Algonac City Council approves document archival services – The Voice

At the November 16 meeting of Algonac City Council, members agreed to several items, including the filing of documents.

“Document filing services are a way to scan documents for easy access and search, saving time, money and storage space,” said Mayor Terry Stoneburner. “It also serves as a cloud-based off-site storage of important records as soon as the documents that need to be kept permanently are scanned, such as: B. Minutes of city council meetings and various bodies and commissions. This also helps meet Michigan state retention requirements. “

AmeriScan Imaging Services creates the Documents On Demand website, user login portal and the first folder structure specifically tailored for the city of Algonac. It also imports all electronic agendas, protocol packages and provides AWS Textract, which enables scanned documents to be optimally recognized automatically.

“This offers the most complete and successful search capabilities,” said Stoneburner. “Documents can be easily uploaded and searched in seconds, both internally and on the city’s website.”

The initial file setup and creation fee is $ 500, and the annual service fee after setup is $ 850.

Stoneburner noted that two other offers had been received from Laserfiche and MuniDocs, but they only applied to software and did not offer the same service.

“Given the number of files to be scanned and the city council’s current electronic logs and agendas of less than 10 years, it is important to put in place a system that is tailored to the city’s current needs,” she said. “This means that records from the past 50 years and all future records can be integrated quickly and easily. It is recommended that you accept AmeriScan’s offer. “

Councilor Rocky Gillis filed an application for approval of document archiving services with AmeriScan Imaging Services for $ 850 per year, including $ 500 for the first year initial setup, for a total of $ 1,350 and instructs the city council to approve the proposal to sign on behalf of Out of town.

City Secretary Lisa Borgacz said the website will be easier to browse and residents, council and staff will have better access to everything.

The council unanimously approved the motion.

Council members also unanimously approved annual membership of the Economic Development Alliance of St. Clair County for $ 2,028 for membership dues November 1 through October 31, 2022.

At the Council’s budget meeting on April 13th, members debated re-entry into the EDA and noted that they needed more information in order to re-join. At the council meeting on September 21st, EDA CEO Dan Casey presented information about the EDA and how membership contributes to local and community economic development.

“EDA membership rates are population based and the current rating is $ 1 per capita,” said Stoneburner. “However, an introductory rate of 50 cents per head is currently being offered. The price for Algonac is $ 2,028. “

She mentioned that the EDA helped six Algonac companies raise $ 60,000 in grant funds during the COVID-19 outbreak, and if extended in 2022, membership dues would be $ 4,057.

“I am definitely in favor of anything that brings trade to our city, creates jobs and protects our existing businesses,” said Councilor Corey Blair. “Given the minimal cost and what it has done for some of our previous Algonac businesses, I think this is a great thing for us to get back on board.”

SAW grant, sewer video inspection

The council members unanimously approved the award of rainwater, asset management and sewer cleaning televisions to Doetsch Environmental Services for $ 285,561 and directed the city board to sign the proposal on behalf of the city and approved the sewer video inspection services on Robbins Street to Michigan Pipe Inspection Inc. for $ 2,538.75 and Tri-County VAC Services for $ 2,867.50 for a total of $ 5,406.25.

Regarding the SAW grant, Stoneburner said that in August 2020, Algonac received a three-year SAW grant from the Michigan Department of Environment, Great Lakes and Energy, and city council-approved engineering services for SAW grant asset management plans.

“Sewer cleaning and television broadcasting are one of the jobs that must be done with SAW grant funds,” she said. “The engineer’s estimate for this project was $ 333,227.12.”

Hubbell, Roth, and Clark put the project out for tender on October 19, with six bids received electronically on November 2, ranging from a high bid of approximately $ 425,000 to a low bid of $ 233,953, with all bidders bid guarantees and submitted the necessary addendum recognitions.

“The low bidder was Rogue Industrial Services,” said Stoneburner. “However, Rogue does not meet the tendering qualification for municipal work specified in the specifications and HRC recommends that you do not award this project. It is recommended that the contract be awarded to the second lowest bidder, Umweltdienste Doetsch. … References showed that Doetsch has successfully completed similar sewer cleaning and condition assessment projects, including SAW grant projects. “

In addition to the unit prices specified for the known project quantities, the bidders have also specified needs-based costs that may be incurred during the project. Due to the lack of records of the city’s storm sewer system, the city expects additional work.

The total budget for this project, including contingency and construction costs, is a maximum of $ 364,170 for the sewer system and $ 76,630 for the storm sewer system for a total of $ 440,800. The SAW grant covers 90% of these costs and the city pays 10%.

Regarding the video inspection services for the Robbins Street sewerage system, Stoneburner said the sewage treatment plant contacted the public works department on October 26 about excessive Algonac sand spilling into the plant and around the same time as the construction of the plant Robbins Street project was started.

“You had to find out where the sand was coming from right away,” she said. “Tri-County Vac was contacted to clean the sewer lines so Michigan Pipe could monitor the sewer and identify the problems. The problems have been identified and repairs are in progress. “

“It appears that the contractor on Robbins Street damaged two sewers while drilling the new water line,” she continued. “The city will try to reimburse the contractor for the costs.”

Mayor Pro Tem Michael Bembas asked how likely it was to be reimbursed by the contractor. City manager Denice Gerstenberg said she thought the odds were good and the city was keeping an eye on the costs involved.

“I hope they’ll reimburse us, and if not, that we’ll take that into account when repairing other roads,” said Bembas.

Orchard Street redevelopment

Finally, the council unanimously approved a motion to authorize HRC to proceed with construction planning for the $ 42,500 redevelopment of Orchard Street and to instruct the city manager to sign the proposal on behalf of the city.

“Orchard is currently a paved local road between St. Clair River Drive and Market Street approximately 1,200 meters in length,” said Stoneburner. “On the basis of road cores and soil boreholes and the preparation of a geotechnical assessment, the project includes the removal of the entire section of asphalt and its replacement with 4″ hot mixed asphalt over 8 “(made from 21AA aggregate). Driveways will be removed and, if necessary, replaced by contributions in kind. Minor drainage improvements, including minimal concrete curb and overflow construction, can be added to the project to improve drainage if necessary. “

The project is scheduled to start at the end of April 2022. The estimated preliminary construction cost is $ 266,046, excluding engineering, and will be refined during the design process.

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