HomeMy WebLinkAboutResolutions - 2013.08.01 - 20927Chairperson, I move the adoption of the Miscellaneous Resolution #13197 BY: Commissioner John Scott, District 5 RE: BOARD OF COMMISSIONERS - TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION - CITY OF ORCHARD LAKE VILLAGE - RESURFACING OF SEMINARY ROAD FROM WEST BLOOMFIELD TRAIL TO ORCHARD LAKE ROAD - PROJECT NO. 51962 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 70 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 Roao Commission for Oakland County; and WHEREAS Miscellaneous Resolution #09221, as amended by Miscellaneous Resolution #10045, provides that any Oakland County appropriation in support of the Tri-Party Road Improvement Program shall be distributed only after completion of all of the following: 1. The Road Commission for Oakland County (acoc) and a city, village, or township (CPT) 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 CPT 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 Rand 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 Orchard Lake Village, 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 Orchard Lake Village and said approprlation has been transferred to a project account; and WHEREAS the City of Orchard Lake Village 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 51962 in the City of Orchard Lake Village is $7,007. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Orchard Lake Village and authorizes the release 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 Orchard Lake Village. Board of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jamian Commissioner June 20, 2013 Eric S. Wilson Commissioner Ms. Rhonda McClellan, Clerk City of Orchard Lake Village 3955 Orchard Lake Road Orchard Lake, MI 48323-1638 Re: Project No. 51962, Seminary Road West Bloomfield Trail to Orchard Lake Road Dear Ms. McClellan: A fully signed and executed contract for the above-referenced project is enclosed. The agreement was approved and subsequently signed by Dennis a Kolar, P.E., Managing Director at the regularly scheduled Board meeting of Thursday, June 20, 2013. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645- 2000 ext. 2266 to answer any questions or for additional information. Sincerely, Patricia Z. Wierzbicki Deputy-Secretary /Clerk of the Board ism Enclosure cc: Dennis Lockhart Tom Blust Tom Noechel Tim Z _r oave Dennis G. Kolar, PE Managing Director Gary Pionowicz, P.E., Deputy Managing Director County Highway Engineer Clerk of the Board 31001 Lahser Road Beverly Hills, MI 48025 248-645-2000 FAX 248-645-1349 www.rcocweb.org 3 mas G. Blust, RE. -F-D 0-- Director of Engineering 00 YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: June 10,2013 To: Thomas G. Blust, RE., Director of Enaineering FROM: Thomas G. Noechel, Programming Supervisor Ten SUBJECT: PROJECT NO. 51962, SEMINARY ROAD WEST BLOOMFIELD TRAIL TO ORCHARD LAKE ROAD TRI-PARTY PROGRAM/LOCAL COST PARTICIPATION AGREEMENT CITY OF ORCHARD LAKE VILLAGE Attached for your review and submission': to the. Board for their approval is the local cost participation agreement with the City of Orchard Lake Village for the resurfacing of Seminary Road from the Nest Bloomfield Trail to Orchard . Lake Road in the Charter Township of West Bloornfield. Construction on this project is expected to begin this summer. The City of Orchard Lake Village has elected to use the Tr-Party Program to fund the estimated total project cost of $21,021. Our share is estimated to be $7,007 and is in the FY13 budget. The project is in the district of County Commissioner John A. Scott. The agreement is in our standard approved format, and recommend Board approval and authorize the Managing Director to execute the agreethent on behalf of the Board. ije Attachments Recommended for Board Approval Cotacu 1), 4 COST PARTICIPATION AGREEMENT CONSTRUCTION Seminary Road West Bloomfield Trail to Orchard Lake Road City of Orchard Lake Village Board Project No. 51962 This Agreement, made and entered into this 20-k day of Ju C-1 E , 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 Orchard Lake Village, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the resurfacing of Seminary Road from the West Bloomfield Trail to Orchard Lake Road, as 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 PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $21,021; and WHEREAS, said PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $21,021, 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 WHEREAS, the BOARD and the COMMUNITY have reached a mutual understanding regarding the cost sharing of the PROJECT 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: 5 The COMMUNITY approves of the PROJECT, declares its public necessity, and authorizes the BOARD to perform or cause to be performed, and complete the PROJECT along with all administration in reference thereto. 2. The PROJECT shall include total payments to the contractor. 3. The estimated total PROJECT cost of $21,021 shall be funded in the following order: a. Tr-Party Program funding in the amount of $21,021. b. Any PROJECT costs above the Tri-Party Program funding of $21,021 will be funded first with any available Tri-Party Program Funds. If no Tr-Party Program Funds are available, any PROJECT costs above $21,021 will be funded 100% by the COMMUNITY. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $7,007 (being 100% of the COMMUNITY'S Tr-Party contribution). 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $7,007 (being 100% of the COUNTY'S Tr-Party contribution). a. The invoice shall be sent to: Mr. Tim Soave, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 43328 6. Upon receipt of said invoice(s), the COMMUNITY and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. Seminary Road - 2 - City of Orchard Lake Village Project No. 51962 6/5/2013 6 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 By —e-avvii-0 e-L) Its Managing Director CITY OF ORCHARD LAKE VILLAGE Its tverz-c-xrc)42-- c,k-e•it SE,14-Kcks Seminary Road - 3 - City of Orchard Lake Village Project No. 51962 61512013 7 EXHIBIT A TRI-PARTY PROGRAM Seminary Road West Bloomfield Trail to Orchard Lake Road City of Orchard Lake Village Board Project No. 51962 Resurfacing of Seminary Road from the West Bloomfield Trail to Orchard Lake Road. ESTIMATED PROJECT COST Contractor Payments $21,021 Total Estimated Project Cost $21,021 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY201 Tr-Party Program $7,007 $7,007 $7,007 $21,02 TOTAL SHARES $7,007 $7,007 $7,007 $21,02 Seminary Road - 4 - City of Orchard Lake Village Project No. 51962 6/5/2013 8 Resolution #13197 July 17, 2013 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #13197) August 1, 2013 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION — CITY OF ORCHARD LAKE VILLAGE — RESURFACING OF SEMINARY ROAD FROM WEST BLOOMFIELD TRAIL TO ORCHARD LAKE ROAD - PROJECT NO. 51962 TO: The Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced Miscellaneous Resolution and finds: 1. On December 13, 2012, the Board of Commissioners approved Miscellaneous Resolution #12322 which assigned $3,000,000 in fund balance for the Tr-Party Road Improvement Program for projects managed by the Road Commission for Oakland County (RCOC). 2. Funding of $7,007 is available in the General Fund Assigned Fund Balance for Tr-Party 2013 and prior funding (account #383510) for project 51962. 3. This project is for the resurfacing of Seminary Road from the West Bloomfield Trail to Orchard Lake Road. 4. The resolution allows for additional project costs not greater than 15% from the original agreement, which is consistent with the project as originally approved, to be paid when invoiced and appropriated in the quarterly forecast resolution. 5. Additional project costs exceeding 15% of the original agreement will require a separate Finance Committee resolution to appropriate the additional Oakland County share of the project costs prior to payment. 6. The FY 2013 budget be amended as follows: General Fund #10100 Revenue 9010101-196030-665882 Planned Use of Fund Balance Total Revenues Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures FY 2013 $7,007 $7,007 $7,007 $7,007 FINANCE C9` ITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. el) / Resolution #13197 August 1, 2013 Moved by Dwyer Supported by McGillivray the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Crawford. (20) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended Consent Agenda were adopted (with accompanying reports being accepted). I HEREBY APPROVE THIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCL 45.559A (7) STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on August 1, 2013, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 1 st day of August, 2013. Lisa Brown, Oakland County