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HomeMy WebLinkAboutResolutions - 2018.04.19 - 23413MISCELLANEOUS RESOLUTION # 18118 BY: Commissioner Tom Berman, District #5 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CITY OF ORCHARD LAKE VILLAGE — RESURFACING OF COMMERCE ROAD FROM HILLER ROAD TO ORCHARD LAKE ROAD — PROJECT NO. 54161 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 113 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 Orchard Lake Village, 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 Orchard Lake Village and said appropriation has been transferred to a project account; and WHEREAS the City of Orchard Lake Village 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. 54161 in the City of Orchard Lake Village is $68,354. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Orchard Lake Village 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 Orchard Lake Village. Chairperson, I move the adoption of the foregoing Resolution. Commissionel- Tom Berman District #5 Quality Life through Good Roads "We Care" =:::FA` CPA I ACP 4C42,40§91WKSZCPA , f/9-- 19A 04/12/18 for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: April 3, 2018 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor -nar) SUBJECT: PROJECT NO. 54161, COMMERCE ROAD HILLER ROAD TO ORCHARD LAKE ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF ORCHARD LAKE VILLAGE Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Orchard Lake Village for the resurfacing of Commerce Road from Hiller Road to Orchard Lake Road. Construction on this project is expected to be completed this year. The City of Orchard Lake Village has elected to use the Tr-Party Program to fund the estimated total project cost of $205,061. Our total estimated share is $68,354 and is in the FY18 budget. The project is in the district of County Commissioner Tom J. Berman. 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 yl =ROAD COMMISSION for OAKLAND COUNTY QUALITY LIFE THROUGH GOOD ROAOS: 'OAD COMMISSION FOR OAKLAND COUNTY "WE CARE," April 12, 2018 Ms. Rhonda McClellan, Clerk City of Orchard Lake Village 3955 Orchard Lake Road Orchard Lake, MI 48323-1638 Re: Project No. 54161, Commerce Road Hiller Road to Orchard Lake Road Dear Ms. McClellan: 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 April 12, 2018. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. 3oard of Road Commissioners Ronald J. Fovvkes Commissioner Gregory C. Jarnian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, P.E. Managing Director Gary Piotrowicz, P.E., P.T.O.E. Deputy Managing Director County Highway engineer Sincerely, ! hannon J. Mifler Deputy-Secretary /Clerk of the Board Ism Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County Clerk of the Board 31001 Lahser Road Beverly Hills, Mt 48025 248-645-2000 FAX 248-645-0452 TOD 248-645-9023 www.rcocweb.org COST PARTICIPATION AGREEMENT CONSTRUCTION Commerce Road Hiller Road to Orchard Lake Road City of Orchard Lake Village Board Project No. 54161 This Agreement, made and entered into this 12th d ay of April , 2018, 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 Orchard Lake Village, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the resurfacing of Commerce Road from Hiller Road to Orchard Lake 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 $205,061; and WHEREAS, said PROJECT involves certain designated and approved Tri-Party Program funding in the amount of $205,061, 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: 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 total payments to the contractor. Any costs incurred by RCOC prior to this agreement date shall be allowable. 3. The estimated total PROJECT cost of $205,061 shall be invoiced and funded in the following order: a. Tr-Party Program funding in the amount of $205,061. b. Any PROJECT costs above the Tr-Party Program funding of $205,061 will be funded first with any available Tr-Party Program Funds. If no Tr-Party Program Funds are available, any PROJECT costs above $205,061 will be funded 100% by the COMMUNITY. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $68,353 (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 $68,354 (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 6. 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. Commerce Road - 2 - City of Orchard Lake Village Project No. 64161 2/7/2018 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 Its Managing Director CITY OF ORCHARD LAKE VILLAGE BY Its Commerce Road City of Orchard Lake Village Project No. 54161 2/712018 EXHIBIT A TRI-PARTY PROGRAM Commerce Road Hiller Road to Orchard Lake Road City of Orchard Lake Village Board Project No. 54161 Resurfacing of Commerce Road from Hiller Road to Orchard Lake Road. ESTIMATED PROJECT COST Contractor Payments $205,061 Total Estimated Project Cost $205,061 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2014 TN-Party Program $7,670 $7,670 $7,671 $23,011 FY2015 Tr-Party Program $8,529 $8,529 $8,529 $25,587 FY2016 Tr-Party Program $17,395 $17,395 $17,395 $52,185 FY2017 Tr-Party Program $17,649 $17,649 $17,648 $52,946 FY2018 Tr-Party Program $17,110 $17,111 $17,111 $51,332 TOTAL SHARES $68,353 $68,354 $68,354 $205,061 Commerce Road -4- City of Orchard Lake Village Project No. 54161 2/7/2018 Resolution #18118 April 19, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.