GENERAL GOVERNMENT and HEALTH AND …2014/03/10 · GENERAL GOVERNMENT and HEALTH AND HUMAN...

GENERAL GOVERNMENT and HEALTH AND HUMAN SERVICES

3/10/2014304 E Grand River, Board Chambers, Howell, Michigan 48843

7:30 PM

AGENDA

1. CALL MEETING TO ORDER2.

APPROVAL OF MINUTES Meeting Minutes Dated: February 10, 2014

3. APPROVAL OF AGENDA4. REPORTS5. CALL TO THE PUBLIC6. RESOLUTIONS FOR CONSIDERATION

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Public Health RESOLUTION APPROVING THE 2014 PLAN OF ORGANIZATION FOR THE DEPARTMENT OF PUBLIC HEALTH – General Govt/Finance/Board

08

Facility Services RESOLUTION AUTHORIZING A CONTRACT EXTENSION WITH VENDTEK FOR VENDING MACHINE INSTALLTION AND SERVICE-FACILITY SERVICES

09

Facility Services RESOLUTION TO AMEND THE CONTRACT WITH OTIS ELEVATOR COMPANY TO INCLUDE ELEVATOR MAINTENANCE AND REPAIR SERVICES AT 1911 TOOLEY ROAD – Facility Services / General Government Committee / Finance Committee

10

Facility Services RESOLUTION AUTHORIZING THE PURCHASE AND INSTALLATION OF A CHILLER SYSTEM AT THE ADMINISARATION BUILDING– Facility Services / General Government

11

Facility Services RESOLUTION AUTHORIZING THE PURCHASE AND INSTALLATION OF COMPUTER ROOM COOLING SYSTEM – Facility Services / General Government

12

Facility Services RESOLUTION AUTHORIZING THE EXCEPTION TO THE HIRING FREEZE POLICY- Building Services/General Government

13

LETS RESOLUTION AUTHORIZING CAPITAL EXPENDITURE FROM THE FEDERAL STATE OF GOOD REPAIR GRANT AND ISSUANCE OF A PURCHASE ORDER (VEHICLES) - L.E.T.S. / General Government

14

Car Pool RESOLUTION AUTHORIZING CAPTIAL EXPENDITURE AND ISSUANCE OF PURCHASE ORDERS AND TO AMEND THE FOLLOWING FISCAL YEAR 2014 BUDGETS FOR MOTOR POOL, SHERIFF ROAD, SHERIFF JAIL, AND CONTINGENCY(Vehicles) - MOTOR POOL/General Government/Finance/Board

15

Emergency Medical Services RESOLUTION AUTHORIZING CAPITAL EXPENDITURE FOR THE PURCHASE OF 2 TYPE III MEDIX AMBULANCES FOR THE EMS DEPARTMENT - EMS /Health and Human Services/ Finance Committee

16

Human Resources RESOLUTION AUTHORIZING OUT-OF-STATE TRAVEL FOR INFORMATION TECHNOLOGY, FINANCE, AND PAYROLL STAFF TO ATTEND THE TYLER MUNIS ANNUAL TRAINING CONFERENCE IN SAN ANTONIO, TEXAS

17

Airport RESOLUTION TO CONUR WITH THE LIVINGSTON COUNTY AERONAUTICAL FACILITIES BOARD TO AUTHORIZE THE PURCHASE OF A JET-A FUEL TRUCK – AIRPORT

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Airport RESOLUTION TO CONUR WITH THE LIVINGSTON COUNTY AERONAUTICAL FACILITIES BOARD TO ENTER INTO AN AGREEMENT WITH SPARLING CORPORATION FOR CONSTRUCTION OF A NEW FUEL FARM AND DEMOLITION OF THE EXISTING FUEL FARM –AIRPORT

19

Information Technology RESOLUTION AUTHORIZING THE PURCHASE ORDER FOR SOFTWARE MAINTENANCE RENEWAL FOR THE COUNTY OWNED PUBLIC SAFETY SOLUTION FOR ALL PUBLIC RELATED DEPARTMENTS: SHERIFF, POLICE, FIRE, EMS, CENTRAL DISPATCH, AND INFORMATION TECHNOLOGY WITH SUNGARD PUBLIC SAFETY 2014 -INFORMATION TECHNOLOGY / GENERAL GOVERNMENT COMMITTEE

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Information Technology RESOLUTION AUTHORIZING THE UPGRADE OF THE SELECTRON TECHNOLOGIES INTERACTIVE VOICE RESPONSE (IVR) SYSTEM USED BY THE BUILDING DEPARTMENT

21

Information Technology RESOLUTION AUTHORIZING RENEWAL OF A ONE YEAR ENTERPRISE IT LEADERS SERVICE AGREEMENT BETWEEN LIVINGSTON COUNTY INFORMATION TECHNOLOGY AND GARTNER, INC./INFORMATION TECHNOLOGY/GENERAL GOVERNMENT

22

Administration RESOLUTION APPROVING THE FILLING OF A FULL TIME FINANCIAL ANALYST POSITION - COUNTY ADMINISTRATION

23. ADJOURNMENT

of 4 Pages

MEETING MINUTES LIVINGSTON COUNTY

FEBRUARY 10, 2014 - 7:30 PM

ADMINISTRATION BUILDING - BOARD CHAMBERS

304 E. Grand River Avenue, Howell, MI 48843

GENERAL GOVERNMENT &

HEALTH AND HUMAN SERVICES COMMITTEE

COMM. CHILDS COMM. DOLAN COMM. GREEN COMM. WILLIAMS

OTHERS:

WILLIAM SLEIGHT

DIANNE MCCORMICK

ELAINE BROWN

MATT BOLANG

RICH MALEWICZ

DIANE GREGOR

ALLISON NALEPA

MARGARET DUNLEAVY

ROBERTA BENNETT

DOUG BRITZ

MARK JOHNSON

CINDY CATANACH

KEVIN WILKINSON

JEFF BOYD

JENNIFER PALMBOS

DOUG MOORE

PAT CASSIDY

ELAINE HESCH

1. CALL TO ORDER: Meeting called to order by: COMM. STEVE WILLIAMS AT 7:30 PM.

2. APPROVAL of MINUTES: MINUTES OF MEETING DATED DECEMBER 9, 2013:

MOTION TO APPROVE THE MINUTES, AS PRESENTED.

MOVED BY: DOLAN / SECONDED BY CHILDS

ALL IN FAVOR - MOTION PASSED

3. APPROVAL OF AGENDA:

MOTION TO APPROVE THE AGENDA, AS PRESENTED.

MOVED BY: CHILDS / SECONDED BY DOLAN


4. REPORTS:

MI WORKS! ANNUAL REPORT: Bill Sleight introduced Executive Council Members, Doug Moore, Pat Cassidy, and Elaine Hesch, and orally presented MI Works! Annual Report. Council Members provided their perspectives on the Report as well.

HEALTH DEPARTMENT - 2013 GOAL ACCOMPLISHMENTS AND 2014 PROPOSED GOALS: Dianne McCormick, Elaine Brown and Matt Bolang presented the Livingston County Department of Public Health’s Accomplishments and Goals.

5. CALL TO THE PUBLIC: None.

of 4 Pages

6. RESOLUTIONS for CONSIDERATION.

7. MI WORKS: RESOLUTION APPROVING THE SUBMISSION OF THE CALENDAR YEAR 2014 MICHIGAN WORKS!SYSTEM PLAN FOR THE PERIOD JANUARY 1, 2014, TO DECEMBER 31, 2014

RECOMMEND MOTION TO: FINANCE



8. PUBLIC HEALTH: RESOLUTION AUTHORIZING THE ISSUANCE OF A BLANKET PURCHASE ORDERS FOR FY2014 PURCHASE OF VACCINES




9. ANIMAL CONTROL: RESOLUTION AUTHORIZING AN AGREEMENT WITH THE MICHIGAN DEPARTMENT OF AGRICULTURE AND RURAL DEVELOPMENT REGARDING THE COMPANION ANIMAL

WELFARE FUND




10. COUNTY CLERK: RESOLUTION AUTHORIZING ISSUANCE OF BLANKET PURCHASE ORDER FOR 2014ELECTION SUPPLIES




11. FACILITY SERVICES: RESOLUTION AUTHORIZING A CONTRACT FOR SNOW REMOVAL SERVICES WITH EVERGREEN OUTDOOR, INC




12. ADMINISTRATION: RESOLUTION AUTHORIZING OUT-OF-STATE TRAVEL FOR THE COUNTY FINANCIAL OFFICER TO ATTEND THE GOVERNMENT FINANCE OFFICER ASSOCIATION (GFOA)ANNUAL CONFERENCE IN MINNEAPOLIS, MINNESOTA/ COUNTY ADMINISTRATION




of 4 Pages

13. AIRPORT: RESOLUTION TO CHOOSE THE FIXED THREE (3) YEAR PREMIUM OPTION FOR AIRPORT

LIABILITY INSURANCE




14. AIRPORT: RESOLUTION TO AUTHORIZE HOWELL TOWNSHIP TO REZONE AIRPORT PARCELS AND TO

COMBINE AIRPORT PARCELS INTO ONE TAX IDENTIFICATION NUMBER

RECOMMEND MOTION TO: FULL BOARD



15. I.T.: RESOLUTION TO APPROVE THE PURCHASE OF AN ENTERPRISE LICENSING AGREEMENT FOR MICROSOFT SQL SERVER WITH SOFTWARE ASSURANCE IN ACCORDANCE WITH THE IT STRATEGIC

PLAN




16. I.T.: RESOLUTION AUTHORIZING THE PURCHASE OF PANASONIC MOBILE DATA COMPUTERS FOR EMS




17. I.T.: RESOLUTION AUTHORIZING THE PURCHASE OF A ONE YEAR MAINTENANCE AGREEMENT FOR LIVINGSTON COUNTY INFORMATION TECHNOLOGY’S EMC SANS (STORAGE AREA NETWORK)INCLUDING SOFTWARE, HARDWARE AND SERVICES WITH CDWG




18. L.E.T.S.: RESOLUTION AUTHORIZING OUT OF STATE TRAVEL FOR L.E.T.S. OPERATIONS MANAGER AND DRIVER TRAINER TO ATTEND THE F.T.A. DRUG AND ALCOHOL CERTIFICATION CLASS AND

CONFERENCE IN LITTLE ROCK, AK, APRIL 13 - 18, 2014




of 4 Pages

19. L.E.T.S.: RESOLUTION OF INTENT TO APPLY FOR FINANCIAL ASSISTANCE FOR STATE FISCAL YEAR 2015UNDER ACT NO. 51 OF THE PUBLIC ACTS OF 1951, AS AMENDED




20. L.E.T.S.: RESOLUTION AUTHORIZING SPECIALIZED SERVICES CONTRACT BETWEEN THE MICHIGAN DEPARTMENT OF TRANSPORTATION AND THE COUNTY OF LIVINGSTON - L.E.T.S. FOR FY 2015




21. L.E.T.S.: RESOLUTION AUTHORIZING BLANKET PURCHASE ORDER FOR DIESEL FUEL FOR FISCAL YEAR 2014




22. BOARD: RESOLUTION AUTHORIZING AN INCREASE IN HOURS FOR THE ADMINISTRATIVE SPECIALIST

POSITIONS IN THE OFFICE OF THE BOARD OF COMMISSIONERS AND HUMAN RESOURCES

DEPARTMENT




23. CALL TO THE PUBLIC: None.

24. ADJOURNMENT:

MOTION TO ADJOURN AT 8:37 PM.



Respectfully Submitted

CAROL SUE JONCKHEERE

RECORDING SECRETARY

RESOLUTION NO:

LIVINGSTON COUNTY DATE:

Resolution Approving the 2014 Plan of Organization for the Department of Public Health –General Govt/Finance/Board

WHEREAS, the Department of Public Health participates in the state accreditation process for local public health agencies, and

WHEREAS, the Department of Public Health is required to submit a Plan of Organization whenever changes to the Department occur but at a minimum once every three years prior to the accreditation review, and

WHEREAS, the accreditation review is scheduled for the week of June 2, 2014, and

WHEREAS, the Department of Public Health is submitting the 2014 Plan of Organization for review and approval by the Board of Commissioners.

THEREFORE BE IT RESOLVED that the Board of Commissioners approve the Department

of Public Health’s 2014 Plan of Organization.

# # #

MOVED:

SECONDED:

CARRIED:

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Livingston County Department of Public HealthPlan of Organization

2014

Part 1—Legal Responsibilities

A. Outline or list State and Local Statutory Authority for your LHD.

Refer to Attachment A.

B. Brief description of the Governing Entity relationship with the Local Health Department (LHD).

The local governing entity is a nine-member elected Board of Commissioners who meet twice monthly and act as the policy making, authoritative body. The Livingston County Department of Public Health (LCDPH) is considered a county department under the authority of the Livingston County Board of Commissioners. The General Government/Health and Human Services Committee, a four-member Standing Committee of the Board, meets monthly and acts as the Board of Health for Public Health. This committee works in conjunction with the County Administrator to ensure adequate and full administration and implementation of Board policy affecting the LCDPH and various other county departments. The Health Officer reports to the County Administrator.

The Health Officer meets regularly with the County Administrator and reports monthly to the General Government/Health and Human Services Committee regarding governance in response to state and local laws and related issues. The Health Officer keeps the General Government/Health and Human Services Committee informed of all public health required services and legal mandates as required by the Public Health Code. The full Board of Commissioners is responsible for approval of the LCDPH budget and fee schedule, approves the Plan of Organization, and appoints the Health Officer with concurrence by the Michigan Department of Community Health. The County Board of Commissioners and the Health Officer use the County Administrator as their liaison for most communications but may contact each other directly.

C. Brief description of the manner in which your LHD defends and indemnifies employees for civil liability sustained in the performance of official duties except for wanton and willful misconduct.

As stated in MCL 333.2228 (2) “The director or an employee or representative of the department is not personally liable for damages sustained in the performance of departmental functions, except for wanton and willful misconduct.”

Livingston County also carries personal liability insurance with the Michigan Municipal Risk Management Authority (MMRMA). Refer to Attachment B.

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D. Briefly describe, if applicable, Delegation of Food Service Sanitation Program responsibilities.

Not applicable.

E. Exposure Plan for Blood Borne Pathogens and Chemical Hygiene Plan (Hazard Communication Plan).

Refer to Attachment C or the plan binders.

Part 2—LHD Organization

A. Organizational chart contains official positions (titles) and lines of authority and displays names of Directors and higher level managers.

Refer to Attachment D.

B. Documentation of board approval of Local Health Department Plan of Organization.

Refer to Attachment E.

C. List annual LHD total operating budget amount and total number of FTEs for public health services. Include documentation indicating local governing entity approval of budget and copy of most recent approved budget.

2014 total operating budget: $3,523,063.002014 total FTE’s: 35.825

Refer to Attachment F.

D. Responses to audit findings, subrecipient monitoring issues and responses, corrective action regarding (1) and (2) above.

Refer to Attachment G.

E. Briefly describe information technology capacity needed to access and distribute up-to-date public health information.

Livingston County has an internal Information Technology Department that support hardware, software, and network services. For continuity of operations LCDPH maintains several methods for retrieving and sending public health information.

The following list includes software applications to access public health information:

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CDC Website – Medical topics and recommendations CMHC/MIS – Client database EpiInfo- Outbreak analysis EPIX – National communicable disease specific information Laser Fische – Waste management and water information Livingston Web Viewer – Intranet based GIS MCIR – Immunization and lead information MDSS – Communicable disease reporting MIHAN – Health alerting system, including LHD documentation MI-WIC – WIC online statewide data entry system MMWR – Medical articles and recommendations from the CDC Netwerkes.com – Billing and eligibility information Outlook – Used for staff communication Sword Solutions – Food service information Tidemark – Waste management and water well information

The following list includes technology used to distribute public health information:

800 MHz radios – Ability to receive OPHP information and communicate with county-wide emergency planners

Amateur radio – Ability to share information through radio waves Broadcast fax – Ability to send information to multiple groups, including physicians,

restaurants, media, schools, etc. Cell phones – Ability to share information via telephone Code Spear – Emergency information alerting and distribution system Facebook – Ability to broadcast information for the community to “follow” Internet – Ability to broadcast information for the community to retrieve Intranet – Ability to broadcast information to LHD and all county employees Local radio and newspapers MIHAN – Health alerting system Rooftop antenna – Ability to view local news and emergency information Telephone paging system – Ability to share information throughout the building or

county via telephone Video conferencing – Ability to distance conference face-to-face VIOP – Ability to share information via county computer network and fixed

telephone lines Webcasting – Ability to receive webcasts

Part 3—Missions, Vision, and Values

A. Contains a clear, formally written, publicized statement of the local health department’s mission (may include the LHD’s Vision, Values, Goals, Objectives).

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Mission: Livingston County Department of Public Health will protect, preserve, and promote the health and safety of the people of Livingston County.

Vision: Livingston County will be a safe and healthy community where all people realize their fullest health potential and live enriched and productive lives.

The LCDPH Mission Statement is publicized in our Annual Report and on our website.

Refer to Attachments H and I.

Part 4—Local Planning and Collaboration Initiatives

A. Outline or list LHD-specific priorities.

Refer to Attachment H.

B. Outline or list the LHD activities to plan or pursue priority projects with available resources.

Refer to Attachment I.

C. Outline or list community partnerships and collaborative efforts.

211 Advisory Committee—Board Member Child Abuse Prevention (CAP) Council—CAP Kids Fair, Pinwheels for Prevention Child Death Review Team—Committee Member, Facilitator City of Brighton Well Head Protection Committee City of Howell Wellhead Protection Communicable Disease Forum Community Connect Community Consultation Team (CCT) Community Mental Health—Parent Infant Program Connect for Family Success Department of Human Services District 1 Regional Medical Response Coalition Early On Emergency Medical Services (EMS) Family Resource Center—Healthy Families Friends of the Shiawassee River Gleaner’s Food Bank Great Start Livingston Collaborative—Steering, Pediatric & Family Health

Committees Hartland Township Wellhead Protection Head Start Advisory Committee

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Howell City Brownfield Development Committee—Board Member Human Services Collaborative Body (HSCB)—Community Needs Assessment,

Healthy Habits for Youth, and Nutrition Workgroups Huron River Watershed Council—Board of Directors Immunization Advisory Committee Ingham Health Plan—Board Member Institute of Water Research-Michigan State University Interagency Coordinating Council LACASA LESA and School Districts Livingston County Community Alliance Livingston County Emergency Preparedness Coordinator/Local Emergency Planning

Team Livingston County Home Builders Association Livingston County Local Emergency Planning Committee—Board Member Livingston County Phase II Watershed Planning Committee Livingston County Press & Argus Livingston County Realtors Association Livingston County Sheriff’s Department/Local Police Departments Livingston County Solid Waste Committee—Board Member Livingston County Township Association—Supervisors, Clerks Livingston Essential Transportation Service (LETS) Livingston Health Plan Advisory Committee—Board Member Livingston Washtenaw Substance Abuse Advisory Committee—Board Member MHOG Well Head Protection Committee Michigan Association for Local Public Health (MALPH)—Board of Directors,

Behavioral Health Sciences Forum Chair, Nurse Administrators Forum Member Michigan Association of Local Environmental Health Administrators—Groundwater

Committee Member MIHP Providers MSU Extension Public Information Officer (PIO) Cities Readiness Initiative (CRI) Workgroup Recycle Livingston Safe Kids Huron Valley Safe Sleep Coalition Southeastern Michigan Council of Governments (SEMCOG) Southeastern Michigan Health Association (SEMHA) SPARK St. Joseph Mercy Health System United Way Volunteer Livingston WHMI Radio

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Part 5—Service Delivery

A. Outline or list the LHD’s locations (including addresses), services, and hours of operation.

Livingston County Department of Public Health2300 East Grand River Avenue, Suite 102Howell, Michigan 48843

Hours of Operation: Monday through Friday8:00 AM – 5:00 PMAdditional clinic evening hours.24/7 On Call via 911

Refer to Attachment J for services.

Part 6—Reporting and Evaluation

A. Briefly describe the LHD’s efforts to evaluate its activities.

Livingston County Department of Public Health (LCDPH) participates in an accreditation review process administered every three years to assure and enhance the quality of local public health in Michigan. This process evaluates all of our programs to assure we meet minimum program requirements and allows for continual quality improvement through corrective plans of action.

All grant funded programs must meet the guidelines specifying program objects, evaluation, and reporting procedures in order to receive funding.

Personal and Preventive Health Services (PPHS) staff are committed to continuous quality improvement and have adapted a quality assurance framework. The process includes an annual environmental survey, client survey, and staff survey. Survey results are shared with staff and management and help direct activities for improvement in designated areas where additional training or guidance is needed to assure that program requirements are being met. Staff meetings are held bimonthly to provide an opportunity for program in-services and updates. Goals are established annually to address additional activities or other needs that the PPHS Division has identified.

Environmental Health Services (EHS) conducts weekly program team meetings. General EH staff meetings are also scheduled on a monthly basis to discuss emerging issues and updates with all staff present. Programs such as the private and public water supply programs conduct annual self-assessments or an onsite review by MDEQ staff to determine program compliance. Each year goals and objectives are also established within each program and reviewed quarterly or semi-annually with key program staff

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coordinators to determine status. A customer satisfaction survey is housed on the EH homepage and is available to all EH customers at any time.

B. Outline or list the LHD’s mechanism to report on its activities to the community and its governing entity.

Annual Reports CD Update Division reports/updates Emails to community partners (ex: Livingston Google Group listserv) Group fax updates Lobby displays Periodic reports to the General Government/Health and Human Services Committee

of the Board of Commissioners Presentations to community groups and organizations Press releases Select reports to the Board of Commissioners Social media presence via department Facebook page Steaming Kettle News (food sanitation) Updates through attendance at HSCB meetings and various committees of the HSCB Website updates WIC Newsletter

Part 7—Health Officer and Medical Director

A. Procedure for appointment of a Health Officer and Medical Director.

All candidates are required to meet the requirements for the Health Officer and Medical Director positions as specified in the Michigan Public Health Code and will have resumes submitted to the Michigan Department of Community Health (MDCH) for review and approval prior to final appointment by the Board of Commissioners.

B. Health Officer: MDCH Approval

Refer to Attachment K.

C. Medical Director: MDCH Approval

Refer to Attachment L.

Part 8—LHD Plan of Organization Approval Form

Refer to Attachment M.

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Attachment A

Attachment B

Attachment C

Attachment D

Attachment E

Attachment F

Attachment G

Attachment H

Attachment I

Attachment J

Attachment K

Attachment L

Attachment M

RESOLUTION NO:


RESOLUTION AUTHORIZING A CONTRACT EXTENSION WITH VENDTEK FOR VENDING MACHINE INSTALLTION AND SERVICE- FACILITY SERVICES

WHEREAS, In 2009, Vendtek was awarded for Vending Machine Installation and Service in various county buildings; and

WHEREAS, after review of the contract with Vendtek, Facility Services recommends acontract extension for an additional three (3) years; and

WHEREAS, VendTek proposed a graduated commission structure based on net sales (gross revenue less bottle deposit and tax) remains the same as follows:

Monthly period sales: Commission:$0 - $3,000 12%$3,001 - $5,000 14%$5,001 - $7,000 16%$7,001 - Up 18%

In addition, they will continue the guaranteed annual minimum commissions of $4,250.00.

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners

hereby approves a contract extension for an additional three (3) years with

VendTek of Wixom, Michigan, to provide vending machine installation and

service, per the above referenced commission schedule.

BE IT FURTHER RESOLVED that the Chairman of the Board of Commissioners be

authorized to sign an amendment to the Agreement upon preparation by Civil

Counsel.

# # #

MOVED:

SECONDED:

CARRIED:

Livingston CountyFacility Services420 South Highlander WayHowell, MI 48843(517) 546-6491

DATE: March 3, 2014

TO: Livingston County Board of Commissioners

FROM: Chris Folts, Director

RE: Contract Extension for VENDING MACHINE SERVICES

In 2009, Purchasing released a Request for Proposal (RFP) for VENDING MACHINE INSTALLATION AND

SERVICE in which Purchasing received three (3) bids and awarded to VendTek who services 8 county facilities, including the new EMS facility.

After review of the vending machine sales and revenue, Facility Services recommends a three (3) year extension to the contract with all terms and conditions remaining the same.

RESOLUTION NO:

LIVINGSTON COUNTY DATE_________________________________________________________________________________

RESOLUTION TO AMEND THE CONTRACT WITH OTIS ELEVATOR COMPANY TO INCLUDE ELEVATOR MAINTENANCE AND REPAIR SERVICES AT 1911 TOOLEY ROAD – FacilityServices / General Government Committee / Finance Committee

WHEREAS, the new facility located at 1911 Tooley Road has two elevators that are mandated by the State of Michigan to be maintained with preventative maintenance, inspections and repairs; and

WHEREAS, Facility Services has a current contract with Otis Elevator, of Lansing that will expire on December 31, 2014 with three annual renewal remaining; and

WHEREAS, Facility Services is requesting the current contract to be amended to include 1911 Tooley Road at monthly contract price, which includes the two elevators for $240.00and invoiced separately.

THEREFORE BE IT RESOLVED that the Board of Commissioners authorizes to amend the current

contract with Otis Elevator Company of Lansing, Michigan, to include 1911 Tooley for

$240 per month, billed quarterly with all terms and conditions remaining the same.

BE IT FURTHER RESOLVED that the Chair of the Livingston County Board of Commissioners is

authorized to sign all forms, assurances, contracts, agreements, and future

amendments for monetary and contract language adjustments related to the above

upon review and/or preparation of Civil Counsel.

# # #

MOVED:

SECONDED:

CARRIED:


To: Livingston County Board of Commissioners

From: Chris Folts, Director

Date: March 3, 2014

Subject: RESOLUTION TO AMEND THE CONTRACT WITH OTIS ELEVATOR TO INCLUDE

ELEVATOR MAINTENANCE AND REPAIRS AT 1911 TOOLEY ROAD

Livingston County’s new EMS facility located at 1911 Tooley Road has two elevators that are mandated by the State of Michigan to be maintained with a preventative maintenance and inspection program.

Currently, Livingston County has a contract with Otis Elevator Company for elevator maintenance and inspection services that will expire on December 31, 2014 with three annual renewal remaining.

Otis Elevator, though our membership with Hospital Purchasing Service (HPS), has offered a rate of $240 per month for two elevators located at 1911 Tooley Road with all terms and condidtion remaining the same.

Therefore, we are requesting that the attached resolution be approved authorizing acontract amendment with Otis Elevator of Lansing, Michigan to include 1911 Tooley Road for elevator maintenance, repairs and inspections.

If you have any questions or concerns regarding this matter, please do not hesitate to contact me.

© OTIS ELEVATOR COMPANY, 1995 All Rights Reserved Impact Form MNT-ADD (02/05) Contract# LC RES #2012-10-287, Otis # CVI05110 Page 1 of 2

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DATE: February 25, 2014

TO: FROM: Livingston County Building Services Attn: Accounts Payable 420 S. Highlander Way Howell, MI 48843

Otis Elevator Company 4500 Empire Way Suite 3 Lansing, MI 48917

EQUIPMENT LOCATION: Livingston County EMS Services 1911 Tooley Rd. Howell, MI 48843

Dan Pozsgai (517) 322-0100 ext 14 (517) 322-9431 fax (517) 206-0430 cell

CONTRACT NUMBER: LC RES #2012-10-287,

Otis # CVI05110 CONTRACT DATE: January 1, 2013

We propose the following modification to the Contract referred to above, to take effect as of: March 1, 2014 We will add two (2) hydraulic elevators, State id #’s 55280 & 55281, in the Livingston County EMS Services building, located at 1911 Tooley Rd. Howell, MI to existing Livingston County contract LC RES #2012-10-287 (Otis # CVI05110) for the price of $ 240.00 monthly. Invoicing to be separate from existing agreement and shall reference Livinston County EMS Services Building on invoice. This proposal, when accepted by you below and approved by our authorized representative, will become binding as an addendum and modification to the Contract. All other terms, conditions and obligations in the Contract referred to are to remain in full force and effect. This quotation is valid for ninety (90) days from the proposal date.

© OTIS ELEVATOR COMPANY, 1995 All Rights Reserved Impact Form MNT-ADD (12/01) Contract# LC RES #2012-10-287, Otis # CVI05110 Page 2 of 2

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Submitted by: ______________________________

Dan Pozsgai Accepted in Duplicate CUSTOMER OTIS ELEVATOR COMPANY Approved by Authorized Representative Approved by Authorized Representative

Date:

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Date: ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯

Signed: X ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯

Print Name:

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Title:

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E-mail: ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯

Signed: ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯

Print Name: Doug Datema

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Title: General Manager

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Name of Company: ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ ¯ � Principal, Owner or Authorized Representative of Principal or Owner � Agent

(Name of Principal or Owner)

RESOLUTION NO:


RESOLUTION AUTHORIZING THE PURCHASE AND INSTALLATION OF A CHILLER SYSTEM AT THE ADMINISARATION BUILDING– Facility Services /General Government

WHEREAS, Facility Services has recognized the need to replace the chiller at the Administration Building; and

WHEREAS, the current system is over 25 years old and cools the Administration Building; and

WHEREAS, the cost of the replacement system is $40,050.00 in which sufficient funds to cover this expenditure has been budgeted and approved in the Facilities Services FY 2014 budget, account 63126500 - 974000.


Hereby authorizes the purchase and installation of one 60 ton Carrier

chiller system at the Administration Building for a cost not to exceed

$40,050.00 from Mechanical Services LLC. of Fenton, Michigan.

THEREFORE BE IT FURTHER RESOLVED that a purchase order not to exceed

$40,050.00 be issued to Mechanical Services LLC.


DATE: March 3, 2014


FROM: Chris Folts, Director

RE: Resolution Authorizing the Purchase and Installation of a 60 Ton Chiller at the Administration Building.

The Facilities Service Department recognizes a need to replace the chiller at the Administration Building. This system has been budgeted for 2014.

The current system is over 25 years old and has well exceeded its life expectancy.

Facilities Service Department has followed the Counties purchasing policy in selecting Mechanical Services LLC.

Therefore, we are asking for the amount not to exceed $40,050.00 for the purchase and installation of one 60 ton Carrier chiller system.

If you have any questions or concerns regarding this matter, please contact me.

RESOLUTION NO:


RESOLUTION AUTHORIZING THE PURCHASE AND INSTALLATION OF COMPUTER ROOM COOLING SYSTEM – Facility Services / General Government

WHEREAS, Facility Services has recognized the need to replace the computer cooling system located at the Livingston County Sherriff’s Department; and

WHEREAS, the current system is 25 years old and cools the redundant computer system that serves Livingston County; and

WHEREAS, the new system has been planned and budgeted for in the 2014 budget year in account 63126500 - 974000; and

WHEREAS, Facility Services has followed the purchasing policy in selecting a vendor.


hereby authorizes expenditure of $27,450.00 for the purchase of and

installation of one Liebert 17.5KW cooling system.

THEREFORE BE IT RESOLVED that a purchase order not to exceed $27,450.00 be

issued to Mechanical Services LLC.


DATE: March 3, 2014


FROM: Chris Folts

RE: Resolution Authorizing the Purchase and Installation of a Computer Room Cooling System at the Livingston County Sheriff Department.

The Facilities Service Department recognizes a need to replace the computer room cooling system located at the Sheriff’s Department. This system has been budgeted for 2014.

The current system is 25 years old and has well exceeded its life expectancy.

Facilities Service Department has followed the Counties purchasing policy in selecting Mechanical Services LLC.

Therefore, we are asking for the amount not to exceed $27,450.00 for the purchase and installation of one Liebert 17.5KW cooling system with remote rooftop condenser.


RESOLUTION NO:


RESOLUTION AUTHORIZING THE EXCEPTION TO THE HIRING FREEZE POLICY-Building Services/General Government

WHEREAS, The Facility Services Department has determined the need for a exception to the Hiring Freeze Policy; and

WHEREAS, Facility Services has the need to change the status of seven temporary part time employees to seven permanent part time employees in order to stay consistent with MERS retirement rules ; and

WHEREAS, Facility Services Department has the need to move one permanent part time position into a vacant full time custodial position; and

WHEREAS, Facility Services has filled out all necessary Exception to the Hiring Freeze documents; and

WHEREAS, Facility Service has the appropriate funds budgeted to support the proposed changes; and


hereby authorizes the Exception to the Hiring Freeze and change the

status of seven temporary part time employees to seven permanent part

time employees and move one permanent part time employee to one

permanent full time employee.

REQUEST FOR EXCEPTION TO THE HIRING FREEZE

Request Submitted by: Chris Folts

Title of Position to be Filled: Custodians Salary: $ 14.39

Annual Cost of Budgeted Position: Projected Cost for the next five years: $250,385

New Position/Classification (Yes/No):noIf No: Name of Employee Last Occupying this Position: Christine Church

To Temporarily Replace an Employee who is on approved leave of absence:Name of Employee on Leave:Date of Expected Return: n/a

When did the position become vacant? 2014

Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget? yes

1. Briefly describe this position and why you believe that it is essential enough to warrant an exception to the overall Livingston County hiring freeze. Provide a copy of the job description. This position will allow us to fulfill the contractual obligation that we currently have with the various outside.

2. Indicate if this is a mandated program/service by citing the act, rule, resolution, order, etc. that has necessitated this work. Also, if mandated, explain what effect this program/service has on current operations. If not mandated, outline the reason(s) for the department providing this task/work. Contracts with the various outside agenciesand laws governing temporary employees.

3. Budgeted department head count for the past five years

Full Time Part Time2007 25 02008 23 02009 19 32010 15 62011 14 82012 14 122013 14 12

Please explain changes: This vacancy review is to move one part time into a full time open position.

Please explain changes:

4. Does the vacant position for which an exemption is being requested perform essential function(s) that cannot be performed with the existing staff resources within Livingston County? Yes

5. Recognizing that all Elected Officials/Department Heads are expected to provide quality supervision and be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring? We have reassigned work and have replaced full time personnel with part time personnel.

6. Specifically list three reasonable options if your request to replace a position is denied. Hire

7. What are the consequences of deferring the vacant position over the next several months and beyond? She is currently classified as part time but working full time hours.

8. What budget saving measures has this department implemented? Have additional measures been identified? We utilize purchasing to get the lowest equipment and supply cost, we have replaced full time with part time when practical and have contracted our service to outside agencies and have produced a revenue stream.

9. What position or other costs would you be willing to drop to enable hiring – if that becomes necessary to obtain approval for hire? We will not be able to provide the level of service that we currently provide.

10. Please provide additional information regarding the staff of this department (i.e. organizational charts, workflow chart, staff on leaves from work/job restrictions, employee training downtime, etc.) to determine the workforce available for accomplishing the necessary tasks/services.

11. Is the work required by statute to be performed at the County level or can it be shared with other Counties? With local governments? No, we are sharing our services with other government agencies

12. Explain what services can be provided by others, private sector or non-profit? None as inexpensive and efficient as we provide.

13. Are there other County employees with the skills and knowledge that can be transferred from another department thereby shifting the vacancy to another department where the position will not be filled? no

14. Has the use of temporary employees been evaluated to handle the work? Please provide explanation(s). We have been using temps but can only do so for up to one year that’s why I’m filling out this lengthy form.

15. Has the use of part-time (less than 30 hours) employees been evaluated for feasibility and cost-effectiveness to accomplish the work? Please provide explanation(s). That’s what we are using

16. Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)? No more than usual.

17. Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s). n/a


Request Submitted by: Chris Folts

Title of Position to be Filled: Seven permanent part time custodians Salary: $ 11.36

Annual Cost of Budgeted Position: Projected Cost for the next five years: $492,433.49 “for seven positions”

New Position/Classification (Yes/No):noIf No: Name of Employee Last Occupying this Position: These are part time no benefit position to help supplement the contracts with the outside agencies

To Temporarily Replace an Employee who is on approved leave of absence:Name of Employee on Leave:Date of Expected Return: n/a

When did the position become vacant? n/a

Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget? n/a

1. Briefly describe this position and why you believe that it is essential enough to warrant an exception to the overall Livingston County hiring freeze. Provide a copy of the job description. This position will allow us to fulfill the contractual obligation that we currently have with the various outside agencies and it also moves temporary status to permanent status

2. Indicate if this is a mandated program/service by citing the act, rule, resolution, order, etc. that has necessitated this work. Also, if mandated, explain what effect this program/service has on current operations. If not mandated, outline the reason(s) for the department providing this task/work. Contracts with the various outside agenciesand laws governing temporary employees

3. Budgeted department head count for the past five years

Full Time Part Time2007 25 02008 23 02009 19 32010 15 62011 14 82012 14 122013 14 12

Please explain changes: This vacancy review is to move 7 temp part time positions into 7 permanent part time.


4. Does the vacant position for which an exemption is being requested perform essential function(s) that cannot be performed with the existing staff resources within Livingston County? n/a

5. Recognizing that all Elected Officials/Department Heads are expected to provide quality supervision and be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring? We have reassigned work and have replaced full time personnel with part time personnel.

6. Specifically list three reasonable options if your request to replace a position is denied. Hire

7. What are the consequences of deferring the vacant position over the next several months and beyond? We can only classify as temporary up to one year and then MERS requires that we pay partial pension.

8. What budget saving measures has this department implemented? Have additional measures been identified? We utilize purchasing to get the lowest equipment and supply cost, we have replaced full time with part time when practical and have contracted our service to outside agencies and have produced a revenue stream.

9. What position or other costs would you be willing to drop to enable hiring – if that becomes necessary to obtain approval for hire? We will not be able to provide the level of service that we currently provide.


11. Is the work required by statute to be performed at the County level or can it be shared with other Counties? With local governments? No, we are sharing our services with other government agencies

12. Explain what services can be provided by others, private sector or non-profit? None as inexpensive and efficient as we provide.

13. Are there other County employees with the skills and knowledge that can be transferred from another department thereby shifting the vacancy to another department where the position will not be filled? no

14. Has the use of temporary employees been evaluated to handle the work? Please provide explanation(s). We have been using temps but can only do so for up to one year that’s why I’m filling out this lengthy form.

15. Has the use of part-time (less than 30 hours) employees been evaluated for feasibility and cost-effectiveness to accomplish the work? Please provide explanation(s). That’s what we are using

16. Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)? No more than usual.

17. Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s). n/a


DATE: March 3, 2014


FROM: Chris Folts

RE: Resolution authorizing exception to the hiring freeze.

The Facilities Service Department has the need to exercise the exception of the hiring freeze policy.

All the positions described in the exception have been planned and budgeted in the 2014 adopted budget.

This move is essential to stay consistent with MERS rules regarding employment.

This move is also necessary to properly maintain Livingston County assets and contracts provided to outside governmental agencies


RESOLUTION NO:


RESOLUTION AUTHORIZING CAPITAL EXPENDITURE FROM THE FEDERAL STATE OF GOOD REPAIR GRANT AND ISSUANCE OF A PURCHASE ORDER (vehicles) – L.E.T.S. / General Government/Finance/Board

WHEREAS, L.E.T.S. is requesting replacement of two (2) medium duty buses that have served their useful life based on age, mileage, and condition; and

WHEREAS, the recommended replacement vehicle is (model year 2014/15) Eldorado National medium duty bus with a gasoline engine and propane preparation package purchased from the State of Michigan (MIDeal) purchasing contract through Hoekstra Transportation of Grand Rapids, MI; and

WHEREAS, monies were budgeted in the L.E.T.S. Budget for CY 2014 for these buses at a cost not to exceed $186,826; and

WHEREAS, Funds for this purchase will be reimbursed at 80% from Federal transit Administration (FTA) State of Good Repair grant (#MI-04-0088) and 20% from MDOT matching funds Project Authorization 2012-0118/P9; and

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby authorizes

the purchase of two (2) MY 2014/15 Eldorado National medium duty bus with a gasoline engine

with propane preparation package at a cost not to exceed One Hundred Eighty-Six Thousand Eight

Hundred Twenty-Six dollars ($186,826) from the State of Michigan MIDeal purchasing program.

BE IT FURTHER RESOLVED that the cost of $186,826 to L.E.T.S. for this vehicle will be reimbursed at 80%

(or $149,461) from the FTA (State of Good Repair Grant #MI-04-0088) with a 20% (or $37,365)

match from MODT (Project Authorization 2012-0118/P9).

BE IT FINALLY RESOLVED that the L.E.T.S. Director is hereby authorized to dispose of the replaced buses per

the County Purchasing/Disposal Policy.

# # #

MOVED:

SECONDED:

CARRIED:

MemorandumTo: Livingston County Board of Commissioners

From: Doug Britz, L.E.T.S. Director

Date: 3/5/2014

Re:RESOLUTION AUTHORIZING CAPITAL EXPENDITURE FROM THE FEDERAL STATE OF GOOD REPAIR GRANT AND ISSUANCE OF A PURCHASE ORDER (vehicles) – L.E.T.S. / General Government / Finance / Board

Attached please find a resolution for your consideration and authorization for the L.E.T.S. Director to replace two (2) medium duty buses that have served their useful life based on age, mileage, and condition per criteria established by the Federal Transit Administration (FTA) and the Michigan Department of Transportation (MDOT).

The recommended replacement vehicles are MY 2014/15 (depending on vendor chassis supply at time of order) Eldorado National medium duty buses with gasoline engines and propane preparation package. L.E.T.S. received the State of Good Repair grant for the replacement of eight buses in total that were to be alternative fuel which propane has been recommended (by MDOT vehicle representatives, the L.E.T.S. Fleet Manager, vehicle vendor and other transit agencies) to be the best overall option for L.E.T.S. The 2014/15 diesel engine medium duty buses from a maintenance and repair perspective are virtual nightmare. To reach the rear of the engine (ie ERG valve) the whole bus body has to be taken off the chassis which none of our vendors have a good way to do this and would be very expensive every time an engine needs servicing and repair. Currently, the chassis manufacturers have not dialed in the new EPA emissions to prevent EGR valves from clogging, which messes up the engine injectors which gets very costly. The remaining six (6) buses to be ordered late June 2014 will also be propane fueled. L.E.T.S. will at that point work with county Purchasing to install a concrete pad and electrical for a propane fueling tank. The cost of the tank and pump will be at no cost to L.E.T.S. as long as L.E.T.S. utilizes the same company for refueling.

Currently, Propane (Autogas) costs about $1.94 a gallon and LETS will receive from FTA a $.50 credit per gallon. Autogas is approximately 10% less efficient than Diesel (10 mpg vs 9 mpg), however the cost of diesel (at $3.60/gallon) is 2 and ½ times more per gallon than autogas. Funds were budgeted in the L.E.T.S. CY 2014 budget for the purchase of these vehicles. L.E.T.S. will be purchasing these vehicles from the State of Michigan MIDeal purchasing program from

LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF L.E.T.S.

3950 W. Grand River, Howell, MI 48855Phone 517-540-7847 Fax 517-546-5088

Web Site: co.livingston.mi.us

Hoekstra Transportation of Grand Rapids, MI at a total cost of exceed One Hundred Eighty-Six Thousand Eight Hundred Twenty-Six dollars ($186,826) of which 80% (or $149,461) from the Federal transit Administration (FTA) State of Good Repair Grant (#MI-04-0088) and 20% (or $37,365) match from MDOT matching funds (Project Authorization 2012-0118/P9).

Finally, the L.E.T.S. Director is hereby authorized to dispose of the replaced vehicles per the County Purchasing/Disposal Policy.

I am available at your convenience to discuss this purchase at 517-540-7847.

RESOLUTION NO:


RESOLUTION AUTHORIZING CAPITAL EXPENDITURE AND ISSUANCE OF PURCHASE ORDERS AND TO AMEND THE FOLLOWING FISCAL YEAR 2014 BUDGETS FOR MOTOR POOL, SHERIFF ROAD, SHERIFF JAIL, AND CONTINGENCY (vehicles) - Motor Pool/General Government/Finance/Board

WHEREAS, the Livingston County Motor Pool Department is requesting replacement of sixteen (16) Motor Pool vehicles that have served their useful life based on age, mileage, and condition and to replace one (1) totaled Sheriff’s Department vehicle for a total of seventeen (17) new vehicles; and

WHEREAS, the recommended replacement vehicles as follows, three (3) MY 2014 Ford F-150 Pick-up trucks two (2) for the Building Inspection Department and one (1) for Environmental Health at a cost not to exceed $49,650; seven (7) MY 2014 Chevrolet Police Package Tahoe’s for the sheriff’s Department at a cost not to exceed $184,800, one (1) MY 2015 Ford F-250 4 door Pick-Up for the Sheriff’s Department at a cost not to exceed $24,583; one (1) MY2014 Ford Explorer 4 x 4 for the Sheriff’s Department at a cost not to exceed $24,550, one (1) MY 2014 one ton Chevrolet Express Van and insert for the Jail at a cost not to exceed $21,800 for the Van and $10,000 for the insert; two (2) MY 2014 Ford Fusions for the Car Pool at a cost not to exceed $37,640, one (1) MY 2014 Dodge mini-van for Juvenile court at a cost not to exceed $20,800 One (1) MY 2015 GMC Yukon 1500 4 x 4 for the EMS Department at a cost not to exceed $40,010; and

WHEREAS, the Ford F-150 Pick-ups, Ford F250, Explorer, and Fusions, will be purchased from the State of Michigan MIDeal contract from Gorno Ford of Woodhaven, MI; The Tahoe police vehicles and Chevrolet Express Van will be purchased off the Oakland County Contract from Berger Chevrolet of Grand Rapids, MI and the insert will be quoted near the time of the van delivery; the GMC Yukon will be purchased from the State MIDeal contract from Red Holman Pontiac GMC of Westland; and the Dodge Mini-Van will be purchased from the State MIDeal contract from Slingerland Dodge of Owosso MI; and

WHEREAS, monies were budgeted for CY 2014 for sixteen (16) vehicles, the one (1) totaled vehicle was not budgeted; and

WHEREAS, the Motor Pool department will be purchasing sixteen (16) of these vehicles from Retained Earnings from the monthly lease program paid by the various departments and to purchase the additional Tahoe to replace the totaled Sheriff’s vehicle will be the combination of lease payments and Insurance proceeds; and

WHEREAS, all new vehicles will be charged back to the individual Departments by way of the vehicle monthly lease program and all the lease payments for the new vehicles were also included in the various Departments’ CY 2014 budget except for the totaled Sheriff’s vehicle; and

RESOLUTION NO:

PAGE: 2

WHEREAS, the proposed amendment ensures compliance with the Uniform Budgeting and Accounting Act, as amended; and

WHEREAS, the proposed amendment recognizes the additional vehicle costs in excess of the current 2014 Calendar Year Budget.


hereby authorizes the purchase of seventeen (17) vehicles and one (1) van insert

as follows, three (3) MY 2014 Ford F-150 Pick-up trucks at a cost not to exceed

$49,650; seven (7) MY 2014 Chevrolet Police Package Tahoe’s at a cost not to

exceed $184,800, one (1) MY 2015 Ford F-250 4 door Pick-Up at a cost not to

exceed $24,583; one (1) MY2014 Ford Explorer 4 x 4 at a cost not to exceed

$24,550, one (1) MY 2014 one ton Chevrolet Express Van and insert for the Jail

at a cost not to exceed $21,800 for the Van and $10,000 for the insert; two (2)

MY 2014 Ford Fusions at a cost not to exceed $37,640, one (1) MY 2014 Dodge

at a cost not to exceed $20,800, and One (1) MY 2015 GMC Yukon 1500 4 x 4

at a cost not to exceed $40,010;

BE IT FURTHER RESOLVED that the cost of all seventeen (17) vehicles and one (1) inmate

insert is not to exceed Four Hundred Thirteen Thousand Eight Hundred and

Thirty-three dollars ($413,833).

BE IT FURTHER RESOLVED that all seventeen (17) vehicles and one (1) inmate insert are to

be leased back to the individual Departments from the Motor Pool.

BE IT FINALLY RESOLVED that the Motor Pool Director is hereby authorized to dispose

of various department vehicles being replaced per the County

RESOLUTION NO:

PAGE: 3

Purchasing/Disposal Policy.

BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the following

amendment to the Motor Pool’s Fiscal Year 2014 budget as illustrated below:

Approved Proposed Proposed 2014Fund 2014 Budget Amended Amended Budget

661 – Motor Pool $ 1,402,112 $49,000 $ 1,451,112

301 – Sheriff $ 7,097,809 $4,500 $ 7,102,309

351- Jail $ 7,013,208 $10,000 $ 7,0230,208

968 – Contingency $ 1,701,643 $ -14,500 $ 1,687,143

BE IT FINALLY RESOLVED that the budgetary worksheets showing the detailed line-item

changes for the budget amendment will be attached as part of the resolution.

# # #

MOVED:

SECONDED:

CARRIED:


From: Doug Britz, Motor Pool Director

Date: 3/5/2014

Re:RESOLUTION AUTHORIZING CAPITAL EXPENDITURE AND ISSUANCE OF PURCHASE ORDERS AND TO AMEND THE FOLLOWING FISCAL YEAR 2014 BUDGETS FOR MOTOR POOL, SHERIFF ROAD, SHERIFF JAIL, AND CONTINGENCY (vehicles) - Motor Pool/General Government/Finance/Board

Attached please find a resolution for your consideration and authorization for the Motor Pool Director to replace sixteen (16) Motor Pool vehicles that have served their useful life based on age, mileage, and condition and to replace one (1) recently totaled Sheriff’s Department vehicle for a total of seventeen (17) new vehicles and an inmate insert for the new Jail van.

The recommended replacement vehicles as follows, three (3) MY 2014 Ford F-150 Pick-up trucks at a cost not to exceed $49,650; seven (7) MY 2014 Chevrolet Police Package Tahoe’s at a cost not to exceed $184,800, one (1) MY 2015 Ford F-250 4 door Pick-Up at a cost not to exceed $24,583; one (1) MY2014 Ford Explorer 4 x 4 at a cost not to exceed $24,550, one (1) MY 2014 one ton Chevrolet Express Van and insert for the Jail at a cost not to exceed $21,800 and $10,000 for the inmate insert; two (2) MY 2014 Ford Fusions at a cost not to exceed $37,640, one (1) MY 2014 Dodge at a cost not to exceed $20,800, and One (1) MY 2015 GMC Yukon 1500 4 x 4 at a cost not to exceed $40,010.

Funds were budgeted for CY 2014 for the purchase of sixteen (16) replacement vehicles, however the one (1) totaled vehicle and Jail van inmate insert was not budgeted. The Motor Pool department will be purchasing sixteen (16) of these vehicles from Retained Earnings from the monthly lease program paid by the various departments, the purchase of the additional Tahoe to replace the totaled Sheriff’s vehicle will be the combination of lease payments and Insurance proceeds. The funds for the Sheriff replacement Pickup truck was under budgeted due to an unforeseen increase in State contract (MIDeal) costs. The new lease payments for the totaled vehicle and the Jail van insert was not budgeted and funds will be transferred from Contingency per the budget amendment request.

LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF MOTOR POOL

3950 W. Grand River, Howell, MI 48855Phone 517-540-7847 Fax 517-546-5088


The total purchase price of all seventeen (17) vehicles is not to exceed Four Hundred Thirteen Thousand Eight Hundred and Thirty-three dollars ($413,833). All new vehicles will be charged back to the individual Departments by way of the vehicle monthly lease program and all the lease payments for the new vehicles were also included in the various Departments’ CY 2014 budget except for the totaled Sheriff’s vehicle and the Jail Van inmate insert.

The proposed amendment ensures compliance with the Uniform Budgeting and Accounting Act, as amended and recognizes the additional vehicle cost in excess of the current Calendar Year Budget.

Finally, the Motor Pool Director is hereby authorized to dispose of various department vehicles being replaced per the County Purchasing/Disposal Policy.

I am available at your convenience to discuss this purchase at 517-540-7847.

RESOLUTION NO:


RESOLUTION AUTHORIZING CAPITAL EXPENDITURE FOR THE PURCHASE OF 2 TYPE III MEDIX AMBULANCES FOR THE EMS DEPARTMENT - EMS /Health and Human Services/Finance Committee

WHEREAS, the EMS Department has determined a need to purchase 2 Type III Medix ambulances in

2014; and

WHEREAS, the ambulances will be purchased through Mercy Sales and Service of Saginaw,

Michigan, utilizing contract pricing from the HGAC Buy National Contract , for a

purchase price of $125,212.00 each, for a total cost of $251,424.00; and

WHEREAS, all HGAC Buy contracts have been awarded by a public competitive process therefore

this purchase is in compliance with the County of Livingston purchasing Policy; and

WHEREAS, this purchase has been budgeted and approved in line item 210-651-978 of the Livingston

County EMS 2014 budget; and,

WHEREAS, this Resolution has been recommended for approval by the Finance Committee.

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby

approves the purchase of 2 new Type III Medix ambulances in accordance with

Livingston County EMS specifications, through the HGAC Buy National Contract, from

Medix Specialty Vehicles Inc. 3008 Mobile Drive, Elkhart IN 46514 for a price not to

exceed $251,424.00.

# # #

MOVED:SECONDED:CARRIED:


From: Jeffrey R. Boyd Director

Date: 03/04/2014

Re: 2014 Ambulance Purchase

Livingston County EMS is requesting to purchase two new ambulances for the budget year 2014. We are using contract pricing from the HGAC competitively bid contract. The ambulance market has changed considerably recently and purchasing vehicles is now more cost effective than the current practice of rechassis. The total price of $251,424.00 is only $1261.00 more than we paid in 2008 and these vehicles are delivered with increased technology and as street ready as they have ever been.

If you have any questions regarding this matter please contact me.

LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF EMS

1911 Tooley Road Howell MI 48855Phone 517-546-6220 Fax 517-546-6788

Web Site: livgov.com

Contract Pricing WorksheetsRev 02-05-07

NOTE: Purchase Orders are not valid unless a copy of the completed worksheet and the customer's order are faxed to HGACBuy at:

713-993-4548

This Workbook contains three versions of HGACBuy's Contract Pricing Worksheet. One is for Standard Equipment / Services, one is for Catalog or Price Sheet type purchases, and the third is for Motor Vehicles only. See tabs at bottom to select appropriate Worksheet.

Please contact H-GAC staff about use of the worksheets if you have any questions.

ContractNo.:

AM10-12Date

Prepared:2/11/2014

BuyingAgency:

Contractor:

ContactPerson:

PreparedBy:

Phone: Phone:

Fax: Fax:

Email: Email:

ProductCode:

UA27 Description:

98723

Cost Cost

6,743.00

Subtotal B: 6743

Cost Cost

19,746.00

Subtotal C: 19746

19%

2 125212 = Subtotal D: 250424

Subtotal E: 1000

Cost Cost

Subtotal F: 0

251424G. Total Purchase Price (D+E+F): Delivery Date:

Subtotal From Additional Sheet(s):

Quantity Ordered:

For this transaction the percentage is: Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit

Price plus Published Options (A+B).

Description Description

CONTRACT PRICING WORKSHEETFor MOTOR VEHICLES Only

Type III MSVII Ford E450 cut XL 6.8L V-10 gas

A. Product Item Base Unit Price Per Contractor's H-GAC Contract:

517-546-6788 210-247-6179

This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly.

LIVINGSTON COUNTY

KEVIN WILKINSON

517-546-6220

[email protected]

SOUTHWEST AMBULANCE SALES

GRETCHEN PETERS

210-788-2719

B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable.(Note: Published Options are options which were submitted and priced in Contractor's bid.)

[email protected]

E. H-GAC Order Processing Charge (Amount Per Current Policy)

D. Total Cost Before Any Applicable Trade-In / Other Allowances / Discounts (A+B+C)

F. Trade-Ins / Other Allowances / Special Discounts / Freight / Installation

X Subtotal of A + B + C:

Description

Please see attached

Description

Please see attached

Description Description

C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary.(Note: Unpublished options are items which were not submitted and priced in Contractor's bid.)

Subtotal From Additional Sheet(s):

RESOLUTION NO.:

LIVINGSTON COUNTY DATE: March 17, 2014

RESOLUTION AUTHORIZING OUT-OF-STATE TRAVEL FOR INFORMATION TECHNOLOGY, FINANCE, AND PAYROLL STAFF TO ATTEND THE TYLER MUNIS ANNUAL TRAINING CONFERENCE IN SAN ANTONIO, TEXAS

WHEREAS, the Tyler Connect 2014 annual training conference is a great opportunity to discover new ways to boost productivity and improve our services by getting the most from using Munis; and

WHEREAS, staff will be able to interact and learn directly from Tyler Technologies’ staff and the conference will also allow staff to meet other information technology staff, financial analysts and payroll administrators from across the country to exchange ideas, insight and solutions to common problems; and

WHEREAS, Applications Manager, Diane Gregor, Financial Analyst, Roberta Bennett, and Senior Payroll Clerk, Barbara Ritchie, are requesting authorization to attend the Tyler Connect 2014 annual training conference in San Antonio, Texas from April 13-16, 2014 for travel the day prior to the first preconference seminar; and

WHEREAS, the cost of the conference and associated travel costs shall not exceed $9,000 and the funds are available in General Fund - Contingency.


hereby authorizes out-of-state travel for the Applications Manager, Financial

Analyst, and Senior Payroll Clerk to attend the Tyler Connect 2014 annual

training conference in San Antonio, Texas from April 13-16, 2014 at a cost for

registration, lodging, and transportation not to exceed $9,000.

THEREFORE BE IT FURTHER RESOLVED that the Livingston County Board of

Commissioners hereby authorizes a budget amendment to transfer funds from

General Fund - Contingency to the appropriate department funds.

# # #

MOVED:

SECONDED:

CARRIED:

LIVINGSTON COUNTY, MICHIGANHuman Resources Department

Administration Building304 E. Grand River, Suite 205 Howell, Michigan 48843

[email protected]

Jennifer Palmbos (517) 546-1010Director, Human Resources / Labor Relations Fax (517) 546-6657

March 17, 2014

To: Board of Commissioners

From: Cindy Catanach, Deputy County Administrator/Finance OfficerRichard Malewicz, Deputy County Administrator/Chief Information OfficerJennifer Palmbos, Human Resources/Labor Relations Director

RE: Tyler Connect 2014 Training Conference

Three (3) staff from Finance, Human Resources/Payroll, and Information Technology

are requesting to attend the Tyler Connect 2014 training conference on April 13-16 in

San Antonio, Texas. Staff will have the opportunity to discover new ways to boost

productivity and improve our services by getting the most from using our Munis

solutions. Staff will be able to interact and learn directly from Tyler Technologies’ staff

and will also meet other staff from across the country to exchange ideas, insight and

solutions to common problems.

Additional benefits of attending this educational event include:

Choosing from approximately 700 educational sessions, highlighting software enhancements, tips and tricks, and providing advanced training

Networking opportunities with my professional peers (2,000 attendees expected)

Connecting with 30+ Tyler business partners Learn about Tyler’s latest projects and future focuses from the CEO Obtain nationally eligible Continuing Professional Education (CPE) credits Test drive the newest Tyler products in various hands-on labs

Thank you for considering the request to attend Tyler Connect 2014.

RESOLUTION NO:


RESOLUTION TO CONUR WITH THE LIVINGSTON COUNTY AERONAUTICAL FACILITIES BOARD TO AUTHORIZE THE PURCHASE OF A JET-A FUEL TRUCK – AIRPORT

WHEREAS, the Jet-A fuel truck being utilized for fuel delivery at the Livingston County Airport is a 1989 model year vehicle that is becoming unreliable with increased use and cold conditions; and

WHEREAS, Jet-A fuel sales are increasing at the airport and all Jet-A is delivered to the aircraft via truck; and

WHEREAS, the Livingston County Aeronautical Facilities Board has determined that a reliable Jet-A fuel truck is critical for providing services to airport customers; and

WHEREAS, a used truck that has been refurbished will be purchased at a cost not to exceed one hundred fifty thousand dollars ($150,000); and

WHEREAS, a committee of members of the Livingston County Aeronautical Facilities Board members has been appointed to identify a truck upon authorization for purchase.

THEREFORE BE IT RESOLVED the Livingston County Board of Commissioners concurs

with the Livingston County Aeronautical Facilities Board to authorize the

purchase of a used Jet-A truck for delivery of Jet-A to aircraft at a cost not to

exceed one hundred fifty thousand dollars ($150,000).

# # #

Moved:

Supported:

Carried:


From: Mark D. Johnson

Airport Manager

Date: March 5, 2014

Re: Jet Truck Purchase

This winter has demonstrated a need for a newer Jet-A truck for fuel delivery at the airport. The combination of increased use and the effects of cold weather on a 1989 vehicle have made keeping it operational a challenge.

We are averaging sales of almost 10,000 gallons per month for the last five month, with the Survival Flight jet purchasing almost half of that total. Sales traditionally increase in the summer months when our lack of de-icing is not an issue for aircraft operations.

The 2014 airport budget did not anticipate this purchase, or the additional fuel sales to the Survival Flight jet, which will purchase an estimated 50,000 gallons of additional fuel this year.Even with our additional snow removal costs this winter, the 2014 budget will support a monthly payment on the purchase or lease of a gently used Jet-A truck.


LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF AIRPORT

3399 County Airport DriveHowell, MI 48855

Phone 517.546.6675 Fax 517.546.6656Web Site: co.livingston.mi.us

RESOLUTION NO:


RESOLUTION TO CONUR WITH THE LIVINGSTON COUNTY AERONAUTICAL FACILITIES BOARD TO ENTER INTO AN AGREEMENT WITH SPARLING CORPORATION FOR CONSTRUCTION OF A NEW FUEL FARM AND DEMOLITION OF THE EXISTING FUEL FARM – AIRPORT

WHEREAS, the Livingston County Purchasing Department has requested proposals for the construction of a new fuel farm and the demolition of the existing fuel farm at the Livingston County Airport; and

WHEREAS, a total of five proposals were received for the project; and

WHEREAS, Sparling Corporation submitted the lowest proposal and has experience in the industry, including the construction of our existing fuel farm; and

WHEREAS, the Michigan Department of Aeronautics has a total of $403,000 in funding available for this project; and

WHEREAS, the remainder of the project costs will come from the capital improvement fund, which was funded with proceeds from the sale of the easement to Enbridge Pipeline.

THEREFORE BE IT RESOLVED the Livingston County Board of Commissioners concurs with the

Livingston County Aeronautical Facilities Board to enter into an agreement with

Sparling Corporation for the construction of a new fuel farm for a total cost not to

exceed Four Hundred Ninety-Eight Thousand Five Hundred Ten Dollars ($498,510).

BE IT FURTHER RESOLVED the local share of the MDOT authorized grant and any additional

costs above the grant amount shall be paid from the capital improvement fund.

BE IT FURTHER RESOLVED the Chair is authorized to sign the Agreement and any related

documents upon review by Civil Counsel.

# # #

Moved:

Supported:

Carried:


From: Mark D. Johnson

Airport Manager

Date: March 5, 2014

Re: Fuel Farm Replacement

A total of five bids were received for the fuel farm replacement project. Sparling Corporation submitted the lowest bid. They constructed our existing fuel farm and the diesel fuel farm at the LETS building and continue to perform maintenance services for both the airport and LETS.

The bid for the project was $498,510. The Michigan Department of Aeronautics has a total of $403,000 to put toward the project in grant funds. The Livingston County Aeronautical Facilities Board recommends that approximately $100,000 in funds from the capital improvement be used toward this project. These are funds that are from the sale of the easement to Enbridge Pipeline.

There will be an additional contract for construction administration with C&S Engineers that will also be funded by the capital improvement fund. The Airport Manager will oversee much of the construction in order to reduce these costs, but there will be items that need to be inspected by a licensed engineer.


LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF AIRPORT

3399 County Airport DriveHowell, MI 48855

Phone 517.546.6675 Fax 517.546.6656Web Site: co.livingston.mi.us

RESOLUTION NO:


RESOLUTION AUTHORIZING THE PURCHASE ORDER FOR SOFTWARE MAINTENANCE RENEWAL FOR THE COUNTY OWNED PUBLIC SAFETY SOLUTION FOR ALL PUBLIC RELATED DEPARTMENTS: SHERIFF, POLICE, FIRE, EMS, CENTRAL DISPATCH, AND INFORMATION TECHNOLOGY WITH SUNGARD PUBLIC SAFETY 2014 - INFORMATION

TECHNOLOGY / GENERAL GOVERNMENT COMMITTEE

WHEREAS, Public safety is about making the right connections with emergency responders, law

enforcement personnel, dispatch telecommunicators, and citizens; therefore to make

those connections, Livingston County needs a software maintenance system that is

accurate, reliable and meets agency-specific requirements; and

WHEREAS, the Information Technology Department along with all the other public safety

departments/agencies is hereby requesting authorization for a purchase order for the

software maintenance renewal for the County Owned OSSI Public Safety Solution; and

WHEREAS, Information Technology is hereby requesting the Board of Commissioners authorize a

Purchase Order to the vendor SunGard Public Safety Solution of High Point, North

Carolina for software maintenance renewal starting April 1, 2014 and running through

March 31, 2015, with the cost not to exceed $243,092.31; and

WHEREAS, funding for same is available through the 911 Central Dispatch Budget, the Livingston

County Sheriff’s budget, Jail Budget, EMS Budget, and local police and fire departments.


approves a Purchase Order be issued to SunGard Public Sector for software maintenance

renewal; from April 1, 2014 through March 31, 2015 for a total amount not to exceed

$243,092.31.

# # #Moved:Seconded: Carried:


From: Richard Malewicz, CIO

Date: 3/3/2014

Re: County Owned Public Safety Software Solution Maintenance

Renewal

The Information Technology Department along with all the Public Safety departments and agencies is requesting approval from the Board of Commissioners for authorization of a Purchase Order to SunGard Public Sector (OSSI) for annual software maintenance renewal beginning on April 1, 2014, through March 31, 2015.

SunGard Public Sector provides software solutions and consulting services that are designed to meet the specialized needs of city and county governments, public safety and justice agencies, not-for-profit organizations, K-12 school districts, and municipal agencies throughout the UK and around the world. More than 140 million citizens in North America and 40 million citizens of the United Kingdom live in municipalities that rely on their products and services. SunGard Public Sector is part of SunGard, one of the world's leading software and IT services companies. They are able to take advantage of economies of shared resources to bring a broad array of software solutions and public sector expertise to our customers. The solutions offered by SunGard Public Sector combine the experience, knowledge, and IT systems that help communities and governments better serve their citizens.

Public Safety is about making the right connections with emergency responders, law enforcement personnel, dispatch telecommunicators, and citizens. To make those connections, agencies need a software system that is accurate, reliable and meets agency-specific requirements.

Total cost for the software maintenance renewal is $243,092.31. Funding is available through the 911 Central Dispatch budget, the Livingston County Sheriff’s budget, Jail budget, EMS budget, and from local police and fire departments.


LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF INFORMATION TECHNOLOGY

304 E. Grand River Ave., Suite 101, Howell, MI 48843Phone 517-546-3230 Fax 517-545-9608


RESOLUTION NO:


RESOLUTION AUTHORIZING THE UPGRADE OF THE SELECTRON TECHNOLOGIES INTERACTIVE VOICE RESPONSE (IVR) SYSTEM USED BY THE BUILDING DEPARTMENT –BUILDING DEPARTMENT

WHEREAS, the Selectron Technologies “Voice Permits”, IVR system, has been used by the Building Department since 2001, for “automated” inspection scheduling, inspection result inquiries and permit history requests; and

WHEREAS, the current IVR hardware is showing signs of failure, it has been determined that there is a need to upgrade the current hardware and software; and

WHEREAS, the IVR system processed nearly 22,000 requests in 2013; and

WHEREAS, Selectron’s IVR system is one of 3 IVR applications that Munis Permitting interfaces with; and

WHEREAS, Selectron has provided a quote to replace the current hardware and software at a cost of $49,900, which will “connect” to the Tidemark Permitting software initially; and

WHEREAS, the “Voice Permits” software will be configured to interact with the Munis Permitting software for an additional cost of $10,000, payable upon connection to the Munis application; and

WHEREAS, funding for same was budgeted for and is available in the 2014 Building DepartmentBudget; and


approves a Purchase Order be issued to Selectron Technologies, of Portland, Oregon, for

upgrade of the “Voice Permits” Interactive Voice Response (IVR) system for the amount

of $49,900, with a yearly maintenance and support cost of $9,840 due in October 2014;

and an additional fee of $10,000 to configure the system to interact with the Munis

Permitting software.

BE IT FURTHER RESOLVED that, the Livingston County Board of Commissioners authorize the

Board Chair to sign any and all documents once recommended as to form by County

Legal Counsel.

# # #

MOVED:SECONDED:CARRIED:


From: Richard Malewicz

Date: March 4, 2014

Re: Upgrade of Building Department’s IVR System

The Building Department has been using an “Interactive Voice Response” (IVR) system for over 15 years. When the Tidemark application was implemented in 2001, we also implemented the Selectron IVR system. The system allows the Building Department to provide 24/7 inspection scheduling, inspection results retrieval and permit history to their customers. Doing so provides side benefits of lessened foot traffic and dramatically reduced call volumes. In 2013, the existing IVR system processed nearly 22,000 requests.

Recently the current system has been showing signs of failure. The Building Department and their customers rely heavily on this system. We need to replace this system quickly; even a day without it will greatly impact departmental staff and their customers.

The proposed upgrade will not only interact with their current software, Tidemark; it will also interact with the new Munis Permitting software.

Selectron Technologies is one of three vendors that Munis Permitting has integrated with. We’ve received a quote for a commensurate solution from one of the other vendors for $68,400.

Upgrading the hardware/software will initially cost $49,900. When we implement the Munis Permitting software, there will be an additional $10,000 fee to convert the Tidemark version of the database to the Munis version of the database and “connect” the Selectron Technologies “Voice Permits” software to the Munis Permitting software.

The upgrade will be funded by …

2014 maintenance and support costs are projected to be, $9,840, with an approximate 5% increase each support year.



304 E. Grand River, Suite 101 – Howell, MI 48843Phone 517.548.3230 Fax 517.545.9608

Web Site: www.livgov.com

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RESOLUTION NO:


RESOLUTION AUTHORIZING RENEWAL OF A ONE YEAR ENTERPRISE IT LEADERS SERVICE AGREEMENT BETWEEN LIVINGSTON COUNTY INFORMATION TECHNOLOGY AND GARTNER, INC./INFORMATION TECHNOLOGY/GENERAL GOVERNMENT

WHEREAS, Livingston County is continuing to upgrade its cyber security infrastructure in order to secure the County’s data and reduce security breaches; and

WHEREAS, the Information Technology Department has demonstrated a need for assistance and advisement in developing security policies and procedures, RFPs, ROIs, and implementation of the strategic plan and high priority projects such as Enterprise Resource Management (ERP), Enterprise Content Management (ECM), Managed Print Services (MPS); and

WHEREAS, Gartner, Inc has been credited with saving the County over $50,000 on the cost of a recent Microsoft software license agreement; and

WHEREAS, the Information Technology Department has identified Gartner, Inc. as the leading research and advisory company in the world; and

WHEREAS, Gartner, Inc has an existing agreement with the State of Michigan which can be extended to Livingston County; and

WHEREAS, the cost of the one year agreement will be $57,300 which is in the approved 2014 Information Technology budget under contract services; and

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby authorizes entering into a one year Enterprise IT Leaders Service agreement between Livingston County Information Technology and Gartner, Inc., which is $57,300.

BE IT FURTHER RESOLVED that the Board Chairman be authorized to sign all forms, assurances, contracts / agreements, and future amendments for monetary and contract language adjustments related to the above upon review and/or preparation of Civil Counsel.

# # #

MOVED:

SECONDED:

CARRIED


From: Richard Malewicz, CIO

Date: 3/5/2014

Re: Gartner Enterprise IT Leaders Service Agreement Renewal

Gartner, Inc. is the world’s leading information technology research and advisory company and over the course of the last two years they have proven to be instrumental and of high value to the County. Gartner Inc. has recently been credited with saving the County $50,000 on the cost of a Microsoft software licensing agreement. Gartner Inc. has been key in selecting an Enterprise Resource Program (ERP) solution and the development of an ERP Governance Support Plan. Other notable projects include information security technology selection, security awareness program development, social media policy development, strategic planning execution, and support governance.

Currently, Gartner is assisting the County in preparing and reviewing an RFP for the Friend of the Court Enterprise Content Management (ECM) solution. A recent meeting held between Gartner ECM analysts and County stakeholders has reinforced the need to send the ECM project out for bid opposed to single sourcing, in order to reduce project costs further. In addition to the ECM project, Gartner is assisting the County in determining the best solution for Managed Print Services (MPS) which will significantly save the County in costs related to multi-functional printer supplies, hardware and maintenance.

During the course of the upcoming year Livingston County will engage in several high profile projects such as public safety building expansions, public safety fiber expansions, ECM and MPS implementation, and major improvements to the technology infrastructure. It is crucial all solutions are researched and the vetted. Considering the significant amount of research and planning that each of these projects will require, a service agreement between Livingston County and Gartner, Inc. is submitted for your review and approval. The resources available through Gartner Research, Gartner Executive Programs, and Gartner Consulting and Events will work with us to research, analyze, plan and monitor our upcoming IT projects. The services that Livingston County will be using include; requirement definitions, cost benefits analysis, RFP development and review, and bid review and implementation. Gartner has become a valued member of our development team.

I am recommending renewal of a one year agreement with Gartner, Inc. at a cost of $57,300. The cost and agreement are part of a State of Michigan agreement with Gartner. The cost will be covered in the 2014 Information Technology budget under the line item for consulting services.

If you have any questions please call me.


304 E. Grand River Ave. Suite 101, Howell, MI 48843Phone 517-546-3230 Fax 517-545-9608


Gartner, Inc. - Service Agreement for use with a Master Client Agreement - Version 07/11 - Page 1 of 2

Gartner, Inc. Service Agreement for Livingston County, MI (“Client”)

This Service Agreement (“SA”) is between Gartner, Inc. of 56 Top Gallant Road, Stamford, CT 06904 (“Gartner”) and Client of 304 E Grand River Ave, Howell, MI 48843 (“Client”), and includes the Master Client Agreement between Gartner and Client dated the STATE OF MICHIGAN, dated November 1 2013 through October 31 2014 (CONTRACT NO. 071B1300098), the terms of which are incorporated by reference, and all applicable Service Descriptions. This SA constitutes the complete agreement between Gartner and Client. Client agrees to subscribe to the following Services for the term and fees set forth below.

1. DEFINITIONS AND ORDER SCHEDULE:

Services are the subscription-based research and related services purchased by Client in the Order Schedule below and described in the Service Descriptions. Service Names and Levels of Access are defined in the Service Descriptions. Gartner may periodically update the names and the deliverables for each Service. If Client adds Services or upgrades the level of service or access, an additional Service Agreement will be required.

Service Descriptions describe each Service purchased, specify the deliverables for each Service, and set forth any additional terms unique to aspecific Service. Service Descriptions for the Services purchased in this SA may be viewed and downloaded through the hyperlinks listed in Section 2 below or may be attached to this SA in hard copy, and are incorporated by reference into this SA.

Service Name Level of Access Number of Users

Name of User to be Licensed

Contract Term Start

Date

Contract Term End

Date

Annual Fee$

Total Fee$

Gartner for IT Enterprise Leaders-Applications Oracle

Member 1 Richard Malewicz 5/1/14 4/30/15 57,300 57,300

Gartner for IT Enterprise Leaders-Applications Oracle

Delegate 1 Diane Gregor 5/1/14 4/30/15 0.00 0.00

Total Services:

(Excluding applicable sales tax)

57,300

2. SERVICE DESCRIPTIONS:

Service Name/ Level of Access Service Description URL

Gartner for IT Enterprise Leaders- Applications Oracle

http://www.gartner.com/it/sd/sd_eitl_apps_oracle.pdf

3. PAYMENT TERMS

Gartner will invoice Client in advance for all Services. Payment is due 30 days from the invoice date. Client shall pay any sales, use, value-added, or other tax or charge imposed or assessed by any governmental entity upon the sale, use or receipt of Services, with the exception of any taxes imposed on the net income of Gartner.

Please attach any required Purchase Order (“PO”) to this SA and enter the PO number below. If an annual PO is required for multi-year contracts, Client will issue the new PO at least 30 days prior to the beginning of each subsequent contract year. Any pre-printed or additional contract terms included on the PO shall be inapplicable and of no force or effect. This SA may be signed in counterparts.

Gartner, Inc. - Service Agreement for use with a Master Client Agreement - Version 07/11 - Page 2 of 2

4. CLIENT BILLING INFORMATION

___________________________________ ______________________________Purchase Order Number Billing Address

___________________________________ ______________________________ _____________________________Invoice Recipient Name Invoice Recipient Email Invoice Recipient Tel. No.

5. AUTHORIZATION

Client: Gartner, Inc.

_______________________________ __________________________Signature/Date/Client Signature/Date/Gartner

_______________________________ __________________________Print Name and Title/Client Print Name and Title/Gartner

RESOLUTION NO:


RESOLUTION APPROVING THE FILLING OF A FULL TIME FINANCIAL ANALYST POSITION - COUNTY ADMINISTRATION

WHEREAS, County Administration has an immediate need to replace a full-time Financial Analyst due to an upcoming vacancy; and

WHEREAS, the Financial Analyst position is an integral part of County Administration and is responsible for assistance in the County budget process including preparation of the annual budget, cost projections, revenue forecasts, budget amendments/transfers, assisting with the annual audit, and other essential financial functions; and

WHEREAS, for purposes of continuity and to keep the County functioning efficiently, the filling of this position is essential; and

WHEREAS, this position is included in the current year budget and funding is available in the 2014 approved County Operating Budget.


authorizes the filling of a full-time Financial Analyst in County Administration.

# # #

MOVED:

SECONDED:

CARRIED:


Request Submitted by: Cindy Catanach

Title of Position(s) to be Filled: Financial Analyst – County Administration

Salary: (full time) – Grade M, Step (Hire rate) = $51,340/yr

New Position/Classification (Yes/No): NoIf No: Name of Employee Last Occupying this Position

Darren Speer

To Temporarily Replace an Employee who is on approved leave of absence: N/AName of Employee on Leave:

Date of Expected Return:

When did the position become vacant?

The positions will become vacant as of March 31, 2014. Darren Speer has accepted a new position with another organization.

Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget?

Yes. It is anticipated that the vacating of Mr. Speer’s position, which is being paid at Step 7 of the pre-November 1, 2009 pay scale ($64,775) and filling it with a new hire at Step (hire) of the post-November 1, 2009 pay scale ($50,741) will more than make up for any vacation and/or sick pay-offs to Mr. Speer.

1. Briefly describe this position and why you believe that it is essential enough to warrant an exception to the overall Livingston County hiring freeze. Provide a copy of the job description.

See Job Descriptions (Attachments A).

2. Indicate if this is a mandated program/service by citing the act, rule, resolution, order, etc. that has necessitated this work. Also, if mandated, explain what effect this program/service has on current operations. If not mandated, outline the reason(s) for the department providing this task/work. The financial analyst position is an integral part of County Administration and provides direct assistance to the County Financial Officer, County Department heads and County employees. This position assists in the preparation of the annual operating budget, budget monitoring, preparation of budget amendments/transfers, annual audit process and providing assistance to departments as needed.

3. Budgeted department head count for the past five years:

Jan., 2009: 4.2 Jan., 2010: 2.5 Jan., 2011: 2.75 Jan., 2012: 4.2 Jan., 2013: 4.2


January 2009, the 4.2 employees consisted of: (1) County Administrator, (1) Finance Officer,

Vacancy Review PolicyPage 2 of 4

(1) Labor Relations Manager, (1) Executive Assistance, and (.2) Financial Analyst.

In 2010 a reorganization of Administration, HR, and Board Offices reduced the number of employees to 2.5 FTE as follows:

(1) County Administrator, (1) Executive Assistant, and (.5) Financial Analyst.

During calendar year 2011 another departmental reorganization increased the number by 1.0 positions in County Administration to its current level when accounts payable was brought to Administration/Finance. In 2014 the County implemented Position Control which changed how the FTEs are reported by Division but did not result in an increase in overall FTEs. The currently level of 5.0 FTE is outlined below:

(1) County Administrator (1) Finance Officer (1) Account Assistant (1) Executive Assistant and (1) Financial Analyst

4. Does the vacant position(s) for which an exemption is being requested perform essential function(s) that cannot be performed with the existing staff resources within Livingston County? Identify all special skills, education and/or licensing requirements for the position.

The Financial Analyst duties are complex and far reaching. Currently this position is responsible for managing all aspects of the IT budget process, serves a backup capacity for the LETS budgeting process and report quarterly reporting as well serving a major role in in the overall County Budget Process. This position has taken on many new responsibilities over the years as have most county employees. This position require above average knowledge of the Microsoft Office Suite and the ability to analyze complex data sets.

5. Recognizing that all Elected Officials/Department Heads are expected to provide quality supervision and be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring?

Staff members regularly take on duties in addition to those defined in their job descriptions on request. These changes have occurred without seeking to amend job descriptions orincreases in staff pay or utilizing overtime.

Existing staff members are already at capacity and could not take on the additional responsibilities of the Financial Analyst position without hindering current performance.

6. Specifically list three reasonable options if your request to replace a position is denied.

This is the only full time Financial Analyst position in the County. I cannot list any other options that would be feasible.

7. What are the consequences of deferring the vacant position over the next several months and beyond?


The 2015 budget process will begin in earnest in the next few months and this will be the first year it will be in the new ERP system. The financial analyst will play a key role in the projections and forecasts held in the 5 year financial model. This position is also key component of the preparing the internal service fund budgets and staff projections.

8. What budget saving measures has this department implemented? Have additional measures been identified?

Over the past several years this department made several saving measures including job sharing or combining of several positions including:

Labor Relations manager was combined with HR Director and transferred to Human Resources

A second full time financial Analyst Position’s duties were spread out and a job share of duties assigned to the Purchasing Agent.

The Deputy County Administrator Position’s duties were spread out to three existing employees at a fraction of the cost of hiring a full time FTE.

9. What position or other costs would you be willing to drop to enable hiring – if that becomes necessary to obtain approval for hire?

County Administration already operates very lean and could not sustain the loss of this position without a significant drop in performance. It is the recommendation of staff the Board authorizes the filling of this position.


Org Chart available in the 2014 Approved Operating Budget document available on the County Website:

http://www.livgov.com/administration/Documents

11. Is the work required by statute to be performed at the County level or can it be shared with other Counties? With local governments?

The work performed by the Financial Analyst is not mandated by state statute but many of the duties performed by the position is a direct support function for all of the mandated departments in the county

12. Explain what services can be provided by others, private sector or non-profit?

Not applicable for this position.

13. Are there other County employees with the skills and knowledge that can be transferred from another department thereby shifting the vacancy to another department where the position will not be filled?

Unknown at this time.

14. Has the use of temporary employees been evaluated to handle the work? Please provide explanation(s).


A temporary employee is not ideal for this position as continuity is critical to retain knowledge of all the changes that take place throughout the County and the organizations both Federal and State that the county works directly with.

15. Has the use of part-time (less than 30 hours) employees been evaluated for feasibility and cost-effectiveness to accomplish the work? Please provide explanation(s).

The use of part-time employees also is not ideal for this position as continuity is critical to retain knowledge of all the changes that take place throughout the County and the organizations both Federal and State that the county works directly with.

16. Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)?

This is an exempt position and overtime may be expected during key heavy workload periods.

17. Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s).

As this is the only Full Time Financial Analyst position, and Administration already operates with minimal staff, there has not been an opportunity to cross train for the Financial Analyst Position.

LIVINGSTON COUNTY ADMINISTRATION - FINANCELIVINGSTON COUNTY, MICHIGAN

304 E. Grand River Avenue - Suite 203 - Howell MI 48843

DATE: MARCH 7, 2014

TO: BOARD OF COMMISSIONERS

FROM: CINDY CATANACHFINANCIAL OFFICER/DEPUTY COUNTY ADMINISTRATOR

SUBJECT: FILLING OF UPCOMING VACANT FINANCIAL ANALYST POSITION

County Administration will need to fill an upcoming vacant Financial Analyst position. Darren Speer has accepted a position in the private sector and has submitted his letter of resignation effective March 31, 2014.

This is currently the only full time Financial Analyst position in the County. This position is an integral part of County Administration and provides direct assistance to the County Financial Officer as well as the County Administrator, Elected Officials, Department Directors and County staff.

This position assists in the preparation of the annual operating budget, budget amendments/transfers, financial forecasts and revenue projections as well as many other duties. This year will be the first year we will use the new ERP system to prepare the 2015 budget so getting this position filled as soon as possible, and prior to training by the vendor, is essential. This position is also heavily involved in the Phase 3 of the Munis system which included Work Orders, Fleet and Inventory which is ongoing and expected to “Go Live” this summer. Filling this position as quickly as possible is essential to ensure that current projects continue on schedule and a backlog does not occur.

This is a current existing position and funding for the position is available in the 2014 Operating Budget. Your support in authorizing the filling of this position would be greatly appreciated.

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