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HomeMy WebLinkAboutResolutions - 2014.05.15 - 21351Ge6 Miscellaneous Resolution # 14126 BY: Commissioner Mike Bosnic, District #16 and Gary McGillivray, District, #20 RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — CITY OF TROY — IMPROVEMENTS TO BIG BEAVER ROAD - PROJECT NO. 52201 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 Troy, 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 Troy and said appropriation has been transferred to a project account; and WHEREAS the City of Troy 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 52201 in the City of Troy is $100,054. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Troy 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 Troy. Chairperson, we move the adoption of the foregoing Resolution. Mike Bosnic, District #16 tor OAKLAND COUNTY EARS OF: RANSPORTATION EXCELLENCE .tird of Road Commissioners May 8, 2014 Ms. M. Aileen Bittner, Clerk City of Troy 500 W. Big Beaver Road Tray, MI 48084-5285 Re: Project No. 52201, Big Beaver Road, Adams Road to Civic Center Drive; Local Cost Participation Agreement/Tr-Party Program Dear Ms. Bittner: Ronald. J. Powkos Commissioner Gregory C. Jam/an Commissioner Eric; S. Wilson Commissioner Dennis G. Kolar: P.E. Managing Director Gary Piotrowicz, PE, P.T.O.E. Deputy Managing Director County Highway Engineer Two fully signed and executed agreements for the above-referenced project are enclosed. The agreement was approved at the regularly scheduled Board meeting of Thursday,. May 8, 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, Patricia Z. Wierzbicki Deputy-Secretary/Clerk of the Board /w 169=19alia.:61 169.411EMET Enclosure Clerk of the Board 31001 Lahser Road Beverly Hills, Ml 48025 248-645-2000 FAX 248-645-1349 c: Dennis Lockhart Tom Blust Tom Noechel Lynn Sonkiss www.rcocweb.org AMIZEMOAD COMMISMW 100 YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: April 25, 2014 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor -7)J/ SUBJECT: PROJECT NO. 52201, BIG BEAVER ROAD ADAMS ROAD TO CIVIC CENTER DRIVE LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF TROY Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Troy for the concrete slab replacement on Big Beaver Road from Adams Road to Civic Center Drive. Construction on this project is expected to begin this summer. The estimated total cost of the project is $3,213,913 and will be partially funded with National Highway Performance Program Funds estimated in the amount of $291,000. The local match of $2,922,913 will be funded with $2,000,000 from the City of Troy, $300,163 in Tri-Party funds, and a $622,750 contribution by the Board. Our total estimated share is $722,805 and is in the FY14 budget. The project is in the districts of County Commissioners Mike Bosnic and Gary R. McGillivray. 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 1 4/J (1/ib/i Thomas G. Blust, P.E. Director of Engineering COST PARTICIPATION AGREEMENT CONSTRUCTION 2014 NHPP/Tri-Party Concrete Replacement Big Beaver Road Adams Road to Civic Center Drive City of Troy Board Project No. 52201 This Agreement, made and entered into this %A-Ak day of NieA , 2014, by and between the Board of Road Commissioners for the County of bakland, Michigan, hereinafter referred to as the BOARD, and the City of Troy, 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 various concrete slab replacement on Big Beaver Road from Adams Road to Civic Center Drive, 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 $3,213,913; and WHEREAS, the BOARD will enter into a contract with MDOT for partial funding of the PROJECT with federal program dollars under the National Highway Performance Program in the amount of $291,000; 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 $300,163, 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 MDOT to perform or cause to be performed, and complete the PROJECT along with all administration in reference thereto. 2. The PROJECT shall include preliminary engineering, construction engineering, and total payments to the contractor. 1 The estimated total LOCAL MATCH is $2,922,913 and shall be funded in the following order: a. Tri Party Program funding in the amount of $300,163. b. The BOARD shall contribute $622,750 toward the LOCAL MATCH. c. The COMMUNITY shall advance $2,000,000 toward the LOCAL MATCH. d. Any PROJECT costs above the Tr-Party Program funding of $300,163, the BOARD contribution of $622,750, and the COMMUNITY NHPP advance construct of $2,000,000 will be funded 100% by the BOARD. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $1,050,027 (being 50% of the COMMUNITY'S Tr-Party contribution and 50% of the COMMUNITY'S NHPP advance). 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $100,054 (being 100% of the COUNTY'S Tr-Party contribution). Big Beaver Road City of Troy Project No. 52201 4/7/2014 a. The invoice shall be sent to: Lynn Sonkiss, 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 exceed $1,050,027. The BOARD shall reimburse the COMMUNITY a total of $2,000,000 in FY2015 for advance constructing $1,600,000 in National Highway Performance Program funds and $400,000.in required local match. The BOARD reimbursement to the COMMUNITY will take place after the conversion of federal funds in FY2015. 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. Big Beaver Road -3.- City of Troy Project No. 52201 4/7)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 Its Managing Director CITY OF TROY By Dane M. Slater Its Mayor By Yll r S.41, M. Aileen Bittner, CMG Its City Clerk Big Beaver Road City of Troy Project No. 52201 4/7/2014 EXHIBIT A TRI-PARTY PROGRAM 2014 NHPP/Tri-Party Concrete Replacement Big Beaver Road Adams Road to Civic Center Drive City of Troy Board Project No. 52201 Concrete slab replacement on Big Beaver Road from Adams Road to Civic Center Drive. Construction schedule is July/August 2014. ESTIMATED PROJECT COST Contractor Payments Preliminary Engineering Construction Engineering Less Federal Funds Total Estimated Local Share $2,663,913 $175,000 $375,000 $291,000 $2,922,913 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY14 Tr-Party Program $100,054 $100,054 $100,055 $300,163 Contribution $0 $0 $622,750 $622,750 NHPP Advance Construct $2,000,000 $0 $0 $2,000,000 TOTAL SHARES , $2,100,054 $100,054 $722,805 $2,922,913 Big Beaver Road - 5 - City of Troy Project No. 52201 4/7/2014 Resolution #14126 May 15, 2014 The Chairperson referred the resolution to the Finance Committee. There were no objections.