. Vice-President Kritzman offered the resolution referring the subject of the City Hall building to the Capital Improvement Committee for discussion and its report and recommendation for the Consent Agenda. Vice-President Kritzman asked Rohraff about a timeline for installation of a new unit, if it is of an urgent matter or if they could wait a couple of months. Rohraff did say it is quite urgent and said they were hoping to do this install this fall before winter. He also noted that this is one of four units. Vice-President Kritzman offered the approving resolution for the Consent Agenda. DIRECTION: 1) APPROVING CONSENT 2) REFER SUBJECT OF THE CITY HALL BUILDING TO THE CAPITAL IMPROVEMENT COMMITTEE FOR ITS REPORT AND RECOMMENDATION 4. AWARD OF BID: Public Service Division, re: for removal, disposal and replacement of Air Intake Louvers at the Bennett Library, from budgeted funds. 4 Don Rohraff, Director of Public Works, presented the request to Council. The Public Service Division has taken bids for Removal, Disposal and Replacement of Air Intake Louvers at the Bennett Library in accordance with the requirements of the Finance Ordinance, and the 2016-2017 approved capital outlay budget account. Specifications were prepared by the Public Service Division and an advertisement for bid was placed in the June 25, 2017, edition of the Livonia Observer. Bid invitations were also placed on the Michigan Inter-Governmental Trade Network (MITN). The following two (2) bids were received and opened in the presence of the Bid Committee at 2:00 p.m. on July 25, 2017: Tech Mechanical $28,317.00 Allied Building Service $33,700.00 They have investigated the low bidder and found them capable of performing the work required under this contract It is the recommendation of the Public Service Division that Council award a contract to the low bidder, Tech Mechanical, 1490 E. Highwood, Pontiac, Ml 48340, in the amount of $28,317.00 for completing all work required in connection with the Removal, Disposal and Replacement of Air Intake Louvers at the Bennett Library from monies approved in the capital outlay budget account, accept the bid of the next lowest bidder, Allied Building Service, 1801 Howard Street, Detroit, Ml 48216, for $33,700.00 in the event the low qualified bidder is unable to complete the project; authorize an expenditure of $28,317.00 from approved Capital Outlay budget account; and authorize the Director of Public Works lo approve minor changes in the work as, or if, it becomes necessary. Brosnan asked Rohraff for an idea of the scope of the entire project. He gave a brief description. Brosnan offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 5. AWARD OF BID: Public Service Division, re: for the 2017 Park Tree and Stump Removal Program, from budgeted funds. Don Rohraff, Director of Public Works, presented the request to Council. The Public Service Division has taken bids for park tree and stump removal in accordance with the requirements of the Finance Ordinance, and the 2017 approved budget for the Public Service Refuse Fund Account. Specifications were prepared by the Public Service Division, and an advertisement for bid was placed in the July 27, 2017, edition of the Livonia Observer. Bid invitations were also placed on the Michigan Inter-Governmental Trade Network (MITN). 5 The following four (4) bids were received, and opened in the presence of the Bid Committee at 2:00 p.m. on August 15, 2017: G's Tree Service .............................$38,800.00 CutMyTreeDown .............................$44,750.00 Ashton Tree Service........................$55,000.00 Chop (Procare Tree) .......................$77,650.00 Since the approved budget amount for this project is $25,000.00, they will only award the lowest bidder a contract in that amount, and will adjust the scheduled workload accordingly. They have investigated the low bidder and found them capable of performing the work required under this contract. It is the recommendation of the Public Service Division that Council award a contract to the low bidder, G's Tree Service, 23596 Stacey Dr., Brownstown, Ml 48183, in the amount of $25,000.00 for completing all work required in connection with the park tree and stump removal program from monies approved for the Public Service Refuse Fund Account; and accept the price bid of the next bidder, CutMyTreeDown, 2642 Princess Street, Inkster, Ml 48141, for $25,000.00 in the event the low qualified bidder is unable to complete the project Meakin asked Rohraff if the vendors agreed to doing only $25,000.00 worth of work at this time. Rohraff replied yes. Meakin asked what is being cut out of the contract at this time, in other words, what is not getting done. Rohraff said these are trees that are in the parks and in the nature preserves. He said they cut down dead trees, dying trees and any hanging limbs. He said they always try to add trees as the funds become available. He said they’re not really losing anything, they are just maximizing every dollar budgeted. Meakin offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT Vice-President Kritzman stepped down from the podium at 8:29 p.m. to avoid any perceived conflict of interest on the following item. 6. AWARD OF CONTRACT AND PROFESSIONAL ENGINEERING SERVICES FOR THE FOOTING DRAIN DISCONNECTION PROGRAM (FDDP): Public Service Division, re: to perform all necessary work related to complete this project, from budgeted funds. Don Rohraff, Director of Public Works, presented the request to Council. The Public Service Division has been working to fulfill the obligation the city has from the class action lawsuit resulting from the 2011 rain event. One of the programs that evolved 6 from the process is a Footing Drain Disconnection Program (FDDP) of approximately 50 homes that were in areas affected by the 2011 rain event In accordance with the Finance Ordinance, specifications were prepared by the Division and OHM Advisors. Advertisements for bids were placed in the August 1, 2017 edition of the Livonia Observer, and on the Michigan Intergovernmental Trade Network (MITN) website. Two (2) companies submitted proposals, which were opened in the presence of the bid committee at 2:00 p.m. on Tuesday, August 15, 2017. The low bidder was Bidigare Contractors Inc. They performed our Pilot Footing Drain Disconnect Program in 2014 and did an excellent job and are very capable of performing the work involved with this program. They have been. involved in many municipal fooling drain programs, all with great success. They provide a quality product and have good working relationship with both the City and OHM. Additionally, the department is looking to have OHM Advisors provide Professional Engineering Services to the FDDP. The excellent services OHM provided during the Pilot Footing Drain program in 2014 was well-received by our citizens, contractor and most definitely the department. The preparation and professionalism shown throughout that program made the decision to collaborate with them for this project quite easy. OHM will be being providing several services during this project including but not limited to; contract administration (tracking quantities, developing estimates), construction observation (full-lime inspection on all underground work), property inspections (with the contractor perform preliminary inspections on volunteer homes and provide a work plan for each home) and construction engineering (collection, review and processing of shop drawings as well as final walk through inspections of all homes). A copy of the Bid Tabulation, Scope of Service requested along with a current rate schedule has been provided to Council for its review and information. In order to proceed with this project, they recommend that the Council award a contract in the amount of $628,605.90 to Bidigare Contractors, Inc., 939 S. Mill Street, Plymouth Township, Ml 48170 to perform all necessary work related to complete this project The award should be based on the bid unit prices, said amount to be adjusted based upon the quantities of work actually completed; award a contract in the amount of $115,000.00 to OHM Advisors 34000 Plymouth Road, Livonia, Michigan 48150 for Professional Engineering Services to be provided in relation to this project; authorize an expenditure not-to-exceed $743,605.90 from Construction In Progress Fund; and authorize the Director of Public Works to make minor adjustments to the work, as needed. Meakin offered the approving resolution for the Regular Agenda. 7 Brosnan asked Rohraff to give a brief explanation of the benefits of this project. Rohraff explained how this project got started when they did a pilot program back in 2014 because of the rain event that occurred in 2011. In the pilot project, they disconnected about 15 homes from the footing drains. It allowed them to monitor and project and identify what they could do to improve the system and try to alleviate any future problems from happening. They found there were two ways to address the problem. One was the footing drain disconnects, the second was to build some type of retention to hold the storm water. Brosnan said it’s important to address any problems with the City’s infrastructure. She commended Rohraff for his efforts. Jessica Caters, OHM Advisors, addressed Council. She said they look forward to working with the City and residents on this project. DIRECTION: APPROVING REGULAR Vice-President Kritzman returned to podium at 8:38 p.m. 7. REQUEST FOR AUTHORIZATION TO PURCHASE ONE (1) 2017 CASE 580SN LOADER/BACKHOE THROUGH THE NATIONAL JOINT POWERS ALLIANCE (NJPA) PROGRAM: Public Service Division, re: to be used for leaf program, road repairs, snow removal, loading salt, maintaining the Glendale property, as well as moving, stacking and loading of materials for delivery, from budgeted funds. Don Rohraff, Director of Public Works, presented the request to Council. The Department of Public Works is looking to purchase one (1) Case 580SN Loader. Arrangements were made to incorporate the purchase through the National Joint Powers Alliance program for government agencies. The use of N.J.P.A. allows government agencies to receive discounted pricing through their membership. This program does meet the Finance ordinance requiring competitive bidding. The retail price for this piece of equipment is $108,000.00. Through the N.J.P.A. Alliance, they can purchase it for the discounted price of $95,388.30; a savings of $12,611.70, from Southeastern Equipment, 48545 Grand River Avenue, Novi, Ml 48374. Loaders are frontline pieces of equipment used for leaf program, road repairs, snow removal, loading salt, maintaining the Glendale property, as well as moving, stacking and loading of materials delivered to the department by adding the versatile Loader to their fleet, they can remove and auction off a Grade All which has far outlived its service expectancy. It is the recommendation of the Public Service Division that Council authorize the purchase of one (1) Case 580SN Loader/Backhoe from Southeastern Equipment, 48545 Grand River Avenue, Novi, Ml 48374 through the National Joint Powers Alliance for the price of $95,388.30, with funds from the 2017 approved capital outlay budget; and waive the formal bidding process in accordance with the 8 provisions set forth in Section 3.04.140.D.4 of the Livonia Code of Ordinances, as amended, inasmuch as the same is based upon the low NJPA pricing and no advantage to the City would result from competitive bidding. Brosnan offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 8. REQUEST FOR AUTHORIZATION TO PURCHASE ONE (1) THOMPSON WATER PUMP THROUGH THE NATIONAL JOINT POWERS ALLIANCE (NJPA) PROGRAM: Public Service Division, re: to replace current pump used by the Water and Sewer Department, from budgeted funds. Don Rohraff, Director of Public Works, presented the request to Council. The 2017 approved budget (Account No. 592-140-000) includes the purchase of one (1) Thompson Pump for use by the Water & Sewer Department. Arrangements were made to incorporate the purchase through the National Joint Powers Alliance (NJPA) contract # 031014-TPM. The use of the National Joint Powers Alliance agreement allows government agencies to receive discounted pricing through their membership. This program does meet our Finance ordinance requiring competitive bidding. Through the National Joint Powers Alliance, the cost of the pump from MacAllister Cat, 6870 W. Washington St., Indianapolis, IN 46241 will be $79,194 00. Their current pump, which has surpassed its life expectancy, will be auctioned off. It is the recommendation of the Public Service Division that Council authorize the purchase of one (1) Thompson Pump, model 6JSVE-DCSTC3.4.4-MC from MacAllister Cat, 6870 W. Washington St, Indianapolis, IN 46241 through the National Joint Powers Alliance for the price of $79,194.00, with funds from the 2017 approved Water and Sewer budget; waive the formal bidding process in accordance with the provisions set forth in Section 3.04.140.D.4 of the Livonia Code of Ordinances, as amended, inasmuch as the same is based upon the low National Joint Powers Alliance pricing and no advantage to the City would result from competitive bidding. The recommendation from the Fleet Manager as well as the backup documentation has been provided to Council for its recommendation. Brosnan offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT AUDIENCE COMMUNICATION: None. 9 As there were no further questions or comments, President McIntyre adjourned the Study Session at 8:42 p.m. on Wednesday, September 6, 2017. DATED: September 12, 2017 SUSAN M. NASH CITY CLERK