HomeMy WebLinkAboutResolutions - 2014.04.17 - 21255Chairperson, I move the adoption of the foregoing Resolutio ., /,—)
Bob Hoffman, Di
Miscellaneous Resolution # 14068
BY: Commissioner Bob Hoffman, District #2
RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014
APPROPRIATION — TOWNSHIP OF 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.
ACERMWRIVAD
COMAISRM for OAKLAND COWMAN
YEARS oF TRANSFORDMON EXCELLENCE
1rd of Road Commissioners
Ronald J. Fawkes
Commissioner
Gregory G. Jamian
Commissioner
March 13, 2014
Erk 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, P.E.,
Managing Director.
Please contact Tom Blust, Director of Engineering at (248) 645-2000 ext. 2265 to
answer any questions or for additional information.
Sincerely,
n
124.<„,
Patricia Z. Wi&zbicki
Deputy-Secretary/Clerk of the Board
Enclosure
cc: Dennis Lockhart
Tom Blust
Tom Noechei
11,N, Ssiziu
Dennis O. Kolar, P.E,
Managing Director
Gmy Plotrowioz, P.E. P. T. GE.
Deputy Managing Director
County Highway Engineer
'Ark of the Board
11001 Lahser Road
3everly Hills, MI 48025
48-645-2000
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118-1345-1349
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COMIASSAIW
100 YEARS OF TRANSPOKCATION EXCELLENCE
Inter—Departmental Memorandum
PROGRAMMING DIVISION
DATE: February 25, 2014
TO: Thomas G. Blust, RE., Director of Engineering
FROM: Thomas G. Noechel, Programming Supervisor -VI i7
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 Charter 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 NA& day of 11,.KNO—Ark , 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 MDOT, 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 MDOT 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, ills 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. Tr-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-Panty
contribution).
Oak Hill Road
Charter Township of Springfield
Project No. 49902
2/4/2014
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 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 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
2/4/2014
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 .ayt.„,1".go
Its
Managing Director
CHARTER TOWNSHIP OF SPRINGFIELD
By (/)
Its
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 $2,145,200
Less Federal Funds $1,737,400
Total Estimated Local Share
$407,800
COST PARTICIPATION BREAKDOWN
GROVELAND SPRING-
FIELD COUNTY BOARD TOTAL
FY11 Tr-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 Add'I 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.
FISCAL NOTE (MISC. #14068) April 17, 2014
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS — TR1-PARTY ROAD IMPROVEMENT PROGRAM FISCAL
YEAR 2014 APPROPRIATION — TOWNSHIP OF SPRINGFIELD — IMPROVEMENTS TO OAKHILL
ROAD — PROJECT NO. 49902
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 12, 2013, the Board of Commissioners approved Miscellaneous Resolution #13305
which designated $2,000,000 in fund balance for the Tr-Party Road Improvement Program for
projects managed by the Road Commission for Oakland County (RCOC).
2. Funding of $33,983 is available in the General Fund Assigned Fund Balance for Tr-Party 2014
and prior funding (account #383510) for project 49902.
3. This project is for the gravel road paving of Oak Hill Road from Dixie Highway to East of Jossman
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 2014 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 2014
$33,983
$33,983
$33,983
$33,983
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Viet
Resolution #14068 April 17, 2014
Moved by Crawford supported by Zack the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
Discussion followed.
Vote on amended Consent Agenda:
AYES: Dwyer, Gershenson, Gingen, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis,
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 HEF103Y APPIZVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO IVICL 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 April 17, 2014,
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 17th day of April 2014.
Lisa Brown. Oakland County