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AI- 3134   12. B. 8.    
BOC Regular
Meeting Date: 01/16/2020  
Approval of Emmett Township Road Improvement Contract
FROM: Jim Dyer, Corporation Counsel, Corporation Counsel
Department: Corporation Counsel  

Information
RESOLUTION:
Resolved the Calhoun County Board of Commissioners does hereby approve the Emmett Township Local Road Maintenance and Improvement Agreement as presented, subject to minor modifications or amendments acceptable to the Administrator Controller and the Corporation Counsel and to further authorize the Administrator/Controller  to sign any amendments to scope of work or the specific work to be performed, so long as said amendments do not increase the total sum budgeted for the work set forth in the Agreement.
RECOMMENDATION:
It is the recommendation of the County Road Department, together with County Administration, that the Agreement be approved as presented.

All of exhibit B is attached. For sake of space, the entire exhibit A and exhibit C will be attached later.
BACKGROUND:
On May 7, 2019, the voters of Emmett Township approved an estimated 3.3987 mill Road
Improvement Project bond authorization, expected to raise $14,320,000.00 to fund the
township's 50% contribution toward a complete repaving of their local roads. The plan is to
phase this project over three years commencing in 2020. The County will fund the remaining
cost of the project through a planned issuance of capital improvement bonds.

The original engineering estimate of the total cost of this project was $24,926,427.08. In order to
commence construction in the spring of 2020, the Calhoun County Road Department sought
bids to cover all three years of the construction project. It was determined to bid all three
phases of the project together, in order to lock in predictable costs and allow for the completion
of the entire project at uniform cost. Taking this step was recommended to assure that funds are
available to complete all three phases of the project without a reduction in quality.

The bids were received in late October and showed Lakeland Asphalt Corporation as the low
bidder. Their bid was actually 13.80% ($3,440,257.60) under the engineer's projected costs, and
$347,613.90 less than the next lowest bidder. On November 21, 2019, the County Commission approved the award of the bid to Lakeland.

County administration has been working with Emmett Township to reach agreement on a contract to complete this project. The draft submitted to you for review and approval has been prepared by Corporation Counsel, and reviewed by the Road Department Managing Director, Engineering Staff and the County Administrator. It is based on the agreement used in the Bedford and Pennfield Township projects, with modifications suited to the financial arrangements for this project and modifications requested by Emmett Township. While we have not received final approval from Emmett Township for this draft of the agreement, staff believes that further changes will be minor and will not modify the essential elements of the agreement.   
ALTERNATIVES:
As suggested by the Commission.
SUMMARY:
County Administration and the Road Department recommend that the Commission approve the Emmett Township Local Road Maintenance and Improvement Agreement as presented, subject to minor modifications or amendments acceptable to the Administrator Controller and the Corporation Counsel and to further authorize the Administrator/Controller to sign any amendments to scope of work or the specific work to be performed, so long as said amendments do not increase the total sum budgeted for the work set forth in the Agreement.

Fiscal Impact
BUDGETARY IMPACT:
The work envisioned by the Agreement is being paid for by issuing bond and the payments on said bond will be covered in part by the Township and in part by the County Road Department.
Attachments
Local Road Maintenance and Improvement Agreement
Exhibit B.1
Exhibit B.2
Exhibit B.3

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