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HomeMy WebLinkAboutResolutions - 2018.01.17 - 23239MISCELLANEOUS RESOLUTION # 18011 BY: Commissioner Doug Tietz, District *11 IN RE: BOARD OF COMMISSIONERS — TR1-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CITY OF ROCHESTER HILLS — RESURFACING OF SOUTH BOULEVARD FROM ADAMS ROAD TO CROOKS ROAD — PROJECT NO. 53121 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 Rochester 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 Rochester Hills and said appropriation has been transferred to a project account; and WHEREAS the City of Rochester 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 2018 authorized amount of Tr- Party Road Improvement funding for Project No. 53121 in the City of Rochester Hills is 8180,578. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Rochester 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 Rochester Hills. Chairperson, I move the adoption of the foregoing Resolution. Quality Life through Good Roads "We Care" .4==yr42044e7 ccitivevissiew f/W-- 21A 12/14/17 for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: November 13, 2017 To: Thomas G. Blust, RE., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor -M1 SUBJECT: PROJECT NO. 53121, SOUTH BOULEVARD ADAMS ROAD TO CROOKS ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF ROCHESTER HILLS Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Rochester Hills for the resurfacing of South Boulevard from Adams Road to Crooks Road. Construction on this project is expected to begin next year. The estimated total cost is $2,400,000 and will be shared equally between the City of Troy, the City of Rochester Hills, and the Board_ Our total estimated share is $1,209,844 and is in the FY18 budget. The project is in the district of County Commissioner Doug Dietz. 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 \ r Sincerely, Sa'nnon J. Mill Deputy-Secretary /Clerk of the Board Clerk of the Board =ROAD COMMISSION for OAKLAND COUNTY QUALITY Lye THROUGH GOOD ROADS: :OAD COMMISSION FOR OAKLAND COUNTY "WE CARE." December 14,2017 Ms. Tina Barton, Clerk City of Rochester Hills 1000 Rochester Hills Drive Rochester Hills, MI 48309-3033 Re: Local Cost Participation Agreement South Boulevard, Project No. 53121 Dear Ms. Barton: 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, December 14, 2017. 3oard of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, P.E. Managing Director Gary Plotrowicz, F.E., P.T.O.E. Deputy Managing Director County Highway Engineer Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. 31001 Lahser Road Beverly Hills, MI 48025 Ism Enclosure 248-645-2000 FAX 248-645-0452 TDD 248-645-9923 www.rcocweb.org cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County IOCHESTR HILLS , MMC, City Clerk OviACHIGAN! File Number: 2017-0501 Rochester Hills Certified Copy Purchase: RES0316-2017 1000 Rochester Hills Dr Rochester Hills, Ml 48309 (248) 656-4600 Home Page: www.rochesterhills,org Enactment Number: RES0316-2017 Request for Approval of the Cost Participation Agreement between the City of Rochester Hills and the Road Commission for Oakland County (RCOC) for Construction of South Boulevard Road (Adams Road to Crooks Road) in the amount not-to-exceed $478,845.00 Resolved, that the Rochester Hills City Council hereby approves the Cost Participation Agreement between the City of Rochester Hills and the Road Commission for Oakland County (RCOC) for construction of South Boulevard Road (Adams Road to Crooks Road) in the amount not-to-exceed $478,845.00 and further authorizes the Mayor to execute a contract on behalf of the City. I, Tina Barton, City Clerk, certify that this is a true copy of RES0316-2017 passed at the Rochester Hills City Council Regular Meeting held on 10123/2017 by the following vote: Moved by Susan M. Bowyer, Seconded by James Kubicina Aye: Bowyer, Brown, Hetrick, Kubicina, Morita, Tisdel and Wiggins October 24, 2017 Date Certified Rochester Hills Page 1 Printed on 10/24/2017 COST PARTICIPATION AGREEMENT CONSTRUCTION South Boulevard Adams Road to Crooks Road City of Rochester Hills Board Project No. 53121 1 1.441' This Agreement, made and entered into this -2e- day of —October , 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 Rochester Hills, hereinafter referred to as ROCHESTER HILLS, provides as follows: WHEREAS, the BOARD, ROCHESTER HILLS, and the City of Troy, hereinafter referred to as TROY, have programmed the resurfacing of South Boulevard from Adams Road to Crooks Road, as described in Exhibit "A", attached hereto, and made a part hereof, which improvements involve a border road under the jurisdiction of the BOARD and within TROY and ROCHESTER HILLS, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $2,400,000; and WHEREAS, said PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $481,733, 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, all the parties hereto have reached a mutual understanding regarding the cost sharing for 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 ROCHESTER HILLS and the BOARD that: PART ONE — PRELIMINARY ENGINEERING 1. TROY shall perform PART ONE of the PROJECT which shall include all preliminary engineering. Costs for the preliminary engineering, estimated in the amount of $156,600, will be shared equally between the BOARD, TROY, and ROCHESTER HILLS. Any costs incurred by TROY prior to this agreement date shall be allowable. 2. Upon execution of this agreement, TROY shall submit two invoices as follows: a. The first invoice shall be payable by the BOARD in the amount of $52,200 (being one-third share of the preliminary engineering estimated in the amount of $156,600). The invoice shall be sent to: Julie Enders, Engineering Aide Road Commission for Oakland County 31001 Lahser Road Beverly Hills, MI 48025 b. The second invoice shall be payable by ROCHESTER HILLS in the amount of $52,200 (being one-third share of the preliminary engineering estimated in the amount of $156,600). The invoice shall be sent to: Allan E. Schneck, PE, Director of DPS/Engineering City of Rochester Hills 1000 Rochester Hills Drive Rochester Hills, MI 48309 3. Any PART ONE PROJECT costs above the estimated cost of $156,600 will be shared equally between the BOARD, ROCHESTER HILLS, and TROY. 4. Upon receipt of said invoice(s), ROCHESTER HILLS and the BOARD shall pay to TROY the full amount thereof, within thirty (30) days of such receipt, PART TWO — CONSTRUCTION ENGINEERING/CONSTRUCTION 1. The BOARD shall perform PART TWO of the PROJECT which shall include all construction engineering and total payments to the contractor. Costs for PART TWO, South Boulevard 2- City of Rochester Hills Project No. 53121 10/10/2017 estimated in the amount of $2,243,400, will be shared equally and simultaneously between the BOARD, TROY, and ROCHESTER HILLS. Any costs incurred by the BOARD prior to this agreement date shall be allowable. 2. The estimated total PROJECT cost for PART TVVO is $2,243,400. ROCHESTER HILLS and TROY shall be invoiced simultaneously as follows: a. ROCHESTER HILLS has agreed to contribute $481,733 in Tr-Party Program funds with an additional $266,067 contribution. This $747,800 includes $481,733 from the 2018 Tr-Party Program which is an estimate of their allocation. If these funds are not available, ROCHESTER HILLS will be responsible for the $481,733 share. b. TROY has agreed to contribute $747,800 in Tr-Party Program funds. This $747,800 includes $138,829 from the 2018 Tr-Party Program which is an estimate of their allocation. If these funds are not available, TROY will be responsible for the $138,829 share. 3. Upon execution of this agreement, the BOARD shall submit an invoice to ROCHESTER HILLS in the amount of $426,645 (being 100% of ROCHESTER HILLS' Tr-Party contribution and additional contribution). 4_ After January 1, 2018, the BOARD shall submit an invoice to the COUNTY in the amount of $160,578 (being 100% of the COUNTY'S 2018 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 5. Any PART TWO PROJECT costs above ROCHESTER HILLS' Tr-Party Program funding of $481,733 and their additional $266,067 contribution and TROY'S Tr-Party Program funding of $747,800, will be shared equally between the BOARD, ROCHESTER HILLS, and TROY. South Boulevard - 3 - City of Rochester Hills Project No. 53121 10/10/2017 6. Upon receipt of said invoice(s), ROCHESTER HILLS and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. 7. The BOARD shall execute a separate Cost Participation Agreement with TROY, for their share of the estimated PROJECT cost. South Boulevard - 4 - City of Rochester Hills Project No. 53121 10/10/2017 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 By Z,e),,NnI Its Managing Director South Boulevard -5- City of Rochester Hills Project No. 53121 10/10/2017 Resolution #18011 January 17, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.