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Home My WebLink AboutResolutions - 2015.03.18 - 21714Miscellaneous Resolution # 15049 BY: Commissioner Philip Weipert, District #8 RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION — CHARTER TOWNSHIP OF MILFORD — RESURFACING OF MILFORD ROAD - PROJECT NO. 51561 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 Milford, 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 Milford and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of Milford 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 2015 authorized amount of Tr-Party Road Improvement funding for Project 51561 in the Charter Township of Milford is $58,474. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Milford 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 Milford. ChaepersonAeitiov,e the adoption oftialoregoing Resolution. 1:=2=7A'OAD COMMISSION for OAKLAND COUNTY QUALITY LiFq THROUGH GOOD ROADS: AJAIT COMITSSION FOR OAKLAND COUNTY We CARE.'' 3oard of Road Commissioners Ronald J. Fawkes February 12, 2015 Ms. Holly Brandt, Township Clerk Charter Township of Milford 1100 Atlantic Milford, MI 48381 Commissioner Re: Project No. 51561; Milford Road, Pontiac Trail to Gregory C, Jamian Milford Village Limits Commissioner Eric S. Wilson Commissioner Dear Ms. Brandt: A fully signed and executed agreement for the above-referenced project is enclosed. The amended agreement was approved at the regularly scheduled Board meeting of Thursday, February 12, 2015, and subsequently signed by Dennis G. Kolar, P.E., Managing Director. Please contact Tom Blust, P.E., Director of Engineering at 248-645-2000 ext. 2265 to answer any questions or for additional information. Sincerely, Dennis G. Kolar, P.E, Managing Director Gary Piotrowicz, P,E., P.T.O.E. Deputy Managing Director County Highwaji Engineer 11.)ibb Patricia Z. Wierzbicki Deputy-Secretary /Clerk of the Board Clerk of the Board 31001 Lahser Road Beverly Hills, MI 48025 248-645-2000 FAX 248-645-1349 /sm Enclosure c: Finance Department Engineering Department Programming Department Lynn Sonkiss, Oakland County www.rcocweb.org Quality Life through Good Roads "We Care" 1=7:11WdesCO tWAt LVASSi reMe for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: January 29, 2015 To: Thomas G. Blust, RE., Director of Engineering FROM Thomas G. Noechel, Programming Supervisor -TAO SUBJECT: PROJECT NO. 51561, MILFORD ROAD PONTIAC TRAIL TO MILFORD VILLAGE LIMITS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CHARTER TOWNSHIP OF MILFORD Attached for your review and submission to the Board for their approval is the local cost participation agreemeni with the Charter Township of Milford for the resurfacing of Milford Road from Pontiac Trail to the Milford Village limits. Construction on this project is expected to begin this spring. The estimated total project cost is $5,705,300 and will be partially funded with Surface Transportation Program funds in the amount of $4,660,500. The remaining local match of $1,044,800 will be funded with $175,423 in Tr-Party funds, a $434,688.50 contribution from Milford Township, and a $434,688.50 contribution by the Board. Our total share is $493,162.50 and is in the FY15 budget. The project is in the district of County Commissioner Philip J. Weipert. 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 COST PARTICIPATION AGREEMENT CONSTRUCTION Milford Road Pontiac Trail to Milford Village Limits Charter Township of Milford Board Project No. 51561 This Agreement, made and entered into this l2-44kclay of FE-1)0 P-UA,R1 , 2015, 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 Milford, 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 resurfacing of Milford Road from Pontiac Trail to Milford Village limits, 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 $5,705,300; and WHEREAS, the BOARD will enter into a contract with MOOT for partial funding of the PROJECT with federal program dollars under the Surface Transportation Program in the amount of $4,660,500; and WHEREAS, the BOARD, as the requesting party therein, will be the party financially responsible to MOOT 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 $175,423, 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 $1,044,800 and shall be funded in the following order: a. Tri Party Program funding in the amount of $175,423. b. The COMMUNITY shall contribute $434,688.50 toward the LOCAL MATCH. c. The BOARD shall contribute $434,688.50 toward the LOCAL MATCH. d. Any PROJECT costs above the Tri-Party Program funding of $175,423, the BOARD contribution of $434,688.50, and COMMUNITY contribution of $434,688.50 will be shared equally between the BOARD and the COMMUNITY. 4, Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $246,581.25 (being 50% of the COMMUNITY'S share). 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $58,474 (being 100% of the COUNTY'S Tr-Party contribution). Milford Road -2- Charter Township of Milford Project No. 61561 1/W2015 - 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 $246,581.25. 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. Milford Road Charter Township of Milford Project No. 51661 1/9/2015 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 CHARTER TOWNSHIP OF MILFORD By Aliza6://,44,- Its Milford Road -4- Charter Township of Milford Project No. 51561 1/9/2015 EXHIBIT A TRI-PARTY PROGRAM Milford Road Pontiac Trail to Milford Village Limits Charter Township of Milford Board Project No, 51561 Gravel road paving of Milford Road from Pontiac Trail to Milford Village limits. ESTIMATED PROJECT COST Contractor Payments $5,705,300 Less Federal Funds $4,660,500 Total Estimated Local Share $1,044,800 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2011 Tr-Party Program $10,616.00 $10,616.00 $10,615,00 $31,847.00 FY2012 Tr-Party Program $6,994.00 $6,994.00 $6,995.00 $20,983,00 FY2013 Tr-Party Program $13,703.00 $13,703.00 $13,704.00 $41,110.00 FY2014 Tr-Party Program $13,685.00 $13,685.00 $13,686.00 $41,056.00 FY2015 Tr-Party Program $13,476,00 $13,476.00 $13,475.00 $40,427,00 Contribution $434,688.50 $0.00 $434,688.50 $869,377,00 TOTAL SHARES $493,162.50 $58,474.00 $493,163.50 $1,044,800.00 Milford Road - 5 - Charter Township of Milford Project No. 51551 1/9/2015 Resolution #15049 February 18, 2015 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (M.R. #15049) March 18, 2015 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION — CHARTER TOWNSHIP OF MILFORD — RESURFACING OF MILFORD ROAD - PROJECT NO. 51561 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 11, 2014, the Board of Commissioners approved Miscellaneous Resolution #14295 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 $58,474 is available in the General Fund Assigned Fund Balance for Tr-Party 2015 and prior funding (account #383510) for project 51561. 3. This project is for the resurfacing of Milford Road from Pontiac Trail to the Milford Village limits. 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 2015 budget be amended as follows: General Fund #10100 Revenue 9010101-196030-665882 Planned Use of Balance Total Revenues Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures FY 2015 $58,474 $58,474 $58,474 $58,474 CE COMMF1 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Quarles absent. Resolution #15049 March 18, 2015 Moved by KowaII supported by Quarles the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, KowaII, Long, Matis, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman, Crawford, (21) 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). 1 HERMAPPRO HIS RESOLUTION CHIEF DEPUTY COUNTY EXEeii `WE ACTING PURSUANT TO MCL 45.659A (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 March 18, 2015, 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 18th day of March 2015. 6411Z1 Lisa Brown, Oakland County