APPROVED September 30, 2010 Michigan State Administrative Board Lansing, Michigan September 14, 2010 A special meeting of the State Administrative Board was held in the Lake Superior Room, 1st Floor, Michigan Library and Historical Center, on Tuesday, September 14, 2010, at 11:00 a.m. Present: Corina Pena Andorfer, Deputy Legal Counsel, representing Jennifer M. Granholm, Chairperson Katelyn Carey, Director of Communications, representing John D. Cherry, Jr., Lt. Governor Brian DeBano, Chief of Staff, representing Terri Lynn Land, Secretary of State Patrick F. Isom, Assistant Attorney General, representing Michael A. Cox, Attorney General Mary G. MacDowell, Director, Financial Services Bureau, representing Robert J. Kleine, State Treasurer Rick Floria, Budget Director, representing Michael P. Flanagan, Superintendent of Public Instruction Leon Hank, Chief Administrative Officer, representing Kirk T. Steudle, Director, Department of Transportation Sherry Bond, Secretary Others Present: Sergio Paneque, Janet Rouse, Department of Technology, Management and Budget; Mike Blackledge, Department of Transportation; Maggie Coolman, Google 1. CALL TO ORDER: Ms. Andorfer 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. DeBano moved that the minutes of the regular meeting of August 17, 2010, be approved and adopted. The motion was supported by Ms. MacDowell and unanimously approved. 3. HEARING OF CITIZENS ON MATTERS FALLING UNDER JURISDICTION OF THE BOARD: NONE 4. COMMUNICATIONS: NONE 5. UNFINISHED BUSINESS: NONE 6. NEW BUSINESS: Retention and Disposal Schedules: GENERAL SCHEDULE #8, Metadata, 9/14/2010 DEPARTMENT OF ENERGY, LABOR, AND ECONOMIC GROWTH, Office of Audit and Financial Compliance, 9/14/2010 DEPARTMENT OF HUMAN SERVICES, Bureau of Child Welfare, 9/14/2010 Interagency and Community Services, 9/14/2010 DEPARTMENT OF NATURAL RESOURCES AND ENVIRONMENT, Office of Criminal Investigations, 9/14/2010 Office of Pollution Prevention and Compliance Assistance, 9/14/2010 DEPARTMENT OF TREASURY, Bureau of Bond Finance –Administration, 9/14/2010 Forms and Document Services, 9/14/2010 Property Services Division, 9/14/2010 Mr. Hank moved that the retention and disposal schedules be approved and adopted. The motion was supported by Ms. MacDowell and unanimously approved. 7. REPORTS AND RECOMMENDATIONS OF COMMITTEES: (Please see the following pages) APPROVED September 14, 2010 Michigan State Administrative Board COMMITTEE REPORT TO THE STATE ADMINISTRATIVE BOARD ______________________________________________________________________ The Honorable Jennifer M. Granholm, Governor and Members of the State Administrative Board A regular meeting of the Building Committee was held at 11:00 a.m. on September 7, 2010. Those present being: Chairperson: Mary G. MacDowell, representing Approved _____________________ State Treasurer Kleine Member: Katelyn Carey, representing Approved _____________________ Lt. Governor Cherry Member: Steven Liedel, representing Approved _____________________ Governor Granholm Others: Socorro Guerrero, Iris Lopez, Department of Attorney General; Sherry Bond, James Burris, Sergio Paneque, Janet Rouse, Department of Technology, Management and Budget; Jana Harding Bishop, Sharon Maynard, Rhonda Oyer-Zimmerman, Department of Natural Resources and Environment; John Milkovich ______________________________________________________________________ The Building Committee regular agenda and Recovery Act Funds agenda were presented. Following discussion, Mr. Liedel moved that the regular agenda and Recovery Act Funds agendas be recommended to the State Administrative Board for approval. Supported by Ms. Carey, the motion was unanimously adopted. Ms. MacDowell adjourned the meeting. 9/03/10 3:00 Final A G E N D A BUILDING COMMITTEE / STATE ADMINISTRATIVE BOARD September 7, 2010 / September 14, 2010 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 Building Committee may revise this agenda and may take up other issues at the meeting. Approval of the items on this agenda authorizing expenditures in the fiscal year beginning October 1, 2010 and ending on September 30, 2011 are contingent upon the enactment of appropriations for the fiscal year beginning October 1, 2010 and ending on September 30, 2011. AWARD OF CONSTRUCTION CONTRACTS 1. DEPARTMENT OF MILITARY AND VETERANS AFFAIRS, AUGUSTA – Fort Custer Training Center – Renovate Building #2724 File No. 511/10322.AGY - Index No. 22000 Low Responsive Bidder: Robbert Construction, Inc., Lakeview; $274,900.00 Purpose/Business Case The purpose of this contract is to renovate the existing wood structure including windows, siding, mechanical, plumbing, electrical, finishes, and all related work. This work will bring the building up to current codes/standards and reduce operating and maintenance costs. Benefit The State will benefit by extending the useful life of this facility. Funding 100% Federal Funds Commitment The contract cost is fixed based on competitive bids. The amount of the contract is within the authorized budget. Risk Failure to approve this contract will result in continued deterioration of the building and continued high operating and maintenance costs. Zip Code 49012 2. DEPARTMENT OF MILITARY AND VETERANS AFFAIRS, GRAYLING – Camp Grayling Annual Training Camp – New Dining Facility File No. 511/10350.CAK - Index No. 21000 Low Responsive Bidder: Ripman Construction Company, Inc., St. Helen; $1,872,066.00 1 9/03/10 3:00 Final Purpose/Business Case The purpose of this contract is to construct a new dining facility, food storage and preparation kitchen at Camp Grayling Annual Training Site. Benefit The State will benefit by providing the military with a new dining facility to support approximately 400 Michigan Army National Guard personnel. Funding 100% Federal Funds Commitment The contract cost is fixed based on competitive bids. The amount of the contract is within the authorized budget. Risk Failure to approve this contract will result in the continued use of existing undersized and inefficient facilities. Zip Code 49738 3. DEPARTMENT OF STATE POLICE, LASALLE TOWNSHIP – Monroe Weigh Station – Replace north and south bound weigh in motion system, static deck, and speed limit signs File No. 591/10144.CAK - Index No. 61815 Low Responsive Bidder: Graham Construction, Inc., Saginaw; $957,000.00 Purpose/Business Case The purpose of this contract is to install a weigh in motion system on the north and southbound ramps, replace the southbound static deck, add programmable speed limit signs, and the removal and reconstruction of the adjacent concrete pavement, curb, and sidewalk. Benefit The State will benefit by providing the State Police with a working weigh station to enforce loading limits necessary to extend the life of highways. Funding 100% Trunkline Funds Commitment The contract cost is fixed based on competitive bids. The amount of the contract is within the authorized budget. Risk Failure to approve this contract will result in an antiquated system that does not meet modern standards for high volume application. Zip Code 48145 4. DEPARTMENT OF MILITARY AND VETERANS AFFAIRS, LANSING – Joint Forces Reserve Center – New Cold Storage Building File No. 511/10333.RAN - Index No. 13957 & 13757 Low Responsive Bidder: Bender & Posciask Construction, Inc., Tecumseh; $441,100.00 2 9/03/10 3:00 Final Purpose/Business Case The purpose of this contract is to construct a new cold storage building for housing maintenance equipment and for storage of ice-melting salt. This project will allow maintenance equipment to be stored out of the elements as well as bulk purchasing of salt. Benefit The State will benefit by extending the useful life of the maintenance equipment and purchase salt at a lower bulk rate. Funding 75% Federal Special Maintenance Funds 25% State Special Maintenance Funds Commitment The contract cost is fixed based on competitive bids. The amount of the contract is within the authorized budget. Risk Failure to approve this contract will result in the reduced life of maintenance equipment and increased costs for salt. Zip Code 48906 5. DEPARTMENT OF MILITARY AND VETERANS AFFAIRS, GRAYLING – Camp Grayling Annual Training Center – New Roof and Exterior Insulation System on Building #560 File No. 511/10321.RAN - Index No. 21000 Low Responsive Bidder: Ripman Construction Co., Inc., St. Helen; $739,956.00 Purpose/Business Case The purpose of this contract is to replace the roof and install exterior insulation. The existing building is not energy efficient. The existing roof is beyond its useful life and requires costly maintenance. Benefit The State will benefit by reduced energy costs and maintenance. Funding 100% Federal Funds Commitment The contract cost is fixed based on competitive bids. The amount of the contract is within the authorized budget. Risk Failure to approve this contract will result in potential water damage to the building and its contents as well as higher than normal maintenance and energy costs. Zip Code 49738 6. DEPARTMENT OF NATURAL RESOURCES AND ENVIRONMENT, BEULAH – Platte River State Fish Hatchery – Pond Dredging File No. 751/10155.JAG - Index No. 83510 Low Responsive Bidder: BioTech Agronomics, Inc., Beulah; $429,034.00 3 9/03/10 3:00 Final Purpose/Business Case The purpose of this contract is to provide for dredging of the existing fish waste settling