HomeMy WebLinkAboutResolutions - 2014.07.16 - 21385Miscellaneous Resolution #14145 BY: Commissioner Nancy Quarles, District #17 and Janet Jackson, District #21 RE: BOARD OF COMMISSIONERS TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — CITY OF SOUTHFIELD — RECONSTRUCTION OF SOUTHBOUND GREENFIELD ROAD FROM 8 MILE ROAD TO NORTH OF 9 MILE ROAD - PROJECT NO, 51831 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 Southfield, 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 Southfield and said appropriation has been transferred to a project account; and WHEREAS the City of Southfield 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 51831 in the City of Southfield is $ 162,000. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Southfield 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 Southfield. Chairperson, we move the adoption of the foregoing Resolution. Nancy Quarles, District #17
100 YEARS OF TRANSPORTATION EXCELLENCE Board of Road Commissioners Ronald J. Powfres Commissioner Gregory C. Jamian Commissioner May 22, 2014 Eric S. Wilson Commissioner Ms. Nancy Banks, Clerk City of Southfield 26000 Evergreen Road Southfield, MI 48037 Re: Greenfield Road (Southbound) 8 Mile Road to North of 9 Mile Road Project No. 51831 Dear Ms. Banks: A fully signed and executed contract for the above-referenced project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, P.E., Managing Director at the regularly scheduled Board meeting of Thursday, May 22, 2014. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645- 2000 ext. 2266 to answer any questions or for additional information. Sincerely, 1140,14,(, Patricia Z. Wierzbicki Deputy-Secretary /Clerk of the Board Ism Enclosure cc: Dennis Lockhart Tom Blust Tom Noechel Lynn Sonkiss Dennis G. Kolar, P.E. Managing Director Gary Piottowicz, P.E„ P. T. 0,E. Deputy Managing Director County Highway Engineer Clerk of the Board 31001 Lahser Road Beverly Hills, MI 48025 248-645-2000 FAX 248.645-1349 =MOM www.rcocweb.org
c- Xi II I EIWA124127 e) COMWIEVION 100 YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: May 9, 2014 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming SupervisorTjenl SUBJECT: PROJECT NO 51831, GREENFIELD ROAD (SOUTHBOUND) 8 MILE ROAD TO NORTH OF 9 MILE ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF SOUTHFIELD Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Southfield for the reconstruction of southbound Greenfield Road from 8 Mile Road to north of 9 Mile Road. Construction on this project is expected to begin this summer. The estimated total cost is $2,934,268 and will be partially funded with National Highway Performance Program funds in the amount of $1,750,000. The City of Southfield will contribute $486,000 in Tr-Party Program funds along with $418,000 for the non-participating water main. The Board will contribute $11,000 for the non-participating sprinklers and $269,268 for the construction engineering. Our total estimated share is $442,268 and is in the FY14 budget. The project is in the district of County Commissioner Nancy L. Quarles. 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 __144-a4 Thomas G. Blust, RE. Director of Engineering
COST PARTICIPATION AGREEMENT CONSTRUCTION Greenfield Road (southbound only) 8 Mile Road to north of 9 Mile City of Southfield Board Project No. 51831 This Agreement, made and entered into this 22-1-; day of t1..KN° , 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 Southfield, 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 of Greenfield Road (southbound only) from 8 Mile Road to north of 9 Mile 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 the COMMUNITY, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $2,934,268; and WHEREAS, the BOARD will enter into a contract with MDOT for partial funding of the PROJECT under the National Highway Performance Program in the amount of $1,750,000; 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 $486,000, 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 construction engineering and total payments to the contractor. 3. The estimated total LOCAL MATCH is $1,184,268 and shall be funded in the following order: a. Tri Party Program funding in the amount of $486,000. b. The COMMUNITY shall contribute $418,000 toward the LOCAL MATCH for the non-participating water main. c. The BOARD shall contribute $11,000 toward the LOCAL MATCH for the non-participating sprinklers and $269,268 toward the LOCAL MATCH for the construction engineering. cl. Any PROJECT costs above the Tr-Party Program funding of $486,000, the BOARD contribution of $280,268, and COMMUNITY contribution of $418,000 will be shared 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 $580,000 (being 100% of the COMMUNITY'S Tr-Party contribution and 100% of the COMMUNITY'S contribution for the non-participating water main). Greenfield Road City of Southfield Project No. 51831 4/2/2014
- 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $162,000 (being 100% of the COUNTY'S Tr-Party contribution). — 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. 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), the COMMUNITY and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. Greenfield Road - 3 - City of Southfield Project No 51831 9/2/2014
CITY RF SOUTHFIELD 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 Brenda L. Lawrence Its ayor 1, By ' NanW .M. Ban Its City Clerk \ Greenfield Road -4- City of Southfield Project No, 51831 4/212014
EXHIBIT A TRI-PARTY PROGRAM Greenfield Road (southbound only) 8 Mile Road to north of 9 Mile Road City of Southfield Board Project No. 51831 Reconstruction of Greenfield Road (southboound only) from 8 Mile Road to north of 9 Mile Road. ESTIMATED PROJECT COST Contractor Payments $2,665,000 Construction Engineering $269,268 Less Federal Funds $1,750,000 Total Estimated Local Share $1,184,268 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY12 Addl Tr-Party Program $65,752 $65,752 $65,752 $197,256 ,FY13 Tr-Party Program $52,367 $52,367 $52,366 $157,100 FY14 Tr-Party Program $43,881 $43,881 $43,882 $131,644 Contribution $418,000 $280,268 $698,268 TOTAL SHARES $580,000 $162,000 $442,268 $1,184,268 Greenfield Road - 5 - City of Southfield Project No, 51831 4/2/2014
ancy L. M. B4s, City \Clerk CITY OF SOUTHFIELD RESOLUTION OF SUPPORT WHEREAS, the Road Commission for Oakland County (RCOC) has presented contract documents for the reconstruction of the southbound lanes of Greenfield Road from Eight Mile Road to Nine Mile Road; and WHEREAS, these much needed improvements will significantly improve dtivability and further enhance the appearance and curb appeal along this roadway; and WHEREAS, the estimated total project cost is $2,934,268, with the federal share under the National Highway Performance Program being $1,750,000, the Board of Road Commissioners for the County of Oakland estimated cost share being $442,268, the Oakland County Board of Commissioners estimated cost share being $162,000 and the City of Southfield's estimated cost share being $580,000, which amount is available in the Water & Sewer Retained Earnings (Account No. 592-750-7509-49740 - $481,000), the Local Improvement Revolving Fund (LIRF) - $62,000 and the Downtown Development Authority budget - $100,000, NOW, THEREFORE, BE IT RESOLVED: That the City Council of the City of Southfield does hereby approve of the project and authorizes the Mayor and City Clerk to sign the appropriate Cost Participation Agreement documents on behalf of the City after review and approval as to form by the City Attorney's Office. I, Nancy L. M. Banks, the duly elected and qualified City Clerk of the City of Southfield, County of Oakland, State of Michigan, do hereby certify that the foregoing resolution was adopted by the Southfield City Council at their Regular Council Meeting held on Monday, April 28, 2014, in the Council Chambers of the Municipal Building, 26000 Evergreen Road, Southfield, Michigan. Dated: April 29, 2014
Resolution #14145 June 11, 2014 The Chairperson referred the resolution to the Finance Committee. There were no objections.
FISCAL NOTE (MISC. #14145) July 16, 2014 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — CITY OF SOUTHFIELD — RECONSTRUCTION OF SOUTHBOUND GREENFIELD ROAD FROM 8 MILE ROAD TO NORTH OF 9 MILE ROAD — PROJECT NO. 51831 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 $162,000 is available in the General Fund Assigned Fund Balance for Tr-Party 2014 and prior funding (account #383510) for project 51831. 3. This project is for the reconstruction of southbound Greenfield Road from 8 Mile Road to north of 9 Mile 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 Balance Total Revenues FY 2014 $162,000 $162,000 Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures $162,000 $162,000 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Middleton absent.
Resolution #14145 July 16, 2014 Moved by Weipert supported by Jackson the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Gershenson, Gingell, Gosselin, Hatchett, Jackson, Long, Matis, McGillivray, Middleton, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Crawford. (18) 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 MCL 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 July 16, 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 le day of July 2014. thaf4/ Lisa Brown, Oakland County