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HomeMy WebLinkAboutMinutes - 2012.11.13 - 36676 November 13, 2012 Chairperson Potts called the meeting to order at 9:33 a.m. in Committee Room A of the Courthouse Auditorium Wing, County Service Center, in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: David Potts, Philip Weipert, Jim Nash, Jim Runestad, Kathy Crawford, Janet Jackson, Dave Woodward , Gary McGillivray COMMITTEE MEMBERS ABSENT WITH NOTICE: Robert Gosselin and Beth Nuccio OTHERS PRESENT: FACILITIES MANAGEMENT Art Holdsworth, Director Bob Larkin, Manager Ed Joss, Manager, Planning & Engineering HOMELAND SECURITY Theodore Quisenberry, Manager BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Harvey Wedell, Senior Analyst Sheryl Mitchell, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Potts led the Committee in the Pledge of Allegiance. PUBLIC COMMENT Chairperson Potts congratulated Commissioner Nash for winning the election fo r Water Resources Commissioner. He also congratulated the other Commissioners for winning their elections to retain their County Commissioner seats. APPROVAL OF THE MINUTES Jackson moved approval of the minutes of October 9, 2012, as printed. Supported by McGillivray. OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD, PONTIAC, MICHIGAN 48341-0470 Telephone: (248) 858-0100 FAX: (248) 858-1572 PLANNING AND BUILDING COMMITTEE Robert Gosselin Jim Runestad Kathy Crawford Beth Nuccio Janet Jackson Dave Woodward Gary McGillivray DAVID POTTS Chairperson PHILIP WEIPERT Vice Chairperson JIM NASH Minority Vice Chairperson Planning & Building Committee Page 2 November 13, 2012 Motion carried on a voice vote. AGENDA ITEMS 1. DEPARTMENTS OF FACILITIES MANAGEMENT AND HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – APPROVAL AND ACCEPTANCE OF THE RENEWAL LEASE AGREEMENT FOR URBAN SEARCH AND RESCUE STORAGE FACILITY, 6226 “G” ROW NORTH SERVICE ROAD, WATERFORD, MICHIGAN The Departments of Facilities Management and Health and Human Services are seeking approval of a renewal lease agreement for use of 6226 “G” Row North Service Road between the County of Oakla nd and Aviation Station North, LLC. The two-year lease agreement is for the storage of specialized search and rescue equipment and vehicles on behalf of the Southeast Michigan Homeland Security Board. The rent is set at $7,200 per month for the use of th e airport hangar located at 6226 “G” Row North Service Road, in Waterford, Michigan. The rent will be paid from allocated and approved funding under the 2010 Regional Award of the Homeland Security Gr ant Program. The 2011 funding will be determined by the Urban Area Security Initiative (UASI) Board. The term of the lease is from January 1, 2013 until December 31, 2014 , with an option to renew for one year on January 1, 2015 . Mr. Quisenberry mentioned that there is an error on the first page of the le ase agreement, paragraph 2), as it shows December 31, 2015 , as the last date of the lease term, and the option for renewal date should be January 1, 2015. Nash moved approval of the attached suggested resolution. Supported by Crawford. Woodward moved to amend the first page of the lease, paragraph 2), by changing the end date of the lease from December 31, 2015, to December 31, 2014 , and the renewal date from January 1, 2016 to January 1, 2015. Supported by McGillivray. Motion to amend carried on a voic e vote. Main motion, as amended, carried unanimously on a roll call vote with Gosselin and Nuccio absent. 2. FACILITIES MANAGEMENT/FACILITIES MAINTENANCE AND OPERATIONS – INDOOR LIGHTING SYSTEM RETROFIT PROJECT FOR THE NORTH OFFICE, INFORMATION TECHNOLOGY, AND PUBLIC WORKS BUILDINGS On March 13, 2012, the Planning & Building Committee authorized the Facilities Planning & Engineering Division to advertise and receive bids for the Indoor Lighting System Retrofit Project for the North Office, Information Technology and Public Works Buildings. As a result, five bids were received by the Purchasing Division. Allied Building Services, Inc. of Detroit was the lowest bidder overall. The Department of Facilities Management/Facilities Maintenance and Operations is requesting approval of project costs of $195,000, which includes the contract award of $167,500, $10,000 for engineering/consulting services and a 10% contingency. In reviewing the bids, Chairperson Potts expressed a concern about how much lower Allied B uilding Services bid compared to the other companies and whether or not there would be a possibility of them asking for more money during the project or that the quality of the project may not be as good . Mr. Larkin explained that the County has worked w ith Allied Building Services before, and they have a good track record with the County. He also stated that the proposed products to be used are the same for all bidders. Planning & Building Committee Page 3 November 13, 2012 Nash moved to report to the Finance Committee with the recommendation that the Cou nty enter into a contract with Allied Building Services, Inc. of Detroit in the amount of $167,500 and that $195,000 in funding, including contingency, be approved . Supported by Crawford. Motion carried unanimously on a roll call vote with Gosselin and Nuccio absent. 3. FACILITIES MANAGEMENT/FACILITIES PLANNING AND ENGINEERING – AUTHORIZATION TO RECEIVE BIDS FOR CHILDREN’S VILLAGE AND JAIL INTERCOM SYSTEM REPLACEMENT PROJECT This project involves three separate projects that would be combined into one Req uest for Proposals (RFP). The first project is for the Jail Intercom System, which serves the Main Jail and the Jail Annex. The Main Jail Intercom system was installed in 1972, when the building was built; therefore, it is technologically outdated, and r eplacement parts are no longer available. The Jail Annex Intercom system is no longer functional, and communications between control substations and the housing units are currently being performed by two -way radios. The second project involves the Jail V ideo Camera System which serves the Main Jail and the Jail Annex. The Main Jail Camera System was installed in 2007 and uses 104 cameras for surveillance in high traffic/high contact areas. The Jai l Annex System was installed in 1989, when the building w as built, and it uses an analog VHS -VCR system with 15 cameras at entry/exit points only. There currently is no video surveillance in the Annex’s housing units to monitor inmates and staff; therefore, the Sheriff’s Office would be better served with new s tate-of-the-art camera systems. The third project involves the Children’s Village J and A Buildings’ Intercom System, which provides audio monitoring and announcements/warnings, and it remotely controls select doors and video cameras. Should the system go down, the safety and the security of the staff and residents could be compromised. This system was installed when the J Building was built in 1975, and it is technologically outdated with no replacement parts available. The main controller failed last year, but a back-up was on hand. The system’s controller is in the J Building, and communications with the A Building are often unreliable. The Department of Facilities Management is seeking authorization to receive bids for the Children’s Village and Jail Intercom System Replacement Project. Mr. Joss indicated that the advantages to combining these projects together and using one vendor is that an IP -based intercom system could reside on the same data infrastructure, and all the systems could use identi cal Ethernet cable drops, minimizing installation costs and ongoing maintenance, and operation and cost efficiencies could be achieved. Berbiglia and Associates, an annual cont ractor, has been retained to redesign the systems, develop the RFP and assist w ith the selection of contractors. Commissioner Woodward inquired as to whether or not Facilities Management considered other areas in the County where similar equipment could be utilized, and Mr. Joss said that they rely on the departments to communicate their needs with Facilities Management. Commissioner Jackson inquired as to the timeframe for completion of this project, and Mr. Joss stated that they really wouldn’t have a good idea of that until they receive the RFPs. Chairperson Potts stated tha t the last Planning and Building Committee meeting of the year will be on Tuesday, December 4 th, and since this project is so important to the security of staff and residents of Children’s Village and the Jail, that perhaps Facilities Management should sta y in close contact with Planning & Building Committee Page 4 November 13, 2012 Board of Commissioners’ staff in case it is necessary for additional committee/Board meetings to be scheduled to get this project completed in a timely manner. Woodward moved to authorize the Purchasing Division to issue the RFP a nd receive proposals for the Children’s Village and Jail Intercom System Replacement Project . Supported by McGillivray. Motion carried unanimously on a roll call vote with Runestad absent. CONSENT AGENDA – INFORMATIONAL ITEMS A. Facilities Management – Capital Improvement Projects (CIP) Update B. Facilities Management/Facilities Planning & Engineering – 2012 45th Quarterly Progress Report C. Oakland County Building Authority Minutes of September 12, 2012 D. Water Resources Commissioner – Follow-up/Requested Info from Last Planning & Building Committee Meeting E. MR #12279 – Board of Commissioners – Oakland County International Airport – 2013 Grant Program Acceptance – Install Fencing (SE Area) – IMMEDIATELY ADOPTED AT LAST BOARD MEETING McGillivray moved to receive and file the items on the Consent Agenda. Supported by Woodward. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Commi ttee, the meeting adjourned at 10:04 a.m. ______________________________________ _____________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.