HomeMy WebLinkAboutResolutions - 2014.04.30 - 21301Chairperson, we move the adoption of the foregoing Resolution.
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11))11-' 4A11 Rober Gosselin, District #
Miscellaneous Resolution #14089
BY: Commissioner Jeff Matis, District #15 and Robert Gosselin, District #11
RE: BOARD OF COMMISSIONERS — TM-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014
APPROPRIATION — CITY OF ROCHESTER HILLS — IMPROVEMENTS TO AVON ROAD - PROJECT
NO. 51121
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 City of Rochester 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 Rochester Hills
and said appropriation has been transferred to a project account; and
WHEREAS the City of Rochester 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 2014 authorized amount of Tr-Party
Road Improvement funding for Project 51121 in the City of Rochester Hills is $89,835.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the
project submitted by the City of Rochester Hills 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 Rochester Hills.
2131=112YRO4D
COMICESRAN
IN YEARS OF TRANSPORTATION EXCELLENCE
Board of Road Commissioners
Ronald .1. Fowkes
Commissioner
Gregory C. Jam/an
March 27, 2014
Commissioner
Eric S. Wilson
Commissioner
Ms. Tina Barton, Clerk
City of Rochester Hills
1000 Rochester Hills Drive
Rochester Hills, MI 48309-3033
Re: Project No. 51121, Avon Road, Adams Road to Livernois Road; Local Cost
Participation Agreement/Tri-Party Program
Dear Ms. Barton:
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 27, 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,
i,\ -
.1`; • t).)
Patricia Z. V6-erzbicki
Deputy-Secretary/Clerk of the Board
lw
Enclosure
cc: Dennis Lockhart
Tom Blust
Tom Noechel
Tim Soave
Dennis G, Kolar, P.E
Managing Director
Gary Plotrowicz,
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.reocweb.org
ANDISIBIMOAD
COPSWSSIM1
100 YEARS OF TRANSPORTATION EXCELLENCE
Inter—Departmental Memorandum
PROGRAMMING DIVISION
DATE: March 14, 2014
To: Thomas G. Blust, P.E., Director of Engineering
FROM: Thomas G. Noechel, Programming Supervisor TOY/
SUBJECT: PROJECT NO. 51121, AVON ROAD
ADAMS ROAD TO L1VERNOIS ROAD
LOCAL COST PARTICIPATION AGREEMENTfiRI-PARTY PROGRAM
CITY OF ROCHESTER HILLS
Attached for your review and submission to the Board for their approval is the local cost
participation agreement with the City of Rochester Hills for the reconstruction and
widening of Avon Road from Adams Road to Livernois Road.
The estimated total cost of the project is $3,391,700 and will be partially funded with
Federal Surface Transportation Program funds estimated in the amount of $2,410,900.
The remaining local match of $980,800 will be funded with $269,506 in Tr-Party funds,
a $446,200 contribution from the City of Rochester Hills, and a $265,094 contribution by
the Board. Our estimated total share is $354,930 and is in the FY14 budget.
The project is in the district of County Commissioners Robert Gosselin and Jeff Matis.
The agreement is in our standard approved format, and I recommend Board approval
and authorize the Managing Director to execute the agreement on behalf of the Board.
/je
Attachments
Recommended for Board Approval
/fY
Thomas G. Blust, RE,
Director of Engineering
COST PARTICIPATION AGREEMENT
CONSTRUCTION
Avon Road
Adams Road to Livernois Road
City of Rochester Hills
Board Project No. 51121
This Agreement, made and entered into this Z.--741A day of Amo,tri- , 2014,
by and between the Board of Road Commissioners for the County of Oakland, Michigan,
hereinafter referred to as the BOARD, and the City of Rochester Hills, hereinafter referred to as
the COMMUNITY, provides as follows:
WHEREAS, the BOARD and the COMMUNITY, in cooperation with the Michigan
Department of Transportation, hereinafter referred to as MDOT, have programmed the
reconstruction and widening of Avon Road from Adams Road to Livernois Road, as described in
Exhibit "A", attached hereto, and made a part hereof, which improvements involve roads under
the jurisdiction of the BOARD 1.11:1 within the COMMUNITY, which improvements are hereinafter
referred to as the PROJECT; and
WHEREAS, the estimated total cost of the PROJECT is $3,391,700; and
WHEREAS, the BOARD has entered into an agreement with MDOT in Contract
No. 13-5524 for the reconstruction and widening work under the Surface Transportation
Program in the amount of $2,410,900; 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, the COMMUNITY'S share of said LOCAL MATCH involves certain
designated and approved Tr-Party Program funding in the amount of $269,506, which 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, 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 the COMMUNITY and the . BOARD
that:
1. The COMMUNITY approves of the PROJECT, declares its public necessity, and
authorizes the BOARD and MOOT 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 $980,800 and shall be funded in the following
order:
a. Tr-Party program funding in the amount of $269,506.
b. The COMMUNITY shall contribute $446,200 toward the LOCAL MATCH.
c. The BOARD shall contribute $265,094 toward the LOCAL MATCH.
Any PROJECT costs above the Tri-Party Program funding of $269,506, the
COMMUNITY contribution of $446,200, and the BOARD contribution of $265,094
will be shared equally by the BOARD and the COMMUNITY.
4. Upon execution of this agreement, the BOARD shall submit an invoice to the
COMMUNITY in the amount of $268,018 (being 50% of the COMMUNITY'S Tr-Party
contribution and 50% of the COMMUNITY'S 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 $44,918 (being 50% of the
COUNTY'S Tr-Party contribution).
Avon Road -2-
City of Rochester Hills
Project No. 51121
2/412014
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. As costs of the PROJECT are incurred, the BOARD shall invoice the COMMUNITY for
the remaining 50% of the COMMUNITY'S total contribution, not to exceed $268,017.
7. As costs of the PROJECT are incurred, the BOARD shall invoice the COUNTY for the
remaining 50% of the COUNTY'S total contribution, not to exceed $44,917.
8. 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.
9. 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.
Avon Road - 3 -
City of Rochester Hills
Project No. 51121
2/4/2014
Its
Managing Director
CITY OF RO2HESeE-R-41LLS
By
Its Lkaya'
By
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
Avon Road - 4 -
City of Rochester Hills
Project No. 51121
2/4/2014
EXHIBIT A
TRI-PARTY PROGRAM
Avon Road
Adams Road to Livernois Road
City of Rochester Hills
Board Project No. 51121
Reconstruction and widening work on Avon Road from Adams Road to Livernois Road.
ESTIMATED PROJECT COST
Contractor Payments $3,391,700
Less Federal Funds $2,410,900
Total Estimated Local Share $980,800
COST PARTICIPATION BREAKDOWN
COMMUNITY COUNTY BOARD TOTAL
FYI 1 Tr-Party Program $64 $64 $64 $192
FY12 Add'! Tr-Party Program $3,083 $3,083 $3,083 $9,249
FY13 Tr-Party Program $5,852 $5,852 $5,853 $17,557
FY14 Tr-Party Program $80,836 $80,836 $80,836 $242,508
Contribution $446,200 $0 $265,094 $711,294
TOTAL SHARES $536,035 $89,835 $354,930 $980,800
Avon Road - 5 -
City of Rochester HiEls
Project No. 51121
2/4/2014
Resolution #14089 April 17, 2014
The Chairperson referred the resolution to the Finance Committee. There were no objections.
FISCAL NOTE (MISC. #14089) April 30, 2014
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL
YEAR 2014 APPROPRIATION — CITY OF ROCHESTER HILLS — IMPROVEMENTS TO AVON ROAD —
PROJECT NC/ 51121
TO: The Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule X1I-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 $89,835 is available in the General Fund Assigned Fund Balance for Tr-Party 2014
and prior funding (account #383510) for project 51121.
3. This project is for the reconstruction and widening of Avon Road from Adams Road to Livernois
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
FY 2014
$89,835
$89,835
Expenditures
9010101-153010-740135 Road Commission Tr-Party
Total Expenditures
$89,835
$89,835
FINANCE CO_MITTEEI r 4
LA-0.44211/414>i
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Taub and Crawford absent.
Resolution #14089 April 30, 2014
Moved by Taub supported by Quarles the resolutions (with fiscal notes attached) on the Consent Agenda
be adopted (with accompanying reports being accepted).
AYES: Gershenson, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis, McGillivray, Middleton,
Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Dwyer. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HgReBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO NICL 45.559A (7)
( 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 30, 20
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4
,
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 30th day of April 2014.
Lisa Brown, Oakland County