HomeMy WebLinkAboutResolutions - 2020.11.19 - 33835MISCELLANEOUS RESOLUTION #20516 November 19, 2020
BY: Commissioner Robert Hoffman, District #2
IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR
2021 APPROPRIATION — TOWNSHIP OF GROVELAND — PAVING OF BARRON ROAD FROM
GRANGE HALL ROAD TO GROVELAND ROAD — PROJECT NO. 54891
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 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 one-third (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 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 2021 authorized amount of Tri-Party
Road Improvement funding for Project No. 54891 in the Township of Groveland is $57,924; and
WHEREAS funding is available in the General Fund Assigned Fund Balance for Tri-Party 2021 and prior
funding (account #383510) for Project No. 54891 in the amount of $57,924.
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 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 Township
of Groveland.
BE IT FURTHER RESOLVED the FY 2021 budget will be amended as follows:
GENERAL FUND (#10100) FY 2021
Revenue
9010101-196030-665882 Planned Use of Balance $57,924
Total Revenue $57,924
Expenditures
9010101-153010-740135 Road Commission Tri-Party $57,924
Total Expenditures $57,924
Chairperson, I move the adoption of the foregoing Resolution.
Commissioner Ro e�Hoffman
District #2
FINANCE AND INFRASTRUCTURE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Quality Life through Good Roads "N e Care"
` fo/22/2020 146
Inter —Departmental Memorandum Nagas - none
PROGRAMMING DIVISION
DATE: October 13, 2020
To: Sam Fitzer, P.E., Director of Engineering
FROM: Thomas G. Noechel, Programming Supervisor 1-6Y)
SUBJECT: PROJECT NO. 54891, BARRON ROAD
GRANGE HALL ROAD TO GROVELAND 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 gravel road paving of
Barron Road from Grange Hall Road to Groveland Road. Construction is expected to
begin with tree removals over the winter, with the majority of construction in 2021.
The estimated total cost is $5,470,022 and will be partially funded with Federal Surface
Transportation Program funds in the amount of $4,275,190, The remaining local match
of $1,194,832 will be shared equally between the Township of Groveland and the Board.
The township has elected to use $173,772 in Tri-Party Program funds along with a
contribution of $423,644 to fund their share. Our total estimated share is $655,340 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
�_S'� ,�-�--
Sam Fi er, P.E.
Director of Engineering
®ROAD
COMMISSION
AMA01i1.11_ 10AL61111Flcu/
CUALIN LIFE THROUGH GOOD ROADS; October 22, 2020
ROAD COMMISSION FOR OARLANO COUNTY
"WE CARE,"
Board of Road Commissioners
Ronald J. Fowkes Ms, Pamela Mazich, Clerk
commissioner Township of Groveland
Gregory C. Jamian 4695 Grange Hall Road
Commissioner Holly, MI 48442
Andrea LaLonde
Commissioner Re: Project No. 54891, Barron Road
Grange hall Road to Groveland Road
Dear Ms. Mazich:
Dennis G. Kolar, P.E.
Managing Dlreclor
A fully signed and executed agreement for the above -mentioned
Gary Plotrowicz, P.E., P. r. o,E. project is enclosed.
Depuly Managing Dlreclor
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, October 22, 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 t'lShannon J. Mili r
31001 Lahser Road Deputy -Secretary /Clerk of the Board
Beverly Hills, MI
48025 /srn
248.645.2000 Enclosure
FAX cc: Finance Department
248.045.1349 Engineering Department
Programming Division
Lynn Sonkiss, Oakland County
www.rcocweb.org
COST PARTICIPATION AGREEMENT
CONSTRUCTION
Barron Road
Grange Hall Road to Groveland Road
Township of Groveland
Board Project No. 54891
This Agreement, made and entered into this 22nd day of 00(06er , 2020, 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 gravel
road paving of Barron Road from Grange Hall Road to Groveland 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 $5,470,022; and
WHEREAS, the BOARD has entered into a contract with MDOT in Contract No. 20-5295
under the Surface Transportation Program in the amount of $4,275,190; and
WHEREAS, the BOARD, as the requesting party therein, will be the parry 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 Tri-Party Program funding in the amount of $173,772, 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 the
BOARD prior to this agreement date shall be allowable.
3. The estimated total LOCAL SHARE is $1,194,832 and shall be funded and invoiced
proportionately and simultaneously as follows:
a. The BOARD shall contribute $597,416 or one-half of the LOCAL SHARE.
b. The COMMUNITY shall contribute $597,416 or one-half of the LOCAL SHARE, and
has elected to use $173,772 in Tri-Party Program funds along with a contribution of
$423,644 to fund this share. This $173,772 includes $57,834 from the FY2021 Tri-
Party Program and $57,834 from the FY2022 Tri-Party Program. If these funds are
not available, the COMMUNITY will be responsible for the $115,668 share.
c. Any LOCAL SHARE costs above $1,194,832 will be funded first with any available
Tri-Party Program funds. If no Tri-Party Program funds are available, any LOCAL
SHARE costs above $1,194,832 will 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 $231,190 (being 100% of the COMMUNITY'S Tri-Party
Barron Road - 2 -
Township of Groveland
Project No. 54891
8119/2020
contribution for FY2019 and FY2020 and 50% of the COMMUNITY'S additional
contribution of $423,644),
5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit
an invoice to the COUNTY in the amount of $19,368 (being 100% of the COUNTY'S
FY2019 and 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
6. After February 1, 2021, the BOARD shall submit an invoice to the COMMUNITY in the
amount of $19,278 (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 $19,278 (being 100% of the COUNTY'S FY2021 Tri-Party contribution).
8. After February 1, 2022, the BOARD shall submit an invoice to the COMMUNITY in the
amount of $19,278 (being 100% of the COMMUNITY'S FY2022 Tri-Party contribution).
9. After February 1, 2022, the BOARD shall submit an invoice to the COUNTY in the amount
of $19,278 (being 100% of the COUNTY'S FY2022 Tri-Party contribution).
10. As costs of the PROJECT are Incurred, the BOARD shall invoice the COMMUNITY for
the remaining 50% of the COMMUNITY'S additional contribution of $423,644.
11. 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.
12. 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.
Barran Road
Township of Groveland
Proloct No. 54891
8119/2020
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
ray-_..~� g2YLafl•,J / I (1� _,
Its Managing Director
TOWNSHIP OF GROVELAND
Sy
Berren Road • 4 -
Township of Grovoland
Project No. 54091
O/1912020
EXHIBIT Aw
TRI-PARTY PROGRAM
Barron Road
Grange Hall Road to Groveland Road
Township of Groveland
Board Project No. 54891
Gravel road paving of Barron Road from Grange Hall Road to Groveland Road.
ESTIMATED PROJECT COST
Contractor Payments $5,470,022
Less Federal Funds $4,275,190
Total Estimated Local Share $1,194,832
COST PARTICIPATION BREAKDOWN
I
COMMUNITY
COUNTY
BOARD
TOTAL I
�FY2019 Tri-Party Program
$90
$90
$90
$270
IFY2020 Tri-Party Program
$19,278
$19,278
$19,278 I
$57,834
IFY2021 Tri-Party Program*
I $19,278
$19,278 I
$19,278 I
$57,834
IFY2022 Tri-Party Program`
I $19,278 I
$19,278 I
$19,278 I
$57,834
iContribution
I $423,644I
$0I
$597,416I
$1,021,060I
(TOTAL SHARES
I $481,568 I
$57,924 I
$655,340 I
$1,194,832 I
' The PY2021 and FY2022 TO -Party Program allocallons wil he announDsd early in 2021 and 2022,
Those are estimates of those amounts.
Barron Road - 5 -
Township of Crovoland
Prolod No. 54891
8119/2020
Resolution #20516 November 19, 2020
Moved by Long seconded by Luebs the resolutions on the Consent Agenda be adopted.
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 Consent Agenda were adopted.
"XLQ.,
A aL
1 HEREBY AFPROVETHIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL45,559A (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 November 19,
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 19'h day of November, 2020,
L:>a Brown, Oakland County