HomeMy WebLinkAboutResolutions - 2020.12.07 - 33947MISCELLANEOUS RESOLUTION #20625 December 7, 2020
BY: Commissioner Helaine Zack, Chairperson, Finance and Infrastructure Committee
IN RE: COUNTY EXECUTIVE — CAPITAL IMPROVEMENT PROGRAM STUDY
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS Oakland County prepares a ten-year Capital Improvement Program (CIP) for the County
Executive's Recommended Budget every spring; and
WHEREAS the CIP typically projects tens of millions of dollars in capital needs over a ten-year period; and
WHEREAS during the Great Recession, CIP funding providing by the General Fund was significantly
curtailed, causing a backlog in projects; and
WHEREAS due to the COVID pandemic, funding has again been curtailed; and
WHEREAS Facilities Management (FM) had been working through the back log of projects when the
COVID pandemic redirected staff and resources to social distancing projects; and
WHEREAS the backlog of projects is again growing; and
WHEREAS the funding provided by the General Fund each year is never enough to handle all the project
requests from the County Executive departments, county -wide elected official's offices, and the Board; and
WHEREAS prioritizing projects in the CIP is influenced by competing forces, resulting in a somewhat ad
hoc ordering of projects over the ten-year horizon, and critical infrastructure projects (e.g., parking lot and
road repaving, re -roofing, etc.) often being delayed; and
WHEREAS there are large new construction projects on the horizon, including those listed in the "Future
Projects" section of the CIP, that far exceed the CIP's limited resources (e.g., two new district courthouses,
new dispatch center, steam plant decommissioning, new tactical training center for officers, various
upgrades to the circuit courthouse, major remodeling at the Jail, etc.); and
WHEREAS to help address the proper level of CIP funding and resources needed, and to streamline the
planning process, the County Executive requested a proposal for consulting services from Plante Moran,
LLC, an annual (competitively selected) contractor; and
WHEREAS the consulting project will include the following services:
Capital Needs
• Review existing CIP requests, current and past CIP plans, lists of future projects, sustainability
plan (in -process), etc.
• Visit the County's buildings (campus, 52nd district courthouses, SOOB, SOHC) to evaluate their
condition (mechanical systems, interior finishes / fixtures, facility sites, energy efficiency /
sustainability, etc.)
• Evaluate the campus' grounds and infrastructure (e.g., steam tunnels, electrical grid, etc.)
• Review relevant documentation, current CIP requests, and current and past CIP plans
• Determine the critical deferred maintenance that must be dealt with near -term
• Determine the overall reduction in floor space needed if departments continue remote working,
post-COVID
• Review possible decommission/demolition of buildings that are determined to be too inefficient /
outdated structurally to maintain (including the campus steam plant)
• Address relocation of displaced departments and the need for new building construction
• Document facility, grounds, campus, and infrastructure capital needs in a detailed report
• The report will show the type of capital need, its priority, and which building, location, or
infrastructure category the need is for.
• The capital needs will be translated into a prioritized list of capital projects along with their cost
estimates, prioritized over a ten-year period
• A database or spreadsheet will be provided that can be sorted by asset category, project type, and
building (or other location indicator)
Incorporation of sustainability improvement recommendations identified in the County's
Sustainability Plan
• Staffing needed to complete the increased number of capital projects each year will be included in
the cost projection
Process Re -Design
• Document best practices for capital planning from other jurisdictions and trade organizations.
• Review existing process documentation, CIP requests, current and past CIP plans, and County
policies and procedures on procurement, project approvals, contract approvals, fiscal approvals,
Board approvals, project management, etc.
• Interview staff to identify key decisions, hand-offs, and information requirements that occur in the
County's CIP process; identify what works well and what is needed to achieve a more ideal future
state
• Summarize best practice Key Performance Indicators (KPIs) for the County, and comment on
adjusting internal processes to track them
• Prepare an Issues and Opportunities report and a Current State Process Map. These will
summarize people, process, technology, and policy issues that may require modification.
• Collectively decide on the process changes needed and jointly work together to implement them
• Joint presentation of a final report to the County Executive and the Board of Commissioners
WHEREAS the total cost of the capital improvement process study will not exceed $325,000 and should
take six to nine months to complete; and
WHEREAS this resolution complies with the "Responsible Contractor and Best Value Bid Evaluation
Standards for Construction Projects Policy;" and
WHEREAS funding for the study will be allocated from the General Fund Capital Reserve Assigned Fund
Balance (GL Account #383338).
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
one-time appropriation of $325,000 from the General Fund Assigned Fund Balance titled Capital Reserve
(GL Account #383338) to the Facilities Engineering Division (#1040801) for the Capital Improvement
Program Study.
GENERAL FUND 410100) FY 2021
Revenue
9010101-196030-665882 Planned Use of Balance $325,000
Total Revenue $325,000
Expenditures
1040801-140020-731458 Professional Services $325,000
Total Expenditure $325,000
Chairperson, on behalf of the Finance and Infrastructure Committee, I move the adoption of the foregoing
resolution.
Commissioner Helaine Zack, District #18
Chairperson, Finance and Infrastructure
Committee
FINANCE AND INFRASTRUCTURE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #20625
December 7, 2020
Moved by Gingell seconded by Luebs the resolutions on the amended Consent Agenda be adopted.
AYES: Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham,
McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack,
Gershenson. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted.
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 46.669A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, 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 December 7,
2020, 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 Circuit Court at Pontiac,
Michigan this Th day of December, 2020.
Lisa Brown, Oakland County