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SS9402C-AG 951114 AGENDA REQUEST FORM ~_.~ The City With ,% Beautiful Future CITY COUNCIL MEETING: November 14, 1995 ITEM CAPTION: ITEM Discussion and consideration of approving an agreement with Dallas County to reconstruct west Bethel Road and authorizing the Mayor to sign. sUBMITTED BY: APPROVED BY Kenneth M. Griffin, P.E. TITLE: Assistant City Manager/City Engineer INITIALS STAFF COMMENTS: See attached memo. STAFF RECOMMENDATION EXPLANATION: Approval~ Staff will be available to answer questions at the Council meeting. Denial BUDGET AMT.$ AMT. EST.$ +/- BUD:$ FINANCIAL COMMENTS: Funds are available for this project in the 1992 Water/Sewer CI? Account. FINANCIAL REVIEW~ CITY MANAGER REVIEW: Agenda Request Form - Revised 1/94 Document Name eng.01 To: From: RE: Date: MEMORANDUM Mayor and City Council Kenneth M. Griffin, P.E., Assistant City Manager/City Engineer ~ Discussion and consideration of approving an agreement with Dallas County to reconstruct west Bethel Road and authorizing the Mayor to sign. November 6, 1995 For sometime now the City has been working with Dallas County to rebuild Bethel Road from Grapevine Creek to Royal Lane in conjunction with the installation of a sewer line currently proposed along the same limits. The basics of the agreement is for Dallas County to remove the south half of the asphalt and partial subgrade on Bethel Road before construction begins. After the County has performed that work, the contractor will install the sewer line. After the sewer line is installed, the County will remix the material that was removed and replace it and provide a two inch asphalt overlay over the entire roadway. This allows the City to have an almost "like new" roadway section at a minimum of cost. The estimated cost for this project is approximately $149,223.88. Because of the classification of the roadway by Dallas County, the City is only responsible for fifty percent of that cost, i.e. $74,611.94. This is less expensive than bid item #35 on the Bethel Road Sewer Line by Pate Brothers, which is $90,904.02. This will result in an overall savings to the City of $16,292.08. Not only is there a savings to the City, but the work performed by the County gives us an entire roadway surfacing as opposed to patching the areas that are disturbed during the installation of the sewer line. When this was previously presented to Council in Work Session on October 10, 1995, staff was instructed to notify the adjacent residents because of the need to close off a portion of the roadway to allow the construction of a sewer line. Fifty notices were sent out to the property owners adjacent to Bethel Road and the property owners on the various side streets along Bethel Road. The public meeting was held on October 26th and four people attended (see attached sign up sheet). As can be seen, there were representatives from the Art Annex, Postal Facility and Minyards. None of the residents that live adjacent to the roadway attended the meeting, even though they were notified. The City was very forthright in the meeting that there could be substantial inconvenience to the adjacent properties and the motoring public. However, it was noted that every attempt would be made to minimize those inconveniences. To make this project work properly for the sequencing of the installation of the sewer line, the south half of Bethel Road will need to be closed in stages as we install the sewer line. The initial stage will be from Grapevine Creek to South Coppell Road; then from South Coppell Road to Freeport; and from Freeport Pkwy. to Royal Lane. Because the south half of the roadway will be closed, the City will maintain west bound traffic at all times. The contractor is estimating that Bethel Road will be completed within approximately 180 calendar days. However, because of the time of the year that the project will begin, it is safe to assume that for approximately six to seven months from the beginning of the project the road will be reduced to only one lane. It should be noted that because of the staging of the project, the entire roadway from Grapevine Creek to Royal Lane will not be reduced to one lane for the entire six months. As the project progresses, the County will be following behind the contractor to repair portions of the roadway, thereby opening up sections of the roadway to two-way traffic. In essence, as we move to the middle section between both Coppell Road and Freeport Pkwy., the City would have opened the section from Coppell Road to Grapevine Creek to two way traffic. By the same token, as we proceed to the third section, we would have opened the entire roadway from Grapevine Creek to Freeport Pkwy. to two way traffic. There will be an inconvenience to the traveling public and to the adjacent businesses during the duration of the project. The City will make every attempt to work with the adjacent businesses to insure that the public is well notified of how to access their properties in an efficient manner. You should note that on this same Council Agenda there is an item requesting a variance to the Sign Ordinance to allow the individual businesses to place signs in City right-of-way during the duration of the project. Obviously, because the City will be inconveniencing the businesses we support the variance to allow the owners to construct off premise signs during the course of construction. The overall benefit of being able to close down one-half of the roadway in stages and having the County overlay the entire roadway at completion should outweigh the inconveniences to the businesses and the traffic and the temporary variance to the Sign Ordinance. Therefore, staff recommends the approval of the City/County Agreement in the amount of $74,611.94 and authorizing the Mayor to sign. Staff will be available to answer questions at the Council meeting. BETHF~L ROAD SANITARY SEWER PROJECT SS 94-02 PUBLIC MEETING OCTOBER 26, 1995 7:00 P.M. NAME ADDRESS TELEPHONE # DATE JAN - Z 1996 STATE OF TEXAS CO[JN/' IDITOR COUNTY OF DALLAS BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County, Texas, held on the 2nd day of January on motion made by Kenneth A. Mayfield, C~issioner of District No. 4 seconded by Jim JaCkson, C~-~.issioner of District No. ! following order was adopted: , 1996, , and , the WHEREAS, the City of Coppell has requested the Commissioner of District No. 1 to re. construct~e~Bethel Road from Grapevine Creek Bridge to 200' west of the Royal Lane intersection as detailed in Attachment "A"; and · WHEREAS, WHEREAS, the.estimated total cost of this project is $149,223.88; and the City of Coppell has placed $74,611.94 in Escrow Fund 120- .884-913-7 for 50% of the estimated cost of'labor, materials and equipment on the Type B street per the attached City/County Agreement; and WHEREAS, WHEREAS, the City of Coppell has executed the attached City/County Agreement authorizing said work in accordance with Chapter 791 of the Texas Government Code; and said roads being Type "B" according to the Dallas County Road and Bridge Policy as adopted in Court Order No'. 84-659 and Order Nos. 87-2137 and 89-416, 94-1148 establishing and updating the County Road List, are eligible for County participation. IT IS THEREFORE ORDERED, ADJUDGED AND DECREED by the Dallas County Co~issioners Court that the Commissioner of~ District No. 1 is hereby authorized to cooperate with the ·City of Coppell in the aforementioned work requisitioning materials as needed, and the County Judge is hereby authorized and directed to execute the attached City/County Agreement. '.ee ~'.~son, County Judge Tin[ ~ackso~,~'Di~rict 1 Mike Cantrell, / don, w"~e~ r~ District 3 ~th /~.' j' / ~6nforms to ~ / /Commissioners ~~/// Court Policy District 2 Allen Bud Beene, P.E. Director of Bublic Works' STATE OF TEXAS X X COUNTY OF DALLAS X CITY/COUNTY AGREEMENT WHEREAS, the City of Coppell, Texas, hereinafter called "City", and the County of Dallas, Texas, hereinafter called "County", desire to enter into an agreement whereby the County will reconstruct Bethel Road from Grapevine Creek Bridge to 200' west of the Royal Lane intersection for a total estimated cost of $149,223.88. This will include milling to a depth ranging from 8"- 1', approximately 20,360 square yards of existing asphalt and base material at $1.25 a square yard and resurfacing with 2" hot mix asphaltic concrete per Attachment "A". The reconstruction is necessary because of the installation of a newly placed sanitary sewer line. WHEREAS, Chapter 791 of the Texas Government Code, as amended, provides authorization for local governments to enter into interlocal contracts; NOW, THEREFORE, THIS MEMORANDUM OF AGREEMENT is hereby made and entered into by the City and the County upon and for the mutual consideration stated herein; WITNESSETH; COUNTY RESPONSIBILITY Seek bids, administer contract and place cement treated base to state standard specifications (Item 274) or as authorized by the City engineer. Administer HMAC contract. Salvage existing road materials, not to exceed a depth of 1' and transport to CTB contractor. Prepare subgrade to state specifications and establish line grades as directed by the city engineer. Remove and dispose of all road construction materials such as dirt and excess CTB. II. CITY RESPONSIBILITY Inform public of the work that will be done. Seek contract for installation of sanitary sewer line and administer said contract. Coordinate work between sanitary sewer line contractor and county. Locate all manholes, water valves and other utilities prior to the time work will begin by the County. City to make grade adjustments on utilities if needed. Responsible for traffic control, lights, barricades and signs for the project. III. In the event the construction costs exceed the estimated cost, City and County may agree to reduce the scope of the work or seek additional funding to complete the project. Such agreement shall be in writing and authorized in a manner as provided by law. IV. The County shall at all times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of federal, state and municipal safety laws. The safety precautions actually taken and their adequacy shall be the sole responsibility of the County. It is agreed that the work will not start until this agreement has been fully executed by the City and County. VI. The County agrees to be responsible for any liability or damages the County may suffer as a result of claims, demands, costs or judgments against the County, including workers' compensation claims, arising out of the performance of the work and services under this agreement, or arising from any accident, injury or damage, whatsoever, to any person or persons, or to the property of any person(s) or corporation(s) occurring during the performance of this agreement and caused by the sole negligence of the County, its agents, officers and/or employees. The City agrees to be responsible for any liability or damages the City may suffer as a result of claims, demands, costs or judgments against the City, including workers' compensation claims, arising out of the performance of the work and services under this agreement, or arising from any accident, injury or damage, whatsoever, to any person or persons, or to the property of any person(s) or corporation(s) occurring during the performance of this agreement and caused by the sole negligence of the City, its agents, officers and/oh employees, City and County agree that any such liability or damages as stated above occurring during the performance of this agreement caused by the joint or comparative negligence of their employees, agents and officers shall be determined in accordance with comparative responsibility laws of this state. VII. The City of Coppell, Texas, has executed this Agreement pursuant to duly authorized C/ty/Council R~u+~n , Minutes ,Dated /,~/~/g~' . Th~-~%~%~ of Dallas has executed this Agreement pur~ua~{ to Commissioners Court Order Number 96-034 , on this 2nd day of January , 1996. CITY COPPELL BY :~Cou~ ATTACHMENT "A" CITY OF COPPELL TYPE "B" ROAD Bethel Road 20,360 Sq. Yds. CTB Materials (estimated cost) 2.0" Type "D" HMAC 2240 Tons @ $26.65/Ton Level Up 150 Tons @ $26.65/Ton Ton Mile Haul 27,485 Ton Miles @ $ 0.15/Ton Mile Equipment Labor Administrative Fee (12.44% of Labor) Contract Services (Quality Control) TOTAL $ 36,546.50 59,696.00 3,997.50 4,122.75 22,061.69 18,498.26 2,301.18 2,000.00 $149,223.88 The total estimated cost of this project is $149,223.88. The County's portion is $74,611.94. Of this, $42,861.13 covers the labor and equipment cost. The County will encumber $31,750.81 to cover the remainder of their 50% participation for this project. The City will place $74,611.94 in an escrow account with the County to cover 50% of the estimated cost. Upon completion of the work, any unused escrow funds will be returned to the City after all invoices have been satisfied.