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HomeMy WebLinkAboutResolutions - 2013.04.17 - 20787Bill Dwyer, District 14 strict 13 Ma rcia.r_sitenson, Cgairderson,A/Weithe adoption of the foregoing Resolution_ Pet Jac,_soprr istrict 21 Miscellaneous Resolution 4 13089 BY: Commissioners Dill Dwyer, District 14 and Marcia Gershenson, District 13 RE: BOARD OF COMMISSIONERS - TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION - CITY OF FARMINGTON HILLS - PRELIMINARY ENGINEERING FOR ORCHARD LAKE ROAD CAPACITY IMPROVEMENT - PROJECT NO. 50641 TO: Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS since the 1970s, the Oakland County Board of Commissioners has authorized the Tr-Party Road Improvement Program to assist Oakland County's cities, villages and townships (CVTs) with the construction, maintenance and repair of roads under the supervision, direction and control of the Road Commission for Oakland County; and WHEREAS Miscellaneous Resolution #09221, as amended by Miscellaneous Resolution 410045, provides that any Oakland County appropriation in support of the Tr-Party Road improvement Program shall be distributed only after completion of all of the following: 1. The Road Commission for Oakland County (RCOC) and a city, village, or township (CVT) have identified a. project and the project is ready to be undertaken immediately; and 2. The RCOC has appropriated its 1/3 share of the funding for the project and transferred said appropriation to a project account; and 3. The CVT has authorized. its 1/3 share of the funding for the project and has executed a contract for payment with the RCOC; and 4. The Commissioner(s) representing the CVT requesting the project submits a resolution authorizing- the appropriation of the County's 1/3 share of the project from the General Fund Designated Fund Balance for Tr-Party Program. The resolution shall be approved by the Finance Committee and the full Board; and WHEREAS the City of Farmington Hills, along with the RCOC has identified a project and said project is ready to be undertaken immediately; and WHEREAS the RCOC has appropriated its 1/3 share of the funding for the project in the City of Farmington Hills and said appropriation has been transferred to a project account; and WHEREAS the City of Farmington Hills has demonstrated that it has authorized its 1/3 share of the funding for the project and has executed a contract for payment with the RCOC; and WHEREAS Oakland County's one third (1/3) share of the Fiscal Year 2013 authorized amount of Tr-Party Road Improvement funding for Project NO. 50641 in the City of Farmington Hills is $49,867. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Farmington Hills and authorizes the re lease of Tr-Party Road improvement Program funds from the Oakland County Designated Fund Balance BE IT FURTHER RESOLVED additional project costs, not greater than 15% from the original agreement, which are consistent with the project as originally approved, will be paid when invoiced and appropriated in the quarterly forecast resolution. BE IT FURTHER RESOLVED that additional project costs exceeding 15% of the original agreement will require a separate Finance Committee resolution. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to the Road Commission for Oakland County, Oakland County Fiscal Services and the CIty of Farmington Hills. Board of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jarnian Commissioner arch 28, 2013 Eric S. Wilson Commissioner Ms. Pam Smith, Clerk City of Farmington Hills 31555 W. Eleven Mile Road Farmington Hills, MI 48336-1165 Re: Project No. 50641, Orchard Lake Road 13 Mile Road to 14 Mile Road Dear Ms. Smith: Dennis a Kolar, P.E. Managing Director Gary Piotrowiez, P.E, P.T.O.E. Deputy Managing Director County Highway Engineer A fully signed and executed contract for the above-referenced project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, RE., Mariagjag Director at the regularly scheduled Board meeting of Thursday, March 28, 2013. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645- 2000 ext. 2266 to answer any questions or for additional information. Sincerely, NW) .tA5), Patricia Z. Wierzbicki Deputy-Secretary /Clerk of the Board Clerk of the Board 31001 Lahser Road Beverly IliIls, MI 48025 248-645-2000 FAX 248-645-1349 Enclosure cc: Dennis Lockhart Tom Blust Tom Noechel Tim Soave Inter-Departmental Memorandum PROGRAMMING DIVISION DATE: March 21, 2013 To: Thomas G. Blust, RE. Director of Engineering FROM: Thomas G. Noechel -7-2/31 Programming Supervisor SUBJECT: PROJECT NO. 50641, ORCHARD LAKE ROAD 13 MILE ROAD TO 14 MILE ROAD LOCAL COST PARTICIPATION AGREEMENT CITY OF FARMINGTON HILLS Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Farmington Hills for the preliminary engineering phase for the future capacity improvement on Orchard Lake Road from 13 Mile Road to 14 Mile Road. The estimated total cost of the design is $824,000 and will be partially funded with Federal Surface Transportation Program Funds estimated in the amount of $674,400. The City of Farmington Hills has elected to use the Tr-Party Program to fund the remaining balance of $149,600. Our total share is estimated to be $49,867 and is in the FY13 budget. The project is in the district of County CoMmissioners Marcia Gershenson and William Dwyer. The agreement is in our standard approved format, and I recommend Board approval and authorize the Managing Directer to execute the agreement on behalf of the Board. /je Attachments Thomas G. Blust, Director of Engineering COST PARTICIPATION AGREEMENT PRELIMINARY ENGINEERING Orchard Lake Road 13 Mile Road to 14 Mile Road City of Farmington Hills Board Project No. 50641 This Agreement, made and entered into this 2-5(4AA day of i\kik.O.A-- , 2013, by and between the Board of Road Commissioners for the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the City of Farmington Hills, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the preliminary engineering phase for the future capacity improvement on Orchard Lake Road from 13 Mile Road to 14 Mile Road, described in Exhibit "A", attached hereto and made a part hereof, which improvements involve roads under the jurisdiction of the BOARD and within the COMMUNITY, which improvements are hereinafter referred to as the DESIGN; and WHEREAS, the estimated total cost of the DESIGN is $824,000; and WHEREAS, the COMMUNITY has entered into a contract with MDOT for partial funding of the DESIGN with federal program dollars under the Surface Transportation Program in the amount of $674,400; and WHEREAS, the COMMUNITY, as the requesting party therein, will be the party financially responsible to MDOT to bear all costs of the DESIGN in excess of federal funds, hereinafter referred to as the LOCAL MATCH; and WHEREAS, the COMMUNITY'S share of said LOCAL MATCH involves certain designated and approved Tr-Party Program funding in the amount of $149,600, which amount shall be paid through equal contributions by the BOARD, the COMMUNITY, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and 4`. WHEREAS, the BOARD and the COMMUNITY have reached a mutual understanding regarding the cost sharing of the DESIGN and wish to commit that understanding to writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants set forth herein and in conformity with applicable law, it is hereby agreed between the COMMUNITY and the BOARD that: 1. The COMMUNITY shall forthwith undertake and complete the DESIGN, as above described, under Road Commission for Oakland County permit; and shall perform or cause to be performed all preliminary engineering services and administration in reference thereto. 2. The actual total cost of the DESIGN includes total payments to the contractor. 3. The estimated total LOCAL MATCH of $149,600 shall be funded in the following order: a. Tr-Party Program funding in the amount of $149,600. b. Any PROJECT costs above the Tr-Party Program funding of $149,600 will be funded first with any available Tr-Party Program Funds. If no Tri-Party Program Funds are available, any PROJECT costs above $149,600 will be shared equally by the BOARD and the COMMUNITY. 4. Upon execution of this agreement, the COMMUNITY shall submit two invoices to the BOARD: a. The first invoice shall be payable by the BOARD in the amount of $49,867 (being 100% of the BOARD's Tr-Party contribution). b. The second invoice shall be payable by the COUNTY in the amount of $49,867 (being 100% of the COUNTY'S Tr-Party contribution). e. The invoices shall be sent to: Ms. Julie Enders, Engineering Aide Road Commission for Oakland County 31001 Lahser Road Beverly Hills, MI 48025 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above. BOARD OF ROAD COMMISSIONERS FOR THE COUNTY OF OAKLAND A Public Body Corporate B Y M-frn4 A /1 Its Managing Director CITY OF FARMINGTON HILLS s EXHIBIT A TRI-PARTY PROGRAM Orchard Lake Road 13 Mile Road to 14 Mile Road City of Farmington Hills Board Project No. 50641 The performance of preliminary engineering which may include, but is not limited to a field survey of the project, the development of a preliminary plan showing the proposed roadway design and pavement cross section, the identity of potential issues affecting the proposed paving, the preparation of a set of plans showing the existing conditions including property lines and rights of way, obtaining utility information and mapping it on the plans, the preparation of final plans and opinions of probable cost, obtaining soil borings in the project area, the preparation of specifications and bid documents and other related work necessary to develop the complete design. ESTIMATED PROJECT COST Preliminary Engineering $824,000 Less Federal Funds ($674,400) LOCAL MATCH $149,600 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2008 Tri-Party Program FY2011 Tr-Party Program $11,850 $11,850 $11,851 $35,551 $38,016 $38,017 $38,016 $114,049 TOTAL SHARES $49,866 $49,867 $49,867 $149,600 Resolution #13089 April 17, 2013 The Chairperson referred the resolution to the Finance Committee. There were no objections.