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Home My WebLink AboutResolutions - 2020.07.02 - 33384REPORT (MISC. #20215) July 2, 2020 BY: Commissioner Helaine Zack, Chairperson, Finance and Infrastructure Committee IN RE: MR #20215 — BOARD OF COMMISSIONERS — TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2020 APPROPRIATION — CHARTER TOWNSHIP OF COMMERCE — SPREADING OF GRAVEL AND CHLORIDE ON VARIOUS ROADS WITHIN THE TOWNSHIP — PROJECT NO. 55782 To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Finance and Infrastructure Committee, having reviewed the above -referenced resolution on July 1, 2020, reports with the recommendation that the resolution be adopted. Chairperson, on behalf of the Finance and Infrastructure Committee, I move the acceptance of the foregoing report. Commissioner Helaine Zack, District #18 Chairperson, Finance Committee FINANCE AND INFRASTRUCTURE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Long absent. MISCELLANEOUS RESOLUTION #20215 BY: Commissioner Christine Long, District #7 IN RE: BOARD OF COMMISSIONERS —TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2020 APPROPRIATION — CHARTER TOWNSHIP OF COMMERCE —SPREADING OF GRAVEL AND CHLORIDE ON VARIOUS ROADS WITHIN THE TOWNSHIP — PROJECT NO. 55782 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 Commerce, 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 (113) share of the funding for the project in the Charter Township of Commerce and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of Commerce 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 (1 /3) share of the Fiscal Year 2020 authorized amount of Tri -Party Road Improvement funding for Project No. 55782 in the Charter Township of Commerce is $66,667, and WHEREAS funding is available in the General Fund Assigned Fund Balance for Tri -Party 2020 and prior funding (account #383510) for Project No. 55782 in the amount of $66,667. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Commerce and authorizes the release of Tri -Party Road Improvement Program funds from the Oakland County Assigned Fund Balance. BE IT FURTHER RESOLVED additional project costs, not greater than 15% from the original agreement, which are consistent with the project as originally approved, will be paid when invoiced and appropriated in the quarterly forecast resolution. BE IT FURTHER RESOLVED that additional project costs exceeding 15% of the original agreement will require a separate resolution. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to the Road Commission for Oakland County, Oakland County Fiscal Services and the Charter Township of Commerce. BE IT FURTHER RESOLVED the FY 2020 budget will be amended as follows: GENERAL FUND (#10100) FY 2020 Revenue 9010101-196030-665882 Planned Use of Balance6$ 6,667 Total Revenue E(panditures 9010101-153010-740135 Road Commission Tri-Party6$ 6,667 Total Expenditures Chairperson, I move the adoption of the foregoing Resolution. (I 6 v4� (2 . 4y, C'brnmissioner Christine Long CT District #7 Quality Life through Good Roads "We Care" 18 0/07 B RolY20A e 0412 '1MlSSiON Y s ri.,.Amy•1iL&L SLOA ere" JN�Y�S � L Inter—Departmental Memorandum - none PROGRAMMING DIVISION DATE: April 27, 2020 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor'f4Y7 SUBJECT: PROJECT NO. 55782, 2020 GRAVEL ROAD PROGRAM VARIOUS ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CHARTER TOWNSHIP OF COMMERCE Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of Commerce 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 Commerce has elected to use the Tri -Party Program to fund the estimated total project cost of $200,000. Our share is estimated to be $66,666 and is in the FY20 budget. The project is in the district of County Commissioner Christine Long. 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 (C)l Lv✓- % j ®ROAD CONNISS/ON W1 A&dLULS1W"' M QUALITY LIFE THROUGH GOOD ROADS: May 7, 2020 ROAD COMMISSION FOR OAKLAND COUNTY "WE CARE." Board of Road Commissioners Ronald J. FQwkes _ Ms. Melissa Creech, Clerk Commissioner - Charter Township of Commerce Gregory C. Jamian 2009 Township Drive Commissioner Commerce Township, MI 48390 Andrea LaLonde Deputy -Secretary /Clerk of the Board Commissioner Re: 2020 Gravel Road Program, Various Roads Local Cost Participation Agreement / Tri -Party Program 248-645-2000 Project No. 55782 Dennis G. Kolar P.E. Dear MS. Creech: Managing Director Deputyry ;Man gin Dire to r.o.e. Deputy Managing Director A fully signed and executed agreement for the above-mentioned County Highway Engineer 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, May 7, 2020. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. FAX 248-645-1349 cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County www.rcocweb.org Sincerely, Board ` Clerk of the Shannon J. Mi r 31001 Lahser Road Beverly Hills, MI Deputy -Secretary /Clerk of the Board 48025 ism 248-645-2000 Enclosure FAX 248-645-1349 cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County www.rcocweb.org COST PARTICIPATION AGREEMENT 2020 GRAVEL ROAD PROGRAM Charter Township of Commerce Board Project No. 55782 This Agreement, made and entered into this t day of Ma 2020, by V 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 Commerce, 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 under the 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 $200,000; and WHEREAS, the PROJECT involves certain designated and approved Tri -Party Program funding in the amount of $200,000 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: 1. 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 $200,000 shall be funded and invoiced in the following order: a. Tri -Party Program funding in the amount of $200,000. b. Any PROJECT costs above the Tri -Party Program funding of $200,000 will be funded first with any available Tri -Party Program funds. If no Tri -Party Program funds are available, any PROJECT costs above $200,000 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 $66,667 (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 $66,667 (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 Gravel Road Program - 2 - Charter Township of Commerce Project No. 55782 3131/2020 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 B„ Its Managincq Director CHARTER TOWNSHIP QF COMMERCE i By z��#�/�l/QE�� Its 34VIh C . �eO77- 2020 Gravel Road Program Charter Township of Commerce Project No. 55782 3131/1020 EXHIBIT A TRI -PARTY PROGRAM 2020 Gravel Road Program Charter Township of Commerce Board Project No. 55782 Spreading of gravel and chloride on various roads within the township. ESTIMATED PROJECT COST Contractor Payments $200,000 I COST PARTICIPATION BREAKDOWN 2020 Gravel Road Program -4- Charter 4_Char4x Township of Commerce Project No. 55782 3/3112020 COMMUNITY COUNTY BOARD TOTAL IFY2016 Tri -Party Program $25,610 $25,610 $25,609 $76,829 FY2017 Tri -Party Program $41,057 $41,057 $41,057 $123,171 TOTAL SHARES $66,667 $66,667 $66,666 $200,000 2020 Gravel Road Program -4- Charter 4_Char4x Township of Commerce Project No. 55782 3/3112020 Resolution #20215 June 25, 2020 The Chairperson referred the resolution to the Finance and Infrastructure Committee. There were no objections Resolution #20215 July 2, 2020 Moved by Jackson seconded by Weipert the resolutions on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Gershenson. (20) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted (with accompanying reports being accepted). I HEREBY APPROVE THIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANTTO 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 July 2, 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 2nd day of July, 2020. Lisa Brown, Oakland County