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Home My WebLink AboutResolutions - 2024.05.22 - 41196 AGENDA ITEM: Fiscal Year 2024 Appropriation with the City of Lathrup Village for Tri-Party Road Improvement Program – Project No. 56921 DEPARTMENT: Board of Commissioners MEETING: Board of Commissioners DATE: Friday, June 7, 2024 8:55 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2024-4112 Motion to approve Project No. 56921 submitted by the City of Lathrup Village and authorize the transfer of Tri-Party Road Improvement Program funds in the amount of $146,240 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, Linnie Taylor 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. Project Description: resurfacing of Southfield Road from 11 Mile Road to 12 Mile Road 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 - 5/22/2024 AGENDA DEADLINE: 06/07/2024 6:00 PM ATTACHMENTS 1. 56921_Schedule A-Budget Amendment 2. 56921_Tri-Party_LathrupVillage COMMITTEE TRACKING 2024-05-15 Economic Development & Infrastructure - Recommend to Board 2024-05-22 Full Board - Adopted Motioned by: Commissioner Penny Luebs Seconded by: Commissioner Robert Hoffman Yes: David Woodward, Michael Spisz, Penny Luebs, Kristen Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman, Ann Erickson Gault, Linnie Taylor (16) No: None (0) Abstain: None (0) Absent: Karen Joliat, Michael Gingell (2) Passed Oakland County, Michigan Board of Commissioners - Fiscal Year 2024 Appropriation with the City of Lathrup Village for Tri-Party Road Improvement Program – Project No. 56921 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 $146,240.00 $-$- E General Fund Non-Department FND10100 CCN9090101 PRG196030 SC740135 740000 Road Commission Tri-Party (146,240.00)-- Total Expenditures $-$-$- Quality Life through Good Roads “We Care” Inter–Departmental Memorandum Programming Division DATE:April 16, 2024 TO:Samuel Fitzer, P.E., Director of Engineering FROM:Thomas G. Noechel, Manager, Project Development SUBJECT:PROJECT NO. 56921, SOUTHFIELD ROAD 11 MILE ROAD TO 12 MILE ROAD LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CITY OF LATHRUP VILLAGE Attached for your review and submission to the Board for their approval is the local cost participation agreement with the City of Lathrup Village for the resurfacing of Southfield Road from 11 Mile Road to 12 Mile Road. Construction on this project is expected to begin in 2024. The estimated total cost is $4,986,486 and will be partially funded with Surface Transportation Program funds in the amount of $3,956,949. The remaining $1,029,537 will be funded using the Tri-Party Program and contributions from the City of Lathrup Village and the Board. Our total estimated share is $584,962 and is in the FY24 budget. The project is in the districts of County Commissioners Yoland Smith Charles and Linnie Taylor. 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: 2024.04.17 11:48:01-04'00' 13A COST PARTICIPATION AGREEMENT CONSTRUCTION Southfield Road 11 Mile Road to 12 Mile Road City of Lathrup Village Board Project No. 56921 This Agreement, made and entered into this _____ day of _________________, 2024, 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 Lathrup Village, hereinafter referred to as LATHRUP, provides as follows: WHEREAS, the BOARD and LATHRUP, in cooperation with the Michigan Department of Transportation, hereinafter referred to as MDOT, have programmed the resurfacing of Southfield Road from 11 Mile Road to 12 Mile 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 LATHRUP, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $4,986,486; and WHEARAS, the BOARD has entered into an agreement with MDOT in Contract No. 24- 5018 under the Surface Transportation Program funds in the amount of $3,956,949; and WHEARAS, the BOARD, as the requesting party therein, will be the party 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, LATHRUP’S share of said LOCAL SHARE involves certain designated and approved Tri-Party Program funding in the amount of $438,721, which amount shall be paid through equal contributions by the BOARD, LATHRUP, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and 26th April Southfield Road - 2 - City of Lathrup Village Project No.56921 4/1/2024 WHEREAS, all 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 LATHRUP and the BOARD that: 1. LATHRUP 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 LOCAL SHARE is $1,029,537 and shall be allocated in the following order: a. LATHRUP shall contribute a total of $152,095 toward the non-participating LOCAL SHARE of the project. b. LATHRUP shall contribute one-half of the remaining LOCAL SHARE and has elected to use Tri-Party Program funds in the amount of $438,721. c. The BOARD shall contribute one-half of the remaining LOCAL SHARE in the amount of $438,721. d. Any LOCAL SHARE costs above $1,029,537 will be funded by the BOARD. Southfield Road - 3 - City of Lathrup Village Project No.56921 4/1/2024 4. Upon execution of this agreement, the BOARD shall submit an invoice to LATHRUP in the amount of $298,335 (being 100% of LATHRUP’S non-Tri-Party contribution and 100% of LATHRUP’S Tri-Party contribution). 5. Upon execution of this agreement, the BOARD shall submit an invoice to the COUNTY in the amount of $146,240 (being 100% of the COUNTY’S Tri-Party contribution). a. The invoice shall be sent to: Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. Upon receipt of said invoice(s), LATHRUP and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. Southfield Road - 4 - City of Lathrup Village Project No.56921 4/1/2024 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first written above. BOARD OF ROAD COMMISSIONERS OF THE COUNTY OF OAKLAND A Public Body Corporate By_________________________________________ Its_________________________________________ CITY OF LATHRUP VILLAGE By_________________________________________ Its_________________________________________City Administrator ___________________________ Executive Managing Director Southfield Road - 5 - City of Lathrup Village Project No.56921 4/1/2024 Contractor Payments: 4,986,486$ Less Federal Surface Transportation Funds: (3,956,949)$ Total Estimated Local Share:1,029,537$ COMMUNITY COUNTY BOARD TOTAL $146,240 $146,240 $146,241 $438,721 $152,095 $0 $438,721 $590,816 $298,335 $146,240 $584,962 $1,029,537 Resurfacing of Southfield Road from 11 Mile Road to 12 Mile Road. EXHIBIT A T R I - P A R T Y P R O G R A M Southfield Road 11 Mile Road to 12 Mile Road City of Lathrup Villa ge Board Project No. 56921 Contribution TOTAL LOCAL SHARES COST PARTICIPATION BREAKDOWN ESTIMATED PROJECT COST TRI-PARTY PROGRAM