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HomeMy WebLinkAboutResolutions - 2018.07.19 - 23689MISCELLANEOUS RESOLUTION #18287 BY: Commissioner Michael J. Gingell, District #1 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CHARTER TOWNSHIP OF ORION — RESURFACING OF PINE TREE ROAD FROM CLARKSTON ROAD TO HEIGHTS ROAD — PROJECT NO. 54202 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 Charter Township of Orion, 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 Orion and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of Orion 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. 64202 in the Charter Township of Orion is $71,410. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Orion 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 Orion. Chairperson, we move the adoption of the foregoing Resolution. Quality Life through Good Roads "We Care" 4= 40.44 r4:;PlifiVir.557CPA, tf/w . 07/12/18 13A for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: June 29, 2018 To: Thomas G. Blust, RE., Director of Engineering FROM Thomas G. Noechel, Programming Supervisor7,411 SUBJECT: PROJECT NO. 54202, PINE TREE ROAD CLARKSTON ROAD TO HEIGHTS ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CHARTER TOWNSHIP OF ORION Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of Orion for the resurfacing of Pine Tree Road from Clarkston Road to Heights Road. Construction on this project is expected to begin this summer. The estimated total cost is $760,000 and will be partially funded with $428,458 in Tr-Party Program funds. The Board will contribute the preliminary engineering and construction engineering, estimated in the amount of $150,000, as well as the additional construction costs not covered with Tr-Party Program funds. Our total estimated share is $474,362 and is in the FY18 budget. The project is in the district of County Commissioner Michael J. Gingen. 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 7/3 /I e! Thomas G. Blust, P.E. Director of Engineering =ROAD COMMISSION for OAKLAND COUNTY QUALITY LIFE THROUGH GOOD ROADS: :oAD COMMISSION FOR OAKLAND COUNTY WE CARE.' July 12, 2018 Ms. Penny Shults, Clerk Charter Township of Orion 2525 Joslyn Road Lake Orion, MI 48360 Re: Pine Tree Road, Clarkston Road to Heights Road Project No. 54202 Dear Ms. Shults: 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, July 12, 2018. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Soard of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, RE, Managing Director Gary Piotrowicz, RE., P.T.O.E. Deputy Managing Director County Highway Engineer Sincerely, c i curflhi ‘hannon J. Miller Deputy-Secretary /Clerk of the Board Clerk of the Board 31001 Lahser Road Beverly Hills, MI 48025 248-645-2000 FAX 248-645-0452 TDD 248-645-9923 www.rcocweh.org Ism Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT CONSTRUCTION Pine Tree Road Clarkston Road to Heights Road Charter Township of Orion Board Project No. 54202 This Agreement, made and entered into this 12th day of July , 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 Orion, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the resurfacing of Pine Tree Road from Clarkston Road to Heights 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 $760,000; and WHEREAS, said PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $428,458, 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 preliminary engineering, construction engineering, and 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 $760,000 shall be invoiced and funded in the following order: a. Tr-Party Program funding in the amount of $428,458. This $428,458 includes $214,229 from the FY2019 Tr-Party Program which is an estimate of that COMMUNITY'S allocation. If those funds are not available, the COMMUNITY will be responsible for the $214,229 share. b. The BOARD shall contribute the preliminary engineering, estimated in the amount of $60,000. c. The BOARD shall contribute the construction engineering, estimated in the amount of $90,000. d. The BOARD shall contribute all additional construction costs not covered by the $428,458 in Tr-Program Program funds, estimated in the amount of $331,542. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $71,410 (being 100% of the COMMUNITY'S FY2018 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 $71,410 (being 100% of the COUNTY'S FY2018 Tr-Party contribution). Pine Tree Road - 2 - Charter Township of Orion Project No. 54202 6/21/2018 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. After January 1, 2019, the BOARD shall submit an invoice to the COUNTY in the amount of $71,409 (being 100% of the COUNTY'S FY2019 Tr-Party contribution). 7. After January 1, 2019, the BOARD shall submit an invoice to the COMMUNITY in the amount of $71,409 (being 100% of the COUNTY'S FY2019 Tr-Party contribution). 8. 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. Pine Tree Road - 3 - Charter Township of Orion Project No. 54202 6/21/2018 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 CHARTER TOWNSHIP OF ORION Chris Barnett Its Supervisor Pine Tree Road - 4 - Charter Township of Orion Project No. 54202 6/21/2018 EXHIBIT A TRI-PARTY PROGRAM Pine Tree Road Clarkston Road to Heights Road Charter Township of Orion Board Project No. 54202 Resurfacing of Pine Tree Road from Clarkston Road to Heights Road. ESTIMATED PROJECT COST Preliminary Engineering $60,000 Construction Engineering $90,000 Contractor Payments $610,000 Total Estimated Project Cost $760,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2018 Tr-Party Program $71,410 $71,410 $71,409 $214,229 FY2019 Tri-Party Program* $71,409 $71,409 $71,411 $214,229 Contribution $0 $331,542 $331,542 TOTAL SHARES $142,819 $142,819 $474,362 $760,000 *The FY2019 Tr-Party Program allocation will be announced early in 2019. This is an estimate of that amount. Pine Tree Road -5- Charter Township of Orion Project No. 54202 6/2112018 Resolution #18287 July 19, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.