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HomeMy WebLinkAboutResolutions - 2014.07.31 - 21425Miscellaneous Resolution # 14172 BY: Commissioner Bob Hoffman, District #2 RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — CHARTER TOWNSHIP OF HIGHLAND — CLYDE ROAD, GRAVEL ROAD PAVING - PROJECT NO. 50181 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 Charter Township of Highland, 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 Charter Township of Highland and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of Highland 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 50181 in the Charter Township of Highland is $39,398. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Highland 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 Charter Township of Highland. Chairperson, we move the adoNtion of the foregoing Resolution. .)O 'YEARS OF r ANspoRTATor,1 .XCI:ELLEN(7.. Dard of Road Commissioners Ronald J, Fowkes Commissioner Gregory C. Jainian Commissioner June 12, 2014 Eric S. Wilson Commissioner Ms. Mary McDonnell, Clerk Charter Township of Highland 205 N. John Street Highland, MI 48357 Re: Clyde Road, 2,800 Feet East of Hickory Ridge Road to 400 Feet West of Strathcona Drive Project No. 50181 Dear Ms. McDonnell: Dennis G. Kolar, Managing Director Gary Plotrowicz, RE., P.T.O.E. Deputy Managing Director County Highway Engineer A fully signed and executed contract for the above-referenced project is enclosed. The agreement was approved at the regularly scheduled Board meeting of Thursday, June 12,2014, 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. Nkierzbicki Deputy-Secretary /Clerk of the Board Ism Enclosure Clerk of the Board 31001 Lahser Road Beverly Hills, Ml 48025 248-645-2000 FAX 248-645-1349 27,6,-02.174.61.4.441aoselpielammaxagazatttl.97...1n97..16n10:6931.11721:1 cc: Dennis Lockhart Tom Blust Tom Noechel Lynn Sonkiss ift^ vw.rcocweb.org Ork-bu 11321ENTROAD COMMETRIbir UV YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: June 2, 2014 To: Thomas G. Blust, RE, Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor 721P) SUBJECT: PROJECT NO. 50181, CLYDE ROAD 2,800 FEET EAST OF HICKORY RIDGE ROAD TO 400 FEET WEST OF STRATHCONA DRIVE LOCAL COST PARTICIPATION AGREEMENTITRI-PARTY PROGRAM CHARTER TOWNSHIP OF HIGHLAND Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of Highland for the gravel road paving of Clyde Road from 2,800 feet east of Hickory Ridge Road to 400 feet west of Strathcona Drive. Construction on this project is expected to begin this summer. The estimated total cost is $2,117,700 and will be partially funded with Surface Transportation Program funds in the amount of $1,714,900. The remaining local share of $402,800 will be funded with $118,193 in Tri-Party Program funds, $71,957 from the Charter Township of Highland, and $212,650 from the Board. Our total estimated share is $252,048 and is in the FY14 budget. The project is in the district of County Commissioner Robert Hoffman. 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 Thomas G. Blust, RE. Director of Engineering Ohy COST PARTICIPATION AGREEMENT CONSTRUCTION Clyde Road 2,800 feet east of Hickory Ridge Road to 400 feet west of Strathcona Drive Charter Township of Highland Board Project No. 50181 This Agreement, made and entered into this 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 Charter Township of Highland, 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 gravel road paving of Clyde Road from 2,800 feet east of Hickory Ridge Road to 400 feet west of Strathcona 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 $2,117,700; and WHEREAS, the BOARD has entered into an agreement with MDOT in Contract No. 14-5233 for partial funding of the PROJECT with federal program dollars under the Surface Transportation Program in the amount of $1,714,900; 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 $118,193, 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 total payments to the contractor. 3. The estimated total LOCAL MATCH is $402,800 and shall be funded in the following order: a. Tri Party Program funding in the amount of $118,193. b. The COMMUNITY shall contribute $71,957 toward the LOCAL MATCH. c. The BOARD shall contribute $212,650 toward the LOCAL MATCH ($190,150 for 50% share of local match and $22,500 for sprinklers). d. Any PROJECT costs above the Tr-Party Program funding of $118,193, the BOARD contribution of $212,650, and COMMUNITY contribution of $71,957 will be funded first with any available Tr-Party Program Funds. If no Tr-Party Program Funds are available, any additional PROJECT costs will be shared equally by the BOARD and the COMMUNITY. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $55,677 (being 50% of the COMMUNITY'S Tr-Party contribution and 50% of the COMMUNITY's contribution). Clyde Road Charter Township of Highland Project No. 50181 5/6/2014 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $39,398 (being 100% of the COUNTY'S Tri-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. 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 $55,677. 7. 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. 8. 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. Clyde Road - 3 - Charter Township of Highland Project No. 50181 5/6/2014 Managing Director CHARIER-TOWNSHIP OF/MIGHLAJD 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 f2th'So)e- Its e„-: Clyde Road - 4 - Charter Township of Highland Project No, 50181 5/6/2014 EXHIBIT A 1R1-PARTY PROGRAM Clyde Road 2,800 feet east of Hickory Ridge Road to 400 feet west of Strathcona Drive Charter Township of Highland Board Project No. 50181 Gravel road paving of Clyde Road from 2,800 feet east of Hickory Ridge Road to approximately 400 feet west of Strathcona Drive. ESTIMATED PROJECT COST Contractor Payments $2,117,700 Less Federal Funds $1,714,900 Total Estimated Local Share $402,800 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2013 Tr-Party Program $19,576 $19,576 $19,576 $58,728 FY2014 Tr-Party Program $19,821 $19,822 $19,822 $59,465 Contribution $71,957 $0 $212,650 $284,607 TOTAL SHARES $111,354 $39,398 $252,048 $402,800 Clyde Road - 5 - Charter Township of Highland Project No. 50181 5/6/2014 Resolution #14172 July 16, 2014 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #14172) July 31, 2014 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — CHARTER TOWNSHIP OF HIGHLAND — CLYDE ROAD, GRAVEL ROAD PAVING - PROJECT NO. 50181 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 $39,398 is available in the General Fund Assigned Fund Balance for Tr-Party 2014 and prior funding (account #383510) for project 50181. 3. This project is for the gravel road paving of Clyde Road from 2800 feet east of Hickory Ridge Road to 400 feet west of Strathcona Drive. 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 $39,398 $39,398 Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures $39,398 $39,398 FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Matis and Crawford absent. Resolution #14172 July 31, 2014 Moved by Weipert supported by Quarles the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Gershenson, Gingell, Gosselin, Hatchett, Hoffman, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Crawford. (20) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended Consent Agenda were adopted (with accompanying reports being accepted). Amapiew TH1$ 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 31, 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 31 si day of July 2014. - Lisa Brown, Oakland County