With the Genesee County Road CommissionWith the Genesee County Road Commission

By Fred Peivandi, P.E.By Fred Peivandi, P.E.

AndAnd

Ken Johnson, P.E.Ken Johnson, P.E.

Local Road FundingLocal Road Funding

Local Road Funding ProceduresLocal Road Funding Proceduresto be presented:to be presented:

- - Project Request and Cost Estimate processProject Request and Cost Estimate process

- Interagency Agreement for Cost Participation- Interagency Agreement for Cost Participation

- Engineering, Design and Advertisement- Engineering, Design and Advertisement

- Bid Letting, Award, Project Construction and- Bid Letting, Award, Project Construction and

- Invoicing to the Township- Invoicing to the Township

Local Road Project CostLocal Road Project Cost Estimate Development Estimate Development

1. The Township submits request for a cost estimate.1. The Township submits request for a cost estimate.

22. . The Road Commission prepares cost estimate and The Road Commission prepares cost estimate and sends it to the Township (Example on next screen).sends it to the Township (Example on next screen).

3.3. Usually engineering and inspection is paid for the Usually engineering and inspection is paid for the by Road Commission.by Road Commission.

This shows a typical This shows a typical cost estimate that is cost estimate that is submitted to the submitted to the Township. Township.

Cost Estimate Process ContinuedCost Estimate Process Continued

4.4. The Township Supervisor signs the estimate, The Township Supervisor signs the estimate, indicates if C.D. Funds are being used, and returns indicates if C.D. Funds are being used, and returns it to the Road Commission.it to the Road Commission.

5. In order to assure construction during the current 5. In order to assure construction during the current calendar year, signed estimates must be returned calendar year, signed estimates must be returned by the adopted deadlines.by the adopted deadlines.

Those adopted deadlines for FY 2013Those adopted deadlines for FY 201311 are: are:

Reconstruction involving ditching, grading and limestone or Reconstruction involving ditching, grading and limestone or bituminous surfacing is February 1, 2013.bituminous surfacing is February 1, 2013.

Chip Seal and Bituminous Resurfacing is March 1, 2013.Chip Seal and Bituminous Resurfacing is March 1, 2013. Limestone or gravel resurfacing is April 5, 2013.Limestone or gravel resurfacing is April 5, 2013.

1 – GCRC Letter November 30, 20121 – GCRC Letter November 30, 2012

Interagency Agreement ProcessInteragency Agreement Process

1. The Road Commission prepares a local road 1. The Road Commission prepares a local road agreement for cost sharing (see next screen) agreement for cost sharing (see next screen) and sends 2 copies of the agreement to the and sends 2 copies of the agreement to the Township.Township.

The next example shows a typical local road agreement with a The next example shows a typical local road agreement with a Township. On the 2Township. On the 2ndnd page of the agreement you will see the cost page of the agreement you will see the cost sharing agreement with the Township. The Township is responsible sharing agreement with the Township. The Township is responsible for securing any C.D. Funds that may be available for the project. 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 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 be available. For example: If $100,000 of C.D. Funds are available for this particular project, then the remaining $60,000 of Township for this particular project, then the remaining $60,000 of Township share has to come out of its general funds.share has to come out of its general funds.

Agreement Process ContinuedAgreement Process Continued

2. After the Township Board approves the agreement, 2. After the Township Board approves the agreement, the Supervisor and Clerk sign the agreement and return the Supervisor and Clerk sign the agreement and return it to the Road Commission with a resolution of support or it to the Road Commission with a resolution of support or copy of the Board minutes.copy of the Board minutes.

3. After the Board of County Road Commissioners 3. After the Board of County Road Commissioners approves and signs the agreement, one copy of the approves and signs the agreement, one copy of the agreement is sent back to the Township, the other copy agreement is sent back to the Township, the other copy is kept in the project file.is kept in the project file.

4. Then GCRC will prepare an Authorization for Work on 4. Then GCRC will prepare an Authorization for Work on the local road system so that a job number can be the local road system so that a job number can be assigned to the project.assigned to the project.

Design ProcessDesign Process

1. The Road Commission proceeds with preparing 1. The Road Commission proceeds with preparing engineering plans for the project.engineering plans for the project.

22. . The Road Commission prepares the bid proposal, The Road Commission prepares the bid proposal, advertises the project for bids, and receives bids for the advertises the project for bids, and receives bids for the project.project.

Additional requirements for C.D. Funded projects are as follows: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 cover sheet of the proposal will show that the project is C.D. Funded. The WBE/MBE/HBE Outreach form is included in the proposal has to be The WBE/MBE/HBE Outreach form is included in the proposal has to be

filled out by the contractor prior to submittal of the bid.filled out by the contractor prior to submittal of the bid. Provision for compliance with the Federal labor laws are also added to the Provision for compliance with the Federal labor laws are also added to the

proposal.proposal. CD Funds need to be released before Road Commission advertisement CD Funds need to be released before Road Commission advertisement The GCRC must also contact 3 minority contractors to encourage them to The GCRC must also contact 3 minority contractors to encourage them to

put in bids. These contacts are recorded on the local unit of government put in bids. These contacts are recorded on the local unit of government outreach program form for review by the C.D. office. The list of minority outreach program form for review by the C.D. office. The list of minority contractors are provided by the C.D. office and is included in the proposal.contractors are provided by the C.D. office and is included in the proposal.

Award and ConstructionAward and Construction

1.1. The Road Commission determines the lowest bidder and The Road Commission determines the lowest bidder and awards the contract for the project and signs a contract with the awards the contract for the project and signs a contract with the contractor. contractor.

2.2. The Contractor determines the final cost by lowest bid The Contractor determines the final cost by lowest bid submitted. The Road Commission estimate does not determine submitted. The Road Commission estimate does not determine the final cost.the final cost.

3.3. Prior to awarding the contract, and after the low bidder is Prior to awarding the contract, and after the low bidder is determined, a pre-construction meeting will be held to discuss determined, a pre-construction meeting will be held to discuss any utility conflicts and also contractor’s obligation to follow the any utility conflicts and also contractor’s obligation to follow the established guidelines for the Federally funded projects. These established guidelines for the Federally funded projects. These guidelines are handed out by a representative from the C.D. guidelines are handed out by a representative from the C.D. office.office.

Once the contract is awarded to the Once the contract is awarded to the contractor…contractor…

4. The Road Commission sends an “Initial Invoice” to the 4. The Road Commission sends an “Initial Invoice” to the Township for 50% of the Township’s share of the project Township for 50% of the Township’s share of the project cost.cost.

5. The contractor starts construction of the project.5. The contractor starts construction of the project.

During construction, a representative from C.D. office will make periodic visits During construction, a representative from C.D. office will make periodic visits to the job site to assure compliance with the Federal labor laws.to the job site to assure compliance with the Federal labor laws.

6. After construction is substantially completed, the Road 6. After construction is substantially completed, the Road Commission sends a “Completion Invoice” to the Commission sends a “Completion Invoice” to the Township for additional 40% of the Township’s share of Township for additional 40% of the Township’s share of the project cost.the project cost.

7. After the final cost is determined with the contractor, 7. After the final cost is determined with the contractor, and the project is finalized, the Road Commission sends a and the project is finalized, the Road Commission sends a “Final Invoice” to the Township for the remaining balance “Final Invoice” to the Township for the remaining balance of the Township’s share of the project cost.of the Township’s share of the project cost.

Local Road Funding SummaryLocal Road Funding Summary- Project Request and Cost Estimate process Project Request and Cost Estimate process

- Interagency Agreement for Cost ParticipationInteragency Agreement for Cost Participation

- Engineering, Design and AdvertisementEngineering, Design and Advertisement

- Bid Letting, Award, Project Construction andBid Letting, Award, Project Construction and

- Invoicing to the TownshipInvoicing to the Township

- QUESTIONS ??QUESTIONS ??

Phone (810) 767-4920 orPhone (810) 767-4920 or

kjohnson@gcrc.orgkjohnson@gcrc.org