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HomeMy WebLinkAboutResolutions - 2018.05.17 - 23623MISCELLANEOUS RESOLUTION #18224 BY: Commissioners Tom Berman, District #5; Marcia Gershenson, District #13; Christine Long, District #7 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CHARTER TOWNSHIP OF WEST BLOOMFIELD — 2018 GRAVEL ROAD PROGRAM — PROJECT NO. 64342 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 Charter Township of West Bloomfield, 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 Charter Township of West Bloomfield and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of West Bloomfield 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 (113) share of the — Fiscal Year 2018 authorized amount of Tr- Party Road Improvement funding for Project No. 54342 in the Charter Township of West Bloomfield is $30,000. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of West Bloomfield 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 Charter Township of West Bloomfield. Chairperson, we move the adoption of the foregoing Resolution. Commissidrier Tom Berman District #frx Commisti net Christine Long District #7 Commissioner Ma-rad Gershenson District #13 Quality Life through Good Roads "We Care" =1=PF CZ LOP ira ritrZS P-SPICW 05/10/18 180 for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: May 1, 2018 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor 774 vi SUBJECT: PROJECT NO. 54342, 2018 GRAVEL ROAD PROGRAM VARIOUS ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CHARTER TOWNSHIP OF WEST BLOOMFIELD Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of West Bloomfield for the spreading of gravel and chloride on various roads within the township. This work is expected to be completed this summer. The Charter Township of West Bloomfield has elected to use the Tr-Party Program to fund the estimated total project cost of $90,000. Our share is estimated to be $30,000 and is in the FY18 budget. The project is in the districts of County Commissioners Tom Berman, Christine Long, and 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 7-(X7.1 -1 Thomas G. Blust, P.E. Director of Engineering =ROAD COMWSSION for OAKLAND COUNTY OJAI.ITYLIFETNNOUONGOODROADS: DAD COMMISSION FOR OAKLAND COUNTY "WE CARE." May 10, 2018 9oard of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jam/an Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, P.E. Managing Director Gary Piotrowicz, P.E, Deputy Managing Director County Highway Engineer 31001 Lahser Road Beverly Hills, MI 48025 248-645-2000 FAX 248-845-0452 TDID 248-645-9923 www.rcocweb.org Ms. Debbie Binder, Clerk Charter Township of West Bloomfield P.O. Box 250130 West Bloomfield, Ml 48325-0130 Re: Project No. 54342, 2018 Gravel Road Program Various Roads Dear Ms. Binder: 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, May 10, 2018. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Sincerely, tiannon J. giller Deputy-Secretary /Clerk of the Board Ism Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT 2018 GRAVEL ROAD PROGRAM Charter Township of West Bloomfield Board Project No. 54342 10th May This Agreement, made and entered into this 23r4 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 Charter Township of West Bloomfield, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have agreed to program the spreading of gravel and chloride on various roads under the jurisdiction of the BOARD, as described in Exhibit "A", attached hereto, and made a part hereof, the roads selected will be mutually agreed upon by the BOARD and the COMMUNITY, which are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $90,000; and WHEREAS, the PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $90,000 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 COMMUNITY and the BOARD 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, it is hereby agreed between the COMMUNITY and the BOARD that: 1. The BOARD shall forthwith undertake and complete the PROJECT, as above described, and shall perform all engineering, inspection and administration in reference thereto. 2. The actual total cost of 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 $90,000 shall be funded and invoiced in the following order: a. Tr-Party Program funding in the amount of $90,000. b. Any PROJECT costs above the Tr-Party Program funding of $90,000 will be funded first with any available Tr-Party Program funds. If no Tri-Party Program funds are available, any PROJECT costs above $90,000 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 $30,000 (being 100% of the COMMUNITY'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 $30,000 (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), the COMMUNITY and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. 2018 Gravel Road Program Charter Township of West Bloomfield Plojeut No. 54342 3/26/2018 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 Its Managing Director CHARTER TOWNSHIP OF WEST BLOOMFIELD Its Township Clerk 2018 Gravel Road Program - 3 - Charter Township of West Bloomfield Project No. 64342 3/28/2018 EXHIBIT A TRI-PARTY PROGRAM 2018 Gravel Road Program Charter Township of West Bloomfield Board Project No. 54342 Spreading of gravel and chloride on various roads within the township. ESTIMATED PROJECT COST Contractor Payments $90,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2018 Tr-Party Program $30,000 $30,000 $30,000 $90,000 TOTAL SHARES $30,000 $30,000 $30,000 $90,000 2018 Gravel Road Program -4. Charter Township of l/l/est Bloomfield Project No. 54342 3/26/2018 Resolution #18224 May 17, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.