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HomeMy WebLinkAboutCOUNCIL STUDY - 2013-01-28 CITY OF LIVONIA— CITY COUNCIL MINUTES OF STUDY MEETING HELD JANUARY 28, 2013 Meeting was called to order at 8:00 p.m. Present: Maureen Miller Brosnan, Brandon Kritzman, James McCann, John Pastor, Joe Laura, Thomas Robinson, and Laura Toy. Absent: None. Elected and appointed officials present: Kevin Maillard, Director of Public Works; Mark Taormina, Director of Planning and Economic Development; Don Knapp, City Attorney; Terry Marecki, City Clerk; and Jack E. Kirksey, Mayor. Kritzman mentioned that the Livonia Chamber of Commerce hosted the annual Livonia Leadership and Awards Ceremony last Thursday, and honored exemplary citizens and businesses in the community. He encouraged everyone to congratulate and thank the recipients for all their hard work. Mayor Kirksey gave a progress report on the Nehasil Park. He said there will be a meeting held on February 13, 2013, at Laurel Manor from 7:00 to 9:00 p.m. to discuss the details about the memorial to be constructed at this location and fundraising activities. Kritzman also encouraged the public to attend the meeting at Laurel Manor on February 137 2013, to offer their input on the project and view the digital 3D model. AUDIENCE COMMUNICATION: None. NEW BUSINESS 1. APPLICATION FOR MASSAGE APPRENTICE PERMIT: Office of the City Clerk, re: submitted by Lai Yun Liang in accordance with Chapter 5.49 of the Livonia Code of Ordinances, as amended. Lai Yun Liang, 45169 Horseshoe Court, Canton, was present with her interpreter, Rick Wong, to answer any questions from Council. McCann asked about the credential of the school. He said when he looked on the website there were only 2 employees and one classroom. Mr. Wong said it is a new school and that Ms. Liang was in the second graduating class. He said they are fully accredited. He noted that the other school he used to recruit new graduates from has had a change of ownership and there were some concerns with credentialing; therefore, he has sought out this new school that is accredited. McCann offered the approving resolution for the Consent Agenda. 2 McCann also offered a resolution referring the subject matter of Massage Permitting to the Legislative Affairs Committee for its report and recommendation, for the Consent Agenda. DIRECTION: 1) APPROVING CONSENT 2) REFER SUBJECT MATTER OF MASSAGE PERMITTING TO THE LEGISLATIVE AFFAIRS COMMITTEE FOR ITS REPORT AND RECOMMENDATION 2. APPLICATION FOR MASSAGE APPRENTICE PERMIT: Office of the City Clerk, re: submitted by Ping Liu in accordance with Chapter 5.49 of the Livonia Code of Ordinances, as amended. Ping Liu, 45169 Horseshoe Court, Canton, was present with her interpreter, Rick Wong, to answer any questions from Council. McCann offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 3. REQUEST TO APPROVE PAYMENT AND EXTEND CONTRACT WITH BS&A SOFTWARE: Office of the Treasurer, re: to approve payment in the amount of $18,360.00 to provide yearly service and support for the Equalizer Internet Tax/Assessment System, for the period of November 1, 2012 through November 1, 2013. (CR 388-11) Sharon Dolmetsch, Deputy Treasurer, presented the request to Council and was ready to answer any questions. Brosnan offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 4. REQUEST TO APPROVE SPECIALIZED SERVICES TRANSPORTATION OPERATING ASSISTANCE PROGRAM THIRD PARTY CONTRACT FOR THE PERIOD OCTOBER 1, 2012 THROUGH SEPTEMBER 30, 2013 BETWEEN THE CITY OF LIVONIA AND SMART: Department of Community Resources, re. with grant funds to be used for the Livonia Community Transit Program to provide lift-equipped transportation to the senior and disabled residents of the City. Felicia Cross, Program Supervisor, Livonia Community Transit Program, presented the request to Council and was ready to answer any questions. 3 President Toy asked Cross how many riders they had last year. She said she didn't have a figure for the year but for the last quarter it was 13,344 riders. President Toy said that was amazing. Robinson offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 5. AWARD OF BID: Department of Finance, re: for Employee Life Insurance/Accidental Death and Dismemberment renewal for the period of March 1, 2013 to February 28, 2016. Michael Slater, Director of Finance, presented the request to Council. They are recommending that Council award the bid to the low bidder that was willing to offer the price for a three (3) year period. Brosnan offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 6. REAPPOINTMENT OF WILLIAM TANCILL TO THE BOARD OF REVIEW: Office of the Mayor, re: for a three-year term, which shall expire on February 16, 2016. Mayor Kirksey said he proudly recommends the reappointment of William Tancill to the Board of Review. Mayor Kirksey said Bill is always punctual, always knowledgeable in his decisions and does a great job. He added that in his spare time he helps seniors with their income taxes at the Senior Center. William Tancill said it has been his privilege to serve and expressed his desire to continue to serve. McCann offered the approving resolution for the Consent Agenda. Christopher Martin, 11037 Hubbard, said he has been to the Board of Review and said that Bill Tancill does a great job and believes he would make an excellent Chairman of the Board of Review. DIRECTION: APPROVING CONSENT 7. APPOINTMENT OF VAHAN NAZARIAN TO THE BOARD OF REVIEW: Office of the Mayor, re: to fill the unexpired term of Conrad Gniewek, which shall expire on February 16, 2014. 4 Mayor Kirksey said he takes great pride in recommending Vahan Nazarian for the Board of Review. Mayor Kirksey noted Vahan's involvement in the community and his eagerness to serve on the Board. McCann offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 8. AWARD OF CONTRACT: Public Service Division, re: for the 2013 Street Tree Planting Program from funds budgeted for this purpose. Kevin Maillard, Director of Public Works, presented the request to Council. He said the Public Service Division has taken bids for the replacement of trees citywide. The bid was for the planting of approximately 567 trees. These are street trees of several species within the public rights-of-way. Specifications were prepared by the Division, and an advertisement for bids was placed in the Livonia Observer and bid invitations were placed on the Michigan Inter-governmental Trade Network (MITN). Seven (7) bids were received. The low bidder, Greg Davis Landscape Services, was the low bidder on six (6) of the past eight (8) Tree Plant contracts and satisfactorily completed those programs. It is the recommendation of the Public Service Division that Council award a contract to the low bidder, Greg Davis Landscape Services, 20525 Freemont, Livonia, MI 48150, in the amount of $88,557.00 from budgeted funds and also accept the unit price bid of the next bidder, Crimboli Nursery, Inc., 50145 Ford Rd., Canton, MI 48187 in the event the low qualified bidder is unable to supply certain species of trees. Brosnan offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 9. AWARD OF CONTRACT: Public Service Division, re: for the 2013 Tree and Stump Removal Program from funds budgeted for this purpose. Kevin Maillard, Director of Public Works, presented the request to Council. He said the Public Service Division has taken bids for the removal of approximately 530 trees and stumps from City streets and rights-of-way. This ongoing program has been part of the City's continual endeavor to keep our street right-of-way trees healthy as well as the rights-of-way aesthetically pleasing. Specifications were prepared by the Public Service Division, and an advertisement for bids was placed in the Livonia Observer and bid invitations were placed on the Michigan Inter-governmental Trade Network (MITN). There were five (5) bids received. The low bidder, Greener Still, Inc. has been awarded the Tree and Stump Removal contract in previous years and was able to satisfactorily complete those programs. It is the recommendation of the Public Service Division that Council award a contract in the amount of $175,050.00 to the low bidder, Greener Still, 5 Inc., 19119 Schoolcraft, Detroit, MI 48223; and also accept the unit price bid of the next bidder, Heinz Tree Service, 4482 Autumn Ridge Rd., Saginaw, MI 48603, in the event the low qualified bidder is unable to complete the work required in connection with the City's 2013 Tree and Stump Removal Program. Brosnan offered the approving resolution for the Consent Agenda. Laura noted the wide range in prices bid and asked Maillard if had any thoughts on why such a wide range. Maillard said just that people are hungry for work and they just bid on the project. DIRECTION: APPROVING CONSENT 10. REQUEST TO APPROVE AN INTERAGENCY AGREEMENT (IAA) BETWEEN WAYNE COUNTY AND THE CITY OF LIVONIA UNDER THE ROUGE RIVER NATIONAL WET WEATHER DEMONSTRATION PROJECT ROUND XI, PART "A" GRANT PROGRAM FOR COMBINED AND SANITARY SEWER OVERFLOW CONTROL ACTIVITIES, WHICH WILL PROVIDE FEDERAL GRANT FUNDS: Engineering Division, re: for the construction portion only of the Livonia Pilot Footing Drain Disconnection Program — City District 16 (RXIA- 05), the City of Livonia's final participation is estimated to be $108,000.00 from budgeted funds, with $72,000.00 to be reimbursed from grant funding, the construction must be completed by March 2014. Kevin Maillard, Director of Public Works, presented the request to Council. He said the Engineering Division is in receipt of the proposed interagency agreement (IAA) between Wayne County and the City of Livonia. This agreement will provide federal grant funds for the construction portion only of the Livonia Pilot Footing Drain Disconnection Program and must be completed by March 2014. The total project cost is estimated at $225,000.00. The City is responsible for planning, design and evaluation which was previously approved by City Council in the amount of $45,000.00 to OHM Advisors. The Federal funding portion of this project issued through the County under the Rouge River National Wet Weather Demonstration Project Grant is limited to $180,000.00. The City of Livonia's final participation is estimated at $108,000.00. This places the breakdown of costs at 60% for the City of Livonia and 40% or $72,000.00 which is reimbursable under the subgrant from Wayne County. The City is 100% responsible for any costs exceeding the $180,000.00 grant. The proposed agreement has been reviewed by the Engineering Division and has been approved as to form by the Department of Law. Based on the above information, it is recommended that the City Clerk be authorized to execute this agreement for and on behalf of the City of Livonia and further that an expenditure of $180,000.00 be authorized from budgeted funds, with $72,000 to be reimbursed from grant funding. Pastor offered the approving resolution for the Consent Agenda. 6 Brosnan noted after they discussed this project previously she had many questions. She thanked Kevin Maillard and Donald Rohraff for sitting down and thoroughly explaining this project to her earlier today so that she has a complete understanding of the project before Council votes on it. DIRECTION: APPROVING CONSENT 11. REQUEST TO DESIGNATE CONSULTANT UNDER THE CITY'S QUALIFICATION-BASED SELECTION (QBS) PROCESS AND TO AUTHORIZE ADDITIONAL APPROPRIATION AND EXPENDITURE NOT TO EXCEED $469,500.00: Engineering Division, re: to provide design services for the FY 2013 State Revolving Fund (SRF) Project No. 5543-01 in order to reduce costs and improve our aging infrastructure. (CR 257-12) Kevin Maillard, Director of Public Works, presented the request to Council. He said the City of Livonia had an opportunity in 2011 to take advantage up to $1,000,000 of grant funding that provided 90% reimbursement from the State of Michigan with a 10% local match to investigate the sanitary sewer system and prioritize areas for future work in sewer districts LV-14, LV-15 and LV-16 (all or parts of sections 32, 33, 34, 35 and 36). They successfully obtained just over $924,000 in reimbursement funds from the State of Michigan as part of this SRF grant project. The City of Livonia held a public hearing on June 6, 2012 and submitted the State Revolving Fund (SRF) Project Plan to the Michigan Department of Environmental Quality (MDEQ) in late June 2012. The Project Plan proposed improvements in the amount estimated at $3,670,000 to include approximately 600 manholes to be rehabilitated, pipe rehabilitation via lining and minor spot point repairs, and removal of direct inflow connections of storm water into sanitary sewer system. The MDEQ ranked the City of Livonia's Project Plan on the Project Priority List (PPL) for funding which may remain on the list for five (5) years or until funding is awarded. The MDEQ notified the City of Livonia in a letter dated November 20, 2012 that they had established $400 million in lending capacity for FY 2013 and the interest rate would be 2%. If the City was unable to proceed forward, the project may result in being bypassed and 1 or deferred to FY 2014 or later. They received a letter dated December 18, 2012 from Doug Early from the MDEQ that acknowledges that the proposed work as part of the Project Plan is expected to reduce the City's cost allocation in the future regional project and requested the City to provide supplemental information by February 1, 2013 regarding the Project Plan. They are currently working to provide the information by the requested deadline. The Engineering Division under the City's Qualification Based Selection (QBS) process requested a proposal from Orchard, Hiltz & McCliment, Inc. (OHM) for this project. They are recommending that OHM be awarded the professional engineering services in the amount of $469,500 based on their cost proposal dated January 16, 2013 for SRF Project No. 5543- 01. The project milestone schedule for the MDEQ SRF 4th quarter financing in FY 2013 requires bid openings on or before July 15, 2013. The loan closing is anticipated on September 17, 2013. As part of this cost proposal, OHM will 7 provide professional services to administer the SRF Project 5543-01 along with design, permits, easements, construction engineering, administration and other tasks associated with meeting the obligations set forth by the MDEQ. The benefits of this opportunity are that it will allow the City of Livonia to remove inflow 1 infiltration, thereby reducing costs to the treat the storm water that combines with the sanitary sewer during wet weather flows. It also allows improvements to their aging infrastructure in an effort to extend the serviceability to our public sanitary sewer mains, reducing costly future emergency repairs. Finally, it will allow them to document repairs to our infrastructure that will be useful in reducing future costs to a regional project. In order to proceed with this project, they recommend that the Council award Orchard, Hiltz & McCliment, Inc. (OHM), 34000 Plymouth Road, Livonia, MI 48150, as the designated consultant to provide design services for the FY 2013 SRF Project Number 5543-01. The fee for this project shall not exceed $469,500.00. Also, they recommend Council authorize an additional appropriation and expenditure not-to-exceed $469,500.00 from the Unexpended Fund Balance of the Water & Sewer Fund to be reimbursed by the proceeds from the State Revolving Fund Revenue Bonds. Pastor offered the approving resolution for the Consent Agenda. DIRECTION: APPROVING CONSENT 12. REQUEST TO DESIGNATE CONSULTANT, THROUGH THE QUALIFICATION- BASED SELECTION (QBS) PROCESS, TO PROVIDE CONSTRUCTION AND DESIGN SERVICES; AND REQUEST ADDITIONAL APPROPRIATION AND EXPENDITURE FOR CONSTRUCTION ENGINEERING SERVICES: Engineering Division, re: to allow concrete patches to be constructed this year on major portions of eastbound Schoolcraft Road and minor portions of westbound Schoolcraft Road prior to the I-96 reconstruction project scheduled for 2014, with the City of Livonia's obligation for this project being $76,715.25 for the design and construction engineering. (CR 260-10) Kevin Maillard, Director of Public Works, presented the request to Council. He said they are recommending that Anderson, Eckstein and Westrick, Inc. (AEW) provide design and construction engineering services to allow concrete patches to be constructed this year on major portions of eastbound Schoolcraft Road and minor portions of westbound Schoolcraft Road prior to the 1-96 reconstruction project scheduled for 2014. The Federal Aid Committee (FAG) approved funding at their December 13, 2012, meeting for the concrete patches on Schoolcraft Road. The available federal funding will be $320,934 or 81.85% of $392,100.18 from the total programmed costs. Prior to bidding the project, MDOT will provide a contract agreement with the City of Livonia and require local funding of 18.15% of the construction costs (estimated at $62,000). This project will be required to follow the guidelines of the Michigan Department of Transportation (MDOT) Local Agency Program (LAP). The consultant will be required to submit a program application and approved plans to receive federal funding. They are 8 recommending funding in the total amount of $76,715.25 for professional engineering services. This was not anticipated during the FY 2013 Major Road Account budget and requires action for an additional appropriation and expenditure. They respectfully recommended that the Council authorize the Mayor and the City Clerk to execute an amendment to the Engineering contract with Anderson, Eckstein and Westrick, Inc. (AEW) in the amount of $76,715.25 ($25,571.75 for Design Services and $51,143.50 for Construction Engineering Services). Also, they recommend Council authorize an additional appropriation and expenditure in the amount of $76,715.25 from the Unexpended Fund Balance of the Major Road Account for this purpose with an anticipated reimbursement in the amount of $41,860.95 (81.85% of the $51,143.50 amount for construction engineering). Robinson offered the approving resolution for the Consent Agenda. McCann asked Maillard if this would be completed before the 1-96 is closed for the 1-96 Reconstruction Project. Maillard said they anticipate this project to be complete prior to the 1-96 closure. Robinson offered a resolution referring the subject matter of the 1-96 Reconstruction Project to the Infrastructure and Community Transit Committee for its report and recommendation, for the Consent Agenda. DIRECTION: 1) APPROVING CONSENT 2) REFER SUBJECT OF 1-96 RECONSTRUCTION PROJECT TO INFRASTRUCTURE & COMMUNITY TRANSIT COMMITTEE FOR ITS REPORT AND RECOMMENDATION AUDIENCE COMMUNICATION: None. President Toy reminded everyone about the four (4) Public Hearings next Monday, February 4, 2013 at 7:00 p.m. here in the Civic Center Auditorium. Laura said he would like to offer a resolution requesting a report from the Administration with regard to the hiring freeze. He said he was somewhat taken back to hear the City hired a new Assistant City Attorney. He was under the impression that position was not being filled. He would like an update on the hiring freeze from the Administration. DIRECTION: REQUEST FOR A REPORT & CONSENT RECOMMENDATION FROM ADMINISTRATION ON STAFFING LEVELS IN THE LAW DEPARTMENT AND AN UPDATE ON THE CITY'S HIRING FREEZE. 9 As there were no further questions or comments, President Toy adjourned the Study Session at 8:53 p.m. on Monday, January 28, 2013. DATED: January 30, 2013 TERRY A. MARECKI CITY CLERK