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HomeMy WebLinkAboutResolutions - 2014.03.19 - 21248Miscellaneous Resolution # 14068 BY: Commissioner Bob Hoffman, District #2 RE: BOARD or COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — TOWNSHIP or SPRINGFIELD — IMPROVEMENTS TO OAK HILL ROAD - PROJECT NO. 49902 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 #10045, 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 Township of Springfield, 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 Township of Springfield and said appropriation has been transferred to a project account; and WHEREAS the Township of Springfield 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 2014 authorized amount of Tr-Party Road Improvement funding for Project No. 49902 in the Township of Springfield is $33,983. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Township of Springfield 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 Township of Springfield. Chairperson, I move the adoption of the foregoing Resolution. Bob Hoffman, District #2 AZIONUALIMO co for OAKLAND COWMAN YEARS OF TRANSPORTATION EXCELLENC ird of Road Commissioners Ronald J. Fbwkes Commissioner Gregory C. Jamian Commissioner March 13, '2014 Eric S Wilson Commissioner Ms. Laura Moreau, Clerk Township of Springfield 12000 Davisburg Road Davisburg, MI 48350 Re: Project No. 49902, Oak Hill Road, Dixie Highway to East of Jossman Road; Local Cost Participation Agreement/Tr-Party Program Dear Ms. Moreau: A fully signed and executed agreement for the above-referenced project is enclosed. The agreement was approved at the regularly scheduled Board meeting of Thursday, March 13, 2014, and subsequently signed by Dennis G. Kolar, RE., Managing Director. Please contact Tom Blust, Director of Engineering at (248) 645-2000 ext. 2265 to answer any questions or for additional information. Sincerely, • Patricia Z. Wièrzbicki Deputy-Secretary/Clerk of the Board Enclosure cc: Dennis Lockhart Tom Blust Tom Ndechel soAu Dennis G. Kolar, PE Managing Director Gan( Plotrowicz, P.E, Deputy Managing Director County Highway Engineer Nerk of the Board 11001 Lahser Road 3everly Hills, MI 48025 148-645-2000 'AK !48.645.1349 vwvir.rcocweb.org Recommended for Board Approval 73/(41 Thomas G. Bust, P.E. Director of Engineering C olAcA-) 4113113=MOAD 1<-5 CZNWMCSW 100 YEARS OF TRANSPORTATION EXCFLIENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: February 25, 2014 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor 77iln SUBJECT: PROJECT NO. 49902, OAK HILL ROAD DIXIE HIGHWAY TO EAST OF JOSSMAN ROAD CHARTER TOWNSHIP OF SPRINGFIELD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM Attached for your review and submission to the Board for their approval is the local cost participation agreement with the :Chatter Township of Springfield for the gravel road paving of Oak Hill Road from Dixie Highway to east of JoSsman Road. The estimated total cost is $2,145,200 and will be partially funded with Surface Transportation Program funds in the amount of $1,737,400. The remaining local match of $407,800 will be shared between RCOC, the Township of Groveland, and the Charter Township of Springfield. This agreement is with the Charter Township of Springfield and they have elected to fund their $101,950 share using the Tr-Party Program. Our total estimated share is $271,868 and is in the FY14 budget. The project is in the district of County Commissioner Robert Hoffman, Our Legal Department has reviewed the contract, and I recommend the Board approve the agreement and authorize the Managing Director to execute the agreement on behalf of the Board. /je Attachments COST PARTICIPATION AGREEMENT CONSTRUCTION . Oak Hill Road Dixie Highway to East of Jossman Road Township of Groveland/Charter Township of Springfield Board Project No. 49902 This Agreement, made and entered into this (11(‘A. day of U.N1?-airk , 2014, by and between the Board of Road Commissioners for the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Charter Township of Springfield, hereinafter referred to as SPRINGFIELD, provides as follows: WHEREAS, the BOARD, SPRINGFIELD, and the Township of Groveland, hereinafter referred to as GROVELAND, in cooperation with the Michigan Department of Transportation, hereinafter referred to as MOOT, have programmed the gravel road paving of Oak Hill Road from Dixie Highway to East of Jossman 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 SPRINGFIELD and GROVELAND, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $2,145,200; and WHEREAS, the BOARD has entered into an agreement with MDOT in Contract No. 13-5525 for gravel road paving under the Surface Transportation Program in the amount of $1,737,400; and WHEREAS, the BOARD, as the requesting party therein, will be the party financially responsible to MOOT to bear all costs of the PROJECT in excess of federal funds, hereinafter referred to as the LOCAL MATCH; and WHEREAS, SPRINGFIELD'S share of said LOCAL MATCH involves certain designated and approved Tr-Party Program funding in the amount of $101,950, which shall be paid through equal contributions by the BOARD, SPRINGFIELD, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and WHEREAS, all the parties hereto have reached a mutual understanding regarding the cost sharing for the LOCAL MATCH 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 SPRINGFIELD and the BOARD that: 1. SPRINGFIELD and GROVELAND approve of the PROJECT, declare its public necessity, and authorizes the BOARD and MDOT 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 LOCAL MATCH is $407,800 and shall be funded in the following order: a. Tri-Party Program funding shall be invoiced simultaneously as follows: i. SPRINGFIELD has agreed to contribute $101,950 and will fund their share from the Tr-Party Program. GROVELAND has agreed to contribute $101,950 and will fund their share from the Tr-Party Program. b. The BOARD will contribute $203,900 toward the LOCAL MATCH. c. Any LOCAL MATCH above SPRINGFIELD'S Tr-Party Program funding of $101,950, GROVELAND'S Tr-Party Program funding of $101,950, and the BOARD'S contribution of $203,900 will be funded 100% by the BOARD. 4. Upon execution of this agreement, the BOARD shall submit an invoice to SPRINGFIELD in the amount of $33,983 (being 100% of SPRINGFIELD'S Tr-Party contribution), Oak Hill Road Charter Township of Springfield Project No. 49902 21412014 5. Upon execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $33,983 (being 100% of the COUNTY'S Tri-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 48328 6. The total actual LOCAL MATCH will be determined from the records of the BOARD upon completion of State financial audits of the PROJECT and a final determination of the total federal funds used on the PROJECT. Final adjustments in the financial obligations of the parties hereto will be made upon completion of the required audits. 7. Upon receipt of said invoice(s), SPRINGFIELD and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. 8. The BOARD shall execute a separate Cost Participation Agreement with GROVELAND for their share of the estimated total PROJECT cost. Oak Hill Road - 3 - Charter Township of Springfield Project No. 49902 2/412014 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 Its Managing Director CHARTER TOWNSHIP OF SPRINGFIELD BY Its 'Nil C2- ajZi-y• Oak Hill Road -4- Charter Township of Springfield Project No. 49902 2/4/2014 EXHIBIT A TRI-PARTY PROGRAM Oak Hill Road Dixie Highway to East of Jossman Road Township of Groveland/Charter Township of Springfield Board Project No. 49902 Gravel road paving of Oak Hill Road from Dixie Highway to East of Jossman Road. ESTIMATED PROJECT COST Contractor Payments Less Federal Funds Total Estimated Local Share $2,145,200 $1,737,400 $407,800 COST PARTICIPATION BREAKDOWN GROVELAND SPRING- FIE LD COUNTY BOARD TOTAL FY11 Tri-Party Program $0 $5,138 $5,138 $5,138 $15,414 FY12 Tr-Party Program $0 $16,258 $16,258 $16,258 $48,774 FY12 MO Tr-Party Program $14,965 $0 $14,966 $14,966 $44,897 FY13 Tr-Party Program $9,884 $12,587 $22,470 $22,471 $67,412 FY14 Tr-Party Program $9,134 $9,134 $9,135 $27,403 Contribution $0 $0 $0 $203,900 $203,900 TOTAL SHARES $33,983 $33,983 $67,966 $271,868 $407,800 Oak Hill Road Charter Township of Springfield Project No. 49902 2/4/2014 Resolution #14068 March 19, 2014 The Chairperson referred the resolution to the Finance Committee. There were no objections.