HomeMy WebLinkAboutResolutions - 2023.05.11 - 38192
AGENDA ITEM: Fiscal Year 2023 Appropriation with the City of Royal Oak for Tri-Party Road
Improvement Program – Project No. 56031
DEPARTMENT: Board of Commissioners
MEETING: Board of Commissioners
DATE: Thursday, May 11, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2855 _ 23-75
Motion to adopt the attached suggested resolution.
ITEM CATEGORY SPONSORED BY
Road Improvement Charles Cavell, Janet Jackson
INTRODUCTION AND BACKGROUND
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
ITEM REVIEW TRACKING
Yolanda Smith Charles, Board of Commissioners Created/Initiated - 5/11/2023
David Woodward, Board of Commissioners Approved - 5/11/2023
Hilarie Chambers, Executive's Office Approved - 5/16/2023
Lisa Brown, Clerk/Register of Deeds Final Approval - 5/16/2023
AGENDA DEADLINE: 05/11/2023 6:00 PM
ATTACHMENTS
1. 56031 Schedule A-Budget Amendment_Royal Oak
2. 56031 Tri-Party_Royal Oak
COMMITTEE TRACKING
2023-05-03 Economic Development & Infrastructure - Recommend to Board
2023-05-11 Full Board - Adopted
Motioned by: Commissioner Angela Powell
Seconded by: Commissioner Robert Hoffman
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Janet
Jackson, Gary McGillivray, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan
Johnson, Ajay Raman (18)
No: None (0)
Abstain: None (0)
Absent: Marcia Gershenson (1)
Passed
May 11, 2023
RESOLUTION #2023-2855 _ 23-75
Sponsored By: Charles Cavell, Janet Jackson
Board of Commissioners - Fiscal Year 2023 Appropriation with the City of Royal Oak for Tri-
Party Road Improvement Program – Project No. 56031
Chair and Members of the Board:
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 September 29, 2022, the Oakland County Board of Commissioners approved
Miscellaneous Resolution #22332 which appropriated $2,000,000 for the FY 2023 Tri-Party Road
Improvement Program allocation for projects managed by the RCOC; and
WHEREAS the City of Royal Oak, along with the RCOC, has identified a project and said project is
ready to be undertaken immediately; and
WHEREAS the project meets the terms and conditions of the Tri-Party Road Improvement Program
and the local cost participation agreement; and
WHEREAS in the event the FY 2024-2026 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 Royal Oak and authorizes the transfer of Tri-Party Road
Improvement Program funds in the amount of $137,315 from Non-Departmental Transfers
appropriation (9090101).
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 Royal Oak.
BE IT FURTHER RESOLVED that the FY 2023 budget shall be amended as described in the
attached Schedule A – Budget Amendment.
Chair, the following Commissioners are sponsoring the foregoing Resolution: Charles Cavell, Janet
Jackson.
Date: May 11, 2023
David Woodward, Commissioner
Date: May 16, 2023
Hilarie Chambers, Deputy County Executive II
Date: May 16, 2023
Lisa Brown, County Clerk / Register of Deeds
COMMITTEE TRACKING
2023-05-03 Economic Development & Infrastructure - Recommend to Board
2023-05-11 Full Board - Adopted
Motioned by Commissioner Angela Powell seconded by Commissioner Robert Hoffman to adopt the
attached Road Improvement : Fiscal Year 2023 Appropriation with the City of Royal Oak for Tri-Party
Road Improvement Program – Project No. 56031.
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson,
Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Janet Jackson,
Gary McGillivray, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay
Raman (18)
No: None (0)
Abstain: None (0)
Absent: Marcia Gershenson (1)
Passed
ATTACHMENTS
1. 56031 Schedule A-Budget Amendment_Royal Oak
2. 56031 Tri-Party_Royal Oak
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 May
11, 2023, 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 on Thursday, May 11, 2023.
Lisa Brown, Oakland County Clerk / Register of Deeds
Oakland County, Michigan
Board of Commissioners - Fiscal Year 2023 Appropriation with the City of Royal Oak for Tri-Party Road Improvement Program – Project No. 56031
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2023
Amendment
FY 2024
Amendment
FY 2025
Amendment
E General Fund Non-Department FND10100 CCN9010101 PRG153010 SC740135 740000 Road Commission Tri-Party $137,315.00 $-$-
E General Fund Non-Department FND10100 CCN9090101 PRG196030 SC740135 740000 Road Commission Tri-Party (137,315.00)--
Total Expenditures $-$-$-
Quality Life through Good Roads “We Care”
Inter–Departmental Memorandum
Programming Division
DATE:March 15, 2023
TO:Samuel Fitzer, P.E., Director of Engineering
FROM:Thomas G. Noechel, Programming Supervisor
SUBJECT:PROJECT NO. 56031, GREENFIELD ROAD
AT NORMANDY ROAD
LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM
CITY OF ROYAL OAK
Attached for your review and submission to the Board for their approval is the local cost
participation agreement with the City of Royal Oak for the construction of a roundabout
on Greenfield Road at Normandy Road. Construction on this project is expected to begin
this summer.
The estimated total cost is $1,647,786 and will be shared between the Board, the City of
Royal Oak, and the Village of Beverly Hills under separate local agreements. The City of
Royal Oak has elected to use the Tri-Party Program in the amount of $411,946 to fund
their share. Our total estimated share is $1,033,736 and is in the FY23 budget.
The project is in the districts of County Commissioners Charles Cavell and 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.
TGN/ll
Attachments
Department Review / Approval
MDO Review / Concur
&
Gary
Piotrowicz
Digitally signed by
Gary Piotrowicz
Date: 2023.03.30
14:27:51 -04'00'
COST PARTICIPATION AGREEMENT
CONSTRUCTION
Greenfield Road
At Normandy Road
City of Royal Oak
Board Project No. 56031
This Agreement, made and entered into this _____ day of _________________, 2023,
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 Royal Oak, hereinafter referred to as
ROYAL OAK, provides as follows:
WHEREAS, the BOARD, ROYAL OAK, and the Village of Beverly Hills, hereinafter
referred to as BEVERLY HILLS, have programmed the construction of a roundabout on
Greenfield Road at Normandy 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
ROYAL OAK and BEVERLY HILLS, which improvements are hereinafter referred to as the
PROJECT; and
WHEREAS, the estimated total cost of the PROJECT is $1,647,786; and
WHEREAS, ROYAL OAK’S share of said LOCAL SHARE involves certain designated
and approved Tri-Party Program funding in the amount of $411,946, which shall be paid through
equal contributions by the BOARD, ROYAL OAK, 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 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 ROYAL OAK and the BOARD that:
6th April
Greenfield Road - 2 -
City of Royal Oak
Project No. 56031
2/24/2023
1.ROYAL OAK and BEVERLY HILLS approve of the PROJECT, declare 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 is $1,647,786 and shall be allocated in the following
order:
a. ROYAL OAK Tri-Party Program of $411,946 and BEVERY HILLS Tri-
Party Program of $217,576.
ROYAL OAK Tri-Party Program funds of $411,946 includes $203,119
through fiscal year 2023, $72,886 through fiscal years 2024 – 2025 and
$63,055 from fiscal year 2026. If these funds are not available, ROYAL
OAK will be responsible for the $208,827 share.
BEVERLY HILLS Tri-Party Program funds of $217,576 includes
$147,988 through fiscal year 2023 and $23,196 through fiscal years
2024 – 2026. If these funds are not available, BEVERLY HILLS will be
responsible for the $69,588 share.
b. BEVERLY HILLS will contribute $194,370 towards the PROJECT.
c. The BOARD will contribute $823,894 towards the PROJECT.
d. Any PROJECT costs above ROYAL OAK Tri-Party Program funding of
$411,946 and BEVERLY HILLS Tri-Party Program funding and
contribution of $411,946 will be funded 100% by the BOARD.
4. Upon execution of this agreement, the BOARD shall submit an invoice to ROYAL OAK
in the amount of $67,707 (being 100% of ROYAL OAK’S Tri-Party Program contribution
through fiscal year 2023).
Greenfield Road - 3 -
City of Royal Oak
Project No. 56031
2/24/2023
5.Upon execution of this agreement and approval by the COUNTY, the BOARD shall
submit an invoice to the COUNTY in the amount of $67,707 (being 100% of the
COUNTY’S Tri-Party contribution through fiscal year 2023).
a. The invoice shall be sent to:
Sheryl Johnson, Manager of Fiscal Services
Executive Office Building
2100 Pontiac Lake Road, Building 41 West
Waterford, MI 48328
6. After February 1, 2024, the BOARD shall submit two invoices to the following:
a. The first invoice shall be payable by ROYAL OAK in the amount of $24,295 (being
100% of ROYAL OAK’S Tri-Party Program contribution through fiscal year 2024).
b. The second invoice shall be payable by the COUNTY in the amount of $24,295
(being 100% of ROYAL OAK’S Tri-Party Program contribution through fiscal year
2024).
i. The invoice shall be sent to:
Sheryl Johnson, Manager of Fiscal Services
Executive Office Building
2100 Pontiac Lake Road, Building 41 West
Waterford, MI 48328
7. After February 1, 2025, the BOARD shall submit two invoices to the following:
a. The first invoice shall be payable by ROYAL OAK in the amount of $24,295 (being
100% of ROYAL OAK’S Tri-Party Program contribution through fiscal year 2025).
b. The second invoice shall be payable by the COUNTY in the amount of $24,295
(being 100% of the COUNTY’S Tri-Party Program contribution through fiscal year
2025).
Greenfield Road - 4 -
City of Royal Oak
Project No. 56031
2/24/2023
i.The invoice shall be sent to:
Sheryl Johnson, Manager of Fiscal Services
Executive Office Building
2100 Pontiac Lake Road, Building 41 West
Waterford, MI 48328
8. After February 1, 2026, the BOARD shall submit two invoices to the following:
a. The first invoice shall be payable by ROYAL OAK in the amount of $21,018 (being
100% of ROYAL OAK’S Tri-Party Program contribution through fiscal year 2026).
b. The second invoice shall be payable by the COUNTY in the amount of $21,018
(being 100% of the COUNTY’S Tri-Party Program contribution through fiscal year
2026).
i. The invoice shall be sent to:
Sheryl Johnson, Manager of Fiscal Services
Executive Office Building
2100 Pontiac Lake Road, Building 41 West
Waterford, MI 48328
9. Upon receipt of said invoice(s), ROYAL OAK and the COUNTY shall pay to the BOARD
the full amount thereof, within thirty (30) days of such receipt.
10. The BOARD shall execute a separate Cost Participation Agreement with BEVERLY
HILLS, for their share of the estimated PROJECT cost.
Managing Director
Greenfield Road - 6 -
City of Royal Oak
Project No. 56031
2/24/2023
Contractor Payments:1,647,786$
ROYAL OAK BEVERLY HILLS COUNTY BOARD TOTAL
$137,315 $0 $137,315 $137,316 $411,946
TRI-PARTY PROGRAM $0 $72,525 $72,525 $72,526 $217,576
$0 $194,370 $0 $823,894 $1,018,264
$137,315 $266,895 $209,840 $1,033,736 $1,647,786TOTAL SHARES
Contribution
EXHIBIT A
COST PARTICIPATION BREAKDOWN
ESTIMATED PROJECT COST
TRI-PARTY PROGRAM
T R I - P A R T Y P R O G R A M
Greenfield Road
At Normandy Road
City of Royal Oak
Board Project No. 56031
Construction of a roundabout on Greenfield Road at Normandy Road.