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HomeMy WebLinkAboutResolutions - 2015.05.21 - 21868MISCELLANEOUS RESOLUTION # 15152 BY: Commissioner Nancy Quarles, District *17 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION — CITY OF OAK PARK — CONCRETE SLAB REPLACEMENT AT GREENFIELD ROAD AND 10 MILE ROAD - NO. 52961 To the 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 Oak Park , 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 Oak Park and said appropriation has been transferred to a project account; and WHEREAS the City of Oak Park 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 No. 52961 in the City of Oak Park is $32,830. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Oak Park 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 Oak Park. Chairperson, I move the adoption of the foregoing Resolution. /1/1 A L CY\C(jr Thomas G. Blust, RE. Director of Engineering Quality Life through Good Roads "We Care" - 2 44::::=47C244%.2 r: At -'.:AY:105:f for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: April April 27, 2015 To: Thomas G. Blust, RE., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor77,0 SUBJECT: PROJECT NO. 52961, GREENFIELD ROAD AT 10 MILE ROAD LOCAL COST PARTICIPATION AGREEMENTfrRI-PARTY PROGRAM CITY OF OAK PARK Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Oak Park for the concrete slab replacement on Greenfield Road at 10 Mile Road. Construction on this project is expected to begin this summer. The estimated total cost is $625,000 and will be partially funded with National Highway Performance Program funds in the amount of $240,000. The local match of $385,000 will be funded with $98,490 in Tr-Party funds and a $286,510 contribution from the Board. Our total estimated share is $319,340 and is in the FY15 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 =ROAD COMMISSION for OAKLAND COUNTY ClUAL1TY UFE THROUGH GOOD ROADS: DAD COMMISSION FOR OAKLAND COUNTY "WE CARE." May 7, 2015 Mr. T. Edwin Norris, City Clerk City of Oak Park 13600 Oak Park Boulevard Oak Park, MI 48237-2029 RE: Greenfield Road, Project No. 52961 Dear Mr. Norris: 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 7, 2015, 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, 5oard of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, P.E. tvlanaoing Direcror Gary Piotrowicz, Deputy Managing Ofrector County Highway Engineer 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 Ism Enclosure cc Finance Department Engineering Department Programming Division Lynn Sonkiss www.rcocweb.org COST PARTICIPATION AGREEMENT CONSTRUCTION Greenfield Road At 10 Mile Road City of Oak Park Board Project No. 52961 This Agreement, made and entered into this 14\k day of \1\-11 , 2015, by and between the Board of County Road Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the City of Oak Park, 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 concrete slab replacement on Greenfield Road at 10 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 $625,000; and WHEREAS, the BOARD will enter into a contract with MOOT for partial funding of the PROJECT with federal program dollars under the National Highway Performance Program estimated in the amount of $240,000; 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 $98,490, 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, alf 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 MOOT 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 $385,000 and shall be funded in the following order: a. Tri Party Program funding in the amount of $98,490. b. The BOARD shall contribute $286,510 toward the LOCAL MATCH. c. Any PROJECT costs above the Tr-Party Program funding of $98,490 and the BOARD contribution of $286,510 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 $32,830 (being 100% of the COMMUNITY'S Tr-Party contribution). 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $32,830 (being 100% of the COUNTY'S Tr-Party contribution). Greenfield Road -2- City of Oak Park Project No. 52951 3/31/2015 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 Oak Park Project No. 52961 3/31/2015 Its CITY OFpA-K PARK / By CA.A--t,J1 (1 IL Its IA v 01 k, :yrs Avc--y. 01( 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 By • Its Managing Director Its C,tert..44— Greenfield Road -4- City of Oak Park Project No. 52961 3/31/2015 EXHIBIT A TRI-PARTY PROGRAM Greenfield Road At 10 Mile Road City of Oak Park Board Project No. 52961 Concrete slab replacement on Greenfield Road at 10 Mile Road. ESTIMATED PROJECT COST Construction Engineering Contractor Payments Estimated Total Project Cost Less Federal Funds Total Estimated Local Share $25,000 $600,000 $625,000 ($240,000) $385,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL Addl FY12 Tr-Party Program $8,391 $8,391 $8,392 $25,174 FY13 Tr-Party Program $8,678 $8,678 $8,677 $26,033 PY14 Tr-Party Program $8,001 $8,001 $8,001 $24,003 FY15 Tr-Party Program $7,760 $7,760 $7,760 $23,280 Contribution $0 $0 $286,510 $286,510 TOTAL SHARES $32,830 $32,830 $319,340 $385,000 Greenfield Road - 5 - City of Oak Park Project No. 52961 3/31/2015 Resolution #15152 May 21, 2015 The Chairperson referred the resolution to the Finance Committee. There were no objections.