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HomeMy WebLinkAboutResolutions - 2002.11.21 - 26942MISCELLANEOUS RESOLUTION #02271 November 21, 2002 BY: GENERAL GOVERNMENT COMMITTEE, WILLIAM R. PATTERSON, CHAIRPERSON IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - LINKMICHIGAN PLANNING GRANT - GRANT ACCEPTANCE TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the Michigan Economic Development Corporation (MEDC) required an authorizing resolution (MR #02190) for applications submitted under MEDC's LinkMichigan Regional Telecommunications Planning Grants program; and WHEREAS the Department of Information Technology then made application under this grant program for a Broadband Infrastructure Development Planning project; and WHEREAS the Department of Information Technology requested and was granted $75,000 from the MEDC with a local match of $25,000 from Automation Alley; and WHEREAS the grant application and acceptance has been processed through the County Executive Contract Review Process and the Board of Commissioners' Grant Procedures; and WHEREAS if the application was funded by the MEDC, the grant agreement is submitted back to the Board of Commissioners for grant acceptance and grant agreement execution by Thomas Law, Chairperson, Oakland County Board of Commissioners, pursuant to the Board of Commissioners' Grant Acceptance Procedures. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the Department of Information Technology to accept the Broadband Infrastructure Development Planning grant under their LinkMichigan Regional Telecommunications Planning grant program. Chairperson, on behalf of the Committee, I move the adoption of the foregoing resolution. ielL,„g y°01.4.yi GENERAL GOVERNMENT COMMITTEE GENERAL GOVERNMENT COMMITTEE Motion carried unanimously on a roll call vote with Taub, Moss, Middleton and Melton absent. Helen Hanger From: Jim VanLeuven [vanleuvenj@co.oakland.mi.us ] Sent: Wednesday, September 04, 2002 1:31 PM To: Helen Hanger; Sheryl Mitchell Subject: FW: CONTRACT REVIEW - INFORMATION TECHNOLOGY AmilliNmWmm FYI Jim VanLeuven phone:248.858.1701 fax: 248.858.1572 email: vanleuvenj@co.oakland.mi.us <mailto:vanleuvenj@co.oakland.mi.us > Original Message From: Greg Givens [mailto:givensg@co.oakland.mi.us] Sent: Wednesday, September 04, 2002 10:47 AM To: Eatonj; VanPelt, Laurie; Fayne, Stan; Davisp Cc: VanLeuvenj; Fournier, Nancy; Frederick, Candace; Cunningham, Judy; Mitchell, Sheryl; Shortley, Joellen; Mason, Jennifer; Ross, David; Wilk, Mike; Rodgers, Stefania Subject: CONTRACT REVIEW - INFORMATION TECHNOLOGY TO: REVIEW DEPARTMENTS - Laurie Van Pelt - Judy Eaton - Stan Fayne - Patricia Davis RE: GRANT CONTRACT REVIEW RESPONSE - INFORMATION TECHNOLOGY LinkMichigan Telecommunications Planning project - MEDC - Contract Please be advised the above mentioned grant information was put into contract review today. A hard copy of these materials has been sent to you for review. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email. Thank you. Time frame: September 13, 2002 GRANT INFORMATION Date: September 4, 2002 Operating Department: Information technology Department Contact: Mike Wilk Contact Phone: 85269 Internal ID Number: NA Other ID Number: MEDC-109 REVIEW STATUS: Acceptance - Resolution Required Funding Period: September 1, 2002 through August 31, 2003 New Facility Needs: None Funding Continuation/New: New New Grant Funded Position Requested: None Changes to Current Positions: None Grantor Funds: $75,000 Total Budget: $100,000 Match and Source: There is a 25% local match required for the grant. All of this match ($25,000) has been committed by Automation Alley and will not require any funding from Oakland County government. PROJECT SYNOPSIS Dated this 0%7.6— day of , 2002. WITNESSED BY: Signature of Authorized Official MICHIGAN ECONOMIC DEVELOPMENT CORPORATION (MEDC) LINKIMICHIGAN REGIONAL TELECOMMUNICATIONS PLANNING PROJECT GRANT AGREEMENT BETWEEN THE MICHIGAN ECONOMIC DEVELOPMENT CORPORATION AND OAKLAND COUNTY GRANT NUMBER MEDC-109 I. GRANT OFFER The Michigan Economic Development Corporation (hereinafter, the "Grantor") hereby offers to Oakland County (hereinafter, the "Grantee") grant assist6nce subject to the Grant Agreement. The maximum amount of grant assistance hereby offered is $75,000, but not more than seventy- five (75) percent of the actual total cost of completing the project. If the actual cost is less than shown in the Total Authorized Budget (see Section II. SPECIAL TERMS AND CONDITIONS A. 1), the amount of the grant shall be reduced on a proportional basis at the discretion of the Grantor. The Grantee shall be responsible for any cost overruns. The term of work performance shall be twelve (12) months from September 1, 2002 through August 31, 2003, plus additional time to meet reporting and other procedural requirements. Grant funds will only be made available for the Grantee's eligible expenses, which occur during the term of work performance in accordance with the Grant Agreement. Doug RothAll President and Chief Executive Officer • The foregoing Grant Offer is hereby accepted and it is agreed that the funds made available will be used only as set forth in the Grant Agreement. Dated this S\-\\. day of %.t , 2002. Thomas A. Law, Chairman Type Name and Title 1 II. SPECIAL TERMS AND CONDITIONS EFFECTIVE DATE: September 1, 2002 GRANT NO.: MEDC-109 PROJECT TITLE: LinkMichigan Regional Telecommunications Planning Project GRANTEE/ADDRESS: Oakland County 1200 North Telegraph Road, Building 49W Pontiac, Michigan 48341 GRANT ADMINISTRATOR/ ADDRESS: Mr. Thomas Freeman, Grant Administrator 300 North Washington Square, Fourth Floor Lansing, Michigan 48913 Telephone: 517-335-4420 A. TOTAL AUTHORIZED BUDGET 1. Sources of funds for the project under this Grant Agreement consist of: State Cash Contributions Local Cash Contributions $ 75,000 $ 25,000 TOTAL $100,000 2. Use of funds for this project supported under this Grant Agreement consists of: PLEASE REFER TO ATTACHMENT A FOR THE AUTHORIZED BUDGET FOR THIS PROJECT. 2 B. SCOPE OF WORK The Scope of Work of the Grantee under this giant shall be to undertake and complete the following activities, as further detailed in Oakland County's grant application dated August 90, 2002, (as amended), subject to the limitations set forth in this Grant Agreement and applicable federal and state laws, rules, and regulations: 1. The Grantee shall expend up to $75,000 of grant funds for regional telecommunications planning activities. The project activities are further described in Attachment B. 2. The Grantee shall provide Program Progress Reports beginning January 15, 2003, and every six (6) months thereafter. 3. The Grantee shall provide a Final Program Progress Report 60 days after completion of the term of work performance. 4. During the planning process, the Grantee shall provide to the MEDC the following telecommunication information, when such infonnation becomes available: a. Existing telecommunication infrastructure — This is a map and description of the existing telecommunication infrastructure in the project area including location, accessibility or functionality (i.e. open to multiple vendors on a wholesale basis or proprietary for one vendor), and use. In cases when this information cannot be obtained, the Grantee shall provide an explanation of the vendor(s) contacted and efforts made to obtain the information. b. Existing telecommunication providers and general price structure — This is an identification of the telecommunication providers in the project area and the general costs structure associated with purchasing telecommunications and broadband services from these providers. This list should include, at a minimum, information on cable modem, DSL, dedicated services such as T-1 service and wireless (both fixed and satellite). c. Major telecommunications issues — This is an identification and description of the major 6-10 issues involving telecommunications including factors that limit expansion of telecommunications infrastructure and services in the project area. d. An evaluation of implementation strategies, costs associated with these strategies, and an identification of funding sources and financing methods. It is expected that all of the above information will be included in the final telecommunication plan document. 3 5. Prior to disbursement of funds, the Grantee is requested to submit the authorizing resolution. 6. The Grantor may, in its sole discretion, after discussions with representatives of the Grantee, modify or reduce the total amount of Grant assistance offered under this Agreement or terminate this Agreement and demand full repayment of disbursed Grant proceeds if the Grantee violates, fails, or refuses to comply with any term, condition, or provision of this Agreement. 7. During each of the Grantee's fiscal years in which a disbursement of MEDC funds is made under this agreement, the Grantee shall file an audit report. The audit report must be prepared by an independent auditor and submitted to the Grant Administrator within 30 days after completion of the audit, but not later than nine (9) months after the close of the Grantee's fiscal year. The audit report must identify the receipt and expenditure of any MEDC funds. III. GENERAL TERMS AND CONDITIONS 1. Applicability to Subrecipients and Contractors: Where performance of the grant project is carried out by any subrecipient or contractor of the Grantee, the provisions of the Grant Agreement shall be made binding on such subrecipient or contractor by the Grantee. This shall be accomplished by a written agreement or contract between the Grantee and any subrecipient or contractor. Where the term "Grantee" appears in this Grant Agreement it shall be read to include any subrecipient or contractor of the Grantee. The ultimate legal responsibility for ensuring compliance with requirements of the Grant Agreement is that of the Grantee designated in the Grant Offer. 2. Maintenance of Records: The Grantee shall maintain records which will allow assessment of the extent of Grantee performance of the Scope of Work and which allow for the comparison of actual outlays with budgeted amounts. The Grantee's overall financial management system must ensure effective control over and accountability for all funds received. Accounting records must be supported by source documentation such as time sheets and invoices. 3. Retention of Records: The Grantee shall retain all financial records, supporting documents, statistical records, and all other pertinent records for a period of three years from the date of official grant close-out. 4. Amendments: The Grantee must obtain prior written approval of the Grant Administrator for grant amendments as follows: a) changes of substance in the Scope of Work including new activities or alteration of • existing approved activities; 4 b) extensions to the term of work performance for completion of project activities; c) for MEDC 2rants of less than S100,000, cumulative changes among approved MEDC funded budget items which exceed $5,000 or five (5) percent of the MEDC grant amount, whichever is lesser; and d) for MEDC grants of $100,000 or more, cumulative changes among approved MEDC funded items which exceed $10,000 or five (5) percent of the MEDC grant amount, whichever is lesser. e) The amendment request must be submitted in writing by an authorized local official of the Grantee. 5. Suspension of Grant: When a Grantee has failed to comply with the grant award stipulations, standards, or conditions, the Grantor may, on reasonable notice to the Grantee, suspend the grant and withhold further payments, or prohibit the Grantee from incurring additional obligations of grant funds, pending corrective action by the Grantee or a decision to terminate in accordance with these Terms and Conditions. The Grantor will allow all necessary and proper costs, which the Grantee could not reasonably avoid during the period of suspension. 6. Termination for Cause: The Grantor may terminate this grant in whole or in part, at any time before the date of completion, whenever it is determined that the Grantee has failed to comply with the conditions of the grant. The Grantor will promptly notify the Grantee in writing of the determination and the reasons for the termination, together with the effective date. Payments made to recipients or recoveries by the Grantor will be in accordance with the legal rights and liabilities of the parties. 7. Termination for Convenience: The Grantor or the Grantee may terminate this grant in whole, or in part, when both parties agree that the continuation of the project would not produce beneficial results commensurate with the further expenditure of funds. The two parties shall agree upon the termination conditions, including the effective date and, in the case of partial terminations, the portion to be terminated. The Grantee shall not incur new obligations for the terminated portion after the effective date, and shall cancel as many outstanding obligations as possible. The Grantor will allow full credit to the Grantee for the State share of the noncancelable obligations, properly incurred by the Grantee prior to termination. 5 2. Project Title COMMUNITY SERVICES LinkMichigan Telecommunications Planning Project MICHIGAN ECONOMIC DEVELOPMENT CORPORATION 1. Applicant Oakland County TOTAL $75,000 $25,000 $100,000 Attachment A PROJECT BUDGET MICHIGAN COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM LINKMICHIGAN PLANNING PROJECT 3. Project Cost Elements Activities Telecommunications Planning Study MEDC $75,000 Local $25,000 TOTAL $100,000 Attachment B Oakland County Broadband Infrastructure Development Planning Proposal Section I — Project Description Oakland County Broadband Infrastructure Development Planning Proposal The economic health of a community is directly 'related to its ability to obtain the fastest and cheapest transportation infrastructure to support the transporting of raw materials and finished products. At the turn of the century water and rail infrastructure availability was critical. Since World War II it has been roads. In the twenty-first century it will be broadband infrastructure. One look at the type of businesses that are locating or expanding in Oakland County makes it clear that information is both the "raw material" and the "finished product" for Oakland County businesses. Oakland County has a large concentration of Michigan's automotive technology centers, prototype shops, information technology companies and other heavy users of information. To be competitive in a global market, Oakland County needs to be able to offer the fastest, most reliable and cheapest broadband "transportation" infrastructure in the world to every business in Oakland County. The challenge that Oakland County faces to remain a premier-location for technology enabled businesses is two-fold. First, broadband service must be as easily assessable to every business in Oakland County as electrical service is today. Second, both to enhance the quality of life of Oakland County residents (and therefore to aid in attracting a top quality workforce) and because the definition of workplace is expanding to include the home office, broadband service must be available to all residential areas in Oakland County. What can Oakland County Government do to ensure the availability of fast, reliable and cheap broadband connectivity for every business and residence in Oakland County? The Oakland County Business Roundtable has determined that there are two initiatives that the County can support to stimulate broadband development and usage in Oakland County. Broadband Marketing Plan A marketing plan directed at broadband providers will be created with the goal of encouraging them to allocate a larger share of their capital expendAure budget to Oakland County. The marketing plan will include a target market list, a strategy for approaching this group and development of the tools that will help "make the sale." It is 1 Attachment B Oakland County Broadband Infrastructure Development Planning Proposal anticipated that the following two types of information will need to be developed as part of this marketing tool kit. 1. Survey of Broadband Service Providers Broadband service providers will be interviewed to determine the following: • Where is broadband service currently available? This information will be detailed as both a percentage of the Municipality that is wired for broadband by the service provider and as a graphic representation of areas that are wired for broadband service. Proprietary information on the exact location of broadband infrastructure will not be collected. • In areas where service is available, What services are offered? What are the prices for these services? What is the average and maximum time for installation of service? • In areas where service is not available, What is the estimate of when service will be available (if planned)? • What new services are expected to be available in the next 5 years? . _ • What barriers do the service provides face to providing full coverage of service in Oakland County? 2. Broadband Demand Study Current and future broadband needs will be determined using a combination of techniques. Those techniques will include the following: • Businesses and residences located where broadband service is not currently available and is not planned to be available in the near future will be surveyed to determine the potential demand for service. Demand for broadband service will be inferred by questions such as: > Their need or expectations of future need to be able to work from home. > Their desire for broadband service to provide an edge for their children's education. 2 Attachment B Oakland County Broadband Infrastructure Development Planning Proposal Development of formulas for "aggregating" demand. • Using the survey and land use and master plan information, the County will develop a "broadband road map". • In areas where service is generally available, a survey will be conducted to determine if unmet demand exists and why that demand is not being met. Broadband Townhall Even in areas where broadband service is generally available, the inability of businesses and residents to obtain service or changes to service has been a source of frustration. Oakland County will develop a Broadband Townhall where broadband users, local communities and providers can come together to seek ways to increase customer satisfaction. This townhall will do the following: • Seek solutions to the barriers that confront broadband providers as they attempt to provide service in a timely manner to all businesses and residents in Oakland County. • Broadband users or potential broadband users will be provided with a forum to communicate their needs to broadband service providers. • Promote the positive economic effects for Oakland County of developing and maintaining the fastest, most comprehensive and cost effective broadband infrastructure in the world. • A separate townhall may be developed for coordination of infrastructure installation. This will help to avoid having the same roadway disturbed multiple times and may lead to cost efficiencies between utility providers. Our plan is to issue a Request for Quotation for consulting services for the tasks as identified in the project description. Selection will be based on qualifications and experience of personnel to be assigned to the project, corporate information, government experience, communication services technical experience, proposed methods in carrying out the tasks, and cost. The project will be managed by Mike Wilk, Deputy Director of Information Technology, Dave Schreiber, Supervisor of Business Development - Department of Community and - Economic Development, and Mark Adams, Senior Business Deve[opment Representative — Department of Community and Economic Development. :3 Attachment B Oakland County Broadband Infrastructure Development Planning Proposal The current cost estimates are high level estimates. They are based on a percentage we project it will take to complete each activity in relationship to the total grant funding available. After receipt and award of the Request for Quotation, we will have specific costs by task available. 4 FISCAL NOTE (MISC. 102271) November 21, 2002 BY: FINANCE COMMITTht„ SUE ANN DOUGLAS, CHAIRPERSON IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - LINKMICHIGAN PLANNING GRANT - GRANT ACCEPTANCE TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. The Michigan Economic Development Corporation (MEDC) required an authorizing resolution (MR #02190)for applications submitted under MEDC's LinkMichigan Regional Telecommunications Planning Grants program. 2. The Department of Information Technology made application under this grant program for a Broadband Infrastructure Development Planning project and was granted $75,000 from the MEDC with a local match of $25,000 being provided by Automation Alley. 3. The grant application and acceptance has been processed through the County Executive Contract Review Process and the Board of Commissioners' Grant Procedures. 4. The FY 2003 Special Revenue budget should be amended, as specified below, to recognize this grant. Fund 276 (Other Grants) Revenue 18-163201-50000-0171 State Grant 18-163201-50000-0167 Grant Match Expense 18-263201-50000-3348 Professional Services $ 75,000 $ 25,000 $ 100,000 $ 100,000 $ - 0 - FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Obrecht, Taub and Friedman Appel absent. G. William Caddell, County Clerk Resolution #02271 November 21, 2002 Moved by Webster supported by Suarez the resolutions on the Consent Agenda, be adopted (with accompanying reports being accepted). AYES: Appel, Buckley, Causey-Mitchell, Coleman, Crawford, Dingeldey, Douglas, Galloway, Garfield, Gregory, Law, McPherson, Melton, Middleton, Moffitt, Moss, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Webster, Amos. (24) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda, were adopted (with accompanying reports being accepted). STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 21, 2002, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 21st day of November, 2002.