HomeMy WebLinkAboutSTUDY - 2016-01-20
CITY OF LIVONIA – CITY COUNCIL
MINUTES OF STUDY MEETING HELD JANUARY 20, 2016 (REVISED)
Meeting was called to order at 8:40 p.m. by President McIntyre. Present: Jim
Jolly, Cathy White, Scott Bahr, Brian Meakin, Brandon Kritzman, Maureen Miller
Brosnan, and Kathleen McIntyre. Absent: None.
Elected and appointed officials present: Susan Nash, City Clerk; Mark Taormina,
Director of Economic Development and Planning; Todd Zilincik, City Engineer; Dave
Varga, Director of Administrative Services; and Don Knapp, City Attorney.
Vice-President Kritzman reminded everyone that it has been 5 years since the tragic
shooting that claimed the life of Livonia Police Officer Larry Nehasil.
AUDIENCE COMMUNICATION:
Christopher Martin, 12275 Inkster Road, spoke about the history of his property and his
current request about getting on a study agenda concerning his building violations.
NEW BUSINESS:
1. REQUEST FOR DESIGNATION AS A NON-PROFIT ORGANIZATION: Dennis
DeSantis, Livonia Civic Arenas, Inc., re: as required by the State of Michigan to
qualify for a charitable gaming permit to allow fundraisers in the future.
Dennis DeSantis, Livonia Civic Arenas, Inc., presented his request to Council. He
stated they are seeking Council approval designating them as a non-profit
organization so they may qualify for a charitable gaming permit to allow
fundraisers for their organization.
Brosnan offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
2. REQUEST FOR GAS FRANCHISE RENEWAL: Greg Meyer, Consumers Energy,
re: granting the right, power and authority to lay, maintain and operate gas mains,
pipes and services on, along, across and under the highways, streets, alleys,
bridges, waterways, and other public places, and to do a local gas business in the
City of Livonia, Wayne County, Michigan, for a period of thirty years.
Greg Meyer, Consumers Energy, presented the request to Council. They are
seeking Council approval of a renewal for gas franchise.
Brosnan offered the approving resolution for the Regular Agenda.
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Brosnan offered the resolution requesting a report and recommendation from the
Law Department for the Regular Agenda.
DIRECTION: 1) APPROVING REGULAR
2) REQUEST REPORT &
RECOMMENDATION
FROM LAW DEPT
3. APPOINTMENT OF PETER VENTURA TO THE PLANNING COMMISSION:
Office of the Mayor, to fill the unexpired term of Scott Bahr, which will expire on
June 9, 2017.
Peter Ventura, addressed Council and said he was honored to be recommended
for this appointment to the Planning Commission. He said he looks forward to
serving the community in this capacity and was available to answer any questions
Council may have.
White offered the approving resolution for the Consent Agenda
DIRECTION: APPROVING CONSENT
4. REQUEST TO ACCEPT QUOTATION FOR LIFE INSURANCE AND
ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE: Department of
Finance, re: from Reliance Standard Life Insurance for the period of March 1,
2016 to February 28, 2018, which is unchanged from the current rate.
Mike Slater, Director of Finance, presented the request to Council. Slater said they
have solicited quotes on life insurance coverage) The City's current life insurance
provider is Reliance Standard Life Insurance at the rate of $0.182 per $1,000
payroll per month. The current Accidental Death and Dismemberment provider is
also Reliance Standard Life Insurance at a rate of $0.015 per $1,000 payroll per
month. The low quote for renewal was received from Reliance Standard Life
Insurance Company, 2001 Market Street, Philadelphia, PA 19103 at $0.182 (Life
Insurance) and $0.015 (AD&D) per $1,000 payroll, or approximately $80,795 per
year, for two years. This rate is unchanged from their current rate. It is requested
that City Council accept the low quote from Reliance Standard to provide life and
AD&D insurance coverage from the period of March 1, 2016 to February 28, 2018.
Jolly offered the approving resolution for the Consent Agenda
DIRECTION: APPROVING CONSENT
5. AWARD OF CONTRACT: Public Service Division, re: for the 2016 Street Tree
Planting Program from funds budgeted for this purpose.
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Donald Rohraff, Director of Public Works, presented the request to Council. The
Public Service Division has taken bids for the replacement of trees citywide. The
bid was for the planting of approximately 700 trees. These are trees of several
species within the public rights-of-way and the bidding was in accordance with the
requirements of the Finance Ordinance and the 2015-2016 approved budget.
Specifications were prepared by the Division, and an advertisement for bids was
placed in the November 4, 2015 edition of the Livonia Observer. Bid invitations
were placed on the Michigan Inter-governmental Trade Network (MITN). Three (3)
bids were received and opened in the presence of the Bid Committee at 2:00 p.m.
on December 5, 2015:
Bidder Total Amount Bid
Crimboli Nursery $120,432.00
Greg Davis Landscape $136,570.00
Agroscaping $154,883.25
It is the recommendation of the Public Service Division that Council proceed as
follows:
1. Award a contract to the low bidder, Crimboli Nursery, Inc., 50145 Ford
Road, Canton, Ml 48187, in the following amount: $120,432.00.
2. Accept the unit price bid of the next bidder, Greg Davis Landscape
Services, 471 Renaud, Grosse Pointe, Ml 48236 in the event the low
qualified bidder is unable to supply certain species of trees.
3. Authorize the Director of Public Works to approve minor changes in the
work as, or if, it becomes necessary.
Brosnan offered the approving resolution for the Consent Agenda
DIRECTION: APPROVING CONSENT
6. AWARD OF CONTRACT: Public Service Division, re: for the 2016 Tree and
Stump Removal Program from funds budgeted for this purpose.
Donald Rohraff, Director of Public Works, presented the request to Council. The
Public Service Division has taken bids for the removal of approximately 614 trees
and stumps from City streets and rights-of-way. This ongoing program has been
part of the City's continual endeavor to keep their 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
November 15, 2015 edition of the Livonia Observer. Bid invitations were placed on
the Michigan Inter-governmental Trade Network (MITN). The following six (6) bids
were received and opened in the presence of the Bid Committee at 2:00 p.m. on
December 15, 2015.
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Company Total Amount Bid
Dan's Tree $194,397.00
Sod Solutions $212,548.25
Asplundh Tree Expert $212,935.00
Greener Still $217,115.00
Trees & Co. $279,260.00
Ashton Tree Service $294,590.00
It is the recommendation of the Public Service Division that Council proceed as
follows:
1. Award a contract in the amount of $194,397.00 to the low qualified bidder,
Dan's Tree, 23332 Farmington Road, Suite 228, Farmington, Ml 48332, for
completing all work required in connection with the City's 2016 Tree and
Stump Removal Program.
2. Accept the unit price bid of the next bidder, Sod Solutions, 14382 Sunbury,
Livonia, Ml 48154 to complete the work in the event the low qualified bidder
is unable to.
3. Authorize an expenditure of $194,397.00 from funds already budgeted in
the Refuse - Contractual Service Forestry Account.
4. Authorize the Director of Public Works to approve minor changes in the
work as it becomes necessary.
White offered the approving resolution for the Consent Agenda
DIRECTION: APPROVING CONSENT
7. REQUEST TO WAIVE THE CITY’S COMPETITIVE BID PROCESS AND TO
AWARD BID RECEIVED THROUGH THE TRI-COUNTY PUBLIC PURCHASING
COOPERATIVE: Public Service Division, re: for gasoline and diesel fuel for the
period February 1, 2016 through January 31, 2018.
Donald Rohraff, Director of Public Works, presented the request to Council. The
City of Sterling Heights hosts a cooperative gasoline bid that currently includes 19
communities in the Macomb, Oakland and Wayne County areas. Participating in
this cooperative are Birmingham, Clinton Township, Eastpointe, Farmington Hills,
Grosse Pointe Woods, Huron-Clinton Metro Parks, Livonia, Madison Heights,
Novi, Oakland County, Rochester Hills, Royal Oak, St. Clair Shores, Southfield,
Sterling Heights, Troy, Warren, Waterford, West Bloomfield Township. Bids for
gasoline and diesel fuel were posted on MITN (Michigan Intergovernmental Trade
Network) and received by the City of Sterling Heights for the period February 1,
2016, through January 31, 2018, with an option to extend, upon mutual
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agreement, for an additional two years. Five companies submitted proposals for
the gas and diesel bid on October 17, 2015. Through this cooperative bid,
approximately 2,900,000 gallons of gasoline and 1,230,000 gallons of diesel fuel
are purchased annually. The City of Livonia will consume approximately 250,000
gallons of gasoline and approximately 115,000 gallons of diesel for 2016.
The bid is structured so that MITN members pay for fuel based on the per gallon
wholesale rack average as published daily by the Oil Priced Information Service
(OPIS) Detroit rack average, plus a delivery fee (bid factor) per gallon. MITN
members are purchasing fuel at wholesale pricing, which changes daily just like
consumer pricing at the local gas station. The delivery fee is basically a mark-up
over wholesale cost for delivery. Gasoline and diesel are ordered and delivered
one of two ways. First, if the order will be greater than 5,000 gallons, it will be
delivered by truck transport. Second, if the order will be less than 5,000 gallons, it
will be delivered by tank wagon.
The recommendation being made by the cooperative is to split the award of the bid
among three bidders. For the truck transport portion of the bid, the
recommendation is to award the bid to RKA Petroleum, Inc., and Ports Petroleum
Co. Inc., the two low bidders meeting bid specifications. For the tank wagon
portion of the bid, recommendation is being made to award to RKA Petroleum,
Inc., and Atlas Oil Company, the two low bidders meeting bid specifications.
Awarding to the two low bidders will allow participating members the ability to
leverage favorable pricing based upon the type and quantity of fuel being
purchased.
It is the recommendation of the Public Service Division that Council proceed as
follows:
1. Award the contract for truck transport unmetered (over 5000 gallons)
through the Michigan Intergovernmental Trade Network (MITN) to RKA
Petroleum Companies, Inc., 28340 Wick Road, Romulus, Michigan 48174,
to supply the City of Livonia with gasoline and diesel fuel under the terms
and conditions of the bid for the period February 1, 2016 through January
31, 2018, with the option to extend the terms and conditions an additional
two years upon mutual consent.
2. Award the contract for truck transport unmetered (over 5000 gallons)
through the Michigan Intergovernmental Trade Network (MITN) to Ports
Petroleum Company, 13347 Blacheyville Road, Wooster, Ohio, 44691, to
supply the City of Livonia with gasoline and diesel fuel under the terms and
conditions of the bid for the period February 1, 2016 through January 31,
2018, with the option to extend the terms and conditions an additional two
years upon mutual consent.
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3. Award the contract for tank wagon metered (under 5000 gallons) through
the Michigan Intergovernmental Trade Network (MITN) to RKA Petroleum
Companies, Inc., 28340 Wick Road, Romulus, Michigan 48174, to supply
the City of Livonia with gasoline and diesel fuel under the terms and
conditions of the bid for the period February 1, 2016 through January 31,
2018, with the option to extend the terms and conditions an additional two
years upon mutual consent.
4. Award the contract for tank wagon metered (under 5000 gallons) through
the Michigan Intergovernmental Trade Network (MITN) to Atlas Oil
Company, 24501 Ecorse Road, Taylor, Michigan 48180, to supply the City
of Livonia with gasoline and diesel fuel under the terms and conditions of
the bid for the period February 1, 2016 through January 31, 2018, with the
option to extend the terms and conditions an additional two years upon
mutual consent.
5. Waive the formal bidding process in accordance with Section 3.04.140.D.4.
of the Livonia Code of Ordinances, as amended, since no advantage to the
City would result from a separate competitive bidding process by Livonia.
Meakin offered the approving resolution for the Consent Agenda
DIRECTION: APPROVING CONSENT
8. REQUEST TO ACCEPT STORM WATER FACILITIES MAINTENANCE
AGREEMENT: Engineering Division, re: from the owners, Tobeck Realty
Corporation, Maxlune Realty Corporation and the Antonoff Family Trust
Partnership LLP, in conjunction with the development of property located on the
west side of Middlebelt Road (13507 Middlebelt Road), south of Schoolcraft Road,
in the Southeast 1/4 of Section 26.
Todd Zilincik, City Engineer, presented the request to Council. In conjunction with
the development of the property located on the west side of Middlebelt Road,
south of Schoolcraft Road, the City of Livonia required the proprietor to construct a
storm drainage system to provide adequate drainage for the site at their own
expense. In reference to this storm sewer system, the office has received the
storm water maintenance agreement from the owners, Tobeck Realty Corporation,
Maxlune Realty Corporation and the Antonoff Family Trust Partnership LLP, 9986
Manchester Road, St. Louis, Missouri 63122 requiring them to reimburse the City
for any such maintenance that may become necessary. The Engineering Division
has approved the storm sewer plans and respectfully recommends that Council
proceed as follows:
Accept the Storm Water Management System (SWMS) for Livonia
Commons at 13507 Middlebelt Road, located on the west side of Middlebelt
Road, south of Schoolcraft Road in the S.E.1/4 of Section 26.
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Authorize the Mayor to execute the Storm Water Facilities Maintenance
Agreement on behalf of the City.
Brosnan offered the approving resolution for the Consent Agenda
DIRECTION: APPROVING CONSENT
Vice-President Kritzman stepped down from the podium at 9:07 p.m. to avoid any
perceived conflict of interest.
9. REQUEST TO AMEND ENGINEERING CONTRACT AND REQUEST
ADDITIONAL APPROPRIATION AND EXPENDITURE: Engineering Division,
re: for the Stormwater, Asset Management, and Wastewater (SAW) Grant
Program, Wastewater Asset Management Plan Saw Grant Project No. 1441-01,
to complete the grant by the April 2017 deadline. (CR 338-14)
Todd Zilincik, City Engineer, presented the request to Council. In March 2014, the
Michigan Department of Environmental Quality (MDEQ) announced that the City
of Livonia was awarded a SAW Grant in the amount of $2,229,221. The grant
amount approved by the MDEQ requires a local match by the City of Livonia in the
amount of $390,639. The balance in the amount of $1,838,582.00 is funded by the
State of Michigan. The grant recipient has three (3) years to complete the tasks
identified in the grant. The period for the City of Livonia began in January 2013
and expires in April of 2017 for the SAW Grant, Project Number 1441-01.
OHM was approved in the amount of $952,300 for various tasks related to the
SAW Grant per Council Resolution #338-14. The City of Livonia is focused on
their sanitary sewer collection 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 the sanitary assets using GIS.
To date they have had their sanitary sewer assets updated on GIS, additional
metering of their existing sanitary sewer mains throughout the city by ADS
Environmental Services, smoke testing on illicit connections performed in the
summer of 2015 in areas of concern from the May 2011 event, over 600 sanitary
sewer manhole inspections and most recently had completed 320,000 lineal feet
of proposed 410,000 lineal feet of sanitary sewer main televised by United
Resources, LLC as part of their contract per Council Resolution# 243-15 which
will not exceed $750,000 for their proposed work.
Over the past several months, they have reviewed the necessity to upgrade their
Computerized Maintenance Management Systems (CMMS) Software with
different vendors including their current Cartegraph vendor. Dan Putman, IS
Director has been involved with the meetings in an effort to ensure that their
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software will be able to be integrated with their network. They are recommending
Cityworks software based on the capabilities that would benefit the City of Livonia
including work orders, service requests, financial coordination with New World
Systems, and other tasks by DPW. This software will also allow coordination with
their overall GIS map to allow the data collected, including the recently videotaped
sanitary sewer segments to be referenced. This data will be invaluable and will
allow employees to access this information for future maintenance of the system
or assisting property owners to identify the existing lead location to the sanitary
sewer main in case there was a repair or issue. Cityworks has the sole capability
to provide all the functions necessary for a system their size. Most communities
their size are using Cityworks with great success. This item is critical for DPW to
have installed and to begin utilizing for asset management of their sanitary sewer
infrastructure.
The City Council approved Qualification Based Selection (QBS) firms pursuant to
Council Resolution No. 367-13, adopted November 6, 2013 to perform all
professional engineering services on various federal, state and locally funded
projects through fiscal year 2016. Under this procedure, OHM Advisors (OHM)
serves as their consultant for the SAW Grant Project No. 1441-01.
In order to proceed with this project, it is respectfully recommended that the
Council take the following actions:
Authorize the Mayor and the City Clerk to execute an amendment to the
Engineering contract with OHM Advisors, 34000 Plymouth Road, Livonia,
Michigan 48150 in the amount of $146,000 for a new revised total not-to-
exceed amount of $1,098,300 for the SAW Grant Project No.1441-01.
Authorize an expenditure in the not-to-exceed amount of $146,000 from
SAW Grant proceeds.
Increase the amount from $248,470 to $358,976 and authorize an
expenditure in the amount of $110,506 to ADS Environmental Services,
1100 Owendale Drive, Suite K, Troy, Ml 48083 for work associated with
flow monitoring and technology upgrade from SAW Grant proceeds.
Authorize the expenditures to provide Computerized Maintenance
Management Systems (CMMS) Software and Training from Cityworks in
the amount of $93,100 to Azteca Systems, Inc., 11075 South State Street,
Suite 24, Sandy, UT 84070 and in the amount of $142,715 to Ritter GIS,
42209 Ann Arbor Road, Plymouth, Michigan 48170 for the following
breakdown of items: $20,000 will be utilized for CMMS & GIS Training (250
hrs.); $22,115 to purchase of 2 Trimble GPS Collection Units that includes
software, maintenance and warranty items; $600 for Business Objects
Crystal Report License; and $100,000 for Cityworks Computerized
Maintenance Management System (CMMS) Implementation integrating
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existing historical data from the past 14 years and importing onto the
Cityworks Platform, setting up GIS assets that involve creating templates
for work orders, equipment data, labor, materials and workflow practices,
ArcGIS Online Base Map Development, and payroll integration (This effort
is based on 1,250 hours using the proposed hourly rate of $80 per hour);
and waive the formal bidding process under Section 3.01.140.D.3 of the
Livonia Code of Ordinances, as amended.
Authorize the City Engineer to approve minor adjustments in the work, as
required.
Meakin said this was basically work they had asked for and it is helpful to the City
for its asset management going into the future.
Meakin offered the approving resolution for the Regular Agenda
Brosnan spoke of her support on this item and the additional funding in order to
get to the point of being able to wrap this up. She asked Zilincik if this would wrap
it up. He replied that is correct. He added that they continue to monitor the system
for any deficiencies. Brosnan said this is a project she has monitored very closely
because of its importance to the community. She said perhaps one of the single
best things they did was to put together an asset management program for our
roads and streets and it is really what has helped us to make sure that we have
access to more funding available through the state in order to improve our streets
at a rate that is faster and better than other communities. This is going to do what
we were able to do for our external services underneath to the storm water and
sewer system that is aging. The fact that we are going to have one of the best
tools to analyze the future needs of our community with this system is going to be
critical to our ability to budget it appropriately to secure additional grant funding at
a more rapid rate and with better planning and better data in order to secure
funding. The work here being done is truly beneficial to the community and it is in
the best interest of the community to wrap this project up to the point where they
are beginning to use it. She said it has been important that throughout this project
it hasn’t just been a study but there has actually been work that has followed along
and improvements have been made as we have put this system in place. She
commended the Engineering Division for their hard work on this project and the
many other projects keeping the wastewater system here in Livonia in good shape.
Meakin also commended the Engineering Division for their excellent work on
keeping the wastewater system in Livonia in good shape. He also commended
Dan Putman, Director of Information Management Systems Department, for his
work on this project as well. He said this is high-tech information management of
our storm water and sewer systems. He said Livonia is the pinnacle of sewer
systems in the State of Michigan.
DIRECTION: APPROVING REGULAR
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Vice-President Kritzman returned to the podium at 9:16 p.m.
AUDIENCE COMMUNICATION: None.
As there were no further questions or comments, President McIntyre adjourned the
Study Session at 9:16 p.m. on Wednesday, January 20, 2016.
DATED: January 28, 2016 SUSAN M. NASH
CITY CLERK