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APPROVED
APPROVED
SEP 1 3 2013
MICHIGAN STATE
ADMINISTR.ATIVE BOARD
Lansing, Michigan
August 20, 2013
A regular meeting of the State Administrative Board was held in the Lake Superior Room,
1st Floor, Michigan Library and Historical Center, on Tuesday, August 20, 2013, at 11:00
a.m.
Present:
Mike Gadola, Legal Counsel, representing Rick Snyder, Governor,
Chairperson
Jenell Leonard, External and Strategic Affairs Coordinator, representing
Brian Calley, Lt. Governor
Mike Senyko, Chief of Staff, representing Ruth Johnson, Secretary of State
Michael Reilly, Assistant Attorney General, representing Bill Schuette, Attorney
General
Melissa Castro, Assistant Deputy Treasurer, representing Andy Dillon, State
Treasurer
Jane Schulz, Director, Office of Financial Management, representing Michael
P. Flanagan, Superintendent of Public Instruction
Myron Frierson, Bureau Director, Finance and Management, representing Kirk
T. Steudle, Director, Department of Transportation
Sherry Bond, Secretary
Others Present:
Iris Lopez, Department of Attorney General; Sharon Maynard, Department of Natural
Resources; Patrick Mullen, Leasa Plaunt, Janet Rouse, Department of Technology,
Management and Budget; Bill Rottiers, Department of Transportation; Bruce Ashley, Public
Affairs Associates
1.
CALL TO ORDER:
Mr. Gadola called the meeting to order and led the Pledge of Allegiance to the Flag.
2.
READING OF MINUTES OF PRECEDING MEETING AND APPROVAL
THEREOF:
Mr. Reilly moved to approve the minutes of the regular meeting of August 6, 2013.
Supported by Mr. Frierson, the motion was unanimously adopted.
3.
HEARING OF CITIZENS ON MATTERS FALLING UNDER JURISDICTION OF THE
BOARD:
NONE
August 20, 2013, No. 2
4.
COMMUNICATIONS:
None
5.
UNFINISHED BUSINESS:
None
6.
NEW BUSINESS:
1)
RETENTION AND DISPOSAL SCHEDULES
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET, Center
For Educational Performance and Information, 8/20/2013
Ms. Leonard moved to approve the Retention and Disposal Schedule. Supported
by Mr. Senyko, the motion was unanimously adopted.
2)
Correspondence dated August 13, 2013, from the Michigan Strategic Fund
requesting approval to fill the Chief Compliance Officer position for the
Michigan Strategic Fund
Ms. Castro moved the following:
1.
That the Board approve the position description dated August 7, 2013
for the Chief Compliance Officer provided to the members of the Board.
2.
That the Board authorize the posting of the position for a two week
period to accept applications from individuals interested in serving as
the Chief Compliance Officer.
3.
That the Board authorize the DTMB Office of Human Resources to
accept and review the applications, identify the applicants that meet the
minimum requirements for the position and to forward those qualifying
applications to the Board Secretary.
4.
That the Board Secretary redact the name of each candidate, assign
each application an identification number, and provide copies of those
applications to all Board members.
5.
That the Board meet in an open Special Meeting, scheduled in
compliance with the Open Meetings Act, to consider the candidates
meeting the minimum requirements and to select the candidates to
interview for the position.
August 20, 2013, No. 3
6.
That the Board appoint an advisory subcommittee to interview the
candidates in an open Special Meeting of the subcommittee and to
provide the Board a ranking of the candidates for the Board to make
the final selection.
That before the interview meeting the Board Secretary contact each
candidate selected for an interview to advise them that the interview
will be conducted in an open Special Meeting and to confirm the
candidate is still interested in the position.
8.
That the Board meet in an open Regular or Special Meeting to consider
the advisory subcommittees' ranking of the candidates and to select a
candidate, subject to the candidate meeting all State employment
requirements such as background check and drug test.
Supported by Ms. Schulz, the motion was unanimously adopted.
7.
REPORTS AND RECOMMENDATIONS OF COMMITTEES:
(Please see the following pages)
APPROVED
August 20, 2013
August 20, 2013, No. 4
Michigan State
Administrative Board
COMMITTEE REPORT TO THE
STATE ADMINISTRATIVE BOARD
The Honorable Rick Snyder, Governor
and
Members of the State Administrative Board
A regular meeting of the Building Committee was held at 11:00 a.m.
on August 13, 2013. Those present being:
Chairperson: Melissa Castro, representing
State Treasurer Dillon
Approved
Member:
David Murley, representing
Governor Snyder
Approved
Member:
Nat Forstner, representing
Lt. Governor Calley
Approved
Others:
Iris Lopez, Department of Attorney General; Sherry Bond, Patrick
Mullen, Janet Rouse, Department of Technology, Management and
Budget; Bill Rottiers, Department of Transportation; Bruce Ashley,
Public Affairs Associates
Ms. Castro called the meeting to order.
The Building Committee Amended Regular Agenda was presented.
Following discussion, Mr. Murley moved that the Amended Regular
Agenda be recommended to the State Administrative Board for approval.
Supported by Mr. Forstner, the motion was unanimously adopted.
Ms. Castro adjourned the meeting.
08/13113 — NOON - FINAL
August 20, 2013, No. 5
AMENDED AGENDA
BUILDING COMMITTEE / STATE ADMINISTRATIVE BOARD
August 13, 2013 / August 20, 2013
11:00 AM. Lake Superior Room l st Floor
Michigan Library and Historical Center
This agenda is for general informational purposes only. At its discretion, the Building
Committee may revise this agenda and may take up other issues at the meeting.
AWARD OF CONSTRUCTION CONTRACT
1. DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET, LANSING
— Joint Laboratory — Replace HVAC Controls
File No. 071/11194.GAG- Index No. 44308 - Contract No. Y 13444
Recommended Contract Award: Johnson Controls, Inc., Auburn Hills;
$1,998,301.00
Description and Justification
The purpose of this contract is to provide phased replacement of the existing obsolete
Direct Digital Control temperature controls with a new Building Management System
(BMS). The contract will provide new equipment and connections for the HVAC
systems to provide better control and monitoring of equipment and systems, allowing
energy savings and improved life safety and comfort for the building's occupants.
Selected work must be done during off-hours and otherwise as required to keep the
existing HVAC systems continuously operating for critical laboratory functions. The
contract will include computer graphics and alarm programming for the new BMS and
separate graphics and alarm programing for the State of Michigan Tridium Server to
provide local and remote control.
Funding Source
100% Agency Operating Funds - BOC
2. DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET, LANSING
— Michigan Library and Historical Center — Automation Upgrade
File No. 071/12196.CAK - Index No. 44121 - Contract No. Y13405
Recommended Contract Award: J.N. Nelson, Inc., Flint; $2,747,000.00
Description and Justification
The purpose of this contract is to replace the temperature, mechanical, lighting and
related automation control systems. The current building automation control systems
are roughly twenty five years old and have passed their life expectancy. The existing
control architecture is obsolete and there is no reasonable Tridium integration option;
further, service and parts availability is increasingly difficult and may soon become
1
08/13113 — NOON - FINAL
August 20, 2013, No. 6
impossible. The new system will fully replace temperature, mechanical, lighting and
related controls throughout the entire building. The new system will eliminate all
pneumatic control systems and will be fully converted to direct digital control (DDC) with
new electric actuators and/or variable frequency drives to reduce energy consumption
and maintenance requirements.
Funding Source
72% Agency Operating Funds - BOC
28% Lump Sum Special Maintenance - GF
3. DEPARTMENT OF NATURAL RESOURCES, GREGORY — Pinckney
Recreation Area - Bruin Lake Campground — Phase One Improvements
File No. 751/11116.BDW - Index Nos. 58090 and 58190 - Contract No. Y 13445
Recommended Contract Award: Skabardis Custom Builders, Saginaw;
$952,940.43
Description and Justification
The purpose of this contract is to renovate and expand a portion of the campground
including site grading, bituminous drives and parking areas, concrete paving, paths and
drives, installation of a boardwalk, yurt shelter, picnic tables, fire rings, bollards and
wheel stops; site electrical, sanitary sewer and water service; storm drainage; soil
erosion and sedimentation control measures; landscaping, seeding and restoration. The
redevelopment will eliminate the seasonal flooding and provide additional camping
experiences, with the intent of increasing revenue.
Funding Source
100% Recreation Passport Fee Funds
4 DEPARTMENT OF NATURAL RESOURCES, INTERLOCHEN — Interlochen
State Park — North Campground Electrical System Replacement
File No. 751/12053.GAG- Index Nos. 55230 and 55080 - Contract No. Y 13446
Recommended Contract Award: MKC Group, Inc., Bay City; $762,800.00
Description and Justification
The purpose of this contract is to replace the electrical distribution system and campsite
power pedestals within the north campground at Interlochen State Park. Upgrades
include demolition of existing electrical panels and pedestals, upgrading the north
campground electrical service, adding new electrical distribution panels and feeder
system, adding approximately 200 new campsite power pedestals, and reconnection of
the toilet/shower buildings. The contract will also add new pull-through campsites and
additional back-in sites to meet ADA standards. The electrical system is undersized for
current needs and has a history of recent component failures. The campground also
does not have any ADA accessible sites and changes in user equipment call for
construction of additional pull-through campsites.
Funding Source
100% State Parks Endowment Funds
2
08/13/13 — NOON - FINAL
August 20, 2013, No. 7
MODIFICATIONS TO PROFESSIONAL SERVICES CONTRACT
5. DEPARTMENT OF ENVIRONMENTAL QUALITY, WATERFORD HILLS —
Waterford Hills Sanitary Landfill — Operation and Maintenance Oversight
File No. 761/12169.SAR - Index No. 44701 - Contract No. Y12162
Environmental Resources Group, Inc., Union Lake; Modification No. 2, Increase
$251,182.56
ISID No. 00290 - Assignment No. 9
Description and Justification
The purpose of this modification is to provide additional operation and maintenance
(O&M) contractor oversight, sampling and technical support. The closed landfill was
used for placement of municipal solid waste and ceased operation in 1990.
However, volatile organic compounds, heavy metals and other contaminants have been
found in the groundwater. A synthetic cap liner, a leachate pretreatment system, a
landfill gas extraction system and utility flare system were installed to reduce the
environmental and public health risk. The agency plans to continue to maintain the
integrity of the closed landfill facilities, operate the landfill gas extraction system and
monitor the quality of leachate from the landfill. It is anticipated that the existing leachate
pretreatment/flare systems will continue to operate to maintain compliance with the City
of Detroit Wastewater and Sewer Department discharge permit limits. The work is
needed to protect public health, safety, welfare and the environment.
Funding Source
100% Strategic Water Quality Initiative Funds
Base Contract
Modification No. 1
Modification No. 2
Total Contract
$249,499.28 Provide for operation and maintenance
oversight services.
Approved State Ad Bd Agenda
03/20/12
$0.00 Transfer contract from Wilcox
Professional Services, LLC to
Environmental Resources Group, Inc.,
per the Agreement dated March 18,
2013. All terms and conditions shall
remain intact.
$251,182.56 See justification above
$500,681.84
REVISIONS TO CONSTRUCTION CONTRACT
6. LEFT BLANK INTENTIONALLY
3
08/13113 — NOON - FINAL
August 20, 2013, No. 8
7. DEPARTMENT OF ENVIRONMENTAL QUALITY, WATERFORD — Closed
Waterford Hills Sanitary Landfill Site — Leachate Pretreatment System
File No. 761/06201.RRD - Index No. 44701 - Contract No. Y07035
Technical Service Professional, LLC, Livonia; CCO No. 12, Increase
$312,270.48
Description and Justification
The purpose of this change order is to provide operation and maintenance (O&M)
services of landfill leachate and gas systems. This site is contaminated and requires
more environmental abatement to comply with the environmental regulations. The
systems require continuous operation. This contract will continue the O&M of the
systems to abate environmental contamination. It is anticipated that the treatment
systems will continue to operate until the site meets cleanup standards. This
modification will extend the contract for an additional three (3) years. The work is
needed to protect public health, safety, welfare and the environment and comply with
the environmental regulations.
Funding Source
100% Strategic Water Quality Initiative Funds
Base Contract
Change Order No. 1
Change Order No. 2
Change Order No. 3
Change Order No. 4
Change Order No. 5
Change Order No. 6
Change Order No. 7
Change Order No. 8
Change Order No. 9
Change Order No. 10
Change Order No. 11
Change Order No. 12
Total Contract
$417,375_00 Approved State Ad Bd Agenda
11/21/06
$58,896.03 100% Field Condition
$16,484.50 63% Field Condition and 37% Scope
Change
$1,262.00 100% Scope Change
$8,972.11 100% Field Condition
$20,152.01 100% Field Condition
$32,314.46 53% Field Condition and 47% Design
Omission
$9,655.91 100% Field Condition
$102,066.00 100% Scope Change
$99,839.10 100% Field Condition
$99,769.74 100% Scope Change
$199,564.08 . 100% Scope Change
$312,270.48 100% Scope Change
See justification above
$1,378,621.42
LEASE FOR PRIVATE PROPERTY
8. DEPARTMENT OF HUMAN SERVICES, PONTIAC - New Lease No. 11703 with
Charles R. Stephens, as Trustee of the North Bay Drywall, Inc. Profit Sharing
Plan and Trust dated October 1, 1985, PO Box 750007, Petaluma, California
94975, as Lessor, and the State of Michigan by the Department of Technology,
Management and Budget for the Department of Human Services, as Lessee, for
13,517 square feet of office space located at 51111 Woodward Avenue, Pontiac,
4
08/13/13 — NOON - FINAL
August 20, 2013, No. 9
Michigan 48342. The Lease is effective upon obtaining State Administrative
Board approval and required signatures. The annual per square foot rental rate
for this space beginning September 1, 2013, or upon substantial completion, is
$14.00 ($15,769.83 per month). This is a full service Lease. This Lease contains
two 5-year renewal options with no increase in rent. This Lease contains a
Standard cancellation clause with 120 days notice. The Attorney General has
approved this Lease as to legal form, This Lease meets the criteria requiring
approval of the Joint Capital Outlay Subcommittee of the Legislature. The
Subcommittee approved this Lease on November 12, 2009.
Purpose/Business Case:
This Lease allows the Oakland County Rehabilitation Services to co-locate into a facility
with other Department of Human Services client programs where they will share
efficiencies and cost savings while better meeting the needs of the public
Benefit:
This Lease provides for more efficient space at a cost below the current market rate for
comparable space.
Funding Source:
55% General Fund
45% Federal Funds
Commitment Level:
10 years two months, with two 5-year options however, this Lease contains a Standard
cancellation clause with 120 days notice.
Risk Assessment:
Non-approval of this Lease will prevent the Department from co-locating to a building
where they can share efficiencies and cost savings while better meeting the needs of
the public.
Zip Code:
48342
ADDENDUM TO LEASE FOR PRIVATE PROPERTY
9. DEPARTMENT OF CIVIL RIGHTS, LANSING - Addendum No. 2 to Lease No.
10900 with Capital Tower LLC., a Michigan Limited Liability Company, as Lessor,
and the State of Michigan by the Department of Technology, Management and
Budget for the Department of Civil Rights, as Lessee, for 13,613 square feet of
office space located at 110 West Michigan Avenue, Lansing, Michigan 48823.
This Addendum provides for the addition of one 5-year renewal option; reduction
in the square foot rate; addition of a mid-term rent increase and a reduction in the
reserved parking to one space. This Addendum is effective upon obtaining State
Administrative Board approval and required signatures and continues to the
termination date of the Addendum, or any extension. The annual per square foot
rental rate for this space beginning March 1, 2014, is $14.00 ($15,881.83 per
month). Effective October 1, 2016, the annual per square foot rental rate for this
space increases to $14.50 per square foot ($16,449.04 per month).
5
08/13/13 — NOON - FINAL
August 20, 2013, No. 10
This Lease Addendum contains a Standard cancellation clause with 90 days
notice. The Attorney General has approved this Addendum as to legal form.
Purpose/Business Case:
This location meets the Department's program needs and will continue to provide
uninterrupted services to customers while maintaining a centralized location.
Benefit: This rental rate is below market value for a lease within this area. Remaining
at this location will avoid unnecessary relocation costs.
Funding Source:
100% General Fund
Commitment Level:
Five years; however, this Lease contains a Standard cancellation clause with 90 days
notice.
Risk Assessment:
Non-approval of this Lease will hinder the Department from their ability to provide
services at a central downtown location that is below market rate for this area.
Zip Code:
48823
6
August 20, 2013, No. 11
Ms. Castro presented the Building Committee Report for the regular meeting of
August 13, 2013. After review of the foregoing Building Committee Report, Ms.
Castro moved that the Report covering the regular meeting of August 13, 2013,
be approved and adopted. The motion was supported by Ms. Leonard and
unanimously approved.
APPROVED
August 20 1 2013
August 20, 2013, No. 12
Michigan State
Administrative Board
COMMITTEE REPORT TO THE
STATE ADMINISTRATIVE HOARD
The Honorable Rick Snyder, Governor
and
Members of the State Administrative Board
A regular meeting of the Finance and Claims Committee was held at
11:00 a.m. on August 13, 2013. Those present being:
„__A,
Melissa Castro, representing Approved
State Treasurer Dillon
Member:
David Murley, representing
Governor Snyder
Approve
Iris Lopez, representing
Attorney General Schuette
Approved
Member:
Others:
f
I
1K,c_cl_Cy1)--
Chairperson:
(0-0$
L./
Sherry Bond, Patrick Mullen, Janet Rouse, Department of Technology,
Management and Budget; Bill Rottiers, Department of Transportation;
Nat Forstner, Lt. Governor's Office; Bruce Ashley, Public Affairs
Associates
Ms. Castro called the meeting to order.
The Finance and Claims Committee Regular Agenda and Amended Supplemental
Agenda were presented.
Following discussion, Ms. Lopez moved that the Regular Agenda and
Amended Supplemental Agenda be recommended to the State Administrative
Board for approval. The motion was supported by Mr. Murley and
unanimously adopted.
Ms. Castro adjourned the meeting.
August 20, 2013, No. 13
8/8/2013 11:15 a.m. FINAL
AGENDA
FINANCE AND CLAIMS COMMITTEE
August 13, 2013, 11:00 a.m.
Lake Superior Room
1' Floor, Michigan Library
and Historical Center
STATE ADMINISTRATIVE BOARD
August 20, 2013, 11:00 a.m.
Lake Superior Room
1st Floor, Michigan Library
and Historical Center
This agenda is for general informational purposes only.
At its discretion the Finance and Claims Committee may revise
this agenda and may take up other issues at the meeting.
SECTION I - AGENCY SUBMITTED - NEW CONTRACTS
1.
DEPARTMENT OF EDUCATION
1)
2.
World Book, Inc.
Chicago, IL
NOT TO EXCEED
165,000.00 Total
FY14-16 100% General Fund
Michigan E-Library services and
support
EBSCO
Ipswich, MI
NOT TO EXCEED
435,000.00 Total
FY14-16 100% General Fund
Michigan E-Library services
and support
Scholastic, Inc.
Danbury, CT
NOT TO EXCEED
$ 1,350,000.00 Total
FY14-16 100% General Fund
Michigan E-Library services and
support
DEPARTMENT OF HUMAN SERVICES
1)
Correctional Healthcare
Companies, Inc.
Greenwood Village, CO
570,180.00 Total
FY14 100% General Fund
One-year contract for
Healthcare for Maxey Boys
Training School, Whitmore
Lake, MI
August 20,2013, No. 14
3.
DEPARTMENT OF NATURAL RESOURCES
1)
J. F. Griffin Publishing,
LLC
Williamstown, MA
NOT TO EXCEED
296,243.55 Total
FY13-16 100% Restricted Funds
Game and
Fish Fund
Contract for Publishing the
DNR Fishing Guide
2)
Quanta, Inc.
Brighton, MI
NOT TO EXCEED
$ 1,002,177.00 Total
FY14-16 100% Restricted Fund
Game and Fish, Snowmobile Trail
Improvement, and Off Road Vehicle
Trail Improvement Funds
License Stock, Ribbons and
Receipt Paper
3)
National Archery in the
Schools Program, Inc.
Waldo, WI
300,000.00 Total
FY14-16 50% Federal Fund
50% Restricted Fund
Gift Account
Contract for Archery Equipment
and accessories
4.
DEPARTMENT OF TREASURY
1)
Comerica Bank
Dallas, TX
NOT TO EXCEED
$ 2,433,475.00 Total
FY14-19 100% Restricted Fund
Financial Institutions
Services Fund
Originating Depository
Financial Institution (ODFI)
Services
2
August 20,2013, No. 15
SECTION II - AGENCY SUBMITTED - CONTRACT CHANGES
5.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
1)
HP Enterprise Services, LLC
Lansing, MI
$ 4,497,281.11 Amendment
$ 40,106,047.31 New Total
FY13 - 15 60% General Fund
40% Restricted Fund
Driver Fees and
Personal ID Card Fees
071B8200173 Additional funds
for a 3-year extension and to
add 3, one-year options to the
contract for the Business
Application Modernization (BAN)
System for the Department of
State
SECTION III - AGENCY SUBMITTED - NEW GRANTS
6.
DEPARTMENT OF COMMUNITY HEALTH
1)
$ 1,369,506.00 Total
Altarum Institute
Ann Arbor, MI
FY14 90% Federal Fund
10% General Fund
One-year grant agreement to
provide funding for Michigan's
Center for Effective IT
Adoption (M-CEITA)
2)
3)
Arab Community Center
For Economic & Social
Services
Detroit, MI
622,924.00 Total
FY14 84.94% Federal Fund
4.01% General Fund
11.05% Local Fund
One-year grant agreement to
provide funding for various
community health projects
$ 9,500,000.00 Total
Care Resources
Grand Rapids, MI
FY14 66.32% Federal Fund
33.68% General Fund
One-year grant agreement to
provide funding for a Program
of All-inclusive Care for the
Elderly (PACE)
3
August 20,2013, No. 16
6.
DEPARTMENT OF COMMUNITY HEALTH continued
4)
Center for Information
Management
Ann Arbor, MI
450,000.00 Total
FY14 85% Federal Fund
15% General Fund
One-year grant agreement to
provide funding to access the
MI Choice Information System
Database and reports
5)
Center for Senior
Independence
Detroit, MI
$ 12,500,000.00 Total
FY14 66.32% Federal Fund
33.68% General Fund
One-year grant agreement to
provide funding for a Program
of All-inclusive Care for the
Elderly (PACE)
6)
Comprehensive Sr. Care Corp. $ 8,750,000.00 Total
DBA Centracare
FY14 66.32% Federal Fund
Battle Creek, MI
33.68% General Fund
One-year grant agreement to
provide funding for a Program
of All-inclusive Care for the
Elderly (PACE)
7)
County of Genesee
Prosecutor's Office
Flint, MI
315,900.00 Total
FY14 100% Restricted Fund
Crime Victim Rights
One-year grant to provide
funding for the implementation
of services to crime victims
8)
County of Wayne
Prosecutor's Office
Flint, MI
750,000.00 Total
FY14 100% Restricted fund
Crime Victim Rights
One-year grant to provide
funding for the implementation
of services to crime victims
4
August 20,2013, No. 17
6.
DEPARTMENT OF COMMUNITY HEALTH continued
9)
Detroit Wayne County
Health Authority
Detroit, MI
750,000.00 Total
FY14 33% Federal Fund
67% Local Fund
One-year grant agreement to
provide funding for nurse
family partnership home
visiting services in Detroit
10)
Grand Valley State
University
Allendale, MI
287,817.00 Total
FY14 100% Federal Fund
One-year grant agreement to
provide funding to test IPCP
Model to improve obesity
11)
Henry Ford Health System
Detroit, MI
412,524.00 Total
FY14 83.48% Federal Fund
8.33% Restricted Fund
8.19% Local Fund
One-year grant agreement to
provide funding for various
community health projects
12)
Inter-Tribal Council
of Michigan
Sault Ste. Marie, MI
549,991.00 Total
FY14 30.13% Federal Fund
65.32% General Fund
4.55% Private Fund
One-year grant agreement to
provide funding for various
community health projects
13) LifeCircles
Muskegon, MI
$ 9,500,000.00 Total
FY14 33.68% General Fund
66.32% Federal Fund
One-year grant agreement to
provide funding for a Program
of All-inclusive Care for the
Elderly (PACE)
5
August 20,2013, No. 18
6.
DEPARTMENT OF COMMUNITY HEALTH continued
14)
Michigan Center for
Rural Health
East Lansing, MI
$ 1,627,179.00 Total
FY14 66.8% Federal Fund
31.1% General Fund
2.1% Local Fund
One-year grant agreement to
provide funding for
administration of the rural
hospital flexibility program
15)
Michigan Disability
Rights Coalition
East Lansing, MI
370,000.00 Total
FY14 100% Federal Fund
One-year grant agreement to
provide funding and support for
the inclusion of consumers and
family members in consumer task
forces
16)
Michigan Health Council
Okemos, MI
371,062.00 Total
FY14 82% Restricted Fund
Health
Professional License Fees
18% Federal Fund
One-year grant agreement to
provide funding to maintain the
MI Center for Nursing
17)
Michigan Primary
Care Association
Lansing, MI
$ 1,028,540.00 Total
FY14 75.84% Federal Fund
5.43% Restricted Fund
See Bid Tab for Various State
Restricted Funds
18.73% General Fund
One-year grant agreement to
provide funding for various
Community Health Projects
6
August 20, 2013, No. 19
6.
DEPARTMENT OF COMMUNITY HEALTH continued
18) Michigan Public Health
Institute
Okemos, MI
$ 55,526,960.00 Total
FY14 88.7% Federal Fund
7.61% General Fund
3.10% Restricted Fund
See Bid Tab for Various State
Restricted Funds
.38% Private Fund
.21% Local Fund
One-year grant agreement to
provide funding for various
community health projects
19)
Michigan State University
East Lansing, MI
$ 6,977,790.00 Total
FY14 71.31% Federal Fund
2.51% General Fund
2.40% Restricted Fund
See Bid Tab for Various State
Restricted Funds
2.45% Private Fund
21.33% Local Fund
One-year grant agreement to
provide funding for various
community health projects
20)
MIHIN Shared Services
East Lansing, MI
$ 3,729,620.00 Total
FY14 90% Federal Fund
10% General Fund
One-year grant agreement to
provide funding for the
implementation and operations
of the "State Designated
Entity"
668,920.00 Total
FY14 70.1% Federal Fund
29.9% Restricted Fund
21) Neighborhood Services
Organization
Detroit, MI
Compulsive Gambling Prevention Fund
One-year grant agreement to
provide funding for various
community health projects
7
August
6.
20,2013, No. 20
DEPARTMENT OF COMMUNITY HEALTH continued
22)
PACE of Southwest Michigan
St. Joseph, MI
$ 3,500,000.00 Total
FY14 66.32% Federal Fund
33.68% General Fund
One-year grant agreement to
provide funding for a Program
of All-inclusive Care for the
Elderly (PACE)
23)
Planned Parenthood of
Mid and South MI
Ann Arbor, MI
$ 12,827,935.00 Total
FY14 75% Local Fund
25% Federal Fund
One-year grant agreement to
provide funding to enable
clients to determine the number
and spacing of their children;
averting potential death and
disease; unwanted pregnancies
24)
Planned Parenthood of
West and Northern MI
Grand Rapids, MI
$ 2,194,081.00 Total
FY14 61.89% Local Fund
38.11% Federal Fund
One-year grant agreement to
provide funding to enable
clients to determine the number
and spacing of their children;
averting potential death and
disease; unwanted pregnancies
25)
Prosecuting Attorney's
Association of Michigan
Lansing, MI
668,176.00 Total
FY14 100% Restricted Fund
Crime Victim Rights Fund
One-year grant to provide
funding for the implementation
of crime victim rights services
8
August 20,2013, No. 21
6.
DEPARTMENT OF COMMUNITY HEALTH continued
26)
Regents of the University
of Michigan
Ann Arbor, MI
$ 7,745,518.00 Total
FY14 64.51% Federal Fund
3.06% General Fund
7.44% Restricted Fund
Newborn Screening Fees
0.71% Private Fund
24.28% Local Fund
One-year grant agreement to
provide funding for various
community health projects
27)
Sacred Heart Rehabilitation
Center, Inc.
Memphis, MI
340,453.00 Total
FY14 100% Federal Fund
One-year grant agreement to
provide funding for rental
housing to selected non-profits
for persons living with
HIV/AIDS
28)
Saginaw Intermediate
School District
Saginaw, MI
366,750.00 Total
FY14 100% Federal Fund
One-year grant agreement to
provide funding for the
Michigan Project Launch child
wellness activities
29) Salvation Army Harbor Light
Detroit, MI
9
$ 3,977,316.00
Total
FY13 67.340% Federal Fund
17.934% General Fund
12.158% Fees
2.568 % Other
One-year grant agreement to
provide funding to prevent and
reduce the incidence of drug
and alcohol abuse and
dependency in Southeast
Michigan
August 20,2013, No. 22
6.
DEPARTMENT OF COMMUNITY HEALTH continued
30) Southeastern Michigan
$ 10,449,859.00 Total
Health Association (SEMHA) FY14 76.36% Federal Fund
Detroit, MI
6.89% General Fund
11.52% Restricted Fund
See Bid Tab for Various State
Restricted Funds
5.23% Private Fund
One-year grant agreement to
provide funding for various
community health projects
31)
VHS Children's Hospital
of Michigan
Detroit, MI
$ 2,250,670.00 Total
FY14 6.23% Federal Fund
8.66% General Fund
85.11% Restricted Fund
Newborn Screening Fees
One-year grant agreement to
provide funding for various
community health projects
32)
Various Vendors
(Listing on file)
$ 3,921,100.00 Total
FY14 100% Federal Fund
One-year grant agreement to
provide funding for nursing
facility transition services
33)
Various Vendors
(Listing on file)
$ 51,835,033.00 Total
FY14 Various Funds
See Bid Tab for list of funds
One-year grant agreement to
provide funding for the
substance abuse coordinating
agencies to administer and
purchase substance abuse
treatment and prevention
services
10
August 20,2013, No. 23
6.
DEPARTMENT OF COMMUNITY HEALTH continued
34)
Various Vendors
(Listing on file)
546,150.00 Total
FY14 100% Various Funds
See Bid Tab for list of funds
One-year grant agreement to
provide funding for the
substance abuse coordinating
agencies to administer
substance abuse prevention
services
35)
Various Vendors
(Listing on file)
$117,130,387.00 Total
FY14 59.00% Federal Fund
39.22% General Fund
1.78% Restricted Fund
See Bid Tab for Restricted
Funding
One-year grant agreement to
provide funding for
facilitating health service
delivery to Michigan citizens
36)
Various Vendors
(Listing on file)
$ 3,963,525.00 Total
FY14 100% Federal
One-year grant agreement to
provide funding for shelter
plus care permanent housing
and supportive services to
persons who are homeless and
have a disability
37)
Wayne State University
Detroit, MI
$ 3,471,934.00 Total
FY14 81.43% Federal Fund
7.35% General Fund
8.17% Restricted Fund
See Bid Tab for Various State
Restricted Funds
3.05% Local Fund
One-year grant agreement to
provide funding for various
community health projects
11
August 20,2013, No. 24
7.
DEPARTMENT OF HUMAN SERVICES
1)
Prosecuting Attorney's
Association of MI (PAAM)
Lansing, MI
914,160.00 Total
FY14-16 100% Federal Fund
This agreement is part of a
federal competitive
discretionary grant funded by
the Grants to Encourage Arrest
Policies and the STOP Violence
Against Women formula grants
38)
Various FR14 Series
(Listing on file)
$ 19,396,203.00 Total
FY14-16 100% Federal Fund
The Family Reunification
program assists the State in
meeting federal Child and
Family Services Review
requirements
39)
Consumer's Energy
Jackson, MI
$ 10,000,000.00 Total
FY13 100% Federal
This is an arrearage program
to p ublic utilities to provide
heat and electric assistance
to low-income individuals and
families and who have
arrearage and/or shut off
notices on their energy bills.
DHS will pay 50% to 75% of the
arrearage up to a maximum
total of $2,000 per client.
The utility company will
absorb the remaining arrearage
costs
12
August 20,2013, No. 25
7.
DEPARTMENT OF HUMAN SERVICES continued
4)
8.
SEMCO Energy, Inc.
Port Huron, MI
500,000.00 Total
FY13 100% Federal
This is an arrearage program
to public utilities to provide
heat and electric assistance
to low-income individuals and
families and who have
arrearage and/or shut off
notices on their energy bills.
DHS will pay 50% to 75% of the
arrearage up to a maximum
total of $2,000 per client.
The utility company will
absorb the remaining arrearage
costs
DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS
1)
Yale University
New Haven, CT
468,911.00 Total
FY13-16 100% Federal Fund
To assist in the enhancement of
the Michigan Workforce
Background Check system and
implement processes that
increase the efficiency of the
program and reduce costs to
consumers
2)
MSU
East Lansing, MI
527,941.00 Total
FY13-16 100% Federal Fund
To assist in the enhancement of
the Michigan Workforce
Background Check System and
implement processes that
increase the efficiency of the
program and reduce costs to
consumers
13
August 20,2013, No. 26
SECTION IV - AGENCY SUBMITTED - GRANT CHANGES
9.
DEPARTMENT OF ENVIRONMENTAL QUALITY
1)
10.
United States Environmental $
397,762.00 Amendment
Protection Agency
$ 2,897,762.00 New Total
Chicago, IL
FY13 100% Restricted Fund
Strategic Water Quality
Initiative (CMI)
Additional funds and time for
Long-term Remedial Actions at
the Ott/ Story/Cordova Chemical
Company Superfund site in
Muskegon County to cover
additional costs
DEPARTMENT OF HUMAN SERVICES
1)
Michigan Disability
Rights Coalition
Lansing, MI
418,678.00 Amendment
604,192.00 New Total
FY13 - 14 100% General Fund
Additional funding has become
available for the Michigan
Assistive Technology project
grant and is now being added
to the agreement to provide
more assistive technology
devices and services for
individuals with disabilities
in Michigan
2)
SIREN/Eaton Shelter, Inc.
Charlotte, MI
61,620.00 Amendment
461,620.00 New Total
FY14 50% Federal Fund
50% General Fund
The Michigan Domestic Violence
Sexual Assault Prevention and
Treatment Board has received
additional funding for
emergency shelter services for
victims of domestic violence
and their children, from the
office of Campaign to End
Homelessness
14
August 20, 2013, No. 27
10.
DEPARTMENT OF HUMAN SERVICES continued
3)
Adoption Option
Midland, MI
143,420.00 Amendment
279,959.58 New Total
FY13 - 14 100% General Fund
Additional funding for a oneyear extension of the grant
for the Foster Care Supportive
visitation/In-Home Parent
Education Program (FCSV)
SECTION V - DTMB SUBMITTED - NEW CONTRACTS
11.
DEPARTMENT OF HUMAN SERVICES
1)
Forensic Fluids
Kalamazoo, MI
$ 3,990,000.00
(3 years)
FY13 - 16 100% Federal Fund
07113200007 Drug Testing
Services
12.
DEPARTMENT OF TRANSPORTATION
1)
Morbark, Inc.
Winn, MI
500,000.00
(3 years)
F113 - 16 100% Restricted Fund
State Trunkline Fund
07113200067 Brush Chippers &
Forestry Equipment
Bandit Industries
Remus, MI
500,000.00
(3 years)
FY13 - 16 100% Restricted Fund
State Trunkline Fund
07113200067 Brush Chippers &
Forestry Equipment
SECTION VI - DTMB SUBMITTED - CONTRACT CHANGES
13.
DEPARTMENT OF NATURAL RESOURCES
1)
Superior Forestry Service,
Inc.
Tilly, AR
15
700,000.00 Amendment
S
$ 2,189,250.00 New Total
FY13 - 14 100% Restricted Fund
Forest Development Fund
07131300226 Additional funds
for the contract for Lifting
and Planting Labor Services for
Reforestation
August 20,2013, No. 28
14.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND KIDGET
1)
Asbestos Abatement, Inc.
Lansing, MI
851,244.32 Amendment
$ 1,701,844.30 New Total
FY13 100% Various Funds
See bid tab for list of funds
071B9200065 Additional funds
for higher use than expected
and to add funding for State
Police for Asbestos Abatement
2)
Blue Cross Blue Shield of
Michigan
Detroit, MI
$594,000,000.00 Amendment
$3,155,151,000.00 New Total
FY14-15 100% Restricted Fund
MPSEPS Pension Fund
07180200075 Additional funds
for a one-year option to the
contract for the Michigan
Public School Employees
Retirement System - Master Care
Plan for the Office of
Retirement Services
3)
Blue Cross Blue Shield of
Michigan
Detroit, MI
$655,000,000.00 Amendment
$3,942,000,000.00 New Total
FY14-15 100% Restricted Fund
State-sponsored Group Insurance Fund
07183001060 Additional funds
for a one-year option to the
contract for State Employees &
Retirees Health Plan (PPO) for
the Civil Service Commission
4)
John Deere & Company
Cary, NC
700,000.00 Amendment
$ 2,491,220.23 New Total
FY14 100% Various Funds
See bid tab for list of funds
071B0200317 Additional funding
to exercise a one-year option
to the contract for
Agricultural, Grounds and
Roadside Equipment-Statewide
16
August 20,2013, No. 29
14.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET continued
5)
Jones Lang LaSalle
Detroit, MI
175,000.00 Amendment
$ 2,697,071.88 New Total
F113-14 100% Restricted Fund
Restricted Building Occupancy
071B2200087 Additional funding
to the contract for Building
Management Services at Cadillac
Place
6)
Tandus Floorings
Dalton, GA
$ 6,000,000.00 Amendment
S 12,000,000.00 New Total
FY13-14 100% Various Funds
Varies by Agency
07189200174 Additional funding
for the contract for Carpet
Tiles and Related ServicesStatewide
7;
W.W. Grainger
Lansing, MI
551,425.75 Amendment
$ 5,051,425.75 New Total
FY13 100% Restricted Fund
Lump Sum Special Maintenance
Fund - Project Allocations
071B1300329 Additional funding
for the contract for Energy
Saving Lights
17
August 20, 2013, No. 30
14.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET continued
Various RE:START Vendors
Amendment(s) to existing
contract(s) for Short-term
Staff Augmentation for
Information Technology for
various departments
8)
A. J. Boggs & Company
(William Maas)
East Lansing, MI
NOT TO EXCEED
188,480.00 Amendment
376,960.00 New Total
FY13 100% Federal Fund
071B2200226 Additional funding
to exercise the first option
year for the continuation of
services of a Program Manager
to provide the Department of
Education with continued
transition support of the
current Michigan Electronic
Grants Management System
(MEGS/MEGS+) and Cash
Management System (CMS)
9)
Advantage Tek
Brighton, MI
NOT TO EXCEED
176,576.00 Amendment
353,152.00 New Total
FY13 100% General Fund
07152200294 Additional funds
for a one-year option for a
Project Manager to provide the
Department of State with
continued support of the
Business Application
Modernization (BAM) project
18
August 20,2013, No. 31
14.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET continued
10)
Amberian
(Suresh Perugupalli)
Granger, IN
NOT TO EXCEED
160,704.00 Amendment
482,112.00 New Total
FY13 100% Restricted Fund
Teacher Certification Fees
07131300337 Additional funding
to exercise the second option
year for the continuation of
services of a Senior Programmer
Analyst to provide the
Department of Education with
continued support of the
Michigan Online Educator
Certification System (MOECS)
11)
Gnosis Technologies
(Jim Alger)
Dewitt, MI
NOT TO EXCEED
186,496.00 Amendment
559,488.00 New Total
FY14 100% Federal Funds
07131300378 Additional funding
to exercise the second option
year for the continuation of
services of a Program Manager
to provide the Department of
Education with continued
support of Bureau of Assessment
and Accountability (BAA)
assessment activities,
replacement of the Secure Site
Application, and other MDE
projects as needed
19
August 20,2013, No. 32
14.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET continued
12)
Resource Point, LLC
(Philip Vella)
Troy, MI
NOT TO EXCEED
164,672.00 Amendment
329,344.00 New Total
FY13 100% Federal Fund
07182200291 Additional funding
to exercise the first option
year for the continuation of
services of a Senior Programmer
to provide the Department of
State with continued support of
ongoing modifications,
enhancements, and testing of
existing systems applications
in the MDOS Legal Presence and
Identity Document Imaging
project
13)
Rose International
(Tim Triscari)
Chesterfield, MO
NOT TO EXCEED
141,950.00 Amendment
267,495.00 New Total
FY13 100% Federal Fund
071B2200276 Additional funding
to exercise the first option
year for the continuation of
services of a Project Manager
to provide the Department of
State with continued support of
Enhanced Driver License
enhancement Service Request
utilizing a Department of
Homeland Security REAL ID Grant
for the purposes of Driver's
License Security
SECTION VII - RELEASE OF FUNDS TO WORK ORDER
SECTION VIII - REVISION TO WORK ORDER
20
August 20,2013, No. 33
SECTION IX - CLAIMS - PERSONAL PROPERTY LOSS
15.
DEPARTMENT OF CORRECTIONS
Employee Claim
1)
Paul Stabnick
$100.00
The claimant (13-SAB-071) requests $100.00 reimbursement for
his insurance deductible for damages caused to his vehicle
while driving it for State of Michigan business. The
Committee recommends approval of this claim.
Prisoner Claims
2)
Keshuna Abcumby #462754
$642.48
The claimant (13-SAB/DOC-276) requests $642.48 reimbursement
for miscellaneous items lost while under control of the
department. The Committee recommends approval of $556.67 for
this claim.
3)
Anthony Apap #564578
$349.84
The claimant (13-SAB/DOC-433) requests $349.84 reimbursement
for his MP3 player and downloaded music damage by staff
during a cell shakedown. The Committee recommends approval of
$86.12 for this claim.
4)
Anthony Arrington #251318
$601.43
The claimant (13-SAB/DOC-404) requests $601.43 reimbursement
for his eyeglasses, shower shoes, headphones, TV, and soap
for items damaged while under control of the department. The
Committee recommends denial of this claim.
5)
Joseph Ashbaugh #207618
$ 25.01
The claimant (13-SAB/DOC-466) requests $25.01 reimbursement
for food taken by staff in a mock pack-up. The Committee
recommends denial of this claim.
21
August 20, 2013, No. 34
15.
DEPARTMENT OF CORRECTIONS continued
6)
Richard Ayers #514527
$251.48
The claimant (13-SAB/DOC-442) requests $251.48 reimbursement
for his guitar, amp, tower, case, strap, cords, and pictures
lost during transfer from one facility to another. The
Committee recommends approval of $130.41 for this claim.
7)
Darnell Brantley #608742
$160.06
The claimant (13-SAB/DOC-473) requests $160.00 reimbursement
for his TV damaged during transfer from one facility to
another. The Committee recommends approval of $87.35 for this
claim.
8)
Keith Cummings #423843
unspecified
The claimant (13-SAB/DOC-486) requests an unspecified amount
for his fan, extension cord, and medical book lost while
under control of the department. The Committee recommends
approval of $31.66 for this claim.
9)
Labaron Davis #159262
$159.00
The claimant (13-SAB/DOC-416) requests $159.00 reimbursement
for his TV damaged by staff. The Committee recommends
approval of $81.41 for this claim.
10)
Johnathan Hall #185605
$ 33.09
The claimant (13-5AB/DOC-517) requests $33.09 reimbursement
for his cassette player lost during transfer from one
facility to another. The Committee recommends approval of
$3.31 for this claim.
11)
Leroy Hooper #487213
$404.36
The claimant (13-SAB/DOC-436) requests $404.36 reimbursement
for numerous items stolen while under control of the
department. The Committee recommends approval of $264.02 for
this claim.
22
August 20,2013, No.35
15.
DEPARTMENT OF CORRECTIONS continued
12)
Antonio Hudson #213154
$ 94.61
The claimant (13-SAB/DOC-472) requests $94.61 reimbursement
for his footlockers damaged during transfer from one facility
to another. The Committee recommends approval of $27.29 for
this claim.
13)
Julius Jackson #592684
$900.00
The claimant (13-SAB/DOC-431) requests $900.00 reimbursement
for his cash and cell phone confiscated by Kent County
Sheriff Department. The Committee recommends denial of this
claim.
14)
John Jensen #243790
$142.50
The claimant (13-SAB/DOC-511) requests $142.50 reimbursement
for his TV damaged while under control of the department. The
Committee recommends approval of $72.96 for this claim.
15)
Terrence Klemmer #327005
The
for
the
for
16)
$300.00
claimant (13-SAB/DOC-484) requests $300.00 reimbursement
his fan, TV, and MP3 player lost while under control of
department. The Committee recommends approval of $178.16
this claim.
Remand° Lewis #256207
$ 63.95
The claimant (13-SAB/DOC-507) requests $63.95 reimbursement
for his watch lost while under control of the department. The
Committee recommends approval of $61.95 for this claim.
17)
Kelvin Magett #238986
$291.98
The claimant (13-SAB/DOC-510) requests $291.98 reimbursement
for his shoes, TV, jogging suit, TV, and coat lost during
transfer from one facility to another. The Committee
recommends approval of $126.98 for this claim.
23
August 20,2013, No. 36
15.
DEPARTMENT OF CORRECTIONS continued
18)
Antonio Mendoza #295551
$ 19.87
The claimant (13-SAB/DOC-491) requests $19.87 reimbursement
for his fan lost while under control of the department. The
Committee recommends approval of $16.47 for this claim.
19)
David Middleton #160721
$210.00
The claimant (13-SAB/DOC-438) requests $210.00 reimbursement
for his TV and Playboy magazine confiscated by staff. The
Committee recommends denial of this claim.
20)
$ 48.66
Todd Miller #192360
The claimant (13-SAB/DOC-508) requests $48.66 reimbursement
for his typewriter damaged while under control of the
department. The Committee recommends approval of this claim.
21)
Steve Montgomery #207838
$500.00
The claimant (13-SAB/DOC-475) requests $500.00 reimbursement
for his shoes, books and cassette tapes disposed of by staff.
The Committee recommends approval of this claim.
22)
$ 8.00
Arthur Moore #243219
The claimant (13-SAB/DOC-533) requests $8.00 reimbursement
for 5 photographs lost while under control of the department.
The Committee recommends approval of this claim.
23)
$165.00
Robert Reaster #583868
The claimant (13-SAB/DOC-479) requests $165.00 reimbursement
for his photocopies, mailings, typing, time efforts,
energies, and phone calls. The Committee recommends denial of
this claim.
24)
James Schenvisky #155610
$ 60.00
The claimant (13-sAB/Doc-464) requests $60.00 reimbursement
for his baseball glove and cleats confiscated by staff. The
Committee recommends denial of for this claim.
24
August 20, 2013, No. 37
15.
DEPARTMENT OF CORRECTIONS continued
25)
James Schenvisky #155610
$150.00
The claimant (13-SAB/DOC-465) requests $150.00 reimbursement
for his typewriter damaged during transfer from one facility
to another. The Committee recommends approval of $15.00 for
this claim.
26)
Randy Smith #211994
$168.00
The claimant (13-SAB/DOC-419) requests $168.00 reimbursement
for his TV lost during transfer from one facility to another.
The Committee recommends approval of $68.82 for this claim.
27)
Anthony Southwell #683216
$163.90
The claimant (13-SAB/DOC-441) requests $163.90 reimbursement
for his TV damaged by staff. The Committee recommends
approval of $83.92 for this claim.
28)
Vincent Ward #250938
$250.00
The claimant (13-SAB/DOC-469) requests $250.00 reimbursement
for his typewriter damaged during a cell shakedown by staff.
The Committee recommends approval of $20.00 this claim.
29)
Deontae Whitsell #518050
$ 27.75
The claimant (13-SAB/DOC-502) requests $27.75 reimbursement
for his headphones damaged by staff during a shakedown by
staff. The Committee recommends approval of $23.20 for this
claim.
30)
Jeffrey Woodruff #495254
$155.60
The claimant (13-SAB/DOC-434) requests $155.60 reimbursement
for his TV and headphones stolen while under control of the
department. The Committee recommends denial of this claim.
31)
Marc Worden #189767
S 40.37
The claimant (13-SAB/DOC-503) requests $40.37 reimbursement
for his hobby craft item that was to be sent to family but
they never received. The Committee recommends denial of this
claim.
25
August 20,2013, No. 38
16.
DEPARTMENT OF STATE
Citizen Claims
1)
$234.99
Allen Brown
The claimant (13-SAB-050) requests $234.99 reimbursement for
towing and impound charges due to a Secretary of State error.
The Committee recommends approval of this claim.
2)
$ 78.00
Kinette Bayless
The claimant (13-SAB-030) requests $78.00 reimbursement for
replacement of her MC numbers for her watercraft due to a
Secretary of State error. The Committee recommends approval
of this claim.
3)
$175.00
Charles Murray
The claimant (13-SAB-049) requests $175.00 reimbursement for
towing and impound charges due to a Secretary of State error.
The Committee recommends approval of this claim.
17.
DEPARTMENT OF TRANSPORTATION
Citizen Claim
1)
Seetech Systems, Inc.
$500.00
The claimant (13-SAB-069) requests $500.00 reimbursement for
damage to their vehicle after being hit by a State employee
driving on State business. The Committee recommends approval
of this claim.
SECTION X - CLAIMS - PERSONAL INJURY LOSS
SECTION XI - SPECIAL ITEMS
18.
DEPARTMENT OF NATURAL RESOURCES
1)
Request for approval for disposition of lost, unclaimed, or
Abandoned Personal Property of no intrinsic or commercial
value - Wayne County and Holland State Park
26
August 20,2013, No.39
19.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
1)
Requests approval of the following Administrative Guides:
1.
2.
3.
4.
5.
6.
0620.01 Obtaining State Administrative Board Approval
0620.02 New Procedural Resolutions and Amended
Resolutions
0620.03 Submission of Contracts and Contract
Amendments by DTMB Procurement
0620.04 Submission of Agency New Contracts and
Contract Amendments
0620.05 Submission by Agencies of New Grants and Grant
Amendments
0620.09 Submission of Special Items to the Finance and
Claims Committee
The Director of the Department of Technology, Management and Budget
recommends approval by the State Administrative Board of the items
contained in Sections I, II, III, IV, V, and VI of this agenda.
Approval by the State Administrative Board of these award
recommendations does not require or constitute the award of same. Award
of contracts shall be made at the discretion of the DTMB Director or
designee.
27
August 20, 2013, No. 40
8/13/2013 NOON FINAL
AMENDED SUPPLEMENTAL
AGENDA
STATE ADMINISTRATIVE BOARD
FINANCE AND CLAIMS COMMITTEE
August 20, 2013, 11:00 a.m.
Lake Superior Room
1' Floor, Michigan Library
and Historical Center
August 13, 2013, 11:00 a.m.
Lake Superior Room
1 st Floor, Michigan Library
and Historical Center
This agenda is for general informational purposes only.
At its discretion the Finance and Claims Committee may revise
this agenda and may take up other issues at the meeting.
SECTION I - AGENCY SUBMITTED - NEW CONTRACTS
ls.
DEPARTMENT OF MILITARY AND VETERANS AFFAIRS
1)
Behavioral Care Solutions
Warren, MI
NOT TO EXCEED
500,000.00 Total
FY14 30% General Funds
30% Restricted Funds
Income Assessment
40% Federal Fund
Psychiatric Services at the
Grand Rapids Home for Veterans
( GRHV)
SECTION II - AGENCY SUBMITTED - CONTRACT CHANGES
SECTION III - AGENCY SUBMITTED - NEW GRANTS
SECTION TV - AGENCY SUBMITTED - GRANT CHANGES
SECTION V - DTMB SUBMITTED - NEW CONTRACTS
2s.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
1)
Left blank intentionally
August 20, 2013, No. 41
SECTION VI - DIMS SUBMITTED - CONTRACT CHANGES
3s.
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
1)
$ 10,000,000.00 Amendment
$ 43,100,000.00 New Total
FY14 100% Revolving Funds
Varies by Agency
071B8200193, 071B8200194, and
071B8200195 Additional funds
for one-year extensions of the
Cellular Phone contracts Statewide
Various Contracts
(Listing on file)
SECTION VII - CLAIMS - PERSONAL PROPERTY LOSS
SECTION VIII - CLAIMS - PERSONAL INJURY LOSS
SECTION IX - SPECIAL ITEMS
The Director of the Department of Technology, Management and Budget
recommends approval by the State Administrative Board of the items
contained in Sections I, II, III, IV, V, and VI of this agenda.
Approval by the State Administrative Board of these award
recommendations does not require or constitute the award of same. Award
of contracts shall be made at the discretion of the DTMB Director or
designee.
2
August 20, 2013, No. 42
Ms. Castro presented the Finance and Claims Committee Report for the regular
meeting of August 13, 2013. After review of the foregoing Finance and Claims
Committee Report, Ms. Castro moved that the Report covering the regular
meeting of August 13, 2013, be approved and adopted. The motion was
supported by Mr. Reilly and unanimously approved.
APPROVED
August 20, 2013
Nkchigan State
Administrative Board
August 20, 2013, No. 43
COMMITTEE REPORT TO THE
STATE ADMINISTRATIVE BOARD
The Honorable Rick Snyder, Governor
and
Members of the State Administrative Board
A Regular meeting of the Transportation and Natural Resources
Committee was held at 11:00 a.m. on August 13, 2013. Those present
being:
,/
/
Chairperson: Rose Jarois, representing
Approved
Secretary of State Johnson
Member:
Nat Forstner, representing
Lt. Governor Calley
Approved
Member:
Michael Reilly, representing
Attorney General Schuette
Approved
Others:
Iris Lopez, Department of Attorney General; David Murley,
Governor's Legal Staff; Sherry Bond, Patrick Mullen, Janet Rouse,
Department of Technology, Management and Budget; Bill Rattlers,
Department of Transportation; Melissa Castro, Department of
Treasury; Bruce Ashley, Public Affairs Associates
Ms. Jarois called the meeting to order.
There was no Department of Environmental Quality Agenda presented.
There was no Department of Natural Resources Agenda presented.
The Department of Transportation Agenda was presented.
Following discussion, Mr. Reilly moved that the Transportation Agenda
be recommended to the State Administrative Board for approval.
Supported by Mr. Forstner, the motion was unanimously adopted.
Ms. Jarois adjourned the meeting.
FINAL 8.8.13
AGENDA
August 20, 2013, No. 44
DEPARTMENT OF TRANSPORTATION
TRANSPORTATION and NATURAL RESOURCES COMMITTEE
STATE ADMINISTRATIVE BOARD
T&NR Meeting: August 13, 2013— Lake Superior Room,
1st Floor, Michigan Library and Historical Center, 11:00 AM
State Administrative Board Meeting: August 20, 2013 — Lake Superior Room,
1st Floor, Michigan Library and Historical Center, 11:00 AM
This agenda is for general informational purposes only. At its discretion, the Transportation and
Natural Resources Committee may revise this agenda and may take up other issues at the
meeting.
CONTRACTS
1.
HIGHWAYS - IDS Engineering Services
Contract (2013-0326) between MDOT and NTH Consultants, Ltd. will provide for
services for which the consultant is prequalified to be performed on an as needed/when
needed basis. The contract will be in effect from the date of award through three years.
The maximum contract amount will be $4,000,000, and the maximum amount of any
authorization will be $1,000,000. Authorizations over $500,000 will be submitted to the
State Administrative Board for approval. Source of Funds: Federal, Restricted State, or
local funds, depending on the particular project authorized.
2.
HIGHWAYS - IDS Engineering Services
Contract (2013-0327) between MDOT and Orchard, Hiltz & McCliment, Inc., will
provide for services for which the consultant is prequalified to be performed on an as
needed/when needed basis. The contract will be in effect from the date of award through
three years. The maximum contract amount will be $4,000,000, and the maximum
amount of any authorization will be $1,000,000. Authorizations over $500,000 will be
submitted to the State Administrative Board for approval. Source of Funds: Federal,
Restricted State, or local funds, depending on the particular project authorized.
3.
HIGHWAYS - IDS Engineering Services
Contract (2013-0328) between MDOT and Fishbeck, Thompson, Can & Huber, Inc., will
provide for services for which the consultant is prequalified to be performed on an as
needed/when needed basis. The contract will be in effect from the date of award through
three years. The maximum contract amount will be $4,000,000, and the maximum
amount of any authorization will be $1,000,000. Authorizations over $500,000 will be
submitted to the State Administrative Board for approval. Source of Funds: Federal,
Restricted State, or local funds, depending on the particular project authorized.
* Denotes a non-standard contracUamendment
8/8/2013
Page I
August 20, 2013, No. 45
4.
HIGHWAYS - IDS Engineering Services
Contract (2013-0349) between MDOT and Hennessey Engineers, Inc., will provide for
services for which the consultant is prequalified to be performed on an as needed/when
needed basis. The contract will be in effect from the date of award through three years.
The maximum contract amount will be $4,000,000, and the maximum amount of any
authorization will be $1,000,000. Authorizations over $500,000 will be submitted to the
State Administrative Board for approval. Source of Funds: Federal, Restricted State, or
local funds, depending on the particular project authorized.
5.- 15. HIGHWAYS — (Development Services) - IDS Real Estate Title Services
Contracts between MDOT and the following companies will provide for title searches,
title insurance services, real estate closings, and escrow services for the acquisition of
real estate to be performed on an as needed/when needed basis. The contract will be in
effect from the date of award through three years. The maximum contract amount will be
$100,000, and the maximum amount of any authorization will be $50,000. Source of
Funds: Federal Highway Administration Funds, State Restricted Trunkline Funds, or
local funds, depending on the particular project authorized.
5.
6.
7.
8.
9.
10.
Contract
2013-0356
2013-0357
2013-0358
2013-0359
2013-0360
2013-0361
11.
12.
13.
14.
15.
2013-0362
2013-0363
2013-0364
2013-0365
2013-0366
Company
Cheboygan Title Agency, Inc.
Title Source, Inc.
Eliseco, Inc. dba Devon Title Agency
Transnation Title Agency of Michigan Northern Division, LLC
Transnation Title Agency of Michigan Central Division, LLC
Transnation Title Agency of Michigan Greater Grand Rapids
Division, LLC
Transnation Title Agency of Michigan Lakeshore Division, LLC
Copper Range Abstract & Title Agency, Inc.
Lapeer County Abstract & Title Company
First American Title Insurance Company
Bay Title & Abstract, Inc.
* Denotes a non-standard contract/amendment
8/812013
Page 2
August 20, 2013, No. 46
16.- 28.HIGHWAYS (Development Services) - IDS Real Estate Services
Contracts between MDOT and the following companies will provide for all aspects of
technical, appraisal, acquisition, and property management services for the Development
Services Division to be performed on an as needed/when needed basis. The contract will
be in effect from the date of award through three years. The maximum contract amount
will be 5500,000, and the maximum amount of any authorization will be $90,000. Source
of Funds . Federal Highway Administration Funds, State Restricted Trunkline Funds, or
local funds, depending on the particular project authorized.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
Contract
2013-0367
2013-0368
2013-0369
2013-0370
2013-0371
2013-0372
2013-0373
2013-0374
2013-0375
2013-0376
2013-0377
2013-0378
2013-0379
Company
Appraisal Associates, Inc.
Bratcher & Associates, Inc.
Cooper Nesbitt Appraisal, Inc.
Davis M. Somers Company, Inc.
Elexco Land Services, Inc.
Fast Track Appraisals, Inc.
Genzink Appraisal Company
Glancy & Haynes, LLC
Maturen & Associates, Inc.
Michigan Appraisal Company, Inc.
Northern Michigan Real Estate Consultants
Northern Michigan Real Estate Services
Fred B. Phlippeau & Associates
HIGHWAYS - IDS Engineering Services
Contract (2013-0389) between MDOT and RS Engineering, LLC, will provide for
services for which the consultant is prequalified to be performed on an as needed/when
needed basis. The contract will be in effect from the date of award through three years.
The maximum contract amount will be $4,000,000, and the maximum amount of any
authorization will be $1,000,000. Authorizations over $500,000 will be submitted to the
State Administrative Board for approval. Source of Funds: Federal, Restricted State, or
local funds, depending on the particular project authorized.
* Denotes a non-standard contract/amendment
3/812013
Page 3
BID LETTING PRE-APPROVALS
August 20, 2013, No. 47
STATE PROJECTS
30.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309003
PROJECT NHG 84917-113325
LOCAL AGRMT.
START DATE - 10 days after award
COMPLETION DATE - AUGUST 30, 2014
PREQUALIFICATION LEVEL
827,000.00
15.54 ml of non-freeway signing upgrades on M-102 from M-39 to 1-94
in the cities of Detroit, Southfield, Oak Park, Ferndale, Hazel
Park, Warren, Eastpointe, and Harper Woods, Wayne, Oakland, and
Macomb Counties.
0.00 % DBE participation required
31.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309033
PROJECT IM 03033-113249, ETC
LOCAL AGENT.
START DATE - APRIL 21, 2014
COMPLETION DATE - OCTOBER 02, 2015
PREQUALIFICATION LEVEL
$ 4,234,000.00
Deep and shallow concrete overlays, pin and hanger replacements,
structural steel repairs, painting, concrete surface coating,
substructure repairs, railing replacements, pier cap replacements,
prestressed concrete I-beam end repair, joint replacement, and
approach work on I-196BL (North Shore Drive) over I-196/U3-31, on I196/US-31 over 32nd Avenue (County Road 378), on M-43 and M-140 over
I-196/US-31 and on Old US-31 over I-196/US-31, Allegan and Van Buren
Counties. This project includes a 2 year bridge painting warranty.
3.00 % DBE participation required
32 .
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309034
PROJECT ST 10012-106168
LOCAL AGRMT.
START DATE - MARCH 03, 2014
COMPLETION DATE - SEPTEMBER 12, 2014
PREQUALIFICATION LEVEL
$ 1,549,000.00
Structure replacement, hot mix asphalt approach, concrete sidewalk,
curb and gutter, guardrail, and pavement markings on M-22 over the
Platte River, Benzie County.
5.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/8n013
Page4
August 20, 2013:No. 48
33.
LETTING OF SEPTEM3ER 06, 2013
PROPOSAL 1309035
PROJECT NH 33032-105903, ETC
LOCAL AGENT.
START DATE - 10 days after award
COMPLETION DATE - OCTOBER 03, 2014
PREQUALIFICATION LEVEL
$ 2,791,000.00
Deep concrete overlay, joint replacement, steel beam repairs, heat
straightening structural steel, pin and hangar replacement,
substructure repairs, thrie beam retrofit, and approach work on nine
bridges located on US-127 from Holt Road to Bellevue Road, Ingham
County.
4.00 % DBE participation required
34.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309036
PROJECT HSIP 50051-111472
LOCAL AGRMT.
START DATE - MAY 01, 2014
COMPLETION DATE - SEPTEMBER 20, 2014
PREQUALIFICATION LEVEL
590,000.00
Installation of HAWK beacons, concrete sidewalk, ADA ramps, and
driveways on M-3 from Quinn Road to Finley Road, from Woodward
Street to Laurel Street, and from Shader Street to Harrington Street
in the city of Mt. Clemens, Macomb County.
3.00 % DBE participation required
35.
LETTING OF SEPTEmBER 06, 2013
PROPOSAL 1309040
PROJECT ST 32022-108925
LOCAL AGRMT.
START DATE - JULY 16, 2014
COMPLETION DATE - JULY 30, 2014
PREQUALIFICATION LEVEL
724,000.00
Bridge removal and replacement with a precast concrete box culvert,
hot mix asphalt cold milling, removal and resurfacing approach,
concrete curb and gutter, guardrail, and pavement marking on M-142
over Phillip Drain, Huron County.
3.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/8/2013
Page5
August20,2013,No 49
36.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309041
PROJECT NH 24011-113442, ETC
LOCAL AGRMT. 12-5634
START DATE - FEBRUARY 17, 2014
COMPLETION DATE - JUNE 20, 2014
PREQUALIFICATION LEVEL
$ 2,371,000.00
0.48 mi of hot mix asphalt cold milling, resurfacing and
reconstruction, median construction, drainage work, traffic signal
work, bridge railing reconstruction, joint replacement, epoxy
overlay, and concrete restoration on US-31 from 05-131 northerly to
Liberty Street in the city of Petoskey, Emmet County. This project
includes a 3 year materials and workmanship pavement warranty.
4.00 % DBE participation required
37.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309042
PROJECT NH 82111-118748
LOCAL AGRMT.
START DATE - MARCH 01, 2014
COMPLETION DATE - JUNE 13, 2014
PREQUALIFICATION LEVEL
1,990,000.00
2.26 mi of concrete pavement restoration, intermittent shoulder
replacement, and gutter repairs on M-10 from 1-75 northerly to 1-94
in the city of Detroit, Wayne County.
7.00 % DBE participation required
38.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309043
PROJECT NH 17033-110623
LOCAL AGRMT.
START DATE - 10 days after award
COMPLETION DATE - JUNE 12, 2015
PREQUALIFICATION LEVEL
$ 1,476,000.00
Replacement of corrugated metal pipe culvert with a steel plate arch
pipe culvert, hot mix asphalt paving, guardrail, detour route, and
pavement markings on 1-75 at the Tributary of the Pine River north
of the Mackinac/Chippewa county line, Chippewa County. This project
includes a 2 year pavement performance warranty.
3.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/8/2013
Page 6
August 20, 2013, No. 50
39.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309044
PROJECT ST 75011-110703
LOCAL AGENT.
START DATE - 10 days after award
COMPLETION DATE - AUGUST 28, 2014
PREQUALIFICATION LEVEL
$ 1,142,000.00
Culvert replacement, hot mix asphalt paving, concrete spillway, curb
and gutter, guardrail, and Pavement marking on M-149 over Dufour
Creek, Schoolcraft County.
4.00 % DBE participation required
40.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309045
PROJECT IM 49025-113188
LOCAL AGENT.
START DATE - 10 days after award
COMPLETION DATE - AUGUST 02, 2014
PREQUALIFICATION LEVEL
781,000.00
Deep concrete overlay, joint replacement, substructure repair,
partial painting, hot mix asphalt approach, concrete curb and
gutter, guardrail, and pavement marking on I-75 Southbound over the
Pine River, Mackinac County.
0.00 % DBE participation required
41.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309046
PROJECT IM 82122-118881
LOCAL AGENT.
START DATE - 10 days after award
COMPLETION DATE - DECEMBER 20, 2013
PREQUALIFICATION LEVEL
521,000.00
Replacement of pier 1, substructure patching, joint replacement, and
slope protection repairs on Glendale Avenue over I-96 in the city of
Detroit, Wayne County.
5.00 % DBE participation required
* Denotes a non-standard contract/amendment
8M/200
Page7
August 20, 2013, No. 51
LOCAL PROJECTS
42.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309001
PROJECT STE 33065-115191
LOCAL AGRMT. 13-5434
START DATE - 10 days after award
COMPLETION DATE - SEPTEMBER 01, 2014
PREQUALIFICATION LEVEL
$ 2,874,000.00
3.40 ml of hot mix asphalt non-motorized path, grading, aggregate
base, timber walls and boardwalk, prefabricated steel bridges,
concrete curb, gutter, sidewalk and ramps, signing, and pavement
marking on the North Connector Trail from Willoughby Road north to
Jolly Road, Ingham County.
5.00 % DBE participation required
43.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309002
PROJECT BHT 80017-115782, ETC
LOCAL AGRMT. 13-5414
START DATE - 10 days after award
COMPLETION DATE - APRIL 30, 2014
PREQUALIFICATION LEVEL
$ 2,005,000.00
Replacing and rehabilitating bridge hydraulic machinery and beam
p
plate seal perimeter, replacement of bascule s an open grid deck and
stringers, concrete deck overlay, slope and scour repairs, and
electrical work on Dyckman Avenue over the Black River in the city
of South Haven, Van Buren County.
0.00 % DBE participation required
44.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309004
PROJECT STL 03555-110345
LOCAL AGENT. 13-5392
START DATE - 10 days after award
COMPLETION DATE - AUGUST 02, 2014
PREQUALIFICATION LEVEL
$ 1,866,000.00
p
2.98 ml of hot mix as halt paving, clearing, embankment, earth
excavation, peat excavation, subbase, aggregate base, shoulders,
culverts, slope restoration, and pavement marking on 38th Street
from 128th Avenue to 134th Avenue, Allegan County.
5.00 % DBE participation required
Denotes a non-standard contract/amendment
818,2013
Page 8
August 20, 2013, No 52
45.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309005
PROJECT CMG 50458-116678-2
LOCAL AGRMT. 12-5524
START DATE - 10 days after award
COMPLETION DATE - SEPTEMBER 01, 2014
PREQUALIFICATION LEVEL
$ 1,039,000.00
Installation of upgraded backhaul radio communications at 22
locations in the cities of Sterling Heights, Warren, Roseville, St.
Clair Shores, and Mount Clemens, Macomb County.
0.00 % DBE participation required
46.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309006
PROJECT STH 63609-117452
LOCAL AGRMT. 13-5410
START DATE - MAY 05, 2014
COMPLETION DATE - MAY 01, 2015
PREQUALIFICATION LEVEL
813,000.00
Widening of paved shoulders including hot mix asphalt surfacing,
shoulder and centerline rumble strip, and installation of guardrail
on Joslyn Road from Waldon Road to Clarkston Road, Oakland County.
5.00 % DBE participation required
47.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309009
PROJECT STUL 61407-120546
LOCAL AGENT. 13-5425
START DATE - APRIL 01, 2014
COMPLETION DATE - JULY 31, 2014
PREQUALIFICATION LEVEL
$ 1,291,000.00
0.53 mi of concrete pavement, aggregate base, sidewalk ramps,
watermain, and pavement markings on Laketon Avenue from Park Street
to Peck Street in the city of Muskegon, Muskegon County.
4.00 % DBE participation required
• Denotes
8/8/2013
a non-standard contract/amendment
Page 9
August20,2013,No.53
48.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309010
PROJECT NH 50458-120673
LOCAL AGRMT. 13-5406
START DATE - 10 days after award
COMPLETION DATE - JULY 03, 2014
PREQUALIFICATION LEVEL
$ 1,144,000.00
1.40 ml of concrete pavement repairs, drainage structures, concrete
curb and gutter, and pavement markings on Metropolitan Parkway from
Clinton River Spillway east to Gratiot Avenue (M-3), Macomb County.
5.00 % DBE participation required
49.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309011
PROJECT BRO 50011-112292, ETC
LOCAL AGRMT. 13-5431
START DATE - 10 days after award
COMPLETION DATE - JUNE 01, 2014
PREQUALIFICATION LEVEL
966,000.00
Bridge removal and replacement with precast, concrete box culverts,
hot mix asphalt approach, aggregate base, guardrail, and pavement
marking on 33 Mile Road over Cemetery Creek and over Highbank Creek,
Macomb County.
5.00 % DBE participation required
50,
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309012
PROJECT STH 50609-117447
LOCAL AGRMT. 13-5407
START DATE - 10 days after award
COMPLETION DATE - JUNE 01, 2014
PREQUALIFICATION LEVEL
796,000.00
Traffic signal upgrades to box span configuration and left turn
phasing and installation of countdown pedestrian signals on Mound
Road at Metropolitan Parkway, on 26 Mile Road at Romeo Plank Road
and at Gratiot Avenue in the city of Sterling Heights, Macomb
County.
0.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/8/2013
Page 10
August 20, 2013, No. 54
51.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309013
PROJECT EDD 04555-116023
LOCAL AGRMT. 13-5412
START DATE - 10 days after award
COMPLETION DATE - JUNE 15, 2014
PREQUALIFICATION LEVEL
695,000.00
3.79 mi of hot mix asphalt cold milling and resurfacing, aggregate
shoulders, and pavement marking on Werth Road from Spruce Road east
to Mud Creek, Alpena County.
0.00 % DBE participation required
52.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309014
PROJECT STUL 47469-120811
LOCAL AGRMT. 13-5430
START DATE - APRIL 01, 2014
COMPLETION DATE - JUNE 13, 2014
PREQUALIFICATION LEVEL
600,000.00
0.85 mi of hot mix asphalt cold milling resurfacing, aggregate base
conditioning, drainage structure, retaining wall, signing, and
pavement markings on various streets in the city of Howell,
Livingston County.
4.00 % DBE participation required
53.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309015
PROJECT STUL 38409-120364
LOCAL AGRMT. 13-5391
START DATE - 10 days after award
COMPLETION DATE - MAY 15, 2015
PREQUALIFICATION LEVEL
565,000.00
0.16 mi of hot mix asphalt resurfacing, concrete curb and gutter,
sanitary, watermain, tree removal and planting, signing, and
pavement markings on Francis Street from Mason Street to Washington
Street in the city of Jackson, Jackson County.
5.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/8/2013
Page 11
August 20, 2013, No 55
54.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309016
PROJECT TAU 41481-119757
LOCAL AGRMT. 13-5432
START DATE - 10 days after award
COMPLETION DATE - MAY 31, 2014
PREQUALIFICATION LEVEL
556,000.00
0.90 mi of hot mix asphalt non-motorized path on Knapp Street
Connector Trail from Knapp Valley Drive east to Grand River Drive
and on Grand River Drive NE from Knapp Street to just south of Knapp
Street, Kent County.
4.00 % DBE participation required
55.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309017
PROJECT STU 70400-115138
LOCAL AGENT. 13-5428
START DATE - 10 days after award
COMPLETION DATE - OCTOBER 31, 2013
PREQUALIFICATION LEVEL
553,000.00
1.23 ml of hot mix asphalt cold milling and surfacing, sidewalk
ramps, and pavement markings on 44th Street from west of 8th Avenue
east to Kenowa Avenue, Ottawa County.
3.00 % DBE participation required
56.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309026
PROJECT STL 50458-120537
LOCAL AGENT. 13-5418
START DATE - 10 days after award
COMPLETION DATE - NOVEMBER 01, 2013
PREQUALIFICATION LEVEL
914,000.00
5.20 ml of hot mix asphalt cold milling and resurfacing, centerline
corrugations, and pavement markings on North Avenue from 33 Mile
Road northerly to the city limits and on Romeo Plank Road from
Gilmore Road northerly to Armada Center Road, Macomb County.
5.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/3/2013
Page 12
August 20, 2013, No 56
57.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309027
PROJECT STL 24555-109672
LOCAL AGRMT. 13-5421
START DATE - 10 days after award
COMPLETION DATE - NOVEMBER 14, 2013
PREQUALIFICATION LEVEL
607,000.00
4.84 mi of hot mix asphalt cold milling and resurfacing, aggregate
shoulders, and pavement marking on Mitchell Road from Berger Road to
Hopper Road, Emmet County.
3.00 % DBE participation required
58.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309028
PROJECT STL 60555-105691
LOCAL AGENT. 13-5411
START DATE - 10 days after award
COMPLETION DATE - NOVEMBER 13, 2013
PREQUALIFICATION LEVEL
589,000.00
1.83 mi of hot mix asphalt crushing, shaping and resurfacing,
aggregate shoulders, and signing upgrades on County Road 624 from
Argonne Lodge easterly to Rush Lake Road, Montmorency County.
4.00 % DBE participation required
59.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309029
PROJECT CM 70400-116766
LOCAL AGENT. 13-5427
START DATE - 10 days after award
COMPLETION DATE - DECEMBER 06, 2013
PREQUALIFICATION LEVEL
550,000.00
0.44 mi of hot mix asphalt surfacing, pavement removal, aggregate
base, drainage, concrete curb, gutter, sidewalk and ramps, and
pavement markings on 68th Avenue at Pierce Street, Ottawa County.
5.00 % DBE participation required
* Denotes a non-standard contract/amendment
8/8/20 13
Page 13
August 20, 2013, No. 57
60.
LETTING OF SEPTEMBER 06, 2013
PROPOSAL 1309038
PROJECT STE 16031-106933, ETC
LOCAL AGRMT 13-5942
START DATE - 10 days after award
COMPLETION DATE - MAY 22, 2019
PREQUALIFICATION LEVEL
858,000.00
1.33 ml of hot mix asphalt non-motorized, shared-use path and
pedestrian bridge, concrete curb, gutter, sidewalks and ramps, and
pavement markings along M-68 from North Country Trail to Wilson Road
and on Wilson Road from M-68 to Inland Lakes Elementary School,
Cheboygan County.
3.00 % DBE participation required
In accordance with MDOT's policies and procedures and subject to concurrence by the Federal
Highway Administration, the preparation and award of the appropriate documents approved by
the Attorney General, and compliance with all legal and fiscal requirements, the Director
recommends for approval by the State Administrative Board the items on this agenda.
The approval by the State Administrative Board of these contracts does not constitute the award
of same The award of contracts shall be made at the discretion of the Director-Department of
Transportation when the aforementioned requirements have been met. Subject to exercise of that
discretion, I approve the contracts described in this agenda and authorize their award by the
responsible management staff of MDOT to the extent authorized by, and in accordance with, the
December 14, 1983, resolution of the State Transportation Commission and the Director's
delegation memorandum of October 10, 2012.
Respe44iu s bmitted,
rk Steudld
Director
* Denotes a non-standard contract/amendment
8/8/2013
Rage 14
August 20, 2013, No. 58
Mr. Senyko presented the Transportation and Natural Resources Committee
Report for the regular meeting of August 13, 2013. After review of the foregoing
Transportation and Natural Resources Committee Report, Mr. Senyko moved
that the Report covering the regular meeting of August 13, 2013, be approved
and adopted. The motion was supported by Mr. Reilly and unanimously
approved.
8.
MOTIONS AND RESOLUTIONS:
None
9.
ADJOURNMENT:
Mr. Gadola adjourned the meeting.
AK
4LiaLids,"
SECIETARY
CHAIRPERSON
August 20, 2013, No. 59
MICHIGAN STRATEGIC FUND
300 N Washington Sq
Lansing, MI 48913
MSF BOARD
Michael A. Finnoy
Chairperson
President and Chief
Executive Circe,.
(kV Board President
and Chairman)
Hkhigan Economic
Development Corporation
August 13, 2013
Sherry Bond, Secretary
State Administrative Board
P.O. Box 30026
Lansing, MI 48909
RE: Posting and Hiring of Chief Compliance Officer for the Michigan Strategic Fund
Steve Arwood
Director,
p
Mkhigan De artment of
Licensing and Regulatory
Affairs
Andy Dillon
State Treasurer,
Michigan Department
of Treasury
Ron Boy
President, Boji Group
Michael .1. Jackson. Sr.
Dear Ms. Bond:
Section 88i of the Michigan Strategic Fund Act, added by 2005 PA 225, created
the Office of the Chief Compliance Officer within the Michigan Strategic Fund. MCL
125.2088i. The head of the office is the Chief Compliance Officer. By law, the State
Administrative Board (Board) is the appointing authority.for the position of Chief
Compliance Officer. MCL 12520881(3) The position is vacant.
Executive Sec/atolls
Michigan Regional
Council of Ca/pen/en
Sabrina E. KeeleyOffice
Chief Operational
Buniness Leaders for
Michigan
Bill J. Martin
Chief Executive Officer.
Michigan Association
of REALTORS'
William Morris
Ri esidenliChief
invostmoni
Prairie & Themom LW
J. Craig Dallooyer
President !moor
Richard Passel
Dime to. of Global Client
Relations, Bullet Long
Shaun W. Wilson
Vice PresidenUDirector
Client and Community
Relations. PNC Financial
Services Group
The Michigan Strategic Fund (MSF) desires that the position be filled. MSF
requests that the Board post the position, consider candidates, and appoint a person to
the position Chief Compliance Officer for the MSF. Enclosed is the Position
Description approved by Civil Service. The MSF requests that it be posted for a two
week period.
Sincerely,
Or--4-16:7
1
:F7
,„.6
Michael Finney, President
Michigan Strategic Fund
Enclosure
cc: Mark Morante, Senior Vice President, Michigan Strategic Fund
Jarrod Smith, Assistant Attorney General
CS-214
REV 8/2007
1 Position Code
s EN-p
tuA4Q, 2013,
1
3
No. 60
State of Michigan
Civil Service Commission
Capitol Commons Center, P.O. Box 30002
Lansing, MI 48909
Federal privacy laws and/or state
confidentiality requirements protect
a portion of this information.
POSITION DESCRIPTION
This form is to be completed by the person that occupies the position being described and reviewed by the
supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and
date the form. If the position is vacant, the supervisor and appointing authority should complete the form.
This form will serve as the official classification document of record for this position. Please take the time to
complete this form as accurately as you can since the information in this form is used to determine the proper
classification of the position THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD
COMPLETE THIS PAGE.
2.
Employee's Name (Last, First, Mt)
8.
Vacant
3.
Department/Agency
Michigan Strategic Fund
Employee Identification Number
9.
Bureau (Institution, Board, or Commission)
Office of the Chief Compliance Officer
4.
Civil Service Classification of Position
10.
Division
11.
Section
12.
Unit
13.
Work Location (City and Address)/Hours of Work
Senior Policy Executive 18
5.
Working Title of Position (What the agency titles the
position)
Chief Compliance Officer
6.
Name and Classification of Direct Supervisor
Chairperson of the State Administrative Board or designee
7. Name and Classification of Next Higher Level Supervisor
300 N. Washington Sq., Lansing, MI 48933
Full-time and limited term and as required to fulfill
14.
Genera/ Summary of Function/Purpose of Position
The Office of the Chief Compliance Officer (CCO) was created as an autonomous entity by 1984 PA 270, amended by 225
of 2005, as an autonomous entity within the Michigan Strategic Fund. The CCO reports directly to the State Administrative
Board. The CCO's primary function is to assist the board with the creation, implementation, monitoring, and enforcement of
policies and procedures to prevent illegal, unethical, or improper conduct of board members, employees, or agents of the
fund board. This includes the creation of conflicts of interest policies, investment policies, and ethics policies that govern all
directors' and board members' conduct with regard to grants, loans, and investments.
For Civil Service Use Only
Page 1
15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done
August 20, 2013, No. 61
to complete each duty.
List your duties in the order of importance, from most important to least important. The total percentage
of all duties performed must equal 100 percent.
Duty 1
General Summary of Duty 1
"10 of Time 40
Recommend policies and procedures, including, but not limited to, a conflict of interest policy, an investment policy, and an ethics
policy to the Board of the Directors of the Michigan Strategic Fund to protect the state's assets consistent with the requirements of
Chapter 8A of the Michigan Strategic Fund Act (1984 PA 270) relating to grants, loans, and investments from the Jobs for
Michigan Investment Fund and the 21' Century Jobs Trust Fund to encourage the diversification of the economy and the creation
of jobs in this state for all programs under the jurisdiction of the Michigan Strategic Fund.
Individual tasks related to the duty.
•
Research, review, and analyze requirements imposed by Chapter 8A of the Michigan Strategic Fund Act (1984 PA 270)
relating to grants, loans, and investments from the Jobs for Michigan Investment Fund and the 21° Century Jobs Trust Fund to
encourage the diversification of the economy and the creation ofjobs in this state.
•
Research, review, and analyze requirements imposed by the other state and federal law, including, but not limited to the
Michigan Strategic Fund Act (1984 PA 270), the Michigan Tobacco Settlement Finance Authority Act (2005 PA 226), the
Urban Cooperation Act of 1967 (1967 (Ex Sess) PA 7), 1978 PA 472 (relating to lobbyists, lobbying agents, and lobbying
activists) 1978 PA 566 (relating to incompatible public offices), 1968 PA 318 (relating to conflicts of interest), 1968 PA 317,
(relating to contracts of public servants with public entities), 1973 PA 196 (relating to standards of conduct for public officers
and employees), 1976 PA 169 MCI, 15.401) to 15.407 (relating to political activities by public employees), The Michigan
Campaign Finance Act (1976 PA 388) and other state and federal laws and constitutional requirements relating to public
finance, fiduciary duties, investments, securities, and conflicts of interest.
•
Research, review, and analyze existing policies of the Michigan Strategic Fund.
•
Recommend updated and/or new policies and procedures to the Michigan Strategic Fund including, but not limited to, a
conflict of interest policy, an investment policy, and an ethics policy to prevent violations from occurring, detect violations
that have occurred, and provide for prompt correction of violations. The members of the Board of Directors of the Michigan
Strategic Fund include the heads of principal state departments and other appointed state officials.
•
Monitor and regularly review compliance with, and effectiveness of, policies and procedures of the Michigan Strategic Fund
for change and/or improvement on an ongoing basis.
•
Participate in the development of policies and procedures by the Michigan Strategic Fund Board of Directors.
•
Document and retain recommendations made and responses received.
Duty 2
General Summary of Duty 2
% of Time 40
Provide guidance, counsel, advice, and assistance to the Board of Directors of Michigan Strategic Fund, employees, and agents of
the Board of Directors of the Michigan Strategic Fund on matters relating to internal policies and procedures and to ensure
compliance with applicable state and federal law.
Make recommendations to the Board of Directors of the Michigan Strategic Fund, employees, or agents of the Board of Directors
of the Michigan Strategic Fund regarding the appropriate evaluation, investigation, and resolution of issues and concerns regarding
compliance with internal policies and procedures with applicable state and federal law.
Page 2
Individual tasks related to the duty.
•
August 20, 2013 No. 62
Develop and request the opinion of the Attorney General on questions of law as necessary to fulfill the duties of the bffice of
the Chief Compliance Officer.
•
Review and report on legal opinions and special problems on compliance issues of significance and importance to the
Michigan Strategic Fund.
•
Approve the form and legality of contracts and other documents relating to the policies and procedures of the Michigan
Strategic Fund and on compliance with applicable state and federal law.
•
Advise the Michigan Strategic Fund on the construction of statues and enforcement procedures.
•
Perform or supervise the provision of training or other educational materials for members of the Board of Directors of the
Michigan Strategic Fund, employees, or agents of the Board of Directors of the Michigan Strategic Fund.
•
Contact and receive and review information from persons or entities receiving awards, investments, grants, and loans from the
Jobs for Michigan Investment Fund and the 21' Century Jobs Trust Fund to encourage the diversification of the economy and
the creation of jobs in this state to ensure compliance with applicable state and federal law.
•
Work in conjunction with the Attorney General, state departments, state agencies, committees, commissioners, or officers of
the state, the Michigan Economic Development Corporation, and political subdivisions of this state in the development of
policies and procedures to ensure compliance with legal requirements. Cooperate with the office of the Auditor General as the
Auditor General carries out his or her duty to conduct post audits of financial transactions and accounts of the state of all
branches, departments, offices, boards, commissions, agencies, authorities and institutions of the state established by
constitution or by law, and performance post audits thereof
•
Conduct independent reviews of programs and activities of the Michigan Strategic Fund and recommend solutions with issues
arise that are inconsistent with policies and procedures and applicable laws or as necessary to prevent fraudulent activity.
•
Document and retain guidance and assistance provided and response to guidance and assistance provided.
Duty 3
General Summary of Duty 3
% of Time 10
Report on compliance with internal policies and procedures and with applicable state law, compliance matters, and suggested
revisions to agency policies and procedures.
Individual tasks related to the duty.
Prepare quarterly reports to the Board of Directors of the Michigan Strategic Fund regarding compliance with internal policies
and procedures and with applicable state and federal laws.
Prepare quarterly reports to the State Administrative Board regarding compliance with internal policies and procedures and
with applicable state and federal law, including presentation of a testimony required by the State Administrative Board.
Provide other information as requested by the State Administrative Board or its Chairperson. The members of the State
Administrative Board include 7 elected or appointed constitutional state officers, including the Governor, the Lieutenant
Governor, the Secretary of State, the Attorney General, the State Treasurer, the Superintendent of Public Instruction and the
Director of the Department of Transportation.
•
Prepare a written annual report that evaluates compliance by the Board of Directors of the Michigan Strategic Fund, and the
agents or employees of the Michigan Strategic Fund with internal policies and procedures and with applicable state and
federal law, that explains any compliance matters arising during the prior year, and that suggests revisions to the Michigan
Strategic Fund policies and procedures.
•
Present copies of the annual report to the Govemor, the Clerk of the House of Representatives, the Secretary of the Senate, the
Chairperson of the Senate and House of Representatives Corrunittees on Commerce, and the Chairperson of the Senate and
House of Representatives Committees on Appropriations.
•
Ensure that the annual report is published on the Internet website of the Michigan Strategic Fund.
•
Prepare and provide information and testimony to the State Administrative Board as required by the Board or its Chairperson.
•
Prepare and provide information and testimony to legislative committees as required.
Page 3
Duty 4
General Summary of Duty 4
August 20, 2013, No. 63
% of Time 10
Manage, direct, and supervise the operation of the Office of the Chief Compliance Officer.
Individual tasks related to the duty.
•
Formulate current and long-range programs, plans, and policies for the operations of the Office of the Chief Compliance
Officer,
•
Maintain and coordinate ongoing contact with the State Administrative Board and the Board of Directors of the Michigan
Strategic Fund.
•
Maintain records and prepare reports and correspondence reiated to the work of the office.
•
Do all other things necessary to carry out the Chief Compliance Officer's responsibilities under Section 881 of the Michigan
Strategic Fund Act (MCL 125.20880
16.
Describe the types of decisions you make independently in your position and tell who andfor what is affected by those decisions.
Use additional sheets, if necessary.
By law, the Office of the Chief Compliance Officer must exercise its powers and duties, including decision-making,
independently of the Michigan Strategic Fund. Decisions of the Chief Compliance Officer will affect the conduct of the
governmental functions and business by the Michigan Strategic Fund, employees and agents of the board. Decisions made
by the Chief Compliance Officer also will affect work performed by the employees of the Office of the Chief Compliance
Officer.
17.
Describe the types of decisions that require your supervisor's review.
The decisions made by the Chief Compliance Officer are not subject to a supervisor's review. The Chief Compliance Officer
is the head of the Office of the Chief Compliance Officer, which by law operates independently of the Michigan Strategic
Fund, the autonomous state agency in which the office is physically located.
18
What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your
position? Indicate the amount of ti me and intensity of each activity and condition. Refer to instructions OD page 2.
Normal office working conditions. Job will require flexibility with regard to work hours and requirements to assure
compliance with statutory duties. Some travel to monitor recipients of grants, loans, and investments may be required.
19.
List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going
basis. (If more than 10, list only classification titles and the number of employees in each classification.)
Page 4
NAME
NAME
CLASS TITLE
Al%CI
Position I — Professional Class
Position 2 — Professional Class
20.
My responsibility for the above-listed employees includes the following (check as many as apply):
X
Complete and sign service ratings.
X
Assign work-
X
Provide formal written counseling.
X
Approve work.
X
Approve leave requests.
X
Review work.
X
Approve time and attendance.
X
Provide guidance on work methods.
X
Orally reprimand.
X
Train employees in the work.
21. I certtfr that the above answers are my own and are accurate and complete.
Date
Signature
Page 5
CLASS TITLE
,
, N0. 64
NOTE: Make a copy of this form for your records.
TO BE COMPLETED BY DIRECT SUPERVISOR
22.
A.6w-51. 2e, 2843, Nu. 6J
Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why?
Yes
23.
What are the essential duties of this position?
The office of the Chief Compliance Officer was created within the Michigan Strategic Fund by Michigan law, but must
exercise its powers and duties independently of the Michigan Strategic Fund. The Chief Compliance Officer is mandated to
advise the Michigan Strategic Fund on the creation, implementation, monitoring, and enforcement of policies and procedures
to prevent illegal, unethical, or improper conduct on the part of members of the Board of Directors of the Michigan Strategic
Fund and the employees or agents of the Michigan Strategic Fund Board.
24.
Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.
Not applicable. Position created by law.
Page 6
25.
What is the function of the work area and how does this position fit into that function?
The function of the work area is to monitor legal compliance by state officials and the Chief CoiNtgii4t &glilidsISCM*
responsibility for directing and supervising all activities in this work area.
26.
In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this
position.
EDUCATION:
College level coursework in accounting, finance, business, statistics, actuarial sciences, or a related field. Possession of a
Suns Doctorate degree from an accredited law school.
EXPERIENCE:
Two year of experience as a professional manager or program/staff specialist or equivalent
Six years of post-bar admission legal experience
Experience representing or advising governmental boards or commissions
Experience in compliance activities or prosecution relating to financial activities, investments, or securities is desirable
Experience in investments, finance, securities, or economic development is desirable
Experience working with law enforcement personnel is desirable
Experience related to compliance with state ethics laws is desirable
KNOWLEDGE SKILLS, AND ABILITIES.
Knowledge of constitutional law, administrative law, and state and local government law!
Knowledge of legal research procedures.
Knowledge of the principles and techniques of administrative management including organization, planning, staffing,
training, budgeting, and reporting.
Knowledge of staffing requirements as to type, number, and training for the accomplishment of program goals.
Knowledge of labor relations, employment practices, and affirmative action.
Knowledge of laws relating to investments, finance, and economic development
Knowledge of and ability to analyze business records including bank and accounting records and spreadsheets.
Ability to instruct, direct and evaluate employees.
Ability to direct and motivate others.
Ability to supervise the work of lower-level compliance personnel.
Ability to communicate effectively.
Ability to use judgment, tact, and discretion.
Ability to assimilate quickly oral and written data to analyze facts and draw logical conclusions.
Ability to maintain records and prepare reports and correspondence related to the duties of the Office of the Chief
Compliance Officer.
Ability to effectively appear before and present information to state boards, legislative committees, or other similar
governmental bodies or officials.
Ability to work independently and manage sensitive information.
Ability to manage and carry out multiple and complex assignments often with short time frames.
Ability to resolve governmental ethics issues.
Ability to understand or evaluate complex financial processes or schemes.
Page 7
August 20, 2013, No. 67
CERTIFICATES, LICENSES, REGISTRATIONS;
Membership in a good standing in the State Bar of Michigan.
NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position.
27. I certib that the information presented in this position description provides a complete and accurate depiction
o
of the dutiec and res p onsibilities asti ned to this position.
Date
Supervisor's Signature
TO BE FILLED OUT BY APPOINTING AUTDORTTY
28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.
I
29. I certini that the entries on these pages are accurate and complete.
Appointing Authority's Signature
Date
Page
State of Michigan
Administrative Guide to State Government
0620.01 Obtaining State Administrative Board Approval
Issued September 3, 1996
Revised: TBD
SUBJECT:
State Administrative Board Approval Process under authority of
MCL 17.1, 17.2 and 17.3
APPLICATION:
Executive Branch Departments and Sub-units, community colleges and
universities (Agency)
PURPOSE:
To describe the structure and process for obtaining State Administrative
Board approval as required by statutes, resolutions, and administrative
guidelines
CONTACT AGENCY: Department of Technology, Management and Budget (DTMB)
State Administrative Board (Ad Board)
TELEPHONE:
517-335-2559 Ad Board Secretary
FAX:
517-335-0046 DTMB Procurement Fax
SUMMARY:
The Ad Board exercises general supervisory control over the functions
and activities of all administrative departments, state officers, boards,
commissions and all state institutions for approval of funds expenditures
including contracts, grants and leases; oversight of the state capital
outlay process; resolution of claims against the state with a value of less
than $1,000; and approval of contracts for intellectual property.
The Ad Board functions through three standing committees that make
recommendations to the Ad Board. The standing committees are: (1)
Finance and Claims (F&C), (2) Building, and (3) Transportation and
Natural Resources (T&NR). For a description of the members of the
three standing committees refer to the May 2, 1995 Ad Board Resolution.
A list of the resolutions is available at the Ad Board's website at
http://www.michiqan.qov/documents/resolution list 155716 7.pdf.
The seven members of the Ad Board are the Governor, Lieutenant
Governor, Secretary of State, Attorney General, State Treasurer,
Director of the Michigan Department of Transportation, and the
Superintendent of Public Instruction. Members may appoint someone to
serve in their place at meetings. Pursuant to the January 3, 1974 Ad
Board Resolution, the Director of DTMB serves as Ad Board Secretary
and provides staff support. The Director of DTMB has delegated the
position of Ad Board Secretary to provide support to the Ad Board.
The Ad Board regularly meets the first and third Tuesday of each month
at 11:00 a.m. pursuant to the June 6, 1995 Ad Board Resolution.
The Ad Board Secretary prepares the Ad Board's annual calendar
(Annual Calendar) of the Ad Board's and committees' regular meetings
and submission deadlines for adding items to the F&C committee's
agendas. Preparers of the Building Agendas and the MDOT, DNR, and
DEQ agendas for T&NR confer annually with the Ad Board Secretary to
set their internal deadlines for agenda submissions to the Ad Board
Secretary. If an Agency requires Ad Board action before the next
regularly scheduled committee or Ad Board meeting, the Agency should
consult the Notice of Special Information or Special Meetings link on the
Ad Board website for instructions on how to prepare the written request
for a special committee or Ad Board meeting.
Ad Board Committees' Prescribed Functions:
•
Finance and Claims Committee considers and makes
recommendations to the Ad Board for approvals of:
• Award of new grants and grant amendments pursuant to the
August 30, 2011 Ad Board Resolution 2011-1.
• Award of new contracts for commodities or services and contract
amendments pursuant to the August 30, 2011 Ad Board
Resolution 2011-1.
• Claims against the state for less than $1,000 pursuant to MCL
600.6419(1) and 600.6420.
• Release of Capital Outlay allocations pursuant to MCL
18.1246(2).
• Disposition of lost, unclaimed, or abandoned personal property
pursuant to MCL 434.156.
• Release of liens related to the former State Emergency Relief
Program (SER) for mortgage payments, land contract payments,
property taxes and home repair. The SER law has been
repealed, but the Ad Board continues to release liens authorized
under SER.
• Petty cash pursuant to MCL 18.1421(1)(0.
• The Annual Calendar of committee and Ad Board meetings and
F&C submission deadlines pursuant to the April 5, 1997 Ad
Board Resolution.
• Contracts for intellectual property and licensing of their use
pursuant to MCL 17.401 and 17.402.
• Annual contract templates for the Michigan Education Trust
pursuant to MCL 390.1426(2).
• Bond Financing resolutions pursuant to MCL 17.451, MCL
324.4504(1), MCL 324.19703, MCL 324.71503, MCL 388.921,
and MCL 388.981.
• Ad Board resolutions made in accordance with the Ad Board's
authority to adopt procedures for its governance pursuant to
MCL 17.2.
• Applications for fiscal stabilization bonds pursuant to MCL
141.1002.
• Designation of renaissance zone creation, amendment, or
revocation pursuant to MCL 17.2a.
• State Records retention and disposal schedules per MCL
18.1287(3)(c).
• Agreements between the Secretary of State and the United
States government regarding identification cards per MCL
28.291(9) and MCL 257.307(15).
• Monthly reports of claims paid under a department director's
delegated authority for employee claims under $500 pursuant to
MCL 600.6420.
• Special Items
Submissions to the F&C follow the applicable guidelines in
Administrative Guide Procedures 0620.02, 0620.03, 0620.04,
0620.05, 0620.06, 0620.07, 0620.08, and 0620.09; the August
30, 2011 Ad Board Resolution 2011-1; and other Ad Board
resolutions in effect at the time of the submission to the
committee. The Ad Board Secretary prepares the F&C agendas.
The F&C committee meets the Tuesday before the Ad Board
meeting at 11:00 a.m.
•
Building Committee considers and makes recommendations to
the Ad Board for approvals of:
•
•
•
•
•
•
•
•
•
Awards of state construction and related professional
services contracts pursuant to MCL 18.1241.
Property leases for use by state agencies pursuant to MCL
18.1221(1).
State Building Authority furniture and equipment leases for
use by state agencies pursuant to MCL 30.417(3)(1).
State Building Authority facility leases for public purposes
pursuant to MCL 830.417(1).
Establishment of state annual rental rates pursuant to MCL
18.1221(6).
Matters relating to real estate acquired by the state pursuant
to MCL 322.1.
Transfers of tax reverted properties pursuant to MCL
124.770.
Matters relating to easements pursuant to MCL 18.1221(5).
Disposal of DMVA armories, facilities or land pursuant to
MCL 32.782.
Submissions to the Building Committee follow the guidelines
provided in the December 16, 1997 Ad Board Resolution,
defining the authority of the DTMB Director for the awarding of
contracts for professional services, construction, and leased
space; the January 29, 2013 Ad Board Resolution 2013-1,
defining the construction contracts bidding procedure; and
resolutions in effect at the time of submission to the committee.
The DTMB Office of Design and Construction sets the deadlines
for item submission and prepares the Building committee
meeting agendas. The Building committee meets the Tuesday
before the Ad Board meeting at 11:00 a.m.
•
Transportation and Natural Resources (T&NR) Committee
considers and makes recommendations to the Ad Board for
approvals of:
•
•
•
Awards of MDOT contracts and agreements pursuant to the
August 30, 2011 Ad Board Resolution 2011-2.
Department of Natural Resources (DNR) oil, gas, and
mineral leases and changes to these leases pursuant to
MCL 324.502(3) and MCL 324.503(5).
Department of Environmental Quality (DEQ) conveyances of
submerged lands pursuant to MCL 324.32503.
MDOT submissions to the T&NR Committee follow the
requirements in the August 30, 2011 Ad Board Resolution 20112. MDOT sets the deadlines for item submission and prepares
the MDOT agenda for the T&NR committee meetings.
DNR submissions to the T&NR Committee follow the
requirements in MCL 324.502(3) and MCL 324.503(5). DNR
sets the deadlines for item submission and prepares the DNR
agenda for the T&NR committee meetings.
DEQ submissions to the T&NR Committee follow the
requirements in MCL 324.32503. DEQ sets the deadlines for
item submission and prepares the DEQ agenda for the T&NR
meetings.
The T&NR Committee meets the Tuesday before the Ad Board
meeting at 11:00 a.m.
APPLICABLE FORMS: Finance and Claims Committee Forms:
F&C Committee Forms:
DTMB-1104 Claim Against the State of Michigan for Personal Losses
Less Than $1,000
MDOT-3600 Claim of Damages Less than $1,000
DTMB-3526 Finance and Claims Agenda Format
DTMB-3527 Grant Abstract (New Grant or Amendment)
DTMB-3529 Bid Tabulation and Recommendation for New Contract
Award
DTMB-3530 Contract Change Recommendation
Building Committee Forms:
DTMB-0412 Bid Tabulation and Recommendation for Contract Award
DTMB-0402 Contract Order and Contract Change Order
PROCEDURES:
Proposing Agency:
•
•
•
•
•
•
Refers to the current Ad Board threshold resolutions to determine if the proposed item
requires Ad Board approval.
For F&C items, refers to the Annual Calendar to select the appropriate committee
meeting to submit its proposed item allowing sufficient lead-time to prepare and submit
supporting documents. Submissions for the F&C Agenda are due in accordance with the
deadlines in the Annual Calendar.
For Building items, refers to the DTMB Design and Construction calendar for deadlines.
For DEQ, DNR, and MDOT items for the T&NR agenda, refers to the appropriate Agency
calendar for deadlines.
Assures that all prerequisites, including all required reviews and approvals, are met
before submission for committee action. With the exception of MDOT items, items without
approvals must not be placed on agendas (Items will not be approved contingent on
future approvals).
An emergency purchase (see Ad Guide Procedure 0510.38) is defined as a purchase in
an emergency situation which has a value in excess of a department's delegated
4
•
•
•
•
•
•
•
purchasing authority and is made to protect the immediate health, safety, or welfare of
individuals or property. Due to the immediate nature of an emergency purchase, approval
by the State Administrative Board is not required, but requires the Agency to report in
writing to the Ad Board within 45 days of execution. Emergency purchase reports are
placed in the Special Items Section of the F&C Agenda.
A request for retroactive approval of a non-emergency purchase made without the Ad
Board prior approval must be accompanied by a letter from the Agency's director
explaining the reason the purchase was made without prior Ad Board approval and how
the Agency's procedures have been modified to prevent purchases without prior Ad
Board approval in the future.
Refers to Administrative Guide Procedures as applicable - 0620.02, 0620.03, 0620.04,
0620.05, 0620.06, 0620.07, 0620.08 and 0620.09 for the F&C.
Refers to Administrative Guide Procedures as applicable -0110.01 for Surplus Real
Property; 0110.03 for Facility Leasing; 0110.04 for Allocation of Project Funding; 0110.05
for Purchase of Real Property; 0110.07 for Construction of New Buildings/Facilities;
0110.08 for Additions or Renovations; 0110.09 for Professional Services (Major Projects);
and 0110.10 for Professional Services (Minor Projects) for the Building Committee.
Refers to MDOT's procedures for T&NR Committee submissions.
Refers to DNR's procedures and Administrative Guide Procedure 1710.17 State Owned
Mineral Rights for DNR's agenda for the T&NR Committee.
Refers to DEQ's procedures for DEQ's Bottomland procedures for the T&NR Committee.
Items withdrawn at a previous standing committee meeting or a Ad Board must be
resubmitted to the appropriate standing committee in order to be reconsidered at a later
Ad Board meeting.
Claimant:
•
Uses the Claim Against the State of Michigan for Personal Losses Less Than $1,000
(DTMB-1104) or the Claim of Damages Less than $1,000 (MDOT-3600) and refers to the
applicable Administrative Guide Procedures 0620.06 for Prisoner Claims, 0620.07 for
State Employee Claims, 01 0620.08 for General Public and MDOT Claims.
Ad Board Secretary:
•
•
•
•
•
•
•
•
•
•
Maintains Ad Board records.
Reviews all submissions to the committees and to the Ad Board for compliance with Ad
Board requirements.
Prepares agenda for the F&C.
Prepares reports of each committee meeting.
Prepares the minutes of Ad Board meetings.
Posts agendas, reports, minutes, Annual Calendar, and special/new information on the
Ad Board website.
Forwards Ad Board claim decisions to Agencies.
Posts the stamped approvals from the F&C on the DTMB Intranet site.
Posts the final agendas, committee reports, and Ad Board minutes on the Ad Board
website.
Signs deeds, jurisdictional transfer affidavits, and license agreements requiring the Ad
Board Secretary's notarized signature; forwards them to the Governor for signature; and
upon their return, forwards the original documents to the requesting Agency.
5
•
•
•
•
Reviews and signs Certifications prepared for the State Building Authority and Michigan
Strategic Fund bond closings and returns the certifications to the State Building Authority
or Treasury's Bond Counsel.
For MDOT claims from the public, requests a copy of the claim file from the MDOT
Regional Transportation Center and processes the claims per 0620.08.
Processes claims per 0620.06, 0620.07, or 0620.08.
Corresponds with individuals who have filed claims against the state.
***
Revised: TBD
Procedure 0620.01
6
State of Michigan
Administrative Guide to State Government
0620.02 New Procedural Resolutions and Amended Resolutions
Issued: September 3, 1996
Revised: TBD
SUBJECT:
Submission of New Resolutions and Amended Resolutions to the State
Administrative Board for all standing committee items
APPLICATION:
Executive Branch Departments and Sub-units (Agency)
PURPOSE:
To communicate procedures for submission of resolutions and amended
resolutions of the State Administrative Board under the authority of MCL 17.2
CONTACT AGENCY: Department of Technology, Management and Budget (DTMB)
State Administrative Board (Ad Board)
TELEPHONE:
517-335-2559 Ad Board Secretary
FAX:
517-335-0046 DTMB Procurement Fax
SUMMARY:
The Ad Board Secretary reviews and/or assists Agencies, members of the Ad
Board, and the standing committees of the Ad Board with drafting and amending
resolutions of the Ad Board
APPLICABLE FORMS New Resolution Template (Sample 1, attached)
Revising Resolution Template (Sample 2, attached)
Rescinding Resolution Template (Sample 3, attached)
PROCEDURES:
Requesting Agency:
•
Completes the draft new resolution or the amended resolution and submits it to the Ad Board
Secretary.
Ad Board Secretary:
•
•
•
•
•
•
•
•
•
•
•
•
Assigns a resolution number.
Reviews the Agency's draft resolution.
Works with the Agency to make any necessary revisions.
Circulates the draft resolution or draft amended resolution to the appropriate Ad Board standing
committee members and Ad Board members.
Places the final draft version of the proposed resolution or amended resolution on the agenda of
the appropriate standing committee.
Places resolutions that pertain to the actions of all three standing committees on the F&C
Agenda.
Forwards committee recommendations to the Ad Board for action.
Notifies all parties of Ad Board decisions.
Stamps the approved resolution with the Ad Board's "Approved" stamp.
Adds the new or revised resolution to the resolution notebook and to the list of resolutions by
date.
Uploads the revised resolution list by date to the Ad Board website.
Updates the Administrative Guide to State Government, if necessary
**.
1 of 4
SAMPLE 1:
STATE ADMINISTRATIVE BOARD
RESOLUTION 201RESOLUTION REGARDING
WHEREAS, under Section 3 of 1921 PA 2, MCL 17.3, the State Administrative Board
("Board") exercises general supervisory control over the functions and activities of all
administrative departments, boards, commissioners, and officers of this state, and of all
state institutions;
WHEREAS, under Section 2 of 1921 PA 2, MCL 17.2, the Board may adopt rules
governing its procedure and providing for the general conduct of its business and affairs;
WHEREAS,
WHEREAS
NOW, THEREFORE, the State Administrative Board resolves:
1.
2.
3. The Board requests that the Department of Technology, Management and Budget
update the Administrative Guide to State Government consistent with this resolution.
4. The Secretary of the Board shall transmit copies of this resolution to the director of
each principal department of state government and to
5. This resolution was approved by the State Administrative Board on and is effective
on
Administrative Guide to State Government
Procedure: 0620.02
Revised: TBD
2 of 4
SAMPLE 2:
STATE ADMINISTRATIVE BOARD
RESOLUTION 201-_
AMENDING RESOLUTION DATED
WHEREAS, under Section 3 of 1921 PA 2, MCL 17.3, the State Administrative Board
("Board") exercises general supervisory control over the functions and activities of all
administrative departments, boards, commissioners, and officers of this state, and of all
state institutions;
WHEREAS, under Section 2 of 1921 PA 2, MCL 17.2, the Board may adopt rules
governing its procedure and providing for the general conduct of its business and affairs;
WHEREAS,
WHEREAS,
NOW, THEREFORE, the State Administrative Board resolves:
2.
3. (If necessary) The Board requests that the Department of Technology, Management
and Budget update the Administrative Guide to State Government consistent with this
resolution.
4. (If necessary) The Secretary of the Board shall transmit copies of this resolution to
the director of each principal department of state government and to
5. This resolution was approved by the State Administrative Board on and is effective
on
Administrative Guide to State Government
Procedure: 0620.02
Revised: TBD
3 of 4
SAMPLE3:
STATE ADMINISTRATIVE BOARD
RESOLUTION 201RESOLUTION RESCINDING RESOLUTION DATED
WHEREAS, under Section 3 of 1921 PA 2, MCL 17.3, the State Administrative Board
("Board") exercises general supervisory control over the functions and activities of all
administrative departments, boards, commissioners, and officers of this state, and of all
state institutions;
WHEREAS, under Section 2 of 1921 PA 2, MCL 17.2, the Board may adopt rules
governing its procedure and providing for the general conduct of its business and affairs;
WHEREAS,
NOW, THEREFORE, the State Administrative Board resolves:
1. The resolution dated
is rescinded.
2. (If necessary) The Board requests that the Department of Technology, Management
and Budget update the Administrative Guide to State Government consistent with this
resolution.
3. (If necessary) The Secretary of the Board shall transmit copies of this resolution to
the director of each principal department of state government
4. This resolution was approved by the State Administrative Board on and is effective
on
Administrative Guide to State Government
Revised: TBD
Procedure: 0620.02
4 of 4
State of Michigan
Administrative Guide to State Government
New 0620.03
0620.03 Submission of Contracts and Contract Amendments by DTMB Procurement
Issued: TBD
SUBJECT:
Submission of new Contracts and Contract Amendments for Goods and Services
to the Finance and Claims Committee of the State Administrative Board
APPLICATION:
Department of Technology, Management and Budget, Procurement Division
PURPOSE:
To communicate the procedures for the Department of Technology,
Management, and Budget, Procurement Division for submission of new contracts
and contract amendments for approval by the State Administrative Board.
CONTACT AGENCY: Department of Technology, Management and Budget (DTMB)
State Administrative Board (Ad Board)
TELEPHONE:
517-335-2559 Ad Board Secretary
FAX:
517-335-0046 DTMB Procurement fax
SUMMARY:
The Ad Board Secretary reviews the DTMB-3529 Bid Tabulation and
Recommendation for New Contract Award forms and DTMB-3530 Contract
Change Recommendation forms presented for Ad Board approval.
APPLICABLE FORMS DTMB-3529 Bid Tabulation and Recommendation for New Contract Award (Bid
Tab)
DTMB-3530 Contract Change Recommendation (CCR)
PROCEDURES:
Requesting Agency:
Determines whether Ad Board approval is required pursuant to the August 30, 2011 Ad Board
Resolution 2011-1 prior to execution of the contract, purchase order or amendment to a contract
regardless of their source of funding or duration, according to any of the following requirements:
•
General Requirements:
•
Revenue-generating contracts or purchase orders may require Ad Board approval.
•
Until the value of a contract or purchase order reaches $250,000, a contract or
purchase order and its amendments do not require Ad Board approval.
A request for retroactive approval of a non-emergency purchase made without Ad
Board prior approval must be accompanied by a letter from the Agency's director
explaining the reason the purchase was made without prior Ad Board approval and
how the Agency's procedures have been modified to prevent purchases without prior
Ad Board approval in the future.
•
New Contract Requirements - for procurement of goods and services between state
departments and vendors, between state departments and educational institutions, or
between state departments and other governmental units are as follows:
•
All contracts or purchase orders of $250,000 or more require Ad Board approval prior
to execution.
•
All contracts whose dollar values are not fixed but which are estimated to be $250,000
or more require Ad Board approval prior to execution.
Emergency contracts of any value involving public health or safety do not require prior
approval (see Administrative Guide Procedure 0510.38). These contracts must be
1 of 3
•
•
reported in writing to the Ad Board within 45 days after execution. Emergency contract
reports are placed in the Special Items Section of the F&C Agenda.
•
If the new contract requires Ad Board approval, a Bid Tab must be submitted to the Ad
Board Secretary.
•
Contract protest periods for submitted items must expire no later than 5:00 p.m. the day
before the F&C meeting, and protests for any submitted items must be resolved no
later than 5:00 p.m. the day before the F&C meeting or the item will be removed from
the F&C Agenda. The Ad Board Secretary must be notified of any unresolved protest
before the F&C meeting.
Contract Amendment Requirements — for procurement of goods and services between state
departments and vendors, between state departments and educational institutions, or
between state departments and other governmental units are as follows:
•
Once a contract or purchase order reaches $250,000, the first amendment that takes
the total amendment amount to $125,000 or more requires Ad Board approval prior to
execution.
Once $125,000 in amendments has been approved for a contract or purchase order,
amendments may accumulate up to $125,000 again before amendments require Ad
Board approval prior to execution.
If the contract amendment requires Ad Board approval, a CCR must be submitted to
•
the Ad Board Secretary.
Once the Ad Board approves the term of a contract, Ad Board approval of different start
•
and end dates is not required as long as the contract term remains the same.
An Option is an additional length of time allowed under the contract and does not
•
require Ad Board approval unless money to fund the option is also being added and the
new amount requires Ad Board approval.
•
If the proposed action is exercising multiple option years, explain the benefit to the
state on the CCR.
•
If the proposed action is allowed in the current contract language and requires Ad
Board approval, the CCR must state that the current contract language allows the
amendment.
•
If the proposed action is a change in scope of the contract (including extension beyond
the final term), Ad Board approval is required and the CCR must include the language
explaining the appropriate exception to competitive bidding from MCL 18.1621(3).
Emergency contract amendments of any value involving public health or safety do not
•
require prior approval (see Administrative Guide Procedure 0510.38). These
amendments must be reported in writing to the Ad Board within 45 days after
execution. Emergency contract reports are placed in the Special Items Section of the
F&C Agenda.
DTMB Procurement logs the Bid Tabs and CCR's that have been signed by the buyer and
their manager(s) and delivers them to the Ad Board Secretary.
Ad Board Secretary:
•
•
•
•
•
•
•
•
•
•
Reviews the submissions.
Tracks items with unexpired protest periods and items with unresolved protests.
Forwards the Bid Tabs and CCR's to the Procurement Director for final review and signature.
Organizes the Bid Tabs and CCR's for scanning and uploads them to the Procurement intranet
site.
Emails the draft agendas and the links to the backup documents to the reviewers.
Emails the F&C Agenda Summary to the Director of DTMB Procurement for the DTMB Director.
Handles necessary correspondence or other communication relative to items submitted.
Finalizes the F&C Agenda and uploads it to the Ad Board website.
Attends and takes minutes at the F&C meetings.
Creates the F&C Report and makes any corrections to the F&C Agenda.
Administrative Guide to State Government
Procedure: 0620.03
Revised: TBD
2 of 3
•
•
•
•
•
•
Uploads F&C Agendas and Reports for the F&C on the Ad Board website.
Emails the links to the committee recommendations to the Ad Board for action.
Attends and takes minutes at the Ad Board meeting.
Creates the Ad Board minutes, scans them, and uploads them to the Ad Board website.
Adds the approval stamp to the Bid Tabs and CCR's and uploads them to the Procurement
Intranet site.
Stamps the Bid Tabs and CCR's "approved" and distributes them to DTMB Procurement.
**.
Administrative Guide to State Government
Procedure: 0620.03
Revised: TBD
3 of 3
State of Michigan
Administrative Guide to State Government
New 0620.04
0620.04 Submission of New Contracts and Contract Amendments by Agencies
Issued . TBD
SUBJECT:
Submissions of New Contracts and Contract Amendments by Agencies for
Goods and Services to the Finance & Claims Committee of the State
Administrative Board.
APPLICATION:
Executive Branch Departments and Sub-units (Agency).
PURPOSE:
To communicate the procedures for submissions to the Finance and Claims
Committee (F&C) of the Ad Board per the August 30, 2011 Resolution 2011-1 of
Agency New Contracts and Contract Amendments either delegated by the
Department of Technology, Management and Budget ! Procurement per MCL
18.1261 or from Agencies with statutory authority to contract directly.
CONTACT AGENCY: Department of Technology, Management and Budget (DTMB)
State Administrative Board (Ad Board)
TELEPHONE:
517-335-2559 Ad Board Secretary
FAX:
517-335-0046 DTMB Procurement Division fax
SUMMARY:
The Ad Board Secretary reviews the DTMB-3529 Bid Tabulation and
Recommendation for New Contract Award forms and DTMB-3530 Contract
Change Recommendation forms presented by Agencies for Ad Board approval.
APPLICABLE FORMS: DTMB-3526 Finance & Claims Agenda Format (Agenda Format)
DTMB-3529 Bid Tabulation and Recommendation for New Contract Award (Bid
Tab)
DTMB-3530 Contract Change Recommendation (CCR)
PROCEDURES:
Requesting Agency:
•
•
All hearing officer contracts or purchase orders require Ad Board approval and submission of a
Bid Tab with Michigan Administrative Hearing System approval.
All hearing officer contract amendments for time, scope or additional dollars require Ad Board
approval and submission of a CCR with a signed copy of the contract amendment.
Determines whether Ad Board approval is required prior to execution of the contract, purchase
order or amendment to a contract regardless of their source of funding or duration, according to
any of the following requirements per the August 30, 2011 Ad Board Resolution 2011-1:
0 General Requirements:
• Revenue-generating contracts or purchase orders may require Ad Board
approval.
• Until the value of a contract or purchase order reaches $250,000, a contract or
purchase order and its amendments do not require Ad Board approval.
• A request for retroactive approval of a non-emergency purchase made without
Ad Board approval must be accompanied by a letter from the Agency's director
explaining the reason the purchase was made without prior Ad Board approval
and how the Agency's procedures have been modified to prevent purchases
without prior Ad Board approval in the future.
1 of 3
•
Legal Services Contracts or Amendments submitted by any agency other than
the Department of the Attorney General (AG) require submission of an approval
letter by the AG with the Bid Tab or CCR. Follow Administrative Guide Procedure
0510.41 to obtain AG approval.
New Contract Requirements — for procurement of goods and services between state
departments and vendors, between state departments and educational institutions, or
between state departments and other governmental units are as follows:
• All contracts or purchase orders of $250,000 or more require Ad Board approval
prior to execution.
• All contracts whose dollar values are not fixed but which are estimated to be
$250,000 or more require Ad Board approval prior to execution.
• Emergency contracts of any value involving public health or safety do not require
prior approval (see Administrative Guide Procedure 0510.38). These contracts
must be reported in writing to the Ad Board within 45 days after execution.
Emergency Purchase Reports are placed in the Special Items Section of the F&C
Agenda.
• If the new contract requires Ad Board approval, a completed Bid Tab must be
submitted to the Ad Board Secretary.
• Contract protest periods for submitted items must expire no later than 5:00 p.m.
the day before the F&C meeting, and protests for any submitted items must be
resolved no later than 5:00 p.m. the day before the F&C meeting or the item will
be removed from the F&C Agenda. The Ad Board Secretary must be notified of
any unresolved protest before the F&C meeting.
o Contract Amendment Requirements — for procurement of goods and services between
state departments and vendors, between state departments and educational institutions,
or between state departments and other governmental units are as follows:
• Once a contract or purchase order reaches $250,000, the first amendment that
takes the total amendment amount to $125,000 or more requires Ad Board for
approval prior to execution.
• Once $125,000 in amendments has been approved for a contract or purchase
order, amendments may accumulate to $125,000 again before amendments
require Ad Board approval prior to execution.
• If the contract amendment requires Ad Board approval, a CCR must be
submitted to the Ad Board Secretary.
• Once the Ad Board approves the term of a contract, Ad Board approval of
different start and end dates is not required as long as the contract term remains
the same.
• An Option is an additional length of time allowed under the current contract
language and does not require Ad Board approval unless money to fund the
option is also being added and that funding requires Ad Board approval.
• If the proposed action is exercising multiple option years, the Agency must
explain the benefit to the state on the CCR.
• If the proposed action is allowed in the current contract language and requires Ad
Board approval, state in the CCR that the current contract language allows this
amendment.
• If the proposed action is a change in scope of the contract (including extensions
beyond final term), Ad Board approval is required and the CCR must include the
language explaining the appropriate exception to competitive bidding from MCL
18.1621(3).
• Emergency contract amendments of any value involving public health or safety
do not require prior approval (see Administrative Guide Procedure 0510.38).
These amendments must be reported in writing to the Ad Board within 45 days
after execution. Emergency Purchase Reports are placed in the Special Items
Section of the F&C Agenda.
Administrative Guide to State Government
Revised: TBD
Procedure: 0620.04
2 of 3
•
Emails the signed submissions to the Ad Board Secretary for each F&C
Committee meeting as follows:
o
O
A Microsoft Word file of the DTMB-3526 Agenda Format Form
A PDF file of the signed Bid Tab for each new contract and the signed CCR
for each contract amendment with any attachments immediately following
each Bid Tab or CCR.
Ad Board Secretary:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Reviews the Agencies' Agenda Formats and places the information on the F&C Agenda.
Reviews the Bid Tab(s) and CCR's for each submission.
Tracks items with unexpired protest periods and items with unresolved protests.
Organizes the Bid Tabs and CCR's for scanning and uploads them to the Procurement intranet
site.
Emails the draft agendas and the links to the backup documents to the reviewers.
Emails the F&C Agenda Summary to the Director of DTMB Procurement for the DTMB Director.
Handles necessary correspondence or other communication relative to items presented.
Finalizes the F&C Agenda and uploads it to the Ad Board website.
Attends and takes minutes at the F&C meetings.
Creates the F&C Report and makes any corrections to the F&C Agenda.
Uploads F&C Agendas and Reports on the Ad Board website.
Emails the links to the Committee Reports to the Ad Board for action.
Attends and takes minutes at the Ad Board meetings.
Creates the Ad Board minutes, scans them, and uploads them to the Ad Board website.
Adds the approval stamp to the Bid Tabs and CCR's and uploads them to the Procurement
intranet site.
Emails the link for the stamped approved Bid Tabs and CCR's to all Agencies.
It**
Administrative Guide to State Government
Procedure: 0620.04
Revised: TBD
3 of 3
State of Michigan
Administrative Guide to State Government
New 0620.05
0620.05 Submission of New Grants and Grant Amendments by Agencies
Issued . TBD
SUBJECT:
Submission of New Grants and Grant Amendments by Agencies to the Finance
& Claims Committee of the State Administrative Board.
APPLICATION:
Executive Branch Departments and Sub-units (Agency).
PURPOSE:
To communicate procedures for submissions of new grants and grant
amendments to the F&C of the Ad Board pursuant to the August 30, 2011 Ad
Board Resolution 2011-1.
CONTACT AGENCY:
Department of Technology, Management and Budget (DTMB)
State Administrative Board (Ad Board)
TELEPHONE:
517-335-2559 Ad Board Secretary
FAX:
517-335-0046 DTMB Procurement Division fax
SUMMARY:
The Ad Board Secretary reviews the DTMB-2526 F&C Agenda Format and
DTMB-3527 Grant Abstract for new grants and grant amendments presented by
Agencies for Ad Board approval.
APPLICABLE FORMS
DTMB-3526 Finance & Claims Agenda Format (Agenda Format)
DTMB-3527 Grant Abstract (Grant Abstract)
PROCEDURES:
Requesting Agency:
Determines whether Ad Board approval is required prior to execution of the new grant or grant
amendment regardless of the source of funding or duration, according to any of the following
requirements:
o General Requirements:
• Legislatively-authorized grants which describe the purpose, grantee name(s) and
amount for each grantee do not require Ad Board approval.
• Until the value of a grant reaches $250,000, a grant and any amendments do not
require Ad Board approval.
• If the proposed action is a new grant or grant amendment that requires Ad Board
approval, a Grant Abstract must be submitted to the Ad Board Secretary.
• A request for retroactive approval of a grant made without Ad Board prior approval
must be accompanied by a letter from the Agency's director explaining the reason the
grant was made without prior Ad Board approval and how the Agency's procedures
have been modified to prevent award of grants without prior Ad Board approval in the
future.
o New Grant Requirements — for procurement of goods and services between state
departments and grantees, between state departments and educational institutions, or
between state departments and other governmental units are as follows:
• All grants of $250,000 or more require Ad Board approval prior to execution except
legislatively-authorized grants as described in the General Requirements.
1 of 2
•
All grants whose dollar values are not fixed but which are estimated to be $250,000
or more require Ad Board approval prior to execution except legislatively authorized
grants as described in the General Requirements.
o Grant Amendment Requirements — for procurement of goods and services between state
departments and grantees, between state departments and educational institutions, or
between state departments and other governmental units are as follows:
• Once a grant reaches $250,000, the first amendment that takes the total amendment
amount to $125,000 or more requires Ad Board approval prior to execution.
• Once $125,000 in amendments has been approved for a grant, amendments may
accumulate up to $125,000 again before amendments require Ad Board approval
prior to execution.
• An Option is an additional length of time allowed under the current grant language
and does not require Ad Board approval unless money to fund the option is also
being added and that funding requires Ad Board approval.
• Once the Ad Board approves the term of a grant, Ad Board approval of different start
and end dates is not required as long as the grant term remains the same.
0 Emails submissions to the Ad Board Secretary for each F&C meeting as follows:
•
•
A Microsoft Word file of the DTMB-3526 (Agenda Format).
A PDF file containing all of the signed Grant Abstracts for the Agency's submissions.
Ad Board Secretary:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Reviews the Agencies' Agenda Format and places this information on the F&C Agenda.
Reviews the Grant Abstracts for each submission.
Organizes the Grant Abstracts for scanning and uploads them to the Procurement intranet site.
Emails the draft agendas and the links to the backup documents to the reviewers.
Emails the F&C Agenda Summary to the Director of Procurement for the DIMS Director.
Handles necessary correspondence or other communication relative to items presented.
Finalizes the F&C Agenda and uploads it to the Ad Board website.
Attends and takes minutes at the F&C meetings.
Creates the F&C Report and makes any corrections to the F&C Agenda.
Uploads F&C Agendas and Reports on the Ad Board website.
Emails the links to the Committee Reports to the Ad Board for action.
Attends and takes minutes at the Ad Board meetings.
Creates the Ad Board minutes, scans them, and uploads them to the Ad Board website.
Adds the approval stamp to the Grant Abstracts and uploads them to the Procurement intranet
site.
Emails the link for the stamped approved Grant Abstracts to all Agencies.
*if
Administrative Guide to State Government
Procedure: 0620.05
Revised: TBD
2 of 2
State of Michigan
Administrative Guide to State Government
0620.09 Submissions of Special Items to the Finance and Claims Committee
Issued TBD
SUBJECT:
Submissions of Special Items to the Finance and Claims Committee of the State
Administrative Board
APPLICATION:
Executive Branch Departments and Sub-units (Agency)
PURPOSE:
To communicate the procedures for submitting special items to the Finance and
Claims Committee (F&C) of the State Administrative Board.
CONTACT AGENCY: Department of Technology, Management and Budget (DTMB)
State Administrative Board (Ad Board)
TELEPHONE:
517-335-2559 Ad Board Secretary
FAX:
517-335-0046 DTMB Procurement fax
SUMMARY:
The Ad Board Secretary reviews all special items submitted to the F&C for Ad
Board approval and places them in Section XI — Special Items on the F&C
Agenda.
Examples of special items are as follows:
• Release of capital outlay allocation pursuant to MCL 18.1246(2).
• Adoption of the Department of Corrections' State Administrative Board
Prisoner Property Reimbursement procedures under authority of MCL
17.2.
• Disposition of lost, unclaimed or abandoned personal property pursuant
to MCL 434.156.
• Release of liens related to State Emergency Relief (SER) for mortgage
payments, land contract payments, property taxes and home repair.
(The SER law has been repealed, but the Ad Board continues to release
liens authorized under the old SER law when the debts incurred under
the repealed law have been paid).
• Creation or increase in petty cash funds for departments pursuant to
MCL 18.1421(1)(f).
• Annual Ad Board calendar of standing committee and Ad Board
meetings and F&C submission deadlines pursuant to the April 5, 1977
Ad Board Resolution.
• Approval of Administrative Guide Procedures for the Ad Board pursuant
to MCL 17.2.
• Approval of contracts for intellectual property and licensing of their use
pursuant to MCL 17.401 and 17.402.
• Approval of annual contract templates for the Michigan Education Trust
pursuant to MCL 390.1426(2).
• Approval of Bond Financing resolutions pursuant to MCL 17.451, MCL
324.4504(1), MCL 324.19703, MCL 324.71503, MCL 388.921, and MCL
388.981.
• Approval of Ad Board procedural resolutions under authority of MCL
17.2.
• Approval of applications for fiscal stabilization bonds from cities or
counties pursuant to MCL 141.1002.
1 of 2
•
•
•
•
•
Approval of designation of renaissance zone creation, amendment, or
revocation pursuant to MCL 17.2a.
Approval of Records Retention and Disposal Schedules pursuant to MCL
18.1287(3)(c).
Approval of agreements between the Michigan Secretary of State and
the United States government regarding identification cards pursuant to
MCL 28.291(9) and MCL 257.307(15).
Monthly reports of claims paid under a department director's delegated
authority to resolve employee claims under $500 per MCL 600.6420.
Reports of Emergency Purchases pursuant to Administrative Guide
0510.38 Emergency Purchase — Post Award.
APPLICABLE FORMS: None
PROCEDURES:
Requesting Agency:
•
•
•
•
•
•
Prepares the special item for submission by scanning it into PDF format.
Prepares the Agenda Writeup in Microsoft Word format. Example:
DEPARTMENT OF
Requests approval of
Emails the following to the Ad Board Secretary:
0 Memo from the Agency explaining the submission and requesting approval of the
submission
O PDF file of the special item and any backup documents.
O Agenda Writeup in Microsoft Word format.
Sends the Ad Board Secretary original documents needing the signature of the Ad Board
Secretary.
For write-offs of state receivables, see the State of Michigan Financial Management Guide, Part
V, Chapter 4, Section 100 for 1099 Reporting.
For release of capital outlay funds, see Administrative Guide Procedure 0110.04.
Ad Board Secretary:
•
•
•
•
•
Reviews the special items submissions and backup document(s) and adds items to F&C Agenda.
Handles necessary correspondence or other communication relative to items presented.
Prepares, distributes and posts agendas and reports for the F&C.
Forwards committee recommendations to the Ad Board for action.
Notifies all parties of the Ad Board decisions.
***
Administrative Guide to State Government
Procedure: 0620.09
Revised: TBD
2 of 2
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