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Home My WebLink AboutReports - 2024.01.18 - 40936 AGENDA ITEM: Fiscal Year 2024 Appropriation with the Township of Royal Oak for Tri-Party Road Improvement Program – Project No. 57642 DEPARTMENT: Board of Commissioners MEETING: Board of Commissioners DATE: Thursday, January 18, 2024 6:00 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2023-3692 Motion to approve Project No. 57642 submitted by the Township of Royal Oak and authorize the transfer of Tri-Party Road Improvement Program funds in the amount of $22,800 from Non- Departmental Transfers appropriation (9090101); further, that the FY 2024 budget shall be amended as described in the attached Schedule A – Budget Amendment; further, 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 Community. ITEM CATEGORY SPONSORED BY Road Improvement Yolanda Smith Charles INTRODUCTION AND BACKGROUND 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). On September 21, 2023, the Oakland County Board of Commissioners approved Miscellaneous Resolution #23140 which appropriated $2,000,000 for the FY 2024 Tri-Party Road Improvement Program allocation for projects managed by the RCOC. The community, along with the RCOC, has identified a project and said project is ready to be undertaken immediately. The project meets the terms and conditions of the Tri-Party Road Improvement Program and the local cost participation agreement. Note: In the event the FY 2025, 2026, and 2027 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. 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 Aaron Snover, Board of Commissioners Created/Initiated - 1/18/2024 AGENDA DEADLINE: 01/18/2024 6:00 PM ATTACHMENTS 1. 57642_Schedule A-Budget Amendment 2. 57642_Tri-Party_RoyalOakTwp COMMITTEE TRACKING 2024-01-10 Economic Development & Infrastructure - Recommend to Board 2024-01-18 Full Board - Adopt Motioned by: Commissioner Ajay Raman Seconded by: Commissioner Ann Erickson Gault Yes: David Woodward, Michael Gingell, Penny Luebs, Karen Joliat, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman, Ann Erickson Gault, Linnie Taylor (17) No: None (0) Abstain: None (0) Absent: Kristen Nelson, Michael Spisz (2) Passed Oakland County, Michigan Board of Commissioners - Fiscal Year 2024 Appropriation with the Township of Royal Oak for Tri-Party Road Improvement Program – Project No. 57642 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 2024 Amendment FY 2025 Amendment FY 2026 Amendment E General Fund Non-Department FND10100 CCN9010101 PRG153010 SC740135 740000 Road Commission Tri-Party $22,800.00 $-$- E General Fund Non-Department FND10100 CCN9090101 PRG196030 SC740135 740000 Road Commission Tri-Party (22,800.00)-- Total Expenditures $-$-$- Quality Life through Good Roads “We Care” Inter–Departmental Memorandum Programming Division DATE:November 16, 2023 TO:Samuel Fitzer, P.E., Director of Engineering FROM:Thomas G. Noechel, Manager, Project Development SUBJECT:PROJECT NO. 57642, 2024 CONCRETE SLAB REPLACEMENT VARIOUS SUB-LOCAL ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM ROYAL OAK TOWNSHIP Attached for your review and submission to the Board for their approval is the local cost participation agreement with Royal Oak Township for the concrete slab replacement of various sub-local roads. Construction on this project is expected to begin in 2024. Royal Oak Township has elected to use the Tri-Party Program to fund the estimated total project cost of $250,000. Our share is estimated to be $204,400 and is in the FY24 budget. The project is in the district of County Commissioner Yolanda Smith Charles. 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/ac Attachments Department Review / Approval MDO Review / Concur Samuel Fitzer Digitally signed by Samuel Fitzer DN: C=US, E=sfitzer@rcoc.org, O=Road Commission for Oakland County, OU=Engineering, CN=Samuel Fitzer Date: 2023.12.06 09:26:16-05'00' 19B COST PARTICIPATION AGREEMENT CONSTRUCTION 2024 Concrete Slab Replacement Various Sub-Local Roads Royal Oak Township Board Project No. 57642 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 Royal Oak Township, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the concrete curb / slab removal and replacement on various sub – local roads, 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 $250,000; and WHEREAS, said PROJECT involves certain designated and approved Tri-Party Program funding in the amount of $68,395, 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: 14th December 2024 Concrete Slab Replacement - 2 - Royal Oak Township Project No.57642 10/18/2023 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 is $250,000 and shall be allocated in the following order: a. Tri-Party Program funding in the amount of $68,395 The Tri-Party Program funds of $68,395 includes $22,595 from fiscal year 2023, $11,450 from fiscal year 2024, $11,450 from fiscal year 2025, $11,450 from fiscal year 2026, $11,450 from fiscal year 2027 which has not yet been announced. If these funds are not available, the project costs will be funded 100% by the COMMUNITY. b. The BOARD shall contribute $181,605 toward the PROJECT. c. Any PROJECT costs above $250,000 will be funded 100% by the BOARD. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $7,532 (being 100% of the COMMUNITY’S fiscal year 2023 Tri-Party Program contribution). Upon execution of this agreement, the BOARD shall submit an invoice to the COUNTY in the amount of $7,532 (being 100% of the COUNTY’S fiscal year 2023 Tri-Party Program contribution). After February 1, 2024, the BOARD shall submit an invoice to the COMMUNITY in the amount of $3,817 (being 100% of the COMMUNITY’S fiscal year 2024 Tri-Party Program contribution). 2024 Concrete Slab Replacement - 3 - Royal Oak Township Project No.57642 10/18/2023 After February 1, 2024, the BOARD shall submit an invoice to the COUNTY in the amount of $3,817 (being 100% of the COUNTY’S fiscal year 2024 Tri-Party contribution). After February 1, 2025, the BOARD shall submit an invoice to the COMMUNITY in the amount of $3,817 (being 100% of the COMMUNITY’S fiscal year 2025 Tri- Party Program contribution). After February 1, 2025, the BOARD shall submit an invoice to the COUNTY in the amount of $3,817 (being 100% of the COUNTY’S fiscal year 2025 Tri-Party Program contribution). After February 1, 2026, the BOARD shall submit an invoice to the COMMUNITY in the amount of $3,817 (being 100% of the COMMUNITY’S fiscal year 2026 Tri- Party Program contribution). After February 1, 2026, the BOARD shall submit an invoice to the COUNTY in the amount of $3,817 (being 100% of the COUNTY’S fiscal year 2026 Tri-Party Program contribution). After February 1, 2027, the BOARD shall submit an invoice to the COMMUNITY in the amount of $3,817 (being 100% of the COMMUNITY’S fiscal year 2027 Tri- Party Program contribution). After February 1, 2027, the BOARD shall submit an invoice to the COUNTY in the amount of $3,817 (being 100% of the COUNTY’S fiscal year 2027 Tri-Party Program contribution). a. The invoice(s) shall be sent to: Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West 5. 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. C C C;,)C7$9;-):C,)9);6C,$>)C)@)'<;)(C;,-:C+9))4)5;C;,)C($AC$5(C ($;)C*-9:;C?9.;;)5C$%6>)C C C CCC C !CC C C=&2/'C6(AC69769$;)C BC"""""""""""""""""C#C 6A$3C$1C6?5:,08C "##!# # # # Executive Managing Director 2024 Concrete Slab Replacement -5 - Royal Oak Township Project No.57642 10/18/2023 Contractor Payments: $250,000 Total Estimated Project Cost:$250,000 COMMUNITY COUNTY BOARD TOTAL 7,532 7,532 7,531 22,595 3,817 3,817 3,816 11,450 3,817 3,817 3,816 11,450 3,817 3,817 3,816 11,450 3,817 3,817 3,816 11,450 181,605 181,605 $22,800 $22,800 $204,400 $250,000 Contribution TOTAL SHARES COST PARTICIPATION BREAKDOWN ESTIMATED PROJECT COST EXHIBIT A T R I - P A R T Y P R O G R A M 2024 Concrete Slab Replacement Various Sub-Local Roads Royal Oak Township FY 2027 Tri-Party Program Board Project No. 57642 Concrete curb / slab removal and replacement on various sub-local roads . FY 2023 Tri-Party Program FY 2024 Tri-Party Program FY 2025 Tri-Party Program FY 2026 Tri-Party Program