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Home My WebLink AboutResolutions - 2020.04.29 - 33125REPORT _(_MISC #20107) April 29, 2020 BY: Commissioner David T. Woodward, Chairperson, Emergency Operations and Oversight Committee IN RE: MR #20107 - BOARD OF COMMISSIONERS —TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2020 APPROPRIATION — CHARTER TOWNSHIP OF HIGHLAND — SPREADING OF GRAVEL AND CHLORIDE ON VARIOUS ROADS — PROJECT NO. 55682 To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Emergency Operations and Oversight Committee, having reviewed the above -referenced resolution on April 22, 2020, reports with the recommendation that the resolution be adopted. Chairperson, on behalf of the Emergency Operations and Oversight Committee, I move the acceptance of the foregoing report. Commissioner David T. Woodward, District #19 Chairperson, Emergency Operations and Oversight Committee EMERGENCY OPERATIONS AND OVERSIGHT COMMITTEE VOTE: Motion carried unanimously on a roll call vote. MISCELLANEOUS RESOLUTION _ #20107 BY: Commissioner Bob Hoffman, District #2 IN RE: BOARD OF COMMISSIONERS —TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2020 APPROPRIATION — CHARTER TOWNSHIP OF HIGHLAND — SPREADING OF GRAVEL AND CHLORIDE ON VARIOUS ROADS — PROJECT NO. 55682 To the Oakland County Board of Commissioners: Chairperson, Ladies and Gentlemen: WHEREAS since the 1970s, the Oakland County Board of Commissioners has authorized the Tri -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 12, 2019, the Board of Commissioners approved Miscellaneous Resolution #19411 which designated $4,602,324 in fund balance for the Tri -Party Road Improvement Program for projects managed by the RCOC; and WHEREAS the Charter Township of Highland, 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 Highland and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of Highland has demonstrated that it has authorized its one-third (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 2020 authorized amount of Tri -Party Road Improvement funding for Project No. 55682 in the Charter Township of Highland is $39,997; and WHEREAS funding is available in the General Fund Assigned Fund Balance for Tri -Party 2020 and prior funding (account #383510) for Project No. 55682 in the amount of $39,997. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Highland and authorizes the release of Tri -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 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 Highland. BE IT FURTHER RESOLVED the FY 2020 budget will be amended as follows: GENERAL FUND (#10100) FY 2020 Revenue 9010101-196030-665882 Planned Use of Balance $39,997 Total Revenue 839 997 Expenditures 9010101-153010-740135 Road Commission Tri -Party $39,997 Total Expenditures Chairperson, I move the adoption of the foregoing Resolution. - I l l8'��YNJ/,�'nr�rz Commissioner Bob Hoffman District #2 Quality Life through Good Roads "We Care" ror'Missio� `luaUe�.� �t�� Iih��U• IfY/ Inter—Departmental Memorandum PROGRAMMING DIVISION To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor -r40 F / 19 04/09 B /20 DATE: March 19, 2020 SUBJECT: PROJECT NO. 55682, 2020 GRAVEL ROAD PROGRAM VARIOUS ROADS LOCAL COST PARTICIPATION AGREEMENTITRI-PARTY PROGRAM CHARTER TOWNSHIP OF HIGHLAND Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of Highland 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 Highland has elected to use the Tri -Party Program to fund the estimated total project cost of $119,991. Our share is estimated to be $39,997 and is in the FY20 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 Thomas G. Blust, P.E. Director of Engineering ---OAS c ffi A � OUAUw LIFE THROUGHX000 ROADS; ROM COMMISSION FOR OAR ocouni "WE CARE." Board of Road Cominissioners Ronald J. Fowkes Commissioner Gregory C. Jamian Commissioner Andrea LaLonde Commissioner Dennis G. Kolar, P. Managing Director Gary Piotrowicz, P.E., P.T.O.E. Deputy Managing Director County Highway Engineer Clerk of the Board 31001 Lahser Road Beverly Hills,IMI 48025 248-645-2000 FAX 248-645-1340 www.rcocweb.org April 9, 2020 Ms. Tami Flowers, Clerk Charter Township of Highland 205 N. John Street Highland, MI 48357 Re: 2020 Gravel Road Program, Various Roads Project No. 55682 Dear Ms. Flowers: 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, April 9, 2020. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Sincerely, Shannon J. Mi r Deputy -Secretary /Clerk of the Board /sm Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT 2020 GRAVEL ROAD PROGRAM Charter Township of Highland Board Project No. 55682 This Agreement, made and entered into this t day of r 1 2020, 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 Highland, 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 underthe 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 $119,991; and WHEREAS, the PROJECT involves certain designated and approved Tri -Party Program funding in the amount of $119,991 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: 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 $119,991 shall be funded and invoiced in the following order: a. Tri -Party Program funding in the amount of $119,991. b. Any PROJECT costs above the Tri -Party Program funding of $119,991 will be funded first with any available Tri -Party Program funds. If no Tri -Party Program funds are available, any PROJECT costs above $119,991 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 $39,997 (being 100% of the COMMUNITY'S Tri -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 $39,997 (being 100% of the COUNTY'S Tri -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. 2020 Gra el Road Program Charter wnshlie of Highland Project Ni ,55682 2126/202 IPA IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and data first written above. BOARD OF ROAD COMMISSIONERS OF THE COUNTY OF OAKLAND A Public Body Corporate By -J / /G� Its Managing Director CHARTER TOWNSHIP OF HIGHLAND BY ( I'icIC ff• N tim I Its (�" e A 1%t se" 2020 Crave) Rued PMOMM • 3 - Chertei Townahlp of Highland Nrged No. 55002 22012( 20 EXHIBIT A TRI -PARTY PROGRAM 2020 Gravel Road Program Charter Township of Highland Board Project No. 55682 Spreading of gravel and chloride on various roads within the township. 1 ESTIMATED PROJECT COST Contractor Payments $119,991 COST PARTICIPATION BREAKDOWN 2020 Gm vet Road Program -4- Charter 4 - Charter 1 ownship of Highland Prdect h D. 55682 21261282 ) COMMUNITY COUNTY BOARD I TOTAL 1FY2018 Tri -Party Program $337 $337 $336 $1,010 IFY2020 Tri -Party Program $39,660 $39,660 $39,661 $118,981 (TOTAL SHARES $39,997 $39,997 $39,997 $119,991 2020 Gm vet Road Program -4- Charter 4 - Charter 1 ownship of Highland Prdect h D. 55682 21261282 ) Resolution #20107 April 13, 2020 The Chairperson referred the resolution to the Emergency Operations and Oversight Committee There were no objections. Resolution #20107 April 29, 2020 Moved by Taub seconded by Jackson the resolutions on the Consent Agenda be adopted (with accompanying reports being accepted). Discussion followed. AYES: Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Gershenson, Gingell. (21) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions on the Consent Agenda were adopted (with accompanying reports being accepted). c., L I HEREBY APPROVE THIS RESOLUTION CHIEF DE.PLITY 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 April 29, 2020, 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 Circuit Court at Pontiac, Michigan this 291h day of April, 2020. Lisa Brown, Oakland County