HomeMy WebLinkAboutResolutions - 2017.08.23 - 23070MISCELLANEOUS RESOLUTION # 17232
BY: Commissioner Janet Jackson, District #21
IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL
YEAR 2017 APPROPRIATION — CITY OF SOUTHFIELD — RECONSTRUCTION OF LAHSER ROAD
FROM CIVIC CENTER DRIVE TO NORTHWESTERN HIGHWAY — PROJECT NO. 53371
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 Southfield, 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 Southfield
and said appropriation has been transferred to a project account; and
WHEREAS the City of Southfield 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. 53371 in the City of Southfield is $265,337.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby
approves the project submitted by the City of Southfield 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
Southfield.
Chairperson, I move the adoption of the foregoing Resolution.
;15MmissionecJafiet Jacksoff
District #21
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Quality Life through Good Roads "We Care"
==r. CAA 1 Ag
C412,0711045:5:f4SW
for OAKLAND COUNTY
Inter—Departmental Memorandum
PROGRAMMING DIVISION
DATE: June 22, 2017
To: Thomas G. Blust, RE., Director of Engineering
FROM: Thomas G. Noechel, Programming Supervisor
SUBJECT: PROJECT NO, 53371, LAHSER ROAD
CIVIC CENTER DRIVE TO NORTHWESTERN HIGHWAY
LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM
CITY OF SOUTHFIELD
Attached for your review and submission to the Board for their approval is the local cost
participation agreement with the City of Southfield for the reconstruction of Lahser Road
from Civic Center Drive to Northwestern Highway. Construction on this project is
expected to begin this summer.
The estimated total cost is $1,930,000, The Board will contribute and perform all
preliminary and construction engineering, estimated in the amount of $275,000. All
construction costs will be shared equally between the City of Southfield and the Board.
The City of Southfield's share of $827,500 will be funded with $796,011 in Tr-Party
Program funds and a contribution of $31,489. Our total estimated share is $1,367,837
and is in the FY17 budget.
The project is in the district of County Commissioner Janet Jackson. 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.
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Attachments
Clerk of the Board
July 20, 2017
Ms, Nancy Banks, Clerk
City of Southfield
26000 Evergreen Road
Southfield, MI 48037
Re: Project No. 53371, Lahser Road
Dear Ms. Banks:
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, July 20, 2017.
Please contact Thomas G. Noechel, Programming Supervisor at (248)
645-2000 ext. 2266 to answer questions or for additional information.
Sincerely,
Shannon J. Killer
Deputy-Secretary /Clerk of the Board
Ism
=ROAD COMMISSION
for OAKLAND COUNTY
QUALITY LIM rilmoucm GOOD ROADS:
OAK COMMISSION YON OAKLAND COUNTY
WE CARE."
3oard of Road Commissioners
Ronald J, Fowkes
Commissioner
Gregory C. Jam ian
Commissioner
Eric S. Wilson
Commissioner
Dennis G. Kolar, P,E.
Managing Director
Gary Piotrowicz, P.T.O.E.
Deputy Managing Director
County Highway Engineer
31001 Lahser Road
Beverly Hills, MI
48025
248-645-2000
FAX
248-645-0452
TIDO
248-645-0923
www.rcocweb.org
Enclosure
cc: Finance Department
Engineering Department
Programming Division
Lynn Sonkiss, Oakland County
COST PARTICIPATION AGREEMENT
CONSTRUCTION
Lahser Road
Civic Center Drive to Northwestern Highway
City of Southfield
Board Project No. 53371
This Agreement, made and entered into this Ofilt day of - L1tL , 2017,
by and between the Board of County Road Commissioners of the County Of akland, Michigan,
hereinafter referred to as the BOARD, and the City of Southfield, hereinafter referred to as the
COMMUNITY, provides as follows:
WHEREAS, the BOARD and the COMMUNITY have programmed the reconstruction of
Lahser Road from Civic Center Drive to Northwestern Highway, 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 $1,930,000; and
WHEREAS, said PROJECT involves certain designated and approved Tr-Party
Program funding in the amount of $796,011, which amount 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, the BOARD and the COMMUNITY have reached a mutual understanding
regarding the cost sharing of the PROJECT 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:
i
1. The COMMUNITY approves of the PROJECT, declares its public necessity, and
authorizes the BOARD 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 BOARD shall contribute all preliminary engineering and construction engineering
costs, estimated in the amount of $275,000.
4. The BOARD and the COMMUNITY shall share all construction costs, estimated in the
amount of $1,655,000. Each 50% share shall be invoiced and funded in the following
order:
a. Tri-Party Program funding in the amount of $796,011.
b. The COMMUNITY shall contribute $31,489 and the BOARD shall contribute
$827,500, simultaneously.
c. Any construction costs above the Tr-Party Program funding of $796,011, the
BOARD contribution of $827,500, and the COMMUNITY contribution of $31,489
will be funded first with any available Tr-Party Program Funds. If no Tr-Party
Program Funds are available, any additional construction costs will be shared
equally between the BOARD and the COMMUNITY.
5. Upon execution of this agreement, the BOARD shall submit an invoice to the
COMMUNITY in the amount of $148,413 (being 50% of the COMMUNITY'S Tr-Party
contribution of $265,337 and 50% of the COMMUNITY'S contribution of $31,489).
6. As costs of the PROJECT are incurred, the BOARD shall invoice the COMMUNITY for
the remaining 50% of the COMMUNITY'S total contribution.
Lahser Road - 2 -
City of Southfield
Project No. 63371
5/16/2017
7. After execution of this agreement and approval by the COUNTY, the BOARD shall
submit an invoice to the COUNTY in the amount of $265,337 (being 100% of the
COUNTY'S Tr-Party contribution).
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
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.
Lahser Road
City of Southfield
Project No. 53371
5/16/2017
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
Its Managing Director
CITY OF SOUTHFIELD
Kenson J. Slyer
Its May or
Its City Clerk
Lahser Road - 4 -
City of Southfield
Project No. 53371
5/16/2017
EXHIBIT A
TRI-PARTY PROGRAM
Lahser Road
Civic Center Drive to Northwestern Highway
City of Southfield
Board Project No, 53371
Reconstruction of Lahser Road from Civic Center Drive to Northwestern Highway,
ESTIMATED PROJECT COST
Preliminary Engineering
$125,000
Construction Engineering
$150,000
Contractor Payments $1,655,000
Total Estimated Project Cost $1,930,000
COST PARTICIPATION BREAKDOWN
COMMUNITY COUNTY BOARD TOTAL
FY2014 Tr-Party Program $8,756 $8,756 $8,756 $26,268
FY2015 Tr-Party Program $50,871 $50,871 $50,870 $152,612
FY2016 Tr-Party Program $103,482 $103,482 $103,483 $310,447
FY2017 Tr-Party Program $102,228 $102,228 $102,228 $306,684
Contribution - PE/CE $0 $0 $275,000 $275,000
Contribution - Construction $31,489 $0 $827,500 $858,989
TOTAL SHARES $296,826 $265,337 $1,367,837 $1,930,000
Lahser Road - 5 -
City of Southfieid
Project No 53371
5/16/2017
\\:\
Nancy L. M. Bags, City Clerk
CITY OF SOUTHFIELD
RESOLUTION OF SUPPORT
WHEREAS, the Road Commission for Oakland County (RCOC) has presented contract
documents for the reconstruction of Lahser Road from Civic Center Drive to south of 11 Mile
Road; and
WHEREAS, the estimated total project cost is $1,930,000, with the Board of Road
Commissioners for the County of Oakland estimated cost share being $1,367,837, the Oakland
County Board of Commissioners estimated cost share being $265,337 and the City of
Southfield's estimated cost share being $296,826, which amount is available in the 2017-18
Major Street budget (Account No. 202-451-4515-49740) as Council may approve.
WHEREAS, upon execution of the Cost Participation Agreement and receipt of invoice,
payment shall be made to the RCOC for 100% of the City's estimated cost share, or $296,826.
In order to facilitate this project a transfer from General Fund Undesignated Fund Balance will
be requested as part of the resolution for the City's estimated cost share. This advance will be
repaid from the 2017-18 Major Street budget upon adoption its adoption.
NOW, THEREFORE, BE IT RESOLVED: That the City Council of the City of Southfield
does hereby approve of the project, authorizes the contractor to work 24/7 for the duration of the
project and also authorizes the Mayor and City Clerk to sign the appropriate Cost Participation
Agreement documents on behalf of the City after review and approval as to form by the City
Attorney's Office.
I, Nancy L. M. Banks, the duly elected and qualified City Clerk of the City of Southfield, County
of Oakland, State of Michigan, do hereby certify that the foregoing resolution was adopted by
the Southfield City Council at their Regular Council Meeting held on Monday, May 15, 2017, in
the Council Chambers of the Municipal Building, 26000 Evergreen Road, Southfield, Michigan.
„ Dated:
Resolution #17232 August 10, 2017
The Chairperson referred the resolution to the Finance Committee. There were no objections.
FISCAL NOTE (MISC. #17232) August 23, 2017
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR
2017 APPROPRIATION — CITY OF SOUTHFIELD— RECONSTRUCTION OF LAHSER ROAD FROM CIVIC
CENTER DRIVE TO NORTHWESTERN HIGHWAY — PROJECT NO. 53371
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 $265,337 is available in the General Fund Assigned Fund Balance for Tri-Party 2017 and
prior funding (account #383510) for project 53371.
3. This project is for reconstruction of Lahser Road from Civic Center Drive to Northwestern Highway.
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:
Expenditures
9010101-153010-740135
FY 2017
Planned Use of Balance $265,337
Total Revenues $265,337
Road Commission Tr-Party $265,337
Total Expenditures $265,337
GENERAL FUND #10100
Revenue
9010101-196030-665882
Commissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #17232 August 23, 2017
Moved by Tietz supported by Zack the resolutions (with fiscal notes attached) on the Consent Agenda be
adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gershenson, Hoffman, Jackson, Kochenderfer, KowaII, Long,
McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman,
Bowman. (20)
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).
HEREBY APPROVE T IS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 46.659A (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 August 23,
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 23 rd day of August, 2017.
Lisa Brown, Oakland County