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HomeMy WebLinkAboutResolutions - 2017.06.15 - 22993MISCELLANEOUS RESOLUTION # 17183 BY: Commissioner Marcia Gershenson, District #13 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION — CITY OF FARMINGTON HILLS — CONCRETE SLAB REPLACEMENT ON 12 MILE ROAD — PROJECT NO. 53461 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 Assigned Fund Balance for Tr-Party Program. The resolution shall be approved by the Finance Committee and the full Board; and WHEREAS the City of Farmington 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 Farmington Hills and said appropriation has been transferred to a project account; and WHEREAS the City of Farmington 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 2017 authorized amount of Tr- Party Road Improvement funding for Project No. 53461 in the City of Farmington Hills is $199,698. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Farmington Hills and authorizes the release of Tr-Party Road Improvement Program funds from the Oakland County Assigned 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 Farmington Hills. Chairperson, I move the adoption of the foregoing Resolution. Quality Life through Good Roads "We Care" =04i. 4214 CalliWiSSZCPAr for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: May 19, 2017 TO: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming SupervisorlW SUBJECT: PROJECT NO. 53461, 12 MILE ROAD HAGGERTY ROAD TO FARMINGTON ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF FARMINGTON HILLS Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Farmington Hills for the concrete slab replacement work on 12 Mile Road from Haggerty Road to Farmington Road. Construction on this project is expected to begin this summer. The estimated total cost is $3,112,370 and will be partially funded with National Highway Performance Program funds in the amount of $939,200 and Federal High Priority Program funds in the amount of $1,186,686. The local match of $986,484 will be funded with $599,093 in Tr-Party funds and a $387,391 contribution from the Board. Our total estimated share is $587,088 and is in the FYI 7 budget. The project is in the district of County Commissioner Marcia Gershenson. 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 &I- 74/i7 T orrias G. Blust, P.E. Director of Engineering CA3AC;Or A =ROAD COMMISSION for OAKLAND COUNTY June 8,2017 QUALITY LIFE THRollall GOOD ROADS; OAD COMMISSION FOR OAKLAND COUNTY "WE CARE." Ms. Pam Smith, Clerk City of Farmington Hills 31555 W. Eleven Mile Road Farmington Hills, MI 48336-1165 Re: 12 Mile Road, Project No. 53461 Local Cost Participation Agreement / Tr-Party Program Dear Ms. Smith: A fully signed and executed agreement for the above mentioned project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, P.E., Managing Director at the regularly scheduled Board meeting of Thursday, June 8, 2017. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Sincerely, hannon J. Miller Deputy-Secretary /Clerk of the Board Ism Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County Board of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, P. E. ManegIng Director Gary Piotrowicz, RE., 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 248-645-0452 TDD 248-645-9923 www.rcocweb.org CITY OF FARMING TON HILLS CITY CLERK'S OFFICE 31555 W. 11 Mile Road, Farmington Hills, MI 48336-1165 (248) 871-2410 R-80-17 RESOLUTION IT IS RESOLVED, that the City Council of Farmington Bills hereby authorizes the City Manager and City Clerk to sign and enter into a cost participation agreement for Board Project #53461 with the Road Commission of Oakland County to address the cost sharing responsibilities for the slab replacement program on 12 Mile Road between Haggerty Road and Farmington Road. Motion by: LERNER Support by: RICH Roll Call Vote: Yeas: Nays: Absent: Abstentions: KNOL, LERNER, MASSEY, RICH AND STECKLOFF NONE BRIDGES AND BRUCE NONE MOTION CARRIED 5 — 0. 1, Pamela 13. Smith, the duly authorized City Clerk of the City of Farmington Hills, Oakland County, Michigan, do hereby certify that the foregoing is a true copy of a resolution adopted by the City Council of the City of Farmington Hills at the regular City Council meeting held on May 8, 2017. DATE: May 9, 2017 COST PARTICIPATION AGREEMENT CONSTRUCTION 12 Mile Road Haggerty Road to Farmington Road City of Farmington Hills Board Project No, 53461 This Agreement, made and entered into this i:41' day of Junk , 2017, 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 Farmington 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 the concrete slab replacement work on 12 Mile Road from Haggerty Road to Farmington 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 $3,112,370; and WHEREAS, the BOARD will enter into a contract with MDOT for partial funding of the PROJECT with National Highway Performance Program funds in the amount of $939,200 and Federal High Priority Program funds in the amount of $1,186,686; 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 SHARE; and WHEREAS, the COMMUNITY'S share of said LOCAL SHARE involves certain designated and approved Tr-Party Program funding in the amount of $599,093, 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 preliminary engineering, construction engineering, and total payments to the contractor. Any costs incurred by RCOC prior to this agreement date shall be allowable. 3. The estimated total LOCAL SHARE is $986,484 and shall be invoiced and funded in the following order: a. Tri Party Program funding in the amount of $599,093. b. The BOARD shall contribute $387,391 toward the LOCAL SHARE. c. Any PROJECT costs above the Tr-Party Program funding of $599,093 and the BOARD contribution of $387,391 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 $199,698 (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 $199,698 (being 100% of the COUNTY'S Tr-Party contribution). 12 Mile Road - 2 - City of Farmington Hills Project No. 53461 6/2/2017 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 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. 12 Mlle Road - 3 - City of Farmington Hills Ptoject No. 53461 5/212017 By IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above. BOARD OF ROAD COMMISSIONERS OF THE COUNTY OF OAKLAND A Public Body Corporate By Title Managing Director CITY OF FARMINGTON HILLS Title __LI Title Thl c‘1,1_1( 12 Mile React - 4 - City of Farmington HiiIs Project No. 53461 5/2/2017 EXHIBIT A TRI-PARTY PROGRAM 12 Mile Road Haggerty Road to Farmington Road City of Farmington Hills Board Project No. 53461 Concrete slab replacement on 12 Mile Road from Haggerty Road to Farmington Road. ESTIMATED PROJECT COST Preliminary Engineering Construction Engineering Contractor Payments Total Estimated Project Cost Less Federal Funds Total Estimated Local Share $40,000 $175,000 $2,897,370 $3,112,370 $2,125,886 $986,484 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2016 Tr-Party Program $83,156 $83,156 $83,156 $249,468 FY2017 Tr-Party Program $116,542 $116,542 $116,541 $349,625 Contribution $0 $0 $387,391 $387,391 TOTAL SHARES $199,698 $199,698 $587,088 $986,484 12 Mile Road - 5 - City of Farmington Hills Project No. 53461 5/2/2017 Resolution #17183 June 15, 2017 The Chairperson referred the resolution to the Finance Committee. There were no objections.