MONROE COUNTY ROAD COMMISSION

REGULAR MEETING AGENDA

July 8, 2019 - 5:30 p.m.

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. OPENING PRAYER

5. APPROVAL OF REGULAR MEETING AGENDA

6. PUBLIC COMMENT

7. CONSENT AGENDA (with immediate effect)

1) Approval of Minutes- Regular Meeting Minutes June 24, 2019

2) Approval of Journal Entry

No. 474 Vendor Checks #74350-74395 $ 452,344.12

No. 486 Payroll Checks #64568-64593 & advice #26448-26555 $ 300,861.88

2nd

Qtr Cafeteria 2019 – Checks#64594-64608 $ 13,301.27

No. 487 Vendor Checks #74396-74458 $1,464,096.59

Void Check #73632 $ 0.01

Void Check #66761 $ 815.64

Void Check #66599 $ 207.50

Void Check #66597 $ 233.64

Void Check #66598 $ 424.42

Void Check #66596 $ 500.00

Void Check #66162 $ 234.13

Void Check #66161 $ 56.52

Void Check #66159 $ 98.99

Void Check #66164 $ 63.84

Void Check #66680 $ 452.52

Void Check #66756 $ 250.00

Void Check #66990 $ 500.00

Void Check #66167 $ 73.13

Void Check #66685 $ 164.03

Void Check #66601 $ 268.16

3) Township Contracts

LaSalle Township

Dunlap Road Stein Road to Yargerville Road RESCIND/Twp request

4) Approve and sign the Temporary Grading Easement with Jeanne Lange (Representative of

Herman Wickenhiser Trust), Exeter Township, Monroe County, Michigan.

5) Approve and sign the Waterford Plat 3 Agreement, Bedford Township, Monroe County,

Michigan.

6) Approve the Agreement between the Monroe County Road Commission and Bedford Township,

for Improvement in Downtown Temperance, Bedford Township, Monroe County, Michigan.

7) Approve the Agreement between the Monroe County Road Commission and Bedford Township,

for the Pedestrian Signals at the Intersection of Sterns and Secor, Bedford Township, Monroe

County, Michigan.

8) Approve the agreement for Oakville Waltz Road design engineering services with Spalding

DeDecker in the amount of $66,129 and authorize the Managing Director to sign all

documents on behalf of the Board.

8. UNFINISHED BUSINESS

9. NEW BUSINESS

10. REPORT OF OFFICERS

11. PUBLIC COMMENT

12. COMMISSIONER’S COMMENT

13. ADJOURNMENT

MINUTES OF THE BOARD OF COUNTY ROAD COMMISSIONERS

MONROE, MICHIGAN

June 24, 2019

1. At a Regular Meeting of the Board of County Road Commissioners at their offices located at

840 S. Telegraph Road, Monroe, Michigan on Monday, June 24, 2019 the meeting was called

to order by Chairman Iacoangeli at 5:33 p.m.

2. Roll Call by Deputy Clerk as follows:

PRESENT EXCUSED

Jack Thayer Greg W. Stewart

Dan Minton

Charles A. Londo

Paul Iacoangeli

A quorum being present, the Board proceeded to transact business.

3. Commissioner Iacoangeli led the Pledge of Allegiance.

4. Commissioner Iacoangeli led the Opening Prayer.

5. Commissioner Minton moved, seconded by Commissioner Thayer to approve the June 24,

2019 regular meeting agenda as presented. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion

carried.

6. Public Comment –

Charlene Dickerson, Milwaukee Road, wanted to make the Road Commission aware that

around June 10th

, the land operator (not the owner) of property, just opposite where Cooper

Road comes into Milwaukee Road from the north, filled in the ditch with gravel to make a

driveway and it does not appear to have been inspected and there isn’t a culvert.

7. The following items were listed on the Consent Agenda: (with immediate effect)

Commissioner Londo asked to have items #4 and #8 pulled for further discussion.

1) Approval of Minutes- May 28, 2019 Regular Meeting Minutes

2) Approval of Journal Entry

No. 416 Payroll Checks #64525-64546 & Advice #26240-26340 $ 325,476.96

No. 417 Vendor Checks #74262-74282 $ 663,025.78

No. 440 Vendor Checks #74283-74348 $ 462,532.48

Void Check #66166 $ 106.79

Void Check #66996 $ 2,464.99

No.452 Payroll Checks #64547-64567 & Advice #26341-26447 $ 299,482.26

Bank Service Charge – May 2019 $ 141.15

No. 459 Vendor Checks #74349 $ 9,662.00

3) Township Contracts

Exeter Township

Exeter Road Carleton West to Oakville Waltz 2” aggregate lift

4) Pulled for further discussion.

5) Award the contract for the Salt Barn Interior Walls project to low bidder, Sole Building

Company, in the amount of $144, 900; and authorize the Managing Director to sign all

documents on behalf of the Board.

6) Approve the Resolution with MDOT for the Beacon Installation along Samaria Road@

Douglas Road, Samaria Road @ Jackman Road in Bedford Township; and Whiteford Road

@ Smith Road in Whiteford Township, Monroe County, Michigan; and authorize the

Chairman and Vice Chairman to sign the contracts on behalf of the Board.

7) Approve and sign the Agreement for Village Meadows Plat Four, Bedford Township,

Monroe County, Michigan.

Monroe County Road Commission

Regular Meeting Minutes

June 24, 2019 – Page 2

8) Pulled for further discussion.

9) Approve the Resolution to post gross weight limits on Goutz Road at Otter Creek

between South Otter Creek Road and North Otter Creek Road, LaSalle Township, Monroe

County, Michigan as follows: One Unit Vehicle 30 Tons

Two Unit Vehicle 37 Tons

Three Unit Vehicle 50 Tons

10) Approve the Resolution to post gross weight limits on War Road bridge over Stony Creek

between South Stony Creek Road and North Stony Creek Road, Frenchtown Charter

Township, Monroe County, Michigan as follows:

One Unit Vehicle 42 Tons

Two Unit Vehicle 52 Tons

Three Unit Vehicle 62 Tons

11) Approve the Resolution to post gross weight limits on the Darling road culvert at the

easterly crossing of Thayer Drain, west of Wanty Road between Plank Road and Wanty

Road, London Township, Monroe County, Michigan as follows:

One Unit Vehicle 14 Tons

Two Unit Vehicle 21 Tons

Three Unit Vehicle 38 Tons

Commissioner Thayer moved, seconded by Commissioner Minton to approve the June 24,

2019 Consent Agenda as presented, except for items #4 and #8 pulled for further

discussion. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion carried.

Items pulled for further discussion:

4) Award the contract for the Lewiston Estates Special Assessment District project to low

bidder, Anderezack-Pitzen Construction, Inc. in the amount of $1,287,257; and authorize

the Managing Director to sign all documents on behalf of the Board.

8) Approve the agreement with The Mannik & Smith Group, Inc. in the amount of

$84,385.00 for construction engineering, inspection, testing and staking services on the

Lewiston Estates Special Assessment District project in Bedford Township; ad authorize the

Managing Director to sign all documents on behalf of the Board.

Commissioner Londo asked if the Road Commission was not contributing any money to

either of these items since this is an SAD? Mr. Pierce indicated that was correct, the MCRC

was not contributing any money to either item.

Commissioner Londo moved, seconded by Commissioner Minton to approve items #4 and

#8 as presented. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion carried.

8. Unfinished Business – None.

9. New Business –

1) Authorize the Managing Director to sign the Trust Agreement Resolution for the Monroe

County Retiree Health Care Fund for Retirees of Monroe County, the MCRC and Monroe

Community Mental Health on behalf of the Board.

Mr. Pierce explained the MCRC VEBA Board elected to partner with the County for the retiree

health care funding; and the Resolution and Agreement are now ready for signature. He felt

the Board should review and approve signing this document.

Commissioner Londo indicated he was glad to see this resolution come after a long time of

discussion.

Monroe County Road Commission

Regular Meeting Minutes

June 24, 2019 – Page 3

Commissioner Minton moved, seconded by Commissioner Thayer to authorize the Managing

Director to sign the Trust Agreement Resolution for the Monroe County Retiree Health Care

Fund for Retirees of Monroe County, the MCRC and Monroe Community Mental Health on

behalf of the Board. Vote: Ayes: 4 Nays: 0 Excused: 1 Motion carried.

10. Report of Officers –

Randy Pierce (Managing Director) – Mr. Pierce indicated the Road Commission

forwarded the information to MDOT on the cost share for the interior walls for the

salt facilities, fencing and the driveways. He added that MDOT was scheduled to

receive the bids or inquiries from interested parties for the state trunkline contract.

MDOT will review and grade them before announcing the award.

At the last meeting the Board asked the staff to prepare a rough estimate of the cost

to properly sustain the state trunkline and Ms. Dori Hawkins-Freelain will talk about

that.

In the absence of Mr. Leach, Mr. Pierce reported the paving is approximately fifty

percent complete, and the chip seal is about 30-40% completed due to the weather.

Crews are working between the rain and are getting things done. He is confident that

all the projects will be completed. The gravel roads continue to be an issue to the

large amount of rain the county has received this season. The roads that had the

berms pulled are holding up very well.

David M. Leach (Superintendent of Maintenance) – Mr. Leach was excused.

Matthew Snell (County Highway Engineer) – Mr. Snell was pleased to announce the

new Monroe County maps are now available. He mentioned the staff is working on

ideas for the upcoming fair exhibit at the Monroe County Fair; and his department

has been working with Finance to accept credit cards for the first time at the Road

Commission.

Mr. Snell updated the Board that Bedford Township and the Bedford Festival

Committee submitted a request and Resolution to close down Lewis Avenue for a

portion of a day for several hours. The Engineering staff has been working with the

committee to sort out a detour route for the closure, and at this time there does not

seem to be a compelling reason not to issue a permit to allow the closure.

Commissioner Londo stated this seems to be a controversial issue and asked if the

closure is for 2 consecutive days. Mr. Snell indicated he believed the request was for

a 6-8 hour period for one day.

Dori Hawkins-Freelain (Director of Finance) – Ms. Hawkins-Freelain indicated the

Board requested an estimate for the 2020 budget if the Road Commission were to

continue the state trunkline contract. She reviewed the information with the

Maintenance Division to put together a rough draft for the 2020 state maintenance

budget. The basic assumptions used to prepare this draft budget was maintaining

state roads for summer and winter; 15 full-time employees, the purchase of eight (8)

new tandem trucks, two trailer mounted arrow boards; two trailer mounted message

boards, the purchase of salt and activities for ditch work, general maintenance and

overhead, the total estimated for the state trunkline contract would be $6.845

million.

Monroe County Road Commission

Regular Meeting Minutes

June 24, 2019 – Page 4

Commissioner Londo asked how competitive would that number be from a

contractor? Ms. Dori Hawkins-Freelain indicated the assumptions used in the

estimate were conservative because the MCRC already knows the area, the routes and

is familiar with the needs. She would guess a private contractor would come in

substantially higher since the companies are not major snow movers or maintenance

organizations. She reminded the board that the MDOT bid packet also contained a

lot of penalties.

Commissioner Thayer stated that MDOT thinks they are generous paying the MCRC

$2.3 million for all the knowledge our workers have and all the work we do for them.

He has talked with other former Road Commissioners, and they feel MDOT will come

back knocking on our door when they realize a contractor cannot perform the work.

Mr. Pierce indicated rumors are MDOT has met with the Appropriations Committee

requesting $20 million to purchase two properties/facilities in Monroe County. This

would not include operating costs or personnel. He reminded the Board that the

MCRC offered to sell two turn-key facilities to MDOT at a much cheaper rate, and they

were not interested. The MCRC has tried to work with MDOT to make this transition

smooth and efficient.

Commissioner Minton assumed it was not the Appropriations Committee, but eh

MDOT sub-committee for appropriations that made this decision.

Commissioner Thayer asked if we needed to erect the dividing walls in the two salt

facilities if MDOT chooses not to split the cost. Mr. Pierce explained that according

to the language contained in the contract, MDOT reserves the right to use either or

both facilities for a period of five (5) years after the termination of the contract. Mr.

Pierce added that the Road Commission has asked about buying MDOT out

completely but has received no response. MDOT currently has no place to store salt

for the 2019-2020 season.

Mr. Costello explained the contracts are statewide generic forms used by MDOT when

they contribute to the cost of any salt facility. The usable life is outlined at 15 years

for the West District facility. Only that contract has the buyout provision formula,

and it reduces the amount to be reimbursed to MDOT for their contribution for each

year used. But there is also a clause that states MDOT has the right to continue use

for five years after termination, which gets added back into the formula for

reimbursement. The Road Commission interprets the contract as written, but the

Attorney General’s office reads the contract completely different. At this point,

MDOT has not agreed to contribute to the cost of the dividing wall, the fencing or the

driveway.

Commissioner Minton stated based on all the obstacles and challenges it is best to

move forward with the termination because of all the residual issues.

Philip Costello (General Counsel) – Mr. Costello had nothing additional to report.

11. Public Comment

David Hoffman, County Commissioner, stated the Board made a good move to approve the

Trust Agreement as it will benefit all the county retirees with health care.

Monroe County Road Commission

Regular Meeting Minutes

June 24, 2019 – Page 5

12. Commissioners' Comments -

Commissioner Thayer stated the work on Whiteford Center Road, south of Section Road, is

moving forward. He voiced a concern about possibly posting this road due to heavy trucks

coming from Stoneco going into Toledo using this road for the long term. Mr. Snell

indicated they could review and evaluate the road once construction is completed.

Commissioner Stewart was excused.

Commissioner Londo had nothing additional to report.

Commissioner Minton had nothing additional to report.

Commissioner Iacoangeli had nothing additional to report.

13. Adjournment -

Chairman Iacoangeli stated if there are no objections, the meeting is adjourned at 6:05 p.m.

_________________________________

Cheryl A. U’Ran, Deputy Clerk

840 S. Telegraph Road Monroe, Michigan 48161 Phone: (734) 240-5102 Fax: (734) 240-5101

Page 1 of 1

To: Board of County Road Commissioners

From: Matthew Snell, County Highway Engineer

Copy: Randy Pierce, Managing Director; Cheryl U’ran, Deputy Clerk; Dori Hawkins-Freelain, Director of Finance; David Leach, Superintendent of Maintenance; Christine Herron, Purchasing Agent

Date: July 2, 2019

Subject: Award of Oakville Waltz Road Design Engineering Services Contract

SUMMARY: On June 28, 2019, proposals were received from engineering firms for surveying and preliminary design engineering services on 2.33 miles of Oakville Waltz Road from Tuttle Hill Road to Rawsonville Road in London Township. The Request for Proposals was sent to five local engineering firms and posted on the Road Commission’s website. A total of five (5) proposals were received for the design engineering services. ATTACHMENTS:

1. Vendor Selection Results RECOMMENDATION: The five proposals were reviewed and rated by a three-person Selection Team in accordance with the MCRC’s current Standard Operating Procedure. Based on the results of the selection process to determine the best value to the Road Commission, I recommend entering into an agreement with Spalding DeDecker. ACTION REQUESTED: Authorize the Managing Director Randy Pierce to enter into an agreement with Spalding DeDecker in the amount of $66,219 for the Oakville Waltz Road Design Engineering Services contract.

Vendor

Total Score 

(100 points)

Understanding of Service (20 points)

Qualifications of Team 

(25 points)

Past Performance (20 points)

Price (30 points)

Location (5 points)

Spalding DeDecker 95 19 23 18 30 5

Northwest Consultants 87 19 23 18 22 5

Mannik & Smith Group 83 17 21 18 22 5

Alfred Benesch & Company 75 18 23 18 11 5

Spicer Group 73 18 22 18 10 5

Proposal Due Date:  June 28, 2019 @ 12:00 p.m.

Vendor Selection Results

Oakville Waltz Road Design Engineering Services

Monroe County Road Commission 07/02/2019