HomeMy WebLinkAboutResolutions - 2017.07.19 - 23005MISCELLANEOUS 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"
ICIZZilliWZIESA t; Af
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 SupervisorT4n
SUBJECT: PROJECT NO. 53461, 12 MILE ROAD
HAGGERTY ROAD TO FARMINGTON ROAD
LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM
CITY OF FARM INGTON 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 FY17 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
f/z-47/ 7
Tficcrnas G. Blust, P.E.
Director of Engineering
=ROAD
COMMISSION
for OAKLAND COUNTY June 8,2017 QUALITY LIFE THROUGH GOOD ROADS:
OAD ColAMIsSloN FOR OAKLAND COUNTY
'VVE CARE."
Ms. Pam Smith, Clerk
City of Farmington Hills
31555 W. Eleven Mile Road
Farmington Hills, Ml 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,
n
hannon J. Miler
Deputy-Secretary /Clerk of the Board
Ism
Enclosure
cc: Finance Department
Engineering Department
Programming Division
Lynn Sonkiss, Oakland County
goard of Road Commissioners
Ronald J. Fowkes
Commissioner
Gregory C. Jamian
Commissioner
Eric S. Wilson
Commissioner
Dennis G. Kolar, P.E.
Managing Director
Gary Piotrowicz, PE. 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
248-845-0452
TDO
248-645-9923
www.rcoowebsorg
CITY OF FARMING TON HILLS
CITY CLERK'S OFFICE
31555 W. 11 Mile Road, Farmington Hills, MT 48336-1165
(248) 871-2410
R-80-17
RESOLUTION
IT IS RESOLVED, that the City Council of Farmington Hills 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: KNOL, LERNER, MASSEY, RICH AND STECKLOFF
Nays: NONE
Absent: BRIDGES AND BRUCE
Abstentions: NONE
MOTION CARRIED 5 — 0.
I, Pamela B. 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 BLL day of , 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
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 Mile Road - 3 -
City of Farmington Hills
Project No. 53461
5/2/2017
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 FARM INGTON HILLS
LT6tr -
Title I
12 Mile Road -4
City of Farmington Hits
Project No. 53461
512/2017
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.
FISCAL NOTE (MISC. #17183) July 19, 2017
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
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:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution
and finds:
1. On December 8,2016, the Board of Commissioners approved Miscellaneous Resolution #16324
which designated $4,086,500 in fund balance for the Tr-Party Road Improvement Program for
projects managed by the Road Commission for Oakland County (RCOC).
2. Funding of $199,698 is available in the General Fund Assigned Fund Balance for Tr-Party 2017 and
prior funding (account #383510) for project 53461.
3. This project is for concrete slab replacement on 12 Mile Road, from Haggerty Road to Farmington
Road.
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 2017 budget will be amended as follows:
GENERAL FUND #10100
Revenue
9010101-196030-665882
Expenditures
9010101-153010-740135
FY 2017
$199,698
$199,698
Planned Use of Balance
Total Revenues
Road Commission Tr-Party $199,698
Total Expenditures $199,698
Commissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Woodward absent.
Resolution #17183 July 19, 2017
Moved by Crawford supported by Quarles the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gingell, Hoffman, Jackson, Kochenderfer, Kowall, McGillivray,
Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
(7 7
1 HEREBY AMMO HIS 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 19, 2017,
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 19th day of July, 2017.
Lisa Brown, Oakland County