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HomeMy WebLinkAboutResolutions - 2018.04.19 - 23425MISCELLANEOUS RESOLUTION # 18129 BY: Commissioner David Woodward, District #19 IN RE: BOARD OF COMMISSIONERS TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CITY OF ROYAL OAK — RESURFACING OF GREENFIELD ROAD FROM 13 MILE ROAD TO 14 MILE ROAD — PROJECT NO. 54301 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 Royal Oak, 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 Royal Oak and said appropriation has been transferred to a project account; and WHEREAS the City of Royal Oak 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. 54301 in the City of Royal Oak is $40,000. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Royal Oak 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 p-tAcl the City of Royal Oak. Chairperson, I move the adoption of the foregoing Resolut ommissioner Diavid Woodward District #19 Quality Life through Good Roads "We Care" Z=1=1=rii• I' AO ireWitfi r5SiGAir 04/12/18 1 9 H for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: March 23, 2018 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor7 -15n SUBJECT: PROJECT NO. 54301, GREENFIELD ROAD 13 MILE ROAD TO 14 MILE ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF ROYAL OAK Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Royal Oak for the resurfacing of Greenfield Road from 13 Mile Road to 14 Mile Road. Construction on this project is expected to be completed this year. The estimated cost of $240,000 will be shared equally between the City of Royal Oak and the Village of Beverly Hills. The City of Royal Oak has elected to use the Tr-Party Program to fund their one-half share of $120,000. Our total estimated share is $70,763 and is in the FY18 budget. The project is in the district of County Commissioners Bill Dwyer and Dave Woodward. 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 C10(1 Clerk of the Board Sincerely, Ano'44111 hannon J. Miller =ROAD COMMISSION for OAKLAND COUNTY QUALITY LIFE THROUGH GOOD ROADS: :DAD CommissioN FOR OAKLAND COUNTY WE CARE." April 12, 2018 Ms. Ellen Marshall, Clerk Village of Beverly Hills 18500 W. Thirteen Mile Road Beverly Hills, MI 48025 Re: Project No. 54301, Greenfield Road 13 Mile Road to 14 Mile Road Dear Ms. Marshall: A fully signed and executed agreement for the above-mentioned project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, RE., Managing Director at the regularly scheduled Board meeting of April 12, 2018. 3oard of Road Commissioners Ronald .1. Fowkes Commissioner Gregory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, RE Managing Director Gary Piotrowicz, P.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 248-645-2000 Deputy-Secretary /Clerk of the Board lam Enclosure FAX 248-645-0452 TOO 248-645-9923 www.reocweb.org cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT CONSTRUCTION Greenfield Road 13 Mile Road to 14 Mile Road City of Royal Oak Board Project No. 54301 This Agreement, made and entered into this 12th day 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 Royal Oak, hereinafter referred to as ROYAL OAK, provides as follows: WHEREAS, the BOARD, ROYAL OAK, and the Village of Beverly Hills, hereinafter referred to as BEVERLY HILLS, have programmed the resurfacing of Greenfield Road from 13 Mile Road to 14 Mile 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 ROYAL OAK and BEVERLY HILLS, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $240,000; and WHEREAS, ROYAL OAK'S share of said LOCAL SHARE involves certain designated and approved Tr-Party Program funding in the amount of $120,000, which shall be paid through equal contributions by the BOARD, ROYAL OAK, 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 ROYAL OAK and the BOARD that: 1. ROYAL OAK and BEVERLY HILLS approve of the PROJECT, declare 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 is $240,000 and shall be allocated to 3.a. and 3.b. simultaneously: a. ROYAL OAK has agreed to contribute $120,000 and will fund their share from the Tr-Party Program. b. BEVERLY HILLS has agreed to contribute $120,000 and will fund their share from the Tr-Party Program along with an additional contribution of $27,713. c. Any PROJECT costs above ROYAL OAK'S funding of $120,000 and BEVERLY HILLS' funding of $120,000 will be funded first with any available Tr-Party Program funds. If no Tr-Party Program funds are available, any PROJECT costs above $240,000 will be shared equally between ROYAL OAK and BEVERLY HILLS. 4. Upon execution of this agreement, the BOARD shall submit an invoice to ROYAL OAK in the amount of $40,000 (being 100% of ROYAL OAK'S Tr-Party contribution). 5. Upon execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $40,000 (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), ROYAL OAK 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 BEVERLY HILLS, for their share of the estimated PROJECT cost. Greenfield Road - 2 - City of Royal Oak Project No. 54301 3/9/2018 Mike Fournier, Mayor 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 vianaging Director CITY OF ROYAL OAK BY(iifiilana Melanie Halas, City Clerk By Greenfield Road - 3 - Crty of Royal Oak Project No. 54301 3/9/2018 EXHIBIT A TRI-PARTY PROGRAM Greenfield Road 13 Mile Road to 14 Mile Road City of Royal Oak Board Project No, 54301 Resurfacing of Greenfield Road from 13 Mile Road to 14 Mile Road. 1 ESTIMATED PROJECT COST Contractor Payments $240,000 COST PARTICIPATION BREAKDOWN ROYAL OAK BEVERLY HILLS COUNTY BOARD TOTAL FY2009 Tr-Party Program $8,316 $0 $8,316 $8,315 $24,947 FY2010 Tri-Party Program $10,430 $0 $10,430 $10,431 $31,291 FY2011 Tr-Party Program $10,630 $0 $10,630 $10,629 $31,889 FY2014 Tr-Party Program $10,624 $0 $10,624 $10,625 $31,873 FY2016 Tri-Party Program $0 $10,582 $10,583 $10,583 $31,748 FY2017 Tr-Party Program $0 $10,419 $10,418 $10,419 $31,256 FY2018 Tr-Party Program $0 $9,761 $9,761 $9,761 $29,283 Contribution $0 $27,713 $0 $0 , $27,713 TOTAL SHARES $40,000 $58,475 $70,762 $70,763 $240,000 Greenfield Road -4- City of Royal Oak Project No, 54301 3/9/2018 Resolution #18129 April 19, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.