HomeMy WebLinkAboutResolutions - 2020.08.06 - 33473REPORT (MISC. #20266)
August 6, 2020
BY, Commissioner Helaine Zack, Chairperson, Finance and Infrastructure Committee
IN RE: MR #20266 — BOARD OF COMMISSIONERS — TRI -PARTY ROAD IMPROVEMENT
PROGRAM FISCAL YEAR 2020 APPROPRIATION — CITY OF SOUTHFIELD — RESURFACING OF 12
MILE ROAD FROM TELEGRAPH ROAD TO LAHSER ROAD — PROJET NO. 55121
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Finance and Infrastructure Committee, having reviewed the above -referenced resolution on July 29,
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.
MISCELLANEOUS RESOLUTION #20266
BY: Commissioner Janet Jackson, District #21
IN RE: BOARD OF COMMISSIONERS —TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR
2020 APPROPRIATION — CITY OF SOUTHFIELD — RESURFACING OF 12 MILE ROAD FROM
TELEGRAPH ROAD TO LAHSER ROAD — PROJECT NO. 55121
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 City of Southfield, 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 City of
Southfield and said appropriation has been transferred to a project account; and
WHEREAS the City of Southfield 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. 55121 in the City of Southfield is $201,844; and
WHEREAS funding is available in the General Fund Assigned Fund Balance for Tri -Party 2020 and prior
funding (account #383510) for Project No. 55121 in the amount of $201,844; and
WHEREAS in the event the FY 2021 Tri -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 City of Southfield 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 City of
Southfield.
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 $201,844
Total Revenue 1 44
Expenditures
9010101-153010-740135 Road Commission Tri -Party $201,844
Total Expenditures 1 44
Chairperson, I move the adoption of the foregoing Resolution.
Co missioner Janet Jack
District #21
Quality Lffe through Good Roads "We Care"
O/�lSS N
Inter -Departmental Memorandum
PROGRAMMING DIVISION
To: Gary Piotrowicz, Deputy Managing Director
FROM: Thomas G. Noechel, Programming Supervisor' -/-9U1
'77/r 16A
07/0g/20
Napes - none
DATE: June 29, 2020
SUBJECT: PROJECT NO. 55121, 12 MILE ROAD
TELEGRAPH ROAD TO LAHSER ROAD
LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM
CITY OF SOUTHFIELD
Attached for your review and submission to the Board for their approval is the local cost
participation agreement with the City of Southfield for the resurfacing of 12 Mile Road
from Telegraph Road to Lahser Road. Construction on this project is expected to begin
this summer.
The estimated total cost of $1,634,486 will be shared equally between the City of
Southfield and the Board. The city has elected to use $605,530 in Tri -Party Program
funds along with a contribution of $211,713 to fund their share. Our share is $1,019,085
and is in the FY20 budget.
The project is in the district of County Commissioner Janet Jackson. 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
r
iotrowicz, P.E., P.T.O.E.
eputy Managing Director
County Highway Engineer
®ROA®
COMM/SS/Oh,
mFruVin6+m I Sl0l1UILIA)
OHALRV LIFE ROUGH GOOD ROADS: July 9, 2020
ROAD COMMISSION FOR OAKLAND COUNTY
"WE CARE."
Board of Road Commissioners
Ronald J. Fawkes Ms. Sherikia Hawkins, Clerk
Commissioner City of Southfield
Gregory C. Jamian 26000 Evergreen Road
Commissioner Southfield, MI 48037
Andrea LaLonde
Commissioner Re: Project No. 55121; 12 Mile Road
Telegraph Road to Lahser Road
The agreement was approved and subsequently signed by Dennis
G. Kolar, P.E., Managing Director at the regularly scheduled Board
meeting of Thursday, July 9, 2020.
Please contact Thomas G. Noechel, Programming Supervisor at
(248) 645-2000 ext. 2266 to answer questions or for additional
information.
Sincerely,
Clerk of the Board Shannon J. Mil r
31001 Lahsar Road Deputy -Secretary /Clerk of the Board
Beverly Hills, MI
48025 Ism
248-646-2000 Enclosure
FAX cc: Finance Department
248-646-1349
Engineering Department
Programming Division
Lynn Sonkiss, Oakland County
www.rcoeweb.org
Dear Ms. Hawkins:
Dennis G. Kolar, P.E.
Managing Director
A fully signed and executed agreement for the above-mentioned
Gary Piotrowicz, P.E., P.r.o.E.
project is enclosed.
Deputy Managing Director
County Highway Engineer
The agreement was approved and subsequently signed by Dennis
G. Kolar, P.E., Managing Director at the regularly scheduled Board
meeting of Thursday, July 9, 2020.
Please contact Thomas G. Noechel, Programming Supervisor at
(248) 645-2000 ext. 2266 to answer questions or for additional
information.
Sincerely,
Clerk of the Board Shannon J. Mil r
31001 Lahsar Road Deputy -Secretary /Clerk of the Board
Beverly Hills, MI
48025 Ism
248-646-2000 Enclosure
FAX cc: Finance Department
248-646-1349
Engineering Department
Programming Division
Lynn Sonkiss, Oakland County
www.rcoeweb.org
COST PARTICIPATION AGREEMENT
CONSTRUCTION
12 Mile Road
Telegraph Road to Lahser Road
City of Southfield
Board Project No. 55121
This Agreement, made and entered into this 0 day of 2020, by
and between the Board of County Road Commissioners of the County of Oakland, Michigan,
hereinafter referred to as the BOARD, and the City of Southfield, hereinafter referred to as the
COMMUNITY, provides as follows:
WHEREAS, the BOARD and the COMMUNITY have programmed the resurfacing of
12 Mile Road from Telegraph Road to Lahser 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 $1,634,486; and
WHEREAS, said PROJECT involves certain designated and approved Tri -Party Program
funding in the amount of $605,530, 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 total payments to the contractor. Any costs incurred by the
BOARD prior to this agreement date shall be allowable.
3. The estimated total PROJECT cost of $1,634,486 shall be funded and invoiced
simultaneously and proportionately as follows:
a. The BOARD shall contribute $817,243 or one-half of the estimated PROJECT cost.
b. The COMMUNITY shall contribute $817,243 or one half of the estimated PROJECT
cost and has elected to use $605,530 in Tri -Party Program funds along with an
additional contribution of $211,713 to fund their share. The $605,530 in Tri -Party
Program funds includes $302,765 from the FY2021 Tri -Party Program which is an
estimate of the COMMUNITY'S allocation. If these funds are not available, the
COMMUNITY will be responsible for the $302,765 share.
c. Any PROJECT overages shall be shared equally between the BOARD and the
COMMUNITY.
4. Upon execution of this agreement, the BOARD shall submit an invoice to the
COMMUNITY in the amount of $312,635 (being 100% of the COMMUNITY'S FY2020
Tri -Party contribution and 100% 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 $100,922 (being 100% of the COUNTY'S
FY2020 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
12 Mile Road -2-
City
2-
Cily of Southfield
Project No. 55121
5/7/2020
6. After February 1, 2021, the BOARD shall submit an invoice to the COMMUNITY in the
amount of $100,922 (being 100% of the COMMUNITY'S FY2021 Tri -Party contribution).
7. After February 1, 2021, the BOARD shall submit an invoice to the COUNTY in the amount
of $100,922 (being 100% of the COUNTY'S FY2021 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
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.
12 Mile Road - 3 -
Cdy of Southfield
Protect No 55121
5/7/2020
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 Corporates [�
By !/!/�/n-CA .rCJ
Its Managing Director
CITY OF SOUTHFIELD
B
Y
Its rno`L-i a r
12 Mile Road -4-
City
4-
Cily of SOUlhfielcl
Project No. 55121
5/712020
EXHIBIT A
TRI -PARTY PROGRAM
12 Mile Road
Telegraph Road to Lahser Road
City of Southfield
Board Project No. 55121
Resurfacing of 12 Mile Road from Telegraph Road to Lahser Road.
ESTIMATED PROJECT COST
Contractor Payments
$1,634,486
COST PARTICIPATION BREAKDOWN
12 Mile Road - 5 -
City of Southfield
Project No. 55121
5/7/2020
COMMUNITY
COUNTY
BOARD
TOTAL
IFY2020 Tri -Party Program
$100,922
$100,922
$100,921
$302,765
IFY2021 Tri -Party Program*
$100,922
$100,922
$100,921
$302,765
(Contribution
$211,713
$0
$817,243
$1,028,956
ITOTAL SHARES
$413,557
$201,844
$1,019,085
$1,634,486
The FY2021 Tri -Party Program allocation
will be announce( early in 2021.
This is an estimate of that amount.
12 Mile Road - 5 -
City of Southfield
Project No. 55121
5/7/2020
CITY OF SOUTHFIELD
RESOLUTION OF SUPPORT
WHEREAS, the Road Commission for Oakland County (RCOC) has presented contract
documents for the resurfacing of 12 Mile Road from Telegraph Road to Lahser Road (Board
Project No. 55121); and
WHEREAS, the estimated total project cost is $1,634,486, with the Board of Road
Commissioners for the County of Oakland estimated cost share being $1,019,085, the Oakland
County Board of Commissioners estimated cost share being $201,844 and the City of Southfield's
estimated cost share being $413,557, which amount is available in the Road Bond Construction
Fund (Account No. 402-454-4541-49740); and
WHEREAS, upon execution of the Cost Participation Agreement and receipt of invoice, payment
shall be made to the RCOC for 100% of the City's FY 2020 Tri -Party contribution and 100% of
the City's additional contribution, or $312,635; and
WHEREAS, after February 1, 2021, upon receipt of invoice by the RCOC, payment shall be made
to the RCOC for 100% of the City's FY 2021 Tri -Party contribution in an approximate amount of
$100,922.
NOW, THEREFORE, BE IT RESOLVED: That the City Council of the City of Southfield
does hereby approve of the project and authorizes the Mayor and City Clerk to sign the appropriate
Cost Participation Agreement documents on behalf of the City after review and approval as to
form by the City Attorney's Office.
I, Sherikia L. Hawkins, the duly elected and qualified City Clerk of the City of Southfield, County
of Oakland, State of Michigan, do hereby certify that the foregoing resolution was adopted by the
Southfield City Council at their Regular Council Meeting held on Monday, June 8, 2020, via
teleconference.
Dated: June 9. 2020
S°iiertkia L. Hawkins, City Clerk
Resolution #20266
July 23, 2020
The Chairperson referred the resolution to the Finance and Infrastructure Committee. There were no
objections.
Resolution #20266
August 6, 2020
Moved by Luebs seconded by Long the resolutions on the amended Consent Agenda be adopted (with
accompanying reports being accepted).
AYES: Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham,
McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack,
Gershenson. (21)
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 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 6, 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 6th day of August, 2020.
Lisa Brown, Oakland count