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HomeMy WebLinkAboutResolutions - 2018.07.19 - 23682Commissioner Bob Hoff MISCELLANEOUS RESOLUTION. #18280 BY: Commissioner Bob Hoffman, District #2 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — TOWNSHIP OF GROVELAND — RESURFACING AND CULVERT REPLACEMENT ON TRIPP ROAD FROM DIXIE HIGHWAY TO VAN ROAD — PROJECT NO. 53611 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 Township of Groveland, 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 Township of Groveland and said appropriation has been transferred to a project account; and WHEREAS the Township of Groveland 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 Tri- Party Road Improvement funding for Project No. 53611 in the Township of Groveland is $37,803. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Township of Groveland 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 Township of Groveland. Chairperson, I move the adoption of the foregoing Resolution. District #2 Quality Lift through Good Roads "We Care" CC7.11,,WS-670Af for OAKLAND COUNTY 17B 06/28/18 Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: June 15, 2018 To: Thomas G. Blust, RE., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor -TAO SUBJECT: PROJECT NO. 53611, TRIPP ROAD DIXIE HIGHWAY TO VAN ROAD LOCAL COST PARTICIPATION AGREEMENT/I-RI-PARTY PROGRAM TOWNSHIP OF GROVELAND Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Township of Groveland for the resurfacing and culvert replacement on Tripp Road from Dixie Highway to Van Road. Construction on this project is expected to begin this summer. The estimated total cost is $2,973,100 and will be partially funded with Surface Transportation Program funds in the amount of $1,758,700. The Board will fund the cost for the culvert replacement on Tripp Road over Thread Creek, estimated in the amount of $496,000. The remaining local match of $718,400 will be shared equally between the Township of Groveland and the Board. The township will fund their portion with $169,972 in Tr-Party Program funds along with an additional contribution of $189,228. Our total estimated share is $911,858 and is in the FY18 budget. The project is in the district of County Commissioner Bob Hoffman. 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 71 it,1 /i)t.-1/7/ // Thomas G. !lust, P.E. Director of Engineering ) -- =ROAD CONNISSIOAf for OAKLAND COUNTY QUALITY LIFE THROUGH GOOD ROADS: OAD COMMISSION FON OM AND COUNTY WE CARE." Sincerely, n ‘11'-a-nnon J. MiWer Deputy-Secretary /Clerk of the Board Clerk of the Board June 28, 2018 Ms. Pamela Mazich, Clerk Township of Groveland 4695 Grange Hall Road Holly, Ml 48442 Re: Tripp Road, Dixie Highway to Van Road Project No. 53611 Dear Ms. Mazich; 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, June 28, 2018. goard of Road Commissioners Ronald J. Fawkes Commissioner Gregory C. Jemian 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 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, fill 48025 Ism Enclosure 248-645-2000 FAX 248-645-0452 TOD 248-645-9923 www.rcocweb.org cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT CONSTRUCTION Tripp Road Dixie Highway to Van Road Township of Groveland Board Project No. 63611 This Agreement, made and entered into this 28th day of June , 2018, by and between the Board of County Road Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Township of Groveland, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY, in cooperation with the Michigan Department of Transportation, hereinafter referred to as MDOT, have programmed the resurfacing and culvert replacement on Tripp Road from Dixie Highway to Van 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 $2,973,100; and WHEREAS, the BOARD will enter into a contract with MOOT for partial funding of the PROJECT with federal program dollars under the Surface Transportation Program funds and Earmark Repurposed Funds in the amount of $1,758,700; and WHEREAS, the BOARD, as the requesting party therein, will be the party financially responsible to MOOT to bear all costs of the PROJECT in excess of federal funds, hereinafter referred to as the LOCAL SHARE; and WHEREAS, the COMMUNITY'S share of said LOCAL SHARE involves certain designated and approved Tr-Party Program funding in the amount of $169,972, which 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 LOCAL SHARE 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 and MDOT 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 LOCAL SHARE is $1,214,400 and shall be invoiced and funded in the following order: a. The BOARD shall contribute the cost for the culvert replacement on Tripp Road over Thread Creek, RCOC ID No, 0704B, estimated in the amount of $496,000. Any overages for this culvert will be funded 100% by the BOARD b. In Party Program funding in the amount of $169,972. This $169,972 includes $56,563 from the 2019 Tri-Party Program which is an estimate of the COMMUNITY'S allocation. If these funds are not available, the COMMUNITY will be responsible for the $56,563 share. c. The COMMUNITY shall contribute $189,228 toward the LOCAL SHARE and the BOARD shall contribute $359,200 toward the LOCAL SHARE, simultaneously. d. Any PROJECT costs (excluding the Tripp Road culvert) above the Tr-Party Program funding of $169,972, the BOARD contribution of $189,228, and COMMUNITY contribution of $359,200 will be shared equally by the BOARD and the COMMUNITY. Tripp Road -2- Township of Groveland Project No. 53611 6/13/2018 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $122,942.50 (being 50% of the COMMUNITY'S Tr-Party contribution and 50% of the COMMUNITY'S additional 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 $37,803 (being 100% of the COUNTY'S FY2017 and FY2018 Tr-Party contribution). a. The invoice shall be sent to: Lynn Son kiss, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. After January 1, 2019, the BOARD submit an invoice to the COUNTY in the amount of $18,854 (being 100% of the COUNTY'S FY2019 Tr-Party contribution). 7, As costs of the PROJECT are incurred, the BOARD shall invoice the COMMUNITY for the remaining 50% of the COMMUNITY'S Tri-Party Program contribution and additional contribution. 8. The total actual LOCAL SHARE will be determined from the records of the BOARD upon completion of State financial audits of the PROJECT and a final determination of the total federal funds used on the PROJECT. Final adjustments in the financial obligations of the parties hereto will be made upon completion of the required audits. 9. 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. Tripp Road -3- Township of Groveland Project No. 53611 6/13/2018 By Its 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 Tripp Road -4- Township of Groveland Project No. 53611 6/13/2018 EXHIBIT A TRI-PARTY PROGRAM Tripp Road Dixie Highway to Van Road Township of Groveland Board Project No. 53611 Resurfacing and culvert replacement on Tripp Road from Dixie Highway to Van Road. ESTIMATED PROJECT COST Contractor Payments Less Federal Funds Total Estimated Local Share $2,973,100 $1,758,700 $1,214,400 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2017 Tr-Party Program $18,949 $18,949 $18,948 $56,846 FY2018 Tr-Party Program $18,854 $18,854 $18,855 $56,563 FY2019 Tr-Party Program* $18,854 $18,854 $18,855 $56,563 Tripp Rd culvert replacement $0 $0 $496,000 $496,000 Contribution $189,228 $0 $359,200 $548,428 TOTAL SHARES $245,885 $56,657 $911,858 $1,214,400 * The FY2019 Id-Party Program allocation will be announced early in 2019_ This is an estimate of that amount. Tripp Road - 5 - Township of Groveland Project No. 53611 6113/2018 Resolution #18280 July 19, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.