Charter Township of Royal Oak, Oakland County, Michigan · Charter Township of Royal Oak DDA: Regular Meeting Minutes January 10, 2018 b. APPROVE/DISAPPROVE – 2018 Budget – L

Charter Township of Royal Oak, Oakland County, Michigan Administrative Offices: 21131 Garden Lane, 2nd Floor, Ferndale, MI 48220

DOWNTOWN DEVELOPMENT AUTHORITY – MEETING AGENDA Date and Time: Wednesday, February 14, 2018 @ 6:30 PM Location: Royal Oak Township Hall, Room 210, 21131 Garden Lane, Ferndale, MI 48220 Action Items = BOLD

1. CALL TO ORDER a. Invocation b. Roll Call

2. APPROVE/DISAPPROVE – Agenda for January 10, 2018 DDA MEETING

3. APPROVE/DISAPPROVE – Minutes for October 11, 2017 DDA MEETING

4. PUBLIC COMMENTS

5. FINANCIAL BUSINESS

a. Monthly Financial Report – through January, 2018 b. APPROVE/DISAPPROVE – 2018 Budget c. APPROVAL OF BILLS –INVOICES

i . Pentiuk, Couvreur, & Kobiljak, P.C. for legal services – Totaling $324.00: Rendered in January, 2018 (Invoice #34622); dated February 1, 2018 for $324.00.

ii . McKenna for planning services – Totaling $401.88: Rendered in January, 2018; dated February 6, 2018 for $401.88.

6. OLD BUSINESS

a. Real Estate Marketing Efforts – Update

7. NEW BUSINESS a. APPROVE/DISAPPROVE - Landscaping Services – Bid Services or Extend Existing Contract

8. FUTURE DISCUSSION

a. 8 Mile Improvements – Transportation Alternatives Program (TAP) grant.

9. FINAL COMMENTS

10. ADJOURNMENT

Charter Township of Royal Oak DDA: Regular Meeting Minutes January 10, 2018

Charter Township of Royal Oak, Oakland County, Michigan Administrative Offices: 21131 Garden Lane, 2nd Floor; Ferndale, MI 48220

DOWNTOWN DEVELOPMENT AUTHORITY: MINUTES OF THE REGULAR MEETING Date and Time: Wednesday January 10, 2018 @ 6:30 PM Location: Royal Oak Township Hall, Room 210: 21131 Garden Lane, Ferndale, MI 48220 Members Present: Jerry Saddler (J SADDLER), Supervisor Donna Squalls (D SQUALLS), Trustee Richard Miles

(R MILES), Charlie Morgan (C MORGAN), Francine Thurman (F THURMAN) and Catherine Stepherson (C STEPHERSON)

Members Excused: None Members Absent: Township Manager Jessica Thomas (J THOMAS), Stella Jackson (S JACKSON), and

Davonne Abbott-Mann (D ABBOTT-MANN) Others Present: John Jackson (J JACKSON) and Stephen Hannon (S HANNON), McKenna; Trustee Karen

Ballard (K BALLARD); Joe Couvreur (J COUVREUR), DDA Attorney; Larry Hein (L HEIN), DDA Accountant

1. CALL TO ORDER – Meeting was convened @ 8:39 PM

a. Invocation – None. b. Roll Call – J SADDLER conducted roll call with J SADDLER, D SQUALLS, R MILES (non-voting),

C MORGAN, C STEPHERSON, and F THURMAN and in attendance.

2. APPROVE/DISAPPROVE: AGENDA – D SQUALLS asked to add an agenda item (7b) to discuss a stipend for the DDA members. Motion by D SQUALLS, seconded by C MORGAN to approve the agenda for tonight’s Downtown Development Authority meeting with the amendment described above. Approved 5-0.

3. APPROVE/DISAPPROVE: MINUTES – Motion by C MORGAN, seconded by C STEPHERSON to approve the

minutes from the October 11, 2017 Downtown Development Authority meeting. Approved 5-0.

4. PUBLIC COMMENTS – K BALLARD requested that the DDA send to residents via a newsletter or mailing some information about the DDA including its roles and responsibilities, meeting schedule, and a list of members, to encourage greater public interest and attendance at DDA meetings. S HANNON stated the DDA information on the Township website needs to be updated, and any updated information could be easily transferred to a newsletter. D SQUALLS said the information should be included as a page in the next Township newsletter. C STEPHERSON also suggested sending out meeting notices as automated phone calls, and D SQUALLS suggested sending out postcards.

5. FINANCIAL BUSINESS

a. Monthly Financial Report – through December 2017 – L HEIN gave an overview discussing the major items in the budget report, including the following major financial indicators.

Item Amount Cash balance (12/31/17): $21,764.77 Expenditures (12/31/17): $41,519.26 Revenues (12/31/17): $45,188.39 Duke Theatre remaining payment amount: $43,043.96 Property tax distributions (summer 2017): $23,517.00


b. APPROVE/DISAPPROVE – 2018 Budget – L HEIN gave an overview of the proposed 2018 budget included in the DDA packet. D SQUALLS asked if the budget could be amended to allow for the payment of a stipend to PC-DDA members. J JACKSON and J COUVREUR will investigate if this is possible or not. A stipend may be possible for anything that could be classified as out-of-pocket expenses related to serving on the PC-DDA. D SQUALLS said the Planning Commission members in the past would receive a stipend of $25 per meeting. L HEIN also said that $1,000 needs to be allocated in additional expenses for 2017 based on one additional payment for the DDA audit. Motion by D SQUALLS, seconded by C MORGAN to table the approval of the 2018 DDA budget until it can be determined if the PC-DDA members can receive a stipend. Approved 5-0.

c. APPROVAL OF BILLS – INVOICES

i. Pentiuk, Couvreur, & Kobiljak, P.C. for legal services – Totaling $1,068.00: Rendered in September 2017 (Invoice #33284); dated October 1, 2017 for $72.00. Rendered in October 2017 (invoice #33594); dated November 1, 2017 for $540.00. Rendered in November 2017 (invoice #34088); dated December 1, 2017 for $456.00. Motion by D SQUALLS, seconded by C STEPHERSON to pay invoice as described above. Approved 5-0.

ii. McKenna for planning services – Totaling $2,444.35: Rendered in October 2017; dated November 7, 2017 for $1,039.35. Rendered in November 2017; dated December 6, 2017 for $540.00. Rendered in December 2017; dated January 4, 2018 for $865.00. Motion by D SQUALLS, seconded by F THURMAN to pay invoice as described above. Approved 5-0.

iii. Lawrence D. Hein, CPA, MSPA for accounting services – Totaling $1,361.22: 3rd Quarter 2017 (July through September); dated October 31, 2017 for $604.54. 4th Quarter 2017 (October through December); dated January 3, 2018 for $756.68. Motion by D SQUALLS, seconded by C STEPHERSON to pay invoice as described above. Approved 5-0.

iv. H-D Landscaping, Inc. for landscaping services – Totaling $3,872.00: Landscaping services to date; dated November 6, 2017 for $3,872.00. Motion by D SQUALLS, seconded by F THURMAN to pay invoice as described above. Approved 5-0.

6. OLD BUSINESS

a. Real Estate Marketing Efforts – Update. J JACKSON described the Township’s meeting with a developer interested in multiple properties; the Township is awaiting a formal redevelopment proposal. The Township has a mix of property values with some holding steady, some going up, and some going down. The Township owns many properties that should get on the tax rolls as soon as possible to provide a benefit to the Township. J SADDLER asked about public input for the Carver School site in Phase 2. J JACKSON said this would more likely occur in Phase 3. Also, the Township should explore talking to institutions on some potential site improvements.


b. Annual DDA Holiday Party – Wednesday January 17 @ O’Mara’s in Berkley. S HANNON mentioned the new date of the scheduled holiday party.

7. NEW BUSINESS

a. Landscaping Services – 2018 Outlook and Special Tasks Needed. S HANNON gave an overview of the current landscaping along 8 Mile and Wyoming. DDA members were asked to think about what tasks are needed for a refresh of the landscaping in the spring, for a discussion at the next meeting. D SQUALLS will ask a contact at the 8 Mile Boulevard Association about any potential grant opportunities for landscaping.

b. Discussion of Stipend for PC-DDA Members. This item was ultimately discussed as part of an

earlier agenda item.

8. FUTURE DISCUSSION a. 8 Mile Improvements – Entry Sign at Aldi; Fundraising for Beautification; Crosswalks. This item

was saved for discussion at a future meeting.

b. Joint Improvement Plan – Township-Owned Parking Lot at 8 Mile and Wyoming. A general site improvement is needed. J COUVREUR said to get an agreement from the strip mall owners for payment for site improvements before doing any work. J JACKSON said that this site, the Duke Theatre site, and surrounding parcels could potentially be marketed as one site.

9. FINAL COMMENTS – D SQUALLS said that the Township is hosting a program from 1:00-3:00 PM on

Martin Luther King Jr. Day at the Rec Center.

10. ADJOURNMENT – Motion by D SQUALLS, seconded by C STEPHERSON to adjourn the Planning Commission meeting at 9:49 PM. Approved 5-0.


Next Scheduled DDA Meeting:

Date and Time: Wednesday February 14, 2018 @ 6:30 PM Location: Royal Oak Township Hall, Room 210: 10300 W. Eight Mile, Ferndale, MI 48220

Approved as Presented:

________________________________________________

Chair/Date

________________________________________________

Secretary/Date

Monthly Financial Report

To Follow

Royal Oak Charter Township DDAc/o McKenna Associates235 E. Main Street, Suite 105Northville, MI 48167

February 6, 2018Invoice No: 89039A - 14

Project 89039A Royal Oak DDAProfessional Services from January 1, 2018 to January 31, 2018 PROJECT MANAGEMENT AND ADMINISTRATIONProject Management provided for 1/2 of invoice fees as DDA and Planning Commission operate as one body.

Hours Rate AmountAssistant Planner

2.50 45.00 112.50Prepare and attend the joint DDA and Planning Commission meeting on Wednesday, January 10, 2018.

2.00 45.00 90.00Prepare draft meeting minutes from DDA meeting on Wednesday, January 10, 2018.

2.00 45.00 90.00Prepare packet and materials for Downtown Development Authority meeting on Wednesday, January 10, 2018.

Total $292.50

PLANNING AND MARKETING EFFORTS

Hours Rate AmountSenior Planner

1.25 87.50 109.38Prepare tapestry segmentation data for Township-owned vacant property marketing

Total $109.38

LANDSCAPE MAINTENANCE REIMBURSABLE EXPENSES $401.88Invoice Total

THANK YOU. Please remit to above address and indicate project number on voucher.

Memorandum TO: Royal Oak Township PC/DDA FROM: John Jackson SUBJECT: Landscape Maintenance Contract 2018 DATE: February 6, 2018 It’s that time of year again where the DDA has to decide on how to approach the maintenance of the landscape improvements within the DDA. There are two options: 1) extend the existing contract with H&D Landscaping, or 2) issues an RFP (attached) to see what other landscape maintenance companies can provide. Recommendation H&D Landscaping has performed well for the DDA over the past 3 years. They have responded promptly when issue have come up and addressed them fairly. Based on their performance, we recommend asking H&D to provide us with a cost proposal for performing the 2018 landscape maintenance.

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ATTACHMENT A - 2018

MAINTENANCE OF THE DDA STREETSCAPE SIDEWALK STREETSCAPE The Undersigned, having examined the site and existing conditions, has read and fully understands the specifications and instructions and hereby accepts the conditions and requirements as part of this contract.

Submitted herewith is the scope for maintenance of the Project Area Landscape (see included map). One-year contract Bid amount Spring 2018 tasks (Streetscape): removal of litter/debris, hazard monitoring and landscape maintenance (Spring cleanup, mulch, pruning and trimming)

$ 800

Mulch quantity (Streetscape) (cost included in above Spring 2018 tasks):

Cu. Yds.

Additional site visits to collect litter/debris (1 additional visit per week, for 20 weeks):

$ 2,640

Spring 2018 tasks (Municipal Parking Lot): removal of litter/debris, hazard monitoring and landscape maintenance (Spring cleanup, mulch, pruning and trimming)

$ 800

Mulch quantity (Municipal Parking Lot) (cost included in above Spring 2018 tasks):

Cu. Yds.

October 2018 tasks (Streetscape): removal of litter, hazard monitoring and landscape maintenance (Fall cleanup, mulch, pruning and trimming)

$ 800

October 2018 tasks (Municipal Parking Lot): removal of litter, hazard monitoring and landscape maintenance (Fall cleanup, mulch, pruning and trimming)

$ 800

Deep root zone fertilization of 4 remaining trees along 8 Mile, 2 applications for 2018: $ 480

Lawn maintenance area #1

$ 5,909


$ 3,546


$ 2,955


$ 5,555

Number of mowing cycles in 2018 season

20

Total Bid

$24,360

CHARTER TOWNSHIP OF ROYAL OAK CONTRACTOR: DOWNTOWN DEVELOPMENT AUTHORITY:

By:__________________________ By:________________________ Jerry Saddler Dexter Erves Its: Chair Its: President

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Request For Bids

For

DDA Streetscape

Landscape Maintenance

Charter Township of Royal Oak Downtown Development Authority 21131 GARDENLANE, 2ND FLOOR

FERNDALE, MI 48220

Bid Opening: March 26, 2018 at 3:00pm

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TABLE OF CONTENTS ADVERTISEMENT FOR BIDS ................................................................................... i INSTRUCTIONS TO BIDDERS: Submission of Bids ..................................................................................................... 1 Examination of Contract Documents and Site ............................................................ 1 Name and Status of Bidder ........................................................................................ 2 Interpretations and Addenda ...................................................................................... 2 Modification and Withdrawal of Bids .......................................................................... 2 Qualifications .............................................................................................................. 3 Award of Contract....................................................................................................... 3 CONDITIONS OF CONTRACT: INSURANCE REQUIREMENTS ................................................................................ 4 TERM OF CONTRACT .............................................................................................. 5 OWNER'S RIGHT TO COMPLETE ........................................................................... 5 PAYMENT .................................................................................................................. 6 DESCRIPTION OF PROJECT AREA ........................................................................ 6 GENERAL SPECIFICATIONS: General ...................................................................................................................... 6 Scope of Services ...................................................................................................... 7 ATTACHMENTS: BID FORM ................................................................................................................ 10 PROJECT MAP (INCLUDED IN BID PACKAGE) .................................................... 11

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Charter Township of Royal Oak, Oakland County, Michigan

Advertisement for Bids NOTICE IS HEREBY GIVEN THAT the Charter Township of Royal Oak, Michigan, Downtown Development Authority (DDA) will accept sealed bids for the following Project:

LANDSCAPE MAINTENANCE SERVICES FOR DDA STREETSCAPE

Details are described in the bid Specifications.

Bids for the above Project shall be accepted no later than 3:00 PM Local Time, on March 26, 2018, at the offices of the Charter Township of Royal Oak, 21131 GARDENLANE, 2ND FLOOR, FERNDALE, MI 48220 at which time and place all bids will be publicly opened and read. General Description of “Work”: Landscape maintenance services including lawn maintenance, cleanup, removal of litter, delivery and installation of hardwood mulch, and tree and shrub pruning and trimming per latest ASTM A300 standard in the rights-of-way, starting on May 16, 2018 and ending on October 19, 2018 (one spring and fall cycle/occurrence each). General Description of Project Area: See attached Map Landscape maintenance services to include all trees, shrubs, and planting beds in the rights-of-way for areas 1 and 2, and the public parking lot (area 3) shown on the attached map. Lawn maintenance to include mowing, trimming, and weed control of all established lawn areas in areas 1, 2, 4, 5 shown on attached map. Copies of the bidding documents are available at the Township Administrative Offices, Charter Township of Royal Oak, 21131 Garden Lane, Ferndale, MI 48220. No bidder may withdraw his/her bid within sixty (60) days after the date set for the opening thereof. The Township reserves the right to accept any proposal, to reject any and all proposals in whole or in part and to waive any defect or irregularity in any proposal if it is deemed in the Township's sole discretion to be in the best interest of the Township. The Township does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services.

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REQUIREMENTS 1. The Contractor shall be duly licensed by the appropriate authorities to perform

Work. 2. Insurance shall be in accordance with the Charter Township of Royal Oak

insurance requirements. 3. The Contractor must provide three references for similar jobs. 4. The signed contract is not assignable or transferable to any other company

without approval of the DDA. 5. The term of the contract will be for one year, with an option to renew at the end of

each year based upon mutual consent of both parties regarding terms and conditions.

6. The Contractor will conform to all applicable Federal, State, and local laws.

ANY INQUIRIES REGARDING THIS BID ARE TO BE DIRECTED TO: Mario Ortega, AICP or John R. Jackson, AICP McKenna 235 E. Main Street Suite 105 Northville, MI 48167 248/596-0920 ALL BIDS MUST BE SUBMITTED TO: Township Administrative Offices, Charter Township of Royal Oak, 21131 Garden Lane Ferndale, MI 48220 And clearly marked: BID ENCLOSED:CHARTER TOWNSHIP OF ROYAL OAK DDA 2018 STREETSCAPE MAINTENANCE

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INSTRUCTIONS TO BIDDERS SUBMISSION OF BIDS

Sealed bids shall be received as described in this Request for Bids.

Bids shall be submitted only on forms provided by the Charter Township of Royal Oak Downtown Development Authority (DDA) and shall be priced as indicated on the bid form. Bids shall be enclosed in an opaque sealed envelope properly identified with the name of the project, date and time of bid opening, name, address and email address of the bidder. Bids shall be delivered to the McKenna on or before the time specified in the Advertisement for Bids.

If the bid is sent through the mail or other delivery system the sealed envelope shall be enclosed in a separate envelope with the notation "BID ENCLOSED" on the face of it.

Bids shall be made in full conformity with all the conditions set forth in these bidding documents including Drawings and Specifications.

Submission of bids shall include a completed bid form, qualifications including references and documentation of licenses (see Qualifications), and schedules as specified in the bid form. Copies of the bidding documents are available at the Township Administrative Offices, Charter Township of Royal Oak, 21131 Garden Lane, Ferndale, MI 48220.

Due Date: Sealed bids are due at the Township Administrative Offices, Charter Township of Royal Oak, 21131 Garden Lane, Ferndale, MI 48220 on or before 3:00 p.m., March 26, 2018 at which time and place all bids will be publicly opened and read. The DDA reserves the right to reject any or all bids for any reason whatsoever. Questions about the work may be directed to John R. Jackson, AICP, McKenna 235 E. Main Street Suite 105, Northville, MI 48167 248-596-0920. EXAMINATION OF CONTRACT DOCUMENTS AND SITE Before submitting a bid, each bidder shall inspect the contract area and determine the site conditions. Each bidder shall have compared the site with the bidding documents including the Specifications and shall have satisfied himself/herself as to conditions of the work site, existing construction, and any other conditions affecting the carrying out of the Work, before delivery of his/her bid.

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It is the responsibility of each bidder before submitting a bid, to (a) examine the Contract Documents thoroughly, (b) visit the site to become familiar with local conditions that may affect cost, progress, performance or furnishing the Work, (c) consider federal, state and local laws and regulations that may affect cost, progress, performance or furnishing the Work, (d) study and carefully correlate bidder's observations with the Contract Documents, and (e) notify the DDA of all conflicts, errors or discrepancies in the Contract Documents. No allowance or extra consideration on behalf of the Contractor shall subsequently be allowed by reason of error or oversight on the part of the Contractor or on account of interference by the Contractor’s activities. NAMES AND STATUS OF BIDDER The names and legal status of the bidder, that is, as a corporation, partnership or Individual, shall be stated in the bid and legal documentation of the status of the company, such as corporate papers or partnership papers shall be provided, if requested by the DDA. Anyone signing a bid as an agent of another or others must submit with the bid legal evidence of his/her authority to do so. The place of residence of each bidder, or the office address in the case of a firm or company, with county and state must be given after his/her signature. INTERPRETATIONS AND ADDENDA All questions about the meaning or intent of the Contract Documents are to be directed to Mario Ortega, AICP or John R. Jackson, AICP, McKenna, 235 E. Main Street #105, Northville MI 48167 – (248) 596-0920. Interpretations or clarifications considered necessary by the Charter Township of Royal Oak in response to such questions will be issued by Addenda mailed or delivered to all parties recorded by the Charter Township of Royal Oak as having received the bidding documents. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

Addenda may also be issued to modify the bidding documents as deemed advisable by the DDA or the Charter Township of Royal Oak.

Addenda issued to bidders prior to the date of receipt of bids shall become a part of the Specifications and all bids shall include the Work described in the Specifications.

Addenda, if issued, should be acknowledged by bidder on the bid form. A bid form submitted without acknowledged addenda may be rejected.

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MODIFICATION AND WITHDRAWAL OF BIDS Bids may be modified or withdrawn by an appropriate document duly executed (in the manner that a bid must be executed) and delivered to the place where bids are to be submitted at any time prior to the opening of bids.

If, within twenty-four hours after bids are opened any bidder files a duly signed, written notice with the DDA and promptly thereafter demonstrates to the reasonable satisfaction of the DDA that there was a material and substantial mistake in the preparation of its bid, that bidder may withdraw its bid. Thereafter, that bidder will be disqualified from further bidding on the Work to be provided under the Contract Documents. QUALIFICATIONS It is the intention of the DDA to award this Contract to a Contractor fully capable, both financially and with applicable experience, to perform and complete the Work in a satisfactory manner. At the discretion of the DDA, each bidder under consideration may be required to submit any or all of the following information:

- The address and description of the bidder's permanent place of business - Such additional information as will satisfy the DDA that the bidder is

adequately prepared to fulfill the Contract The Contractor shall at all times utilize staff at appropriate times and in a proper manner to assure the Work is performed in a safe, efficient and professional manner. The Contractor will need to provide current and valid Public Liability and Property Insurance and Worker's Compensation Insurance for his/her employees. He/she will, upon request, furnish these Certificates of Insurance to the DDA. All work shall be performed in a professional and competent manner using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as meeting all OSHA and MIOSHA safety standards. Each bidder must submit a list of at least three (3) pertinent, similar projects, which the bidder has completed as well as reference contacts. AWARD OF CONTRACT The DDA reserves the right to reject any or all bids and to waive irregularities in bidding. The successful bidder shall be required to furnish satisfactory certificates of

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insurance.

INSURANCE REQUIREMENTS

The Contractor shall furnish one “Certified” copy of all insurance policies requested herein. The Contractor shall also furnish properly endorsed Certificates of Insurance with the “Certified” copies of the policies as requested by the Owner prior to any work by the Contractor or his Subcontractors. The insurance policies required herein form a part of this Contract and, until said policies are delivered to the Owner and approved by his representatives, no Contract shall exist. All policies shall be issued by agencies licensed in the State of Michigan and must be approved by the Owner prior to any work by the Contractor or his Subcontractors. The Contractor must furnish the following insurance: A. Workmen’s Compensation Insurance (including Employer’s Liability Coverage) shall be maintained for the duration of this Contract for all employees engaged in work on the project under this Contract. The Contractor shall require any Subcontractors to provide said insurance for the latter’s employees engaged in work under this Contract. B. Owner’s Protective Public Liability and Property Damage Insurance shall be

provided as follows: 1. Public Liability Ins. - $1,000,000.00 each person - $1,000,000.00 each accident 2. Property Damage - $1,000,000.00 each occurrence - $1,000,000.00 aggregate C. Contractor’s and Subcontractor’s Public Liability Insurance shall be provided as

follows: 1. Bodily Injury - $1,000,000.00 each person - $1,000,000.00 each accident 2. Property Damage - $1,000,000.00 each occurrence - $1,000,000.00 aggregate The General Liability coverage shall be occurrence basis only and shall include broad form general liability endorsement or equivalent, independent contractor coverage, contractual liability, and products and completed operations.

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D. Contractor’s and Subcontractor’s comprehensive Automobile Coverage shall be provided as follows, and shall include all owned, non-owned, and leased vehicles:

1. Bodily Injury - $1,000,000.00 each person - $1,000,000.00 each accident 2. Property Damage - $1,000,000.00 each accident E. Additional Named Insured – Charter Township of Royal Oak, Charter Township

of Royal Oak Downtown Development Authority (DDA), all elected and appointed officials, all employees and volunteers, and boards, commissions and/or authorities and board members, including employees and volunteers thereof; State of Michigan Department of Transportation, and the McKenna, Consulting Landscape Architects, 235 E. Main St. Suite 105, Northville, Michigan shall be provided with insurance coverage under the Owner’s Protective Public Liability and Property Damage Insurance (Item B) with a designation of “Additional Named Insured”.

The Owner shall be notified ten (10) days prior to cancellation, expiration or alteration of policy. The Contractor agrees to be responsible for, and indemnify and hold the Charter Township of Royal Oak and the Charter Township of Royal Oak DDA harmless from any and all loss, personal injury, sickness, disease, death, or damage to other property, and claims of every kind, nature and description whatsoever, for any such loss or occurrence which may arise from, or be in connection with the Work performed, or to be performed, pursuant to this agreement. This includes, but is not limited to; attorney's fees and other expenses incurred in defending or processing a claim arising as a result of any of the Contractor's performance of Work, and shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor. Furthermore, Contractor agrees that the insurance policies of the Contractor are to apply, and do apply, and cover all claims arising from the Work performed pursuant to this Agreement. Contractor shall furnish proof of insurance to the DDA upon request.

TERM OF CONTRACT

The term of the Contract shall be one year. The maintenance season consists of two maintenance periods: spring maintenance should occur and be finalized by May 23, 2018 and October 19, 2018. The signed contract is not assignable or transferable to any other company without approval of the DDA.

*

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OWNER'S RIGHT TO COMPLETE The DDA reserves the right to terminate the Contract or if at any time the Contractor should abandon this Work; or if he/she should be adjudged bankrupt, or if his/her performance on this Project is unnecessarily or unreasonably delayed; or if he/her should make a general assignment for the benefit of his creditors; or if a receiver should be appointed on account of insolvency; or if he/she should persistently or repeatedly fail to supply enough properly skilled workers or sufficient suitable material for the Work; or if he/she should habitually fail to make prompt payment for materials and labor; or if he/she should persistently disregard laws or ordinances or the directions of the DDA; or if he/she should willfully violate any of the terms of the Contract. In the event of such termination, a 30-day notice will be issued by the DDA to the Contractor.

PAYMENT

Requests for payment shall be submitted monthly by noon of the first Wednesday of the month to Attn: Mario Ortega, AICP or John R. Jackson, AICP. An activity report shall accompany the invoice outlining such detail as the time spent on the job, number of employees, and work completed. Payment of invoices shall be made within 45 days of receipt of invoice.

DESCRIPTION OF PROJECT AREA

The project involves removal of litter/debris, hazard monitoring, lawn maintenance (mowing as needed to maintain turf between 2.5-3” height, trimming, and weed control), and landscape maintenance (cleanup, mulch, pruning and trimming in Spring and Fall), application of pre-emergent herbicide, delivery and installation of hardwood mulch in Spring period only, and pruning of trees and shrubs per latest ASTM A300 standard in the rights-of-way) of the DDA Streetscape as defined below: General Description of Project Area See attached Map Landscape maintenance services to include all trees, shrubs, and planting beds in the rights-of-way for areas 1 and 2, and the public parking lot (area 3) shown on the attached map. Lawn maintenance to include mowing, trimming, and weed control of all established lawn areas in areas 1, 2, 4, and 5 shown on attached map.

GENERAL SPECIFICATIONS

The Contractor shall provide the DDA with the name of a single source contact as project manager who will be responsible for the regular monitoring of the appearance and condition of the Contract Area (DDA Streetscape Maintenance

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Area). It is mandatory that the DDA Streetscape Maintenance Area be maintained regularly per the approved schedule. The DDA proposes to contract the Work within the confines of the DDA Streetscape Maintenance Area as defined in the Drawings. All labor, materials, and equipment necessary to perform the Work required for the maintenance in the rights-of-way shall be provided by the successful bidder and included in the bid price. No construction is being proposed as part of this bid. The DDA Streetscape Maintenance Area as defined on the map will be in constant use by the residents during the Work. The Contractor shall schedule work to cause the least amount of conflict with normal activities in the area. Safety precautions should be used during operations to avoid injury to persons or property at all times as part of this project. These costs should be included in the bid total. The employees of the Contractor shall at times be properly attired. The clothes shall be neat, clean, and in a well-maintained condition. Pants – Must be clean and in good repair. Cutoff shorts and sweatpants are not considered proper attire. Shirts – Employees must wear an appropriate shirt at all times. Tee shirts and sleeved work shirts are acceptable if they are clean and in good repair. Tank tops, halter-tops, cut-offs or ripped shirts, or shirts with objectionable slogans are not acceptable.

Any complaints made by a citizen or business of Royal Oak Charter Township to a Contractor or his employees shall be handled in a timely and courteous manner. The Consulting Landscape Architect (McKenna) shall be notified of all complaints within twenty-four hours of the incident. The Contractor agrees that he/she will not discriminate against any employee or applicant for employment during the performance of this contract with respect to hire, tenure, terms, conditions, privileges of employment, color, religion, national origin, age, sex, height, weight, or marital status. The Contractor must conform to all Federal, State, and Local Labor Laws. Any deviation from these Specifications must be approved in writing by the Consulting Landscape Architect (McKenna). The DDA may, without invalidation of the original Contract, order changes from time to time as may be deemed desirable or necessary. The Contractor will provide the DDA with a detailed estimate of the cost of the proposed change. The DDA will advise the Contractor if the change will be implemented.

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SCOPE OF SERVICES

A. Designated Streetscape Areas 1. Removal of Litter. – The Contractor shall be responsible for the removal of all

litter and debris from all areas shown on the attached map. The Contractor shall remove all his/her waste and excess material to an off-site disposal facility, rubbish and equipment so as to leave the premises neat and clean and ready for the purpose it was intended. All litter shall be legally disposed of at no additional cost to the DDA.

2. Monitor Streetscape for Hazardous Conditions – The Contractor shall advise

the Consulting Landscape Architect (McKenna) immediately of any hazardous or potentially hazardous conditions that may be found.

The Contractor shall report these conditions immediately to the Consulting Landscape Architect (McKenna).

Note: This contract does not include repair or replacement of the streetscape elements, sidewalks, street lights or public utility structures unless damaged by the Contractor. Any such damage shall be the responsibility of the Contractor.

3. Spring Clean Up – Spring clean up shall consist of one cycle in May. The site visit shall entail the removal and disposal of all debris that has accumulated on the lawns and in the bed areas. This debris shall include but not be limited to: leaves, papers, trash, dead plant debris, etc. The work also includes removal of all plant material not specifically planted (weeds) in the planting beds prior to the installation of hardwood mulch. All collected debris and weeds are to be removed from the site at no additional charge to the DDA.

Spring clean-up shall include deadheading and removing foliage from all perennial plants, cutting ornamental grasses to the ground; and cleaning and raking landscape beds. Spring clean-up shall include one application of pre-emergent weed killer.

4. Delivery and installation of Hardwood Mulch- Shredded hardwood or cedar

mulch in natural colors shall be used by the Contractor when any mulching is specified or required.

Contractor shall maintain three inches (3”), uniform, compacted shredded hardwood or cedar mulch in natural colors in all landscape beds and tree rings during each of the two maintenance periods. This may require the removal of old mulch. Mulch shall be kept away from the trunk of the tree as prescribed by best landscape maintenance practices.

5. Pruning and trimming of trees and shrubs- The Contractor shall prune all

trees to their intended growth form and to remove dead, broken and/or crossing over branches per ANSI A300 standards. Shrubs are to be pruned to their

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intended form. All winter damage is to be removed from trees and shrubs during the spring maintenance of each year. Large forest-type tree pruning or major storm damage pruning to any trees or shrubs is not to be included in this bid. All pruning shall be performed in a safe and professional manner. All reasonable means are to be taken to protect surrounding buildings, plant material, vehicles, and pedestrians from injury or damage. Any injury or damage must be reported immediately to the Royal Oak Township Supervisor. The Contractor is responsible for the removal of all debris generated during the pruning process. Debris generated during pruning is to be removed from the site the same day. Pruning and trimming of trees and shrubs shall occur once in the May maintenance period and once in the October maintenance period.

6. Fall Clean Up- Fall clean up shall consist of one cycle by October 19, 2018. The

site visit shall entail the removal and disposal of all debris that has accumulated in all areas shown on the attached map. This debris shall include but not be limited to: leaves, papers, trash, dead plant debris, etc. The work also includes removal of all plant material not specifically planted (weeds) in the planting beds prior to the installation of hardwood mulch. All collected debris and weeds are to be removed from the site at no additional charge to the DDA.

Fall clean-up shall include deadheading and removing foliage from all perennial plants, cutting ornamental grasses to the ground; and cleaning and raking landscape beds.

B. Designated Lawn Maintenance Areas

Mowing-All lawns within the designated property maintenance areas shall be mowed to maintain a neat uniform appearance, and so grass clippings area not of significant quantity to detract from the overall appearance. All turf areas are to be maintained at a mowing height of 2 ½ to 3 inches. All area sidewalks, drives, and parking lots must be clean and free of any grass clippings. If for any reason an excessive amount of clippings occurs on the lawn, the clippings shall be removed at no additional cost to the owner. Any clippings blown into mulch areas or onto landscape during the mowing operation shall be removed the same day. Mowing must avoid scarring of trees and woody shrubs. Spot Weed Treatment – Occasional spot weed treatment throughout the season may be required.

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BID FORM

MAINTENANCE OF THE DDA STREETSCAPE SIDEWALK STREETSCAPE The Undersigned, having examined the site and existing conditions, has read and fully understands the specifications and bidding instructions and hereby accepts the conditions and requirements as part of this proposal. The Undersigned deposes and says that as a responsible bidder submitting this bid, its agents, officers, and employees have not directly or indirectly entered into any kind of agreements, participated in any collusion, or otherwise taken any action in restraint of free and competitive bidding in connection with this proposal for this project. Submitted herewith is a bid for maintenance of the Project Area Landscape (see included map). One-year contract Bid amount Spring 2018 tasks (Streetscape): removal of litter/debris, hazard monitoring and landscape maintenance (Spring cleanup, mulch, pruning and trimming)

$

Mulch quantity (Streetscape) (cost included in above Spring 2018 tasks):

Cu. Yds.

Spring 2018 tasks (Municipal Parking Lot): removal of litter/debris, hazard monitoring and landscape maintenance (Spring cleanup, mulch, pruning and trimming)

$

Mulch quantity (Municipal Parking Lot) (cost included in above Spring 2018 tasks):

Cu. Yds.

October 2018 tasks (Streetscape): removal of litter, hazard monitoring and landscape maintenance (Fall cleanup, mulch, pruning and trimming)

$

October 2018 tasks (Municipal Parking Lot): removal of litter, hazard monitoring and landscape maintenance (Fall cleanup, mulch, pruning and trimming)

$

Lawn maintenance area #1 Lawn maintenance area #2 Lawn maintenance area #3 Lawn maintenance area #4

$

$

$

$

Lawn maintenance area #5 $

Number of mowing cycles in 2018 season Total Bid

$

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Signed:_____________________________ Date:___________________________ Name and Title (printed):_______________________________________________ Complete Legal Name of Company:______________________________________ Mailing Address:______________________________________________________ Phone:__________________ Fax: __________________ Email: _______________

END OF BID FORM

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Memorandum TO: Royal Oak Township PC/DDA FROM: John Jackson SUBJECT: Transportation Alternatives Program (TAP) DATE: February 6, 2018 Eight Mile Boulevard and Wyoming Avenue are where many people form their first impressions of Royal Oak Township. These corridors represent an opportunity to bridge gaps between communities and create meaningful connections. The State’s Transportation Alternatives Program (TAP) provides matching grants for communities to implement streetscape improvements that enhance non-motorized experience. Providing marked bike routes that connect with those in adjacent communities, crosswalks that improves pedestrian safety, wayfinding, and adding pedestrian amenities are all ways of improving the quality of life for residents of the Township. Refreshing the image along major corridors, providing connections to some of the areas hottest areas, are ways of showing that the Township is investing in its future and adding value to the Township’s redevelopment opportunities. The TAP grant program typically requires a 20 percent match my the community with the remaining 80 percent coming from the grant. Recommendation We recommend authorizing McKenna to meet with representative of MDOT and SEMCOG to explore eligible TAP grant projects.

Michigan Transportation Alternatives Program (TAP)

Competitiveness and Eligibility Details

What types of projects are

competitive for TAP funding?

Facilities for Pedestrians and Bicyclists Pedestrian and bicycle facilities, including shared-use paths, that:

connect and develop documented regional or statewide bicycle and pedestrian transportation networks. are appropriate for the need and user types targeted. benefit state tourism or economic development initiatives. if locally significant, have strong transportation connection and involve planning efforts or serve as connectors to regional networks. are a priority on state, county or regional nonmotorized transportation plans. address documented safety deficiencies. are part of a broader non-Transportation Enhancement or TAP-funded bicycle and pedestrian transportation networks.

Amenities that increase usability of bicycle and pedestrian facilities. Streetscape improvements that:

are located in established traditional downtowns or historic districts, including areas with high pedestrian activity or of a context that promotes pedestrian transportation. use a creative design approach that enhances pedestrian safety and takes into account the community identity, history, context, and the human environment. accomplish multiple goals (traffic calming, pedestrian safety, tied with other initiatives, water quality improvements, etc.). receive input and support from citizens, local businesses, economic developers, traffic engineers, historians, etc.

Turnouts, Overlooks, and Viewing Areas Projects that:

provide views of the Great Lakes or highly unique and scenic areas, and/or provide a benefit to state tourism.

Historic Preservation and Repair of Transportation Facilities Historic preservation projects that:

enhance National Register-listed historic districts, locally designated districts or National Heritage Areas. preserve original property in place (certain bridges designed to be moved are an exception). promote cultural tourism.

Environmental Mitigation Activities Water quality projects that:

will have a positive effect on important watersheds or water bodies with sensitive fisheries or that are not attaining state water quality standards. include monitoring after implementation or projections of water quality improvement. are consistent with a local watershed management plan. include an inspection and maintenance schedule.

Other Eligible Activities For information on the Safe Routes to School Program, go online at

www.saferoutesmichigan.org. Other eligible activities defined in the Fixing America’s Surface Transportation Act

(FAST Act) but not specifically listed here are generally not competitive. Consideration will be given in certain circumstances where significant benefit to the state is demonstrated.

* Important note: These details about competitiveness and eligibility pertain only to the $17 million of TAP funding available per year through the competitive process administered by MDOT. $7 million is available per year through competitive grant processes administered by metropolitan planning organizations (MPOs) in urban areas with populations greater than 200,000. For applicants in those areas, please consult with the MPOs for competitiveness and eligibility details.

MDOT Office of Economic Development • Transportation Solutions for Vibrant Communities • www.michigan.gov/tap • 517-335-1069

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www.michigan.gov/tap

Construction engineering Construction extras and cost overruns Design engineering

Environmental clearance and mitigation (except for water quality) Permit cost Project administration

Various project elements also deemed ineligible for funding include the following: Annual plantings Banners Building facades (except for historic transportation buildings) Burying utility lines Clock towers Curb and gutter (negotiable in a water quality project) Decorative fountains Decorative street signs Electrical for tree lighting

Flag poles Irrigation Items required as federal-aid project mitigation (except for water quality) Public art Speaker systems Landscaping of property (as opposed to road right of way) Wayfinding primarily for vehicular use Welcome signs

What other factors make

a project competitive for TAP funding?

What items are ineligible for TAP funding?

Financial factors Realistic expectations and cost. A high level of overmatch (40 percent and higher, ability to pay is considered). Non-participating work that is determined to be a benefit to the TAP project.

Public input Project identified as a result of a community’s Complete Streets stakeholder

involvement process. Project receiving a high level of public input from multiple partners.

Coordinated efforts Project supporting a community’s Complete Streets policy, is on a designated state or

national scenic byway, or is part of a statewide initiative, such as placemaking, statewide trail connectivity, or tourism efforts.

Paired with other infrastructure work. Part of an economic development or community improvement initiative.

Constructability Project design will use industry design standards and can obtain all necessary permits

and approvals.

Maintenance factors Strong maintenance plan that includes tasks, schedule, cost, source of maintenance

funding, and responsible parties.

Previous Transportation Enhancement (TE) and TAP funding Lower-than-average per capita TE and TAP investment in prior years. Timely implementation and appropriate maintenance on previous projects.

Eligible costs are those costs determined by federal TAP guidance and by the Michigan Department of Transportation (MDOT) to be consistent with achieving the intention of eligible categories set forth in federal law. To enable limited TAP funds to support more projects, some project development costs are considered ineligible by MDOT, but may meet federal eligibility. MDOT usually considers the following costs to be ineligible for funding:

For many projects, these ineligible costs may be characterized as non-participating costs.

Michigan Transportation Alternatives Program (TAP)

Competitiveness and Eligibility Details

* Important note: It is highly recommended that you contact a grant coordinator at 517-335-1069 to discuss your proposed project before filling out a grant application. For more information, please visit www.michigan.gov/tap.

MDOT Office of Economic Development • Transportation Solutions for Vibrant Communities • www.michigan.gov/tap • 517-335-1069

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©2016 McKenna Associates

The Fisher Road business district in Grosse Pointe is a neighborhood business district with a mix of retail, office, service, and residential uses. Buildings are located about 25 feet from the road and the area between the buildings and the road contained a wide range of paving, parking and landscaping.

Recognizing the unique characteristics of this neighborhood business district, the City updated its master plan and zoning ordinance to create a mixed-use neighborhood business district with specific design and form-based standards.

The City of Grosse Pointe had scheduled the replacement of a watermain that ran the entire length of the Fisher Road business district presenting the opportunity to unify and enhance the image of the district, and better experience for pedestrians in the district. In addition, a significant private redevelopment project that represented approximately 33% of the frontage in the district was being contemplated.

McKenna facilitated a number of interactive design workshops with property owners to identify desirable features such as landscaping, decorative pavement treatments, bike racks, street trees, and street lights.

These workshops were also used to bring property owners together to form a special assessment district to pay for a portion of the preferred streetscape improvements.

Based on the results of the design workshops, McKenna developed a streetscape plan (currently under construction)for the Fisher Road business district that unified the image of this “front door” to the community and provided for improved pedestrian and bicyclist amenities.

Fisher Road StreetscapeCITY OF GROSSE POINTE, MICHIGAN

Urban DesignStreetscape

Form-Based CodePublic Engagement

GROSSE POINTE FORM-BASED CODE

Fisher Road Streetscape ConceptGROSSE POINTE, MI · 10.14.16

PEDESTRIAN AMENITIES

SEATING BICYCLE RACK WASTE RECEPTACLE

hardscape elements

FLOWER URN PAVEMENT TREATMENT LIGHTING

SOFTSCAPE ELEMENTS

VEGETATION TREE GRATE SCREENING

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4” Concrete Paving Deciduous Flowering Shrub Exposed Aggregate Paving Bench Street Tree Waste Receptacle Bike Racks 4” High Concrete Planter Curb

Perennial Bed Cowclipped Boxwood Hedge

Ornamental Flowering Trees

Deciduous Flowering Shrubs

Masonry Pier ± 3’with Decorative Pot and Flowers

Exposed Aggregate PavingStreet LightPerrenial BedCrosswalkMasonry Wall± 2.5 ‘ height

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©2015 McKenna Associates

McKenna Associates, was hired by the Garden City DDA to provide streetscape concepts and guidelines for the primary entry intersections and transition zones along the two major streets; Ford and Middlebelt Roads, located in the Central Business District.

McKenna facilitated community input meetings which created design concepts for the four gateway and transition zones within the corridors. These concepts included the following elements: historic preservation of mid-century design façade design, street and ornamental trees; traditional style street and pedestrian lighting with banners and hanging baskets, special brick paving and corner treatments, ornamental iron fencing with masonry piers, special landscape planting with perennials for color, and pedestrian amenities such as benches and trash receptacles.

The proposed streetscape elements create a unified and visually attractive entry sequence from the gateway and transition areas to the central city core area.

Ford Road StreetscapeGARDEN CITY, MICHIGAN

GARDEN CITY STREETSCAPE

Urban DesignHistoric PreservationDowntown Planning

Landscape Architecture