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HomeMy WebLinkAboutResolutions - 2015.10.22 - 22061MISCELLANEOUS RESOLUTION #15272 BY: Commissioners Christine Long, District #7 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION — CITY OF WALLED LAKE — RESURFACING OF MAPLE ROAD — PROJECT NO. 48701 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 Walled Lake, 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 Walled Lake and said appropriation has been transferred to a project account; and WHEREAS the City of Walled Lake 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. 48701 in the City of Walled Lake is $27,350. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Walled Lake 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 Walled Lake. Chairperson, I move the adoption of the foregoing Resolution. Commissioner Christine Long District #7 Quay Life through Good Roads "We Care" 10 H for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: September 23, 2015 To: Thomas G. Blust, RE., Director of Engineering FROM Thomas G. Noechel, Programming Supervisor7 740 SUBJECT: PROJECT NO. 48701, MAPLE ROAD PONTIAC TRAIL TO WELCH ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF WALLED LAKE Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Walled Lake for the resurfacing of Maple Road from Pontiac Trail to Welch Road. Construction on this project is expected to begin spring 2016. The estimated total cost is $955,000 and will be partially funded with High Priority Project funds in the amount of $404,000. The local share of $551,000 will be funded with $82,050 in Tr-Party funds, a $327,950 contribution from the City of Walled Lake, and a $141,000 contribution from the Board. Our total estimated share is $168,350 and is in the FY15 budget. The project is in the district of County Commissioner Christine A. Long. 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 'T/z-97/s Thomas G. !lust, RE. Director of Engineering 4=1=7ROAD COMMISSION for OAKLAND COUNTY QUALITY LIFE THROUGH GOOD ROADS: :OAD COMMISSION FOR OAKLAND COUNTY WE CARE." October 8, 2015 Ms. Jennifer Stuart, Deputy Clerk City of Walled Lake 1499 E. West Maple Road Walled Lake, MI 48390 RE: Local Cost Participation Agreement; Maple Road, Pontiac Trail to Welch Road; Project No. 48701 Dear Ms. Stuart: 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, October 8, 2015, and subsequently signed by Dennis G. Kolar, P.E., Managing Director. Please contact Thomas Blust, Director of Engineering at (248) 645-2000 ext. 2265 to answer any questions or for additional information. Sincerely, Lail, Patricia Z. Werzbicki Deputy-Secretary /Clerk of the Board /sm Enclosure c: Finance Department Engineering Department Programming Division 3oard or Read Commissioners Ronald J. Fowkes Commissioner Gregory C. Jarnian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar. P.E. Menacing Director Gary Piotrowicz, P.E., P.T.O.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 www.rcocwelo.org COST PARTICIPATION AGREEMENT CONSTRUCTION Maple Road Pontiac Trail to Welch Road City of Walled Lake Board Project No. 48701 This Agreement, made and entered into this 4A,L. day of 6(1,-(013F-R--- , 2015, by and between the Board of County Road Commissioners of the County of O a k l a n d , M i c h i g a n , hereinafter referred to as the BOARD, and the City of Walled Lake, hereinafte r r e f e r r e d t o a s t h e COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY, in cooperation with t h e M i c h i g a n Department of Transportation, hereinafter referred to as MOOT, have p r o g r a m m e d t h e resurfacing of Maple Road from Pontiac Trail to Welch Road, as describe d i n E x h i b i t " A " , attached hereto, and made a part hereof, which improvements invol v e r o a d s u n d e r t h e jurisdiction of the BOARD and within the COMMUNITY, which improve m e n t s a r e h e r e i n a f t e r referred to as the PROJECT; and WHEREAS, the PROJECT shall also include the installation of a 3-foo t w i d e s t a m p e d concrete shelf along Maple Road, which improvements are beyond the PR O J E C T l i m i t s , a n d i s hereafter referred to as ADDITIONAL CONSTRUCTION items; and WHEREAS, the estimated total cost of the PROJECT and ADDI T I O N A L CONSTRUCTION is $955,000; and WHEREAS, the BOARD will enter into a contract with MOOT for partial f u n d i n g o f t h e PROJECT with federal program dollars under the High Priority Project Program i n t h e a m o u n t o f $404,000; 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 f u n d s , hereinafter referred to as the LOCAL SHARE; and WHEREAS, the COMMUNITY'S share of said LOCAL SHARE involves certain designated and approved Tr-Party Program funding in the amount of $82,050, 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 SHARE 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 SHARE is $551,000 and shall be funded in the following order: a. Tri Party Program funding in the amount of $82,050 for ADDITIONAL CONSTRUCTION. This $82,050 includes $27,524 from the 2016 Tr-Party Program which is an estimate of their allocation. If these funds are not available, the COMMUNITY will be responsible for the $27,524 share. b. The Board shall contribute $141,000 toward the LOCAL SHARE for the participating PROJECT costs and the COMMUNITY shall contribute $327,950 toward the LOCAL SHARE for the ADDITIONAL CONSTRUCTION items, simultaneously. Maple Road -2- City of Walled Lake Project No. 48701 9/11/2015 c. The actual cost of the ADDITIONAL CONSTRUCTION items, as determined by the BOARD along with any overages, shall be funded solely by the COMMUNITY. Any participating PROJECT costs above the BOARD contribution of $141,000 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 $355,300 (being 100% of the COMMUNITY'S Tr-Party contribution and 100% of the COMMUNITY'S contribution for ADDITIONAL CONSTRUCTION). 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $18,175 (being 100% of the COUNTY'S 2014 and 2015 Tr-Party contribution). a. The invoice shall be sent to: Lynn Son kiss, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. After January 1, 2016, the BOARD shall submit an invoice to the COUNTY in the amount of $9,175 (being 100% of the COUNTY'S 2016 Tr-Party contribution). 7. The total actual LOCAL SHARE 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. 9. The COMMUNITY shall be responsible for the maintenance of the following: a. The three-foot wide stamped concrete shelf on Maple Road from Pontiac Trail to Welch Road. Maple Road - 3 - City of Walled Lake Project N. 48701 9/1112015 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 CITY OF WALLED LAKE Its 61/-17' h11197144y,W._ Maple Road -4.- City of Walled Lake Project No. 48701 9/11/2015 EXHIBIT A TRI-PARTY PROGRAM Maple Road Pontiac Trail to Welch Road City of Walled Lake Board Project No. 48701 Resurfacing of Maple Road from Pontiac Trail to Welch Road. ESTIMATED PROJECT COST Contractor Payments $955,000 Less Federal Funds $404,000 Total Estimated Local Share $551,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2014 Tr-Party Program $9,001 $9,001 $9,000 $27,002 FY2015 Tri-Party Program $9,175 $9,174 $9,175 $27,524 FY2016 Tr-Party Program* $9,174 $9,175 $9,175 $27,524 Contribution $327,950 $0 $141,000 $468,950 TOTAL SHARES $355,300 $27,350 $168,350 $551,000 The FY2016 Tr-Party Program allocation will be announced early in 2016. This is an estimate of that amount. Maple Road -5- City of Walled Lake Project No. 48701 9/11/2015 Resolution #15272 October 22, 2015 The Chairperson referred the resolution to the Finance Committee. There were no objections.