HomeMy WebLinkAboutCOUNCIL STUDY - 2014-05-07 CITY OF LIVONIA— CITY COUNCIL
MINUTES OF STUDY MEETING HELD MAY 7, 2014
Meeting was called to order at 9:28 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 and Economic Development; Don Knapp, City Attorney;
Terry Marecki, City Clerk; and Mayor Jack E. Kirksey.
President Brosnan announced there is new data on Item #10.
Pastor wished his employee, Gary Rossi, a Happy Birthday, his birthday is this Friday.
Kritzman wished his daughter, Elizabeth Delaney, a Happy 3rd Birthday, her birthday
was Tuesday.
President Brosnan announced the passing of Mary Ann Maiorana, wife of Joe
Maiorana, owner of Joe's Produce. Also, she congratulated the planners of the Livonia
Community Prayer Breakfast; this year marked their 40th Anniversary.
Todd Zilincik, City Engineer, announced MDOT will be hosting a meeting May 15, 2014
from 4:00 — 7:00 p.m. in the 5th Floor Gallery at Livonia City Hall to discuss the Old M-14
Reconstruction Project, anyone interested may attend.
Kritzman gave an update on the progress of the Fallen Heroes Monument at Larry
Nehasil Park. Information on donations and purchasing bricks may be found on the
website www.nehasiIpark.org .
AUDIENCE COMMUNICATION:
Dan Hampton, Mayor, City of Inkster, introduced himself and announced his candidacy
for State Representative in the 11th District.
NEW BUSINESS
1. REQUEST TO WAIVE SIDEWALK REQUIREMENT: Enrico E. Soave, Esq.,
Kucyk Soave & Fernandes, PLLC, re: for the single family home located at 16425
Rougeway.
Todd Zilincik, City Attorney, said the Engineering Division has no objection to this
request.
2
Toy offered the approving resolution for the Consent Agenda.
Larry Henney, Dearborn Heights, was present on behalf of Enrico Soave. He was
available to answer any questions Council may have.
DIRECTION: APPROVING CONSENT
2. REQUEST TO WAIVE THE CITY'S NOISE ORDINANCE AND TO ERECT
SIGNS AT REFERENCED LOCATIONS: Fred E. Sackllah, Festival Chair
Person, The Basilica of St. Mary Antiochian Orthodox Church, re: in connection
with their 6t" Annual Michigan Fun Fest to be held from Thursday, June 5, 2014
through Sunday, June 8, 2014, at Bryant Park, 18000 Merriman Road.
Fred Sackllah, 18100 Merriman Road, was present on behalf of St. Mary's
Church. He presented the request to Council and was ready to answer any
questions they may have. Sackllah said they have utilized a local high school
athletic club to help with the parking at their event in the past; allowing them to
raise funds for their club. Sackllah said any other school clubs or organizations in
the community looking to participate in a similar manner should contact him.
Also, he said they are looking for high school bands to perform and possibly host
a contest among the participating bands, sort of a battle of the bands. He said
anyone interested in helping them with their event should contact him at (248)
348-5555.
Pastor offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
3. REQUEST TO APPROVE SOFTWARE MAINTENANCE AGREEMENT WITH
SOLE SOURCE PROVIDER: Department of Management Information Systems,
re: with ESRI Inc. for the City's Geographic Information System (GIS) for a
period of one year from funds budgeted.
Dan Putman, Director of Information Systems, presented the request to Council.
ESRI Inc. has been Livonia's GIS (Geographic Information System) software
vendor since the inception of our GIS in 1996. For the past five years our
software maintenance contract has been over the $15,000 threshold which
requires Council approval. Our maintenance quote from ESRI for 2014 is
$15,300. Our software maintenance costs have been at the same rate for the
past four years. This maintenance is only available from ESRI, so this is a "sole-
source" request. The State Contract insures that we get the best possible pricing
for software maintenance. No additional appropriation is necessary since
sufficient funds are budgeted in the Computer Software Maintenance account
3
Scheel offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
4. REQUEST TO APPROVE AN EXPENDITURE ON BEHALF OF THE WESTERN
WAYNE COUNTY HAZARDOUS MATERIALS RESPONSE TEAM AND URBAN
SEARCH & RESCUE (USAR) TEAM TO PURCHASE COMMUNICATIONS
EQUIPMENT: Livonia Fire & Rescue, re: to be utilized for special operations
incidents involving building collapse and hazardous materials releases, including
WMD's, the costs will be entirely covered by a Department of Homeland
Security's (DHS) Urban Area Strategic Initiative (UASI) grant.
Fire Chief Shadd Whitehead, Livonia Fire & Rescue, presented the request to
Council. The department would like to request approval to expend $150,996.00,
on behalf of the Western Wayne County Hazardous Materials Response Team
and Urban Search & Rescue (USAR) Team, to purchase communications
equipment utilized for special operations incidents involving building collapse and
hazardous materials releases, including WMDs. This communication equipment
has been approved by the Department of Homeland Security's (DHS) Urban
Area Strategic Initiative (UASI) grant program. This grant program is a
reimbursement type program to the City of Livonia, who would serve as the
fiduciary for the communications equipment purchases for these teams. On
behalf of the Western Wayne County Hazardous Materials Response Team and
the USAR Team, the department would like to request approval to expend
$150,996.00 for associated communications equipment provided by ComSource
Inc, 2130 Austin Dr, Rochester Hills, MI 48309, and Digicom Global Inc, 3911
Rochester Rd, Troy, MI 48083. Both of these vendors have State of Michigan
contract pricing and are part of MiDeal. This expenditure would be entirely
covered by the UASI grant. The creation of the grant account has been approved
by the Finance Director and the funding for the equipment is available. Chief
Whitehead was ready to answer any questions Council may have.
Pastor offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
5. AWARD OF BIDS: Public Service Division, re: for supplying the Road
Maintenance Section with hot and cold Bituminous Materials for the period May
1, 2014 through April 30, 2015.
Kevin Maillard, Director of Public Works, presented the request to Council. The
Public Service Division has taken bids for bituminous materials in accordance
with the requirements of the Finance Ordinance and the 2014-2015 approved
budget for the Road Maintenance Section. Specifications were prepared by the
4
Division, and Bid invitations were placed on the Michigan Inter-governmental
Trade Network (MITN). Five (5) bids were received and opened in the presence
of the Bid Committee at 2:00 p.m. on April15, 2014. In accordance with the
instructions for bidding on the "hot" mix asphalt (HMA) materials, the low bid for
each type has been determined by adding the City cost of pickup to the unit price
bid. The City transportation cost of $0.365 per ton/mile was calculated using
current labor and equipment rates. This cost was added to the unit price as bid,
based upon the distance from the bidder's plant to Farmington Road and I-96. It
is the recommendation of the Public Service Division that the following low bids,
for both hot and cold bituminous material, which meet specifications, be accepted
to supply the Public Service Division (Road Maintenance Section) with the
bituminous materials specified at the unit prices bid for the period May 1, 2014
through April 30, 2015-
1.
015:1. Nagle Paving, 36780 Amrheim, Livonia, MI 48150
M.D.O.T. 13A HMA $ 53.50 per ton
M.D.O.T. 36A HMA $ 59.00 per ton
M.D.O.T. 1500 T 20 AAA HMA $ 53.50 per ton
2. Amax Materials, 830 Kirts Blvd., Suite 100, Troy, MI 48084
Cold Patch 192 Delivered $ 94.00 per ton
3. Ace-Saginaw Paving, 2981 Carrollton Rd. Saginaw. MI 48604
Cold Patch QPR/UPM Delivered $101.90 per ton
It is the further recommended that, in the event the lowest bidder is unable to
furnish the material, the second low bids, which also meet specifications, be
accepted as alternates to supply the Public Service Division (Road Maintenance
Section) with the bituminous materials specified at the unit prices bid for the
period May 1, 2014 through April 30, 2015-
1.
015:1. Amax Materials, 830 Kirts Blvd., Suite 100, Troy, MI 48084
M.D.O.T. 13A HMA $ 50.00 per ton
Cold Patch QPRIUPM Delivered $110.00 per ton
M.D.O.T. 1500 T 20 AAA HMA $ 49.00 per ton
2. Cadillac Asphalt, 2575 Haggerty Rd., Canton. MI 48188
Cold Patch 192 Delivered $100.00 per ton
M.D.O.T. 36A HMA $ 54.00 per ton
5
Meakin offered the approving resolution for the Consent Agenda.
President Brosnan asked Maillard if given the harsh winter this past season, he
anticipated utilizing more bituminous materials this year. Maillard replied, not
really. He said due to the fact the City has invested in the infrastructure that the
City's roads are in relatively good shape.
DIRECTION: APPROVING CONSENT
6. REQUEST TO RESCIND COUNCIL RESOLUTION 281-04, DESIGNATING THE
DEPARTMENT OF PUBLIC WORKS AS AN AUTHORIZED PUBLIC AGENCY
(APA) FOR THE MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY'S
(MDEQ) SOIL EROSION AND SEDIMENT CONTROL (SESC) PROGRAM:
Public Service Division, re: for removal of the APA designation only due to the
majority of major road projects being performed by contractors and not DPW.
Todd Zilincik, City Engineer, presented the request to Council. The Engineering
Division of the Public Works Department (DPW) met with Ms. Cheryl Petroski-
Wilson of the Michigan Department of Environmental Quality (MDEQ) on
Tuesday April 22, 2014, regarding the City's role in monitoring Soil Erosion and
Sediment Control (SESC) as both as a Municipal Enforcing Agency (MEA) and
DPW as the Authorized Public Agency (APA). Upon review by MDEQ, it was
determined that the designation of APA was no longer warranted. This is
because a majority of the major road projects are being performed by contractors
and the reduction in workforce at the DPW has resulted in providing maintenance
and emergency repairs to roads and storm sewers that do not exceed
disturbance of one or more acres. MDEQ has witnessed recently communities
not maintaining their APA designation. The existing designation of MEA is
sufficient to satisfy all of the SESC requirements. If the DPW were to pursue any
future road projects or activity in-house, plans would be submitted and reviewed
by the Engineering Division for compliance since the Engineering Division serves
as the MEA. The Department of Public Works, therefore, requests that the
Council rescind CR 281-04 approving the SESC Procedures dated August 15,
2003 for the APA designation only, the Engineering Division will still retain the
MEA designation; and request that the City Clerk provide a copy of this
rescindment to the MDEQ to remove the APA designation from the City of
Livonia.
Toy offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
7. REQUEST TO APPROVE FINAL COST INFORMATION, AND TO AUTHORIZE
ADDITIONAL APPROPRIATIONS AND EXPENDITURES: Engineering Division,
re: for the 2013 Sidewalk Program - Contract 13-G. (CR 127-13)
6
Todd Zilincik, City Engineer, presented the request to Council. Council
Resolution No. 127-13, adopted May 8, 2013 approved a contract for the 2013
Sidewalk Program with Joe Rotondo Construction Corporation, 38807 Ann Arbor
Road, Suite 2, Livonia, Michigan 48150. The final allocation of costs connected
to this project has been provided to Council. In order to finalize this project, it is
recommended that the City Council proceed as follows:
• Establish a final project cost at $404,403.73 (this includes the 10%
Engineering Division's administrative fee) of which $154,338.86 is to be
charged to Single Lot Assessments and a total of $250,064.87 which is to be
charged to the following City funds; $217,739.82 (includes miscellaneous
concrete and sidewalk work done at Ford Field/Eddie Edgar and Clement
Circle Park and Pool) to the Road, Sidewalk and Tree Fund, $1,199.20 to the
Michigan Transportation Fund (Major Road Account), $18,789.55 to the
Michigan Transportation Fund (Local Road Account) and $12,336.30 to the
Water and Sewer Fund.
• Authorize a not-to-exceed final payment of $18,381.99 to Joe Rotondo
Construction Corporation, 38807 Ann Arbor Road, Suite 2, Livonia, Michigan
48150 upon the final release by the Engineering Division for work related to
Contract 13-G.
Pastor offered the approving resolution for the Consent Agenda.
President Brosnan asked Zilincik if the project was on target, over or under
budget; he replied under budget by about $136,000.00. However, he said the
money left over is being allocated toward the target area in the 2014
improvements.
DIRECTION: APPROVING CONSENT
8. AWARD OF CONTRACT: Engineering Division, re: for the 2014 Sidewalk
Replacement Program — Contract 14-G. (CR 78-14)
Todd Zilincik, City Engineer, presented the request to Council. The City Council,
by Resolution Number 78-14 established the annual sidewalk repair and
maintenance program. This year the program consists of approximately 580
locations scattered throughout the City. The Engineering Staff has also identified
intersections in these areas where ramps need to be removed and replaced, in an
effort to proactively provide quantities to construct the ramps, making them ADA
compliant. The Engineering Division finalized the plans and specifications and bids
for the subject project were taken on April 21, 2014. In response to the
advertisement on Michigan Inter-Governmental Trade Network (MITN), three (3) bids
were submitted. These bids may be summarized as follows:
7
NAME OF BIDDER AMOUNT OF BID
Joe Rotondo Construction Corp. $555,917.50 ($550,358.32 with
Livonia, MI Bidder's Preference)
Fiore Enterprises, LLC $585,555.00
Detroit, MI
Audia Concrete Construction Inc. $655,727.00*
Milford, MI
*As corrected by the Engineering Division
The Engineering Division is recommending the low bidder, Joe Rotondo
Construction Corp. for the 2014 Sidewalk Replacement Program. Joe Rotondo
Construction Corp. was the City of Livonia's contractor for the 2006 - 2011
Sidewalk Replacement Programs as well as the 2013 Sidewalk Replacement
Program. The total project cost is $611,509.25. This includes a 10%
administrative fee ($55,591.75) and the contract amount of$555,917.50.
• Award a contract in the amount of $545,917.50 to Joe Rotondo Construction
Corp., 38807 Ann Arbor Road, Suite 2, Livonia, MI 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 a payment not-to-exceed $10,000.00 to Precision Concrete Inc., 1896
Goldeneye Drive, Holland, MI 49424 for the saw cutting portion of the contract.
• Authorize an advance of $220,516.19 single lot assessments portion of the
program) from the Road, Sidewalk and Tree Fund with the provision that this
fund be reimbursed from that portion of the project which is to be financed by
special assessment at such time as funds are subsequently received for the
payment of bills as assessments by affected property owners.
• Authorize an expenditure from budgeted funds of $11,040.00 from (Major Road
- Dist. Sidewalk Cost) and $78,300.00 from (Local Road - Dist. Sidewalk Cost) to
cover the costs related to the construction or reconstruction of handicap ramps at
major and local roads.
• Authorize an expenditure of $26,478.43 from the Unexpended Fund Balance of
the Water and Sewer Fund for sidewalk work adjacent to and including water,
storm and sanitary structure repairs.
• Authorize an expenditure of $275,174.63 to repair sidewalks heaved by tree
roots from budgeted funds in the Road, Sidewalk and Tree Fund (Contractual
Service Sidewalk).
8
• Authorize the City Engineer to approve minor adjustments in the work, as
required.
Meakin offered the approving resolution for the Consent Agenda.
DIRECTION: APPROVING CONSENT
Kritzman stepped down from the podium at 10:07 p.m. to avoid any perceived
conflict of interest on the following Item.
9. REQUEST TO DESIGNATE CONSULTANT, THROUGH THE QUALIFICATION-
BASED SELECTION (QBS) PROCESS, TO PROVIDE DESIGN SERVICES;
AND REQUEST TO AUTHORIZE APPROPRIATION AND EXPENDITURE FOR
THE LEVAN ROAD RECONSTRUCTION PROJECT: Engineering Division, re.
to provide new concrete pavement for Levan Road from Schoolcraft Road to 300'
north of Five Mile Road in an amount not to exceed $98,600.00 from budgeted
funds. (CR 367-13)
Todd Zilincik, City Engineer, presented the request to Council. The City of
Livonia submitted applications on March 26, 2012 for a number of road segments
and was subsequently approved on December 12, 2013 to receive $1,150,000
for Levan Road from Schoolcraft Road to 300 feet north of Five Mile Road as
part of the Federal 2015 Surface Transportation Project - Urban (STP-U)
Program.
The project for Levan Road will involve providing new concrete pavement
constructed from Schoolcraft to approximately 400 feet north, the remaining
portion to Five Mile Road will have concrete base repairs completed with a 3 1/2-
inch hot mix asphalt (HMA) overlay, including sidewalk ramps that are ADA
compliant entering the local subdivision streets and at the intersection of Five
Mile and Levan. In addition, Levan Road from Five Mile to 300 feet north of Five
Mile Road will have new concrete pavement constructed to replace the
deteriorated pavement. Under the STP-U Program, the City is responsible for the
design costs for this project, which are estimated at $98,600.00. The City will be
responsible for a portion of the construction costs at 18.15% and any amount
over and above the approved funding. The construction engineering (CE) costs
of 15% are also the responsibility of the City. It has not yet has been determined
at this time which consultant will be providing the CE services for this project.
Pursuant to Council Resolution No. 367-13, adopted November 6, 2013, the City
Council approved Spalding DeDecker Associates, Inc. (SDA) as one of the
Qualification Based-Selection (QBS) firms to perform all professional engineering
services on various federal, state and locally funded projects for through fiscal
year 2016. Under this procedure, we are recommending that SDA provide design
services for the above mentioned project.
9
SDA has previously provided design services for traffic signal upgrades at
various intersections following the MDOT LAP Procedure, road repair program,
and most recently the newly constructed road and realignment improvements to
Civic Center Drive and parking lot on City Hall Campus near the Civic Center
Library/16th District Court. Other recent projects involved the reconstruction of
the new concrete parking area to the front entrance of Fire Station #1, front
entrance improvements to the Livonia Police Department and to the rear that
involved reconstruction of roads and parking areas.
SDA is familiar with the Michigan Department of Transportation (MDOT) Local
Agency Program (LAP) requirements and has the ability to coordinate with the
utility companies to complete the project in a timely fashion for bidding purposes
and construction in 2015.
In order to proceed with this project, we recommend that the Council take the
following actions:
• Authorize the Mayor and the City Clerk to execute an amendment to the
Engineering contract with Spalding DeDecker Associates, Inc. (SDA), 905
South Boulevard East, Rochester Hills, MI 48307-5358, as the designated
consultant to provide design services for the Levan Road Reconstruction
Project from Schoolcraft Road to 300 feet north of Five Mile Road. The
amount of the design services not-to-exceed $98,600.00.
• Authorize an appropriation and expenditure not to exceed $98,600.00 from
the Unexpended Fund Balance of the Major Road Fund (202).
• Authorize the City Engineering to make minor adjustment to the work, as
needed.
Meakin offered the approving resolution for the Regular Agenda.
Ms. Cheryl Petroski-Wilson of the Michigan Department of Environmental Quality
(MDEQ) thanked Zilincik for the opportunity to provide their service to the City.
She said it is always a pleasure to work with Zilincik and the Engineering Division
and says she appreciates that Livonia follows the QBS procedure; as an
engineer, she appreciates the selection that goes into that process.
Toy also commended Zilincik and the Engineering Division for all their hard work.
DIRECTION: APPROVING REGULAR
Kritzman returned to the podium at 10:11 p.m.
10
10. REQUEST FOR COUNCIL REVIEW: Council President Maureen Miller
Brosnan, re: per a request during audience communication to discuss Bright
House Cable Networks changing to digital channels especially for education and
government programming.
President Brosnan said a response from the Administration has been received by
Council describing the changes that have taken place and what kind of message
we can offer residents. There was a news release that went out from the
Administration on April 27, 2014. It is also posted on Channel 8.
President Brosnan said she would like to Receive and File the response from the
Administration regarding this item.
DIRECTION: RECEIVE & FILE CONSENT
AUDIENCE COMMUNICATION: None.
Toy wished all the mothers a Happy Mother's Day this Sunday, May 11, 2014.
Meakin wished former Councilmember James McCann a Happy Birthday, his birthday is
May 9, 2014.
As there were no further questions or comments, President Brosnan adjourned the
Study Session at 10:14 p.m. on Wednesday, May 7, 2014.
DATED: May 15, 2014 TERRY A. MARECKI
CITY CLERK