Regarding: North Industrial Park/Infrastructure Build Project - Contractor Payments

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Ada Wilcox
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1 To: From: Mayor Pat Humphrey and the Clare City Commission Steven J. Kingsbury, MBA, CPFA, MiCPT Treasurer, Finance and Technology Director Date: May 15, 2015 AGENDA REPORT Regarding: North Industrial Park/Infrastructure Build Project - Contractor Payments For the Agenda of May 18, 2015 Background As an integral and budgeted component of the City's North Industrial Park and Utility Infrastructure extension project a total of $342,000 was included/approved to extend the required non-city public utilities (natural gas, electricity, telephone, cable and internet service) into the City's new North Industrial Park. Following the awarding of the $2.6 million Economic Development Administration grant for this project we have been working with all of the providers of these public utilities along with our engineer Gourdie-Fraser to design, route and install these required components for the project. The design and routing was completed as part of the original/initial design with the actual installation being scheduled following the sewer and water main installations and also reconstruction of Colonville Road. Consumers Energy at their own cost and as a very valuable contribution to the collaborative effort to construct the new North Industrial Park extended three-phase electrical service from the south side of US-127 all the way to the new North Industrial Park. Consumers Energy is also installing the three-phase electrical service throughout the Industrial Park to include providing electrical service for the City's new 500,000 gallon elevated water storage tank, the City's new sanitary sewer collection/pumping superstation and street lighting along the new industrial park roadway. The cost for this part of the project is $12, Charter Communications has also been working with the City and our project engineer to extend their video, cable based telephone service and high speed/broadband Internet service to and throughout the City's new North Industrial Park. The cost for this part of the project is $30, Financial Impact Approval of these expenditures thereby allows the City to submit them to USDA Rural Development as a construction draw from the capital improvement bond that was issued for this project and purchased by USDA Rural Development. Recommendation Management recommends that the City Commission approve resolution thereby authorizing the $12, payment to Consumers Energy and the $30, payment to Charter Communications for each respective service to and into the new industrial park. Attachments 1. Consumers Energy Electrical Service Installation Agreement. 2. Charter Communications Expenditure Correspondence/documentation. 3. City of Clare Resolution

2 CEM Support Center Lansing Service Center, Rm. 122, Consumers Energy, 530 W. Willow St., Lansing, MI April 20, 2015 NOTIFICATION #: & Ken Hibl City of Clare W 5th St Clare, MI REFERENCE: 40 Consumers Energy Pkwy & 4715 Colonville, Clare Dear Valued Customer, Thank you for contacting Consumers Energy for your energy needs. Please note the Notification Number above and include it on any correspondence you send. Please note the Account Number, located above the Account Name on your invoice, when submitting payment. A copy of our design drawing showing the proposed location of the electric service entrance is enclosed. The estimated cost for your energy request is as follows: Non Refundable Electric Facilities: $ 11, OH Electric Service Installation Fee: UG Electric Service Installation Fee: $ Winter Construction Costs: Additional Costs - See Invoice: $ Total Estimated Cost: $ 12, Less Prepayment Received: $ - Total Estimated Cost Due: $ 12, Costs may also result from practical difficulties encountered during construction and additional payment may be required if: Work presently designed is done outside normal business hours. Change to the location of the service entrance. Changes to the design or route. Other construction delays. If applicable, enclosed is an estimated invoice that is valid for 60 days from the date of this letter and is subject to change thereafter. This cost estimate includes only work required for Consumers Energy and does not reflect any work or costs that may be required by other parties, including other utilities. Once we receive your payment and any required easements, contracts, permits or inspections we can proceed with your request. CONTACT OUR SECURE CREDIT/DEBIT CARD PAYMENT TO PAY FEE FREE WITH YOUR VISA OR MASTERCARD. Please review all attached materials carefully. Contact the Consumers Energy Customer Energy Specialist or Representative assigned to your notification with any questions about your request at: Sent on behalf of, Gregory A Larkin Consumers Energy Customer Energy Specialist ELEC SVC 04-15

3 Dear New Electric Customer: Thank you for your request for electric service. In order to expedite your request and meet your schedule, we have deleloped the following list of items requiring action by you (Customer Responsibilities). These requirements must be met before we can install your service. CUSTOMER RESPONSIBILITIES 1) Service Location: A copy of our design document may be included in your customer packet. If included, your service entrance equipment should be located at the spot indicated by an X as shown on the design document (Form 2804). Install the meter socket 3½ - 5 feet above final grade of this location. 2) Meter Socket: 3) Payment: 4) Site Conditions: 5) Staking: 6) Mobile Home or Temporary Service: 7) Construction Repair: 8) ELECTRICAL INSPECTION: Residential metering equipment furnished free of charge, owned and maintained by Consumers Energy includes: meters and one or two position self-contained meter sockets. Contact the company representative assigned to your notification for locations to pick-up the meter socket. For metering installations that require a three or more position self-contained meter socket, the customer will be required to purchase approved meter sockets from a distributor or supplier of their choice. An invoice may be included in your customer packet. If included, the deposit amount on the invoice must be paid prior to installation of your service. Additional charges may apply and will be billed/or a refund issued upon completion of your service installation. The site must be within three (3) inches of final grade before we can install your service. If you have requested an underground service, you will need to clear a 12-foot wide path that is free of building materials, brush, trees, shrubs, etc, along the proposed service route to avoid delays. Our Forestry Department can provide this service for you at an additional charge. For overhead service, nominal line clearing will be provided at no charge. Any extensive line clearing may require additional charges. After your service is installed, we will backfill and place excavated earth over the trench. You are responsible for the final restoration and ensuring that the grading over the trench is at the required level. To avoid damage, you must mark (stake) your existing private underground facilities such as: well, septic systems, sprinkler system, any underground wires, buried LPG tanks, piping, or other unusual buried facilities. These stakes must be apparent when we arrive to install the service. We cannot reimburse you for damage to facilities that are not properly staked. You do not need to stake the utilities electric, gas or communication lines. If you requested service to a mobile home or temporary electric service, you will be required to set your own pole or install a pipe for underground service in accordance with Consumers Energy specifications. Contact the CES assigned to your notification for additional information. If additional line work is required to reach your location due to site conditions or other unusual circumstances, extra charges may be incurred. YOU ARE RESPONSIBLE FOR ENSURING THAT ALL ELECTRICAL PERMITS AND INSPECTIONS ARE OBTAINED BEFORE ANY SERVICE CONNECTIONS CAN BE MADE. WIRINGS MUST COMPLY WITH LOCAL AND STATE ELECTRICAL CODES. NOTE: CAUTION SHOULD BE USED WHEN WORKING INSIDE FUSE PANEL. PANEL MAY BE ENERGIZED AFTER SERVICE IS CONNECTED AND METER IS SET. 9) Additional Charges: 10) Joint Trenching: 11) Usage Rate: Underground services installed during the months of December through April may be subject to an additional charge. Unusual site conditions may also require an additional charge. These charges will be communicated to you in advance of construction. Discounts for installation of electric and gas service in the same trench (joint trench) are applied in calculating the gas service contribution. Customers are billed at a general service rate while the structure is under construction. If the structure is a home, then the owner of the home, upon receiving a Certificate of Occupancy, should call to ensure the gas and/or electric rates are changed to an appropriate rate. Please keep these procedures in a convenient location to review as we proceed with designing your service and constructing the job. If any of the characteristics of the service request are changed and not communicated to us, you may experience delays and/or additional charges. To avoid any delays, please call the Consumers Energy Customer Energy Specialist or Representative assigned to your notification as soon as possible if you have any questions regarding these requirements. Sent on behalf of, Gregory A Larkin Consumers Energy Customer Energy Specialist

4 CEM Support Center Lansing Service Center, Rm. 122, Consumers Energy, 530 W. Willow St., Lansing, MI PLEASE RETURN THE CHECKED DOCUMENTS BELOW TO CONSUMERS ENERGY IN THE ENVELOPE PROVIDED REFERENCE SIGNED ELECTRIC CONTRACT (Please return all pages of contracts) (Form 93, Form 94 and Form 95-2 Page Document Each) (Form 861, Form 862 and Form Page Document Each) PAYMENT WITH INVOICE STUB (TOP STUB IS REQUIRED FOR PROCESSING) REQUEST FOR ELEVATED CUSTOMER DELIVERY PRESSURE STANDARD LIGHTING CONTRACT (MUST BE CERTIFIED BY CLERK) SIGNED CUSTOMER ATTACHMENT PROGRAM (CAP) CONTRACT (PLEASE ENSURE TO CHECK PAYMENT OPTION ON CONTRACT) GO READY FORM (FORM 1250) OTHER: 40 Consumers Energy Pkwy & 4715 Colonville, Clare NOTIFICATION REFERENCE NUMBERS ELECTRIC SERVICE NOTIFICATION: & GAS SERVICE NOTIFICATION: ELECTRIC OH DISTRIBUTION NOTIFICATION: ELECTRIC UG DISTRIBUTION NOTIFICATION: GAS MAIN NOTIFICATION: STREETLIGHT NOTIFICATION: BP CL 01-14

5 NOTIFICATION #: & SERVICE ADDRESS: 40 Consumers Energy Pkwy & 4715 Colonville, Clare FORM

6 H CONSUMERS ENERGY PO BOX CINCINNATI, OH CITY OF CLARE 202 W 5TH ST CLARE MI PREPAYMENT REQUEST Due Date Total Due 05/17/15 $12, Amount Enclosed $ CONSUMERS ENERGY Please detach this stub and return it with your payment Account Number Account Name CITY OF CLARE Address 202 W 5TH ST CLARE, MI Invoice Number PO Number PO Date Bill Date 04/17/15 DUE DATE 05/17/15 Comments: 40 CONSUMERE ENERGY PARKWAY - CLARE - ELECTRIC UTILITY INSTALLATION - NOTIFICATION NUMBER (s): CONSUMERS ENERGY PARKWAY - CLARE - ELECTRIC UTILITY INSTALLATION - NOTIFICATION NUMBER (s): Contact our secure credit/debit card payment center at to pay 'fee free' with your Visa or Master card. Have your account number, located at the top of this invoice ready. If you have any questions related to this bill or issues making your payment please contact your Consumers Energy representative. Item Description Quantity Unit Price Amount Electric Transformer Contribution 25.0 KVA $10.00 $ Electric U/G Dist. (Non-Refundable) 1.0 EA $11, $11, Electric Underground Srvc General Srvc FT $6.50 $ Payment Terms: Due by: 05/17/15 TOTAL DUE*: $12, PLEASE ENCLOSE THE TOP PORTION OF THIS INVOICE WITH YOUR PAYMENT. THE ACCOUNT NUMBER IS NECESSARY TO ENSURE YOUR PAYMENT IS PROPERLY CREDITED. THANK YOU Contact Information: GREGORY A LARKIN *Payments applied after the date of 04/17/15 are not included. Consumers Energy is regulated by the Michigan Public Service Commission, Lansing, Michigan. Page 1 of 1

7 H CONSUMERS ENERGY PO BOX CINCINNATI, OH CITY OF CLARE 202 W 5TH ST CLARE MI PREPAYMENT REQUEST Due Date Total Due 05/08/15 $38.50 Amount Enclosed $ CONSUMERS ENERGY Please detach this stub and return it with your payment Account Number Account Name CITY OF CLARE Address 202 W 5TH ST CLARE, MI Invoice Number PO Number PO Date Bill Date 04/13/15 DUE DATE 05/08/15 Comments: 4715 COLONVILLE RD PUMP 5 - CLARE - GAS UTILITY INSTALLATION - NOTIFICATION NUMBER (s): Contact our secure credit/debit card payment center at to pay 'fee free' with your Visa or Master card. Have your account number, located at the top of this invoice ready. If you have any questions related to this bill or issues making your payment please contact your Consumers Energy representative. Item Description Quantity Unit Price Amount Electric Undergrnd Srvc Gen Srvc Conduit 10.0 FT $3.85 $38.50 Payment Terms: Due by: 05/08/15 TOTAL DUE*: $38.50 PLEASE ENCLOSE THE TOP PORTION OF THIS INVOICE WITH YOUR PAYMENT. THE ACCOUNT NUMBER IS NECESSARY TO ENSURE YOUR PAYMENT IS PROPERLY CREDITED. THANK YOU Contact Information: GREGORY A LARKIN *Payments applied after the date of 04/13/15 are not included. Consumers Energy is regulated by the Michigan Public Service Commission, Lansing, Michigan. Page 1 of 1

12 RESOLUTION A RESOLUTION OF THE CLARE CITY COMMISSION APPROVING EXPENDITURES TO CHARTER COMMUNICATIONS AND CONSUMERS ENERGY FOR THE EXTENSION AND INSTALLATION OF NON-CITY PUBLIC UTILITIES INTO THE CITY'S NEW NORTH INDUSTRIAL PARK. WHEREAS, the City of Clare, Counties of Clare and Isabella, State of Michigan (the City ) has undertaken a capital improvement project to construct a new North Industrial Park and to extend public utilities to provide necessary services to the property; and WHEREAS, this capital improvement project is being funded through a $2.6 million Grant from the United States Economic Development Administration; water and sewer bonds and capital improvement bonds purchased by the United States Department of Agriculture Rural Development; and existing City funds; and WHEREAS, the City of Clare has worked with our project engineer and representatives from Consumers Energy to extend three-phase electrical service to the City's new industrial park which completed by Consumers Energy at no cost to the City; and WHEREAS, we have also contracted with Consumers Energy to install and provide electrical service throughout the new industrial park including to the City's new elevated water storage tower, sewage lift station pumping station and street lighting throughout the industrial park at a total cost of $12, which is less than the originally estimated cost for this component of the project; and WHEREAS, the City of Clare has also been working with our project engineer and representatives from Charter Communications to extend and install video, cable based telephone service and high speed broadband Internet services into the City's new industrial park at a total cost of $30,000 which is less than the originally estimated cost; and WHEREAS, USDA Rural Development requires formal approval by appropriate Resolution of the City Commission for these project expenditures. NOW THEREFORE BE IT RESOLVED THAT the Clare City Commission hereby approves the expenditure of $12, to Consumers Energy and $30,000 to Charter Communications for these respective services; and NOW THEREFORE BE IT FURTHER RESOLVED THAT the Clare City Commission hereby directs the City s Treasurer and Finance Director to submit these expenditures to USDA Rural Development as a draw from the bonds issued for this project. ALL RESOLUTIONS AND PARTS OF RESOLUTIONS INSOFAR AS THEY CONFLICT WITH THE PROVISIONS OF THIS RESOLUTION BE AND THE SAME ARE HEREBY RESCINDED. The Resolution was introduced by Commissioner and supported by Commissioner. The Resolution declared adopted by the following roll call vote:

13 YEAS: NAYS: ABSENT: Resolution approved for adoption on this 18 th day of May Diane Lyon, Clare City Clerk

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