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Home My WebLink AboutResolutions - 2014.04.17 - 21256Chairperson, I move the adoption of the foregoing Resoluti Bob Hoffman, Digfritt #2 Miscellaneous Resolution # 14069 BY: Commissioner Bob Hoffman, District #2 RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — TOWNSHIP OF GROVELAND — 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 Groveland, 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 Groveland and said appropriation has been transferred to a project account; and WHEREAS the Township of Groveland 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 Groveland is $33,983. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Township of Groveland 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 Groveland. Clerk of the Board 31001 Lahser Road Beverly Hills, MI 48025 cc: Dennis Lockhart Tom .Blust Tom Noechel —CIA& 248-645-2000 FAX 248-645-1349 www.i-catweb.org AlliSERWAVAD riC~ESIOW ?EARS oFTAp1spogTATtoN EXCELLENCE wcf of Road Commissioners Renaid J Fowkes Commissioner Gregory a ,,latnian March 13, 2014 Commissioner Eric .5, Wilson Commissioner Ms. Pamela Mazich, Clerk Township of Groveland 4695 Grange Hall Road Holly, MI 48442 Re: Project No. 49902, Oak Hill Road, Dixie Highway to East of Jossman Road; Local Cost Participation Agreement/Tr-Party Program Dear Ms. Mazich: Dennis G. Managing Director Gary Pietroviikz, AE„: P. T. O.E Deputy Managing Director County Plighway Engineer 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, eidr., ak, - Patricia Z. Wieribicki Deputy-Secretary/Clerk of the Board Enclosure ( cab') r 2121113117ROAD MAWRlitrahlf 100 YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: February 25, 2014 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor -er../b SUBJECT: PROJECT NO. 49902, OAK HILL ROAD DIXIE HIGHWAY TO EAST OF JOSSMAN ROAD TOWNSHIP OF GROVELAND 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 Township of Groveland 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. e This agreement is with the Township of Groveland 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. ije 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 VMAN. day of likaUlt , 2014, by and between the Board of Road Commissioners for the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Township of Groveland, hereinafter referred to as GROVELAND, provides as follows: WHEREAS, the BOARD, GROVELAND, and the Charter Township of Springfield, hereinafter referred to as SPRINGFIELD, 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 GROVELAND and SPRINGFIELD, 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, GROVELAND'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, GROVELAND, 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 GROVELAND and the BOARD that: 1. GROVELAND and SPRINGFIELD 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. GROVELAND has agreed to contribute $101,950 and will fund their share from the Tr-Party Program. SPRINGFIELD has agreed to contribute $101,950 and will fund their share frOm the Tri-Party Program. b. The BOARD will contribute $203,900 toward the LOCAL MATCH_ c. Any LOCAL MATCH above GROVELAND'S Tr-Party Program funding of $101,950, SPRINGFIELD'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 GROVELAND in the amount of $33,983 (being 100% of GROVELAND'S Tr-Party contribution). Oak Hill Road - 2 - Township of Groveland 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 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), GROVELAND 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 SPRINGFIELD for their share of the estimated total PROJECT cost. Oak Hill Road Township of Groveland Project No. 49902 2/4/2014 Its Managing Director TOWNSHIP OF 9-0)/ELAND _ 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 Oak MI Road - 4.- Townshtp of Groveland 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 $2,146,200 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 $16,414 FY12 Tr-Party Program $0 $16,258 $16,258 $16,258 $48,774 FY12 Addi 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 -5- Township of Groveland Project No. 49902 2/4/2014 Resolution #14069 March 19, 2014 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #14069) April 17, 2014 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — TOWNSHIP OF GROVELAND — IMPROVEMENTS TO OAK HILL 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 90101 01-1 53010-740135 Road Commission Tr-Party Total Expenditures FY 2014 $33,983 $33,983 $33,983 $33,983 FINANCE COMMITTEE ik,g17\ FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. Resolution #14069 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, Gingell, 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 HEREBY APPROVE 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. ri/sele ZZZ4L_-- Lisa Brown, Oakland County