City Council

REGULAR MEETING OF THE COUNCIL February 11, 2025 AGENDA 1. ROLL CALL 2. INVOCATION BY Pastor Suzanne Todd of Dearborn First United Methodist Church. 3. PLEDGE OF ALLEGIANCE 4. RESOLUTION BY COUNCILMAN HAMMOUD IN NEED OF SUPPORT – Recognizing Coach Found Zaban for his 18-years as head Coach of the Fordson High School football team and requesting immediate effect. 5. PUBLIC COMMENT 6. RESOLUTION IN NEED OF OFFER AND SUPPORT – Approving all items on the Consent Agenda and requesting immediate effect. CONSENT AGENDA 7. RESOLUTION BY COUNCILMEMBERS ABRAHAM AND PARIS – Awarding a contract to Key Construction Company in the amount of $1,102,851, with a 5% contingency in the amount of $52,516 for Comfort Station Renovation at Camp Dearborn; also authorizing the Finance Director to recognize and appropriate funds in the amount of $187,000 from the Capital Improvement fund, Project I20923, to the Facilities Fund , Project I21125 as revenue, and to recognize the revenue for expenditures in the Facility Fund and requesting immediate effect. 1 8. RESOLUTION BY COUNCILMEMBERS ENOS AND HAMMOUD – Awarding a three-year contract to GFL Environmental Services in the annual amount of $27,231 for Trash Collection, Disposal, and Recycling Services at Camp Dearborn and requesting immediate effect. 9. RESOLUTION BY COUNCILMEMBERS HAMMOUD AND PARIS – Awarding a contract to Environmental Systems Research, Inc. in the amount of $186,000 for three-years of Annual Maintenance for Geographic Information System Software, resulting in a new expiration date of March 30, 2028 and requesting immediate effect. 10. RESOLUTION BY COUNCILMEMBERS ABRAHAM AND ENOS – Awarding a sole source contract to Ajax Paving Industries in the amount of $76,160 for the purchase of High-Performance Cold Patch and requesting immediate effect. 11. RESOLUTION BY COUNCILMEMBERS HAMMOUD AND ENOS – Designating The Arab American News as the Official Publication of Official City Notices as required by Section 7.10 of the City Charter and requesting immediate effect. 12. RESOLUTION BY COUNCILMEMBERS HAMMOUD AND PARIS – Amending the Land Sales Guidelines by extending the required time to commence construction on properties sold for new construction from the current 18- months to 24-months, with no extensions beyond 24-months being permitted and requesting immediate effect. END OF CONSENT AGENDA 13. RESOLUTION BY COUNCILMEMBERS ENOS AND PARIS – Approving the minutes of the previous special closed meeting of January 21, 2025. 14. RESOLUTION BY COUNCILMEMBERS PARIS AND HAMMOUD – Approving the minutes of the previous regular meeting of January 28, 2025. 2 15. RESOLUTION BY COUNCILMEMBERS HAMMOUD AND ENOS – Granting the request of the “Canteen at Midtown”, to conduct the “Ramadan Village” special event in their parking lot located at 720 Town Center Dr. on Fridays and Saturdays beginning March 7 through March 30, 2025 from 10:00 p.m. to 3:00 a.m., and to utilize Sundays as a makeup day in the event of cancellations due to weather or unforeseen circumstances; also authorizing temporary food truck hours during Ramadan season from 11:00 a.m. to 1:00 a.m. Monday through Friday and from 11:00 a.m. to 3:00 a.m. from Friday through Sunday; additionally authorizing the installation of a temporary fence and two heated outdoor holiday tents, subject to certain stipulations and requesting immediate effect. 16. RESOLUTION BY COUNCILMEMBERS HAMMOUD AND ABRAHAM – Authorizing a Noise Ordinance Waiver for upcoming 2025 MDOT (Michigan Department of Transportation) projects along Highway US-12 (Michigan Ave.) from Firestone St. to I-94; also authorizing MDOT contractors to work during night time hours to minimize disruption to local businesses during peak hours, and requesting immediate effect. PUBLIC COMMENT WILL FOLLOW ANY WALK-ON ITEMS 3 OFFICE OF THE 34 TH CITY COUNCIL IMMEDIATE EFFECT To: City Clerk From: City Council Date: January 29, 2025 Subject: Council Acknowledgment/Coach Fouad Zaban ______________________________________________________________________________ The 34th City Council wishes to recognize Coach Found Zaban for his 18 years as head coach of the Fordson High School football team, with a Council Citation supported unanimously. Michael T. Sareini Council President Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 ​ REQUEST: Authorization for the Canteen at Midtown to host the “Ramadan Village” special event as presented by the applicant at 720 Town Center Dr on Fridays and Saturdays (and to be allowed to utilize Sundays as makeup days if any event dates are cancelled due to weather, etc.) from 3-7-25 through 3-30-25 from 10pm to 3am. DEPARTMENT: Economic Development BRIEF DESCRIPTION: ●​ The Canteen at Midtown at 720 Town Center is currently operating under a temporary land use approval which allows food trucks on the property. ●​ The business is requesting approval for a temporary special event to be held on Fridays, and Saturdays throughout the Ramadan season starting on 3-7-25 through 3-30-25. Sundays are also being requested to be able to be utilized as makeup days for any event dates that are cancelled due to inclement weather or other unforeseen circumstances. ●​ The event will be scheduled from 10pm-3am. PRIOR COUNCIL ACTION: City Council granted a temporary use of land approval to permit food trucks to operate on this property for up to a year (CR #7-373-24). Council amended the temporary land use further to allow placement of a holiday tent on November 19th, 2024 (CR #11-562-24). City Council has also previously approved various other events held by the same company, including the Suhoor Festival and similar events. BACKGROUND: Business owners of the “Canteen at Midtown”, located at 720 Town Center Dr, are requesting authorization to hold a special event titled “Ramadan Village” The event will be held on Fridays and Saturdays during the Ramadan season with Sundays are also being requested to be able to be utilized as makeup days for any event dates that are cancelled due to inclement weather or other unforeseen circumstances. starting on 3-7-25 until 3-30-25 in the parking lot of Canteen at Midtown. This request includes installing a temporary fence, two heated outdoor holiday tents, and all other required facilities to maintain and eliminate any impact to the surrounding areas. They are requesting to use these tents from March 7th, 2025 through March 30th, 2025. In prior years, the same event organizer held a larger event known as the Suhoor Festival, also held during Ramadan. This year’s event, Ramadan Village, will be a smaller-scale version. The event plans have been submitted to the Police, Fire, and the Building Division of the Economic Development Department and are deemed approvable under the building code.The event considerations are as follows: ●​ The applicant shall follow all requirements of the permitting process and applicable inspections prior to, during and after the event. ●​ Electrical and utility connections shall be approved by the Building Official. ●​ The City may require a performance bond to assure proper cleanup. ●​ The on-site police detail will be paid for separately by the building owner. ●​ The event organizer will provide adequate facilities to minimize the impact on city services and surrounding areas, ensuring a well-managed and successful event. Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 ​ ●​ The subject property is not delinquent on any taxes or municipal bills. ●​ The previous City Council approval limited the hours of operation for food trucks as follows: ○​ Sunday to Thursday: 11 AM - 11 PM, Friday and Saturday: 11 AM - 1 AM ●​ In addition to hours related to the festival, the Canteen team is also requesting temporary hours during Ramadan season for food trucks as follows: ○​ Monday to Thursday: 11am-1am, Friday to Sunday : 11am-3am FISCAL IMPACT: N/A COMMUNITY IMPACT: The event is expected to foster community engagement and attract visitors from surrounding areas, boosting local businesses and providing cultural enrichment for the holiday season. IMPLEMENTATION TIMELINE: 2-24-25 through 4-3-25 (this timeline includes a two week setup for tents, lighting, climate controls and inspections and teardown time of one week outside the scheduled event days). COMPLIANCE/PERFORMANCE METRICS: The subject property is not delinquent on any taxes or municipal bills and is in good standing with all city compliances Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 ​ TO:​ City Council FROM:​ Economic Development VIA:​ Mayor Abdullah H. Hammoud SUBJECT:​ Temporary Use of Land: 720 Town Center DATE: ​ February 25, 2025 (February 20, 2025 COW) Summary of Request Business owners of the “Canteen at Midtown”, located at 720 Town Center Dr, are requesting authorization to hold a special event titled “Ramadan Village” The event will be held on Thursdays, Fridays, and Saturdays during the Ramadan season starting on 3-7-25 until 3-30-25 in the parking lot of the Canteen at Midtown. Sundays are also being requested to be able to be utilized as makeup days for any event dates that are cancelled due to inclement weather or other unforeseen circumstances.​ This request includes installing a temporary fence, two heated outdoor holiday tents, and all other required facilities to maintain and eliminate any impact to the surrounding areas. They are requesting to use these tents from March 7th, 2025 through March 30th, 2025. Background Information ●​ The Plans for the event have been reviewed by Police, Fire, Department of Public Works and Building departments. The plans are approvable under the building code and Canteen ownership is providing adequate facilities to eliminate any impacts on surrounding areas for this event. ●​ No impact to traffic in this area.​ Additional Considerations are as follows: ●​ The applicant shall follow all requirements of the permitting process and applicable inspections prior to, during and after the event. ●​ Electrical and utility connections shall be approved by the building official. ●​ The City may require a performance bond to assure proper cleanup. ●​ Police detail on site for event paid for separately by owner ●​ The subject property is not delinquent on any taxes or municipal bills. ●​ The previous approval from City Council limited the hours of operation for the food trucks as follows: Sunday to Thursday: 11 AM - 11 PM and Friday and Saturday: 11 AM - 1 AM ●​ The request from the Canteen team is asking foTemporary hours during Ramadan season for food trucks as follows:Monday to Thursday: 11 AM-1 AM and Friday to Sunday : 11 AM-3 AM Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 PROPOSED LAYOUT Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 Signature Page Prepared by: John Galvan​ John Galvan Assistant Building Official Approved: Jordan Twardy​​ ​ ​ ​ ​ Jeremy Romer Economic Development Director​ ​ ​ Corporation Counsel Issa Shahin​ ​ ​ ​ ​ ​ Joseph Murray Chief of Police​ ​ ​ ​ ​ ​ Fire Chief Timothy Hawkins Director of Public Works and Facilities  720 Town Center Drive - Aerial View Docusign Envelope ID: 4FE417E6-5F21-4845-84B8-9CF5C25EC8F9 City of Dearborn | Planning & Zoning Division Docusign Envelope ID: B636D7C6-A459-48E6-B2E5-F410C60F06FC EXECUTIVE SUMMARY AND MEMORANDUM REQUEST: Purchase of Annual Maintenance Agreement for Geographic Information System Software (Enterprise Licensing Agreement – ELA) DEPARTMENT: Innovation & Technology (IT), in conjunction with Purchasing BRIEF DESCRIPTION: ArcGIS, ArcGIS Online, ArcGIS Enterprise, and ArcGIS Portal provide centralized management and integration of parcel, utility, and imagery data. The ArcGIS Suite delivers a platform for insightful analytics, rapid data collection, simplified sharing, and coordinated response for Public Service/Asset Management. PRIOR COUNCIL ACTION: The original purchase of the software and maintenance was authorized by Council Resolution 10-680-09. Council Resolutions 1-17-19 and 02-125-22 have been authorized three-year maintenance agreements. BACKGROUND: The City of Dearborn has been utilizing ArcGIS software to maintain its utility data since the early 2000’s. “ArcGIS offers unique capabilities and flexible licensing for applying location- based analytics to your business practices. Gain greater insights using contextual tools to visualize and analyze your data. Collaborate and share via maps, apps, dashboards and reports (ESRI).” FISCAL IMPACT: • ENTERPRISE LICENSING AGREEMENT BUDGETED SINCE 2010 • AN INCREASE OF $7000.00 PER YEAR WITH THIS CONTRACT COMMUNITY IMPACT: • Accurate utility data • Platform for field data collection/inspection • Mapping of trends and evaluation of city services IMPLEMENTATION TIMELINE: Maintenance agreement for use of current Geographic Information System. Current agreement expires on 3/30/2025. Upon approval, service will continue uninterrupted. COMPLIANCE/PERFORMANCE METRICS: Both Portal and Enterprise have built in dashboards to monitor use and compliance with industry standards. Docusign Envelope ID: B636D7C6-A459-48E6-B2E5-F410C60F06FC EXECUTIVE SUMMARY AND MEMORANDUM TO: City Council FROM: City Administration VIA: Mayor Abdullah H. Hammoud SUBJECT: Purchase of Annual Maintenance Agreement for Geographic Information System Software DATE: January 21, 2025 Budget Information Adopted Budget: $77,500 Amended Budget: $77,500 Requested Amount: $186,000 ($62,000 per year - Pending future years adopted Budget) Funding Source: Information Systems Fund, Technology and Innovation, Contractual Services, Other Services Supplemental Budget: N/A Summary of Request Purchasing, on behalf of the Technology and Innovation Department, recommends the purchase of annual maintenance for Geographic Information System software from Environmental Systems Research, Inc., which has provided this service for the City in the past. This will be a three-year maintenance agreement to expire 03/30/2028. It is respectfully requested that Council authorize the purchase. The resulting purchase order shall not be binding until fully executed. Background and Justification Environmental Systems Research, Inc.’s small government enterprise agreement provides a lower cost per unit for licensed software and reduced administrative and procurement expenses. The original purchase of the software and maintenance was authorized by Council Resolution 10-680-09. Council Resolutions 3-131-16, 1-17-19 and 02-125-22 have been authorized three-year maintenance agreements. ArcGIS, ArcGIS Online, ArcGIS Enterprise, and ArcGIS Portal provide centralized management and integration of parcel, utility, and imagery data. The ArcGIS Suite delivers a platform for insightful analytics, rapid data collection, simplified sharing, and coordinated response for Public Service/Asset Management. P:\Solicitations\FY25\Renewals\IT - GIS ESRI\Agenda Item - GIS Maintenance.docx Docusign Envelope ID: B636D7C6-A459-48E6-B2E5-F410C60F06FC EXECUTIVE SUMMARY AND MEMORANDUM Process This procurement is in accordance with Section 2-568(b) (6) e, Continuity of Professional Services, of the Code of the City of Dearborn. Pricing was evaluated and determined to be reasonable based on a comparison with past purchases. Prepared By: Department Approval: Mark Rozinsky, Purchasing Manager Mansour Sharha, IT Director Budget Approval: Corporation Counsel Approval: Michael Kennedy, Finance Director/Treasurer Jeremy J. Romer, Corporation Counsel P:\Solicitations\FY25\Renewals\IT - GIS ESRI\Agenda Item - GIS Maintenance.docx Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 EXECUTIVE SUMMARY AND MEMORANDUM REQUEST: Approval to amend the Land Sales Guidelines by extending the requirement to commence construction from 18 months to 24 months. No extensions beyond 24 months would be allowed. Immediate effect requested ___________________________________________________________________________________ DEPARTMENT: Law ___________________________________________________________________________________ BRIEF DESCRIPTION: In an effort to minimize the number of extension requests that are presented to Council for approval, it is recommended that the Land Sales Guidelines be amended by extending the requirement to commence construction from the current 18 months to 24 months. No extensions beyond the 24 months would be allowed. ___________________________________________________________________________________ PRIOR COUNCIL ACTION: The current Land Sales Guidelines were adopted under Council Resolution 11-642-22. ___________________________________________________________________________________ BACKGROUND: Purchasers of vacant City-owned lots are required to comply with the City’s adopted Land Sales Guidelines, including the requirement that construction of a single-family dwelling commence within 18 months from the date of closing. In an effort to minimize the number of extension requests that are presented to Council for approval, it is recommended that the Land Sales Guidelines be amended by extending the requirement to commence construction from the current 18 months to 24 months. No other extensions would be allowed. ------------------------------------------------------------------------------------------------------------------------------------------ FISCAL IMPACT: N/A ___________________________________________________________________________________ COMMUNITY IMPACT: The completion of construction projects will serve a public purpose by revitalizing and stabilizing neighborhoods. Moreover, revision of the Guidelines would save Council time and resources that may be redirected to other pressing City matters, thereby resulting in increased efficiency. ____________________________________________________________________________________ IMPLEMENTATION TIMELINE: The amended Land Sales Guidelines would be effective upon adoption. ____________________________________________________________________________________ COMPLIANCE/PERFORMANCE METRICS: Law Department and Economic Development Department monitor compliance with the conditions pertaining to sales set forth in the Land Sales Guidelines. Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 EXECUTIVE SUMMARY AND MEMORANDUM TO: City Council FROM: Corporation Counsel VIA: Mayor Abdullah H. Hammoud SUBJECT: Requesting approval to amend the Land Sales Guidelines by extending the requirement to commence construction from 18 months to 24 months for properties sold for new construction DATE: January 17, 2025 _________________________________________________________________________________ Summary of Request Purchasers of vacant City-owned lots are required to comply with the City’s adopted Land Sales Guidelines, including the requirement that construction of a single-family dwelling commence within 18 months from the date of closing. Construction is deemed to “commence” when the plans have been approved by the Economic Development Department, building permits have been issued, and excavation of the basement/foundation is started. The Guidelines currently limit construction commencement extension requests to one (1) 6-month extension per land transaction for good cause, as determined and approved by Council. In recent years, Purchasers have increasingly requested additional construction commencement extensions that are not permitted under the Guidelines. Upon being advised accordingly by the Legal Department, purchasers have recently sought to be added to the City Council agenda to request additional extensions on their own behalf. In an effort to minimize the number of extension requests that are presented to Council for approval, it is recommended that the Land Sales Guidelines be amended by extending the requirement to commence construction from the current 18 months to 24 months. No other extensions would be allowed. Thus, it is recommended that the attached proposed Land Sales Guidelines be adopted. A resolution requesting immediate effect is attached. Respectfully submitted, REBECCA A. SCHULTZ Assistant Corporation Counsel APPROVED: JEREMY J. ROMER Corporation Counsel Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 EXECUTIVE SUMMARY AND MEMORANDUM RESOLUTION WHEREAS: Purchasers of vacant City-owned lots are required to comply with the City’s adopted Land Sales Guidelines, including the requirement that construction of a single-family dwelling commence within 18 months from the date of closing, and WHEREAS: Construction is deemed to “commence” when the plans have been approved by the Economic Development Department, building permits have been issued, and excavation of the basement/foundation is started, and WHEREAS: The Guidelines currently limit construction commencement extension requests to one (1) 6-month extension per land transaction for good cause, as determined and approved by Council, and WHEREAS: In recent years, Purchasers have increasingly requested additional construction commencement extensions that are not permitted under the Guidelines. Upon being advised accordingly by the Legal Department, purchasers have recently sought to be added to the City Council agenda to request additional extensions on their own behalf, and WHEREAS: In an effort to minimize the number of extension requests that are presented to Council for approval, it is recommended that the Land Sales Guidelines be amended by extending the requirement to commence construction from the current 18 months to 24 months. No other extensions would be allowed, therefore be it RESOLVED: That the Land Sales Guidelines be amended by extending the requirement to commence construction from the current 18 months to 24 months. No other extensions will be allowed; be it further RESOLVED: That this Resolution be given immediate effect. Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 CITY OF DEARBORN GUIDELINES FOR SALE OF CITY-OWNED PROPERTY Offer to Purchase ONCE THE CITY HAS NOTIFIED YOU THAT YOU HAVE SUBMITTED THE WINNING BID, THE CITY WILL SEND YOU AN OFFER TO PURCHASE. THE OFFER TO PURCHASE MUST BE SIGNED AND RETURNED WITH THE REQUIRED DEPOSIT TO THE LAW DEPT. AT THE FOLLOWING ADDRESS WITHIN 30 DAYS: City of Dearborn Law Department 16901 Michigan Avenue, Ste. 14 Dearborn, MI 48126 If the Offer to Purchase and required bid deposit are not returned to the Law Dept. within 30 days from the date shown on the Offer to Purchase, the $500 bid deposit shall be forfeited. The City shall offer the property to the next highest bidder or re-advertise the property for sale. Bid Withdrawal If you are the winning bidder and wish to withdraw your bid to purchase the property, you must notify the Law Dept. in writing. Your $500 deposit shall be forfeited. Closing Once the executed Offer to Purchase is received by the Law Dept. with the required deposit, the sale of property will be presented to City Council, with a recommendation for approval. You will be notified if City Council approves the sale. If the sale is approved, the closing must occur within 90 days of the effective date of City Council resolution that approved the sale. To schedule a closing date, please call (313)943- 2035. Extension of Time to Close One extension of time in which to close for no greater than 30 days may be approved. You must submit your request in writing to the Law Dept. at least 30 days prior to the closing deadline, explaining the reason for the extension request. A processing fee of $250 must accompany the request, along with documentation to support the request. The Law Department shall administratively review the request within 14 days and consider the following factors: a. Does the applicant have good cause for the request? b. Has the applicant purchased property from the City in the past? If so, how has the applicant performed with previous transactions? c. Have any extensions been requested/granted in the past? If the Law Department denies the request for an extension, you may present your request to City Council for reconsideration. You may be required to attend a City Council meeting to respond to questions regarding your request. It is your responsibility to call the Law Department to confirm the City Council meeting dates. 1 Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 If the request for an extension of time to close is denied by City Council or if you fail to close within the required timeframe or any approved extension, then: a. The $500 bid deposit shall be forfeited. b. The $250 processing fee shall be forfeited. c. Offer to Purchase shall be voided. d. Council resolution approving sale of land shall be rescinded. e. The property shall be offered to the next highest bidder or re-advertised for sale. Any request that is not submitted at least 30 days prior to the closing deadline shall not be considered and shall be treated as a denial. Transfer or Assignment of Interest The name that you insert on the Bid Proposal Form shall be the name shown as the “Purchaser” on all documentation pertaining to the sale, including the Offer to Purchase and deed. One request to transfer or assign an interest in the property may be approved per land transaction, only if the transfer is to another entity for which you have a demonstrated legal interest. You must submit your request in writing to the Law Dept., explaining the reason for the request. A processing fee of $250 must accompany the request, along with documentation to support the request. The Law Dept. shall administratively review the request within 14 days and consider the following: a. Does the applicant have good cause for the request? b. Has the applicant purchased property from the City in the past? If so, how has the applicant perfumed with previous transactions? c. Have any transfers/assignments been requested/granted in the past? If the request for a transfer or assignment is denied, the applicant may proceed to purchase the property in the name listed on the Bid Proposal Form only. If the transfer or assignment request is denied and the applicant does not wish to proceed in the name listed on the Bid Proposal Form, then: a. The $500 bid deposit shall be forfeited. b. The $250 processing fee shall be forfeited. c. The bid shall be voided, d. The property shall be offered to the next highest bidder or re-advertised for sale. Any request for transfer or assignment after City Council has approved the sale shall not be considered and shall be treated as a denial. Extension of Time to Submit Initial Plans Initial plans for the construction of a single-family dwelling must be submitted to the Economic Development Department within 9 months from the date of closing. One extension of time in which to submit initial plans for no greater than 90 days may be approved per land transaction. You must submit your request in writing to the Law Dept. at least 30 days prior to the plan submittal deadline, explaining the reason for the extension request. A processing fee of $250 must accompany the request, along with documentation to support the request. The Law Department shall administratively review the request within 14 days and consider the following factors: 2 Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 a. Does the applicant have good cause for the request? b. Has the applicant purchased property from the City before? If so, how has the applicant performed in the past? c. Have any extensions been requested/granted in the past? If the Law Department denies the request for an extension, you may present your request to City Council for reconsideration. You may be required to attend a City Council meeting to answer questions regarding your request. It is your responsibility to call the Law Department to confirm the City Council meeting dates. If the request for an extension of time in which to submit initial plans is denied, then: a. The $500 bid deposit shall be forfeited. b. The $250 processing fee shall be forfeited. c. Offer to Purchase shall be voided. d. Council resolution approving sale of land shall be rescinded. e. The property shall be offered to the next highest bidder or re-advertised for sale. Any request that is not submitted at least 30 days prior to the initial plan submittal deadline shall not be considered and shall be treated as a denial. Extension of Time in Which to Commence Construction Construction of a single-family dwelling must commence within 18 24 months from the date of closing. Construction shall be deemed “commenced” when: a. The plans have been approved by the Economic Development Department, and b. Building permits have been issued, and c. Excavation of the basement/foundation is started, and You must complete construction before building permits expire. No extensions will be allowed. Requests for extensions must be submitted in writing to the Law Dept. no later than 45 days before the construction commencement deadline. A processing fee of $500 must accompany the request, along with documentation to support the request. An extension fee of 1% of the original property sale price per month of requested extension must also accompany the request. City Council shall review the request and consider the following factors: a. Does the applicant have good cause for the request? b. Has the applicant purchased property from the City in the past? If so, how has the applicant performed in the past? c. Have extensions been requested/granted in the past? City Council may consider one 6-month extension per land transaction for good cause. If the request for an extension of time to begin construction is denied, then: a. The $500 processing fee shall be forfeited. 3 Docusign Envelope ID: 418504B8-DA34-4EB9-8C0B-5F24F0708CD0 b. The 1% monthly extension fee shall be returned. c. The City shall repurchase the property for the original purchase price, less 10%, and less all costs associated with the transfer back to the City. d. Purchaser shall set up a closing to convey the property back to the City within 30 days of the effective date of the Council resolution denying the request. .Failure to request an extension 45 days prior to the construction commencement deadline shall be deemed a default of the terms of the Offer to Purchase and the City shall exercise its right to repurchase the property. Failure to commence construction within 24 months from the date of closing shall be deemed a default of the terms of the Offer to Purchase and the City shall exercise its right to repurchase the property. Right of Reverter The sale shall be conditioned by a reversionary interest to the City of Dearborn that is recorded with the deed. If the City of Dearborn exercises its right to repurchase the property, it shall repurchase the property for the original sale price, less a processing fee equal to 10% of the original sale price, and less all costs associated with the transfer back to the City. 4 Docusign Envelope ID: 2431C73A-4CA9-4FCD-B8DA-4C12FDFDFDC4 EXECUTIVE SUMMARY AND MEMORANDUM Immediate Effect Requested REQUEST: Award of contract for Comfort Station Renovations at Camp Dearborn DEPARTMENT: Parks & Recreation Department, in conjunction with Purchasing BRIEF DESCRIPTION: The Parks & Recreation Department, in conjunction with Purchasing, recommends awarding a contract to Key Construction Company, a Dearborn based business, which submitted the lowest responsive and responsible bid; to renovate Comfort Stations #1, 3, 4 and 5 at Camp Dearborn. Key is currently constructing new pool buildings at Summer Stephens, Lapeer and Ten Eyck Parks, and comfort stations at various comfort stations around the City. PRIOR COUNCIL ACTION: None BACKGROUND: The Camp Dearborn comfort stations are in need of improvements to provide campers with a better experience while at camp. Four comfort stations require plumbing repairs and fixtures, new lavatory partitions, improved shower areas, and new lighting. The comfort stations haven't seen significant improvements for over 15-20 years. New showers will have larger tile/single panels for fewer grout lines, and in some cases the shower heads will be raised to a reasonable height. FISCAL IMPACT: $1,102,851 ($1,050,335 bid price + $52,516 5% Contingency) COMMUNITY IMPACT: The renovated Comfort Stations will make visits to Camp Dearborn more enjoyable for all visitors. IMPLEMENTATION TIMELINE: Work will begin as soon as permits are approved. COMPLIANCE/PERFORMANCE METRICS: The Parks & Recreation staff will confirm adherence to the terms and conditions of the contracted scope of work. Docusign Envelope ID: 2431C73A-4CA9-4FCD-B8DA-4C12FDFDFDC4 EXECUTIVE SUMMARY AND MEMORANDUM TO: City Council FROM: City Administration VIA: Mayor Abdullah H. Hammoud SUBJECT: Award of Contract to Key Construction for Comfort Station Renovations at Camp Dearborn DATE: January 28, 2025 Budget Information Projects: I21125 Cmp Dbn Comfort Station MEDC Total Approved Project Budget: $715,849 Available Project Budget: $710,210 Requested Amount: $1,102,851 ($1,050,335 bid price + $52,516 5% Contingency) Funding Source: Facilities Fund, Camp Dearborn General, Capital Project Support, A & E Services Supplemental Budget: $187,000 I20923 – Camp Dearborn MEDC Grant $205,641 I20925 – Camp Dearborn Master Plan Projects Summary of Request The Parks & Recreation Department, in conjunction with Purchasing, recommends awarding a contract to Key Construction Company, a Dearborn based business, which submitted the lowest responsive and responsible bid; to renovate Comfort Stations #1, 3, 4 and 5 at Camp Dearborn. It is respectfully requested that City Council authorize the award. The resulting contracts shall not be binding until fully executed. It is also respectfully requested that the Finance Director be authorized to recognize and appropriate the $187,000 from the Capital Improvement Fund, Project I20923, to the Facilities fund, Project I21125, as revenue, and to recognize this revenue for expenditures in the Facilities Fund. Immediate Effect Requested. Background and Justification The Camp Dearborn comfort stations are in need of improvements to provide campers with a better experience while at camp. Four comfort stations require plumbing repairs and fixtures, new lavatory partitions, improved shower areas, and new lighting. The comfort stations haven't seen significant improvements for over 15-20 years. New showers will have larger tile/single panels for fewer grout lines, and in some cases the shower heads will be raised to a reasonable height. The improvements to comfort stations have been discussed at several Camp Dearborn Advisory Committee meetings and Master Plan input sessions, and everyone agrees that these improvements are much needed and will positively impact the chances that guests return to camp. Key Construction is a Dearborn based company, currently overseeing the construction of the three neighborhood pool bath houses, and also ready to break ground on the renovation of various comfort stations in the City. Recreation is satisfied with their work and recommends the contract be awarded for the comfort station renovation at Camp Dearborn. Docusign Envelope ID: 2431C73A-4CA9-4FCD-B8DA-4C12FDFDFDC4 EXECUTIVE SUMMARY AND MEMORANDUM Procurement Process Purchasing solicited bids with process details as follows: Process: Invitation to Bid Issue Date: December 17, 2024 Deadline Date: January 23, 2025 Vendors Solicited: 307 Solicitations Received: 69 Bids Received: 6 The bids were evaluated with the assistance of key staff from the Parks & Recreation Department and are shown in the following bid summary: Camp Dearborn Comfort Station Bid Price Renovation Decima LLC $1,003,134 Heaney General Contracting $1,021,000 Key Construction $1,050,385 L.G.K. $1,339,150 Building Inc ** Exceptions taken In-Line Construction ** Exceptions taken $1,462,209 Vesta Companies $1,689,730 The procurement process was in accordance with Section 2-568 (6), of the Procurement Ordinance, and all internal policies and procedures. The Purchasing Division requests approval to proceed with the procurement. Docusign Envelope ID: 2431C73A-4CA9-4FCD-B8DA-4C12FDFDFDC4 EXECUTIVE SUMMARY AND MEMORANDUM Signature Page Prepared By: Department Approval: __________________________________ ___________________________________ Jay Andrews, Sr. Buyer, Purchasing Sean Fletcher, Parks & Rec Director Budget Approval: Corporation Counsel Approval: ___________________________________ __________________________________ Michael Kennedy, Finance Director/Treasurer Jeremy Romer, Corporation Counsel P:\Solicitations\FY25\ITB\campdearborncomfortstationrenovation Docusign Envelope ID: 59973622-CB97-4B30-8AC1-DF3A9D2CBBEE EXECUTIVE SUMMARY AND MEMORANDUM Immediate Effect Requested REQUEST: Award of contract for Trash Collection, Disposal and Recycling Services for Camp Dearborn DEPARTMENT: Parks & Recreation Department, in conjunction with Purchasing BRIEF DESCRIPTION: The Parks & Recreation Department, in conjunction with Purchasing, recommends awarding a contract to GFL Environmental Services, which submitted the lowest responsive and responsible bid; to provide Trash Collection, Disposal and Recycling services to Camp Dearborn. The awarded contract will be for a period of three years. PRIOR COUNCIL ACTION: 3-142-22 BACKGROUND: Camp Dearborn and Mystic Creek Golf Course, generate approximately 13,000 un-compacted yards of rubbish and garbage annually. This contract will allow a qualified contractor to provide trash collection, disposal and recycling services for the next three years; enabling Camp staff to provide a safe, clean and enjoyable camp experience to all visitors. FISCAL IMPACT: • $81,973 for a three-year contract o Year 1 $27,231 o Year 2 $27,324 o Year 3 $27,418 COMMUNITY IMPACT: Refuse collection is essential to maintaining a clean, safe and appealing environment for all Camp Dearborn staff and visitors. IMPLEMENTATION TIMELINE: The contract will be effective upon Council authorization. COMPLIANCE/PERFORMANCE METRICS: The Parks & Recreation staff will confirm adherence to the terms and conditions of the contracted scope of work. Docusign Envelope ID: 59973622-CB97-4B30-8AC1-DF3A9D2CBBEE EXECUTIVE SUMMARY AND MEMORANDUM TO: City Council FROM: City Administration VIA: Mayor Abdullah H. Hammoud SUBJECT: Award of Contract for Trash Collection, Disposal and Recycling Services for Camp Dearborn DATE: January 28, 2025 Budget Information Adopted Budget: $42,460 Amended Budget: $42,460 Requested Amount: $27,231 Funding Source: General Fund, Recreation, Camp Dearborn, Refuse Collection Supplemental Budget: N/A Summary of Request The Parks & Recreation Department, in conjunction with Purchasing, recommends awarding a contract to GFL Environmental Services, which submitted the lowest responsive and responsible bid; to provide Trash Collection, Disposal and Recycling services to Camp Dearborn. The awarded contract will be for a period of three years. It is respectfully requested that City Council authorize the award. The resulting contracts shall not be binding until fully executed. Immediate effect is requested. Background and Justification Camp Dearborn and Mystic Creek Golf Course, generate approximately 13,000 un-compacted yards of rubbish and garbage annually. This contract will allow a qualified contractor to provide trash collection, disposal and recycling services for the next three years; enabling Camp staff to provide a safe, clean and enjoyable camp experience to all visitors. Docusign Envelope ID: 59973622-CB97-4B30-8AC1-DF3A9D2CBBEE EXECUTIVE SUMMARY AND MEMORANDUM Procurement Process The bids were evaluated with the assistance of key staff from the Parks & Recreation Department and are shown in the following bid summary: Process: Invitation to Bid Issue Date: November 22, 2024 Deadline Date: December 11, 2024 Vendors Solicited: 232 Solicitations Received: 33 Bids Received: 3 Camp Dearborn Trash Collection Bid Price GFL Environmental Services $81,974 Priority $112,120 Waste Management ** $65,965 ** Waste Management’s bid is considered non-responsive and non-responsible, as it contained exceptions to the scope of work and the City’s terms and conditions that are not acceptable. The procurement process was in accordance with Section 2-568 (6), of the Procurement Ordinance, and all internal policies and procedures. The Purchasing Division requests approval to proceed with the procurement. Docusign Envelope ID: 59973622-CB97-4B30-8AC1-DF3A9D2CBBEE EXECUTIVE SUMMARY AND MEMORANDUM Signature Page Prepared By: Department Approval: __________________________________ ___________________________________ Jay Andrews, Sr. Buyer, Purchasing Sean Fletcher, Parks & Rec Director Budget Approval: Corporation Counsel Approval: ___________________________________ __________________________________ Michael Kennedy, Finance Director/Treasurer Jeremy Romer, Corporation Counsel P:\Solicitations\FY25\ITB\TrashcollectionatCampdearborn Docusign Envelope ID: C862CA3E-DF74-4F62-A8B3-86BA9B3C9429 EXECUTIVE SUMMARY AND MEMORANDUM REQUEST: Request for Noise Ordinance Waiver for upcoming Michigan Department of Transportation (MDOT) project on Michigan Avenue (MDOT JN 219754). DEPARTMENT: Public Works & Facilities – Engineering Division BRIEF DESCRIPTION: MDOT has requested a Noise Ordinance Waiver on US-12 (Michigan Avenue) from Firestone Street to I-94 for nighttime construction operations. (See attached letter.) PRIOR COUNCIL ACTION: N/A BACKGROUND: MDOT will be performing an HMA resurfacing project within the city limits of Dearborn in 2025. This includes asphalt cold milling and resurfacing and pedestrian ramp rehabilitation on US-12 (Michigan Avenue) between Firestone Street and I-94. MDOT would like to carry out portions of the HMA resurfacing during the nighttime hours in order to reduce daytime lane closures. Historically, the City has granted waivers to noise ordinance and allowed MDOT contractors to work during the nighttime hours to minimize disruption to local businesses. FISCAL IMPACT: N/A COMMUNITY IMPACT: Because the plan is for double lane closures with one lane of traffic shifted into the center turn lane, traffic flow through the work zone will be extremely slow with increased congestion and limited driving space. Less lanes being closed during the day will result in a lessened economic burden on local businesses as well as lower traffic volumes. Construction trucks, asphalt paving machines, asphalt trucks, generators, compressors, etc., will be operating during the scheduled nights. This equipment creates noise which could become problematic in residential neighborhoods. IMPLEMENTATION TIMELINE: With immediate effect. COMPLIANCE/PERFORMANCE METRICS: N/A For City Council Meeting on 2/11/25 Docusign Envelope ID: C862CA3E-DF74-4F62-A8B3-86BA9B3C9429 EXECUTIVE SUMMARY AND MEMORANDUM TO: City Council FROM: Department of Public Works and Facilities/Engineering Division VIA: Mayor Abdullah H. Hammoud SUBJECT: Request for Noise Ordinance Waiver for upcoming Michigan Department of Transportation (MDOT) project on Michigan Avenue (MDOT JN 219754). DATE: January 23, 2025 Budget Information N/A Summary of Request MDOT is requesting a Noise Ordinance Waiver on US-12 (Michigan Avenue) from Firestone Street to I-94 for nighttime construction operations. (See attached letter.) MDOT will be performing an HMA resurfacing project within the city limits of Dearborn in 2025. This includes roadway paving and pedestrian ramp rehabilitation on US-12 (Michigan Avenue) between Firestone Street and I-94. Historically, the City has granted waivers to the noise ordinance and allowed MDOT contractors to work during the nighttime hours to minimize disruption to local businesses. We hereby ask that City Council approve MDOT’s request for nighttime work as requested. We further ask that the Council Resolution be given IMMEDIATE EFFECT. Background and Justification MDOT would like to carry out portions of the HMA resurfacing during the nighttime hours in order to reduce daytime lane closures. Because the plan is for double lane closures with one lane of traffic shifted into the center turn lane, traffic flow through the work zone will be extremely slow with increased congestion and limited driving space. Less lanes being closed during the day will result in a lessened economic burden on local businesses as well as lower traffic volumes. Construction trucks, asphalt paving machines, asphalt trucks, generators, compressors, etc., would be operating during scheduled nights. Although this equipment creates noise which could become problematic in residential neighborhoods, working nights will help the entire construction process by shortening the time needed to complete it. For City Council Meeting on 2/11/25 Docusign Envelope ID: C862CA3E-DF74-4F62-A8B3-86BA9B3C9429 EXECUTIVE SUMMARY AND MEMORANDUM Department Approval: ________________________________________ Tim Hawkins, Public Works & Facilities Director Soud El-Jamaly, City Engineer For City Council Meeting on 2/11/25 Docusign Envelope ID: C862CA3E-DF74-4F62-A8B3-86BA9B3C9429 Docusign Envelope ID: C862CA3E-DF74-4F62-A8B3-86BA9B3C9429 Docusign Envelope ID: F94A108F-20F3-46E4-AF28-521CEFF62A51 EXECUTIVE SUMMARY AND MEMORANDUM Immediate Effect is Requested REQUEST: Approval of Purchase for High Performance Cold Patch to Ajax Paving Industries DEPARTMENT: The Department of Public Works & Facilities, in conjunction with Purchasing BRIEF DESCRIPTION: Purchasing, on behalf of the Department of Public Works & Facilities, recommends the purchase of High-Performance Cold Patch from Ajax Paving Industries. Ajax Paving industries is the only vendor in Michigan authorized to sell UPM High Performance Cold Patch. This will be a one-time purchase. PRIOR COUNCIL ACTION: 9-505-22 – Approved the purchase of Cold patch to Cadillac Asphalt, this vendor no longer carries the UPM High Performance Cold Patch. BACKGROUND: The annual purchase of cold patch and unique paving material (UPM) paving mixtures, which are used for road repairs and to fill pot holes. FISCAL IMPACT: $ 76,160.00 COMMUNITY IMPACT: Provides the City with the ability to respond to road repairs which benefits both visitors and residents. IMPLEMENTATION TIMELINE: A PO will be issues immediately upon Council approval. COMPLIANCE/PERFORMANCE METRICS: DPWF will manage this purchase Docusign Envelope ID: F94A108F-20F3-46E4-AF28-521CEFF62A51 EXECUTIVE SUMMARY AND MEMORANDUM TO: City Council FROM: City Administration VIA: Mayor Abdullah H. Hammoud SUBJECT: Approval of Purchase for High Performance Cold Patch DATE: January 28, 2025 Budget Information Adopted Budget: $75,000 Amended Budget: $75,000 Requested Amount: $76,160 Funding Source: General Fund, Public Works, Maintenance Roads and Streets, Road & Paving, Cold Patch Paving Mix Supplemental Budget: $75,000 FY2026 Proposed Budget Summary of Request Purchasing, on behalf of the Department of Public Works & Facilities, recommends the purchase of High-Performance Cold Patch from Ajax Paving Industries at a cost of $76,160. This will be a one time purchase. It is respectfully requested that Council authorize the Purchase with immediate effect. The resulting purchase order shall not be binding until fully executed. Background and Justification This is the annual purchase of cold patch and unique paving material (UPM) paving mixtures, which are used for road repairs and to fill pot holes. The purchase of cold patch materials is a cost-effective solution for addressing potholes and surface damage across city infrastructure. These materials are ready to use, allowing for quick repairs that minimize road downtime and prevent further deterioration. Cold patch can be applied in various weather conditions, including cold and wet environments, making it a reliable year-round maintenance option. Timely repairs enhance public safety by reducing accident risks for vehicles and pedestrians. Process This procurement is in accordance with Section 2-568(b) (6) b, Sole Source Procurement, of the Code of the City of Dearborn. P:\Solicitations\FY25\Competition Exceptions\DPW - Cold Patch – UPM Docusign Envelope ID: F94A108F-20F3-46E4-AF28-521CEFF62A51 EXECUTIVE SUMMARY AND MEMORANDUM Prepared By: Department Approval: Mark Rozinsky, Purchasing Manager Tim Hawkins, Director of Public Works & Facilities Budget Approval: Corporation Counsel Approval: Michael Kennedy, Finance Director/Treasurer Jeremy J. Romer, Corporation Counsel P:\Solicitations\FY25\Competition Exceptions\DPW - Cold Patch – UPM