monroe county road commission2019/07/08 · monroe county road commission regular meeting minutes...
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MONROE COUNTY ROAD COMMISSION
REGULAR MEETING AGENDA
July 8, 2019 - 5:30 p.m.
1. CALL TO ORDER
2. ROLL CALL
3. PLEDGE OF ALLEGIANCE
4. OPENING PRAYER
5. APPROVAL OF REGULAR MEETING AGENDA
6. PUBLIC COMMENT
7. CONSENT AGENDA (with immediate effect)
1) Approval of Minutes- Regular Meeting Minutes June 24, 2019
2) Approval of Journal Entry
No. 474 Vendor Checks #74350-74395 $ 452,344.12
No. 486 Payroll Checks #64568-64593 & advice #26448-26555 $ 300,861.88
2nd
Qtr Cafeteria 2019 – Checks#64594-64608 $ 13,301.27
No. 487 Vendor Checks #74396-74458 $1,464,096.59
Void Check #73632 $ 0.01
Void Check #66761 $ 815.64
Void Check #66599 $ 207.50
Void Check #66597 $ 233.64
Void Check #66598 $ 424.42
Void Check #66596 $ 500.00
Void Check #66162 $ 234.13
Void Check #66161 $ 56.52
Void Check #66159 $ 98.99
Void Check #66164 $ 63.84
Void Check #66680 $ 452.52
Void Check #66756 $ 250.00
Void Check #66990 $ 500.00
Void Check #66167 $ 73.13
Void Check #66685 $ 164.03
Void Check #66601 $ 268.16
3) Township Contracts
LaSalle Township
Dunlap Road Stein Road to Yargerville Road RESCIND/Twp request
4) Approve and sign the Temporary Grading Easement with Jeanne Lange (Representative of
Herman Wickenhiser Trust), Exeter Township, Monroe County, Michigan.
5) Approve and sign the Waterford Plat 3 Agreement, Bedford Township, Monroe County,
Michigan.
6) Approve the Agreement between the Monroe County Road Commission and Bedford Township,
for Improvement in Downtown Temperance, Bedford Township, Monroe County, Michigan.
7) Approve the Agreement between the Monroe County Road Commission and Bedford Township,
for the Pedestrian Signals at the Intersection of Sterns and Secor, Bedford Township, Monroe
County, Michigan.
8) Approve the agreement for Oakville Waltz Road design engineering services with Spalding
DeDecker in the amount of $66,129 and authorize the Managing Director to sign all
documents on behalf of the Board.
8. UNFINISHED BUSINESS
9. NEW BUSINESS
10. REPORT OF OFFICERS
11. PUBLIC COMMENT
12. COMMISSIONER’S COMMENT
13. ADJOURNMENT
MINUTES OF THE BOARD OF COUNTY ROAD COMMISSIONERS
MONROE, MICHIGAN
June 24, 2019
1. At a Regular Meeting of the Board of County Road Commissioners at their offices located at
840 S. Telegraph Road, Monroe, Michigan on Monday, June 24, 2019 the meeting was called
to order by Chairman Iacoangeli at 5:33 p.m.
2. Roll Call by Deputy Clerk as follows:
PRESENT EXCUSED
Jack Thayer Greg W. Stewart
Dan Minton
Charles A. Londo
Paul Iacoangeli
A quorum being present, the Board proceeded to transact business.
3. Commissioner Iacoangeli led the Pledge of Allegiance.
4. Commissioner Iacoangeli led the Opening Prayer.
5. Commissioner Minton moved, seconded by Commissioner Thayer to approve the June 24,
2019 regular meeting agenda as presented. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion
carried.
6. Public Comment –
Charlene Dickerson, Milwaukee Road, wanted to make the Road Commission aware that
around June 10th
, the land operator (not the owner) of property, just opposite where Cooper
Road comes into Milwaukee Road from the north, filled in the ditch with gravel to make a
driveway and it does not appear to have been inspected and there isn’t a culvert.
7. The following items were listed on the Consent Agenda: (with immediate effect)
Commissioner Londo asked to have items #4 and #8 pulled for further discussion.
1) Approval of Minutes- May 28, 2019 Regular Meeting Minutes
2) Approval of Journal Entry
No. 416 Payroll Checks #64525-64546 & Advice #26240-26340 $ 325,476.96
No. 417 Vendor Checks #74262-74282 $ 663,025.78
No. 440 Vendor Checks #74283-74348 $ 462,532.48
Void Check #66166 $ 106.79
Void Check #66996 $ 2,464.99
No.452 Payroll Checks #64547-64567 & Advice #26341-26447 $ 299,482.26
Bank Service Charge – May 2019 $ 141.15
No. 459 Vendor Checks #74349 $ 9,662.00
3) Township Contracts
Exeter Township
Exeter Road Carleton West to Oakville Waltz 2” aggregate lift
4) Pulled for further discussion.
5) Award the contract for the Salt Barn Interior Walls project to low bidder, Sole Building
Company, in the amount of $144, 900; and authorize the Managing Director to sign all
documents on behalf of the Board.
6) Approve the Resolution with MDOT for the Beacon Installation along Samaria Road@
Douglas Road, Samaria Road @ Jackman Road in Bedford Township; and Whiteford Road
@ Smith Road in Whiteford Township, Monroe County, Michigan; and authorize the
Chairman and Vice Chairman to sign the contracts on behalf of the Board.
7) Approve and sign the Agreement for Village Meadows Plat Four, Bedford Township,
Monroe County, Michigan.
Monroe County Road Commission
Regular Meeting Minutes
June 24, 2019 – Page 2
8) Pulled for further discussion.
9) Approve the Resolution to post gross weight limits on Goutz Road at Otter Creek
between South Otter Creek Road and North Otter Creek Road, LaSalle Township, Monroe
County, Michigan as follows: One Unit Vehicle 30 Tons
Two Unit Vehicle 37 Tons
Three Unit Vehicle 50 Tons
10) Approve the Resolution to post gross weight limits on War Road bridge over Stony Creek
between South Stony Creek Road and North Stony Creek Road, Frenchtown Charter
Township, Monroe County, Michigan as follows:
One Unit Vehicle 42 Tons
Two Unit Vehicle 52 Tons
Three Unit Vehicle 62 Tons
11) Approve the Resolution to post gross weight limits on the Darling road culvert at the
easterly crossing of Thayer Drain, west of Wanty Road between Plank Road and Wanty
Road, London Township, Monroe County, Michigan as follows:
One Unit Vehicle 14 Tons
Two Unit Vehicle 21 Tons
Three Unit Vehicle 38 Tons
Commissioner Thayer moved, seconded by Commissioner Minton to approve the June 24,
2019 Consent Agenda as presented, except for items #4 and #8 pulled for further
discussion. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion carried.
Items pulled for further discussion:
4) Award the contract for the Lewiston Estates Special Assessment District project to low
bidder, Anderezack-Pitzen Construction, Inc. in the amount of $1,287,257; and authorize
the Managing Director to sign all documents on behalf of the Board.
8) Approve the agreement with The Mannik & Smith Group, Inc. in the amount of
$84,385.00 for construction engineering, inspection, testing and staking services on the
Lewiston Estates Special Assessment District project in Bedford Township; ad authorize the
Managing Director to sign all documents on behalf of the Board.
Commissioner Londo asked if the Road Commission was not contributing any money to
either of these items since this is an SAD? Mr. Pierce indicated that was correct, the MCRC
was not contributing any money to either item.
Commissioner Londo moved, seconded by Commissioner Minton to approve items #4 and
#8 as presented. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion carried.
8. Unfinished Business – None.
9. New Business –
1) Authorize the Managing Director to sign the Trust Agreement Resolution for the Monroe
County Retiree Health Care Fund for Retirees of Monroe County, the MCRC and Monroe
Community Mental Health on behalf of the Board.
Mr. Pierce explained the MCRC VEBA Board elected to partner with the County for the retiree
health care funding; and the Resolution and Agreement are now ready for signature. He felt
the Board should review and approve signing this document.
Commissioner Londo indicated he was glad to see this resolution come after a long time of
discussion.
Monroe County Road Commission
Regular Meeting Minutes
June 24, 2019 – Page 3
Commissioner Minton moved, seconded by Commissioner Thayer to authorize the Managing
Director to sign the Trust Agreement Resolution for the Monroe County Retiree Health Care
Fund for Retirees of Monroe County, the MCRC and Monroe Community Mental Health on
behalf of the Board. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion carried.
10. Report of Officers –
Randy Pierce (Managing Director) – Mr. Pierce indicated the Road Commission
forwarded the information to MDOT on the cost share for the interior walls for the
salt facilities, fencing and the driveways. He added that MDOT was scheduled to
receive the bids or inquiries from interested parties for the state trunkline contract.
MDOT will review and grade them before announcing the award.
At the last meeting the Board asked the staff to prepare a rough estimate of the cost
to properly sustain the state trunkline and Ms. Dori Hawkins-Freelain will talk about
that.
In the absence of Mr. Leach, Mr. Pierce reported the paving is approximately fifty
percent complete, and the chip seal is about 30-40% completed due to the weather.
Crews are working between the rain and are getting things done. He is confident that
all the projects will be completed. The gravel roads continue to be an issue to the
large amount of rain the county has received this season. The roads that had the
berms pulled are holding up very well.
David M. Leach (Superintendent of Maintenance) – Mr. Leach was excused.
Matthew Snell (County Highway Engineer) – Mr. Snell was pleased to announce the
new Monroe County maps are now available. He mentioned the staff is working on
ideas for the upcoming fair exhibit at the Monroe County Fair; and his department
has been working with Finance to accept credit cards for the first time at the Road
Commission.
Mr. Snell updated the Board that Bedford Township and the Bedford Festival
Committee submitted a request and Resolution to close down Lewis Avenue for a
portion of a day for several hours. The Engineering staff has been working with the
committee to sort out a detour route for the closure, and at this time there does not
seem to be a compelling reason not to issue a permit to allow the closure.
Commissioner Londo stated this seems to be a controversial issue and asked if the
closure is for 2 consecutive days. Mr. Snell indicated he believed the request was for
a 6-8 hour period for one day.
Dori Hawkins-Freelain (Director of Finance) – Ms. Hawkins-Freelain indicated the
Board requested an estimate for the 2020 budget if the Road Commission were to
continue the state trunkline contract. She reviewed the information with the
Maintenance Division to put together a rough draft for the 2020 state maintenance
budget. The basic assumptions used to prepare this draft budget was maintaining
state roads for summer and winter; 15 full-time employees, the purchase of eight (8)
new tandem trucks, two trailer mounted arrow boards; two trailer mounted message
boards, the purchase of salt and activities for ditch work, general maintenance and
overhead, the total estimated for the state trunkline contract would be $6.845
million.
Monroe County Road Commission
Regular Meeting Minutes
June 24, 2019 – Page 4
Commissioner Londo asked how competitive would that number be from a
contractor? Ms. Dori Hawkins-Freelain indicated the assumptions used in the
estimate were conservative because the MCRC already knows the area, the routes and
is familiar with the needs. She would guess a private contractor would come in
substantially higher since the companies are not major snow movers or maintenance
organizations. She reminded the board that the MDOT bid packet also contained a
lot of penalties.
Commissioner Thayer stated that MDOT thinks they are generous paying the MCRC
$2.3 million for all the knowledge our workers have and all the work we do for them.
He has talked with other former Road Commissioners, and they feel MDOT will come
back knocking on our door when they realize a contractor cannot perform the work.
Mr. Pierce indicated rumors are MDOT has met with the Appropriations Committee
requesting $20 million to purchase two properties/facilities in Monroe County. This
would not include operating costs or personnel. He reminded the Board that the
MCRC offered to sell two turn-key facilities to MDOT at a much cheaper rate, and they
were not interested. The MCRC has tried to work with MDOT to make this transition
smooth and efficient.
Commissioner Minton assumed it was not the Appropriations Committee, but eh
MDOT sub-committee for appropriations that made this decision.
Commissioner Thayer asked if we needed to erect the dividing walls in the two salt
facilities if MDOT chooses not to split the cost. Mr. Pierce explained that according
to the language contained in the contract, MDOT reserves the right to use either or
both facilities for a period of five (5) years after the termination of the contract. Mr.
Pierce added that the Road Commission has asked about buying MDOT out
completely but has received no response. MDOT currently has no place to store salt
for the 2019-2020 season.
Mr. Costello explained the contracts are statewide generic forms used by MDOT when
they contribute to the cost of any salt facility. The usable life is outlined at 15 years
for the West District facility. Only that contract has the buyout provision formula,
and it reduces the amount to be reimbursed to MDOT for their contribution for each
year used. But there is also a clause that states MDOT has the right to continue use
for five years after termination, which gets added back into the formula for
reimbursement. The Road Commission interprets the contract as written, but the
Attorney General’s office reads the contract completely different. At this point,
MDOT has not agreed to contribute to the cost of the dividing wall, the fencing or the
driveway.
Commissioner Minton stated based on all the obstacles and challenges it is best to
move forward with the termination because of all the residual issues.
Philip Costello (General Counsel) – Mr. Costello had nothing additional to report.
11. Public Comment
David Hoffman, County Commissioner, stated the Board made a good move to approve the
Trust Agreement as it will benefit all the county retirees with health care.
Monroe County Road Commission
Regular Meeting Minutes
June 24, 2019 – Page 5
12. Commissioners' Comments -
Commissioner Thayer stated the work on Whiteford Center Road, south of Section Road, is
moving forward. He voiced a concern about possibly posting this road due to heavy trucks
coming from Stoneco going into Toledo using this road for the long term. Mr. Snell
indicated they could review and evaluate the road once construction is completed.
Commissioner Stewart was excused.
Commissioner Londo had nothing additional to report.
Commissioner Minton had nothing additional to report.
Commissioner Iacoangeli had nothing additional to report.
13. Adjournment -
Chairman Iacoangeli stated if there are no objections, the meeting is adjourned at 6:05 p.m.
_________________________________
Cheryl A. U’Ran, Deputy Clerk
840 S. Telegraph Road Monroe, Michigan 48161 Phone: (734) 240-5102 Fax: (734) 240-5101
Page 1 of 1
To: Board of County Road Commissioners
From: Matthew Snell, County Highway Engineer
Copy: Randy Pierce, Managing Director; Cheryl U’ran, Deputy Clerk; Dori Hawkins-Freelain, Director of Finance; David Leach, Superintendent of Maintenance; Christine Herron, Purchasing Agent
Date: July 2, 2019
Subject: Award of Oakville Waltz Road Design Engineering Services Contract
SUMMARY: On June 28, 2019, proposals were received from engineering firms for surveying and preliminary design engineering services on 2.33 miles of Oakville Waltz Road from Tuttle Hill Road to Rawsonville Road in London Township. The Request for Proposals was sent to five local engineering firms and posted on the Road Commission’s website. A total of five (5) proposals were received for the design engineering services. ATTACHMENTS:
1. Vendor Selection Results RECOMMENDATION: The five proposals were reviewed and rated by a three-person Selection Team in accordance with the MCRC’s current Standard Operating Procedure. Based on the results of the selection process to determine the best value to the Road Commission, I recommend entering into an agreement with Spalding DeDecker. ACTION REQUESTED: Authorize the Managing Director Randy Pierce to enter into an agreement with Spalding DeDecker in the amount of $66,219 for the Oakville Waltz Road Design Engineering Services contract.
Vendor
Total Score
(100 points)
Understanding of Service (20 points)
Qualifications of Team
(25 points)
Past Performance (20 points)
Price (30 points)
Location (5 points)
Spalding DeDecker 95 19 23 18 30 5
Northwest Consultants 87 19 23 18 22 5
Mannik & Smith Group 83 17 21 18 22 5
Alfred Benesch & Company 75 18 23 18 11 5
Spicer Group 73 18 22 18 10 5
Proposal Due Date: June 28, 2019 @ 12:00 p.m.
Vendor Selection Results
Oakville Waltz Road Design Engineering Services
Monroe County Road Commission 07/02/2019