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Agendas/Packets - 2014.01.15 - 40239
2800 Watkins Lake Road · Bldg 97W ·Waterford, Ml 48328-191 7 248.858.0906 • 1.888.0CPARKS • Destinat io nOa kl and.com QAKLAN DCOU NTYPARKS Gera ld A. Fisher Chairman J. David Vanderveen Vice Chairman John A. Scott Secretary Pecky D. Lewis , Jr. Chairperson Emeritus A. David Baumhart Ill Gregory C. Jam ian Robert E. Kos tin Christine Long Gar y R. McGillivray Jim Nash Danie l J. Stenci l EKecu t ive Officer Oakland County Parks and Recreation Commission Oakland County, Michigan Commissioners: January 8, 2014 A meeting has been called of the Oakland County Parks and Recreatio11 Commission as follows: PLACE ................................... Oakland County Parks Administration Office 2800 Watkins Lake Road Waterford, MI 48328 TIME................................... Wednesday, Janua1-y 15 , 2014 9:00 a.m. PURPOSE. ............................... REGULAR MEETING This meeting has been called in accordance with the authorization of Chairman Gerald Fisher of the Oakland County Parks and Recre a tion Commission. Sincerely, >D~ Daniel .T. Stencil Executive Officer Next Meeting: February 5, 2014 @ 9:00 a.m. Oakland County Parks & Recreation Admin. Bldg. 2800 Watkins Lake Road Waterford, Michigan 48328 0 ur missio n is to provid e quality re creational experiences th at en co urage healthy l ifest y les , sup port ec onomic p ro sperity and promote th e protect ion of natural re sources. MEETING NOTICE OAKLAND COUNTY PARKS AND RECREATION COMMISSION NOTICE IS HEREBY GIVEN that a regular meeting of the Oakland County Parks and Recreation Commission will be held at 9:00 on Wednesday, January 15, 2014, at the Oakland County Parks & Recreation Administration Building, located at 2800 Watkins Lake Road, Waterford, Michigan 48328. GERALD A. FISHER CHAIRMAN Telephone: (248) 858-4603 Oakland County Parks and Recreation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road, Waterford, MI 48328 Wednesday, January 15, 2014 9:00 AM Agenda Page #'s Action Required Presenter/Phone # 1.Call Meeting to Order ------G. Fisher 248.514.9814 2.Roll Call ------ “ 3.Pledge of Allegiance ------ “ 4.Approval of Agenda Approval G. Fisher/D. Stencil 248.858.4944 1-7 5.Approval of Minutes: Regular Meeting of 12/04/13 Approval V. Valko 248.858.4603 6.Public Comments: G. Fisher 8 7.ELECTION OF OFFICERS: OCPR Commission G. Fisher/P. Lewis 9-11 8 INTRODUCTIONS: - Waterpark Intern Matt Reynolds K. Pardy 248.858.4637/ S. Wells 248.858.4634 - Property Specialist Paul Zachos D. Stencil - Communications & Marketing Assistant Megan Shafto D. Stanfield 248.858.4627/D. Stencil 9.CONSENT AGENDA: 12-13 A.OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending Approval J. Phelps 248.858.5319/D. Stencil 11/30/13 (FM 02, FY14) 14 B.Monthly Revenue and Expenditure Comparison Report for Month Ending Approval J. Phelps/D. Stencil 11/30/13 (FM 02, FY14) 15 C.Monthly Revenue and Expenditure Average Comparison Report for Month Ending Approval J. Phelps/D. Stencil 11/30/13 (FM 02, FY14) 16 D.Capital Improvement Projects Budget to Actual Report & Statement of Net Position Approval J. Phelps/D. Stencil For Month Ending 11/30/13 (FM 02, FY14) 17-20 E.FY 2013 Annual Contributions Approval B. Stepp 248.858.4636/M. Prowse 248.858.4630 /D. Stencil 21-22 F.Purchasing Update Receive and File P. Castonia 248.858.0909/D. Stencil 10.REGULAR AGENDA: 23-26 A.Request to Purchase 43 Passenger Touring Bus Informational/Approval T. Fields 248.858.0914/J. Haney 248.858.1486 27-28 B.Request to Purchase Mowers for Springfield Oaks and White Lake Oaks Golf Courses Approval J. Dunleavy 248.858.4647 29-48 49-79 80-106 C.Construction Approvals: 1. Addison Oaks Conference Center Roof Phase I - Buhl Estate 2. Ellis Barn Phase II & Phase III 3. Red Oaks Trail Approval Approval Approval J. Myers 248.202.9287 J. Myers Z. Crane 248.975.9628 107-145 D.Food and Beverage Contract Informational/Approval/BOC D. Stencil/P. Castonia 146-147 E.Establish Date(s) for OCPRC Budget Study Work Session/Special Meeting for CIP/Major Maintenance Projects in Feb/Mar Approval D. Stencil 148 F.2014 Appreciation Days/Waiver of Day Use Entry Fees Informational/Approval S. Wells 248.858.4634 11.REPORTS/STAFF PRESENTATIONS: 149 A.Natural Resources Management Presentation Presentation B. Bird 248.858.1726 150 B.CIP/Major Maintenance Presentation Presentation M. Donnellon 248.858.4623 151 C.2013 Recreation Program and Event Highlights & 2014 Overview Presentation Presentation T. Fields D.Participation and Program Update FY 2014, Month 02 Receive and File J. Dunleavy/T. Fields E.Food and Beverage Committee Update Receive and File P. Castonia/D. Stencil 152-164 F.Executive Officer’s Report Receive and File D. Stencil G.OCPR Executive Committee Update Receive and File G. Fisher 12.OLD BUSINESS G. Fisher 13.NEW BUSINESS G. Fisher 14.ADJOURN Next Meeting: 9 a.m. on Wednesday, February 5, 2014 Parks & Recreation Commission Meeting Room, 2800 Watkins Lake Road, Waterford, MI 48328 Oakland County Parks and Recreation Commission Meeting December 4, 2013 Chairman Fisher called the meeting to order at 10 :33 a .m . in the Commission meeting room at the Oakland County Parks and Recreation Administration Office. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman J . David Vanderveen, A . David Baumhart Ill, Gregory Jamian, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long , Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE : Robert E. Kostin, Secretary John A. Scott ALSO PRESENT: Parks and Re c reation OC Fiscal Services George W. Auch Company Design Resources, Inc. GreenPlay, LLC Wilderness Cabins APPROVAL OF AGENDA: Daniel Stencil , Executive Officer Sue Wells , Manager of Parks & Recreatio n Operations Brandy Boyd, Project Advisor Phi l Castonia , Business Development Rep . Zach Crane, Architectural Engineer II Mike Donnellon, Chief-Park Facilities Maint. & Dev. Jim Dunleavy, Chief-Park Ops . & Maint.-N . District Terry Fields, Chief-Recreation Programs & Services Karen Kohn, Supervisor -Administrative Services Sheila Leddy, Central Employee Records Coordinator Stephanie Mackey, Business Development Rep. Jennifer Myers, Architectural Engineer II Melissa Prowse, Business Development Rep. Desiree Stanfield , Supervisor-Mktg. & Communications Jeff Phelps , Supervisor II Dan ielle Nokielski David Donnellon Chris Dropinski Carl Cyrowski Carey DePalma Barnie Leahy Reese Aldrich Moved by Mrs. Long, supported by Mr. Jamian, to approve the agenda with the following change : Add under REGULAR AGENDA: Item 9 F -Springfield Township Reservoir Street Vacation AYES : Baumhart, Fisher , Jamian, Lewis, Long , McGillivray, Nash, Vanderveen (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES : Moved by Mr. McGillivray, supported by Mr. Baum hart, to approve the minutes of the OCPR Regular Commission Meeting of November 6, 2013, as submitted. 1 (Commission Meeting , December 4, 2013) AYES : Baumhart, Fisher , Jamian , Lewis, Long , McGillivray, Nash , Vanderveen (8) NAYS: (0) Motion carried on a voice vote . PUBLIC COMMENTS: Carl Cyrowksi from Wilderness Cabins introduced Carey DePalma, Reese Aldrich and Barney Leahy, his associates from Wilderness Cabins . Mr. Cyrowski advised the Commission of the new Wilderness Cabins camping unit which will be on display in front of the OCPR Facilities Maintenance Building until early January 2014. This is to provide the public with an opportunity to view the camping unit and also provide input on the desirability of placing these units within Oakland County Parks campgrounds. NEW STAFF INTRODUCTION : Executive Officer Daniel Stencil introduced Sheila Leddy who was recently hired as the Central Employee Records Coordinator for Oakland County Parks and Recreation. Sheila has worked for Oakland County for over 15 years , previously working for the Oakland County Sheriff's Office and most recently at Children 's Village where she served as the Central Employee Records Coordinator. CONSENT AGENDA: Moved by Mrs . Long , supported by Mr. Nash to approve Items 8 A-F under the Consent Agenda as follows : • OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 10/31/13 (FM 01 , FY14) • Monthly Revenue and Expenditure Comparison Report for Month Ending 10/31/13 (FM 01, FY14) • Monthly Revenue and Expenditure Average Comparison Report for Month Ending 10/3 1/13 (FM 01, FY14) • Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 10/31/13 (FM 01 , FY14) • OCPR FY 2013 Year-End Report • FY 2013 4th Quarter Contributions AYES: Baumhart , Fisher, Jamian, Lewis, Long , McGillivray, Nash, Vanderveen (8) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: Service Portfolio Update Ms. Chris Dropinski, Senior Principal and Managing Partner of GreenPlay LLC , who has replaced Karon Badalamenti on the Service Portfolio project for Oakland County Parks and Recreation , provided the Commission with an update on the progress of the project over the last few months, which included Part II -Service Assessment. This tool will determine how OCPR provides services and also service delivery methods. Chris explained that cost recovery is not accomplished just through fees and charges it also includes efficiencies, cost savings, cost avoidance, revenue obtained through other sources, including grants/donations/sponsorships and a strong emphasis is placed on marketing . This is a business tool which staff can use moving forward and is very effective in planning and ana lyz ing propo sals for future projects and services. 2 (Commission Meeting, December 4, 2013) Purchase Electronic Pay Stations -Red Oaks Dog Park and Orion Oaks Dog Park Staff requested authorization to purchase additional electronic pay stations to be located at Red Oaks Dog Park and Orion Oaks Dog Park in order to provide additional services to OCPR patrons. OCPR currently has an electronic pay station at Lyon Oaks so patrons may purchase day use permits at the park when staff are not present, which has proven to be very effective and beneficial for park patrons. Moved by Mr. McGillivray, supported by Mr. Vanderveen, to approve the purchase of two LUKE II Digital Pay Stations from Traffic and Safety Control System, Inc. of Wixom , Michigan for the total purchase price of $31,926. AYES: Baumhart, Fisher, Jamian , Lewis, Long, McGillivray, Nash, Vanderveen (8) NAYS: (0) Motion carried on a voice vote. Residential Lease Independence Oaks (Park Supervisor's House) -A. Stepp Moved by Mr. Lewis, supported by Mr. Baum hart to adopt the following resolution approving the Residential Lease for Aaron and Kyla Stepp for the Independence Oaks Residential Property located at 9489 Sashabaw Road, Clarkston, Michigan, 48348 for a 5-year term effect ive January 1, 2014, and forward it to the Oakland County Board of Commissioners for final approval : RESIDENTIAL LEASE -STEPP -INDEPENDENCE OAKS WHEREAS , the County of Oakland is the owner of Independence Oaks County Park; and WHEREAS, a 1200-square foot house, identified as 9489 Sashabaw Road , Clarkston Michigan, 48348, is located on the grounds of Independence Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 9489 Sashabaw Road, Clarkston Michigan, 48348 to AARON AND KYLA STEPP for a period commencing January 1, 2014 through December 31 , 2018 ; and WHEREAS , under the terms and conditions of the attached Lease Agreement AARON AND KYLA STEPP will pay rent as follows : January 1, 2014 -December 31, 2014 January 1 , 2015 -December 31, 2015 January 1, 2016 -December 31 , 2016 January 1, 2017 -December 31 , 2017 January 1, 2018-December 31 , 2018 each month and pay all utility costs ; and $785 .00 $816 .00 $832.00 $848.00 $865.00 per month per month per month per month per month WHEREAS , it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board of Commissioners accept and approve the terms and conditions of the attached Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and AARON AND KYLA STEPP. 3 (Commission Meeting , December 4, 2013) BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item . AYES: Baumhart , Fisher, Jamian , Lewis , Long , McGillivray, Nash , Vanderveen (8) NAYS : (O) Motion carried on a unanimous voice vote . Construction/Renovation Approvals: Conceptual Approval -Addison Oaks Conference Center Roof Replacement Staff requested Conceptua l Approval of the Addison Oaks Conference Center Roof Replacement project. The original roof on this building was installed in 1927 and needs to be replaced. In addition , it was determined that the original material contained asbestos and will need to be abated . With events already scheduled for spring 2014 at this facility, staff requested the Commission's Conceptual Approval in order to move forward on this project. Staff advised the Commiss ion that the difference in the cost from the original budget was because the original budget only included Phase I of the project , which addressed only the older portion of the roof, and this budget estimate also includes Phase II of the project. Moved by Mr . Jamian , supported by Mrs . Long , to grant Conceptual Approval of the Addis o n Oa ks Conference Center Roof Replacement project. AYES: Ba umha rt , Fish er, Jamian , Lewi s, Long , McGillivray, Nash , Vanderveen (8) NAYS : (0 ) Motion carri ed on a unanimous voice vote. Construction Approval -Highland Oaks Central Parking Lot -Change Order #1 Moved by Mr . Jamian , supported by Mr. Mc Gillivray, to transfer $34,590 from Net Pos ition - Unre stri cted Fund to the CIP Project #1752 for the Highland Oaks-Centralized Gravel Parking Lot, Change Order #1. AYES : Baumhart , Fisher, Jamian , Lewis , Long , McGilliv ra y, Nash , Vanderveen (8) NAYS : (0) Mot ion carried on a unanimous voi ce vote . Proposed 2014 Fees & Charges Moved by Mr. Nash , supported by Mr. Ba umhart, to approve the propos ed 2014 Fee s and Charges , as recommended , effective January 1 , 2 014 . AYE S: Baumhart, Fisher, Jamian , Lewis , Long , McGillivray, Nash , Vanderveen (8) NAYS : (0) Motion carried on a unanimous voice vote. 4 (Commission Meeting , December 4, 2013) Springfield Township Reservoir Street Vacation Moved by Mr. Jamian, supported by Mr. Vanderveen , to approve the following resolution for the lawsuit and consent judgment by Springfield Township to vacate and acquire Reservoir Street, and direct the OCPR Chairman to execute the consent judgment on behalf of the OCPR Commission: LAWSUIT AND CONSENT JUDGMENT BY SPRINGFIELD TOWNSHIP TO VACATE AND ACQUIRE RESERVOIR STREET WHEREAS , on November 27, 2013, Oakland County Corporation Counsel was served with a lawsuit (Case Number 13-137528-CH) by Springfield Township to vacate and acquire title to Reservoir Street (located in Springfield Township) and a consent judgment; and WHEREAS, this lawsuit does not seek any money or particular action from the Oakland County Parks and Recreation Commission or Oakland County, just consent to the vacation of Reservoir Street; and WHEREAS, on April 14, 1982, the Springfield Township Board passed a resolution vacating Reservoir Street; and WHEREAS , pursuant to Michigan law all property owners or interest holders within 300 feet of the property to be vacated must be named as a defendant in the lawsuit to vacate and acquire title to the property in question; and WHEREAS , attached to this resolution are two maps illustrating the property in question and the location of the property to Springfield Oaks County Parks ; and WHEREAS , Springfield Township is requesting that a consent judgment be executed in this matter; and WHEREAS , the lawsuit and the execution of the consent judgment will not affect any real property which is under the custody , control and management of the Commission ; and WHEREAS , it is the recommendation of Corporation Counsel not to contest this lawsuit and to have the Chairperson of the Commission execute the consent judgment. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission directs its Chairperson to execute the consent judgment in Case Number 13-137528-CH. AYES: Baumhart , Fisher, Jamian , Lewis , Long , McGillivray, Nash , Vanderveen (8) NAYS : (0) Motion carried on a unanimous voice vote. STAFF REPORTS: Participation and Program Review FY 2014, Month 01 The Participation and Program Review report for October 2013 was received . 5 (Commission Meeting, December 4 , 2013) Food and Beverage Committee Update Staff provided the Commission with a report on the status of the negotiations with the proposed vendor for the Food and Beverage contract for Addison Oaks and Glen Oaks. The attorneys are in the process of fine-tuning the final language in the proposed contract. Once the contract has been finalized it will be brought back to the Commission for final approval. In the next phase the Committee will determine the needs for the remaining facilities . Executive Officer's Report In addition to the items included in the Executive Officer's Report filed in the agenda , the following information was noted: Glamorous Camping-a camping unit will be available at Waterford Oaks until January 2 , 2014. Staff w ill be seeking feedback from the public regarding the possible use of these units at OCPR parks . Ellis Barn Phase II Improvements -A lift vs . ramping in the barn , and Phase Il l Improvements - Framing to install structural support of the second floor for additional capacity . This will be p resented to the Commission at the January 15, 2014, OCPR Commission meeting. Commission Approval Schedule for Capital Improvement Projects. Final 2013 OCPR Commission Annual Report will be distributed in January 8, 2014. RFP with Purchasing Division for Contract Sales and Sponsorships for additional revenue OCPR Phase II for staff reorganization 2013 Spring and Online County Auction proceeds CSX/Rose Oaks grade crossing agreement at Rose Oaks Park 1st Annual Holiday Shopping at the County Market December 19, 2013, from 4 :30-8 :30 p.m. Update on vandalism at Catalpa Oaks facility State of Michigan press conference on Tuesday, December 10 , 2013, regarding the operation of Belle Isle 2013 Annual Staff Business Meeting Possible AT&T Tower locations at Oakland County parks OLD BUSINESS : There was no old business to report. NEW BUSINESS: Executive Committee Update Chairman Fisher provided an update to the Commission on the topics that were addressed at the Executive Committee meeting on November 20 , 2013. Those topics included : Solutions for avoiding surprises on CIP Projects costs and the possibility of having additional budget study sessions in 2014 to discuss Capital Improvement projects. One meeting could be scheduled in the next couple of months and one at FY 2015 Budget preparation time . Addison Oaks Pavilion Project -project design and cost. Red Oaks Irrigation System/Watering Alternatives -possible options on retent io n pond vs . the installation of separate maintenance meters and arranging a meeting with the City of Madison Heights officials on this matter. Other New Business Staff is in the process of scheduling a meeting with Oakland County Commissioners, Water Resources representatives and OCPR officials with SOCRRA, regarding a collaborative use of SOCRRA property located near Red Oaks County Park . 6 (Commission Meeting , December 4 , 2013) ADJOURNMENT: Meeting adjourned at 12:35 p.m . John A . Scott, Secretary Vicky Valko , Recording Secretary 7 c;,-AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS &' RECREATION COMMISSION AGENDA JANUARY 15, 2014 AGENDA ITEM No. 7 ADMINISTRATION To : From : Chairman Fisher and Commission Members Daniel J . Stencil, Executive Officer Submitted : January 8 , 2014 Subject: OCPR Commission -Election of Officers INTRODUCTION AND HISTORY In accordance with the OCPR Commission Bylaws , Article VII Officers : Section 1. Election of Officers . The Commissioners shall elect, at their first meeting of the year, a Chairperson, Vice Chairperson, and Secretary. All officers are eligible for re-election . Election to office shall be by majority vote and candidates need not be present. Section 2 . Term of Office . Officers shall take office immediately following their election and shall hold office for a term of one (1) year. As the January 15 , 2014 , meeting will be the first meeting of the year, it would be appropriate to conduct the Election of Officers for the Oakland County Parks and Recreation Commission at this meeting . 8 QAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS &' RECREATION COMMISSION AGENDA JANUARY 15, 2014 To : From: Chairman Fisher and Commission Members Daniel J. Stencil, Executive Officer Submitted: January 9, 2014 Subject: Introduction -Matt Reynolds INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 ADMINISTRATION Matt Reynolds , is currently a student at Central Michigan University in Mount Pleasant, Michigan pursuing his degree in Recreation Parks and Leisure Services Administration Matt will have a 30-week internship and during his tenure at Oakland County Parks and Recreation he will be working with Katie Pardy at the Waterpark . 9 0-AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 To: Chairman Fisher and Commission Members From: Daniel J . Stencil, Executive Officer Submitted: January 9 , 2014 Subject: Introduction -Paul Zachos INTRODUCTION AND HISTORY AGENDA ITEM No. 8 ADMINISTRATION Paul Zachos , the new Property Management Specialist for Oakland County , was recently hired to replace Mike Hughson who retired last year. Paul will be at the Commission meeting on January 15, 2014, in order to be introduced to the OCPR Commission. 10 Biography for Paul Zachos • 1 have a BS in business administration from Central Michigan University. I have lived in Michigan all my life mostly in West Bloomfield and currently live in Farmington Hills. • 1 started my real estate career in 1985 in residential real estate. My timing was bad since interest rates were 12% at the time. • 1 then had an opportunity to go into commercial investment brokerage which I did for 3 more years. In 1990 1 joined the County WRC right of way department (called the Drain Commission then). I worked with Jim Isaacs, Mike Hughson and Paul Dove as a Right of Way agent for 3 years where I learned a lot about easements and appraisals. In that time I earned my real estate appraisers license. • From that point I went into private practice managing an appraisal firm and eventually becoming a full managing partner. • Along this career path my company focused on residential and small commercial appraisals and property management. At its peak the appraisal firm employed 15 contract appraisers and 3 full time employees. We also won contracts for appraisal work, right of way acquisition and easement work. Some of the clients were ITC Transmission, Detroit Edison, Oakland County, Village of Orchard Lake the cities of Dearborn and Warren and the Road Commission of Oakland County. ~AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 AGENDA ITEM No. 8 COMMUNICATIONS & MARKETING To: From: Chairman Fisher and Commission Members Daniel J. Stencil, Executive Officer Desiree Stanfield, Supervisor-Communications & Marketing Submitted: January 7, 2014 Subject: Introduction -Meagan Shafto INTRODUCTION AND HISTORY Communications and Marketing has added a full-time Communications and Marketing Assistant, Meagan Shafto, to focus on marketing initiatives for core revenue and service areas and develop a comprehensive social media plan for the parks system. Her most recent position was with the media relations team of Quicken Loans where she wrote news releases for nationwide distribution , secured media interviews for the Opportunity Detroit Radio Show on WJR-760 AM and coordinated social media. She also was the media relations coordinator for the U .S . Navy Blue Angels at the Chrysler Jeep Superstores 'Thunder Over Michigan' Air Show and for the 2013 U.S. Synchronized Skating Championships . In her free time, she coaches ice skating and is the president of Lapeer Skating Club. Shafto graduated from Central Michigan University with a Bachelor of Science in Communication and Fine Arts with a major in integrated public relations and a minor in governmental public affairs. 11 efAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 AGENDA ITEM No. Q FISCAL SERVICES -P&R ACCOUNTING To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Brian Menghini, Fiscal Services Supervisor II Jeffrey Phelps, Fiscal Services Supervisor II Submitted: January 2, 2014 Subject: Consent Agenda -OCPR Monthly Financial Reports 9 . A. REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT November, 2013 (FM 2 , FY 2014) 9. B. REVENUE AND EXPENDITURE COMPARISON REPORT November, 2013 (FM 2, FY 2014) 9. C. REVENUE AND EXPENDITURE AVERAGE COMPARISON REPORT November, 2013 (FM 2, FY 2014) 9. D. CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL REPORT AND STATEMENT OF NET POSITION November, 2013 (FM 2, FY 2014) 12 OAKLAND COUN TY PARKS AND RE CREATION COM M ISSION REV ENUE AND EXPENDITURE BUDGET T O AC TUAL REPORT F M 2 FY 2014 (FOR MONTH ENDING 11 /3 0/13) 2014 Y EAR TO (OVER), 'lo O F REVE NUE BUDGET DAT E UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Millage Tax $11 ,920,000.00 ($9,384 .88) $11 ,929,384.88 -0 .1% Other 255.525.00 45,241.78 210 ,283 .22 17.7% GLEN OAKS GOLF COURSE 774 ,000.00 32,848.17 741 , 151.83 4.2% LYON OAKS GOLF COURSE 1.126,000.00 81 ,600.12 1,044,399.88 7.2% RED OAKS GOLF COURSE 325,200 .00 15,725.27 309,474.73 4.8% SPRINGFIELD OAKS GOLF COURSE 693,254 .00 34,834.69 658,419.31 5.0% WHITE LAKE OAKS GOLF COURSE 729,128.00 46,151 .15 682,976.85 6.3% ADDISON OAKS CONFERENCE CENTER 140.000.00 0.00 140,000.00 0.0% GLEN OAKS CONFERENCE CENTER 200,000.00 0 .00 200,000.00 0.0% LYON OAKS CONFERENCE CENTER 105,000.00 0.00 105,000.00 0.0% SPRINGFIELD OAKS CONCESSION 12,000.00 0.00 12,000.00 0.0% WHITE LAKE OAKS CONFEREN CE CENTER 51,000.00 0.00 51 ,000.00 0 .0% OAKLAND COUNTY MARKET 181,450.00 30,012.56 151,437.44 16.5% ADDISON OAKS PARK 486, 180.00 73,874.85 412,305.15 15.2% GROVELAND OAKS PARK 753,300.00 2,064.71 751,235 .29 0.3% HIGHLAND OAKS PARK 9 ,640 .00 1,852.84 7,787.16 19.2% INDEPENDENCE OAKS PARK 319,198.00 18,484.28 300.713.72 5.8 % LYON OAKS PARK 100,000.00 11 ,149.00 88,851.00 11 .1% ORION OAKS PARK 109,500.00 8,320 .00 101 , 180.00 7.6% RED OAKS DOG PARK 42,000.00 3,712 .00 38,288.00 8.8% RED OAKS PARK 9,500 .00 1,059.00 8,441 .00 11.1% ROSE OAKS PARK 2,500 .00 0 .00 2,500.00 0 .0% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 81,463 .00 33,548.74 47,914.26 41 .2% WATERFORD OAKS ACTIVITY CENTER/PARK 35, 173.00 12,885.53 22,287.47 36 .6% RECREATION PROGRAMS & SERVICES 244 ,000.00 35,988.08 208,011 .92 14.7% CATALPA OAKS PARK 8,000.00 0.00 8,000.00 0.0 % RED OAKS WATERPARK 1,036,800.00 0.00 1,036,800.00 0.0% WATERFORD OAKS BMX 17,700.00 655.00 17,045.00 3.7% WATERFORD OAKS WATERPARK 672,850.00 0.00 672,850 .00 0.0% CAPITAL IMPROVEMENT 5,350,801 .00 0.00 5,350,801 .00 0.0% TOTAL REVENUE $25,791.162.00 $480,622.89 $25,310,539.11 1.9% EXPENDITURE ADMINISTRATIVE SERVICES $6 ,518,253 .00 $639, 192.20 $5,879.060.80 9.8% FISCAL SERVICES ADMINISTRATION 125,502 .00 21,847 .16 103,654.84 17.4% FISCAL SERVICES PARKS & REC 243,739 .00 35,706 .62 208.032 .38 14 .6% GLEN OAKS GOLF COURSE 847,477.00 117,047.54 730,429.46 13.8% LYON OAKS GOLF COURSE 1,714,644.00 182,011.61 1,532,632.39 10.6% RED OAKS GOL F COURSE 643,492.00 109,74 1.22 533,750 .78 17.1% SPRINGFIELD OAKS GOLF COURSE 874, 112.00 80,900.42 793,211.58 9.3% WHITE LAKE OAKS GOLF COURSE 898,140.00 100,751.98 797,388.02 11.2% ADDISON OAKS CONFERENCE CENTER 282 ,828.00 25,338.99 257,489.01 9.0 % GLEN OAKS CONFERENCE CENTER 201 ,898.00 28 ,523.26 173,374.74 14 .1% LYON OAKS CONFERENCE CENTER 236,059.00 33 ,552.39 202 ,506.61 14 .2% SPRINGFIE LD OAKS CONCESSION 42,030.00 4,585.97 37 ,444.03 10.9 % WHITE LAKE OAKS CONFERENCE CENTER 173,082.00 24,342.25 148,739.7 5 14 .1% OAKLAND COUNTY MARKET 203,067.00 28,402.03 174,664.97 14.0 % ADDISON OAKS PARK 1,387,829.00 168,622.24 1,219 ,206. 76 12 .2% GROVELAND OAKS PARK 1,257 ,024 .00 96,967.67 1,160,056.33 7.7% HIGHLAND OAKS PARK 38.600 .00 5,945.60 32,654.40 15 .4 % INDEPENDENCE OAKS PARK 1,339,942.00 146,025.12 1, 193,916.88 10.9% LYON OAKS PARK 333,752.00 46,2 13.10 287,538 .90 13.8% ORION OAKS PARK 133,465.00 22,042.70 111,422.30 16.5% RED OAKS DOG PARK 59,327.00 12,117 93 47,209.07 20.4% RED OAKS PARK 1 10,448.00 11,837.93 98.6 10.07 10.7% ROSE OAKS PARK 34,050 .00 4,353.07 29,696 .93 12.8% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 428,047.00 42,783 .64 385,263 .36 10.0% WATERFORD OAKS ACTIVITY CENTER/PARK 1, 103,576.00 101,816.76 1,001 ,759.24 9.2% RECREATION PROGRAMS & SERVICES 1,166,067.00 131,601.67 1,034,465.33 11 .3% CATALPA OAKS PARK 123,030.00 9,453.15 113,576.85 7.7% RED OAKS WAT ER PARK 1,469, 722.00 124,136.29 1,345,585.71 8.4% WATERFORD OAKS BMX 57 ,384 .00 6 ,163.90 51.220.10 10.7% WATERFORD OAKS WATERPARK 1,0 55,002.00 69,561 .96 985,440.04 6.6% FACILITIES & MAINTENANCE 2,689,574.00 180.427.57 2 ,509 , 146.43 6 .7% INTERNAL FUND CHARGES' 0.00 93,656.95 (93 ,656.9 5) N/A TOTAL EXPEN DITURE $2 5,791 .162.00 $2, 705 ,670.89 $23 ,085,491.11 10.5% REVENU E OVER/(UNDER) E XPEN DITURE $2 5, 791 , 162.00 386,965.94 2 5,216 ,882.16 2014 2013 20 12 2011 A CTUAL REVENUE TO DATE: 1.9 % 1.7% 1.4% 1.6% BUDGET BALANCE: 98.1% 98.3% 98.6 % 98.4% ACT UAL EXPEND ITURE TO DAT E: 10.5% 11.3% 10 .5% 9 .9% BUDGET BALANC E: 89.5% 88.7% 89 .5% 90.1% *INTERNAL FUND YTD FIGURE: INTERNAL SERVI CE AND OTHER FUNDS PAYMENTS IN TRANSIT. 13 OAKLAND COUNTY PARKS AND RECREATION COMMISS ION REVENUE AND EXPENDITURE COMPARISON REPORT FM 2 FY 2014 (FOR MONTH ENDING 11/30/13) YEAR TO DAT E YEAR TO DATE PARK REVENUE EXPENDITURE ADMINISTRATIVE SERVICES: ADMINISTRATIVE SERVICES (Inc. Tax Revenue) $35,856.90 $639,192 .20 FISCAL SERVICES A D MINISTRATION 0.00 21 ,8 47 .16 FISCAL SERVICES PARKS & REC 0.00 35,706.62 ADMINISTRATIVE SERVICES SUB-TOTAL 35,856.90 696,745.98 GOLF: GLEN OAKS GOLF CO URS E 32,848.17 117,047.54 LYON OAKS GOLF COURSE 81,600.12 182,01 1.6 1 RED OAKS GOLF COURSE 15,725.27 109,741 .22 SPRINGFIELD OAKS GOLF COURSE 34,834.69 80,900.42 WHITE LAKE OAKS GOLF COURSE 46,151.15 100,751.98 GOLF SU B -TOTAL 2 11 ,159.40 590,452.77 FOOD SERVICES: ADDISON OAKS CONFERENCE CENTER 0.00 25,338.99 GLEN OAKS CONFERENCE CENTER 0.00 28,523 .26 LYON OAKS CONFERENCE CENTER 0 .00 33,552.39 SPRINGFIELD OAKS CONCESSION 0.00 4,585.97 W H ITE LAKE OAKS CONFERENCE CENTER 0 .00 24,342.25 FOOD SERVICE SUB-T OTAL 0 .00 116,342.86 COUNTY MARKET: OAKLAND COUNTY MARKET 30.0 12.56 28,402.03 COUNTY MARKET SUB-TOTAL 30,012.56 28,402.03 PARKS: ADDISON OAKS PARK 73,874.85 168,622.24 GROVELAND OAKS PARK 2,064.71 96,967.67 HIGHLAND OAKS PARK 1,852.84 5,945.60 INDEPENDENCE OAKS PARK 18,484.28 146,025.12 LYON OAKS PAR K 11 ,149.00 46,213 .10 ORION OAKS PARK 8 ,320.00 22,042.70 RE D OAKS DOG PARK 3,712.00 12,1 17.93 RED OAKS PARK 1,059.0 0 11 ,837.93 ROSE OAKS PARK 0 .00 4 ,353.07 SPRINGFIELD OAKS ACTIVITY CENTER/PARK 33,548.74 42,783.64 WATERFORD OAKS ACTIVITY CENTER/PARK 12,885.53 101,816.76 PARKS SUB-TOTAL 166,950.95 658,725.76 RECREATION: RECREATION PROGRAMS & SERVICES 35,988.08 131,601.67 CATALPA OAKS PARK 0.00 9,453.15 RED OAKS WATERPARK 0.00 124,136.29 WATERFORD OAKS BMX 655.00 6,163.90 WATERFORD OAKS WATERPARK 0 .00 69,561.96 RECREATION SUB-TOTAL 36,643.08 ___ .1_40,9 16.97 FACILITIES & MAINTENANCE: FACILITIES & MAINTENANCE 0.00 180,427.57 FACILITIES & MAINTENANCE S UB-T OTAL 0 .00 180,427.57 CAPITAL IMPROVEMENT 0.00 0 .0 0 INTERNAL F U ND CHARGES* 0 .0 0 93,656.95 TOTAL $480 ,622 .89 s2 .7o5.67o.89 *INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. REVENUE OVER (UNDER) EXP. ($603,335.30) (21,847.16) (35,706.62) (660,889.08) (84 .199 .37) (100,4 1 1.49) (94,015.95) (46,065 .7 3) (54,600.83) (379,293.37) (25,338.99) (28,523.26) (3 3,552.39) (4,585.97 ) (24,342.25) (116 ,342.86) 1,6 10.53 1,6 10 .53 (94,747.39) (94,902 .96) (4 ,092 .76) (127,540.84) (35,064.10) (13,722 .70) (8,405.93 ) (10,778.93) (4,353.07) (9,234 .90) (88,93 1.23) (491.rI.4.&!l (95,6 13.59) (9,453.15) (124,136.29) (5,508.90) (69,561.96) (340,9 16 .97) (180,427.57) (180,427 .57) (93,656.95) (S2.22s.048.oo) See the Oakland County website's "Transparency in Government-Monthly Financials" to view the latest monthly Financial Statement detail by each d epartments' budget units: 1. Log on to www.oakgov.com/mgtbud/fiscal/Paqes/i nfo pub/parks.aspx 2. Click on each of the Parks and Recreati on monthly financial reports you are interested in viewing 14 Oakland County Parks and Recreation Commission Monthly Average Comparison Report (Comparison of FY 2014 Actuals with 5-Year Average Actuals) As of November 30, 2013 I FY2013 Amended I October I November I December I Janua~ I Februar~ I March I A(!rtl I Ma~ I June I Jul~ I August I Se(!tember I VEAR TO DATE REVENUES: 5-VEAR AVERAGE REVENUE $268,761 $123,525 s 1,593,528 s 5,659,536 s 3,288,976 s 2,569,214 $ 1,264,531 $ 1,081,695 $ 1,366,617 $ 1,899,077 $ 1,385,246 $ 1,552,621 Percentage of Total 1.22% 0.56% 7.23% 25.66% 14.91% 11.65% 5.73% 4.90% 6.20% 8.61% 6.28% 7.04% FV2014 Amended Budget/ Alottment $ 20,485,361 $249,653 $114,743 $1,480,230 $5,257,150 $3,055,134 $2,386,546 $1,174,624 $1,004,788 $1,269,452 $1,764,055 $1.286,756 $1,442,231 FV2014 Planned Use of Fund Balance $ 5,305,801 FV 2014 Amended Budget s 25,791,162 FY 2014 Actuals $373,887 $106,736 r $480,623 Avg. Monthly Revenue Over/(Under) $124,234 ($8,0061 c $116,228' EXPENSES: 5-VEAR AVERAGE EXPENSE $1,302,037 $1,220,486 $1,557,397 $1,226,288 $1,189,250 $1,655,166 $1,405,179 $1,844,157 $2,443,616 $2,289,225 $2,136,133 $2,331,597 Percentage of Total 6.32% 5.92% 7.56% 5.95% 5.77% 8.03% 6.82% 8.95% 11.86% 11.11% 10.37% 11.32% FV2014 Amended Budget/ Alottment s 25,791,162 $1,630,106 $1,528,006 $1,949,807 $1,535,271 $1,488,900 $2,072,212 $1,759,236 $2,308,822 $3,059,324 $2,866,031 $2,674,366 $2,919,080 FY 2014 Actuals $1,433,460 $1,272,211 $2,705,671 Avg. Monthly Expenses (Over)/Under $196,646 $255,796 r $452,442 Total Avg Monthly Favorability/(Unfavorabilii\11 $320,880 $247,789 L $568,669 15 IJit Oalfland County 'j(j, MJC!r/Qan , Project 10 100000001826 100000001881 100000001736 100000001737 100000000601 100000001845 100000001843 100000001816 100000000604 100000001102 100000001482 100000001330 100000001483 100000001222 100000001103 100000001481 100000001825 100000001750 100000001807 10000000184 7 100000001817 100000001738 100000001739 100000000828 100000001751 100000001880 100000001332 1000000017 52 100000001331 100000001834 100000001835 100000001891 100000001335 100000001753 100000000983 100000000867 100000001754 100000001499 100000001498 100000001115 100000001114 100000001336 100000001109 100000001766 100000001755 100000001819 100000001790 100000001840 100000001756 100000001757 100000001337 100000000997 100000001765 Description ACC Interior Renovations ACC Roof Replacement ADD Addison Oaks Yurt 1 ADD Addison Oaks Yurt 2 ADD Boathouse-Buhl Lake ADD Campground Pul! Thru Sites ADO Concession Ext Renovations ADO Electronic Entr Gate Sys ADD Pavilion-Cmpgrd Re creation CAT Asp halt -Curb Parkln11: Lot CAT Pavilion -Play Area CAT Play Structure 1-5 yrs old CAT Play Structure 6-12yrs old CAT Recre<1tion Fields CAT Rstrm-Concessn-StorageBldg CAT Site Development-Phase 1 GLC Interior Renovations GLG Bridge Replacement #13 GLG HVAC Replacement GLG Irrigation Pond Dredging GRV Electronic Entr Gate Sys GRV Grovel and Oaks Yurt l GRV Groveland Oaks Yurt 2 GRV Rental EquipStationStorage GRV Restroom/Shower Section C GRV Waterslide An alysis HGH Boardwalks·Docks·Overlooks HGH Parking Lot -Central HGH Trail Development-Phase l IND Play Lot Beach Main IND Play lot Beach Satellite IND Upper Bush Bdwlk TrlPhsll LYP Boardwalks-Docks-Overlooks L VP P;:iv ilion Small Dog Park LYP West Norton Dr;:iin Bridge OR N Pavi lion-Dog Park ROD Pavilion Shade Structures RDD Stormwater Rec/aimation ROG Stormwater Redalm;:itlon RSE Boardwalks·Docks-Overlooks RS E Tr ail Development RWP Boardwalks-Docks-Overlooks RWP Walking-Bike Trails RWP Waterpark Market Analysis SAC Bl e acher Replace ment SAC Ellis Barn Improvements SPG Starter Shack WCM Fans WTR Dog Park WTR Dog Park Fence WTR Low Ropes Course WWP New W ater Feature WWP Waterpark Market Analys~s Ill ustrative Net Position -Unrestricted Operating Reserve Cap ital Reserve fY2014 Capita l Equipment FY2014 Planned Use of Fund Balance Capital Improvement Plan : Total Active CIP Projects Amount Available for Conceptual CIP and Capital Equipment Total Cap ita l Improvement Plan Total Net Position -Unrestricted as of September 30, l0l3 (unaudited) Parks and Recreation ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT Start Date 7/24/2013 10/28/2013 10/31/2012 10/31/2012 9/1/2004 9/12/2013 9/3/2013 6/3/2013 9/1/2004 11/28/2007 4/8/2011 12/7/2009 4/8/2011 11/20/2008 11/28/2007 4/8/2011 7/23/2013 12/3/2012 5/15/2013 9/17/2013 6/3/2013 10/31/2012 10/31/2012 9/1/2005 12/3/2012 10/8/2013 12/8/2009 12/3/2012 12/8/2009 8/23/2013 8/23/2013 11/15/2013 12/8/2009 12/3/2012 1/2/2007 2/13/2006 12/3/2012 4/28/2011 4/28/2011 11/28/2007 11/28/2007 12/8/2009 11/28/2007 1/10/2013 12/3/2012 6/5/2013 4/17/2013 8/28/2013 12/3/2012 12/3/2012 12/8/2009 1/2/2007 1/10/2013 $7,553,673.77 53 389 759.23 (as of November 30, 2013) last Transaction Date Budget Expenses to Date Remaining Budget 11/22/2013 5672,228.00 $19,462.20 $537.80 10/28/2013 $650,000.00 50.00 $550,000.00 10/31/2013 $48,080.00 $52,593.85 ($4,513.85) 10/31/2013 $48,208.00 $52,509.% ($4,301.96) 6/20/2013 $21,250.00 $4,854.08 $16,395.92 11/12/2013 550,000.00 511,115.75 $38,883.2s 10/29/2013 $50,000.00 $39,869.19 $10,130.81 9/30/2013 $25,000.00 $21,311.88 $3,588.12 6/20/2013 $50,000.00 $4, 750.47 $45,239.53 4/Z7/2012 $0 .00 $25,522.55 ($25,522.55) 6/13/2013 $112,463.20 588,017 .15 524,445.04 6/13/2013 562,465.97 $56,311.49 $6,154.48 6/13/2013 $124,931.95 $96,911.94 $28,020.01 3/31/2011 S0.00 50.00 $0.00 10/31/2013 $739,240.36 $796,837.32 ($57,596.96) 10/30/2013 $354,356.29 $331,113.87 523,242.42 11/22/2013 5577,404.00 $23,725.00 ($3,725.00) 12/3/20 12 $30,000.00 $0.00 $30,000.00 11/15/2013 $120,000.00 $22,589.50 $97,410.50 9/l 7 /2013 $296,000.00 $0.00 $296,000.00 9/30/2013 $40,000.00 $26,580.65 513,419.35 11/15/2013 $25,208.00 $33,430.43 ($7,222.43) 11/15/2013 $25,208.00 $33,918.22 ($7,710 22) 12/20/2011 $90,000.00 $13,562 .50 $76,437.50 10/29/2013 $400,000.00 $4,910.00 $395,090.0 0 10/29/2013 $6,000.00 $5,310.91 $689.09 11/30/2013 564,000.00 $49,581 .67 $14,418.33 11/15/2013 $80,000.00 $113,764.56 ($33,764.56) 10/29/2013 $284,200.00 $55,035.84 $229,164.16 11/30/2013 5153,942.00 $89,586.00 $54,3 5600 11/30/2013 $42,389.00 $28,630.00 $13,759.00 11/15/2013 $150,000.00 $0.00 $150,000.00 11/30/2013 $80,000.00 $10,335.50 $59,664.50 12/3/2012 $40,000.00 $0.00 $40,000.00 12/21/2011 $40,000.00 $2,961.00 537,039.00 10/29/2013 $130,000.00 $24,018.26 $105,981 .7 4 12/3/2012 $27,000.00 $0.00 $27,000.00 7/12/2013 $70,000.00 $20,219.96 $49,780.04 7/12/2013 $70,000.00 $19,721.63 $50,278 .37 11/22/2013 $342,000.00 $181,618.11 5160,381.89 10/31/2013 $389,500.00 $89,677.92 $299,822 .08 9/30/2013 $214,000.00 $6,381.94 $207,618.06 12/21/2011 $100,000.00 $0.00 $100,000.00 10/29/2013 $17,000.00 52 5,462 .25 ($8,462.25) 12/3/2012 $140,000.00 $0.00 $140,000.00 10/31/2013 $251,599.00 $222,112 .08 $29,486.92 10/29/2013 $75,000.00 $61,937.25 $13,062.75 10/29/2013 $16,000.00 $16,408.77 (5408.77) 3/15/2013 $30,000.00 $4,597.00 $25,403.00 12/3/2012 $20,000.00 $0 .00 $20,000.00 5/31/2013 $50,000.00 $0.00 $50,000.00 6/4/2013 $40,000.00 $34,9 91.00 $5,009 .0 0 l0/29/2013 ___ s_1_1._ooo_.o_o ___ s~2_5~,4_62_.2_5 ___ 1"S-'8,_46_2_.2--'-5l $5,750,000.00 $7,000,000.00 $746,926.00 $5,305,801.00 $10,943,433.00 $2 9, 746,160.00 $7,5B,673.77 $2,847,822.91 $3,496,218.86 Percentage Completion 2 .90% 0.00% 109.60% 108.92% 22.84% 22.23% 79.74% 85.25% 9.S2% l#DIV/O! 78.2 6% 90.15% 77 .57% #OIV/O! 107.79% 93.44% 4.11% 0.00% 18.82% 0.00% 66.45% 127 .56% 129.42% 15.07% 1.23% 88.52% 77.47% 142.21% 19.37% 58.19% 67.54% 0.00% 12 .92% 0.00% 7.40% 18.48% 0.00% 28.89% 28.17% 5310% 23.02% 2.98% 0.00% 149.78% 0 .00% SB.28% 82.58% 102.55% 15 .32% 0 .00% 0.00% 87.48% 149.78% 16 ~AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 To: Chairman Fisher and Commission Members From : Daniel J. Stencil , Executive Officer Becky Stepp, Project Advisor for Business Development Submitted : January 8, 2014 Subject: FY 2013 Year End Contributions Report INTRODUCTION AND HISTORY AGENDA ITEM No. 9 E BUSINESS DEVELOPMENT Attached is the OCPR FY 2013 Year End report for contributions received from October 1, 2012 through September 30, 2013. ATTACHMENTS FY 2013 Year End Contributions Report STAFF RECOMMENDATION The staff recommends the Commission receive and file this report. MOTION Move to approve the OCPRC FY 2013 Year End Contributions Report under the Consent Agenda. 17 OAKLAND COUNTY PARKS & RECREATION COMMISSION FY 2013 Year End Report for Contributions (Donations) -October 1, 2012 -September 30, 2013 Budget Center Project I Program Source Amount Totals ADM Eagle Scout Project -Remaining Amount David Kerr $18.66 ---ADM 2013 Black Light Night Event Oakland Audubon Society $75.00 -----ADM General Contribution Union Ad Works $200.00 ADM 2013 Nashville in the Neighborhood Event Genisys Credit Union $3,500.00 ADM Butterfly Count Event MA EOE $125.00 ~~-Administration Sub-Total $3,918.66 ---------INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 --~ INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $10.00 --- -INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 -INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $7.00 ---INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $10.00 -- -_._ -INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $3.00 -----INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 - - -----INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 --INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 --INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 --~ -~-INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 -------...-INC Nature Center Donation Misc (Ou_!_reach, Tuning Your Tot CD) $5.00 ---------. INC Nature Center Donation Misc (Outreach, Tuning Your T~t CD) $5.00 --------INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $10.00 ----------- - --·-~---------INC Nature Center Donation -Misc (Outreach, Tuning Your Tot CD) $2.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 -----INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 ·------INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 ---------------INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 ---~---$10.oo INC Nature Center Donation Misc (Outreach, Tuning Your Tot CO) - --~ ----INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $5.00 ---INC Nature Center Donation Tuning Your Tot CD $5.00 --- -INC Nature Center Donation Tuning Your Tot CD $5.00 -----·· ------INC Nature Center Donation Tuning Your Tot CD $5.00 Independence Oaks Nature Center Sub-Total $142.00 18 OAKLAND COUNTY PARKS & RECREATION COMMISSION FY 2013 Year End Report for Contributions (Donations} -October 1, 2012 -September 30, 2013 Budget Center Project I Program Source Amount Totals IND 2013 Nashville in the Neighborhood Event White Dove Concessions $100.00 ----IND General Contribution Union Ad Works $100.00 ---Independence Oaks Park Sub-Total $200.00 LYP 2013 Howl-0-Ween Dog Park Event PoochPeople, Inc. $250.00 ---LYP 2013 Howl-0-Ween Dog Park Event Pawsitive Steps, LLC $100.00 LYP 2013 Howl-0-Ween Dog Park Event Roadside Veterinary $250.00 -- -LYP 2013 Howl-0-Ween Dog Park Event Great Lakes Caring $50.00 -LYP 2013 Howl-0-Ween Dog Park Event Lyon Veterinary PLLC $100.00 LYP 2013 Howl-0-Ween Dog Park Event Fetchin' Stixx $50.00 LYP 2013 Howl-0-Ween Dog Park Event Pawsitive Steps LLC $100.00 LYP 2013 Howl-0-Ween Dog Park Event Kristi Valentini $150.00 -LYP 2013 Howl-0-Ween Dog Park Event Canine College $500.00 .. __ .. ---LYP 2013 Howl-0-Ween Dog Park Event Pet Ritz $50.00 LYP General Contribution Michigan JAGS $100.00 --Lyon Oaks Park Sub-Total $1,700.00 ----ORN 2013 Canines, Coffee & Conversation Event Pawsitive Steps LLC $100.00 --Orion Oaks Park Sub-Total $100.00 ------REC 2013 Paraolympic Programming Contribution United State Olympic Committee $500.00 REC Adaptive Services -Youth Abilities Program Anne Taglione -$250.00 .. ~ REC Adaptive Program Contribution Carl's Golfland $3,000.00 --REC --2013 Paralympic Experience -------Advantage Mobility $200.00 REC 2~3 Paralympic Experience Quality Home Medical ------$500.00 REC -. 2013 Paralympic Experience & Sports Expo Hamtramack VFW -Post 41-62 $25.00 REC 2013 Paralympic Experience Rick Andrus $200.00 -----Recreation Programs & Services Sub-Total $4,675.00 ---~---ROD 2013 FidoFest Dog Park Event Pet Supplies Plus -Store #5 $50.00 ---ROD 2013 FidoFest Dog Park Event -Longview Boarding $100.00 ROD 2013 FidoFest Dog Park Event Pawsitive Steps LLC $100.00 --ROD 3013 Canines, Coffee & Conversation Event Pawsitive Steps LLC $100.00 ROD 2013 FidoFest Dog Park Event PC Woodside Animal Clinic $50.00 -----Red Oaks Dog Park Sub-Total $400.00 19 OAKLAND COUNTY PARKS & RECREATION COMMISSION FY 2013 Year End Report for Contributions (Donations} -October 1, 2012 -September 30, 2013 Budget Center Project I Program Source Amount Totals RNC RNC RNC RNC RNC RNC RNC RNC RNC RNC RNC RNC RNC RNC RNC RWP SAC SAC SPG SPG WCM WCM WCM WCM WCM WWP WWP CA-SAC/SPG CA-SAC/SPG Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation Nature Center Donation 2013 Dog Swim Event Activity Center Ceiling Fan Contribution 2013 Nashville in the Neighborhood Event Rotary Park Pedestrian Bridge Plank Rotary Park Bridge Plan Donation Oakland Uncorked Event Master Gardener Program MSU Extension Program ~unty Market Day -OC Health Division Obesity Prevention Grant -Transfer of Funds 2013 Dog Swim Event 2013 Dog Swim Event SAC Event Campground-Phase 2 SAC Event Campground-Phase 2 General Contribution to Nature Center $10.00 $2.00 General Operating Donation (Feed for Animals) General Contribution to Nature Center $70.00 $5.00 $4.00 $5.00 $5.00 Cleof Miller -Misc (Outreach, Greeting Card) General Contribution to Nature Center Misc (Outreach, Greeting Card) Misc (Outreach, Greeting Card) $250.00 Judith Houk -In Memory of Evelyn Mae Crouch Jan Nawrocki -Misc (Outreach, Greeting Card) General Contribution to Nature Center $10.00 $5.00 $5.00 $20.00 $5.00 $10.00 $1.00 Red Oaks Nature Center Sub-Total $500.00 General Contribution to Nature Center General Contribution to Nature Center Misc (Outreach, Greeting Card) Misc (Outreach, Greeting Card) General Contribution PoochPeople 11, Inc ·-Red Oaks Waterpark Sub-Total O.C. 4-H Horse Council $606.59 Oakland County 4-H Fair Association $2,500.00 Springfield Oaks Activity Center I Park Sub-Total Stuart Etengoff Dave Anderson $50.00 $50.00 Springfield Oaks Golf Course Sub-Total Genisys Credit Union $625.00 Genisys Credit Union $750.00 Genisys Credit Union $1,125.00 Genisys Credit Union $200.00 Oakland County Health Division $4,392.00 PoochPeople 11, Inc Maws & Paws, LLC O.C. 4-H Fair Association O.C. 4-H Fair Association Waterford Oaks County Market Sub-Total $250.00 $250.00 Waterford Oaks Waterpark Sub-Total $2,616.00 $2,274.81 Capital Assets Sub-Total Grand Total $407.00 $500.00 $3,106.59 $100.00 $7,092.00 $500.00 $4,890.81 $27,732.06 20 eJAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 To: Chairman Fisher and Commission Members From : Phil Castonia, Business Development Representative Submitted: January 8 , 2014 Subject: Receive and File Staff Report -Purchasing Quarterly Update INTRODUCTION AND HISTORY AGENDA ITEM No. 9 F INTERNAL SERVICES In 2008 as part of the Strategic Master Plan the Commission requested regular updates from the staff about the purchasing activity for the last quarter. At the Commission meeting on January 15, 2014 , staff will present a quarterly status update on the Purchasing Activity from the 4th Quarter of Fiscal Year 2013 for the Parks and Recreation Department. ATTACHMENTS 4th Quarter Fiscal Year 2013 Purchasing Activity Report STAFF RECOMMENDATION Receive and File 21 4th Quarter -FY 2013 Oakland County Parks and Recreation Purchasing Activity Report Awarded Vendor Parks Estimated Start Bid Bid Award PO/ Purchase Contract (NTE) Contract Usage Date Event Due Description Date Contract Order Not to Exceed Amount of Notes Buyer Finalized # Date Name City State Number Amount Amounts Multi Department Contracts 06/04/13 2654 6/18 Aquatic Spraying PLM Lake and land Morrice Ml 08/22/13 3910 $30,000.00 EJT Yes Manaqement 06/20/13 2670 7/11 Irrigation Consultant Graber & Associates. Chesterfield Ml 08/01/13 3896 $40,000.00 EJT Yes LLC 07/02/13 2681 7125 Dog Park Structures Miracle Midwest Okemos Ml 08/22/13 3912 $59.008.00 $ 41.010.00 EJT Yes 07/23/13 2698 8/22 Fuel Tank Replacement No Award EJT Yes 07/24/13 2700 8/8 Arborist Services Davey Tree and Lawn Kent OH 11/06/13 3985 $150,000.00 EJT Yes Expert Co 08/01/13 2706 8/15 Debris Blower Spartan Distributors Auburn Hills Ml 08/29/13 214476 $ 6,677.50 AJK Yes 08/29/13 2732 9/12 Kitchen Equipment Repair Bildon Appliance Parts Livonia Ml 10/24/13 3973 $100,000.00 EJT Yes and Service 09/04/13 2740 9/18 Perennials Christensen's Plant Plymouth Ml 08/16/13 3964 $ 5,000.00 EJT Yes Center 09/04/13 2743 9/18 Annuals McHutchison Wayne NJ 10/15/13 3963 $ 8,000.00 EJT Yes 09/05/13 2744 9/19 Greenhouse Chemicals John Deere Commerce Twp. Ml 10/22/13 3971 $ 4,000.00 EJT Yes Landscapes 09/05/13 2744 9/19 Greenhouse Chemicals Shemin Nursery Pontiac Ml 10/24/13 3972 $ 4,000.00 EJT Yes 09/06/13 2748 9/24 Bare Root Trees Surface Nursery Gresham OR 10/23/13 3970 $ 5,000.00 EJT Yes 09/10/13 2750 9/24 Greenhouse Hardlines A. M. Leonard Piqua OH 10/16/13 3965 $ 10,000.00 EJT Yes 09/11/13 2753 9/25 Flowering Bulbs Shemin Nursery Pontiac Ml 10/30/13 3979 $4.000.00 EJT Yes 09/11/13 2755 9/26 Lumber & Hardware Burt Forest Products Ann Arbor Ml 10/10/13 216618 $ 13,287.36 EJT Yes Co. 09/11/13 2755 9/26 Lumber & Hardware Gutherie Lumber Livonia Ml 10/10/13 216619 $ 25,536.52 EJT Yes 09/12/13 2756 9/26 AC/Heating Units R & R Mechanical Grand Rapids Ml 10/10/13 21667 $ 8.200.56 EJT Yes Services. LLC 22 Q"AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 AGENDA ITEM No. 10 A PARK OPERATIONS & MAINTENANCE-N . DISTRICT AND RECREATION PROGRAMS & SERVICES To: Chairman Fisher and Commission Members From: Daniel J . Stencil , Executive Officer John Haney, Recreation Supervisor Terry Fields , Chief of Recreation Programs & Services Submitted : January 8, 2014 Subject: Request to Purchase 43 Passenger Touring Bus INTRODUCTION AND HISTORY The Oakland County Parks Mobile Recreation Program has been providing transportation services since 1975. The buses have been used for summer camps , sen ior groups , sporting events , weddings, nature center groups and shuttle services for events. We currently have four buses -two transit buses , one school bus and one commercial bus : • #910 1998 49 passenger transit bus • #927 2001 45 passenger transit bus with wheelchair lift • #901 • #13-901 2005 43 adult or 63 children (4th grade or lower) passenger school bus 2013 35 passenger commercial bus with whee lchair lift St aff is requesting authorization to replace one of our exi sting bus es. Bus #927 was purchased in 2001 for $124 ,058 has prov ided over 1,000 runs and has generated over $430 ,000 ($82 ,287 rec track) in revenue . Staff is recommending that we replace our 45 passenger transit bus with a 43 passeng er bus by Mobility Transportation Services. The new bus staff is requesting will meet our current needs to provide similar capacity as the bus that we will be replacing. The bus will al so include a handicap accessible lift with two (2) wheelchair tie downs. The new bus life expectancy provided by the manufacturer is 10 years or 350 ,000 miles. Bus #927 has provided service for us for the past 12 years and has 17 1390 miles. Staff received the following bids: Bidder# 1 40 Passengers Midwest Transit Equip. Marshall Ml $190,863 Bidder# 2 43 Passengers Mobility Transportation Services Canton, Ml $199,696 Funds in the amount of $200 ,000 have been budgeted in the FY 2014 Budget for this purchase and will come out of the Operating Equipment line item. AlTACHMENTS Picture of Proposed Bus Bus Specifications Bus Comparison Purch ase of Bu s Prop osal 23 Page 2 -- STAFF RECOMMENDATION Staff recommends that a new bus be purchased . After reviewing the bids with parks staff and Oakland County Purchasing , it has been recommended that we pursue the Mobility Transportation Services bid at the purchase price of $199 ,696 . We picked this bus over the other because of its Air Drop suspension , fiberglass body and location of wheel chair lift. (See Bus Comparison Attachment) MOTION Move to award the bid for the purchase of a 43 Passenger Touring Bus, to replace Bus #927 2001 Transit Bus (which will be used as a backup bus), from Mobility Transportation Services of Canton, Michigan, at a cost of $199 ,696 from the FY 2013 Operating Equipment line item. 24 2010 EMISSIONS ENGINE N'PRIDC a. "' L£NGTH •• ----'\_ -"':~NJ :1 1211. '.ii "I 22 ID ltlU\!I 'Ui <2UI'> <36.31'> t46.:il' rarni <46.31'> <4'.!il') tlUl'l <4UI' £llllSI <24.!il'l • ! : lii: [ ___ :'. ___ j ~~~~~e: ~~ 1 t .. :~-~~---· ~-ro, ~ !~ C I [(][][][JI[] [] C I ~J ~ :t=:=K, l ~ ~ .... ~ S~T 2UI ---i HIP TOllN! I -"'~ I J. 18~ '2. l..}ucaa..(AA,u~ I i ·; 1 i r--~ ; ___ ,. ~ i . ; ' (8· ' (8· I ~--:-i~:-1a· . r--' . I ''· I I . • . • ~· ~I-( 1 ~ : • : .. : I 1 , , r--------------~ i 1 : • , I ~ ) i l ,! l !:-r I . : l'BMGITUn ! . ~ I l: l I --L--------------L I ltll ,,Ja:UI t35.'.il'l Cll.:il'l (46fil' £llllSI (46.:il'l .. '-!iUI --1 <4'.'.il'l j :iuJ --J ITT•_/ 391.93 • I t/-3 ?1rs<;. II+-II -II IU1 lm'llll lllill IPlllJI I ~ J 102' W 111~ Mllll~ I * Ill! , , lJ1 Ill ta n.n llF tJS Ill 11$ Ill lfll *1 IDlll ll1E CB-:1.l Zii! -JI -111 m Tit Ofl~ 0411111 041ml IE' III ID. E 1----+---+----+-------------+-----1----t ~~T CBO 17150 MATERW.: rmwi SEATS -cm SEATS PURCH./KFG.: l--1---l--t-----------------t---l---ir;.iU"i"'iJffiffiulml'Oml.J:Rn;•NiSECBS UNLESS DRAWK BY DA.TB: 'lTl'IJ!:· C~~~N 01~::: NOTED P DU 12115110 ruoru., CT-~ -t"DIOR~-~: i~ 2200' M/JFREIGllLlllRXl-1'.i ~A~1~v~151tt.1ort---t;nlfDA~TEJ;;:;-;;FUm'lAl;;;;;;;""';;;;;;ID~I0~~~1ss~UllS....----------r---;;;~;--r----;..ECN--f..:....;....:_.c.:_:;_;~DO;----l C~PAmlm!S REV DATE ECN DESC. OF CHANGES BY APP'D NIA ~ SCALI!: KODef o Ellill( '°10 OOSSllllS 25 26 JANUARY 15, 2014 ~AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM No. 10 B PARK OPERATIONS & MAINTENANCE-N. DISTRICT To: Chairman Fisher and Commission Members From: Daniel Stencil, Executive Officer James C . Dunleavy, Chief of Parks Operations-North District Submitted : January 9 , 2014 Subject: Request for Replacement of Two Rough Mowers for White Lake Oaks and Springfield Oaks Golf Courses INTRODUCTION AND HISTORY The Oakland County Parks staff has created a 15-year plan for replacing OCPR Capital Equipment. This p lan was developed to help staff identify equipment that needs to be replaced . Th is plan is reviewed annually and is adjusted as needed based on the condition of each piece of equipment. Staff has already received approval to move forward with the replacement of two rough mowers for White Lake Oaks and Springfield Oaks Golf Courses . Staff has been working with Purchasing and has received the following three bids: Midwest Golf & Turf Jacobsen AR522 48.9 horse power 90 inch cutting w idth $43 ,065 Spartan Distributors Inc. TORO 4500 D 58 horse power 109 inch cutting width $55,396 J.W. Turf Inc. John Deere 8800 42 horse power 68 inch cutting width $47 ,311 Staff has rev iewed the above bids from Purchasing and is requesting to purchase the mowers that meet the specifications we provided to Purchasing . As you can see in the information above , the TORO 4500 D has a larger diesel motor and provides a w ide r mowing deck. We have tried the Jacobsen mower at Springfield Oaks and it strugg le d with the terrain . Staff would like to once aga in request authorization to replace two of our existing rough mowers . Both mowers have over 4 ,000 hou rs of service and have had numerous repairs over the past three years . The Springfie ld Oaks mower was purchased in 2000 and White Lake Oaks mower was purchased 2005. Funds in the amount of $100 ,000 have been budgeted in the FY 2014 Operating Equipment Budget. Staff would li ke to request that we appropriate $10, 792.20 out of the Operating Contingency to cover the additional cost. ATTACHMENTS Picture of Proposed Mower STAFF RECOMMENDATION Staff recommends the Comm ission approve the purchase two mowers from Spartan Distributors for the total cost of $110,792.20 . The existing rough mowers will be evaluated as back -up mowers or will be sen t to the County auction . MOTION Move to approve the purchase of two TORO 4500 D 58 horse power mowers with a 109 inch cutting width from Spartan Distributors for the total cost of $110,792.20, with the existing rough mowers to be evaluated as back-up mowers or sent to the Oakland County auction, and approve the transfer of $10,792.20 out of the Operating Contingency to cover the additional cost. 27 28 ~AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUA RY 15, '2014 AGENDA ITEM No. 10 c .... 1 FACILITIES MAINTENANCE & DEVELOPMENT To : Chairman Fisher and Commission Members From : Daniel J . Stencil, Executive Officer; Michael J . Donnellon , Jr., Chief of Park Facilities Maintenance & Development ; Jennifer Myers, ArchitecUProject Manager Submitted : December 11 , 2013 Subject: CONSTRUCTION -Addison Oaks - (1) Conference Center Roof Replacement PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to attached relevant pages) a) 1.2.1.2 Strategies 1. Establish levels of park maintenance and upgrades that meet the needs of park guests in a fiscally responsible manner. (Strategic Plan 2008 Summary Report, Page 3) b) 1.2 .2 Recreation Facilities Vision 1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages . (Strategic Plan 2008 Summary Report, Page 3) c) 1.2.2 .1 Recreation Facilities Goal 1 . Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the community to want to l ive , work, and play in Oakland County. (Strategic Plan 2008 Summary Report, Page 4) d) Chapter 1.2 .2.2 Strategies 1. Develop an asset management plan for infrastructure maintenance and improvements based on updating a minimum of 4-5% of the system annually (Strategic Plan 2008 Summary Report, Page 4) 2. Five-Year Recreation Master Plan 2013-2017 (Refer to attached relevant pages) a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects 1. Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital projecUmajor maintenance forecasts and pursuant to the results of the facility planning process . (Recreation Plan 2013-2017, Chapter 9: Page 13) 3. Park Vision and Facility Concepts a) Scheduled for completion in FY2015 1. Refer to Master Planning schedule from Oakland County Parks & Recreation -Planning 4. Public Engagement 2010 a) Major Survey Findings: Actions Most Willing to Fund with County Parks and Recreation Dollars -Based on the sum of their top four choices, the actions that respondents are most willing to fund with the County parks and recreation tax dollars are : Fix-up /repair older park buildings/shelters I playgrounds (35%), purchase land to preserve open space and protect the environment (31 %), purchase land to develop walking and hiking tra ils (27%), and develop new hard surface walking and biking trails that connect to regional tra ils (22%). (2010 Community Survey Executive Summary Report, Page iii) 29 Page 3 - 5. Capital/Maintenance Management Plan (FY2013 & 2014) a) I T I B d t H. t ni 1a u 1ge 1s ory: Fiscal Year Roof Replacement Conceptual Budqet Before 2012 $350,000 2012 $350,000 2013 $390,000 2014 $650,000 6. 2006 ADA Assessment Report a) Not applicable PROJECT OVERVIEW 1. Roof Replacement (Need): a) Design & Construction Purpose: Notes Identified as a maintenance project. Scope included replacing the tile roofinq oriqinal to the 1927 estate house Project changed to capital improvement project, budget and scope remains the same Construction drawings are completed, budget is validated and adjusted up $40,000 Project scope increases to include replacement of the roofing original to the 1991 banquet addition; budget is adjusted accordingly 1. The original portion of the Buhl Estate house still has its original slate roofing a. This roofing is failing and also contains hazardous materials - 2. The conference center addition asphalt shingle roofing is original to the 1991 banquet addition and has reached the end of its life-cycle. b) Design & Construction Considerations: 1. The original slate roofing and its underlayment contain hazardous materials and requires abatement 2. Access to the roof will require scaffolds and careful coordination with the conference center's events schedule so as to minimize interference with the facilities aesthetics c) Design Program Elements : 1. Replace slate roofing with synthetic slate : 13,000 sf a. Note entire area requires hazardous materials abatement 2. Replace asphalt shingles with synthetic slate: 6,800 sf 3. Replace asphalt shingles with fiberglass shingles: 4,200 sf 4. Replace membrane roofing with same: 200 sf 5. Replace copper gutters and downspouts as needed 6. Replace roofing underlayment as needed 7. Provide deicing cables at public entrances 2. Design/Engineering Consultants & Construction Managers a) Prime Design Consultants -Design Resources for Architecture (ORA) b) Construction Manager-George W. Auch Company (GWA) 3. Previous discussions/agenda dates a) Included in Budget Review Process as an Active or Pending Project since FY2007 b) Executive Officer's Report -October 2013 c) Conceptual approval -December 2013 1. Conceptual approval amount: $684, 188.50 4. Funding considerations a) Not applicable 5. Project Timeline: a) Construction Bidding & Procurement November 2013 1. The project is being bid to allow for construction in two phases; a cost savings will be realized if the project is constructed all at once b) Construction Award c) Construction Start January 2014 January 2014 30 Page 4 -- 1. As noted above , special consideration will be given to construction staging and the facility's events schedule. Also, schedule will strive to coincide with the facility's being closed for interior renovations d) Construction End May 2014 6. Fiscal Considerations: a) Revenue: 1. No increase in revenue is anticipated from this project b) Expenditures: 1. A slight decrease in operations and maintenance expenses can be expected as the new roofing will require less repairs c) Anticipated Annual Depreciation (beginning in FY2015): 1. Roof replacement, 15 years, $45,612 d) Life-cycle of project: 1. Conference Center Roof Replacement 15 years e) Cost Recovery Goals -Conference Center Roof Replacement 1. Service Category Goal Customer Service -Efficiency/Operational Savings 7. Market Analysis: a) Prime Service Area (Zip Code Data) 1. Not available b) Current/Potential Patrons 1. Not applicable c) Direct/Indirect Competition 1. Not applicable d) Current/Potential Programs & Services 1. Not applicable PROCUREMENT INFORMATION -CONSTRUCTION 1. Bid documents were released by GWA on November 20, 2013 that included the following: a) Base Bid 1 -estate house roofing $471,447 1. Remove and replace asbestos containing roofing original to the 1927 Buhl estate house b) Base Bid 2 -banquet center roofing $226 , 141 1. Remove and replace roofing original to the 1991 banquet center addition c) Alternate 1 -credit for tandem construction ($20,567) 1. Credit to construct base bids 1 and 2 at the same time d) Alternate 2 -lightning protection $40,602 1. Replace the lightning protection on the original Buhl estate house 2. Total construction costs: $717,623 3. Bidding information: a) Non-mandatory pre-bid meeting: 1. Number of vendors in attendance: 2. Trades represented: b) Bid opening: 1. Number of vendors who bid: c) Number of invited vendors: 4. Cost breakdown: November 26, 2013 8 2 December 5, 2013 8 17 a) The total cost to construct both base bids 1 & 2, along with the lightning protection is $717,623. This is a variance of $116,450 over the original estimate, due to several factors including an increase in the cost of copper material (used in this project for gutters and downspouts) and the addition of lightning protection (alternate 2). Given that the project will be over budget if constructed all at once, staff and GWA recommend proceeding with base bid 1 and the lightning protection for a total construction cost of $512,049. ATTACHMENTS 1. Attachment A -Strategic Plan (relevant pages) 31 Page 5 -- 2 . Attachment B -Five-Year Recreation Master Plan (relevant pages) 3. Attachment C -Master Planning Schedule 4. Attachment D -Community Survey 5. Attachment E -Park Map 6. Attachment F -Roof Plan 7. Attachment G -Construction Recommendation/Bid Summary STAFF RECOMMENDATION Recommend awarding GWA a construction contract to include base bid 1 and alternate 1. Total project costs are as follows: Item Cost Notes Construction $512,049 Base bid 1 & alternate 2 DesiQn $11 ,380 Annual contract Asbestos abatement and testinq $32,330 Annual contract Sub-total $555,659 5% ContinQency $27,783 Total $583,442 MOTION Move to award a contract to George W. Auch Company in the amount of $512,049 for Base Bid #1, and Alternate #2 to remove and replace the roofing and lightning protection at the Addison Oaks Conference Center original Buhl Estate House, with total project costs at $583 ,442 as follows: Item Cost Construction $512 ,049 Desiqn $11 ,380 Asbestos abatement and testina $32,330 Sub-total $555,659 5% Continqencv $27 ,783 Total $583,442 32 Parks and Recreation Strategic Plan I i.2 .1 LAND t "Acquire, improve and maintain quality parks that support the community's values for the preservation of natural areas and open spaces, equity of access, and the natura l heritage of Oakland County." i 1.2.1 .1 GOA L "Acquire, maintain and improve park land for active and passive recreation to provide a variety of park experiences and to meet a land acreage goal of 800 acres in the next ten years, contingent upon full funding." i 1.2.1.2 STRATEG I ES • Establish a dedicated funding source for land acquisition • Implement a land acquisition strategy that recognizes the value of parkland in urban areas, including the southeast quadrant of Oakland County, while also acquiring park lands in other areas of the county in a strategic manner that complements other local government agencies' efforts • Work with the Oakland County Trails Advisory Council, as well as county departments, state and local agencies, community leaders and non-profit organizations to complete and promote the Oak Routes Trail Network in Oakland County • Deve lop and maintain quality park tra ils that provide a variety of trail experiences and connect into the larger, countywide Oak Routes Trail Network • Create and implement system wide natural resource management program • Update county park master plans where appropriate to meet the active and passive recreation needs of residents and to achieve the outcomes desired for each park in the system • Coordinate with local land conservancies and recreational partners to acquire or lease land to meet the park land acreage goals • Establish wetland mitigation opportunities in cooperation with developers, land conservancies, CVT's, state and county agencies • Determine the economic value of park natural resources • Establ ish levels of pa r k ma intenance and upgrades t hat meet the needs of park guests in a fiscally responsible manner • Work closely with government agencies and recreational providers to create a balance of park types across the County that provide residents with a variety of park experiences and promote equity of access • Establish design stan dards and principles to maximize efficiency and productivity I i.2 .2 RECREATION FAC I LI T I ES "Develop and ma intain year round recreation faci lities that support passive and active recreation pursuits for people of all ages ." 3 pros ,. con suttlag 33 QA KLAND Oakland County Parks and Recreation Commissio n COUNTY PARKS -------------------- ..................................................................................................................................................................................................................................... , .......................................................... . ! 1.2 .2 .1 GOAL "Upgrade existing r ecrea t ion fac i lities and add additiona l recreat ion fa cil ities and amenit i es that energize the community to want to live, work, and play i n Oakland County." ......................................................................................... ···-······-······························· ··········-················· ····························--··-········ ················ ........................................... . ~ 1.2.2 .2 STRATEG I ES • Deve lop an asset management plan for in frastructure maintenance and improvements based on updating a minimum of 4 -5% o f t he system annua lly • Develop a revenue and operational management strategy for decreased participation for all facilities and programs • Develop a business plan for every current and future park, golf course, or attraction in the system • Remove unproductive facilities and resources • Establish a data management system to enable staff to facilitate decision making on recreation programs and services to create a lifelong customer • Develop a marketing strategy to maximize the use of facilities, programs, and services that enhance the awareness, use and revenue • Define the future role of the nature centers • Analyze all facility management contracts/leases through effective costing assessment, capital improvements required and measurable outcomes to maximize revenue return • Establish a Partnership Policy that enhances relationships with schools; cities, villages, and townships; private, non-profit organizations; and other government agencies • Develop a trail plan for each park that provides a combination of trail types • Establish an ADA compliance plan for parks and golf courses • Enhance all facility rentals and reservations to create higher levels of use and value to users I i.2.3 RECR EAT ION PROGRAMS AN D SERVIC ES "Our vision is to develop the following core recreation services in the most productive and efficient manner. These include the following; Natural Resource Education and Interpretive Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special Events, Family Programs, Therapeutic Recreation Programs, Volunteer Services, Golf Programs and Services, and Aquatics." "Develop each core program to the highest level possible that will provide residents with a quality experience that will last a lifetime." i 1.2 .3 .2 STRATEG I ES • Determine core recreation services and programs • Phase out non-core recreation services • Develop a four season approach to park programming 4 34 Five-Year Parks and Recreation Master Plan 2013-2017 Table 6: Objecti ve 2.2 -Planned Capital Improvement and Major Maintenance Proj ects OBJECTIVE 2.2: PLANNED CAPITAL IMPROVEMENT AND MAJOR MAINTENANCE PROJECTS OBJECTIVE Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility planning process•. ACTIONS ADDISON OAKS A. Conference Center Drive: Eliminate either the western or eastern one-way drives and provide two-way traffic on driveway; include drive lighting in design (CIP 974 and 976)(CIP FY2013) B. Play lot and beach (CIP) C. Buhl Lake Boathouse: Replace boathouse, including necessary site improvements, rental, office and restrooms (CIP 601) (CIP FY2013) D. 2 yurts E. Campground Pull-Through Sites : Construct pull -through sites in camping section A that utilize existing campsites with the construction of a new gravel road (CIP) (CIP FY2013) F. Dog Park : Install necessary si te improvements, including fencing and gates for new dog park, year round parking and camp er access (CIP) (CIP FY2013) G. Campground Recreation Pavilion: Construct new 60X80 recreation pavi lion with storage to replace existing tent (CIP 604) (CIP FY2013) H. Campground Asphalt Trail (CIP 1221) I. Water Feature (CIP 1099) e Please note the following: PERFORMANCE INDICATORS Performance metrics are under development TRACKING METRICS All projects are scheduled for completion by the end of FY2017 • Re ferences to REO MP refer to the Red Oaks Park Vision and Facility Concepts 2013-2022 (Draft) (OCPRC, 2012). • References to REO MP refer to the Waterford Oaks Park Vision and Facility Concepts 2013-2022 (OCPRC, 2012). • References to CIP/MM refer to the Capital Improvements and Major Maintenance 15-Year Forecast and Management Plan (OCPRC, 2012). Project numbers (when available) have been included in the CIP/MM reference. • References to CIP/MM FY2013 refer to those projects that have been identified internally as priorities for plann ing or implementation in FY2013. Please see the References section for full citations for these documents. Chapter 9: Strategic Action Plan -Page 13 35 Park Master Planning Schedule Updated October 10, 2013 Donna Folland, Project Advisor -fo llan dd @oakgov.com OCPRC Parks and Recreation Master Plan 2013-2017 (March 2013)-Excerpts: Objective 2.1: Park and Facility Planning-Implement park master planning and facility planning to guide the future development and improvements in parks and facilities (Chapter 9, Page 12). Performance Indicators: All parks have completed the Park Master Planning Process and have current Implementation Plans by the end of FY2017. Track% completion on an annual basis (Chapter 9, Page 12). Action 2.1.A: Complete the Park Master Planning Process for a minimum of two parks per year and attain Parks Commission approval for the Park Vision and Facility Concepts document for each park (Chapter 9, Page 12). Schedule 1 : Park Completion or Anticipated Completion Year Addison Oa k s 2014 (ADD); 2015 (ACC) Catalpa Oaks 2008 Glen Oaks 2015 Groveland Oaks 2014 Highland Oaks 2016 Independence Oaks 2015 Lyon Oaks 2015 Orion Oaks 2016 Red Oaks 2013; 2015 (ROG update) Rose Oaks 2016 Springfield Oaks 2014 (SAC); 2015 (SPG) Waterford Oaks 2013 White Lake Oaks 2015 1 Schedul e has b ee n updated since adoption of the Recreation Plan 36 Community Survey for the Oakland County Parks & Recre a tion Commissi o n ., Facilities Participated in Most Often at Oakland Countv Parks and Recreation Facilities. Based on the sum of their top four choices, the facili ties that households patticipate in most often at Oakland County parks and recreation faci l ities are: wa lking, hiking and nature trails ( 42%), picnicking areas and shelters ( 17%), 18 and 9- hole golf courses (16%), and children's playgrounds (14%). ).-Need fo r Recreation Programs. The recreation programs/activities that the highest percentage of households have a need for are: special events/festivals (38%), adult fitness and wellness programs (29%), nature and wi ldlife interpretive programs (25%), and family recreation programs (24%). ~ Most Import ant Recreation Programs. Based on the sum of their top four choices, the recreation programs/activities that households rated as the most impo1tant are: special events/fest ivals (22%), adult fitness and wellness programs (21 %), nature and wildlife interpretive programs (l 3%), and 50+ years active programs (12%). ~ Actions Most Willing to Fund with County Parks and Recreation Tax Dollars. Based on the sum of their top four choices, the actions that respondents are most willing to fund with their County parks and recreation tax dollars are: fix-up/repair older park buildings/shelters/playgrounds (35%), purchase land to preserve ope n space and protect the environment (31 %), purchase land to develop walking a nd hiking trails (27%), and develop new hard surface walking and biking trails that connect to regional trails (22%). ).-Ways Res pondents Learn about Oakland County Programs and Activities. T he most freq uently mentioned ways that respondents learn about Oakland County Parks and Recreation Commission programs and act iv ities are: from friends and neighbors (38%), Oakland County Parks Brochure (36%), newspaper aiticles (35%), and Parks Website (26%). ~ Level of Satisfaction with the Overall Value Received from the Oak land County Parks and Recreation Commission. Fifty-seven percent (57%) of respondents are either very satisfied (29%) or somewhat satisfied (28%) with the overall va lue their household rece ives from the Oakland County Parks and Recreation Conunission. Only 8% of respondents are either somewhat dissatisfied (5%) or very dissat isfied (3%) w ith the Oakland Cou nty Parks and Recreation Commission. In addition, 26% of responden t s rated the Parks and Recreation Commission as '·neutral", and 9% indicated ·'don 't know ... Leisure Vision/ETC Institute (A pril 2010) Il l 37 0-Conference Center Garden I-Conference Center 2-Pump House 3-Mamtcnance Buildmg "-Maintenance Buildmg House S-Conccss1on Bmldmg 6-Beachfront Panlton 7-Lakcvtc\\ Pa' tlton 8-Gazcbo 9-Rcstroom/Showcr Fnc1lit) IO-Pav1hon I I-Playground 12-Rcstroom/Showcr Facility ~ 1480 W. Romeo Rd. Leonard, Ml 48367 Oakland County Parks & Recreation 2800 Watkins Lake Road ~ Waterford, Ml 48328 . ' ..,. i -' ,g, ~. ~'~_j I I -• D ~.~I dJ 27,~~ -....; . _~.r-.~~ ~~ iMl"llorm111JooproY!ded1Wro1thha$betnCO~hm1ecordtdclet05 plats l•~m.~ 1U1Veys #Id ott.r ptdic tK«dt. It snot• ltogtlty fK.Of~ m19 or tu"Y•Y •ncl ~ l\OI ~·~ to be UM!d H Ont, Vkl5 $ttOIAdco"'9Jt the inlormtttOn ICU'CH IMl'lllOl"lld •bo ... ~qu•t.llOM •u•. 0 Legend --AO Buhl Lake Loop Trail Equestrian/Hike/Ski Hike/Bike/Ski Hike/Bike/Ski/Equestrian Mountain Bike Service Drive Shared -Equ/ Bike Shared -Hike/ Bike 487,5 975 ~ 1,950 Feet 38 ... ~........... IOIO:>Dl.,..f•l~,,.,.,., ... j ¥ <:lilt~ 111 i'TI~.NOJ.YO t.t \ Utt-ttLlitZIX'tJ otlltL~t9C'l13NC)Hd C3 1:101J«M~tttn11 ~-::r SD~nos:n.1 NDI S30 ' ~:, i!r i ~-"'.... I L' .L-+---.L.-.+-.,r_....L..._,L__..,µ I i~ J " . I tr_ - -- - --- -J i~ Lmt m ·rnrn~:B'l OVOli OilYIOl! ·1~ oet>I 39 George W. Auch Company General Contractors/Construction Managers 735 S. Paddock Street Pontiac, Michigan 48341 -3241 (248) 334-2000 Fax: 334-3404 www.auchconstruction.com AUCH SINCE 1908 December 9, 2013 Mr. Michael Donnellon Oakland County Parks & Recreation 2800 Watkins Lake Road Waterford, Ml 48328 RE: Oakland County Parks & Recreation Addison Oaks -Conference Center Roof Replacement GWA Project No. 8067 Dear Mr. Donnellon, We have completed a review of the bids received on December 5, 2013 for the above-referenced project and make recommendations for award of contracts, including Alternate No. 2 (Lightning Protection) the low bidders per the attached schedule. The recommendation to move forward with immediately is the Base Bid #1, including Alternate No. 2 (Lightning Protection), a total project budget of Five Hundred Twelve Thousand Forty-Nine ($512,049.00) Dollars. The budget includes subcontractor trades work, site management costs, allowances and contingency. The alternate pricing as broken down on the attached pages Is good for 90 days from the bid due date. If Base Base #2 (Asphalt Shingle Roof Replacement) is included and completed at the same time, the estimated total project budget for the project is Seven Hundred Seventeen Thousand Six Hundred Twenty Three ($717,623.00) Dollars which reflects a total costs savings of $20,567. The budget includes subcontractor trades work, testing, permits, site management costs, allowances and contingency. Note: Proposal 7 .2: Asphalt Roof Replacement (Base Bid #2) -Low bidder, Esko Roofing, made a mistake in their bid , therefore their bid is considered non-responsive and they have requested their bid be withdrawn . (See attached letter) Enclosed are the bid tabulation sheets, a subcontractor recommendation summary, along with a copy of the project bid/budget. If you have any questions, please do not hesitate to contact me . Respectfully, GEORGE W. AUCH COMPANY Danielle R. Nokielski Assistant Project Manager Enclosures CC: Jen Myers, OPCR David Donnellon , Design Resources Jim Munchiando, George W . Auch Co. Over 100 Years of Building Trust 40 O!=!kland County Parks & Recreation Addison Oaks Conference Center Roof Replacement Project BID TABULATION PROPOSALS DUE: Tuesday, December 05, 2013 @ 12:00 p.m. @George W. Auch Company Office Public Opening@ 2:00 p.m. -Oakland County Parks and Recreation Admin. Building Bid Tabulations Proposal 7 .1: Slate Roof Replacement -Base Bid #1 I II I Proposal 7.1 ~ Company City Base Bid #1 Bond CEI Howell $311,350.00 1 x Eska Roofing & Sheet Metal, Shelby Township $298,600.00 1 x Inc. Royal Roofing Co., Inc. Leonard $257,860.00 1 x Schena Roofing & Chesterfield $321,766.00 1 x Sheetmetal Co, Inc. Butcher & Butcher Rochester Hills $305,000.00 1 x ~ Cert. Aff. Of bJI Comments I Check Comp. x x x x x x x x x x 41 BID TABULATION Oakland County Parks & Recreation Addison Oaks Conference Center Roof Replacement Project PROPOSALS DUE: Tuesday, December 05, 2013@ 12:00 p.m. @ George W. Auch Company Office Public Opening @ 2:00 p.m. -Oakland County Parks and Recreation Admin. Building Bid Tabulations Proposal 7.2: Shingle Roof Replacement -Base Bid #2 I ~ I Proposal 7.2 Alternate No. 1 [;:]~~I Company City Base Bid #2 Comb. 7.1 & 7.2 Bond Check Comp. E.O.S. : CEI Howell $241.800.00 $550,380.00 Esko Roofing & Sheet Metal, Shelby Township $81,500.00 $374,000.00 Inc. Royal Roofing Co .. Inc. Leonard $135,800.00 $390,860.00 Schena Roofing & Sheetmetal Chesterfield $204,224.00 $499,690.00 Co, Inc. Butcher & Butcher Rochester Hills $133,000.00 $428,000.00 Comments I 42 Oakland County Parks & Recreation Addison Oaks Conference Center Roof Replacement Project BID TABULATION PROPOSALS DUE: Tuesday, December 05, 2013@ 12:00 p.m. @George W. Auch Company Office Public Opening @ 2:00 p.m. -Oakland County Parks and Recreation Admin. Building I Company II City II J & J Electric, Inc. Warren Metro Electric Romeo Wade's Electrical Washington Contracting Inc. Bid Tabulations Proposal 16.1: Electrical Proposal I Alternate 16.1 No. 2 $47,000.00 $32,080.00 $58,500.00 $38,000.00 $33,808.00 $34,980.00 [;:][;:J~ Bond Check 1 x 1 x x Aff. Of c::I:::J Comp. E.O.S. Comments x x x x x x 43 Addison Oaks • Conference Center Roof Replacement Oakland County Parks & Recreation PROPOSALS RECEIVED: Thursday, December 5, 2013 at 12:00 Noon Subcontractor Recommendation Specification Add. Bid RecommendaUon Section Noted DIVISON7 Proposal 7.1: SLATE ROOF REPLACEMENT , (BASE BID 11) • ORGINAL ROOF Subcontract for Building Construction Royal Roofing Company Division 1: General Requirements 2445 Br"""1 Road Specification Section 06100 Rough Carpentry Orlon, Ml 46359 Specificatton Section 07100 Ice & Water Shield Phone: (248) 276-7883 Specification Section 07310 Synthetic Slate Shingles Fax: (248) 276-9170 Specillcatlon Section 07500 EPDM Membrane Roofing Contact: Tm Frisch Specification Section 07610 Copper Flashings Email: tfrisch@royal.roofing.oom Specl!lcatlon Secuon 07900 Joint Sealers Specmcaaon Section 10100 Copper & Alumlnum Gutters DIVISION 7 Proposal 7.2: SHINGLE ROOF REPLACEMENT Subcontract for Building Constructkwi 1 (BASE BIO #2) • ASPHALT ROOF Division 1: General Requirements Royal Roofing Company Specification Section 06100 Rough Carpentry 2445 Brown Road Specification Section 07100 Ice & Weter Shield Orion, Ml 46359 Specification SecUon 07310 Synlhottc Slate Shingles Phone: (248) 276-7863 Speclfic16on Section 07500 EPDM Mombrene Roofing Fax: (248) 276-9170 Specification Section 07610 Copper FlashinOs Conlact Tim Frisch Speciliealion Section 07820 Flbergloss Shlngles Emaff: tfrisch@roy1l-rooring.com Specification Section 07900 Joint Sealers Specirlc:alton Section 10100 Copper & Aluminum Gutters DIVISION16 Proposal 16.1: Electrtcal Subcontract f0< Building Comt1uc1lon 1 Wade's Elec:trlcol ContracUng, Inc. Division 1: General Requirements 60880V•n Oyl<e Specification Section 024119 Selective Oemotition Washinglon, Ml 4809' SpecillcaHons on Drawings Phone: (588) 877-2019 Fax: (586) 677 ... 2018 Contact: R. Wade Wllioms Email: wadeselectricco@aotcom Total of Subcontractor Recommendation: Page 1of1 Base Bid Altem1tes Contract Award Amount R~commendetion $ 257,880.00 s 257,860.00 ACCEPTED Altomate No. 1 $ 135.800.00 s 390,880.00 (Combine ease Bid #1 & NOT ACCEPTED Base Bid #2) NOT ACCEPTED Altom1te No. 2 s 33,808.00 s 34,980.00 s 68,788.00 ACCEPTED (Lightnlllil Protection) ACCEPTED $ 326,648.00 44 CONFIDENTIAL AUCH Over o Ccnh;·v o~ 3u!ld~~{i Trust 7.1: Slate Roof Replacement 16.1: Electrical Scaffolding Allowance OAKLAND COUNTY PARK RECREATION ADDISON OAKS -CONFERENCE CENTER ROOF REPLACEMENT PROJECT BID/BUDGET SUMMARY Base Bid Alternate No. 2 I $ 257,860.00 s -$ 33,808.00 s 34,980.00 $ 43,000.00 Landscape Restoration Allowance $ 10,000.00 Stucco Repair Allowance $ 5,000.00 $ 349,668.00 $ 34,980.00 Testing $ Permits $ -General Conditions $ 55,842.00 $ -Contingency s 40,551.00 s 3,498.00 CM Fee s 17,842.44 $ 1,539.12 OCP $ 760.00 GL $ 2,323.32 $ 200.09 Perfonnance Bond $ 4.460.61 $ 384.78 Recommendation $ 257,860.00 $ 68,788.00 $ 43,000.00 s 10,000.00 $ 5,000.00 $ $ 384,648.00 $ $ $ 55,842.00 $ 44,049.00 $ 19,381.56 $ 760.00 $ 2,523.40 $ 4,845.39 TOTALS $ 471,447.37 $ 40,601.99 1$ 512,049 II llRECOMMENDATION $ 512,0491] 45 Esko Roofing & Sheet Metal, Inc. 14000 Simone Shelby Township, Michigan. 48315 586,532, 1950 Office 586,532,1973 Fax December 5111 2013 Re: Incomplete Proposal Dear: Danielle Nokielski I am writing to you today in regards to the Addison Oaks Conference Center Roofing Bid today. We unfortunately need to request withdrawal of our proposal due to the fact that I missed the Synthetic Slate portion of the Base Bid#2 Proposal 7.2 My misunde rstanding of the scope & requirements of the project deems our proposal incomplete. This error was directly my fault and l sincerely apologize for any confusion thi s may have caused. I feel terrible that I did not fulfill the bidding requirements and have let down our company. Pease accept our apologizes for the error on our part. Thank you for your understanding. If you need to discuss this fwther with me, please give me a call at the office or on my cell 810-499-5435 Respectfully, Jeff Updyke Vice President 46 FRANK REWOLD AND SON, INC. Confldentlal Name: --~-- Job#: ·-· - ------Code Description -· 1002 Safetv 1004 Field Office -1006 Profecl Phone/fax Lines foor -Pro~~l Fa?Cf~~e!_e~- 1008 Temp Power/Energy Costs ·~ -. 1009 Temp Water 1010 Photographs 1011 Eauloment Rental 1012 Overtime ---rofJ -Tami> Roads --·-1014 Snow Removal ·---1017 Po-rfa John 1018 ·Office Furniture 1019 Cell Phone 1020 Computer & Printer ·1021 Exoediting 1040 Builder's Risk 1041 General Liability Insurance 1200 Printing 1201 Public Notification ---:r210 Barricades - 12'15 Job Stan 1250 Winter Protection 1260' femo Fencina · 131,-0 Temp Heat 1350 TempJ.'r.~eclion &-Pjrt~lons _ 1380 Cra_ne & Hoisting . 1400 Clean Up 1405 Dust Control 1410 Final Clean 1460 Dumosters - ·· 1540 Security Arc~ile£!!!ral D~~ig_n f~es 1650 -··-. 1660 Engl_n~erlng Design Fees 1700 Bonds/Perm lts/lnsoect 1750 TestinQ 1760 Soils & Geotechnlcal 1765 Asbestos -Hazard Consultant f 775 Stake Site 1800 Suoerintendenl 1801 General SuperinteiicTent ··-- 1815 Proieci Enafneer - .. _ ~-·-1825 Prolect Estimator Accounting.. --LEED Administration 1830 -1850 Project Man~ger _ Add? -TO TA C F:\DATABASE\FORMSIBIDMAST 4 GEN&SPEC Ellis Barn 2 -'---· Lift and Structural Improvements -I - 3Months ,__. -- -Total--- 300 300 -· .. Not Requjr~~---·-o -·-··--Not Required 0 ·--·-· .. -~.Q.! -~~quired_ --------0 Owner 0 ---Owner 0 Included 0 --. -Sub Trades 0 ----... TBD 0 ... NoTReaulred .. 0 .. -·-·· --!'lot Requir~~ ___ 0 350 -350 -·--· Not Reciulred 0 --···· ... ------1000 1,000 included -... ----0 .. Included 0 .. 9wner -0 ----· 1500 1,500 Included 0 ···-Not Required ----0 ----· 0 --···-····-· Not reauired 0 --.. ------·· TBD 0 Not reauired --· 0 Yao -0 --TBD ----0 Not reguired -· ci ·--2000 -2,000 Included 0 -· ----Included 0 750 750 -·-Owner 0 .. ----·---.. -Owner 0 --.. g~ne r . -···-0 --· ·---TBD 0 Owner 0 -... Owner 0 Owner -·o ·-Not required - -·-·-· 0 35000 480 Hrs 35,000 1500 1,500 -. ' -1800 30 Hrs 1,800 -----Included 0 --1000 25 Hrs 1,000 --.. -----~ TBD 0 --4200 60 Hrs 4,200 --· 0 - 49400 49400 Page 1 12111/2013 1 O:QO AM 47 JlJ1l\\ Frank Rewold and Son, I nc. .Ari.I\. C<nsbuctkn Mll\lilO( • 0-r.>l C<lOOoclor Job Name : ---. Job No: Bulldlng S_F: >--· ---Cost per. SF: t-- --Descrlp!ion - General Conditions Demo -I-- Sho re & Pin Remove Pavers & Install Poured Pit Wa lls · .. Concrete flatwork Ra_mp_ and Pit ----···-· I Excavation §.t!uctural Steel · ---~~n Lry For Lift ... ... ~q_q Columns, Famiry_g I Reclaimed Wood Vlnear, Plywood Tlm_ber Patchi ng _ -__ Double Joist Framlna Door Installation - ... - - --- Sub Tra~!' ~rs J\,dams ·-3 -FRS 3 Shade·s 2 Shades 2 Shades --2 .. - ·--FRS 2 Gen Oaks 3 -Landrv 3 ·-Landry Landry Land ~ -Landry Landry ;:>tr!lcturel Carpentry ·Landry 3 -Timber... Shore & Pi n Landrv --Floor Joist Floor Beams Landrv ·--Columns · & Roof Beams Ginc!_ry EXterior Barn Restoration Landrv 3 =-Si~i ng & Tilm Landrv ·-()~vall Shafts Huron 3 Hw Metal Drs & Hdwe Laforce 1 ----.. Painting _Repair Only Al; ton 2 painting Doors Al;ton 2 Misc. S(!eclalties Elevator .. ·svmmetry_ 1 Electrica l Summ it 3 - Addendum 1 Structural --~ .. - Allowances -- . -Items 1/2/3 -Concrete-Allowance . -- Tuck Pointin1iAilow~nce ---- Interior Conditions -· -Add~d Exterior Fo2t~ge Adds -Barn Pa in_ted . If Required - ··-· Coniingency -Construction -Contlnae~cy -Owner .. - -'--- .. ~~b·Total -----~· ---- ()verhead • Percentage 3.2% .. -TOTAL F:IDATABASEIFORMSIBIDMAST 4 Page1 ~ 12/10/2013 Hard Bid ---- Lift --- 21 ,700 5,275 ,2,250 3 ,750 9,87~ 2,650 I--- 5,120 3,725 ---53,120 · - - ···- --- - --- 1-- 14,950 uH5 1,925 1,180 Owner ... 22,900 6,380 ----- --- .. _ ____ .. - - -17,600 .. 176 ,610 - 5,6.51 182 261 333 E3$1 $9C-On(JSL •~er, Ml 4!!307 (2'3)Ml·72•1 •I'~ (:248)~1 ~17• w1111.~~r1<tenold.oom Ellls Barn 2 I Lift an~ Structur!'l lmprovemen.1 .. ·- Structural Total ·- 27,700 • 49,400 lnclu-ded 5,278 lnclude.d ·--2,253 Not reaui re d -'------3 ,752 9 ,872 -2,652 .. 6 5,122 3 ,728 .. 53,113 ... _ __Q_ - .. -···-· •... 145,408 145,411 0 0 - 27,180 _ _Q_ 27,18~ -14 ,953 ~16 1,927 1,182 0 --22,901 21 980 28,363 -,___Q_ 5,000 5,_000 0 5,000 5,000 5,000 5,000 5,000 5,000 ...... -1,500 ~ 7,500 .. 7,500 TBD ____Q_ 0 ,_ 0 --25,100 42,700 0 . . -- 0 276,368 452,97~ ··-·- 8,?44 1 _1,~~~ 285,212 467,473 12/1 1/2013 5:3 1 PM 48 0-AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & R:ECREA TION COMMISSION AGENDA JANUARY 15 , 2014 AGENDA ITEM No. 10 c .... 2 FACILITIES MAINTENANCE & DEVELOPMENT To : Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Michael J . Donnellon, Jr., Chief of Park Facilities Maintenance & Development; Jennifer Myers , ArchitecUProject Manager Submitted : December 11, 2013 Subject: CONSTRUCTION -Springfield Oaks - (1) Ellis Barn -Phase II : Vertical Platform Lift (VPL) (2) Ellis Barn -Phase Ill : Structural Restoration PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to attached relevant pages) a) 1.2.2 Recreation Facilities Vision 1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages . (Strategic Plan 2008 Summary Report, Page 3) b) 1.2.2 .1 Recreation Facilities Goal 1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the community to want to live , work, and play in Oakland County. (Strategic Plan 2008 Summary Report, Page 4) 2. Five-Year Recreational Master Plan 2013-2017 (Refer to attached relevant pages) a) Objective 2.2 : Planned Capital Improvement and Major Maintenance Projects 1. Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital projecUmajor maintenance forecasts and pursuant to the results of the facility planning process . (Recreation Plan 2013-2017, Chapter 9 : Page 13) b) Action 2 .2.VVV: Ellis Barn fire supp res sion (Chapter 9; Page 16). 3. Park vision and facility concepts a) Scheduled for completion in FY2014 1. Refer to Master Planning schedule from Oakland County Parks & Recreation -Planning 4 . Capital/Maintenance Management Plan (FY2013 & 2014) a) Initial Budget History: Fiscal Structural Fire Ellis Barn Improvements Notes Year Repairs Suppression Phase I Phase II Phase Ill Code VPL Structural Requirements Restoration Original code ana lysis identified this preliminary $200,000 $300 ,000 scope. Structural repa irs and 2006 Budgeted Budgeted for improvements were forecasted for FY2016 FY2016 as a maintenance project. Fire suppression was forecasted as a capital project. $200,000 $300 ,000 Actual expenditure in FY2013 2013 Budgeted Budgeted for $211 ,861 .85 including design and for FY2016 FY2016 construction fees . $150 ,000 $245,000 2014 Complete Budgeted Budgeted for FY2019 for FY2014 49 Page 3 - 1. Budget Increase FY2014: a. Ellis Barn improvements have been identified but not budgeted over the past four fiscal years • Improvements had been postponed for the short-term until late 2012 when the local authority having jurisdiction (AHJ) indicated that non-compliance was no longer acceptable - • Up until that point, the specific scope of necessary changes had been initially identified, however not fully confirmed. b) FY2014 Budget 1. The Ellis Barn improvements are currently being considered in three phases: a. Phase 1: Code Requirements • Scope: fire separation and stair enclosure • Completed: June, 2013 • Total expenditures: $211,861.85 • Total FY2013 budget: $0 • Commission approved Phase I budget; $251 ,599.00 • Variance: $39, 737.15 savings b. Phase II: VPL • Scope: meet accessibility code requirements with a VPL • Proposed completion: April, 2014 • Conceptual budget: $120,000 c. Phase Ill: Structural Restoration • Scope: meet structural code requirements via reinforcing • Proposed completion: April, 2014 • Conceptual budget: $170,000 5. 2006 ADA Assessment Report a) This project was not assessed in 2006 because it was under construction PROJECT OVERVIEW 1. Ellis Barn -Phases I, II and Ill: a) Design & Construction Purpose : 1. Phase I: Code requirements dictate a need for fire detection and separation a. This phase has been completed and approved by the AHJ as of June 2013 2. Upon completion of Phase I, the AHJ granted a temporary certificate of occupancy, which has expired. In order to be granted a permanent certificate of occupancy, the Ellis Barn must meet accessibility and structural code requirements, as outlined below. 3. Phase II: Accessibility requirements dictate a need for barrier-free travel between the two floors of the Ellis Barn . Potential solutions include : a. Postpone and apply to receive a 60 month temporary exception from the state of Michigan . The application for the temporary exception has been submitted . b. Provide accessibility with a ramp; this option is not feasible as over 120 linear feet of ramp runs, plus landings, would be required c. Provide accessibility with an elevator or lift system. This options was thoroughly investigated and a VPL system has been designed , as it is the least costly and most sensitive to the existing structure (refer to attachment) 4. Phase Ill: Structural code requirements dictate extensive reinforcement throughout the building a. Reinforce all 320 joists b. Shim walls to create bearing conditions c. Add 4 columns d. Repair existing structural members b) Design & Construction Considerations: 1. Maintain the historic aesthetics of the barn 2. Compliance with the existing grant requirements 50 Page 4 -- c) Design Program Elements: 1. Phase I: approved and completed 2 . Phase II: a . A 60 month accessibility exception is being processed by the state of Michigan b. A VPL has been designed : • Location: in existing first-floor stall and second-floor granary • Size : approximately 6' x 6' shaft , 3' x 5' platform • 2-hour fire rate enclosure 3. Phase Ill : a. Reinforce each joist b. Shim walls to create bearing conditions c. Add columns d. Repair existing structural members 2. Design/Engineering Consultants & Construction Managers a) Prime design consultants - JFR Architects , Berbiglia Associates b) Construction manager -Frank Rewold and Sons (FRS) 3 . Previous discussions/agenda dates a) Included in budget review process pending project since FY2006 b) Construction approval , Phase I -May 2013 c) Executive officer's report , Phases II & Ill -December, 2013 4 . Funding considerations a) Not applicable 5. Project Timeline: a) Con struction bidding & procurement November 2013 b) Con struction award January 2014 c) Construction start January 2014 1. An event is scheduled at the Ellis Barn in May 2014 d) Construction end April 2014 e) Ellis Barn opening May 2014 6 . Fiscal Considerations: a) Revenue : 1. Based on requ es ts received by staff, feedback from recent guests and the indu stry trend s toward ru stic and Do-It-Yourself (DIY) wedding s, staff expects the Ellis Barn to be a popular rental for Oakland County Park s. Staff has received more than 100 requests to use the barn in the past year, with no marketing or adverti sing completed to date. a . Staff has re commended a rate of $2 ,000 for an 8 hour rental (plu s 3 additional hours for set-up for 11 hours tot al). This will allow, for example, set-up at 1 :00 p.m., a ceremony at 4 p.m., reception 5-11 p.m. and clean-up from 11-12). Additional hours (i.e . rehearsal , additional set-up , etc.) will be ch arged at $100 /hour. Ba sed on alternative providers and the lack of amenities at the Ellis Barn (portable restroom s only , no tables/chairs provided , $2,000 is a comparable market rat e. Rate s may be ra ised or lowered in future years depending on market conditions , rental frequ ency and if improved facilities are provided. b. Alternative providers were reviewed before setting a rental rate . They include: • Lazy J . Ranch in Milford : $2 ,500 for 4 hours (includes tables/chairs) • Emerson Barn in Troy: $450 for ceremony only • Misty Farms in Ann Arbor: $5 ,500 (includes all amenities and attendants) • T ollgate Farm ($425 for 5 hours -the revenue mostly comes from a percentage of food service) • Heavenly Scent Barn in Fenton : $1 ,500 for ceremony only, $395/hour for reception • VanHoosen Barn in Rochester: $200/hour (our 11 hour scenario would be $2 ,200) c . Without heat , the Ellis Barn is an acceptable venue for rentals mostly in the months of May -October. There are 24 weekends in this timeframe , and staff has estimated projected revenues based on 30 weekend rental s. If the barn is rented for 30 eve nt s during the season , estimated revenues are $60 ,000 . 51 Page 5 -- d. The barn will be rented "as is" with no tables, chairs or other amenities provided by OCPR. This allows OCPR to keep the cost of the rental relatively lo w, with expenses mainly for clean-up , contract management, and staffing during events (which could be accomplished with part-time staff). Staff will continue to determine the true/full cost of service for this type of rental at Springfield Oaks and make recommendations to adjust staffing and rental fees accordingly. e. Note that OCPR will not see significant rentals in 2014 , as the majority of those booking weddings and large banquets for 2014 have already done so. However, with a targeted marketing push for the barn in 2014, staff expects to see a large number of rentals beginning in 2015. b) Anticipated Annual Depreciation (beginning in FY2015): 1. Ellis Barn Phases I, II & Ill, 15 years by fiscal rule, a. $761, 708 / 15 years = $50 , 780 b. Cu rrent fiscal depreciation rate: $40 ,000. c) Life-cycle of facility : 1. Ell is Barn Phases I, II & Ill 50 years d) Cost Recovery Goals -Ellis Barn Phases II & Ill 1. Service Category Goal -Rentals /Exclusive Use falls into Tier 5 on the cost recovery pyramid . This indicates that a rental /exclusive use is mostly an individual benefit, and therefore has a high cost recovery goal (150 % for the tier overall). This is a service that should be revenue posit iv e and should not be subsidized with taxpayer funding . 2 . Customer Service -Increased Revenue Generation 3 . Estimated cost recovery : a. Total OCPRC investment for the Ellis Barn : $1,212,978 (not including grants and other funding) • $761 ,708 Phases I, II & Ill • $346 ,000 Grant match • $105 ,270 Previous expenses b. Estimated annual expenses : $34 ,260 • $24 ,260 Annual life-cycle costs • $10 ,000 Annual maintenance costs (estimated) c . Estimated revenue : $60 ,000 • See part 6a , above d. Estimated cost recovery : 175% 7. Market Analysis: a) Prime Service Area (Zip Code Data) 1. As this is a service not yet offered at Springfield Oaks staff doesn 't have zip code data associated with barn rental at the park . However, the target market for the Ellis Barn for weddings and special events is all of southeast Michigan . b) Current/Potential Patrons 1. See above . c) Direct/Indirect Competition 1. There are two similar barns within Oakland County: the Tollgate Center in Novi and the Lazy J . Ranch in Milford , both of which are more than 10 miles from the Ellis Barn. Both of these facilities book up to 18 months in advance and often turn people away, indicating that there is market demand for this type of special event venue within the county. d) Cu rrent/Potential Programs & Services 1. Weddings 2 . Private parties/fundra isers 3 . Antique & Craft shows 4 . Conferences/workshops 5. Trade shows 52 Page 6 - PROCUREMENT INFORMATION 1. Bid documents were released by FRS on November 25, 2013 that included the following: a) Base Bid 1 -Phase II $182 ,261 1. Install VPL b} Base Bid 2 -Phase Ill 1. Structural Restoration 2. Total construction costs: 3. Bidding information: a) Non -mandatory pre-bid meeting : 1. Number of vendors in attendance : 2. Trades represented : b) Bid opening : 1. Number of vendors who bid : c) Number of invited vendors: 4. Cost breakdown : $285,212 $467,473 December 3, 2013 11 4 December 10 , 2013 23 38 - a) The total to construct both phases is estimated at $467,473. This represents an additional required investme nt from the conceptual budgets as the conceptual budgets were not based on the full scope of work, as the VPL system had not been decided , and the structural analysis had not been completed. ATTACHMENTS 1. Attachment A -Strategic Plan (relevant pages) 2. Attachment B -Strategic Plan (relevant pages) 3. Attachment C -Master Planning Schedule 4. Attachment D -Park Map 5. Attachment E -Structural Modifications Report (relevant pages) 6. Attachment F -VPL Information 7. Attachment G -Elevator Report 8. Attachment H -Construction Recommendation STAFF RECOMMENDATION Recommend awarding FRS a construction contract to include base bids 1 & 2 for the Springfield Oaks Ellis Barn Phases II and Ill; contingent upon not receiving a barrier free exception from the state of Michigan. Total project costs are $549,846.50 as follows : Item Cost Notes Construction $467,4 73.00 Base bids 1 & 2 Design $32,880.00 Annual con tracts Structural testing $17,015 .00 Annual contracts Site olan review costs $6 ,295.00 Sub-total $523,662.50 5% Continqencv $26,184.00 Total $549,846.50 53 Page 7 -- MOTION Move to award Frank Rewold and Sons a construction contract to include base bids 1 & 2 for the Springfield Oaks Ellis Barn Phases II and Ill ; contingent upon not receiving a barrier free exception from the State of Michigan . Total project costs are $549 ,846.50 as follows: Item Cost Construction $467,473.00 Desiqn $32 ,880.00 Structural testinq $17,015.00 Site plan review costs $6,295.00 Sub-total $523,662 .50 5% Continoencv $26 ,184 .00 Total $549,846.50 54 Park s and Recreat ion Stra t egic Plan I i.2.1 LAND "Acquire, improve and maintain quality parks that support the community's values for the preservation of natural areas and open spaces, equity of access, and the natural heritage of Oakland County." i··· .. ······-···························"'············· .. ··········· ........................................................................................ , ................................................................................................ ,, __ , ......................... . j 1.2 .1.1 GOAL "Acquire, maintain and improve park land for active and passive recreation to provide a variety of park experiences and to meet a land acreage goal of 800 acres in the next ten years, contingent upon full funding." ........................................................ ., ........................................................................ , ................... . ~ 1.2 .1 .2 STRATEG I ES • Establish a dedicated funding source for land acquisition • Implement a land acquisition strategy that recognizes the value of parkland in urban areas, including the southeast quadrant of Oakland County, while also acquiring park lands in other areas of the county in a strategic manner that complements other local government agencies' efforts • Work with the Oakland County Trails Advisory Council, as well as county departments, sta te and local agencies, community leaders and non-profit organizations to complete and promote the Oak Routes Trail Network in Oakland County • Develop and ma intain quality park trails that provide a variety of trail experiences and connect into the larger, countywide Oak Routes Trail Network • Create and implement system wide natural r esource management program • Update county park master plans where appropriate to meet the active and passive recreation needs of residents and to achieve the outcomes desired for each park in the system • Coordinate with local land conservancies and recreational partners to acquire or lease land to meet the park land acreage goals • Establish w etland mitigation opportunities in cooperation with developers, land conservancies, CVT's, state and county agencies • Determine the economic value of park natural resources • Establish levels of park maintenance and upgrades that meet the needs of park guests in a fiscally responsible manner • Work closely with government agencies and recreational providers to create a balance of park types across the County that provide residents with a variety of park experiences and promote equity of access • Establish design standards and principles to maximize efficiency and productivity RECREAT I ON FAC I L ITIES "Develop and ma i ntain year roun d recreation facilities that support passive and active recreation pursu its for peopl e of all ages." pros : con su lti()g 55 OAKLAND Oakland County Park s and Recreation Commission COUNTY PARKS ~~~~~~~~~~~~~~~~~~~- "Upgrade existing recreation facilities and ad d additional r ecreatio n facilities and amenities that energize the community to want to li ve, work, and play i n Oakland County." • Develop an asset management plan for infrastructure maintenance and improvements based on updating a minimum of 4-5% of the system annually • Develop a revenue and operational management strategy for decreased participation for all facilities and programs • Develop a business plan for every current and future park, golf course, or attraction in the system • Remove unproductive facilities and resources • Establish a data management system to enable staff to facilitate decision making on recreation programs and services to create a lifelong customer • Develop a marketing strategy to maximize the use of facilities, programs, and services that enhance the awareness, use and revenue • Define the future role of the nature centers • Analyze all facility management contracts/leases through effective costing assessment, capital improvements required and measurable outcomes to maximize revenue return • Establish a Partnership Policy that enhances relationships with schools; cities, villages, and townships; private, non-profit organizations; and other government agencies • Develop a trail plan for each park that provides a combination of trail types • Establish an ADA compliance plan for parks and golf courses • Enhance all facility rentals and reservations to create higher levels of use and value to users I 1 .2 .3 RE CRE ATION PRO GRA M S AND SER VI CES "Our vision is to develop the following core recreation services in the most productive and efficient manner. These include the following; Natural Resource Education and Interpretive Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special Events, Family Programs, Therapeutic Recreation Programs, Vo lunteer Services, Golf Programs and Services, and Aquatics." ~ 1.2.3 .1 GOAL "Develop each core program to the highest level possible that will provide resident s with a quality experience that will last a lifetime." ........................................................................................ ··--···· ···-··-·· ........................... ---................................................................................................................ .. 1.2.3 .2 STRATEG I ES • Determine core recreation services and programs • Phase out non -c ore recreation services • Develop a four season approach to park programming 4 56 Five -Yea r Parks an d Recreation Master Plan 2013 -2017 Table 6: Objective 2.2 -Planned Capital Improvement and Major Maintenance Projects OBJECTIVE 2.2: PLANNED CAPITAL IMPROVEMENT AND MAJOR MAINTENANCE PROJECTS Implement capital improvement and major maintenance projects t hat have been identified in t he park master p lanning process or in capital p r oject/major maintenance forecasts and pursuant to the results of the facility planning p rocess•. ACTIONS ADDISON OAKS A. Conference Center Drive: Elim inate ei ther the west ern or eastern one-way drives an d provide two-way traffic on driveway; incl ude drive lighting in design (CIP 974 and 976)(CI P FY 2013) B. Play lot and beach (CIP) C. Buhl Lake Boathouse: Rep lace boathouse, including necessary site improvements, rental, office and restroo ms (CIP 601) (CIP FY2013) D. 2 yurts E. Campgroun d Pull-Through Sites: Cons truct pull -through sites in camping section A that utilize existing campsites with the constru ction of a new gravel road (CIP) (CIP FY2013) F. Dog Park: In stall necessary si te improvements, including fencing an d gates for new dog park, year round parking and cam p er access (CIP) (CIP FY2013) G. Campground Recreation Pa vi lion: Construct new 60X80 recreatio n pavi lion with storage to replace existing tent (C IP 604) (CIP FY2013) H. Campground AsphaltTrail (CIP 12 21 ) I. Water Featu re (CIP 1099 ) • Please note the following: PERFORMANCE INDICATORS Perfo r mance metrics are under development TRACKING METRICS All projects are scheduled for completion by the end of FY2017 • References to REO MP refer to the Red Oaks Park Vision and Facility Concepts 2013-2022 (Draft) (O CPRC, 2012). • References to REO MP r efer to the Waterford Oaks Park Vision and Facility Concepts 2013-2022 (O CP RC, 2012). • References to CIP/MM refer to the Capital Improvements and M ajor Maintenance 15-Year Forecast and Management Plan (OCPRC, 2012). Project numb ers (when available) have b een incl uded in the CI P/MM reference. • References to CIP/MM FY2013 r efer to those projects that have been ident ified internally as priorities for planning or implementation in FY2013. Plea se see t he Refe r ences section for f ull citations for these documents. Chapter 9: Strategic Action Plan -Page 13 57 ACTIONS Ill. Dog Park Pavili o n/Shade Structure: Installation of 2-3 pre-manufactured picn ic table shade structures in each dog area (CIP)(REO MP) (CIP FY2013) JJ J . Golf Course Pavilion (CI P) KKK. Golf Course Ent rance Sign (CIP) (CIP FY2013) LLL. Golf Course Storm Water Reclamation : De sign and cons truction of the conceptual design to util ize existing stormwater from the GWK to fill sediment ponds (CIP) (CIP FY2013) MMM. Golf Course/Waterpark Walking /Biking Trai l (CIP 1108) (CIP FY2013) NNN . Waterpark Berm Security Sy stem : Installation of a security system beh i n d and along the top of the existing berm behind the Wave pool an d Fl ume sli de, due to security and operational issues (C IP)(REO MP) (CIP FY2013) 000. Waterpark Entrance Shade Structure (CIP) PPP . Waterpark Restroom River Pumphou se (CIP 1230)(REO MP) QQQ. Wash Water Recycling (G I Grant Project) (MM FY2013) RRR. Wate rp ark Shade Structure Replacem ent (MM FY2013) ROSE OAKS SSS . Trail Development Phase II (CIP/MM) SPRINGFIELD OAKS TTT. Bl eacher Replacements: Replacement of the exi sting 30+ year o ld main event bleachers due to safety and accessibility (CIP) (CI P FY2013) VVV . Elli s Barn Fire Suppre ss ion (CIP) XXX. Restroom/Shower Replacement: Design and replacement of t he (2) existing 30+ year old portable r estroo m shower faci lities for the event campground (CIP) (CIP FY2013) YYY . Golf Course Clubhouse Deck: I nsta llation of a 50- person deck structure w ith access from the clu bhouse (CIP) (CIP FY2013) ZZZ. Staff/Volunteer Parking Lot (CIP/MM) AAAA . Fishing Po nd/ Storm Water System Renovation (MM FY2013) BBBB . Water Tower Inspections and Fall Protection (MM FY2013) CCCC. Davisburg Dam Improvements (MM FY 2013) ODDO. Irrigation System De sig n (MM FY2013) WATERFORD OAKS Page 16 Five -Year Parks and Recreation Master Pl an 2013-2017 TRACKING METRICS All projects are scheduled for completion by the end of FY2017 All projects are scheduled for completion by the end of FY2017 All projects are sch eduled for completion by t he end of FY2017 58 Park Master Planning Schedule Updated August 19, 2013 Donna Folland, Project Advisor -fo ll andd@oakgov .com OCPRC Parks and Recreation Master Plan 2013-2017 (March 2013)-Excerpts: Objective 2.1: Park and Facility Planning -Implement park master planning and facility planning to guide the future development and improvements in parks and facilities (Chapter 9, Page 12). Performance Indicators: All parks have completed the Park Master Planning Process and have current Implementation Plans by the end of FY2017 . Track% completion on an annual basis (Chapter 9, Page 12). Action 2.1.A: Complete the Park Master Planning Process for a minimum of two parks per year and attain Parks Commission approval for the Park Vision and Facility Concepts document for each park (Chapter 9, Page 12). Schedule: PARK ANTICIPATED COMPLETION Addison Oaks 2014 (ADD); 2015 (ACC) Catalpa Oaks 2008 Glen Oaks 2015 Groveland Oaks 2014 Highland Oaks 2016 Independence Oaks 2016 Lyon Oaks 2015 Orion Oaks 2017 Red Oaks 2013; 2015 (update to RDG) 2015 White Lake Oaks 2015 59 • l Springfield Oaks County Park 12451 Andersonville Rd. Davisburg, Ml 48350 Oakland County Parks & Recreation 2800 Watkins Lake Road ~ Waterford, Ml 48328 Mapcreatedon t013MJB ........-...·~-;;,' ~¥'~ ... I I _ ',-l,"'-~I-. ....,_: 1_-,... ..-;~-~ ~-~ .. "The 11lounationpvvldedhettwlthM1bMncofl"'f"kd ll'om ttCOl'Otcldttdl pltil1. tU""pt: surveys and othtr pldc: t~<tt. II "not• "9~ 19'COI'~ m.J1 or Mnt'f ind i. nae ink~ lo be uwd 1tS one. Usen ~ corid lhl inlotm«Jon touren m.nboned -.Ow Mton quntion.. ariw: Springfield Oaks 0-Activity Center I-Poultry Barn 2-Miracle of Birth Barn 3-Rabbit Barn 4-Activities Pavilion 5-Livestock Barn 6-0aks Barn 7-Elhs Barn 8-4H Horse Barn 9-Maintenance Building JO-Building E I I-Community Sc"'1ce Garden Greenhouse 12-Golf Course Clubhouse 400 800 1 1.600 Feet 60 •• (.fli',Sl ll T tJG ENGINEERS Springfield Oaks County Park -Ellis Barn -ONCE Project No. 8248 Figure 3 View of Floor Framing . showing approximated fram ing sizes and joist span directions COLU MN OR BEARING <> 0 <> <)( WAll0 0 ------------~------L ---m-+--------·-· --0 B 9 C B 9 8 (J ~'. 8 (I"/ (I : 8 c c ---~--,-~---~----a>----=-1 .~--~----~·-·-·c-· ·---3---~-----;;--£-_:.._~----\ ~/ --0 ·-0 e a c _ _ _ \r c c ,.. l_j I I a> Ill al ./·\ ·--,_______ i ·-0 Table 1: Mark A B c F igure 4 th < 9'-2 " < 12'-0" < 14'-0 " . Recommendation Add 3"x8 " joists (to match existing) between existin 'oists to reduce s acin to 12" o.c. max. Add 6 "x8 " joists between existing joists , to reduce s acin to 12" o .c. max. View of Floor Framing , showing analysis conclusions (joists) Page 33 of 55 61 •• Cli l,'.,l li T t411 ENG INEERS Springfield Oaks County Park -Ellis Barn -ONCE Project No . 8248 COLUMN OR BE AR ING WALL ABOVE ~. ' .~ .. ~, .~. ' .~ ~ ----r --------------1--------1·-·-· -·-·r·-·-:·----~----·r --~ ml ~ ~ DIE mi m < ! m m ~1 i i i m i i i ! . . I • A A A ' B B ' BIC i A i A ' ~ ··-r--·-----------1-------t ·----·-sic ·--r --·"""1~-----r-~ m I < < <I < ! < ml "' ! I I I I W CD I I A I A I A I ~ I I I I I t :J I -~~-~-;--~-~--~--j ---·--<t ----~i --·---·4 ·-·1 •-·t~t --~-+ -0 l I A I A i A I i g;~ : I I i j i A ~ im m < < <' <1 <• m1 .~ . , I I : : I ----~-l!_ ___ _!. _____ ~--j ----L·-·+---e---~---!l-._·+-...!!._: ___ !!_ _ _:_ __ ~-+--0 i i i i i i I I I I I I Table 2 : Mark Result A Beam has adequate capacity B Wall present below beam , shim or grout to create bearing wall condition c Add column (and foundations as needed) within existing non-bearing walls D Add knee braces at each end at existing columns E Reinforce existing beam Figure 9 Floor Framing Plan. showing analysis conclusions (beams) Page 37 of 55 62 S\_/mmetn./ Vertical Platform Lift Model VPC-SL _ Vertical Platform Conve4ance-Shaftwa4 Lift Residential and Commercial Application symmeTRV Na ti ona l Reach . I oca l Serv ice . ADI th AmERICA' ----NA B ;\ 1 \ \.] BBB -. 111111111 , ~111111111!1 r IJl'h~v.1 I or .1 om 63 Convenient access to all levels Wh ether it's commerc i al or residential use. outdoor s or i n doors. S11mmetn1 vertical pl atform lif ts eli m inate the barrier that sta ir s can cause fo r peop l e w i th limit ed mobi l it\j. A cost -effective so lu tion. plat form li f ts create co nvenient acce ss w ithout com promising arc h itectural chara cter. A 18. 1 code-compl iant and d esigne d for ease of ins t allati on . Standard Features • 750 # capac1tl/ • Speed . 10 FPM wi th a 1 HP. 115V motor • Lif t ing heigh t. up to 168" • Stee l constructed w it h electrostatic. powder-coated fin is h • On-boa rd diagnost i cs • Con stan t pre ssure up /down con trol switch in stalled on the platform • Constant pressu re . elevato r-st l/le. hall call con t rol stations provided at ea ch lan ding Optional Features • 230V motor • Remote mounted con tr oller • ADA phone for both in door and outdoor models • EmergenC11 lig hts • Ke4 sw itch to loc k pla tform and la nding contro l s • Stationar4 Ramp • Batter\/ Ba ck -up Safet\I Features • Nonskid platform surface (black) • Obstru ction safet4 panel under pla tform (whe n not ins talled within a runwa4 en closure) • Alarm and emergenc4 sto p switch • Grab ra il • Land ing in terlocks keep doo r locked when the lift 1s on another f loor The informat ion c ontained on this chart Is Intended for la11out design on l11 and should not be used f or constructi on . Please contact t h e local representative fo r a job speci f ic dr awing . VPC Drive Options • Screw Drive • Screw Dri ve with batter4 back-up • H11draulic Dri ve Strnl~ht through confl~urntlon Plat form Platform Fin is he d Finish ed Wid th Length Hois twa11 /Plt Hois twa11 /Pi t Widt h Length 36 " 48" 5 ] 112" 49 112 " 36" 54 " 5] 1/2" 5 51 12" 36 " 60 " 51 1/2" 61 112 " 4 2" 60" 57 112" 61 112" 90° Fxlt confl~urnt Ion 42" 6 0 " 5 5 1 1 ~" 63 112 " f nler /f xii same sldP confl')uraflon 36 " 54 " 51112" 57 1/2" 36 " 60 " 51 112" 63 1/2" 4 2 " 60" 57 112 " 5 3 112 .. Fool print l .:>4oul • Upper f inal li mi t Platform Si zes • 35· W x 48 " D • 35· W x 54· D r • 36" W x 60 " D 42" W x 60" D Enter /Exit Configurations • Straight through • goo • Enter I Exit same side Vertical Platform Li f t Gate I Door Options • 42" lower pl atform ga te • 42" upper landing gate* • 80 " l anding ga te • Non-fire-rated red oak door** • Fi re-rated ste el door *Available with optiona l acr4lic in se rt **Also available in ot her wood choices. bl/ re ques t S11 mmetrl/ platform lifts come with a two-11e ar limited parts warran t4 on the ba sic unit. including all el ec trica l and drive component s. Pit w;dlh and l<'n~l h include ronrnng cleat wes If equipment \L,'1 11 be ins ta led m a p1I. re coml'Tlf:'nded p1I depth IS 3" "' 3 ,£ c ;;; ::;: Enclosure Color Options Straight Through Shaffwa4 Application Shown 0 Ivon/ Q standard White optional • ~jt~~~ Gre\I optional Full se l ection of RAL colors availab l e ¢ symmeTRY I I •I d I I I 11 I 877 .375 .1428 I s11mmet r 11ele v ato r.co m 304.08/l l 64 Oakland Co Parks and Recreation Ellis Barn Barrier Free Access THA #13-030H2A13 -190 July 15, 2013 Barrier Free Access -Elevators, LULA's, Vertical Platform Lifts, and CPL's: Most everyone is familiar with a standard elevator. They have power operated bi-parting doors with emergency features so that they don't close on you, illuminated buttons, braille, illuminated lights that say what floor it is on, emergency alarm buttons, and bells that ding when the elevator arrives. We don't think about them in everyday use, but all the features are there to assist the able user and the disabled user. Elevators are available in many size, the smallest being around 2100 pound capacity units. A cab of this size is around 5'-8" x 4'-3", not big enough to move furniture but large enough for a couple occupants or a wheelchair user and a companion. Units do require a 4' deep pit but all other equipment can be above ground and many units no longer even require a machine room. These are high quality durable units. Regular inspections and maintenance is required. Annual cost for maintenance may be around $1500.00 a year. The cost of the equipment and installation for one of these small units is about $50,000 not including the cost of construction of the elevator shaft. LULA's (Limited Use Limited Accessibility Devices) are much like elevators only smaller. Cab size is 5'-0" x 3' -6", and have a capacity of 1400 pounds . Their speed is much slower, only around 30 fpm, compared to an elevator at 125 fpm. Units require a machine room depending on manufacturer. They have power operated doors, and can be sliding or swinging style. Their controls are fully automatic and buttons are simplified. Model's include interior gates (or doors) as well which are available in various styles . lnteriorfinishes of the cab are similar to what you would see in an elevator. Pits are still required but the depth is now reduced, and range from 36" to 16" depending on manufacturer. The cost of the LULA is about $40,000 and does not include the cost of con struction of the elevator shaft. Again, inspections and maintenance are required. (Cost approximately $500.00 per year). 1 65 Vertical Platform Lifts (VPL's) are the smallest and most lightweight of the elevating devices. A shaftway can be built or it can come with its own shaft walls provided by the manufacturer constructed of metal or metal and glass. They are typically rated for about 750 pounds and travel at a rate of 10-17 fpm depending on the type of motor selected. They require a minimal pit (or ramp) of 3". As the unit I : ......... moves up and down the shaft, the occupants are able to see the shaft walls sliding past in front of them, but occupants are protected by photo-eye that will stop the lift should they attempt to touch the shaft. Controls are simplified and operation of the unit requires constant pressure on the button to move the unit up or down. If the occupant releases the button the unit will stop. Some units do not require power operation of the doors or gates, these units are provided with traditional swinging doors. Cost of these units ranges from $20,000 -25,000. The cost of a site -built shaft would be additional cost but allows the unit to better fit in with the surroundings. Annual inspections and maintenance are required. (Cost approximately $250.00 per year). Some manufacturers offer a hybrid type of VPL that provides a little more of the look and feel of a LULA but without all of the automatic controls. These units offer a full height cab which is open at the doorway and on top (depending on manufacturer). These units utilize the Constant Pressure (CPL) control button. They are priced between the LULA and the VPL. Annual inspections and maintenance are required. (Cost approximately $250.00 per year). As with all manufactured products there are variations from one manufacturer to another, differenet options as well as phyisical appearance. The final visual impact of your elevator will be a critical combination of choice of unit, installation type, factory shaft or site built shaft, and selection of finishes. Hoistways/Shaftway construction for a two story unit will vary depending on construction materials and finish materials selected. A two story stud and drywall shaft for a LULA or VPL may require a budget allowance of around $10,000 including a standard demolition condition for the opening. Elevators requiring pits would require a budget of around $15,000. If a unit is selected that requires a machine room, a budget allowance of $20,000 should be established. Two Story Options for Barrier Free Access: Elevator 125 26'+ y 48" LULA 30 25' N 12"-36" Shaft Cab 2100+ Site Built Yes 1400 Site Built Yes 2 $50k $40k Annual Maintenance & Inspections $1500 $500 66 Factory VPL 10-17 14' N 3"-8" 750 or Site No $20-$25k $250 Built I Factory I Hybrid 10-30 14 -25' N 3"-36" 750 or Site Yes $30-$35k $250 Built I Z:\Projects\Oakland JFR Ellis\Elevator report.docx 3 67 J.1Jill\ Frank Rewold and Son, Inc. ~ COOStru:lbl M11\lQ'Y • Geolral ~ Job Name: ---. Job No: ---.. Bulldlng SF: ,._ ---co .. rSf, --· . . . -----· - Description General .Co.!1d 1tlons Demo Shore & Pin- Remove Pavers & Install - Poured Pit Walls --~~ Flatwork Ramp and Pit .. .. Excavation Structural Stee l --·· 12/10/2013 ~H-ard~ Lift ---- 21,700 Adams 3 5,275 FRS 3 _ 2.2$o 'Shades 2 3,750 6K . 2 ........ 9,870 ----Shades 2 2.~~ ·-·· FRS 2 5,120 Gen Oaks 3 3,725 Landry 3 53,120 ~~forlift Wood Columns, Fam ing · l.an-~ry Included ··- included · Reclaimed Wood Vlnear, Landry _____flyw()od Timber P.atchinQ Landry lnctu~ Dou~t1:1 Joist Framing i.~ndry_ Included - Door Installation .. Landry Included · s!ruc~l!ral carpentry --Included .. Landry 3 Tim~er ... Shore & Pin Landry -- ---Floor Joist Floor Beams .. iand~ ----·· ·· --Columns & Roof Beams Landry Exterior Barn Restoration [~l'!d.ry 3 ---Siding & Trim Landry ~atl~hafts -Huron 3 14,950 Hw Metal Ors & Hdwe --Laforce -· 3 1,815 f"~int!ng Repa ir Only .. 2 1,925 Alton Pain ting Doors Alton ~'"~ Mi~c . Specialties r 22,900 Elevator S~r:nmetry Electrical Summit 6,380 Addendu-m 1 structural -·--. Allowances Items 112i3 - --Concrete Allowance --- -Tu.ck Pointing ~tlowance ---Interior Conditions --Added Exterio!Jootage Adds -.. ~ainted if Reguired ----- -· Contingency -Co_nstructlon -·· Contlngen_~Y ·Owner _ --17,!)00 . .. .. ---.. Sub-Total . 176,610 -- Overhead -~ercenta9e 3.2% 5.6~1 TOTAL 182,261 F:\OATABASE\fORl.I SIBIDMAST4 Page1 3.13 f.l~ ~SI. • AXhQ$1 .. , Ml 48307 (248)661 ·7242 • Fruc (248)tQ1·M74 w1111.•1Y1<Je110YJ.~ Ellls Barn 2 I Lift and Structural lmprovemen ""~'"''' .1. - - Total 27,700 49,400 Included 5,278 --·-Included 2,250 Not regulred 3,i5o 9,870 ;---2,650 0 . .. -5,120 .. .. 2,725 ,__ .. ---63,1 20 ·- - - -- .. 145,408 . 145,408 Included 0 Included 0 Included o· 27,180 27, 180 _,_ Included 14 ,950 --1,815 1.927 --· 1,180 ·- f1,980 22,900 28,360 0 ·-· 5,000 5,000 -·cr -5,000 5,000 5,000 5,QOO 5:000" 5,000 1,500 1,500 7,500 1;500 TBD 0 -· ·-0 0 - ·-25,100 42,700 0 0 --276,366 452,978 s. .. 8~4 . 14,4115 285 212 467,473 12/13/2013 8:22 AM 68 FRANK REWOLD AND SON, INC. Confidential Name: --· Job#: -·· --· ·--· Code Description . - 1002 Safety 1004 Field Office 1006 Profoct Phone/Fax Lines f 001 Pro)~.Qt F?lf!q'!~~- 1008 Tem~ Power/Energ~ Costs 1009 Temp Water 1010 Photographs -·-- 1011 Equipment Re_ntal 1012 Overtime 1013·-Temp Roads -·- 1014 Snow Removal --------- 1017 Porta John -101s Office Furniture 1019 Cell Phone 1020 computer & Printer "1621 Expediting 1040 Builder's Risk 1041 G en-erar Ltebilitv Insurance 1200 Printina 1201 Public Notification 1210 -Barricades - 1215 Job Sign 1250 Winter Proteciion 1250· Temp Fencing '1360 Temp Heat -- 1350 Tern Protection &-Partilfons 1380 Crane &'HoiStlng ---- -14(fo Clean-Up 1405 Dust Control 1410 Final Clean 1460 Dumpsters 1540 . Securitv 1650 .. ·- - -·---- ···-- -- ·- - -·- ----.... ·- ·-. .. - -- ·-----Arch[~~~a)._(:)e~g_n f ~~s ·--- 1660 Engl_!leering Design Fees 1700 Bonds/Permits/inspect 1750 Testing . 1760 Soils & Geotechnical 1765 As-bestos • Hazard Consultant ... -1775 Stake Site --1800 Superintendent 1801 Generaisuperlntencfent Proiect Engineer 1815 --··~ .. 1825 Project Estimator Accounlin<i ... ·· - 1 830 LEED Administration -1850 Prolect Men!!ger Add7 --· TOTAL - F :\DATABASE\FORMS\BIDMAST4 GEN&SPEC Ellis Barn 2 L ~!ft a~d Structural Improvements -- ... 3 Months Total-- 300 300 ---· Not Requ!~~--. -·a --.. -·--Not Reauired 0 .. J:l.Q.! .R~quired .. 0 Owner 0 -Owner 0 Included ·-0 . Sub Trades 0 .. -. ---· ---· TBD 0 --· Noi Required --- ---·· 0 !'lot Requir~d ___ 0 ·-· '350 350 ·-.. Not ReQulred 0 ·-1000 1,ooci -··-.. -··--Included 0 -Included 0 -Owner 0 ---· 1500 --1,500 Included 0 ·-Not Requir~~ 0 ---------0 ···-· Not required 0 TBD .. .. ·---0 Nof requlred .. --·-·--o TBD 0 -- TBD 0 Not req-uired ·-6 .. --·-2000 2 000 - Included 0 . ---Included 0 -· ·150 --- 750 owner 0 ___ ...... Owner 0 -· Owner 0 ----·-·····-TBD -----o Owner 0 Owner 0 Owner -··o Not reQuired ·-0 35000 480 Hrs 35 ,000 -·-1500 --1,500 -.. -.. .. 1800 30 Hrs 1,800 ·-· --Included 0 1000 25 Hrs -- 1,000 -· -----~··----=--TBD 0 4200 60 Hrs 4,20Q --- 0 49400 - 49400 Page 1 12f1112013 10:QO AM 69 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: A. Demo A Frank Revvold and Son, Inc. Sl•l.f:,,.1~Jll Company Base Bid Alternates Adams $ 5,275 DKI 9,800 Blue Star 7,900 I I Apparent Low Bidder: I Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments --------------Bids Recorded By: -------------Witnessed By:----------------F:\OAT ABASEUOSS\9729\Bidslbidforms 70 A Frank Rewold Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: 8. Pavers Company I Base Bid Shades of Green 1$ 6,400 Albaugh Masonry 7,160 --I Apparent Low Bidder: Bids Recorded By: ------------F :IOA T ABASE\JOBS\9729\Bios\bidforms and Son, Inc.. ::••H".-)l•)JH Alternates I Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments Remove, fix concrete, install Remove, fix concrete, install ··--·-' -----·--··---~----------Witnessed By:----------------71 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: C. Foundation A Frank RewC>ICI and Son,. Inc.. SJ,.-z..,...1lf Company Base Bid I Alternates 6K $ 9,870 Albaugh 35,870 I ---I Apparent Low Bidder: Bids Recorded By: ------------Witnessed By: F;\OA T ABASE\JOBS\9729\SloS\bi<tlomis I I Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments Foundations, concrete ----Excavation, foundations, concrete ·-·----------------~ 72 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: 0. Steel A Frank Revvold and Son, Inc.. :;.,~,.'J!>J#I Company I Base Bid Alternates Gen Oaks $ 3,725 Campbell Shaw 4,ooo I Casadei 11.e50 I I -Apparent Low Bidder: Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments ---·~·-·--···-----·---Bids Recorded By: -------------Witnessed By:----------------F:IDA T Al3ASE\JOBS\9729'.8idsll:11dforms 73 Bid Pack No.: 1 A Frank Revvold and Son, Inc:.. ,..;1•..:.-'J:>!"1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: E. Carpentry Company Base Bid Alternates Landry $ 225,708 Huron 229,000 Hudson 238,685 I I l Apparent Low Bidder: lift Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments ---Structural improvement ·-Exterior restoration ------·-·-----·-·---Bids Recorded By: ------------Witnessed By:----------------F:IOATABASE\JOBS\9729\Bidslbidforms 74 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: F. Drywall/Metal A Frank Rewok:I .and Son. Inc. ~o:J-.c;;7~71f Company Base Bid Alternates Landry I $ 16,800 Pontiac Ceilings 15,732 Hudson 14,950 -Apparent Low Bidder: Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments ---·-· ----··---------···--------------'----·--··---------· Bids Recorded By: -------------Witnessed By:----------------F:\OATABASE\.JOBS\9729\Bido\bidfcrms 75 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn A Frank Rewold and Son. Inc.. .~NL, 1'>'1; Bid Category/Description: G. Hollow Metal Doors & Hardware Company Base Bid I Alternates LaForce $ 1,8151 Landry 2,100 Huron 2,180 i Apparent Low Bidder: • Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments --------. --Bids Recorded By: ------------Witnessed By:----------------l':IDATABASEUOBS\9729\Bidslbidfon= 76 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: H. Paint A Frank Rewold and Son. Inc.. iAJ,.<""'lfl1R Company Base Bid Alternates Auburn $ 13,975 Alton 3,105 -Apparent Low Bidder: Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments ·--·--·--------Bids Recorded By: ------------Witnessed By:----------------F:IDATABASE\JOBS\9729\Sids\bidfonns 77 ---------------------------------------------------------------------···· Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: I. Lift A Frank ReWOld and Son, 1nc.. .·~.u'"' 1!'1'1.¥ Company Base Bid Alternates Symmetry $ 22,900 (Single Source) I ---Apparent Low Bidder: Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Comments ------·--··---------Bids Recorded By: ------------Witnessed By:----------------F':\DATABASE\JOSS\9729\Bids\bidfonns 78 Bid Pack No.: 1 Project: Oakland County Parks & Rec Ellis Barn Bid Category/Description: J. Electric A Frank Rewold and Son,. Inc.. SJ11Cf" 7~Uf Bids Due: 12-10-13 Bids Opened: 12-10-13 Category Budget: Company I Base Bid Alternates Comments Summit $ 28,360 Lift: $6,380/Structural: $21,880 ·-Design & Quality 33,400 -J&B 39,200 I --·--·-I I -----Apparent Low Bidder: Bids Recorded By: Witnessed By:----------------F:IDAT ABASE\JOSS\9729\Sids\bidforms 79 @AKLANDCQLJNTYPARKS Find u; on fciceliook comloLpdrk; .f OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15TH 2014 AGENDA ITEM No. 10 c .... 3 FACILITIES MAINTENANCE & DEVELOPMENT To : Chairman Fisher and Commission Members From : Daniel J . Stencil , Executive Officer; Michael J . Donnellon , Jr., Chief of Park Facilities Maintenance & Deve lopment; Zach Crane , Landscape Architect/Project Manager Submitted : January 9, 2014 Subject: CONSTRUCTION APPROVAL -Red Oaks -MNRTF Connector Trail (Grant Funded) PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to attached relevant pages) a) 1.2.2 Recreation Facilities Vision 1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages. (Strategic Plan 2008 Summary Report, Page 3) b) 1.2.2.1 Recreation Facilities Goal 1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the community to want to live, work , and play i n Oakland County. (Strategic Plan 2008 Summary Report, Page 4 ) c) Chapter 2.1 -Community Input Find ings 1. 2.1.2 Value Most About Park and Recreation Services -There is also a lot of interest in developing trails that build connectivity throughout the county , especially in partnership with other municipalities. (Strategic Plan 2008 Summary Report, Page 8) d) 2.1.6 Recreation Facility I Amenity Needs -New park amenity needs include: Adding additional trails in parks for walking and biking 2. Five-Year Recreation Master Plan 2013-2017 (Refer to attached relevant pages) a) Objective 2.2 : Planned Capital Improvement and Major Maintenance Projects 1. Implement capital imp rovement and major maintenance projects that have been identified in the park master planning process or in cap ital project/major maintenance forecasts and pursuant to the results of the facility planning process . (Recreation Plan 2013-2017, Chapter 9: Page 13) 3. Park vision and facility concepts a) Park Trails and Non-Motorized Acces s Facility Concept -The Park Trails and Non -Motorized Access vision focuses on enhancing connectivity, where fea sible and justified by need , to both local and proposed regional trail an d pathway networks. This in clude s coordination , where applicable to Red Oaks , with the City of Madison Heights as they complete their ci tywide pathways plan . The Red Oaks facility concept for tra ils and non- motorized access is supported by the Re cre ation Plan 's action plan for trail planning and development. (Red Oaks Park Vision and Facility Concepts 2013-2017, Page 12) 80 4. Capital/Maintenance Management Plan (FY2013 & 2014) a) I T I B d t H' t nr 1a u 1qe 1s orv: MNRTF Walking, Notes Fiscal Year Grant Match Bike Trail Identified Identified FY2007 FY2007 Walking/Bike Trails project was included in budget review process as an Active or 2008 $100,000 Pending Project since FY2008 for asphalt trail to be used in conjunction with a future grant and collaborative opportunity for trail development with the City of Madison Heights. 2009 $100,000 As part of the 2010 MNRTF Development Grant award, an additional $214,000 was 2010 $214,000 $100,000 earmarked for the connector trail project to install a 600 LF raised boardwalk, since the City of Madison Heights did not have the funds to assist with the project. 2011 $214,000 $100,000 2012 $214,000 $100,000 2013 $214,000 $100,000 b) FY2014 Budget 1. RWP -Boardwalks, Docks and Overlooks $214,000.00 a. 60% 2010 Michigan Natural Resource Trust Fund Grant (MN RTF), 40% OCPRC Funded 2. RWP-Walking, Bike Trails $100,000.00 a. Not part of grant funds PROJECT OVERVIEW 1. Trail Connector Purpose (Need): a) Design & Construction Purpose: 1. Phase four of the MNRTF Grant project for Boardwalks , Docks and Overlooks, that included Rose , Highland and Lyon Oaks County Park. 2. Provide pedestrian access connection between 13 Mile Rd and Dequindre Road . 3. Provide pedestrian connection between the Red Oaks Dog Park and Water Park Facilities with the Red Oaks Nature Center and Golf Course. b) Design & Construction Considerations : 1. Allow year-long pedestrian access through waterpark and dog park facilities without interrupting or intruding upon those facility operations. 2. Connect into existing portion of trail at Red Oaks Dog Park to complete connection to Dequindre Rd . 3. Allow the use of waterpark overflow parking at the Dog Park to continue. 4. Scope Change : • Initial project budget was based on a scope of work that included 600 LF 8' wide boardwalk over the existing ditch. • The current project budget is based on a scope of work that includes 1466 LF 8' wide asphalt pathway with 660 LF of retaining wall. • Due to the location of the trail directly under and parallel with the 32,400 Volt International Transmission Company (ITC) electrical lines, a raised platform is not permissible. c) Design Program Elements : 1. New Asphalt walk; 1466 LF 8'W trail 2. 4 Pedestrian Access Gates 3. Trail Signage d) Site Improvements: a. 1151 LF of Chain Link Fencing b. 660 LF of Ornamental Fencing c . 660 LF of Retaining Wall d. Earthwork/Grading e. Landscaping/Restoration 81 2. Design/Engineering Consultants & Construction Managers a) Prime Design Consultants -Giffels-Webster Engineers b) Construction Manager-George W. Auch Company 3. Previous discussions/agenda dates a) Included in Budget Review Process as an Active or Pending Project since FY2008 b) Grant Agreement Approval Date: August 3, 2011 c) EOR Update -October 2nd 2013 d) Conceptual Approval -November y!h 2013 1. Conceptual Approval Amount: $480 ,868.00 4. Funding considerations a) Phase 4 of the awarded a 2010 MNRTF Development Grant for trails at Rose , Highland and Lyon Oaks County Parks, in the amount of $700,000. The Red Oaks trail was earmarked for $214,000 of this amount. 5. Project Timeline : a) Construction Bidding & Procurement November/December 2013 b) Commission Approval Construction Contract January 15, 2014 c) Construction Start March 2014 d) Construction End May 17, 2014 1. Completion before season opening of Red Oaks Waterpark. 2. The MNRTF Grant Agreement expires May 31 51 , 2014 . 6. Fiscal Considerations : a) Revenue: 1 . No revenue increase is expected at this time . b) Expenditures: 1. No additional staffing required at this time. 2 . Estimated yearly maintenance costs -Not available at this time . c) Anticipated Annual Depreciation (beginning in FY2015): 1. Asphalt Trail (15 years): $32,058 d) Life cycle of Facility: 1. A s phalt Trail 20-25 years e) Cost Recovery Goals -Trails 1 . Service Category Goal To be Determined 7. Market Analysis: a) Prime Service Area (Zip Code Data) 1. Refer to Attached Map b) Current/Potential Patrons 1. Existing Facility -Not applicable for this project c) Direct/Indirect Competition 1. Existing Facility -Not applicable for this project d) Current/Potential Programs & Services 1. Existing Facility with existing programs and services PROCUREMENT INFORMATION -CONSTRUCTION 1. Bid documents were released by George W. Auch on November 12, 2013 that included the following: a) Base Bid: $353,056.87 1 . Complete installation of asphalt path including site clearing and earthwork, fencing , retaining wall and landscaping . b) Alternate 1 $21,947.01 1. Re-configuration of cul-de-sac for Parking 2. This alternate was identified prior to release of bids as an option for consideration to maintain the existing number of parking spaces within the parking lot. c) Voluntary Alternate ($15, 153.88) 1. Accepting substitute for specified retaining wall system 82 2 . Total Construction Costs: 3. Bidding information : a) Pre-bid meeting: b) Bid opening: 1. Number of vendors who bid: 4. Breakdown of Costs: $359,850.00 November 19, 2013 December 3, 2013 3-6 vendors per trade (See attached Bid Tabulation) a. Upon review of the base bid and alternate, the total Red Oaks -MNRTF Connector Trail cost is $359,850.00 including contingency, general conditions, CM Fee, bonds and insurances. Please refer to GWA's project bid/budget summary. ATTACHMENTS 1. Attachment A -Strategic Plan (Relevant Pages) 2. Attachment B -Five Year Recreation Master Plan (Relevant Pages) 3. Attachment C -Park Vision and Facility Concepts 2013-2017 (Relevant Pages) 4 . Attachment D -Park Master Planning Schedule 5. Attachment E -(Park Map) 6. Attachment F -(Site Plan) 7. Attachment G -(Existing Photos) 8. Attachment H -(Zip Code Map) 9. Attachment I -Construction Recommendation/Bid Summary STAFF RECOMMENDATION Recommend awarding George W. Auch Company a construction contract to include base bid and alternate #1. Total project costs are as follows: Item Cost Notes Construction $359,850.00 Base Bid & Alternate #1 Desion/Eno i nee ri nq $32 ,272.00 Annual Contracts Operational Siqnaoe Allowance $5,000 .00 Annual Contracts Total $397,122.00 MOTION Move to award a contract to George W. Auch Company in the amount of $359.850 .00 for Base Bid and Alternate #1. Total requested project costs of $397 , 122.00 are as follows : Item Cost Construction $359,850.00 Desiqn/Enoineerina $32,272.00 Operational Sionaoe Allowance $5,000.00 Total $397' 122.00 83 Parks and Recreat ion St r ategic Plan I 1.2 .1 LAN D "Acquire, improve and maintain quality parks that support the community's values for the preservation of natural areas and open spaces, equity of access, and the natural heritage of Oakland County." f .,. ...................................... _ .................................... , ........................................................................................................................................................................................................... .. ! 1.2 .1 .1 GOAL "Acquire, maintain and improve park land for active and passive recreation to provide a variety of park experiences and to meet a land acreage goal of 800 acres in the next ten years, contingent upon full funding." ............................................................... ~ 1 .2 .1.2 STRATEG I ES • Establish a dedicated funding source for land acquisition • Implement a land acquisition strategy that recognizes the value of parkland in urban areas, including the southeast quadrant of Oakland County, while also acquiring park lands in other areas of the county in a strategic manner that complements other local government agencies' efforts • Work with the Oakland County Trails Advisory Council, as well as county departments, state and local agencies, community leaders and non-profit organizations to complete and promote the Oak Routes Trail Network in Oakland County • Develop and maintain quality park trails that provide a variety of trail experiences and connect into the larger, countywide Oak Routes Trail Network • Create and implement system wide natural resource management program • Update county park master plans where appropriate to meet the active and passive recreation needs of residents and to achieve the outcomes desired for each park in the system • Coordinate with local land conservancies and recreational partners to acquire or lease land to meet the park land acreage goals • Establish wetland mitigation opportunities in cooperation with developers, land conservancies, CVT's, state and county agencies • Determine the economic value of park natural resources • Establish levels of park maintenance and upgrades that meet the needs of park guests in a fiscally responsible manner • Work closely with government agencies and recreational providers to create a balance of park types across the County that provide residents with a variety of park experiences and promote equity of access • Establish design standards and principles to maximize efficiency and productivity I 1 .2 .2 RECREATION FAC I LITI ES "Develop and m aintain year round recreation facilities t hat support passive and active rec reation pursuits for peop le o f all ages." 3 pros ,' consult i[Jg 84 ~KLAND Oakland County Parks and Recreation Commission COUNTY PARKS -------------------- i 1.2 .2 .1 GOAL "Upgrade existing recreation facilities and add additional recreation faci lities and amenities that energize the community to want to live, work, and play in Oak land County." i 1.2.2.2 ST RATEGIES • Develop an asset management plan for infrastructure maintenance and improvements based on updat ing a minimum of 4-5% of the system annually • Develop a revenue and operational management strategy for decreased participation for all facilities and programs • Develop a business plan for every current and future park, golf course, or attraction in the system • Remove unproductive facilities and resources • Establish a data management system to enable staff to facilitate dec ision making on recreation programs and services to create a lifelong customer • Develop a marketing strategy to maximize the use of facilities, programs, and services that enhance the awareness, use and revenue • Define the future role of the nature centers • Analyze all facility management contracts/leases through effective costing assessment, capital improvements required and measurable outcomes to maximize revenue return • Establish a Partnership Policy that enhances relationships with schools; cities, villages, and townships; private, non-profit organizations; and other government agencies • Develop a trail plan for each park that provides a combination of trail types • Establish an ADA compliance plan for parks and golf courses • Enhance all facility rentals and reservations to create higher levels of use and valu e to users I i.2.3 RECREAT I ON PROGRAMS AND SERV I CES "Our vision is to develop the following core recreation services in the most productive and efficient manner. These include the following; Natural Resource Education and Interpretive Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special Events, Family Programs, Therapeutic Recreation Programs, Volunteer Services, Go lf Programs and Services, and Aquatics." i 1.2 .3.1 GOAL "Develop each core program to the highest level possible that will provide r esidents with a quality experience that will la st a lifetime." l l.2.3.2 STRATEG I ES • Determine core recreation services and programs • Phase out non -core recreation services • Develop a four season approach to park programming 4 85 Five -Year Parks and Recreation Master Plan 2013-2017 Table 6: Objective 2.2 -Planned Capital Improvement and Major Maintenance Projects OBJECTIVE 2 .2: PLANNED CAPITAL IMPROVEMENT AND MAJOR MAINTENANCE PROJECTS OBJECTIVE Implement capital improvement and major maintenance projects that have been ide ntified in the park master planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility planning process •. ACTIONS ADDISON OAKS A. Conference Center Drive: El iminate either the western or eastern one-way drives and provide two-way traffic on driveway; include drive lighting in design (CIP 974 and 976)(CIP FY2013) B. Play lot and beach (CIP) C. Buhl Lake Boathouse: Replace boathouse, including necessary site improvements, renta l, office and restrooms (CIP 601) (CIP FY2013) D. 2 yurts E. Campground Pull-Through Sites: Construct pull -through sites in camping section A that utilize existing campsites with the construction of a new gravel road (CIP) (CIP FY2013) F. Dog Park : Ins t all neces sary site improvements, includ ing fencing and gates for new dog park, year round parking and camper access (CIP) (CIP FY2013) G. Campground Recreation Pavilion : Construct new 60X80 recreation pavilion with storage to replace existing tent (CIP 604) (CIP FY2013) H. Campground Asphalt Trail (CIP 1221) I. Water Feature (CIP 1099) • Please note the following: PERFORMANCE INDICATORS Performance metrics are under development TRACKING METRICS All projects are scheduled for completion by the end of FY2017 • References to REO MP refer to the Red Ooks Park Vision and Facility Concepts 2013-2022 (Draft) (OCPRC, 2012). • References to REO MP refer to the Waterford Oaks Park Vision and Facility Concepts 2013-2022 (OCPRC, 2012). • References to CIP/MM refer to the Capital Improvements and Major Maintenance 15-Year Fo recast and Management Plan (OCPRC, 2012). Project numbers (when avai lable) have been included in the CIP/MM refere nce. • References to CIP/MM FY2013 refer to those projects that have been identified internally as priorities for planning or implementation in FY2013 . Please see the References section for full citations for these documents. Chapter 9: Strategic Action Plan -Page 13 86 Red Oaks Park Vision and Facility Concepts 2013 -2022 Parks Commission Approval Date: March 6, 2013 Park Trails and Non-Motorized Access Facility Concept Maintaining neighborhood connectivity ha s long been a priority at Red Oaks . The original Golf Course design incorporated a covered walkway, which is still in use and connects the neighborhoods on either side of the Golf Course. A tunnel under the walkway accommodates golf carts. Red Oaks trails and pathways, both existing and proposed, are reflected on Madison Heights' pathways plan. Red Oaks' role in the pathway network is further amplified by its location in a dense urban area with connections to public transit and local businesses . Within Red Oaks, the Golf Course is open to the public in the winter months for cross -country skiing . Perimeter mileage is identified in the Dog Park ind ividua l dog runs for the purpose of walking and running along the inside of the Dog Park fences. The Suarez Friendship Woods (surrounding the Red Oaks Nature Center) contains 1.3 miles of paved trail with gate entrances to the neighborhoods on the east side of the park. Facility Vision The Park Trails and Non-Motorized Access vis ion focuses on enhancing connectivity, where feasible and justified by need, to both local and proposed regional trail and pathway networks. This includes coordination, where applicab le to Red Oaks, with the City of Madison Heights as they comp lete their citywide pathways plan. The Red Oaks facility concept for trails and non -motorized acce ss is supported by the Recreation Plan's action plan for trail planning and development (OCPRC, 2013, pp. 20-21). Facility Development • Evaluate the feasibility of the proposed grant-funded connector trail project on the east side of the park. • Coord inate with Madison He ights as they complete pathway sections on the west side of the Golf Course or on adjacent land west of the Golf Course • Coordinate with Macomb County Planning and Economic Development and the City of Warren to evaluate potential connectivity with Macomb County's Trail Plan • Evaluate the need for improvements to the Suarez Friendship Woods trail system Programming • Continue to collaborate with local communities to participate in walking and running events that incorporate Red Oaks' facilities. • Explore innovative ways to use Red Oaks facilities for walking, running and cross-country skiing Business Strategies • Developing greater connectivity with local and regional pathway networks will increase the accessibility of Red Oaks and will have a positive impact on the attractiveness and value the City of Madis on Heights offers to res idents and businesses Page 12 87 Park Master Planning Schedule Updated October 10, 2013 Donna Folland, Project Advisor -follandd@oakgov.com OCPRC Parks and Recreation Master Plan 2013-2017 (March 2013)-Excerpts: Objective 2.1: Park and Facility Planning -Implement park master planning and facility planning to guide the future development and improvements in parks and facilities (Chapter 9, Page 12). Performance Indicators: All parks have completed the Park Master Planning Process and have current Implementation Plans by the end of FY2017. Track% completion on an annual basis (Chapter 9, Page 12). Action 2.1.A: Complete the Park Master Planning Process for a minimum of two parks per year and attain Parks Commission approval for the Park Vision and Facility Concepts document for each park (Chapter 9, Page 12). Schedule 1 : Park Completion or Anticipated Completion Year Addison Oaks 2014 (ADD}; 2015 (ACC} Catalpa Oaks 2008 Glen Oaks 2015 Groveland Oaks 2014 Highland Oaks 2016 Independence Oaks 2015 Lyon Oaks 2015 Orion Oaks 2016 Red Oaks 2013; 2015 (ROG update} Rose Oaks 2016 Springfield Oaks 2014 (SAC}; 2015 (SPG} Waterford Oaks 2013 White Lake Oaks 2015 1 Schedule has been updated since adoption of the Recreation Plan 88 29600 John R Madison Heights, Ml 48071 Oakland C aunty Parks & Recreation 2800 1/1/atkins Lake Road d" Daniel Stencil 1/1/aterford, Ml 48328 ~Executive Officer ;,_"-" Mop created on 10131/08 , /1 m ·;-~, H-r-1 .__.J.01 . ~~ I '·_J ·~.,...~· 1-fp ;.:' ... ~".t:: "'Thoe ll'llOfr'n<ltlOfl provided l'tereWlltlhas been oc~ ftom re«>Well oe..m.. platl, tax maps 9Urvtysand olMrp\ti1er~d$. It isnol akcjBlfy rK<lf~d maporSt1rnv andl5not Wlltndtd!Gbe used as one. UM111 lholAd consult tl1t !nfomnlion sourcu mentioned 1bo~• Mien quntiom ari"M.0 RED OAKS 0-GolfCourse Club House 1-Waterpark Bath House 2-Waterpark Entrance/Bathhouse 3-Waterpark Pavilion 4-Waterpark Concession Building 5-Mamtenancc Building 6-Wavepool 7-Waterslide Empty Pool 8-Dog Park 9-Soccer Complex Concession Building 10-GolfCan Storage Building I I-Golf Course Maintenance Bmldmg 12-GolfCourse Maintenance 13-Waterpark Lazv River 14-Waterpark Kiddie Pool 89 ; OAKLAND COUNTY PARKS AND RECREATION COMMISSION DEPARTMENT REPRESENTATIVE MR. MICHAEL J. DONNELLON JR. PHONE: (248) 858-4623 RED OAKS NON-MOTORIZED PATH PROJECT SECTION 1, T-01-N, R-11-E CITY OF MADISON HEIGHTS, OAKLAND COUNTY, MICHIGAN I STIMATtOou.umnn I =~:::;fhUJtitEIOlllUFllt{ll((""......,...",.Y ._.._,,._,.,.._L,..,. .......... n•-•~i Hl'XIC)til{OflO'llnlltlriC't lil(lof)y({XIST\*5,,,'/fMIJ(IJf, Mrtlofl'(M,,0¥tJmbl'l.4mC'.. 'ffWl>..J., 1llHC>4 ',111'/T~-O\l\'OOlbPUmtDlll:•llWJWlR ~• ~ .. \"l .... 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E-""'""'"''i~,;Ws ICr.>E~'lde~a 012>1~,M.1-nn fl141)M:~1l """)111""'-•·cer-....... 0e;,_ Ouiiv.,C""11~ S-.i.ool. -S.•A $,1,.; ~-~i.$ ~rt f.(Jl-$11:11.E f:n1---Q.~7;:~~ J ___ I --OAKLAND COUNTY PARKS AND RECREA TtoN COMM!SstON i'IOOWATKr-ISLUEROAO •AAmm::.i:io.uiu~~ 12.ai&St.!,Mi DETAILS RED OAKS t.fON.1-')T~ZE:O Pl\ ~H PROJECT cmo;::w.r.tSOt<HE~TS OA.•l»IOCOl...'IJ'r '""""' S•• l~NOTEO ,_ 7 Preie« 168Jol.4S 96 97 &aine.s Township Argentine Township City of Linden t>cerfleld T-nship Oceola Township Genoa Township City of Brighton Homburg Township Webster Township Mundy T-nshlp Fenton Township City ot 61-ond Blanc 61-and Blanc Vill~of 6oodrich Hadley t>ryden Vil Iago Almont of Almont Township Atlas Township Township Metamora Township Township Township ••••••••••••••••••••••••••••••••••••••••••••• • • Village of • • • • • Holly Township Village of Ortonville 61-oveland Township 8rondon Oxford Township Township !AoftOl'd e Addison Township • • • BNce Township Berlin Township Armada T-nship • City of e Fenton Village Village of Oxford • • • • • • Tyrot1e Township Hortlond T-nship Brighton Township 61-Hn Ook Township Northfield Township • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • of Holly Rose. Township Highland Township Village of Milford Milford T-nship Springfield T-nship White Lako T-nship Cornrne.rce Township Village of Wolverine Lok• City of City of Walled Lake Wixom Village of Lokc Orion Independence Township Clrlon City of Township Village of Clarkston City of Lake City of Angelus Auburn Waterford Township City of SylYon Lok• City of City Keego of Clrchord Harbor Lo kc We.st Bloomfield Township Hills City of Pontiac Bloomfield City of Towns hip Bloomfield Hills City of Oakland Township • • • • • • • City of e Rochester• City of Rochester HiNs City of Troy • • • • • • • • ·-• •· • • • Birrniftghorn Coty of Villogc of Village Clawson • FronkUn Village of Beverly C~ City of of BinghOll\ Hills M e Forml-ton Forms c·ty f City of He . .,. Cityof 'o R IOok • Lyon Ci Hills Lathrup Berkley oyo e tl:ity of Township of ::..i City of Village e 9South ••-. Cty f Southfield % L 1-..¥1 • o C • yon Township Forrnington City of Ctty of Zz 01 e -. Oak Park Ferndale ee ............ -~-f ............................. ';k. Northville Salem Village of Romeo Washington Township Shelby Township Ray Township Macomb Township City of ----, Vtlco City of Sterling Heights City of Warren City of Center Linc Clinton Township ----, City of frose.r City of Roseville City of Township Northville Township Plymouth Township City of Livonia Redford Township City of Highland Pork City of t>ctroit Eastpointe City of Harper Woods QAKLAND COUNTY PARKS • I ~ • ' -' • • Red Oaks Waterpark Sales by Zip Code 2013 Season 1 -44 45 -136 137 -341 r 342 -740 r 741 -2064 9% of 23,555 sales are not represented ... due to inaccurate or incomplete zip code data 10% 21,413 of sales are not represented due to out-of-state zip code data / 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, Ml 248-858-0906 www.OestinationOakland.com 98 George W. Auch Company General Contractors/Construction Managers 735 S. Paddock Street Pontiac, Michigan 48341-3241 (248) 334-2000 Fax: 334-3404 www.auchconstruction .com AUCH SINCE 1908 December 9, 2013 Mr. Michael Donnellon Oakland County Parks & Recreation 2800 Watkins Lake Road Waterford, Ml 48328 RE: Oakland County Parks & Recreation Red Oaks Non-Motorized Path GWA Project No. 8121 Dear Mr. Donnellon, We have completed a review of the bids received on December 3, 2013 for the above-referenced project and make recommendations for award of contracts, including Alternate No. 1 (Re-configuration of cul-da-sac for parking) and voluntary alternates to drive-in chainlink fence line posts in lieu of setting in concrete and to provide Keystone Compac retaining wall units in lieu of Versa-Lock to the low bidders per the attached schedule with the following exceptions: Proposal 2 .5: Retaining Wall - Hi -Tech Landscaping used the wrong material costs to calculate their base bid therefore their bid is considered non-responsive and they have requested their bid proposal be withdrawn. (See attached letter). With the acceptance of the Voluntary Alternate from W .H. Canon to use the Keystone Compac units in lieu of the Versa-Lock, deduct of ($11,250.00), Decra-Scape bid proposal is not being accepted. The estimated total project budget for project is Three Hundred Fifty-Nine Thousand, Eight Hundred and Fifty ($359,850.00) Dollars. The budget includes subcontractor trades work, testing, permits, site management costs, allowances and contingency. (See attached Summary and breakdown.) Enclosed are the bid tabulation sheets, a subcontractor recommendation summary, along with a copy of the project bid/budget. If you have any questions, please do not hesitate to contact me. Respectfully, " GEORGE W. AUCH COMPANY ~~~ Danielle R . Nokielski Assistant Project Manager Enclosures CC: Zach Crane, OPCR Scott Ringler, Giffels-Webster Jim Munchiando, George W. Auch Co . Over 100 Years of Building Tru st 99 Oakland County Parks & Recreation Red Oaks Non-Motorized Path BID TABULATION PROPOSALS DUE: Tuesday, December 03, 2013 @ 12:00 p.m. @George W. Auch Company Office I Public Opening@ 2:00 p.m. -Oakland County Parks and Recreation Office Company II City Future Fence Company Warren American Fence & Supply Warren Company, Inc. Motor City Fence Co. Troy RMD Holding, ltd. Nationwide Construction Chesterfield Group Riteway Fence, Inc. Sterling Heights ~ Bid Tabulations Proposal 2.1: Fencing Proposal I Alternate 2.1 A-1 $39,775.00 $3,575.00 $35,566.00 $3,464.00 $39,827.00 $2,934.00 $33,335.00 $2,400.00 $35,512.25 $3,665.00 Witnessed by: w_--=' x;::-~---:i [;J[;J[;;l~b]b:] Bond Check Comp. E.O.S. Comments 1 x x x 1 x x x 1 x x x 1 x x x 1 x x x 100 Oakland County Parks & Recreation Red Oaks Non-Motorized Path BID TABULATION PROPOSALS DUE: Tuesday, December 03, 2013@ 12:00 p.m. @George W. Auch Company Office Public Opening @ 2:00 p.m. -Oakland County Parks and Recreation Office Bid Tabulations Witn~ );l~ Proposal 2.2: Site Clearing and Earthwork I II II Proposal I Alternate [;:][;J~~ I Company City 2.2 A-1 Bond Check Comp. E.O.S. : Comments : AW Excavating Hadley $35,400.00 $5,500.00 1 x x x Cortis Bros. Trucking & Marine City $68,700.00 $14,500.00 1 x x x Excavating, Inc. Pavex Grosse lie $50,840.00 $5,200.00 1 x x x 101 Oakland County Parks & Recreation Red Oaks Non-Motorized Path BID TABULATION PROPOSALS DUE: Tuesday, December 03, 2013@ 12:00 p.m. @ George W. Auch Company Office Public Opening @ 2:00 p.m. -Oakland County Parks and Recreation Office I Company II City I Asphalt Specialist, Inc. Pontiac Nagle Paving Company Novi Pro-Line Asphalt Washington The T&M Companies Milford Pavex Corporation Grosse lie Bid Tabulations Proposal 2.3: Asphalt Paving Proposal I Combination Alternate 2.3 A-1 2.2 & 2.3 $66,210.00 $107,810.00 $21,510.00 $55,475.00 $11,000.00 $70,300.00 $107,500.00 $18,150.00 $65,422.00 $14,895.00 $59,300.00 $108,000.00 $13,500.00 Witnessed bY,: ~ [;;:J~[::Jr::J Bond Check Comp. E.O.S. Comments 1 x x x 1 x x x 1 x x x Aff. Combined A-1 $23,200 1 x x x 1 x x x 102 Oakland County Parks & Recreation Red Oaks Non-Motorized Path BID TABULATION PROPOSALS DUE: Tuesday, December 03, 2013@ 12:00 p.m. @George W. Auch Company Office Public Opening @ 2:00 p.m. -Oakland County Parks and Recreation Office Bid Tabulations Proposal 2.4: Landscaping Witnessed by: ~ I II II Proposal lc;:J~[;;]C::I:::J Company City 2.4 . Noted Bond Check Comp. E.O.S. Comments Cortis Bros. Trucking & Marine City $25,300.00 1 x x x Excavating, Inc. WH Canon Romulus $17,820.00 1 x x x J.W Christmas & Associates, Milford $19,975.00 1 x x Inc. Chaszar Mastellar Grosse lie $22,691 .00 1 x x Landscape Contractors Ltd. D & B Landscape, Inc. Livonia $18,994.25 1 x x x Hi-Tech Landscaping Brighton $21,900.00 1 x x x 103 Oakland County Parks & Recreation Red Oaks Non-Motorized Path BID TABULATION PROPOSALS DUE: Tuesday, December 03, 2013@ 12:00 p.m. @ George W. Auch Company Office Public Opening @ 2:00 p.m. -Oakland County Parks and Recreation Office Bid Tabulations Witnessed by: f/dd__ i4E:;i~~ Proposal 2.5: Retaining Wall System I ~ II Proposal I Combination [;:J~[;;]~b:JI Company City 2.5 Bond Check Comp. E.O.S. : Comments 2.4 & 2.5 Cortis Bros. Trucking & Marine City $99,300.00 1 x x x Excavating, Inc. WH Canon Romulus $77,625.00 $95,445.00 1 x x x Oecra-Scape Sterling Heights $76,254.00 1 x x x Hi-Tech Landscaping Brighton $53,750.00 $72,900.00 1 x x x D & B Landscape, Inc. Livonia $82,732.20 $102,313.38 1 x x x I 104 Red Oaks Non-Motorl:ted Path Oakland County Parks & Recreation PROPOSALS RECEIVED: Tuesday, December 3, 2013 at 12:00 Noon Subcontractor Recommendation Speclrlcatlon Add. Bid Recommendation Section Noted DIVISIQN2 PropoHI 2.1 Fencing 1 Subcontract tor Buildlng Con.strucllon RMD Holdings dbe Nationwide Construction Divisfon 1: Generel Requirements 53881 Gratiot Specification Section 02010 Fencing Chesterfield, Ml 49051 Phone: (SB8) 749-6900 Fax: (586) 749-6909 Contact. Franco Amicucci Emal: famlcucd@nationwtdacos.com DIVISION2 Proposal 2.2: Site Cle1r1ng & E1rthwork Sub<:ontract for Building Construction 1 A.W. Exca"•ting. Inc. Division 1: General Requirements P.O. Box228 Specification Section 02230 Sito Clearing Hadley, Ml 48«0 Specirlcatjon Section 02310 Site Grading Phone: (248) 84().6117 Speciftcaiton Section 02370 Soil Erosion & Sediment Control Fox: (248) 797-4tln Speciftcatlon Section 02630 Sile Storm Drainage Systems Contact: Din Weisel Emell: awexcavating@yahoo.com DIVISION 2 Propoul 2.3: Asph11t P1Ylng Subcontroct for Building Construction 1 Nagle Paving Dlvi5ion 1: Gonoral Requirements 39525 W. 13 Mile Road Speeilication SecUon 02310 Site Grading Novi, Ml 48377 Specification Section 02710 Aggregoto Baso Concrete Phone: (248) 553-0600 Sp<icificallon Section 02715 Agggregate Material Fax: (248) 553-0689 Specification Section 02740 Hot A•phalt Mix Contact Rob Wilson Specifocatlon Section 02760 Pavement M111dngs Emal: rwtlson@naglaphlng.com Specilicaiton Section 02no Cum & Gultef DIVISION2 Propoul 2.4: l.Alndscaplng ind Subconlrect ror Building Construction 1 Proposer 2.5: Rotolnlng Will Division 1: General Requirements W.H. Canon, Inc. Specifocalion Section 02920 Seeding 36700 NorthliM Road Specification Section 02924 Sodding Romulus, Ml 48174 Specfflcatlon Section 02832 Segmantat Ratalnlng wans Phono: (734) 941-3900 Fax: (734) 941-5609 Cont.act: Edward Ashcraft Total of Subcontractor Recommendation: Page 1or1 BaeeBld Alternates Contract Award Amount Recommendation Altem1te No. 1 s 33,335.00 s 2.400.00 $ 33.935.00 ACCEPTED Volunll!)'. Alt. Drive In line posls in ieu of sotting in concrete tor chainlink re nee s (1,800.00) ACCEPTED Alternate No. 1 s 35,400.00 s 5,500.00 s 40,900.00 Alternate No. 1 s 55,475.00 s 11,000.CO s B8.475.00 Combination Bid Volunt•!)'. Alt. $ 95,445.00 Provide Keystone s 84,195.00 ACCEPTED Compac units in lieu or Versa Lok $ ( 11 ,250.00) s 225,505.00 105 CONFIDENTIAL AUCH Ovc: c C~n~u·y of 8uJ:jic.q Tru:,! OAKLAND COUNTY PARK RECREATION RED OAKS NON-MOTORIZED PATH PROJECT BID/BUDGET SUMMARY Base Bid Alternate No. 1 Voluntary Alt. I Recommendation Contractor 2.1: Fencing $ 33,335.00 s 2,400.00 $ (1,800.00) $ 33,935.oo RMD Holdings 2.2: Site Clearing & Earthwork $ 35,400.00 $ 5,500.00 $ 40,900.00 AW Excavating 2.3: Asphalt Paving $ 55,475.00 s 11,000.00 $ 66,475.00 Nagle Paving 2.4: Landscaping & 2.5 Retaining Wall $ 95,445.00 s $ (11,250.00) $ 84,195.00 WH Canon Soil Boring Allowance $ 5,000.00 $ 5,000.00 Slgnage Allowance $ 2,500.00 $ 2,500.00 Barricading Allowance $ 6,500.00 $ 6,500.00 $ 233,655.00 s 18,900.00 $ (13,050.00) $ 239,505.00 Testing $ 10,000.00 $ 10,000.00 Permits $ 5,000.00 $ 5,000.00 General Conditions $ 54,721.00 s 54,721.00 Contingency $ 30,337.60 s 1,890.00 $ (1,305.00) $ 30,922.60 CM Fee $ 13,348.54 s 831.60 $ (574.20) $ 13,605.94 OCP $ 760.00 $ 760.00 GL $ 1,739.11 s 108.11 $ (74.65) $ 1,772.57 Performance Bond $ 3,495.61 s 217.30 $ (150.04) $ 3,562.87 TOTALS $ 353,056.87 $ 21,947.01 $ (15,153.88) Is 359,850 II llRECOMMENDATION $ 359,850 II 106 QAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 To : Chairman Fisher and Commission Members From: Daniel J. Stencil , Executive Officer Phil Castonia , Business Development Rep-Internal Services Submitted : January 9, 2014 AGENDA ITEM No. 10 D ADMINISTRATION Subject: Food & Beverage Banquet Services & Grill Ro om Operations -Contract Approval INTRODUCTION AND HISTORY Since 197 4, the parks system had relied upon a sing le provider to meet all its food and beverage needs . Oak Management Corporation had an exclus ive contract for all food and beverage operations at the golf courses , including grill room operations, golf outings; concessions at waterparks and campgrounds ; limited vending ; and banquet service at Addison Oaks Conference Center, Glen Oaks Golf Course , Lyon Oaks Golf Course and White Lake Oaks Golf Course . The Oakland County Board of Commissioners in 2006 passed Misc. Re soluti on #06245 , statin g, " ... that no further extensions beyond December 31, 2015 , shall be made to th is leas e without an appropri ate RFP proc ess." Furthermore , current Oakland County Purchasing Pol icies would be followed. In the fall of 2011 , Oakland County Parks form ed a Food and Beverage Committee compris ed of key adm inistration and operation s staff and Parks Commissioners . We also enlisted the assistance of Oakland County's Purchasing Division , Health Division , and Corporation Counsel. The Committee developed a Request for Propo sal based on the needs of the park system and w ith research done of national best practi ces. The RFP was completed in September with responses due in October, wh ich incl uded a pre-bid and site visit component. In December of 2012 , the Parks Comm iss ion rejected the proposal that was brought in front of it for the spilt of the 4 Conference Centers , and directed the committee to re-bid and recruit for more b idders. In March of 2013 the re -designed RFP went out and bids were accepted in April. The Committee developed evaluation criteria for the proposals. Criteria included : • Experience and background • Quality of service • Company Financial and Organizational Information • Marketing Plans • Capital Improvements • Commissions paid to the County • Quality, Variety , Price of food • Proposed Professional Service Contract Change s • Company policies and procedures for daily operations/safety • Finan ci al Capabil ity • Additiona l services provided . The Committee evaluated each applicant according to the criteria . Evaluation of the proposals was completed and two vendors were considered for further evaluation . The two vendors were selected for interviews with the Committee to discuss their submitted proposals and to give the Committee a chance to gain a better understanding of each vendor's proposal. After these initial interviews a negotiations sub -committee was formed to negotiate further with the leading vendor, Oak Management. 107 Page 2 -- After the initial round of negotiations , the sub-committee has come to a consensus. This tentative agreement was then taken to the full Food and Beverage Committee and voted on among the voting members. The full Committee recommends moving forward on a license agreement and professional services contract with Oak Management Corporation for the cont inued operation of Addison Oaks Conference Center and Glen Oaks Conference Center and Grill Room. This contract will begin January 1, 2016. The Oak Management Contract is a 10-year contract also with an optional 5 year extension at the Commission 's sole discretion . This contract, if approved , w ill be forwarded to the Board of Commissioners through the Committee and full Board process for approva l in February and March , 2014 . ATTACHMENTS Conference Center & Grill Room Food & Beverage Services Contract and License & Exhibits 12-06-13 STAFF RECOMMENDATION The staff recommends approving the proposed contract and forward to the Board of Commissioners for Approval. MOTION Move to approve the proposed Conference Cente r and Grill Room Food and Beverage Services Contract with Fuller Oak Management, LLC for Addison Oaks and Glen Oaks as presented and forward it to the Oakland County Board of Commissioners for final approval. 108 RESOLUTION REQUEST FOR APPROVAL TO ENTER INTO A LICENSE AGREEMENT AND PROFESSIONAL SERVICES CONTRACT WITH OAK MANAGEMENT FOR FOOD AND BEVERAGE SERVICES Chairperson , Ladies and Gentlemen: WHEREAS the County and E.A. Fuller Oak Management Corporation ("Oak Management") entered into a lease dated December 14, 2006 (MR# 06245) and amended January 1, 2008 ("Lease") for food and beverages services for Oakland County Parks and Recreation Commission ("OCPRC") facilities ; and WHEREAS the Lease provides for an expiration on December 31, 2015; and WHEREAS the Oakland County Board of Commissioners passed Miscellaneous Resolution #06245 stating ," ... no further extensions beyond December 31 , 2015 shall be made to this lease without an appropriate RFP process ' and that current Oakland County Purchasing Policies would be followed ; and WHEREAS OCPRC formed a Food and Beverage Comm ittee ("Committee") comprised of OCPRC administration and operations staff and OCPRC Commissioners and enlisted the assistance of Oakland County's Purchasing Division, Health Division , and Corporation Counsel ; and WHEREAS the Committee developed, then re-designed a Request for Proposal, developed evaluation criteria, and accepted bids in April 2013 and WHEREAS the Committee evaluated the bids , selected a vendor and negotiated the attached license agreement and professional services contact with Oak Management Corporation ; and WHEREAS the Committee recommends entering into the attached license agreement and professional services contract with Oak Management Corporation for the continued operation of Addison Oaks Conference Center and the Glen Oaks Conference Center and Grill Room beginning January 1, 2016 . NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends that the Oakland County Board of Commissioners approve and authorize the execution of the attached license agreement and professional services contract (pursuant to Oakland County Purchasing Policies and Procedures) with Oakland Management Corporation for the continued operation of Addison Oaks Conference Center and the Glen Oaks Conference Center and Grill Room beginning January 1, 2016. Moved by: Supported by : Date : 109 OAKLAND COUNTY DEPARTMENT OF MANAGEMENT AND BUDGET PURCHASING DIVISION LICENSE AND PROFESSIONAL SERVICES CONTRACT PROFESSIONAL SERVICE CONTRACT NUMBER: Contract Amount: $ Contract Effective Date: Contract Expiration Date: This "Contract" is made between the COUNTY OF OAKLAND, a Michigan Constitutional Corporation, hereinafter called "County" and the "Contractor" as further described in the following Table. This Contract includes the license of County-owned real and personal property to Contractor and the provision of professional services by Contractor as further described herein. In this Contract, either Contractor or the County may also be referred to individually as a "Party" or jointly as the "Parties". VENDOR COUNTY OF OAKLAND 2100 Pontiac Lake Road Waterford, MI 48328 (herein, the "County") Fuller Oak Management, LLC 1480 W. Romeo Road Leonard , MI 48367 Vendor I. D. No. ----- (herein the "Contractor") fNTRODUCTION A. The County owns and operates the following two (2) facilities , which are further described and depicted herein: )..-Addison Oaks Conference Center )..-G len Oaks Conference Center and Grill Room B. The foregoing facilities have various food and beverage operations designed for use by the general public and designed to provide a means of recreation in Oakland County. C. The County desires to license the facilities and other property to the Contractor and grant it the exclusive right to provide food and beverage services at those faci liti es. This Contract is organized and divided into the following "Section" or "Sections" for the convenience of the Parties. SECTION l. CONTRACT DOCUMENTS AND DEFINITIONS SECTION 2. CONTRACT EFFECTIVE DA TE AND TERMINATION Page 1of36 DRAFT 12 -27-1 3 110 SECTION 3. SCOPE OF C ONTRACTOR'S SERVICES SECTION 4. USE OF COUNTY FACILITIES AND PROPERTY SECTION 5. PAYMENT OBLIGATIONS SECTION 6. CONTRACTOR'S ASSURANCES AND WARRANTIES SECTION 7. CONTRACTOR PROVIDED INS URANCE AND INDEMNIFIC A T ION SECTION 8. GENERAL TERMS A N D CON DITIONS In consideration of the mutual promi ses, obligations, represen tations, and assurances in this Contract, the Parties agree to the following : §1. CONTRACT DOCUMENTS AND DEFINITIONS The following words and expressions when printed with the first l etter capitalized as s ho w n herein , whether used in the s in g ul a r or plura l, possessive or non-possess ive, and/or either within or without quotation marks, s ha ll be defined and interpreted as follows: 1.1. "Claims" means an y alleged lo sses, claim s, complaints , demands for relief or damages, suits, causes of action , proceedings, judgments, deficiencies , liability, penalties , litigation, costs , and expenses, including, but not limited to , reimbursement for rea sonable attorney fees , witness fee s, court cost s, inves tigation expenses, litigation expenses, amounts paid in settlement, and/or other amounts or liabilities of a ny kind which a re imposed on , incurred by, or asserted against the County, or for which the County may become legall y and /o r contractually obligated to pay or defend against. 1.2. "Contract Documen ts" T hi s Contract includes and fully incorporates h erein all of the following documents: 1.2 .1. Ex hibit I: Cont ractor In surance Requirements. 1.2.2. Ex hibit II : Scope of Contractor's Services & Parties Responsibilities l.2.3. Exhibit lll: Description and Depicti on of Facilities 1.2.4. Exhibit IV: Description of County Personal Property 1.2.5. Exhibit V: Servicemark 1.3. "Contractor Employee" means without limitation, a ny employees, officers, directors, m embers, managers, trustees, volunteers, a ttorneys, a nd representatives of Contractor, and a lso includes a ny Contractor licensees, concessiona ires, contractors, su bcontractors. ind epend e nt contractors , contractor's supplier s, s ubs idi a rie s, joint ventures or partners, a nd /or an y s uch persons, successors or predecessors, employees, (whether s uch perso ns act or acted in their perso nal , representative or official capacities), and /or any a nd a ll persons acting b y, through , under, or in concert w ith an y of the above. "Contractor Employee" s ha ll also include any person who was a Contractor Employee at any time during the term of thi s Contract but, for any reason, is no longer employed, appointed, or e lected in that capacity. Page 2 of36 DRAFT 12-27 -13 111 1.4. "County" means the County of Oakland , a Municipal and Con stitutional Corporation, its departments, divi s ions, authorities, boards, committees, and County Agent as defined below. 1.5. "County Agent" means all elected and appointed officials, directors, board members, council members, commi ssi oners, employees, volunteers, representatives, and /or any s uch persons ' successors (whether such person act or acted in their personal representative or official capacities), and/or any persons acting by, through, under, or in concert with any of them. "County Agent" shall also include any person who was a "County Agent" anytime during the term of thi s Contract but, for any reason, is no longer employed, appointed , or elected and serving as an Agent. 1.6. "Day" means any calendar day, which s hall begin at 12:00:01 a.m. and end at 11 :59:59 p.m. 1. 7. "E-Verify" mean s an Internet based system operated by the Department of Homeland Security (DHS) in partners hip with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their new hired employees. For more infonnation and to register visit h ttps://e-veri fv. uscis. gov/ enro l I/. 1.8. "Event" means a function , gathering, meeting, party, wedding, or other assembly of persons or entities at or around the Facilities. 1.9. "Fa cilities" mean s the following real property, personal property, buildings, and the parking lots for th e buildings, which a re used by Contractor or Contractor Employees in perfomrnnce of this Contract and are further described and depicted in Exhibit III: 1.9.1. Addison Oaks Conference Center 1.9.2. Glen Oaks Conference Center, Grill Room and Golf Co urse 1.10. ..Fiscal Year., means the three hundred and s ixt y-fi ve (365) da y period beginning on October 1 and ending the following year on September 30; except for the first year of thi s Contract when th e fiscal year shall begin on January l , 2016 and end on September 30, 2016. 1.11. "Gross Revenue/Receipts'· means the total dollar aggregate of the selling price plus all other fees for any Services provided by Contractor at the Facilities or elsewhere, including deposits from all events including those that cancel (as long as the food and beverages were prepared at the Facilities), excluding only taxes and gratuity (which is voluntarily p a id by cu s tomers to Contractor), whether made by cash , check, credit card, credit account, exchange, coupon redemption or other value. 1.12. "Intellectual Property " m eans any developments, improvements, designs, innovat ion, and materi a ls that may b e the subject of a trademark/serv icemark, copyright or patent, trade secrets or Proprietary Informa tion. 1.13. "Oakland County Parks and Recreation Commission" or "OCPRC" mean s the county parks and recreation commission created by the county board of commissioners pursuant to Public Act 261 of 1965. Page 3 of36 DRAFT 12-27-13 112 1.14. "Property" means the real property and personal property owned by the County which is listed, described, and depicted in Exhibit IJl and IV. 1.15. "Proprietary lnfomrntion" means ideas, concepts, inventions and processes related to the development and operation of computer software and systems such as source code, object code, security procedures and passwords. 1.16. ·'Services" means a ll food and beverage (alcoholic and non-alcoholic) products and services and all other products or services provided by Contractor or Contractor Employees at the Facilities or elsewhere when the food and beverages are prepared at the Facilities. Services shall include, but not be limited to, the purchase, preparation, transportation , and service of food and beverages (alcoholic and non- alcoholic) by the Contractor or Contractor Employees; clean-up after Events; rental of linens, tableware, glassware, paper ware, decorations, tables, chairs, special equipment and inflatables provided by or through the Contractor or Contractor Employees; valet services provided by or through the Contractor or Contractor Employees; coat-check services provided by or through the Contractor or Contractor Employees; and operation of mobile food and beverage carts or stands by the Contractor or Contractor Employees. §2. CONTRACT EFFECTIVE DATE AND TERMINATION 2.1. The ·'Effective Date" of this Contract shall be as stated on the first page of this Contract, and unless otherwise tem1inated or canceled as provided herein, it shall end at 11 :59:59 p.m. on the "Contract Expiration Date" shown on the first page of this Contract, at which time this Contract expires without any further act or notice of either Party being required . The Parties are under no obligation to renew or extend this Contract after Contract Expiration Date, provided , however, that OCPRC, in its sole discretion, may extend this Contract for one five (5) year period after this Contract has been in effect for at least five (5) years ("Renewal Tenn"). The terms and conditions contained in this Contract shall apply to the renewal term , except that the Equipment Fee, the Flat Fee, and the Food and Beverage Fee shall be reviewed by the Parties. There shall be no further renewals or extensions of this Contract beyond the single renewal term set forth herein. At the expiration of the Contract or Renewal Term, the Contract shall be bid through the Oakland County Purchasing Division, according to its policies and procedures in effect at that time. Notwithstanding the above, under no circumstances shall this Contract be effective until and unless: 2.1.1. This Contract is signed by a Contractor Employee, legally authorized to bind Contractor. 2.1.2. Any and all Contractor Certificates of Insurance and any other conditions precedent to the Contract have been submitted and accepted by the County. 2.1.3. This Contract is signed by an authoriz ed agent of the Oakland County Purchasing Division, as provided for on the signature page of this Contract. 2.2. The County may terminate and /or cancel this Contract (or any part thereof) at any time upon three hundred and sixty-five days (365) days written notice to the Contractor, if Contractor defaults in any obligation contained herein and within the three hundred and sixty-five days (365) notice period Contractor failed or did not Page 4 of36 DRAFT 12-27-13 113 attempt to cure such default. The effective date for tern1 i nation or cancellation shall be clearly stated in the written notice . Contractor 's failure to obtain/receive four (4) million dollars in Gross Receipts/Revenues from the Facilities at the end of each Fiscal Year of this Contract, commencing with the 2021 Fiscal Year, shall be considered a default under this Contract. 2.3. In the event of tennination and/or cancellation by either Party for any reason, Contractor shall pay the County all fees as set forth herein until the effective date of tennination. 2.4. Upon termination and/or cancellation of this Contract, Contractor's use of County Property shall cease as of the effective date of tennination, this shall include at the sole option of the County, cancellation of all Events Contractor scheduled at the Facilities after the effective date of tennination. 2 .5. Under no circumstances shall the County be liable for any future loss of income, profits, any consequential damages or any loss of business opportunities, revenues, or any other economic benefit Contractor may have realized but for the termination and/or cancellation of this Contract. The County shall not be obligated to pay Contractor any cancellation or termination fee if this Contract is cancelled or tem1inated a s provided herein . 2.6. Contractor may tern1 inate and/or cancel this Contract (or any part thereof) at any time upon three hundred and sixty-five days (365) days written notice to the C ounty, if the County defaults in any obligation contained herein and within the thre e hundred and s ixty-five d ays (3 65) notice period the C ounty failed or did not attempt to cure s uch default. T he effective date of tennination and /or ca ncellatio n and the spe cifi c alleged default shall be clearly stated in the written notice. §3. SCOPE OF CONTRACTOR'S SERVICE S 3.1. Contractor sha ll perform all Services identified a nd described in thi s Contract and the E xhibits. 3.2. Contractor and the C ounty, through O C PRC, shall perfonn all responsibilities as listed and des cribed in this Contract and Exhibits. 3 .3. E quipment and Supp lies . C ontractor is responsible for prov iding the equipment and supplies to deliver the Services required by this Contract, which are not expressly required to be prov ided by the County herein. §4. U SE OF COUNT Y FACILITIES AND PROPERTY 4.1. C ontractor may use and h ave full access to the Facilities described and depicted in Exhibit III, prov ided , however , Contractor shall in no way be involved in the operation and maintenance of the golf courses at the Facilities. Contractor's use and access to the golf course s at the Facilities applies only to the s ale and service of alcoholic beverag e s and the operation of mobile food and beverage carts or stands. 4.2. C ontractor may use the C ounty's personal prope1iy, which may or may not be affixed to the Facilities, that is listed in Exhibit IV . All personal property listed in Exhibit TV (whether it is affixed or not affixed to the Facilities) is deemed to be the personal property of the County. P age 5 of36 DRAFT 12 -27 -1 3 114 4.3. Contractor shall only use the Facilities and the personal property listed in Exhibit Ill and IV for the purpose of providing Services at the Facilities or for preparing food and beverages to be served elsewhere. 4.4. The County may access the Facilities at any time for the purpose of examining and inspecting the Facilities and evaluating the Services provided pursuant to this Contract. If the County determines that the Facilities are not maintained pursuant to this Contract or Services are not provided pursuant to this Contract, it shall immediately notify Contractor in writing to correct the unsatisfactory conditions or Services. Contractor shall take immediate steps to correct such conditions or Services. 4.5. Contractor shall not place any signs or advertisements on the Facilities without the prior written consent of the OCPRC Executive Officer or his or her designee. 4.6. Contractor shall keep the Facilities and anything stored thereon in good order and repair and in a clean , safe, and healthful condition as required by this Contract and as required by federal, state or local , law, rule, regulation or ordinance. 4.7. Except as otherwise provided in this Contract, Contractor shall not make any structural alterations, additions, or changes to the Facilities, unless prior written approval is given by OCPRC Executive Officer or his/her designee. 4.8. At the expiration or termination of this Contract, Contractor shall leave the Facilities in the same condition that Contractor found them, less ordinary wear and tear, and clean of all rubbish. Contractor shall remove all of its personal property within thirty (30) days of expiration or tem1ination of this Contract. If Contractor does not remove its personal property within the thirty (30) day period, the County shall dispose of it as it sees fit. Upon receipt of an invoice from the County, Contractor shall reimburse the County for all costs associated with the removal and disposal of Contractor· s personal prope1iy. 4.9. Damage/Destruction of Facilities or County Property. 4.9.1. If any damage or destruction occurs to the Facilities or other County-owned property, Contractor shall notify the County immediately 4.9.2. Contractor shall be res ponsible for any damage or destruction to the Facilities or other County-owned property, which arise out of the acts or omissions of Contractor or Contractor Employees. 4.9.3. The County shall make the necessary repairs and /or replacements or cause a third party to make the necessary repairs or replacements to the Facilities or other County-owned property, provided, however, that Contractor shall reimburse the County for all costs associated with repairing and/or replacing the Facilities or other County owned property (which costs arise out of the acts or omissions of Contractor or Contractor Employees). Contractor shall pay such costs within fourteen (14) days of receiving an itemized invoice from the County; unless the County makes a claim for such damage or destruction under its property insurance and it is covered and paid for by the County's property insurance, in which case Contractor shall reimburse the County for any deductible the County must pay in connection with the damage or destruction. Page 6of36 DRAFT 12 -27-13 115 4.9.4. In the event, any Facility is partially damaged or destroyed by fire or other casualty, the damage to such Facility shall be promptly repaired or rebuilt by the County and this Contract shall continue, except that if any Facility is damaged or destroyed by fire or other casualty to such a degree that it would prevent the Contractor from providing the Services as required by this Contract (in the County's reasonable discretion), then the County may elect to either repair or rebuild such Facility or to tem1inate the portion of this Contract as it relates to the particular Facility damaged or destroyed, by giving written notice to Contractor within thirty (30) days after the occurrence of such damage or destruction. Contractor will have thirty (30) days from the date of the notice to vacate such Facility. 4.9.5. While a Facility is being repaired or rebuilt, the Equipment Fee, the Flat Fee, and the Food and Beverage Fee owed by Contractor shall be reduced in proportion to the fraction of the Facility rendered unusable. If any one Facility is damaged or destroyed to such a degree that it would prevent Contractor from providing Services as required by this Contract (in the County's reasonable discretion), then Contractor may elect to remain at the Facility or to vacate the Facility, without further liability to the County. 4.10. Damage to Contractor Property. Contractor shall be solely liable and responsible for any property loss or damage resulting from fire, theft or other means to Contractor's personal property located , kept, or stored on or around the Facilities during this Contract. 4.11. Liability for Claims. Contractor shall be solely liable and responsible for any Claims, occmTing at or around the Facilities, which arise out of Contractor's or Contractor's Employees use of the Facilities or perfom13nce of Services under this Contract. 4.12. Contractor acknowledges that it has no title in or to the Facilities or any portion thereof and will not claim any such title to the Facilities. 4.13. Eminent Domain. If any number of Facilities are entirely taken by any public authority under the power of eminent domain, then this Contract shall be terminated on the day the public authority takes possession of such Facility(ies). If less than the whole, but more than thirty-five percent (35%) of a Facility is taken by any public authority under the power of eminent domain, then either Party may tenninate this Contract, as it relates to the specific Facility only, upon thirty (30) days written notice to the other Party. In the event neither Party elects to terminate this Contract, this Contract shall terminate on the date the public authority takes possession of a specific Facility. Neither Party shall have any future liability or obligation under this Contract, if it is terminated under this Section. 4.14. Alcoholic Beverages. 4.14.1. Alcoholic beverages may be sold, provided and served only by Contractor and Contractor Employees at the Facilities as part of the Services provided under this Contract. 4.14.2. The liquor licenses from the State of Michigan for the Facilities shall be held by the County and Contractor as co-licensees. Page 7of36 DRAFT 12-27 -13 116 4.14.3. The County shall be responsible for obtaining and maintaining the liquor licenses for the Facilities, including paying all costs and fees associated with obtaining and maintaining the liquor licenses and hiring and paying for the attorneys to assist with licensing from the State of Michigan. 4.14.4. Contractor and Contractor Employees shall be responsible for operating the Facilities in strict accordance with the Michigan Liquor Control Code, as amended and all rules and regulations promulgated thereunder ("the Code"). 4.14.5. The County and Contractor expressly acknowledge and confirm their joint responsibilities pursuant to the provisions of the Code for any and all violations under the Code at the Facilities, which may arise through acts or omissions of the County or Contractor or Contractor Employees. 4.14.6. Except as stated herein, Contractor or Contractor Employees shall have no right or interest in the liquor licenses for the Facilities. 4.14.7. Upon termination and/or cancellation of this Contract, or te1mination and/or cancellation of a portion of this Contract effecting a liquor license, all rights of the Contractor as co-licensee for the Facilities or a Facility shall terminate automatically, subject only to the approval of the Michigan Liquor Control Commission. Contractor and Contractor Employees agree to cooperate in all matters necessary to cause a transfer of its interest to the County, including the execution of all documents and fonns required by the Michigan Liquor Control Commission. 4.14.8. Only Contractor and Contractor Employees may serve alcoholic beverages at the Facilities. All persons serving alcoholic beverages must be trained and certified as required by the Code. §5. PAYMENT OBLIGATIONS 5.1. Equipment Fee. For the use of County-owned equipment, Contractor shall pay the County an annual twenty-thou s and dollar ($20,000.00) fee that shall be paid as set forth in this Section (hereinafter "Equipment Fee"); except that for the first Fi s cal Year (January 1, 2016 to September 30, 2016), the Equipment Fee shall be fifteen thousand dollars ($15,000.00). 5.2. Flat Fee. For the use of the Facilities, Contractor shall pay the County an annual one hundred and fifteen thousand dollar ($115 ,000.00) fee that shall be paid as set forth in this Section (hereinafter "Flat Fee"); except for the first Fiscal Year (January 1, 2016 to September 30, 2016), the Flat Fee sha ll be eighty-six thousand two hundred and fifty dollars ($86,250.00). 5.3. Food and Beverage Fee. Contractor shall pay the County the following percentages of the Gross Receipts/Revenue per each Facility per Fiscal Year as a "Food and Beverage Fee": 5.3.l. 5% for Gross Receipts from $1,500,000.01 to $1 ,750,000.00; 5.3.2. 6% for Gross Receipts from $1,750,000.01 to $2,000,000.00; and 5.3.3. 7% for Gross Receipts over $2,000,000.00. Page 8 of36 DRAFT 12-27-13 117 5.3.4. Except for the first Fiscal Year (January I, 2016 to September 30, 2016), the Food and Beverage Fee shall be calculated from January I, 2016 to September 30, 2016. 5.4. Due Date. The Equipment Fee, Flat Fee and Food and Beverage Fee are due and payable on October 20 each year for the previous Fiscal Year's Equipment Fee, Flat Fee, and Food and Beverage Fee. 5.5. Annual Increases. On October 1 of each year, beginning on October I, 2017, the Equipment Fee and Flat Fee shall be increased by three percent (3%) of the previous years' fees. 5.6. Utilities. The utilities, which Contractor is required to pay under in this Contract, shall be invoiced to Contractor on a quarterly basis. Contactor shall pay the utility invoice within thirty (30) days ofreceipt of the invoice. 5.7. All costs and fees due to the County herein shall be payable to the "County of Oakland '' and sent to: Oakland County Parks and Recreation , Attention: Executive Officer, 2800 Watkins Lake Road , Waterford MI 48328. 5.8. Late Charge. If the County does not receive the fees , utilities, or any other sum owed by Contractor under this Contract within five (5) days of its due date, Contractor shall pay the County a late charge equal to ten percent ( 10%) of any such overdue amount. Such late charge represents a fair and reasonable estimate of the costs the County will incur by reason of late payment by the County. Acceptance of such late charge by the County shall in no event con stitute a waiver of Contractor's default with respect to such overdue amount, nor prevent the County from exercising any of its other rights and remedies. 5.9 . Under no circumstances shall the County be responsible for any cos t, fee, fine , penalty, or direct, indirect, s pecial , incidental or consequential damages incurred or suffered by Contractor in connection with or resulting from the Contractor's providing any Services under this Contract. 5.10. Off-Set. The County has the right to offset any amounts due and owing to the Contractor should the County incur any cost associated with this Contract that is the obligation of Contractor under this Contract. 5.1 J. In-Kind Services. This Contract does not authorize any in-kind services by either Party, unless expressly provided herein. §6. CONTRACTOR'S ASSURANCES AND WARRANTIES 6.1. Contractor certifies that all statements, assurances, records , and materials submitted to County in connection with securing this Contract have been truthful , complete and accurate in all respects. Any material false statement, representation or omission made in connection with Contractor seeking or obtaining this Contract may be grounds for canceling or terminating this Contract and /or deban"ing the Contractor from future County contracts. The County 's right to cancel this Contract as provided herein shall be in addition to any other right s the County has to terminate or cancel this Contract. Page 9 of36 DRAFT 12-27-13 118 6.2. Service Warranty. Contractor warrants that all Services performed hereunder will be performed in a manner that complies with all applicable laws , statutes, regulations , ordinances, and professional standards. 6.3. Taxes. The Contractor shall pay, its own local, state and federal taxes, including without limitation, taxes by reason of this Contract, social security taxes , and unemployment compensation taxes. The County shall not be liable to or required to reimburse the Contractor for any federal, state and local taxes or fees of any kind. 6.4. Contractor's Incidental Expenses. Except as otherwise expressly provided in this Contract, the Contractor shall be solely responsible and liable for all costs and expenses incident to the perfomrnnce of all Services for the County including, but not limited to, any professional dues, association fees, license fees (excluding any liquor license acquisition or maintenance fees), fines, taxes, and penalties. 6.5. E-Verify. 6.5.1. In accordance with Miscellaneous Resolution No.09116 (BOC Minutes, July 30, 2009, pp. 37-38), unless otherwise exempted , beginning January I , 2016 and throughout the term of this Contract, Contractor must certify it has registered with, will participate in, and will continue to utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the Contractor. Breach of this term or conditions is considered a material breach of this Contract. 6.5.2. Contractor certifies it has registered with, has and will participate in , and does and will continue to utilize once registered and throughout the tern1 of this Contract and any permissible extension hereof, the E-Yerify Program (or any successor program implemented by the federa l government or its departments or agencies) to verify the work authorization status of all ne wly hired employees employed by the Contractor. 6.6. Contractor Employees. 6.6.1. Contractor shall employ and assign qualified Contractor Employees as necessary and appropriate to provide the Services under this Contract. Contractor shall ensure all Contractor Employees have all the necessary knowledge, skill , and qualifications necessary to perform the required Services and possess any necessary licenses, pennits, certificates, and governmental authorizations as may be required by law. 6.6.2. Contractor shall solely control , direct, and supervise all Contractor Employees with respect to al l Contractor obligations under this Contract. Contractor will be solely responsible for and fully liable for the conduct and supervision of any Contractor Employee. 6.6.3. All Contractor Employees assigned to work under this Contract may, at the County 's discretion, be subject to a security check and clearance by the County. Page 10of36 DRAFT 12-27-13 119 6.6.4. All newly hired Contractor Employees, unless otherwise excluded under Misc. Resolution No. 09116, must undergo employment eligibility verification through the E-Verify system. Failure to verify newly hired employees is a material breach of this Contract. 6.7. Contractor Employee-Related Expenses. All Contractor Employees shall be employed at the Contractor's sole expense (including employment-related taxes and insurance). The Contractor warrants that all Contractor Employees shall fully comply with and adhere to all of the terms of this Contract. Contractor shall be solely and completely liable for any and all applicable Contractor Employee's federal, state, or local payment withholdings or contributions and/or any and all Contractor Employee related pension or welfare benefits plan contribution under federal or state law. Contractor shall indemnify and hold the County hannless for all Claims against the County by any Contractor Employee, arising out of any contract for hire or employer-employee relationship between the Contractor and any Contractor Employee, including, but not limited to, Worker's Compensation, disability pay or other insurance of any kind. 6.8. Full Knowledge of Service Expectations and Attendant Circumstances. Contractor warrants that before submitting its Proposal and /or entering into this Contract, it had a full opportunity to review the proposed Services and all County requirements under this Contract. The Contractor is responsible for being adequately and properly prepared to execute this Contract. Contractor has satisfied itself in all material respects that it will be able to perform all obligations under the Contract as specified herein. 6.9. The Contractor's Relationship To The County Ts That Of An Independent Contractor. Nothing in this Contract is intended to establish an employer-employee relationship between the County and either the Contractor or any Contractor Employee. All Contractor Employees assigned to provide Services under this Contract by the Contractor shall, in all cases, be deemed employees of the Contractor and not employees, agents or s ub-contractors of the County. §7. CONTRACTOR PROVIDED INSURANCE AND INDEMNIFICATION 7.1. Indemnification . 7 .1.1. Contractor shall indemnify and hold the County harmless from any and all Claims which are incurred b y or asserted against the County by any person or entity, alleged to have been caused or found to arise, from the acts, performances, errors, or omissions of Contractor or Contractor's Employees, including, without limitation, all Claims relating to injury or death of any person or damage to any property. 7.1.2. The indemnification rights contained in thi s Contract are in excess and over and above any valid and collectible insurance rights/policies. During the term of this Contract, if the validi t y or collectability of the Contractor's insurance is disputed by the insurance company, the Contractor shall indemnify the County for all claims asserted against the County and if the insurance company prevail s, the Contractor shall indemnify the County for uncollectable acco unt s. Page 11 of 36 DRAFT 12-27-13 120 7.1.3. Contractor shall have no rights against the County for any indemnification (e.g., contractual, equitable, or by implication), contribution, subrogation, and/or any other right to be reimbursed by the County except as expressly provided herein. 7.1.4. Contractor waives and releases all actions, liabilities, loss and damage including any subrogated rights it may have against the County based upon any Claim brought against the County suffered by a Contractor Employee. 7.2. Contractor Provided Insurance. At all times during this Contract, Contractor shall obtain and maintain insurance according to the specifications indicated in Exhibit I. §8. GENERAL TERMS AND CONDITIONS 8.1. Cumulative Remedies. A Pat1y" s exercise of any remedy shall not preclude the exercise of any other remedies, all of which shall be cumulative. A Party shall have the right, in its sole discretion, to determine which remedies are to be exercised and in which order. 8.2. Survival of Tem1s and Conditions. The terms and conditions contained in the following Sections shall survive and continue in full force beyond the tem1ination and /or cancellation of this Contract (or any part thereof) until the terms and conditions are fully satisfied or expire by their very nature: "PAYMENT OBLIGATIONS"; "CONTRACTOR'S ASSURANCES AND WARRANTIES"; "CONTRACTOR PROVIDED INSURANCE AND INDEMNIFICATION"; "Damage/Destruction of Facilities or County Property"; "Audit"; "Severability"; "Governing Law/Consent To Jurisdiction And Venue"; and "Survival of Terms And Conditions". 8.3. County Right to Suspend Services. Upon written notice, the County may suspend performance of this Contract if Contractor has failed to comply with Federal , State, or Local laws, or any requirements contained in this Contract. The right to suspend services is in addition to the County 's right to terminate and/or cancel this Contract. The County shall incur no penalty, expense, or liability to Contractor if the County suspends services under this Section. 8.4. No Third Party Beneficiaries. Except as provided for the benefit of the Parties, this Contract does not and is not intended to create any obligation, duty, promise, contractual right or benefit, right to be indemnified, right to be subrogated to the Parties ' rights in thi s Contract, and /or any other right, in favor of any other person or entity. 8.5 . Compliance with Laws. Contractor shall comply with all federa l, state, and local laws, statutes, ordinances, regulations, rules, insurance policy requirements, and requirements applicable to its activities under this Contract, including but not Page 12of36 DRAFT 12-27-13 121 limited to the Michigan Liquor Control Code, as amended , and all regulations and rules promulgated thereunder. 8.6. Pennits and Licenses. Except for liquor licenses from the Michigan Liquor Control Commission, Contractor s hall be responsible for obtaining, maintaining, and paying for all licenses, pennits, certificates, and governmental authorizations necessary to perfonn its obligations under this Contract and to conduct business under this Contract. Upon request by the County, Contractor shall furnish copies of any permit, license, ce1iificate or governmental authorizations necessary to provide services under this Contract, except that, upon receipt, Contractor shall provide copies of all Health Inspection Reports and any subsequent enforcement actions by the County Health Department to the OCPRC Executive Officer. 8.7. Discrimination. Contractor shall not discriminate against any employee or applicant for employment because of sex, race , religion , color, national origin, or handicap in violation of State and Federal law. 8.7.1. Contractor shall promptly notify the County of any complaint or charge filed and/or determination by any Court or administrative agency of illegal discrimination by Contractor. 8.7.2. The County, in its discretion, may consider any illegal discrimination described above as a breach of this Contract and may terminate or cancel this Contract immediately with notice. 8.8. Reservation of Rights. This Contract does not, and is not intended to impair, divest, delegate, or contravene any con stitutional , statutory, and/or other legal right, privilege, power, obligation, duty, or immunity of the County. 8.9. Force Majeure. Notwithstanding any other term or provision of this Contract, neither Party shall be li able to the other for any failure of performance hereunder if such failure is due to any cause beyond the reasonable control of that Party and that Party cannot reasonably accommodate or mitigate the effects of any such cause. Such cause shall include, without limitation, acts of God, fire, explosion , vandalism , any law, order, regulation, direction, action, or request of the United States government or of any other government, national emergencies, insurrections, 1iots, wars, strikes, lockouts, work stoppages, or other labor difficulties. Reasonable notice shall be given to the affected Party of any such event. The Contractor is expected, through insurance or alternative temporary or emergency s ervice arrangements, to continue its obligations under this Contract in the event of a reasonably anticipated , insurable business risk such as loss of gas and electricity service, business interruption and /or any insurable casualty or loss. 8.10. Conflict of Interest. Pursuant to Public Act 317 and 318 of 1968 , as amended (MCL 15.321 , et seq.), no contracts shall be entered into between the County, including all agencies and departments thereof, and any County Agent. To avoid any real or perceived conflict of interest, Contractor shall identify any Contractor Employee or relative of Contractor ·s Employees who are presently employed by the County. Contractor shall give the County notice if there are any County Agents or relatives of County Agents who are presently employed by Contractor. Page 13of36 DRAFT 12 -2 7-13 122 8.1 l. Project Managers. Each Party s hall designate an employee or agent to act as a Project Manager. The Project Managers shall serve as a contact point for all matters related to the services to be performed under this Contract. The Contractor's Project Manager shall coordinate with the County 's Project Manager, the Contractor shall provide the name and qualifications of its Project Manager and an alternate. 8.12. Contract Administrator. Each Party shall designate an employee or agent to act as Contract Administrator. The County's Contract Administrator shall be responsible for such activities as monitoring deliverables and funding addressing the quality of services provided by the Contractor, reviewing invoices and submitting requests to the County's procurement authority for any contract modification. 8.13. Dispute Resolution. All disputes arising under or relating to the execution, interpretation, performance, or nonperformance of this Contract involving or affecting the Parties may first be submitted to the respective Project Managers and Contract Administrators for possible resolution. The Project Managers and Contract Administrators may promptly meet and confer in an eff01t to resolve such dispute. If the Project Managers cannot resolve the dispute in five (5) business days, the dispute may be submitted to the signatories of this Contract or their successors in office. The signatories of this Contract may meet promptly and confer in an effort to resolve such dispute. Before litigation is commenced by either Party regarding Claims arising under this Contract, the Parties shall use their best efforts to mediate such Claims. All costs for mediation shall be borne equally by the Parties. The Parties shall mutually agree to the mediator. 8.14. Access and Records . The Contractor shall keep full and accurate books of accounts, cash receipts, and other pertinent data customarily used in Contractor's type of operation, showing Contractor's activities under this Contract. The Contractor shall only utilize those recording keeping devices, including without limitation, cash registers, tapes, books, ledgers, journals, sale slips, guest checks, invoices, and cash regi ster maintenance logs which are acceptable to the County and by which every s ale or other transaction related to catering services are recorded. Contractor will maintain accurate books and records in connection with the services provided under this Contract for thirty-six (36) months after end of this Contract, and provide the County with reasonable access to such book and records. 8.15. Audit. 8.15.1. 8.15.2. Contractor shall allow the County or an independent auditor hired by the County, to perform contract compliance audits with the authority to access all pertinent records reasonably required to verify Gross Revenue/ Receipts and interview any Contractor Employee throughout the term of this Contract, and for a period of three years after final payment. Contractor shall explain any audit finding, questionable costs, or other Contract compliance deficiencies to the County within thirty (30) business days of receiving the draft audit report. Contractor's written response shall include all necessary documents and infomiation that refute the draft audit report, and an action plan to resolve the audit Page 14of36 DRAFT 12 -27-13 123 findings . A copy of the Contractor's response will be included in the final report. Failure by the Contractor to respond in writing within 30 business days s hall be deemed acceptance of the draft audit report, and will be noted in the final report. 8.16. Delegation /Subcontract/ Assignment/Sublease. Contractor shall not delegate, assign, sublease or subcontract any obligations or rights under thi s Contract without the prior written consent of the County. 8.16.l. The rights and obligations under this Contract shall not be diminished in any manner by assignment, delegation, sublease or subcontract. 8.16.2. Any assignment, delegation, sublease or subcontract by Contractor and approved by the County, must include a requ irement that the assignee, delegee, or subcontractor will comply with the rights and obligations contained in this Contract. 8.16.3. Contractor shall remain primarily liable for all work perf01med by any subcontractors. Contractor shall remain liable to the County for any obligations under the Contract not completely performed or improperly performed by any Contractor delegee or subcontractor. 8.16.4. Should a Subcontractor fail to provide the established level of service as required by this Contract, Contractor shall contract with another agency for these services in a timely manner. Any additional costs associated with securing a competent subcontractor shall be the sole responsibility of Contractor. 8.17 . No provision in this Contract limits, or is intended to limit, in any way Contractor's right to offer and provide its services to the general public, other business entities, municipalities, or governmental agencies during or after the term of this Contract. Except as provided in this Contract, this Contract shall not be construed to guarantee Contractor or any Contractor Employee any fixed or certain number of hours, Services, or Events at the Facilities. 8.18. No Implied Waiver. Absent a written waiver, no act, failure, or delay by a Party to pursue or enforce any right or remedy under this Contract shall constitute a waiver of those rights w ith regard to any existing or subsequent breach of this Contract. No waiver of any term , condition, or provision of this Contract, whether by conduct or otherwise, in one or more instances, shall be deemed or construed as a continuing waiver of any term, condition , or provision of this Contract. No waiver by either Party shall subsequently affect its right to require strict performance of this Contract. 8.19. Severability. If a court of competent jurisdiction finds a tem1 , condition, or provision of this Contract to be illegal or invalid, then the te1m, condition, or provision shall be deemed severed from this Contract. All other terms, conditions, and provisions of this Contract shall remain in full force and effect. Notwithstanding the above , if Contractor's promise to indemnify or hold the County hannless is found illegal or invalid, Contractor shall contribute the maximum it is permitted to pay by law toward the payment and satisfaction of any Claims against the County. Page 15of36 DRAFT 12-27-13 124 8.20. Captions. The section and subsection numbers, captions, and any index t o such sections and subsections contained in this Contract are intended for the convenience of the reader and are not intended to have any substantive meaning and shall not be interpreted to limit or modify any substanti ve provi sion s of this Contract. Any use of the singular or plural number, any reference to the male, female, or neuter genders, and any possessive or nonpossessive use in this Contract shall be deemed the appropriate plurality, gender or possession as the context requires. 8.21. Notices. Notices given under this Contract shall be in writing and shall either be personally delivered, sent by express delivery service, certified mail, or first class U.S. mail postage prepaid, and addressed to the person listed below. No tice will be deemed given when one of the following occur: (I) the date of actual receipt; (2) the next business day when notice is sent express delivery servic e or personal delivery; or (3) three days after mailing first class or certified U.S. mail. 8.21.1. If notice is sent to the Contractor, it s hall be addressed to the address stated on th e first page of this Contract. 8.21.2. If noti ce is sent to the County, it shall be addressed to the Contract Administrator stated on the s ign ature page of this Contract. 8.21.3 . Either Party may change the address or indi vidua l to which notice is sent by notifying the other party in writing of the change. 8.22. Contract Modifications or Amendments. Any modifications, amendment s, recisions, waivers, or releases to this Contract must be in writing, agreed to by both Parties, an d added as a change order or amendment to this Contract. Unless oth erwise agreed, the modification , amendment, recision , waiver, or release shall be signed by an expressly authorized Contractor Employee and by the same person who signed the Contract for the County or other County Agent as authorized by the Oakland County Board of Commissioners. 8.23. Precedence of Documents. In the event of a conflict between the tenns a nd conditions in any of the documents comprising this Contract, the conflict s hall be resolved as follows: 8.23.1. The terms and conditions contained in this main Contract document shall prevail and take precedence over any allegedly confl icting provisions in all other Exhibits or documents. 8.24. Governing Laws/Consent to Jurisdiction and Venue. This Contract s h all be governed, interpreted, and enforced by the laws of the State of Michigan. Except as otherwise required by law or court rule , any action brought to enforce, interpret, or decide any Claim arising under or related to thi s Contract shall be brought in the Sixth Judicial Circuit Court of the State of Michigan, the 50th District Court of the State of Michigan, or the United States District Court for the Eastern District of Michigan, Southern Division, as dictated by the applicable jurisdiction of the court. Except as otherwise required by law or court rule, venue is proper in the courts set forth above. The choice of forum set forth above shall not be deemed to preclude the enforcement of any jud&rment obtained in such forum or taking action under this Contract to enforce such judgment in any appropriate jurisdiction. Page 16of36 DRAFT 12-27-13 125 8.25. Entire Contract. This Contract represents the entire agreement and understanding between the Parties. This Contract supersedes all other prior oral or written understandings, communications, agreements or Contracts between the Paities. The language of this Contract shall be construed as a whole according to its fair meaning, and not construed strictly for or against any Party. 8.26. County Intellectual Property. Contractor shall have no copyright, patent, trademark or trade secret rights in County Intellectual Property. 8.27. Conh·actor Use of County Servicemark. 8.27.1. The County grants Contractor the non-exclusive right to use its servicemark, as it is depicted and listed in Exhibit V, on Contractor's uniforms or on publications {in any fom1at) related to or associated with perfomrnnce of this Contract. Pennission to use the servicemark extends to use on the Contractor's website. 8.27 .2. Contractor shall only use the servicemark in Exhibit V for the purposes described in this Contract and not for any other purpose. 8.27.3. Contractor acknowledges that the County has certain rights in the servicemark depicted in Exhibit V and that Contractor has no right, title or interest in the servicemark. 8.27.4. The servicemark covered under this Section shall be provided at no cost to Contractor. 8.27.5. Contractor's permission to use the servicemark in Exhibit V shall cease when the entire Contract is terminated and/or cancelled. [mmediatcly upon termination and/or cancellation of this Contract, Contractor shall not display or depict the servicemark on its website or display, distribute or create any publication (in any fomrnt) or display, distribute or create other items that contain the servicemark. Page 17 of36 DRAFT 12-27-13 126 The undersigned executes this Contract on behalf of Contractor and the County, and by doing so legally obligates and binds Contractor and the County to the terms and conditions of this Contract. FOR THE CONTRACTOR: DATE: _____________ appeared in person before me this day and executed this Contract on behalf of Contractor and acknowledged to me under oath that _____________ has taken all actions and secured any and all necessary approvals and authorizations and has the requisite authority from Contractor to fully and completely obligate and bind Contractor to the terms and conditions of this. Subscribed and sworn to before me on this day of , 20 -----------~ Notary Public, State of --------~ ____________ County My Commission Expires: ---------Acting in the County of --------~ FOR THE COUNTY: BY: DATE: ------------- Michael J. Gingell, Chairperson Oakland County Board of Commissioners BY: Scott Guzzy, Purchasing Administrator APPROVED AS TO SCOPE OF CONTRACTOR SERVICES: BY: Phil Castonia, CPRP Business Development Representative Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328 DATE : Page 18of36 DRAFT 12-27-13 ------------- 127 EXHIBIT I CONTRACTOR INSURANCE REQUIREMENTS The Contractor shall provide and maintain, at its expense, all insurance as set forth below, protecting the County against any Claims, as defined in this Contract. The insurance shall be written for not less than any minimum coverage herein specified. 1. Commercial General Liability Occurrence Forn1 including: a) Premises and Operations; b) Products and Completed Operations (including On and Off Premises Coverage); c) Personal and Advertising Injury d) Broad Form Property Damage e) Independent Contractors; f) Broad Fonn Contractual including coverage for obligations assumed in this Contract; $1,000,000 -Each Occurrence Limit $1,000,000 -Personal & Advertising lnj ury $1,000,000 -Products & Completed Operations Aggregate Limit $2,000,000 -General Aggregate Limit $ 500,000 -Fire Damage Limit (Any One Fire) 2. Workers' Compensation insurance with limits statutorily required by any applicable Federal or State Law and Employers Liability insurance with limits of no less than $500,000 each accident, $500,000 disease each employee, and $500,000 disease policy limit. 3. Commercial Automobile Liability insurance covering bodily injury or property damage arising out of the use of any owned, hired, or non-owned automobile with a combined single limit of $1,000,000 each accident. 4. Commercial Umbrella/Excess Liability insurance with a minimum limit of $2,000,000 each occurrence. Umbrella or Excess Liability coverage shall be no less than following form of primary coverages or broader. 5. Liquor Liability insurance with a limit of$ l ,000,000 each occunence. 6. Commercial Property insurance. The Contractor shall be responsible for obtaining and maintaining insurance covering their equipment and personal property against all physical damage. 7. General Insurance Conditions: The aforementioned insurance shall be endorsed, as applicable, and shall contain the following terms, conditions, and/or endorsements. All certificates of insurance shall provide evidence of compliance with all required tenns, conditions and/or endorsements. a. All policies of insurance shall be on a primary, non-contributory basis with any other insurance or self-insurance carried by the County; Page 19of36 DRAFT 12-27-13 128 b. The insurance company(s) issuing the policy(s) shall have no recourse against the County for subrogation, premiums, deductibles, or assessments under any form; c. Any and all deductibles or self-insured retentions shall be assumed by and be at the sole risk of the Contractor; d. All policies, with the exception of Workers' Compensation, shall be endorsed to name the County as additional insured; e. All policies shall be endorsed to provide a written waiver of subrogation in favor of County; f. The Contractor shall require their contractors, or sub-contractors not protected under the Contractors insurance policies, to procure and maintain insurance with coverages, limits, provisions, and/or clauses equal to those required in this Contract; g. Certificates of insurance must be provided no less than ten ( 10) working days prior to commencement of Contract and must bear evidence of all required terms, conditions and endorsements; and h. All insurance carriers must be licensed and approved to do business in the State of Michigan and shall have and maintain a minimum A.M. Best's rating of A. Page 20 of36 DRAFT 12-27-13 129 EXHIBIT II SCOPE OF CONTRACTOR'S SERVICES & PARTIES RESPONSIBILITIES 1. Provision of Services. I. I. Exclusive Operation of Facilities. Contractor shall provide and shall have the exclusive right to provide Services at and for the operation of the Facilities (Conference Centers and Grill Rooms). 1.2. Quality of Service. The Services provided by Contractor under this Contract shall be of the highest quality and must be efficient and adequate to meet all reasonable demands of persons having Events at the Facilities or persons using the Facilities. 1.3. Equipment and Supplies. Contractor is responsible for providing the equipment and supplies to deliver the Services required by this Contract, which are not expressly required to be provided by the County herein. I .4. Reservations. Contractor shall be responsible for making reservations and booking Events to be held at the Facilities. 1.5. Outdoor Events. As part of providing Services, Contractor must be able to accommodate and provide for Events outside the Facilities that are located on County Property, e.g., outdoor weddings and parties on patios. Contractor shall be responsible for all set-up and prompt clean-up of outside Events, including but not limited to, chairs, tables, decorations, and sound system/equipment. 1.6. Mobile Food and Beverage Cart/Stands. As part of providing Services, Contractor shall operate mobile food and beverage (alcoholic and non-alcoholic) carts or stands at Golf Courses located at the Facilities. The Parties shall create operational procedures for the carts or stands, which shall include pricing, products, times of operation, and rules for the operation, maintenance and storage of the carts or stands and costs associated therewith. OCPRC shall provide and maintain in good operating condition the carts and stands to be used by Contractor or Contractor Employees. 1. 7. Service Report. The Contractor shall prepare a monthly report regarding Services at the Facilities. The report shall contain a computation of each month's Food and Beverage Fee, broken into separate categories for food and beverages, by Facility, by Event, and other details as may be requested by OCPRC. lfthere were no Services for a month, a monthly report still shall be generated and submitted stating this fact. The report shall be sent to the OCPRC Executive Officer by the 20th day of each calendar for the previous month's activity. I .8. Historic or Cultural Events at Facilities by OCPRC. I .8. l. OCPRC may hold up to twelve historic or cultural events at each Facility per calendar year. 1.8.2. OCPRC shall be responsible for planning the events and for all costs associated with the events. Contractor acknowledges that OCPRC may use another vendor to provide food or beverages (alcoholic or non-alcoholic) for the historic or Page 21of36 DRAFT 12-27-13 130 cultural events. If Contractor is not providing food and beverages for a historic or cultural event, OCPRC shall clearly indicate this fact in all materials (electronic or written) marketing or advertising the historic or cultural event. 1.8.3. The Parties shall work together to schedule the historic or cultural events at the Facilities to avoid date conflicts with Events at the Facilities. The calendar for the historic or cultural events shall be provided to Contractor by November I each year for the following year's historic or cultural events. 2. Marketing and Sale of Food and Beverages. 2.1. Contractor shall use its best effort and take all necessary steps to further the sale of Services and food and beverages (alcoholic and non-alcoholic) at the Facilities, including but not limited to marketing, taking credit cards to pay for food and beverages, and when applicable, using mobile stands and carts to sell food and beverages (alcoholic and non-alcoholic). 2.2. Contractor shall prepare an annual marketing plan for the Facilities. The marketing plan shall be delivered to the OCPRC Executive Officer or his/her designee by October 31 for the following calendar year. The first marketing plan shall be due on or before October 31, 2015. The OCPRC Executive Officer or his/her designee shall review the marketing plan and provide comments back to Contractor about the plan. Contractor shall have at least a twenty thousand dollar ($20,000.00) annual budget to implement the marketing plan for the Facilities. 2.3. The Oakland County Parks logo must be included in all promotional literature. 2.4. The County may use the Facilities for cross marketing of County Parks, including but not limited to brochures, flyers, marketing displays, and other infonnation. 3. Menus and Food Prices. Menus and food prices shall be reviewed by Contractor and OCPRC annually and shall be mutually agreed upon. The prices must be similar to cmTent community market pricing and, upon request; Contractor must provide document research support. 4. Hours of Operation. 4.1. Conference Centers. Contractor shal1 be available to provide Services at the Conference Centers three hundred and sixty-two (362) days a year. The three (3) days the Facilities may be closed by Contractor are Thanksgiving Day, December 25, and January 1. 4.2. Grill Rooms. Contractor shall provide Services at the Grill Rooms and keep the Grill Rooms open for the Service to the public when the respective Golf Courses, located by the Grill Rooms, are open for business. Set-up and clean-up for Services at the Grill Rooms shall occur before and after the respective Golf Courses' hours of operation. Contractor shall get the permission from the OCPRC Executive Officer or his/her designee to change Grill Room hours of operation. Contractor may also be asked to open and provide Services at the Grill Rooms for special events outside normal Golf Course hours of operations. Unless otherwise approved in writing by the OCPRC Executive Officer or his/her designee, at no time while the Golf Courses are open to the public shall Services in the Grill Rooms be interrupted by a private party or closed to the public. If the OCPRC Executive Officer approves the closure of a Page 22of36 DRAFT 12-27-13 131 Grill Room for a private party, Contractor shall still provide some form of Services for the Grill Room, but in an alternative location at the Facility. 5. Management and Staffing. 5.1. Contractor shall hire a manager or combination of management staff, with experience providing Services, to manage and conduct day-to-day operations at each Facility. A manager or assistant manager shall be present at all times when the Facilities are open for business. 5.2. Contractor shall provide an adequate number of employees and staff to efficiently and effectively perforn1 the Services and responsibilities required under this Contract, including serving food and beverages to customers at the Facilities. 6. Unifonns & Training. At Contractor's sole expense, all Contractor Employees shall be issued uniforms with Contractor's logo, shall maintain appropriate appearance and shall be properly trained for all customer service issues and delivery of Services, including the service of alcoholic beverages. 7. Brand Advertising. Contractor shall not use or pe1mit product brand identification without the express prior written approval of OCPRC. 8. Utilities and Services for the Facilities. 8.1. Contractor Furnished Services. Contractor shall furnish and pay for the following services to all the Facilities (including the Grill Rooms, but excluding the Golf Courses and Pro-Shops): 8.1.1. Garbage collection service; 8.1.2. Telephone; 8.1.3. Cable/Satellite; and 8. I .4. Internet Service. 8.1.5. Bills for the above-listed services shall be placed in Contractor·s name. Contractor shall be solely responsible for and promptly pay for all services, when due. 8.2. OCPRC Furnished Services. OCPRC shall furnish and pay for the following services to all the Facilities for OCPRC use: 8.2.1. Garbage collection service 8.2.2. Telephone 8.2.3. Cable/Satellite 8.2.4. Internet Service 8.3. Utilities. The County shall furnish the following utilities to all the Facilities: 8.3. I. Electricity; 8.3.2. Gas/Heat; and 8.3.3. Water/Wells/Water Filtration System Page 23of36 DRAFT 12-27-13 132 8.3.4. Sewer/Septic. 8.3.5. Bills for the above-listed utilities shall be placed in the County's name and the hills for the utilities shall be paid by OCPRC; provided that, Contractor shall reimburse OCPRC for all costs associated with the provision of gas, heat, electricity at all Facilities and municipal water and municipal sewer at the Glen Oaks Conference Center (including the Grill Rooms and Pro-Shops, but excluding the Golf Courses) in the manner set forth in Section 5 of the Contract. OCPRC shall be responsible for the costs of operation, maintenance, repair, and replacement of any septic systems, wells, or water filtration systems located at the Facilities. 8.4. Generator-Glen Oaks Conference Center. Contractor acknowledges that there is no generator at Glen Oaks Conference Center and Grill Room and that OCPRC will not provide a generator at that location. 8.5. Generator-Addison Oaks Conference Center. Addison Oaks Conference Center has a County-owned diesel generator, which Contractor may use. OCPRC shaJI be responsible for the maintenance and repair of the generator. OCPRC shall provide and pay for the diesel fuel to operate the generator, but Contractor shall reimburse OCPRC for the costs of the diesel fuel. The costs for the diesel fuel shall be included with the quarterly billings for the utilities (as set forth in Section 5 of the Contract). If the generator becomes obsolete or repair is not possible, then OCPRC is not responsible to replace the generator, but may do so in its sole discretion. 8.6. Inte1n1ption of Water Supply. If the water supply is interrupted at Glen Oaks Conference Center and Grill Room, then Contractor shall be responsible for providing and paying for water needed to provide Services during the interruption. If the water supply is intenupted at Addison Oaks Conference Center or is not potable, then OCPRC shall be responsible for providing and paying for the supply of potable water and clean ice needed to provide Services during the intenuption. 9. Business Intenuption Plan. Notwithstanding Section 8.9 of the Contract, Contractor shall create a business intenuption plan to ensure the continuity of Services at the Facilities during a reasonably anticipated event, such as power outages. I 0. Contract Perfonnance Evaluation. Annually or more frequently as dictated by OCPRC, OCPRC shall perform an evaluation of the Services provided by Contractor under this Contract and Contractor's performance of its obligations contained herein. The Parties shall meet and discuss the conclusions of such evaluations and the steps that can be taken to implement the conclusions, if required. I I. Contractor Duties and Maintenance Responsibilities. Contractor shall perform the following duties and maintenance responsibilities: 11.1. Point-of.-Sale System. Contractor shall provide and maintain a point-of-sale system for the purchase of Services at the Facilities. OCPRC will provide the software and software maintenance for the point-of-sale system; however, this obligation is contingent upon OCPRC receiving approval of the software vendor for Contractor's use of the software. If OCPRC does not receive approval from the software vendor, Page 24 of36 DRAFT 12-27-13 133 then Contractor shall be responsible for providing the software for the point-of-sale system. 11.2. Floor/Carpet Cleaning. Contractor shall clean all carpets and all floors of the Facilities and provide all cleaning supplies and equipment for such cleaning on a daily basis or more frequently as needed. The carpets and floors shall be professionally cleaned at least once a year or more frequently as needed. Upon OCPRC request, Contractor shall provide documentation evidencing the professional cleaning. 11.3. Interior Custodial Services. Contractor shall clean the interior of all Facilities, including the windows, screens and fire places, and provide all cleaning supplies and equipment for such cleaning on a daily basis or more frequently as needed or required; provided that OCPRC shall clean the grease traps and exhaust hoods and dispose of the grease. 11.4. Pest Control. Contractor shall provide and pay for pest control for the interior of the Facilities including the kitchens located therein. 11.5. Sound System. Except for the golf courses located at the Facilities, Contractor shall provide, pay for, (unless already provided), maintain and replace a public address and/or sound system, including equipment, for the Facilities. 11.6. Outside Area Cleaning. On a daily basis or more frequently as needed, Contractor sha11 clean and keep free of garbage the area outside the Facilities that is designated by OCPRC for eating and drinking, including but not limited to cleaning the furniture located in such areas, rinsing the grounds in such areas, and picking up and disposing of the garbage in such areas. The cleaning shall be completed pursuant to OCPRC standards, which shall be provided to Contractor upon execution of this Contract and annually thereafter. 11. 7. Restroom Cleaning. Contractor shall clean all restrooms at the Facilities on a daily basis or more frequently as needed and supply all equipment and products for such cleaning. Cleaning shall include but not limited to mopping and sanitizing of floors, scrub bing of urinals and toilets, disinfecting the counters, sinks, dispensers, doors, and door handles, incorporation of automatic air fresheners, and hourly checks for cleanliness and neatness documented. The cleaning shall be completed pursuant to OCPRC standards, which shall be provided to Contractor upon execution of this Contract and annually thereafter. Contractor shall provide al1 toilet paper, facial tissue, hand towels, and hand soap for all restrooms at the Facilities. l 1.8. Disposal. Contractor and Contractor Employees shall be responsible for transferring and placing all garbage in the appropriate receptacle and keeping the area immediately around such receptacles neat and clean. 11.9. Alarm System. Contractor shall provide own alann system and security cameras, if desired. Contractor shall in no way change or tamper with either the door lock mechanisms or alann systems provided by OCPRC. 11. l 0. Securing Facilities. Contractor is responsible for securing the Facilities every day, including but not limited to locking doors, securing gates, and setting alarms after Events. Page 25of36 DRAFT 12-27-13 134 12. OCPRC Duties and Maintenance Responsibilities. 12.1. Facility Upgrades. Except as otherwise provided in this Contract, OCPRC shall be responsible for and pay for all physical and structural upgrades to the Facilities, including, but not limited to, replacement of bathroom fixtures, replacement of windows and screens, and building designs that might be required for such upgrades. 12.2. Facility Maintenance/Repair. Except as otherwise provided herein, OCRPC shall be responsible for maintenance, repair, replacement, and inspections for the Facilities including but not limited to, repair or replacement of windows and screens, repair or replacement of HY AC system, repair or replacement of roof, repair of electrical system, repair or replacement of plumbing system and repair or replacement of the restrooms fixtures, repair or replacement of fire places, and repair or replacement of elevators. 12.3. Equipment Maintenance/Repair/Replacement. OCPRC shall be responsible for the maintenance, inspections, repair, and replacement of the equipment affixed to the Facilities, including kitchen equipment affixed to the Facilities, exhaust hoods, and grease traps. 12.4. Fire Suppression. OCPRC shall be responsible for providing, repairing, and maintaining fire extinguishers, fire suppression systems, and/or ansul fire suppression for the Facilities as it deems necessary and as required by law. 12.5. Odors. If any unusually strong odor develops due to sewer gases or other reasons which are not caused by Contractor, OCPRC will take the necessary measures to expeditiously mitigate such odors at its expense. 12.6. Locking Mechanisms for Facilities. OCPRC shall be responsible for providing, repairing, and maintaining locking mechanisms for the doors of the Facilities. OCPRC shall provide keys or key cards for the locking mechanisms to Contractor and Contractor Employees pursuant to OCPRC key policy. 12. 7. Light Fixtures. OCPRC shall be responsible for providing, repairing, and maintaining all light fixtures in, around, and outside the Facilities, including bulb replacement. 12.8. Window Treatments. OCPRC shall provide and pay for the window treatments (blinds, drapes, etc.) at the Facilities. OCPRC shall repair and replace the window treatments regardless whether the window treatments were provided by OCPRC or Contractor. Upon execution of this Contract, all window treatments shall be deemed the property of the County regardless of who provided or paid for the window treatments. Upon termination and/or cancellation of this Contract, a11 window treatments shall be the property of the County. 12.9. Interior Decorations/Furniture. OCPRC shall provide, replace, maintain, and pay for (in OCPRC's sole discretion) all interior decorating and interior decorations. For purposes of this Contract interior decorations shall mean furniture, televisions for Grill Rooms, pictures, wall hangings, plants, seasonal decoration and other decorations at the Facilities. Upon execution of this Contract, all interior decorations currently located in or around the Facilities shall be deemed the property of the Party who purchased them, except for the interior decorations listed in Exhibit IV, which Page 26 of36 DRAFT 12-27-13 135 are the property of the County. Upon expiration of this Contract, all interior decorations located in or around the Facilities shall be the prope11y of the County, regardless of who purchased or paid for the interior decorations. 12.10. Paint/Wallpaper/Wall Coverings. OCPRC sha11 provide, pay for and replace (in OCPRC"s sole discretion) interior paint, wallpaper and/or wall coverings at the Facilities. 12.11. Flooring/Carpet. OCPRC shall be provide and pay for (in OCPRC's sole discretion) the repair or replacement of flooring and carpeting at the Facilities. 12.12. Exterior Maintenance/Repairs. OCPRC shall be responsible for all exterior maintenance, repairs and replacements to and around the Facilities or to or around the property on which the Facilities arc located, including cleaning of parking lots, exterior painting, exterior lighting, exterior window cleaning, canopy, parking lots, snow removal, signs, decorations and landscaping. 13. Equipment Provided by OCPRC. All equipment, furniture, decorations and other items provided by OCPRC for use by the Contractor, under this Contract, shall remain the prope11y of the County. Page 27 of36 DRAFT 12-27-13 136 --- Qi > ...J c ·~ ~ '-cu -c cu (.) cu 0 c ~ ~ c 0 (.) ti) ..:.:: ca 0 c 0 ti) "ti "ti < t or age Wal k -In Fr eezer/Fr 1dge Banqc1et Room 560 Banquet 5440 I I I Deck 737 I I,- __J•--... I \'.---I Stairways 11 -===;==--==*---=---"--'"...__ __ ._,_ IP +r'"-d:l }-' G'•deo _, 1 Ded 1804 p Ro o'Tl 1100 ,_J ~-._.I ~ =:.-, -,-· 137 Addison Oaks Conference Center Upper Level Brides Room 786 Brides Restroom 542 Grooms Room = Groom s Restroom 285 Office 183 Office Restroom Storage 266 Page 29 of 36 DRAFT 12-2 7-1 3 200 ,....; ()) ,....; E 0 0 ~ ~ Vl Q) a:: Bedroom 281 I< itch en 450 Living Room 330 Office 115 Office 99 00 Ll"l ('\'"\ > ro Storage l ro 181 r Storage 150 Bedroom 122 Bedroom 178 138 ..J ... G) c G) (.) 4) CJ c: Cl) ... .! c 0 u (/) ~ <ti 0 c 0 .~ "O "O <( 'I ' . . l r:=-.7.i.• I .. »•" __J J M' . I ------.... ernun~ld .u:~ 24 405 : ...... 1 ·1" - 1 I Mechanica l : : ~ 285 " , .. '• . . ' -... . '· ·' I 'It ,f ~ ~ 1 45 I ,_ ...... -- l \ 'I \\ Mecnan ical )2 "I. 13 9 " .. . ,, ,, r--~ ILJ I•• J _.Ji.~ . 11 • , " ii.' .. .. I i Ut~ityRoorn • ,374 ,, . 230 I 'I I 1,i Utiiity Room . 294 " ' ,. &. .. ' " Storage 308 .. . . .,.r ,_ •I ·~; Storage 198 . ' ' [ ~ • la.. ,.. r -·· ' r •' ' . ,., .. "· .. MECHANICAL PlAN !ODISON O.l;;~ '•' 176 _----·~· 21 Storage 198 • r:~ , Sto ra ge 80 l. ' I .. ·~ ' _J .. ' 139 QI > Cl) ....I c: "' :!: .... Cl) -c: Cl) u Cl) 0 c: Cl> .... ~ Storal!t:' c: 503 0 u .f1 8d ri quet I/) ~ Looov "' Off•Ct> 0 857 c: 288 Cl) (!) \Nomen ~ Restroom 302 ll I IS! I " !!1 llil! !lliill!ll 9d'1QUt:'t Hall =~- 5950 5to•age Stord~e Entrance ')8 81 13 5 I '• \ I Pro c-0 \C I !"') c-- 4-< N ON --!"') E- ~ µ.. ro <'!'. 0.... ~ 0 140 Glen Oaks Conference Center Upper Level Stor age 102 Storage 121 Cl oset 6 tor age 20 ' Storage 133 Chef'.. Off1 (e 160 162 .. • .. ~'t:~~M! 103 ·1oset Closet 13 13 St or«ge 28 2 Closet Clos.-t PJrks St o rage 110 ~o s et 6 Page 32 o f36 DRAFT 12-2 7-13 .. Bn~-:t:! Room 91 ... 65 141 Glen Oaks Conference Center Lower Level 1332 CJC PR S.to1 ~gt' 11·.1 Jl;P;1 M<:"·.l1 .1 r,i<cil 1.-. 7r:, M c-, 1·1.~ni•,11 Page 33 of36 DRA FT 12-27-1 3 ,_, r •-' l ~ 142 Park: Addison Oaks Quantity Item -Books & Bookshelves 26 Speakers 1 set China 1 set Flatware -Various Small ware 1 Ice Machine 1 Toastmaster Bun Warmer 2 2 Door Reach-in Refrigerator 1 Keg Cooler 1 Food Warmer 1 Coffee Station 1 Dishwasher 1 Heater 1 Mixer 1 Safe 1 Walk-in Cooler 1 Walk-in Freezer 1 Deep Fryer 1 Oven/Stove 1 Oven/Broiler 6 Chafing Dishes 16 Racks of Misc. Glasses 2 Prep Tables w/Sinks 1 Phone System -Storage Racks 1 Keg Cooler EXHIBIT IV Facility: Banquet Center Description Located in Brides Room, Grooms Room, Bar Areas & Main Level Ceiling Speakers 250 Units 250 Units Ladles, Spatulas, Tongs, etc. 1100 Series, 208/230v 4 Drawer, 120v, 1 .4K w NA NA Plated food keeper/warmer Stainless Steel Coffee Stand 208v, 15Kw Booster Heater for Dishwasher 20 Ot. w/ 2'x20' table, 2 accessories Located in Office, Approx. 1 Cub. Ft. NA NA Deep fryer 10 Burner natural gas stove top with 2 door oven Char broiler stacked on oven Stainless Steel NA NA 6 phones wired in building office areas 12'x16'x18' 4-6' tall-for walk-in cooler/freezer Single Keg Cooler Page 34of36 DRAFT 12-27-13 Manufacturer Model# Serial# NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA Manitowac CD1103W 83014352 Toastmaster 3D8XD 2-20269-95 Victory NA NA Perlick 1005AUL NA Carter/Hoffman BB96 111104-80200- 0400-26-G-01 NA NA NA Hobart CRS66A 85-1019884 Hatco C45 5402580825 Hobart NA NA NA NA NA Forma-kool NA NA Forma-kool NA NA Pitco Frialator NA Garland NA NA South bend NA NA NA NA NA NA NA NA Tabco NA NA NA NA NA NA NA NA Keg co NA NA 143 Quantity Item 1 Range/Cooktop 1 Food Prep Table 1 Ice Machine 1 Panasonic TV 1 Zenith TV 1 Samsung TV 1 Dishwasher 1 Booster heater 2 Steamers 1 Oven 1 Flat top Grill 1 Char grill 1 Slicer 2 Fryers 3 Convection ovens 1 Bun warmers 1 Dishwasher 1 Food warmer 1 Cooler 1 Cooler 1 Cooler 1 Walk-in freezer 1 Walk-in Beer Cooler 1 Walk-in Cooler 1 Walk-in Cooler 1 Grease trap NIA= Not Available EXHIBIT IV Park: Glen Oaks Facility: Banquet Room I Grill Room Description Manufacturer Natural gas 10 burner, double oven South bend SS Sandwich prep table with cooler NIA Newer head, old bin Hoshizaki Grill Room Panasonic Grill Room Zenith Pro Shop Samsung 208v 3ph Hobart 54Kw booster heater for dishwasher Hatco Double stacked, vegetable steamers Steammaster/Rapidsteam Larqe warminq oven South bend Natural gas griddle with oven Southbend Natural gas char qrill without oven Maqic kitchen Food slicer wl24"x30" SS table wlaccessories Hobart Deep fryers PitcolPitco Frialator Double stacked convection ovens (2 newer, 1 older) Southbend 120v, 1900w, 4 drawer portable bread warmers T oastm aster/W ittco 208/230v, 1 ph, Small qlass ware dishwasher Champion Plated food keeper/warmer Carter/Hoffman Banquet bar area under counter portable cooler Glas Tender Top load beer cooler (Grill room bar area) TRUE 3Door, under counter beer cooler {Grill room bar area) TRUE Kitchen Formakool Banquet bar area Kolpac Kitchen Formakool Located in the Basement (Built-in) Kool co 35 Gal. located in basement for 3 compartment sink NIA Page 35of36 DRAFT 12-27-13 Model# Serial# NIA NIA NIA N/A KM-900MWH S12647J TCL3232C MC10390940 B27A242 921-24100948 UN39FH5000F 279L3CTD409032X CRS66A 85-1004681 C-54 162295 R11 R2 NIA NIA N/A NIA NIA FMRMB36 97041290 1712 56-031-890 NIA NIA NIA NIA NIA/ 200-4R NIA/ 616980 SW600L 6792 1111 04-80200- BB96 0400-26-G-01 B860-R1-GSH (LL) 22-54016 TD-50-18 1-3837192 TBB-4G 1-3992372 36776 NIA NIA N/A 3478-1 L1012-1 NIA N/A NIA N/A 144 EXHIBITV COUNTY SERVICEMARK Pag e 36 of 36 DRAFT 12-27-1 3 145 QAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: January 9, 2014 AGENDA ITEM NO. 10 E ADMINISTRATION Subject: Establish Date(s) for OCPRC Budget Study Work Session/Special Meeting for CIP/Major Maintenance Projects INTRODUCTION AND HISTORY We have been requested by the Commission to set a specific meeting for the review of the proposed FY 2015-17 GIP/Major Maintenance projects. In addition, as a second item, if you wish to set a separate meeting regarding developing a Comprehensive Communications and Marketing Plan, we could do that at this time as well. At this time we are seeking input from the Commission in order to move forward and establish these additional meeting dates. Attached for your reference is a current listing of the established 2014 meeting dates for the OCPR Commission. 146 OAKLAND COUNTY PARKS AND RECREATION COMMISSION 2014 MEETING DATES EXECUTIVE COMMITTEE MEETINGS Wednesday December 18, 2013 Tuesday J anuary 21, 2014 Wednesday February 19, 2014 Wednesday March 26, 2014 Wednesday Budget Study Session Wednesday April 23 , 2014 Wednesday Budget Study Session Wednesday May 21 , 2014 Wednesday June 25, 2014 Tuesday July 22, 2014 Wednesday August 20, 2104 Wednesday September 17, 2014 Wednesday October 22, 2014 Wednesday November 19, 2014 Wednesday December 17, 2014 Executive Committee Meetings@ 10 :00 a.m. unless otherwise noted. OCPR CO MMISSION MEETINGS Wednesday January 15, 2014 Wednesday February 5, 2014 Wednesday March 5, 2014 Wednesday April 2, 2014 Wednesday April 23, 2014 Wednesday May 7, 2014 Wednesday May 21, 2014 Wednesday June 4, 2014 Wednesday July 9, 2014 Wednesday Aug u st 6, 2014 Wednesday September 3 , 2014 Wednesday October 1, 2014 Wednesday November 5, 2014 Wednesday December 3 , 2014 Wednesday January_, 2015 (TBD) OCPR Commission Meetings @ 9:00 a .m. unless otherwise noted . 147 QAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 AGENDA ITEM No. 10 F RECREATION PROGRAMS AND SERVICES To: Chairman Fisher and Commission Members From: Daniel J_ Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Submitted: January 9, 2014 Subject: Proposed 2014 Appreciation Days INTRODUCTION AND HISTORY Oakland County Parks has held Appreciation Days at its Day Use parks each year. The free entry into the Day Use parks (Addison Oaks, Highland Oaks, Independence Oaks, Lyon Oaks, Orion Oaks, Red Oaks, and Rose Oaks) affords the patrons to use the park without purchasing a vehicle permit. Communications and Marketing works with park staff on advertising these days. The following are the proposed days and dates for 2014: MOTION Veteran's Day Thanksgiving Day Christmas Eve Christmas Day News Year's Eve November 11, 2014 November 27, 2014 December 24, 2014 December 25, 2014 December 31, 2014 Move to approve the 2014 Oakland County Parks Appreciation Days as follows: Veteran's Day Thanksgiving Day Christmas Eve Christmas Day News Year's Eve Tuesday, November 11, 2014 Thursday, November 27, 2014 Wednesday, December 24, 2014 Thursday, December 25, 2014 Wednesday, December 31, 2014 in order to provide free access into the Oakland County Day Use Parks. 148 ~AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & R:ECR:EA TION COMMISSION AGENDA JANUARY 15, 2013 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Erin Lavender, Natural Resources Technician Submitted: January 9, 2014 Subject: Update: Natural Resources Photo Monitoring Program Analysis INTRODUCTION AND HISTORY AGENDA ITEM NO. 11 A NATURAL RESOURCES The Natural Resources staff will give a brief overview of their Photo Monitoring program. This six-year old program consists of collecting photographic data where on-the-ground management has been performed, then analyzing the photos to assist with future management practices/goal setting. Relation to current NR benchmarking/dashboard initiatives will also be touched-on. Photo Monitoring is one of several tools used by the Natural Resources staff to assess and track management activities. Additional Natural Resources project updates will be presented to the Commission on an annual basis starting in summer 2014. Please let the Natural Resources staff know if there are specific NR projects you would like discussed during the annual update. 149 JANUARY 15, 2014 QAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM No. 11 B RECREATION PROGRAMS AND SERVICES To: Chairman Fisher and Commission Members From: Daniel J . Stencil, Executive Officer Michael Donnellon, Chief-Park Facilities Maintenance and Development Submitted: January 8, 2014 Subject: Capital Improvements & Maintenance Project Update INTRODUCTION AND HISTORY A brief power point presentation with project photos will be provided to the OCPR Commission by Mike Donnellon and staff on the current Capital Improvements and Maintenance project status. 150 JANUARY 15, 2014 <:IAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS &-' RECREATION COMMISSION AGENDA AGENDA ITEM No. 11 C RECREATION PROGRAMS AND SERVICES To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Terry Fields, Chief-Recreation Programs and Services Submitted: January 9, 2014 Subject: 2013 Recreation Program and Event Highlights & 2014 Overview INTRODUCTION AND HISTORY The Recreation Programs and Services division will be presenting a photo presentation highlighting the 2013 programs and events. Some of the events highlighted include the Marshmallow Drop, OC Express, nature programs, Wheelchair Daze, dog swims, Dreams & Wings, Air Fair, and more. Staff will also highlight the 2014 Calendar of Events. 151 EXECUTIVE OFFICER'S REPORT ITEM # 11 F 1. Upcoming Events: Attached for your information is a list of upcoming events and programs scheduled by the Recreation Programs and Services and park staff. 2. Springfield Oaks Ellis Barn -Phase II & Ill: At the January 15, 2014, OCPR Commission meeting staff will be presenting a request for approval of a construction contract for Phases II and Ill of the Ellis Barn. Phase II addresses accessibility at the barn by providing a vertical platform lift to convey guests between the two floors of the barn. An option may also be presented to accept a five-year waiver of the accessibility requirements. The projected investment for Phase II is $120,000. Phase Ill addresses the structural restoration of the barn to allow for assembly use. Reinforcing all of the framing supporting the second floor is required. The projected investment for phase Ill is $170,000. Staff continues to work with Frank Rewold & Son and JFR Architects to complete this project. 3. Commission Approval Schedule for Capital and Maintenance Projects (Preliminary and Subject to Change): Attached is the anticipated Commission Approval Schedule for Capital and Maintenance Projects through May 2014. This schedule is subject to change and is anticipated to be updated monthly for your reference. If you have any questions, please call Mike Donnellon at {248) 858-4623. 4. 2013 Oakland County Parks and Recreation Annual Report: We have received the final version of the 2013 OCPR Annual Report. This report has been included with this January 2014 OCPR Commission agenda packet. 5. 71 h Annual Fire & Ice Festival: The ylh Annual Fire & Ice Festival is scheduled for Friday January 24 - Sunday, January 26, 2014 in downtown Rochester. A copy of the scheduled events is included with this report 6. Michigan Barn Presentation Network: We received notification that the Ellis Barn will be featured as one of the barns in the 2014 Calendar to Celebrate Michigan Barns, which is dedicated to the preservation and rehabilitation of Michigan barns. The Ellis Barn is the featured barn for February 2014. We have provided each OCPR Commission member with a copy of this 2014 calendar. 7. Southeast Michigan Volunteer Coordinator's Network Meeting: Staff will be attending the SE Michigan Volunteer Coordinator's meeting on Thursday, January 9 from 9:30 -11 :30 a.m. at the Detroit Zoo. At this meeting they will discuss the National Volunteer Week Reciprocal Free Admission program, in which OCPR has previously participated. 8. Gleaners Community Food Bank: Attached to this report please find a letter we received from Gleaners Community Food Bank thanking Oakland County Parks and Recreation for the donation of 380 pounds of Deer Meat which was obtained through the 2013 Managed Deer Hunt. This generous donation will provide 317 meals for our hungry neighbors in need. 9. OCPR Commission Appointments: We have been advised by the Board of Commissioner's office that Chairman Gerald Fisher, Secretary John Scott and Commissioner Christine Long have been reappointed to the Oakland County Parks and Recreation Commission to three (3) year terms expiring on December 31, 2016. We have also been informed by the Road Commission for Oakland County that the appointment for the RCOC representative to the Parks and Recreation Commission will be made at their meeting on January 9, 2014. 10. Unpaid Account Receivable Collection: Oakland County Parks was owed $168.92 from a former employee for unreturned uniforms. Staff had attempted to contact via phone and certified mail with no response. Business Development Representative and Purchasing Department Liaison, Phil Gastonia had become aware of a County blanket contract with RDK Collections. In an attempt to collect a majority of the 152 amount owed, as opposed to the historical model of having the Commission write off this debt, RDK was hired to collect these funds. Within 3 weeks, we were notified that the collection was successful. Our cost for these services was a flat 25% ($42.23). As a trial program this was a success and will be used again in the future. 11. Road Commission for Oakland County: We have received a report from the Road Commission for Oakland County of their 2013 Strategic Planning Process. A copy of this report has been provided for each OCPR Commission member. 12. 2014 Oakland County Market Programming: As requested by the Commission, staff has provided a list of the 2014 County Market Programming for events to be held at the Oakland County Market. These programs will be in held at the County Market in lieu of the events that were previously scheduled for the Flea Market. The list of those programs is attached to this report. 13. 2013 Casual Day Funds: Each Thursday and Friday throughout the year Oakland County Parks and Recreation employees, along with other Oakland County employees, are offered the opportunity to dress casual or wear jeans. To participate in this program the employees donate $1 each day to the Casual Day Fund, and at the end of the year those funds are donated to local charities. Attached to this report is a listing of the recipients of the 2013 Casual Day Funds. 14. Communications and Marketing: Listed below is an update from Desiree Stanfield, Supervisor - Communications and Marketing: ·Produced the 2014 Oakland County Parks and Recreation Commission's Annual Report entitled "Untapped Resources", a 16-page full color publication that will be mailed and distributed via email and social media in January 2014. The report will also be a recruitment tool for sponsors, partners and donors. •Placed an ad for OCP recreation gift cards on the front cover position of a wrap for Black Friday inserts in the Thanksgiving Day issue of The Oakland Press to 64,000 subscribers. •Developed communications plan for the promotion of "for every $100 purchases on a new OCP Recreation Gift Card (or $100 recharge of existing card), get Two $1 O greens fees coupon valid in 2014. Promoted via Facebook, Twitter, DestinationOakland, emarketing and news release. •Wrote a winning award nomination for Sharon Green as Media Advocate from Michigan Recreation and Park Association. Green is the equestrian column writer for The Oakland Press. •Crafted a message from the Executive Officer for placement in the 2014 Oakland County Fair Booklet. •Wrote the OCP portion of the State of the County address given by County Executive Patterson and provided color images for his presentation. •Wrote an article entitled "Volunteers 101" highlighting the system's volunteer program for Parks and Recreation Business Magazine. •Prepared orders for 2014 promotional items, based on staff needs and projections, including social media and volunteer recruitment initiatives. •Created a communications plan to encourage visitors to walk through the "glamorous camping model" at Waterford Oaks County Park and provide feedback. A video tour, online survey, news release, emarketing message, signage and a landing page on DestinationOakland.com were developed. •Committed to a two-year sponsorship of the Michigan Senior Olympics as a Bronze Medal Sponsor which includes a presence at the winter and summer games for 2014 and 2015. The sponsorship includes ads in the MSO newsletter and games results books, logo on athlete T-shirts and MSO website, recognition at the Celebration of Athletes dinner and opportunity to put promotional items/materials in 2,000 athlete bags. ·Submitted three MRPA Pro-Grammy award nominations: Community special event: Fire and Ice, emphasizing the role of Oakland County Parks; Adult program: Oakland Uncorked; and Outreach/Partnership: Archeological dig at the Ellis House. 153 ·Photographed Scout Badge Days event at the Wint Nature Center and Holiday Shopping Night at The County Market. Logged video clips. Uploaded, logged and updated photo files to Media Management for use by department and outside agencies for promoting upcoming Parks events and created light boxes for specific events, reports, power point presentations and news articles, worked on power point photo file for Annual Business Meeting. Provided images for the State of the County presentation by the County Executive. •Provided OCP drawstring bags with brochures and youth promotional items for the 12 monthly winners of the Water Resources Commissioner's Office's Annual WRC Kids' Clean Water Calendar Contest. Also, donated one Family Fun Passbook for the grand prize winner. 154 Upcoming Events -January, 2014 Adaptive Recreation January 11, 18, 25 Sports-ability-Open Gym/Activities for Kids with Disabilities Boys and Girls Club -Royal Oak January 27 Archery for Individuals with Disabilities -Troy January 24-26 January 8 January 3 January 8 January 8 January 10 January 11 January 11 January 15 January 15 January 18 January 18 January 18 January 22 January 22 January 23 January 25 January 28 January 29 January 20 January 29 January 31 January 24-26 Special Events, Dogs, and Health & Wellness Fire & Ice Festival -Rochester Natural Resource Education Programs Water Quality -Ask the Bugs -Red Oaks Nature Center Nature/Interpretive Programs CSDD/Birds -Wint Nature Center Water Quality-Ask the Bugs -Red Oaks Nature Center Mother's Group Meeting-Red Oaks Nature Center Leggett Preschool -Wint Nature Center NatureFit/Snowshoe -Red Oaks Nature Center Daisies/Use Resources Wisely Badge Day-Wint Nature Center Wild Wednesdays/Arctic Creatures -Red Oaks Nature Center Mother's Group Meeting-Red Oaks Nature Center Scout Badge Day-Use Resources Wisely-Red Oaks Nature Center NatureFit/Snowshoe -Wint Nature Center Daisies/Use Resources Wisely Badge Day-Red Oaks Nature Center Tuning Your Tot into Winter -Wint Nature Center Mother's Group Meeting -Red Oaks Nature Center Orion Oaks Elementary-Wint Nature Center Tuning Your Tot into Winter -Wint Nature Center Our Lady of the Lakes -Wint Nature Center Nature Sprouts -Red Oaks Nature Center Outreach Services -Delta Kelly Elem Mother's Group Meeting-Red Oaks Nature Center Little Sprouts -Wint Nature Center Volunteer Opportunities Fire & lee Festival -Rochester 155 January 8 January 11 January 13 January 15 January 17 January 19 January 22 January 24-26 January 24 January 25 January 29 Mobile Recreation Bus: Troy High School Ski Club to Mount Holly Go! Snow Show : OCPRC Recreation Programs to Wint Nature Center Bus: Waterford Senior Center to Motor City Casino Bus: Troy High School Ski Club to Mount Holly Bus: Ferndale Parks & Recreation to the Palace for Pistons Game Bus: Waterford Senior Center Field Trip to #1 Waves Restaurant Bus: Waterford Township Parks & Recreation to Meadowbrook Theater Bus (2), Stage, Go! Snow Show, Tent: OC Fire & Ice to Rochester Bus: Waterford 50 +Trip to the Detroit Symphony Orchestra Bus: Waterford Kettering Softball to Greektown Casino Bus : Troy High School Ski Club to Mount Holly 156 Commission Approval Schedule for Capital and Maintenance Projects (Preliminary and Subject to change) • January 15, 2014 o Addison Oaks Conference Center -Roof Replacement {Construction Approva I) o Springfield Oaks Activity Center -Ellis Barn Improvement Phase II & Ill/Vertical Platfo rm Lift & Code Compliance {Construction Approval) o Red Oaks Waterpark-Michigan Natural Resource Trust Fund Trail Project (Construction Approval) o CIP/Maintenance Project -Report • February,2014 o Independence Oaks -Connector Trail Design (Executive Officers Report) o Natural Resources -Herpetological Study (Executive Officers Report) o Glen Oaks Golf Course -#13 Bridge Replacement (Conceptual Approval) o Oakland Schools Agreement -(General Approval) o Springfield Oaks Activity Center -Mill Pond Dam Repairs Agreement {General Approval) • March, 2014 o Glen, White Lake & Springfield Oaks Golf Course -Irrigation Replacement Design (Executive Officers Report) o Glen Oaks Golf Course -#13 Bridge Replacement (Construction Approval) o Natural Resources-Herpetological Study {Proposal Approval) • April, 2014 o Springfield Oaks Activity Center -4-H Covered Arena Design (Bldg . K) {Executive Officers Report) o Springfield Oaks Activity Center -Restroom/Shower Replacement Design {Executive Officers Report ) o Glen Oaks Golf Course & Conference Center-Parking Lot Renovation Design (Executive Officers Report) o Glen, White Lake & Springfield Oaks Golf Course -Irrigation Replacement (Conceptual Approval) o Red Oaks -Storm Water Reclamation (Design Approval) o Addison Oaks -Campground Recreation Pavilion (Construction Approval) • May, 2014 o Groveland Oaks -Concession Playground Replacement (Executive Officers Report) o Waterford Oaks Water Park-Central Parking Lot Design (Execut ive Officers Report) o Waterford Oaks Water Park -New Water Feature Design (Executive Officers Report ) o Glen Oaks Golf Course & Conference Center -Parking Lot Renovation Design (Conceptual Approval ) o Springfield Oaks Activity Center -4-H Covered Arena (Bldg. K) {Conceptual Approval) o Natural Resources -Staff Report • June, 2014 o Addison Oaks -Boat House Remodeling (Executive Officers Report) o Waterford Oaks Water Park-Central Parking Lot Design {Conceptual Approval) o Waterford Oaks Water Park-New Water Feature Design {Conceptual Approval) o Groveland Oaks -Concession Playground Replacement {Construction Approval) • July, 2014 o Red Oaks Nature Center -Parking Lot Design (E xecutive Officers Report) • August, 2014 o Glen Oaks Golf Course & Conference Center -Parking Lot Renovation Design (Construction Approval) • September, 2014 • October, 2014 o Red Oaks Nature Center -Parking lot Design (Conceptual Approval) 157 f ire & ice festival JAnUARY 24-26, 2014 Friday,, January 24,. 5 -9pm 5:00 -S:OOpm S:OO -9:00pm S:OOpm -Midnight 6:00 -S:OOpm 7:20pm 8:00pm 9:00pm RAYA Spaghetti Dinner Food Truck Rally Taste Fest & Beer Tent Modes of Transportation Ice Sculpture Show Marshmallow Roasting Open Ice Skating -Bring your own skates Face Painting by Face Flair Tube Sledding Run Carriage Rides (begins at 6pm) The Big, Bright Light Show Ice Carving Demonstration Concert by "By the Way" and Opening Ceremonies Fireworks TasteFest Closes Rochester Fire Dept E. Third and Main E. Third and Water Downtown Rochester E. Third and Main E. Third and Water TasteFest Tent E. Third and Water E. Fourth and Main Downtown Rochester Rochester Mills Beer Co. E. Third and Water E. Third and Water E. Third and Water Saturday,. January 25,. 1 Oam -9pm lO:OOam -9:00pm 10:00 -ll:OOam ll :OOam -9 :00pm ll :OOam -S:OOpm Noon -2:00pm 4:00 -6:00pm 4:00 - 8 :00pm 5:00 -9:00pm 6:00 -9:00pm S:OOpm -Midnight 7 :20pm 7 :5 0pm S :OOpm 9:00pm Modes of Transportation Ice Sculpture Show Marshmallow Roasting Downtown Rochester E. Third and Main Face Painting by Face Flair E. Third and Water TasteFest & Beer Tent E. Third and Water Tube Sl edding Run E. Third and Water Dog Sled Demos and Rides (until 4pmf E. Third and Letica Snow Shoeing and Cr os s Co untr y Skiin g (until 4pm) E. Third and Letica Broomba II De monst ration Ope n Ice Sk ating -Bring your own skate s Ice Fi shing Ice Carv ing De mon stration Ice Carving De monstration RAYA Spaghetti Dinner Food Truck Rally Ca rriage Rides The Big , Bright Light Show Concert by "By the Way" Rec ognition Ce re mony & Mayor F ireworks Ta steF e st Closes E. Third and Water E. Third and Water E. Third and Water Penn Station (E. Second and Mainf E. Third and Main Rochester Fire Departm e nt E. Third and Main E. Fourth and Main Downtown Rochester E. T hird and Water E. Third a nd Water E. Third and Water E. Third and Water Sunday, January 26,. 9am -5pm 9:00am 9 :00am -12:00pm lO:OOam -S:OOpm lO:OOam -ll :OOam ll :OOam -S:OOpm S:OOpm S:OOpm -Midnig ht The Brooksie Way's Chill at the Mills Sk Race RAYA Pancake Breakfast Modes of Transportation Ice Sc ulpture Show Marshmallow Roasting Taste Fe st & Beer Tent Snow Shoeing and Cross Country Skiing Tube Sl e dding Run Face Painting by Face Flair Dog Sled Demos and Rides (until 4pm} Onyx Figure Skating Exhibition Open Ice Skating -Bring your own skates Ice Fishing Ev e nt End s Th e B ig , Bright Light Sh o w Rochester Mills Beer Co. Roche ster Fire Department Downtown Rochester E. Third and Ma i n E. Third and Water E. Third and Letica E. Third and Water Ta steFest Tent E. Third and Letica E. Third and Water E. Third and Water E. Third and Water Do wnt o wn Roc he st e r 158 December 27, 2013 O:ikland County Parks and Rec 2800 Watkins Lake Rd Waterford Twp, MI 48328 Dear Oakland County Parks and Rec, HUNGRY PEOPLE j GLEANERS COMMUNITY FOOD BANK MAIN OFFICE AND DISTRIBUTION CENTER Of SOUTHEASTERN MICHIGAN 2131 BEAUFAIT. DETROJT, Ml 48207 1 (866) GLEANER [313] 923 3535 FAX [313] 923 2247 Thank you, Oakland County Parks and Rec and your organization for holding a food and fund drive to benefit Gleaners Community Food Bank. We received 380 pounds of Deer Meat from this terrific effort. This generous donation will provide 317 meals for our hungry neighbors in need. Each year more than 1,500 businesses, students groups, civic and religious organizations collect over 2.5 million pounds of food and realize over $400,000 in cash contributions. Within days of receiving these resources they are distributed to our over 550 partner agencies, who are able to get the food to where it belongs, on the tables of those in need. Our partners include soup kitchens, food pantries, homeless shelters, senior homes, and others. Thank you and your organization again for your generosity and for being part of the cure for hunger in southeast Michigan. Happy New Year! Sincerely, ~~ Cara Rayner Food and Fund Drive Campaign Manager Cell: 313-820-0130 Gleaners is a 501 [c][3] organization. Your donation is 100% tax deductible to the extent allowed by law; you receiv ed no goods or services for this contribution. For more tax information, visit our website at www.gdb.org. fOU~Ol~G MEM8!R Ofo J, FEEDfNG'" AMERICA PiWUD MfM8fR OF : 0 BBB -y;-159 Commissioners Minutes Continued. December 12, 2013 Chairperson, on behalf of the General Government Committee, J move the acceptance of the foregoing report. GENERAL GOVERNMENT COMMITTEE Copy of Application for Appointment to Boards, Committees and Commissions on file in County Clerk's Office. Moved by Long supported by Gershenson the General Government Report be accepted. A sufficient majority having voted in favor, the report was accepted. Moved by Long supported by Gershenson the appointment of Anne Vaara to the Oakland County Solid Waste Planning Committee be confirmed. Vote on appointment: A YES: Gershenson, Hatchett, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Zack, Bosnic, Crawford, Dwyer. (18) NAYS: None. (0) A sufficient majority having voted in favor, the appointment was confirmed. REPORT BY: General Government Committee -Christine Long, Chairperson IN RE: BOARD OF COMMISSIONERS -APPOINTMENTS TO THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The General Government Committee, having considered these appointments on December 2, 2013, hereby recommends that the following individuals be appointed to the Oakland County Parks and Recreation Commission for a three-year term beginning January 1, 2014 and ending December 31, 2016. PARKS & RECREATION COMMISSION (Three-Year Term ending 12/31/16) Christine Long, Commissioner; Gary McGillivray, Commission; Gerald Fisher, Citizen Chairperson, on behalf of the General Government Committee. I move the acceptance of the foregoing report. GENERAL GOVERNMENT COMMITTEE Copy of Application for Appointment to Boards, Committees and Commissions on file in County Clerk's Office. Moved by Long supported by Jackson the General Government Committee Report be accepted. A sufficient majority having voted in favor, the report was accepted. Vice-Chairperson Jeff Matis asked ifthere were any other nominations. There were none. Moved by Long supported by Hatchett the appointments of Christine Long (Commissioner), Gary McGillivray (Commission) and Gerald Fisher (Citizen) to the Oakland County Parks and Recreation Commission for a Three Year Term ending December 31, 2016 be confirmed. Vote on appointment: AYES: Hatchett, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Zack, Bosnic, Crawford, Dwyer, Gershenson. (18) NAYS: None. (0) 702 160 Commissioners Minutes Continued . December 12, 2013 ..al. A sufficient majority having voted in favor, the appointments of Christine Long (Commissioner), Gary '\ · McGillivray (Commission) and Gerald Fisher (Citizen) to the Oakland County Parks and Recreation Commission for a Three Year Term ending December 31 , 2016 was confirmed. REPORT BY: General Government Committee , Christine Long, Chairperson IN RE: BOARD OF COMMISSIONERS· 2014 STANDING COMMITTEE ASSIGNMENTS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The General Government Committee hereby recommends the following appointments to the Board of Commissioners' Standing Committees for 2014. FINANCE COMMITTEE: Middleton (Chair), Taub (Vice Chair), Woodward (Minority Vice Chair), Long, Scott, Crawford , Matis , Zack, Quarles GENERAL GOVERNMENT COMMITTEE: Long (Chair), Crawford, (Vice Chair), Gershenson, {Minority V ice Chair), Gosselin, Matis, Hoffman, Spisz, Hatchett, Quarles HUMAN RESOURCES COMMITTEE : Scott (Chair). Hoffman (Vice Chai r), Jackson (M inority Vice Chair), Middleton, Runestad, Wei pert, Hatchett PLANNING AND BUILDING COMMITTEE: Runestad (Chair), Gosselin {Vice Chair), McGillivray (Minority Vice Chair). Bosnic, Dwyer, Weipert, Gershenson, Woodward PUBLIC SERVICES COMMITTEE : Dwyer (Chair), Bosnic (Vice Chair), Zack (Minority Vice Chair), Taub, Spisz, McGillivray Chairperson, on behalf of the General Government Committee, I move the acceptance of the foregoing report. GENERAL GOVERNMENT COMMITTEE Moved by Long supported by Zack the General Government Committee Report be accepted. A sufficient majority having voted in favor, the report was accepted. Moved by Long supported by Zack the appointment of the Board of Commissioners -2014 Standing Committee Assignments be confirmed. AYES: Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Zack, Bosnic, Crawford, Dwyer, Gershenson , Hatchett. (18) NAYS: None. (0) A sufficient majority having voted in favor, the appointment was confirmed. There were no items to report for the Human Resources Committee on the Regular Agenda. MISCELLANEOUS RESOLUTION #13323 BY: Planning and Building Committee, Jim Runestad, Chairperson IN RE: FACILITIES PLANNING & ENGINEERING/HEALTH & HUMAN SERVICES -CONSTRUCTION OF A NEW CHILDREN'S VILLAGE COUNSELING CENTER To The Oakland County Board of Commissioners Chairperson , Ladies and Gentlemen: WHEREAS Children's V illage counseling sessions with children and parents occur in the Village's residential cottages wherever space is available; and WHEREAS this has raised pri vacy concerns and the inconsistency of where children and parents meet with counselors has created frustration ; and 703 161 County Market Programming 2014 Market programming for 2014 will consist of a mix of special events, educational programs, health & nutrition programs and Sunday programming. Working together with several organizations we will hold recurring and onetime events that will provide a variety of family friendly activities throughout the market season for our patrons. Many of the scheduled event dates are confirmed. OCPR has asked our program partners to submit their program list and descriptions by the end of January. Some events are in the planning stages and are being finalized. The following is a list of programs scheduled for the 2014 Market season: 1. Michigan State University Extension -Master Gardeners a. 1st and 3rd Saturday of each month May -October. 2. Michigan State University Extension -Health & Nutrition a. 1st and 3rd Saturday of each month May -October. 3. Oakland Conservation District a. 2nd Saturday of each month May -October. 4. Oakland County Health Division a. 1st and 3rd Thursday of each month May-October. 5. Oakland County 4-H Clubs a. 4th Saturday of each month May -October. 6. Special Events a. 'Family Day' -August gth b. 'Oakland Uncorked' -August 22nd c. 'Family Fall Festival' -October 18th d. 'Holiday Shopping Night' -November 25th & December 4th 7. Sunday Programming a. Community Garage Sale-May 4th, June 15th & October 19th b. Mom to Mom Sale -August 3rd & September ih c. Flower Day-May 18th & June 1st d. Car Show/Food Truck Rally-July 20th & August 17th e. Perennial Day-September 21st f. Art Show -October 5th 162 List of Recipients of the 2013 Casual Day Funds Contact· Bill Mullan, Oakland County Media and Communications Officer Phone Number· 248-858-1048 American Diabetes Association : Their mission 1s to prevent and cure diabetes and to improve the lives of all people affected by diabetes. They lead the fight against the deadly consequences of diabetes and fight for those affected by diabetes . They fund research to prevent, cure and manage diabetes, they deliver services to hundreds of communities, they provide objective and credible information, and they give voice to those denied their rights because of diabetes. Baldwin Center: The Baldwin Center's mission is to feed, clothe, educate and empower the men, women and children of the Pontiac community. The Center has been serving Pontiac residents since 1981 and currently offers more than 25 support programs that meet basic needs, assistance in a crisis, provides education and enrichment opportunities for adults and children , and serves as a safety net. It envisions people of all ages and cultures sharing the belief that they can create and shape how they live and grow within the community. Child Abuse and Neglect Council (CARE Housel: The Child Abuse and Neglect Council of Oakland County, or CARE House, is a leader in protecting the children of the community. The council was formed out of collaboration in 1977 when Oakland County law enforcement agencies. the prosecutor's office, the Junior League of .Birmingham. Children's Protective Services, an d community stak eholders joined forces . This co ll aboration and dedication to th e kids has continued for more than three decades . D-MAN Foundation : Danny's Miracle Angel Network or D-MAN Foundation was founded by Ziad S. Kassab in memory of his younger brother, Danny, who was hit by a car at the age of 7 on July 22 . 1993 . This accident resulted in Danny being a ventilator-dependent quadriplegic for 16 years. He passed away on Aug. 30, 2009. Despite his many health complications, Danny lived his life to the fullest and inspired everyone he met. Z iad , moved by his younger brother's life and faith in God, started the foundation as a way to give others with severe injuries like Danny's a cha nce to live life fully with a can-do attitude. D-MAN is dedicated to enriching the lives of families and individuals living with physical and mental disabilities. Through education, s pecialty programs, and fundra1sing effor1s, the D-MAN Foundation strives to ensure that quadriplegics and others with various disabilities have the oppor1unities to achieve the highest quality of life possible Donate Life Coalition of Michigan: The Donate Life Coalition of Michigan was formed in 1999 to promote organ and tissue donation . Their goal is to encourage Michigan residents to accept organ and tissue donation as a fundamental human responsibility. They seek to accomplish this primarily through public education, legislative and professional education endeavors . The Donate Life Coalition of Michigan is modeled after Donate Life America, which among other things, creates and distributes national advertising campaigns and various awareness efforts such as National Organ and Tissue Donation week Give-a-Christmas Year Around: This Royal Oak-based non-profit, Give-a-Christmas Year Around, looks to raise funds all year to distribute to other charitable organizations that serve families in need. They work with the directors of area charities that have specific requests for assistance . Grace Centers of Hope: Grace Centers of Hope was established in 1942. It has since grown and evolved into the largest and oldest faith-based outreach to homeless and disadvantaged individuals and families . Grace Centers of Hope provides a full recovery and rehabilitation campus for homeless men, women and children who have been abused or addicted to drugs and/or alcohol. HAVEN: HAVEN is a nationally-recognized nonprofit leader in Oakland County that promotes a world of safe , equal and accountable communities where sexual assault and domestic violence do not exist. Its mission is to eliminate sexual assa ult and domestic violence and to empower survivors through advocacy and social change in and around Oakland County. 163 Helping Hearts Helping Hands: Erica Cale is the founder of Helping Hearts Helping Hands. At the extraordinary age of 15, she realized her calling to be a missionary -to live her life helping others. On April 10, 2007, she established Helping Hearts Helping Hands, a family-based non-profit organization, in Honduras. Helping Hearts Helping Hands' goal is to change the lives of poverty-stricken Honduran children and families. It provides immediate assistance by delivering food, fresh water, clothing, shoes, vitamins and other needed items to Honduran villages. It provides personal care items and instruction on self-care, dental care, health, and nutrition. It helps Honduran families establish businesses that will provide a source of income to become self-sufficient. In addition, Helping Hearts Helping Hands operates a foster care home in a neighborhood where crime and gang related activity occur daily. Kids Kicking Cancer: Kids Kicking Cancer is a non-profit organization that provides weekly classes for children, both inpatient and outpatient, in the mind-body techniques found in the martial arts. Their mission is "to ease the pain of very sick children while empowering them to heal physically, spiritually and emotionally." They emphasize relaxation and mental imagery, and skill each student according to his or her capabilities to engage in breathing, meditation, and active karate exercises. Mclaren Children's Clinic: Opened in 1995 and the only one of its kind in the county, Mclaren Oakland Children's Health Services provides free health care services to more than 2,500 patients each year. Children from birth through 18 years of age receive acute and preventative health care services, including wellness exams, immunizations and specialty care. The clinic has able to reduce the number of emergency room visits and significantly raise the rate of immunized children in our community. Oakland County Pioneer & Historical Society: The Oakland County Pioneer & Historical Society is open to members who are interested in preserving the history of Oakland County. It is the oldest active historical society in Michigan. Headquartered at Pine Grove, the former estate of Governor Moses Wisner in Pontiac, the Society works closely with Oakland County's Department of Economic Development & Community Affairs, including recently on the commemorative "Oakland County in the Civfl War" map. Charged with the preservation of Pine Grove, the Society oversees 4-1/2 acres of land, the Wisner mansion and several out-buildings, including a summer kitchen, outhouse, smokehouse and root cellar. In addition to the outbuildings, there is the Drayton Plains One Room School House and the Carriage House, which is home to the Research Library, office and the Pioneer Museum. Oakland Parks Foundation: Jn 1982, the Oakland Parks Foundation was created as a private, not-for-profit organization for the purpose of raising money to support the continued development and programming of the Oakland County Parks and Recreation Commission. Through the generous support of donors and the efforts of volunteers, local businesses, and community leaders, the Foundation was successful in funding a number of annual recreation programs, special events, and unique development projects. Notable successes include the construction of the Cohn Amphitheater and the Rubach Sensory Garden at the Lewis Wint Nature Center and the restoration of the historic, Victorian style Buhl Milk-House at the Addison Oaks Buhl Estate. The Foundation was also instrumental in funding and guiding the 1989 Fundraising Planning Study for Orion Oaks, the first feasibility study on the use of capital campaigns to fund major development of recreational amenities in Oakland County. Oxford/Orion FISH: Oxford/Orion FISH provides emergency aid in the form of food, and agency referrals to individuals who live in Oxford, Lake Orlon, Addison/Leonard and parts of Oakland Township. Their daily volunteers will call individuals seeking assistance, assess the problem, identify the need, and work toward a solution. The action may be an appointment for that afternoon at the FISH food pantry to receive emergency groceries to last 5-7 days; and often referrals to other agencies for additional assistance. Rainbow Connection: The Rainbow Connection is a charity that grants wishes to Michigan children who are suffering from life threatening or terminal illness. Patterson began The Rainbow Connection as a memorial Golf Outing to raise scholarship funds in the name of Tim and Jennifer Dobson who died in a plane crash, along with their father, Ron, on the way to a wedding in Canada in Ron's private plane. Their mother, who survived but was critically injured in the crash, sits on the board of directors for Rainbow Connection. From the humble beginning of a small golf outing that raised $2,300, the Rainbow Connection now has an annual budget nearing $1 million. St. Josaphat: The iconic St. Josaphat Roman Catholic Church was founded on June 1, 1889. It has graced Detroit's skyline since 1901. This late Victorian Romanesque style church was completed by Joseph G. Kastler and William B. N. Hunter. Local carpenters, Harcus and Lang and the Jermolowicz Brothers, were the builders. The church also features some gothic and Baroque details. The main steeple is 200 feet tall while the side steeples are each 100 feet tall. The steeple was damaged in a November 15, 2013 wind storm. The parish estimates it will take hundreds of thousands of dollars to repair. Walk the Line: Walk the Line to Spinal Cord Injury Recovery exists for one purpose: to promote and achieve recovery from spinal cord injury and traumatic brain injury. Walk the Line says, "When a team of individuals all believe and work towards a goal, ANYTHING IS POSSIBLE!" Walk The Line challenges the rules of traditional rehab by including its clients in goal setting, creating unique program designs, encouraging interaction and socialization among clients, caregivers, family members and staff. It provides an environment that promotes respect for each other and one where everyone is family. 164 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 15, 2014 REVISED 01/14/2014 AGENDA ITEM NO. I0C2 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development; Jennifer Myers, Architect/Project Manager Submitted: December 11, 2013 Subject: CONSTRUCTION — Springfield Oaks — (1) Ellis Barn — Phase II: Vertical Platform Lift (VPL) (2) Ellis Barn — Phase III: Structural Restoration PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to attached relevant pages) a) 1.2.2 Recreation Facilities Vision 1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages. (Strategic Plan 2008 Summary Report, Page 3) b) 1.2.2.1 Recreation Facilities Goal 1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the community to want to live, work, and play in Oakland County. (Strategic Plan 2008 Summary Report, Page 4) 2. Five -Year Recreational Master Plan 2013-2017 (Refer to attached relevant pages) a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects 1. Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility planning process. (Recreation Plan 2013-2017, Chapter 9: Page 13) b) Action 2.2.VVV: Ellis Barn fire suppression (Chapter 9; Page 16). 3. Park vision and facility concepts a) Scheduled for completion in FY2014 1. Refer to Master Planning schedule from Oakland County Parks & Recreation — Planning . Capital/Maintenance Management Plan (FY2013 & 2014) a) Initial Budget History: Fiscal Structural Fire Ellis Barn Improvements Notes Year Repairs Suppression Phase I Phase II Phase III Code VPL Structural Requirements Restoration Original code analysis identified this preliminary $200,000 $300,000 scope. Structural repairs and 2006 Budgeted Budgeted for improvements were forecasted for FY2016 FY2016 as a maintenance project. Fire suppression was forecasted as a capital project. $200,000 $300,000 Actual expenditure in FY2013 2013 Budgeted Budgeted for $211,861.85 including design and for FY2016 FY2016 construction fees. $150,000 $245,000 2014 Complete Budgeted Budgeted for FY2019 for FY2014