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HomeMy WebLinkAboutResolutions - 2014.07.16 - 21420Chairperson, we move the adoption oyhe foregoing Resolution. hâelS.-Gin6e11, Distptt #1 Miscellaneous Resolution # 14176 BY: Commissioner Michael J. Gingell, District #1 RE: BOARD OF COMMISSIONERS - TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION - CITY OF AUBURN HILLS - CONCRETE SLAB REPLACEMENT 1-75 RAMPS NORTH OF BROWN ROAD - PROJECT NO. 52391 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 Auburn 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 Auburn Hills and said appropriation has been transferred to a project account; and WHEREAS the City of Auburn 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 52391 in the City of Auburn Hills is $50,269. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Auburn 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 Auburn Hills. 31001 Lahser Road Beverly Hills Ml 48025 cc: Dennis Lockhart Tom Blust Tom Noechel Lynn Sonkiss 248-645-2000 FAX 248-645-1349 www.rcocweb.org YEAR OF TRANSPOgTATION EXCELLENCE )ard of Road Commissioners Ronald Fowlros Commsioner Oregon/C. Jam/an Corm.nissioner June 26, 2014 Eric 5. Wilson Commi6gioner Ms.Terri Kowal, Clerk City of Auburn Hills 1827 N. Squirrel Road Auburn Hills, MI 48326-2753 Re: Project No. 52391; Baldwin Road, South of 1-75 Ramps to North of Brown Road Local Cost Participation Agreement Dear Ms. Kowal: Dennis G. Kolar, Managing Director Gary Plotrowicz, RE., P. T.O.E. Deputy Managing Director County Highway 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, June 26, 2014, and subsequently signed by Dennis G. Kolar, P.E., Managing Director. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645- 2000 ext. 2266 to answer any questions or for additional information. Sincerely, Patricia Z. \iierzbicki Deputy-Secretary /Clerk of the Board lsm Enclosure Clerk of the Board Lit 111111711044 D ( 7 COM 1M1 E 0 4 100 YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: June 13,2014 To: Thomas G. Blust, RE., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor 72/ SUBJECT: PROJECT NO. 52391, BALDWIN ROAD SOUTH OF 1-75 RAMPS TO NORTH OF BROWN ROAD LOCAL COST PARTICIPATION AGREE MENT/TRI-PARTY PROGRAM CITY OF AUBURN HILLS Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Auburn Hills for the concrete slab replacement on Baldwin Road from south of the 1-75 ramps to north of Brown Road. Construction on this project is expected to begin this summer. The estimated total cost is $1,088,750 and will be partially funded with National Highway Performance Program funds in the amount of $663,000. The local match of $425,750 will be funded with $150,808 in Tr-Party funds and a $274,942 contribution from the Board. Our total estimated share is $325,212 and is in the FY14 budget. The project is in the district of County Commissioner Michael J. Gingell. 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. ije Attachments COST PARTICIPATION AGREEMENT CONSTRUCTION Baldwin Road South of 1-75 Ramps to North of Brown Road City of Auburn Hills Board Project No. 52391 This Agreement, made and entered into this 2,teie day of , 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 Auburn 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 concrete replacement on Baldwin Road from south of 1-75 ramps to north of Brown 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 $1,088,750; 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 $663,000; 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 $150,808, 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. The PROJECT shall include preliminary engineering, construction engineering, and total payments to the contractor. 3. The estimated total LOCAL MATCH is $425,750 and shall be funded in the following order: a. The COMMUNITY has agreed to contribute $150,808 and will fund their share from the Tr-Party Program. This $150,808 includes $75,404 from the 2015 Tr-Party Program which is an estimate of their allocation. If these funds are not available, the COMMUNITY will be responsible for the $75,444 share. b. The BOARD shall contribute $274,942 toward the LOCAL MATCH ($164,942 Local Match on NHPP and $110,000 for preliminary and construction engineering). C. Any PROJECT costs above the Tr-Party Program funding of $150,808 and the BOARD contribution of $274,942 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 $50,269 (being 100% of the COMMUNITY'S Tr-Party contribution). Baldwin Road - 2 - City of Auburn Hills Project No. 52391 4/3/2014 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $50,269 (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. Baldwin Road - 3 City of Auburn 1-fills Project No. 52391 4/3/2014 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 Managing Director Its CITY OF AUBURN HILLS Baldwin Road - 4 - City of Auburn Hllls Project No. 52391 4/3/2014 EXHIBIT A TRI-PARTY PROGRAM Baldwin Road South of 1-75 Ramps to North of Brown Road City of Auburn Hills Board Project No. 52391 Concrete replacement on Baldwin Road from south of the 1-75 ramps to north of Brown Road. ESTIMATED PROJECT COST Contractor Payments Preliminary Engineering Construction Engineering Less Federal Funds Total Estimated Local Share $978,750 $20,000 $90,000 $663,000 $425,750 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2014 Tr-Party Program $25,135 $25,134 $25,135 $75,404 FY2015 Tr-Party Program* $25,134 $25,135 $25,135 $75,404 Contribution $0 $0 $274,942 $274,942 TOTAL SHARES $50,269 $50,269 $325,212 $425,750 *The FY2015 Tr-Party Program allocation will be announced early in 2014. This is an estimate of that amount. Baldwin Road - 5 - City of Auburn Hills Project No. 52391 4/3/2014 Resolution #14176 July 16, 2014 The Chairperson referred the resolution to the Finance Committee. There were no objections.