HomeMy WebLinkAboutResolutions - 2018.08.09 - 23717REPORT (MISC. #18280) August 9, 2018
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
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:
The Finance Committee, having reviewed the above referenced resolution, recommends the
following amendment:
Correct sixth (6111) WHEREAS paragraph to reflect the county's total share of the project.
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. 53611 in the Township of Groveland is
$37i80-3 $56,657.
Add last WHEREAS paragraph:
WHEREAS in the event the FY 2019 Tr-Party Program Funds are not available, the
COMMUNITY shall be responsible for their one-third share as well as the COUNTY's
one-third share.
Chairperson, on behalf of the Finance Committee, I move the acceptance of the foregoing report.
4o'mmissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Commissioner 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 Iii-
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 Life through Good Roads "We Care"
==ri 4 ACP
COIVIVOUSZCPI EV
fi t7-, 17B
06/28/18
for OAKLAND COUNTY
Inter-Departmental Memorandum
PROGRAMMING DIVISION
DATE: June 15, 2018
To: Thomas G. Blust, P.E., Director of Engineering
FROM: Thomas G. Noechel, Programming Supervisor 774/4
SUBJECT: PROJECT NO. 53611, TRIPP ROAD
DIXIE HIGHWAY TO VAN ROAD
LOCAL COST PARTICIPATION AGREEMENT/TRI-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
/614/4'1/ 4 (
Thomas G. Blust, P.E.
Director of Engineering
) ()
-
1=ROAD
COMMISSION
for OAKLAND COUNTY
QUALITY LIFE THROUOH GOOD ROADS:
CAD COMMISSION FOR OAKLAND COUNTY
"WE CARE."
June 28, 2018
Ms. Pamela Mazich, Clerk
Township of Groveland
4695 Grange Hall Road
Holly, MI 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, RE., Managing Director at the regularly scheduled Board meeting of
Thursday, June 28, 2018.
3oard of Road Commissioners
Ronald J. Fowkes
Commissioner
Gregory C. Jamian
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.
Clerk of the Board
31001 Lahser Road
Beverly Hills, MI
48025
Sincerely,
Vur
Shannon J. Mier
Deputy-Secretary /Clerk of the Board
lsm
Enclosure
248445-2000
FAX
248-645-0452
TOD
248-645-9923
wwwscocweb.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. 53611
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 MDOT 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 MDOT 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. Tri Party Program funding in the amount of $169,972, This $169,972 includes
$56,563 from the 2019 Tr-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. 63611
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 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 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 Tr-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
5/13/2010
6,e/L.1-(7k)s
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
6113/2018
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 $2,973,100
Less Federal Funds $1,758,700
Total Estimated Local Share $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 Tr-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
6/13/2018
Resolution #18280 July 19, 2018
The Chairperson referred the resolution to the Finance Committee, There were no objections.
FISCAL NOTE (MISC. #18280) August 9, 2018
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
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:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution
and finds:
1. On December 7, 2017, the Board of Commissioners approved Miscellaneous Resolution *17325
which designated $4,470,159 in fund balance for the Tr-Party Road Improvement Program for
projects managed by the Road Commission for Oakland County (RCOC).
2. Funding of $37,803 is available in the General Fund Assigned Fund Balance for Tr-Party 2018 and
prior funding (account #383510) for project 53611.
3. This project is for the resurfacing and culvert replacement on Tripp Road from Dixie Highway to Van
Road
4. The resolution allows for additional project costs not greater than 15% from the original agreement,
which is consistent with the project as originally approved, to be paid when invoiced and
appropriated in the quarterly forecast resolution.
5. Additional project costs exceeding 15% of the original agreement will require a separate Finance
Committee resolution to appropriate the additional Oakland County share of the project costs prior
to payment.
6. In the event the FY 2019 Tr-Party Program funds are not available, the Township of Groveland will
be responsible for their one-third share as well as the County's one-third share.
7. The FY 2018 budget be amended as follows:
GENERAL FUND #10100 FY 2018
Revenue
9010101-196030-665882 Planned Use of Balance $56,657
Total Revenues $56,657
Expenditures
9010101-153010-740135 Road Commission Tr-Party $56,657
Total Expenditures $56,657
1 ommissionerThomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #18280 August 9, 2018
Moved by Long supported by McGillivray the resolutions (with fiscal notes attached) be adopted with
accompanying reports being accepted.
AYES: Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Long,
McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman,
Crawford. (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HEREBY APFIVVE 'THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on August 9, 2018,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 90, day of August, 2018.
Lisa Brown, Oakland County