Local Road Funding With the Genesee County Road Commission By Fred Peivandi, P.E. And Ken Johnson, P.E. Local Road Funding Procedures to be presented: - Project Request and Cost Estimate process - Interagency Agreement for Cost Participation - Engineering, Design and Advertisement - Bid Letting, Award, Project Construction and - Invoicing to the Township Local Road Project Cost Estimate Development 1. The Township submits request for a cost estimate. 2. The Road Commission prepares cost estimate and sends it to the Township (Example on next screen). 3. Usually engineering and inspection is paid for the by Road Commission. This shows a typical cost estimate that is submitted to the Township. 4. The Township Supervisor signs the estimate, indicates if C.D. Funds are being used, and returns it to the Road Commission. 5. In order to assure construction during the current calendar year, signed estimates must be returned by the adopted deadlines. Those adopted deadlines for FY 2009 are: Reconstruction involving ditching, grading and limestone or bituminous surfacing is February 2, 2009. Chip Seal and Bituminous Resurfacing is March 2, Interagency Agreement Process 1. The Road Commission prepares a local road agreement for cost sharing (see next screen) and sends 2 copies of the agreement to the Township. The next example shows a typical local road agreement with a Township. On the 2nd page of the agreement you will see the cost sharing agreement with the Township. The Township is responsible for securing any C.D. Funds that may be available for the project. The Township share of the cost includes any C.D. Funds that may be available. For example: If $100,000 of C.D. Funds are available for this particular project, then the remaining $60,000 of Township share has to come out of its general funds. 2. After the Township Board approves the agreement, the Supervisor and Clerk sign the agreement and return it to the Road Commission with a resolution of support or copy of the Board minutes. 3. After the Board of County Road Commissioners approves and signs the agreement, one copy of the agreement is sent back to the Township, the other copy is kept in the project file. 4. Then GCRC will prepare an Authorization for Work on the local road system so that a job number Design Process 1. The Road Commission proceeds with preparing engineering plans for the project. 2. The Road Commission prepares the bid proposal, advertises the project for bids, and receives bids for the project. Additional requirements for C.D. Funded projects are as follows: The cover sheet of the proposal will show that the project is C.D. Funded. The WBE/MBE/HBE Outreach form this is included in the proposal has to be filled out by the contractor prior to submittal of the bid. Provision for compliance with the Federal labor laws are also added to the proposal. CD Funds need to be released before Road Commission advertisement The GCRC must also contact 3 minority contractors to encourage them to put in bids. These contacts are recorded on the local unit of Award and Construction 1. The Road Commission determines the lowest bidder and awards the contract for the project and signs a contract with the contractor. 2. The Contractor determines the final cost by lowest bid submitted. The Road Commission estimate does not determine the final cost. 3. Prior to awarding the contract, and after the low bidder is determined, a pre-construction meeting will be held to discuss any utility conflicts and also contractor’s obligation to follow the established guidelines for the Federally funded projects. These guidelines are handed Once the contract is awarded to the contractor… 4. The Road Commission sends an “Initial Invoice” to the Township for 50% of the Township’s share of the project cost. 5. The contractor starts construction of the project. During construction, a representative from C.D. office will make periodic visits to the job site to assure compliance with the Federal labor laws. 6. After construction is substantially completed, the Road Commission sends a “Completion Invoice” to the Township for additional 40% of the Township’s share of the project cost. 7. After the final cost is determined with the contractor, and the project is finalized, the Road Commission sends a “Final Invoice” to the Township for the remaining balance of the Township’s share of the project cost. Local Road Funding Summary - Project Request and Cost Estimate process - Interagency Agreement for Cost Participation - Engineering, Design and Advertisement - Bid Letting, Award, Project Construction and - Invoicing to the Township - QUESTIONS ??