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HomeMy WebLinkAboutResolutions - 2019.02.07 - 30983MISCELLANEOUS RESOLUTION #19032 BY: Commissioner Michael Spisz, District #3 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2019 APPROPRIATION — CHARTER TOWNSHIP OF OAKLAND — ROUNDABOUT CONSTRUCTION ON ADAMS ROAD AT GUNN ROAD — PROJECT NO. 63351 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 (RCOC); and WHEREAS on December 6, 2018, the Board of Commissioners approved Miscellaneous Resolution #18446 which designated $4,372,189 in fund balance for the Tr-Party Road Improvement Program for projects managed by the RCOC; and WHEREAS the Charter Township of Oakland, along with the RCOC, has identified a project and said project is ready to be undertaken immediately; and WHEREAS the RCOC has appropriated its one-third (1/3) share of the funding for the project in the Charter Township of Oakland and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of Oakland has demonstrated that it has authorized its one-third (113) 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 2019 authorized amount of Tr-Party Road Improvement funding for Project No. 53351 in the Charter Township of Oakland is $84,249; and WHEREAS funding is available in the General Fund Assigned Fund Balance for Tr-Party 2019 and prior funding (account #383510) for project #53351 in the amount of $84,249; and WHEREAS in the event the FY 2020 Tr-Party Program Funds are not available, the COMMUNITY shall be responsible for their one-third (1/3) share as well as the COUNTY'S one-third (1/3) share. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Oakland and authorizes the release of Tr-Panty 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 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 Oakland. BE IT FURTHER RESOLVED that the FY 2019 budget will be amended as follows: GENERAL FUND (#10100) FY 2019 Revenue 9010101-196030-665882 Planned Use of Balance $84,249 Total Revenue $84,249 Expenditures 9010101-153010-740135 Road Commission Tr-Party $84,249 Total Expenditures $84,249 Chairperson, I move the adoption of the foregoing Resolution. Cmis'gioner Micha61Spz District #3 Recommended for Board Approval Thomas G. Blust, PE. Director of Engineering Quality Life through Good Roads "We Care" =71214004.17 CCW1517.5.57CPW 01/24/19 16 Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: January 10, 2019 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor' /.4I 4 SUBJECT: PROJECT NO. 53351, ADAMS ROAD AT GUNN ROAD LOCAL COST PARTICIPATION AGREEMENTITRI-PARTY PROGRAM CHARTER TOWNSHIP OF OAKLAND Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of Oakland for the roundabout construction on Adams Road at Gunn Road. Construction on this project is expected to begin in summer 2020. The estimated total cost is $2,824,000 and will be partially funded with Surface Transportation Program funds in the amount of $600,000. The remaining local match of $2,224,000 will be shared between the Charter Township of Oakland and the Board. Our total estimated share is $1,808,248 and is in the FY19 budget. The project is in the district of County Commissioner Michael Spisz. 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 (51 Euril S-1,( =ROAAr. CONNISSION QUALITY LIFE THROUGH GOOD ROADS: ROAD COMMISSION FOR OAKLAND COUNTY WE CARE," January 24, 2019 Ms. Karen Reilly, Clerk Charter Township of Oakland 4393 Collins Road Rochester, MI 48306-1670 Re: Adams Road at Gunn Road Project No. 53351 Dear Ms. Reilly: 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, January 24, 2019. Board of Road Commissioners Ronald J. Fawkes Commissioner Gregory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, P.E. Managing Director Gary Piotrowicz, P.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. Sincerely, YLC (h-a'nnon J. Miler 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.rcocweb.org /sm Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT CONSTRUCTION Adams Road At Gunn Road Charter Township of Oakland Board Project No. 53351 24th ,January 2019 This Agreement, made and entered into this 1-1-th day of 12er-ember ,-204-8, 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 Oakland, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the construction of a modern roundabout on Adams Road at Gunn 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 roundabout construction PROJECT will be contingent upon the resurfacing of Adams Road from Orion Road to Dutton Road by the BOARD; and WHEREAS, the estimated total cost of the PROJECT is $2,824,000; and WHEREAS, the BOARD will enter into a contract with MDOT for partial funding of the PROJECT with federal dollars under the Surface Transportation Program in the amount of $600,000; and WHEREAS, said PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $252,746, 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 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 LOCAL SHARE of $2,224,000 shall be invoiced and funded in the following order: a. Tr-Party Program funding in the amount of $252,746. This includes $126,373 from the FY2019 and FY2020 Tr-Party Program. These are estimates of the COMMUNITY'S allocations. If these funds are not available, the COMMUNITY will be responsible for the $252,746 share. b. The BOARD shall contribute the construction engineering, estimated in the amount of $250,000. Any construction engineering overages shall be funded 100% by the BOARD. c. The BOARD shall contribute $1,474,000 and the COMMUNITY shall contribute $247,254 toward construction of the roundabout, Any overages shall be funded 100% by the BOARD. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $247,254 (being 100% of the COMMUNITY'S additional contribution). Adams Road - 2 - Charter Township of Oakland Project No. 53351 12113/2018 5. After February 1, 2019, the BOARD shall submit an invoice to the COMMUNITY in the amount of $42,125 (being 100% of the COMMUNITY'S FY2019 Tr-Party contribution). 6. After February 1, 2019, the BOARD shall submit an invoice to the COUNTY in the amount of $42,124 (being 100% of the COUNTY'S FY2019 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 7. After February 1, 2020, the BOARD shall submit an invoice to the COMMUNITY in the amount of $42,124 (being 100% of the COMMUNITY'S FY2020 Tr-Party contribution). 8. After February 1, 2020, the BOARD shall submit an invoice to the COUNTY in the amount of $42,125 (being 100% of the COUNTY'S FY2020 Tr-Party contribution). 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. 10. The BOARD agrees that the PROJECT will commence and expects completion by December 31, 2020. Without good cause shown for a delay, if not commenced and completed by December 31, 2020, at its discretion, the COMMUNITY may request a refund of any monies paid. Adams Road - 3 - Charter Township of Oakland Prget No. 53351 12/13/2018 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 OAKLAND BY ViGe. ‘ats.NAtis Michael Bailey Its Township Supervisor Adams Road -4- Charter Township of Oakland Project No. 53351 12113/2018 EXHIBIT A TRI-PARTY PROGRAM Adams Road At Gunn Road Charter Township of Oakland Board Project No. 53351 Construction of a modern roundabout at Adams Road and Gunn Road. ESTIMATED PROJECT COST Construction Engineering $250,000 Contractor Payments $2,574,000 Less Federal Funds ($600,000) Total Estimated Project Cost $2,224,000 [ COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2019 Tr-Party Program* $42,125 $42,124 $42,124 $126,373 FY2020 Tri-Party Program* $42,124 $42,125 $42,124 $126,373 Construction Engineering $0 $0 $250,000 $250,000 Additional Contribution $247,254 $0 $1,474,000 $1,721,254 TOTAL SHARES $331,503 $84,249 $1,808,248 $2,224,000 *The FY2019 and FY2020 Tri-Party Program allocations will be announced early in 2019 and 2020. These are estimates of those amounts. Adams Road - 5 - Charter Township of Oakland Project No. 53351 12/13/2018 Resolution #19032 February 7, 2019 The Chairperson referred the resolution to the Economic Growth and Infrasturcture Committee. There were no objections.