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ST9304-CN 890214 'S~JBMI~SION DEADLINE:, 5:00~---m. Monday · ~ R~v~: 'Mffective 1/20/88 - 8 Days Preceding C,~ Council Meeting AGENDA REQUEST FORM FOR CITY COUNCIL MEETING: February 14, 1989 I. REF/FILE NUMBER II. ITEM CAPTION : Discussion & consideration of entering into ~n. Interlocal Contract With Dallas County ar~l ~ g,p?]~m~n~] City/County Aqreement'~wi~.h Dallas County for t~e cQ~struction of paving, storm drainaqe and bridqe improvement on Beltline Road from McArthur Blvd. to the 1985 Coppell East city limi~, ~nd authorizing the Mayor to sign. III. ACTION RECOMMENDED : Staff recommends approval. IV. REP. IN ATTENDANCE A: STAFF- B: OTHER - Frank Trando, Deputy City Manager/ Finance Director Russell Doyle, City Engineer Wavn~ Ginn V. NOTIFICATION TO VI. METHOD OF CONTACT : DATE : FINANCIAL REVIEW : 1. BUDGETED ITEM : YES 2. BUDGET AMOUNT : -0- 3. ESTIMATED AMOUNT FOR THIS ITEM 4. AMOUNT OVER OR ~ BUDGET 5. LOW BIDDER RECOMMENDED SOURCE OF FUNDING CO'S OR BONDS FUNDS (Series or year authorized) OPERATING BUDGET (Account Number) : OTHER X NO : $202,960.00 : $202,~0.00 : YES NO : ~treet CIP Bond : AGENDA REQUEST FORM DM EMO I APPROVED BY CITY MANAGER : ITEM NUMBER ~ February 2, 1989 Memorandum To: Via: From: Subject: Mayor & Counci 1 Alan Ratliff, City Manager Frank Trando, Deputy City Manager/Finance Director Interlocal Contract and Supplemental Agreement with Dallas County for Beltline Road Improvement Project This agenda item is intended to cover two agreements, both of which are with Dallas County. The Interlocal Contract is a house cleaning item which apparently fell through the cracks. This agreement states that Dallas County as well as the City of Coppell enter into this agreement to expend bond funds that were duly elected by Dallas County in 1985. The second agreement is a supplemental to the Interlocal Contract. This agreement is for Beltine Road improvements from McArthur Boulevard East to 1985 Coppell East city limits. As indicated in J.W.~ Bryan's letter of January 13, 1989 (see attached), if the City chooses to have a six lane divided urban thoroughfare the City's share would be $202,960.00. For a four lane divided urban thoroughfare, the City's share of the cost would be $84,098.00. Staff believes that it would be in the best interest of the citizens of Coppell to have the six lane thoroughfare.constructed. At this time, all of the street CIP funds have been budgeted for other projects, but, Mr. Ginn has advised us that savings on the street lights on Beltline North/South and Denton Tap projects are estimated to be $200,000.00 (see Mrs. Ginn's letter). The remaining $2,960.00 can be funded from the Street C.I.P. surplus fund which is estimated to be $12,989.00. Section V of the agreement states that the county will bill the City on a monthly basis. Mr. Bryan has advised me that it would be at least ninety days after the contract has been awarded before the City would receive it's first bill. It is important you are cognizant of the fact that if the project comes in under budget we would get a percentage of that savings also. They have a line item on their breakdown sheet that is labeled Construction Contingency in the amount of $51,000.00. The county customarily allows a 3% contingency fund on any project. If these funds are not used, they will be available to be used on other projects within the corporate city limits of Coppell. If you have any questions please don't hesitate to contact me. AGENDAREQ.007 DALLAS COUNTY PUBLIC WORKS January 13, 1989 City Engineer City ~ Coppell P.O./dBox 478 Co, sell, Texas 75019 RE: Belt Line Road Project 490-403 (MacArthur Boulevard to 1985 Coppell East City Limits) Dear Mr. Doyle: Enclosed are two copies of the Supplemental City/County Agreement for the referenced project. The Agreement provides for the City to furnish funds in the amount of $202,960.00 for the project. The amount is for the costs associated with the increased scope of' the project (4-lane divided to 6-lane divided urban thoroughfare) and those items requiring 100 percent funding by the City, i.e., street light conduits, striping and such. A detailed breakdown is attached for your use and information. If the Agreement is acceptable, please submit to the City Council for action. Please return both copies of the Agreement after City Council approval and execution by the appropriate City Official. Please provide copies of the Council Resolution when returning the Agreement. The Contract Documents for the project provide a 90 day award period, therefore the Contract will be awarded on Monday, March 6, 1989. We must have your executed copies of the Agreement and Council Resolution in hand by Monday, February 20, 1989, to meet the award date. Your efforts in meeting this schedule is appreciated. Should you have any questions~ please contact me or Mr. Bud Beene of this Department. ~..~Sincere~. J. W. Bryan, P.E. Director of Public Works Enclosures 411 Elm Street Dallas, Texas 75202 653-7151 BELT LINE ROAD PROJECT 490-403 (MacArthur Boulevard to 1985 Coppell East City Limits) Funds Authorized Bond Sale Administration cost Bond Program Administration Cost Transferred to Denton Tap Design Cost ~ Right~of-Way Cost CMT Services Construction Contingencies Funds Available $4,250,000 1,232 44,452 2,600,000 6,200 40,000 9,780 51,000 $1,497,336 Net 6-lane Cost Net 4-lane Cost Cost to add two lanes $1,688,884 1,570,022 118,862 Construction Eligible for County Funding County Funds Available SHORTFALL $1,570,022 1,497,336 $ 72,686 Coppell's Cost Shortfall Add two lanes Reimburseables $ 72,686 118,862 11,412 202,960 GINN, INC. CONSULTING ENGINEERS February 3, 1989 Mr. Frank Trando City of Coppell P.O. Bo:: 478 Coppell, Texas76019 Re: Belt Line East/West Funding Dear Mr. Trando: We have reviewed the funding requirements ~for the Belt Line (Denton Tap/I 635) and the Denton Tap projects in order to determine how much of those funds could be transferred to pay Dallas County for the Belt Line East/West project. It is estimated that approximately $75,000 will be saved on the Belt Line (Denton Tap/I 635) project due to changing the street light standards. Approximately $100,000 will be saved on the Denton Tap projects for the same reasons. Therefore, only $25,000 from the Denton Tap contingencies will be required in order to obtain a total of $200,000 for funding of Belt Line East/West with Dallas County. We have no objections to transferring the $200,000. If you have any questions, please contact Sincerely, H. Wayne Ginn, P.E. cc: John Karlsruher, P.E. Kevin Peiffer, P.E. Randy Fleming File 17103 Preston Road · Suite 100 · LB 118 · Dallas, Texas 75248 · Phone 214/248-4900 The City With A Beautiful Future February 15, 1989 Bud Beene, Project Manager Dallas County Public Works 161 Commerce Dallas~ TX 75207 P.O. Box 478 ~S Coppell, Texas 75019 2~4 - 462 - 0022 Dear Mr. Beene: Enclosed are ~vo (2) original copies of the Interlocal Contract and Supplemental City/County Agreement with Dallas County for the Beltltne Road Improvement Project which was passed and approved by the City Council o£ the City of Coppell at their regular scheduled meeting of February li~ 1989. Upon execution by the County of Dallas please return an original copy for our records to City Secretary Dorothy Timmons. Should you have any questions, please let me know. Sincerely, Linda Grau Assistant City Secretary Alan Do Ratliff, City Manager Frank Trando, Deputy City Hanager/Finance Director Russell Doyle, City Engineer ~nCo BB/LG/121589 1088M 5'~ATE OF TEXAS COUNTY OF DALLAS SUPPLEMENTAL CITY/COUNTY AGREEMENT WHEREAS, "City", "County", paving, the City of Coppell, Texas, hereinafter called and the County of Dallas, Texas, hereinafter called want to enter into an agreement for the construction of storm drainage and bridge improvements in connection with the Belt Line Road Project 490-403 from MacArthur Boulevard to the 1985 Coppell East City Limits in District 1 of the County of Dallas, Texas; and WHEREAS, pursuant to Proposition II of the 1985 Dallas County Thoroughfare Bond Program the County has funding to design and construct 4-lane divided urban thoroughfare with 6-lane bridge along Belt Line Road from Denton Tap Road to the 1985 Coppell East City Limits; and WHEREAS, the City has requested the scope of the project be revised to design and construct a 6-lane divided urban thoroughfare with 6-lane bridge from MacArthur Boulevard to the 1985 Coppell East City Limits, hereinafter called "Work"; and WHEREAS, the Interlocal Cooperation Act, Article 4413 (32c) Annotated Vernon's Civil Statutes provides authorization for any local government to contract with one or more local governments to perform governmental functions and services under the terms of the ACT; NOW into by City herein: TMEREFORE, THIS AGREEMENT, is hereby made and entered and County and for the mutual consideration stated County acceptable to contract for Belt Line Road Project 490-403 Boulevard to the 1985 Coppell East City Limits. County pursuant to W I TN E S SETH: I. hereby agrees, based upon competitive bid prices, the City and County, to award a single construction f rom MacArthur II. hereby agrees to provide funding for the Work Proposition II of the 1985 Dallas County Thoroughfare and to provide the construction contrac6 in accordance with the plans and specifications for Bond Program administration Belt Line Road Project 490-403. III. City hereby agrees to provide funding for construction costs in excess of that funded by County pursuant to the 1985 Dallas County Thoroughfare Bond Program for Belt Line Road Project 490-403. The City's share based on the lowest and best bid received on December 8, 1988 is $202,960.00. IV. City hereby agrees to establish in an escrow account, funding necessary to supplement County funding for a construction contract prior to award of same contract by County. V. County hereby agrees to bill City for City's share of the Work based on the monthly estimate-of-construction payment during construction phase. City hereby agrees, when accordance with the plans VI. the Work is substantially completed in and specifications, to accept the project and the maintenance thereof. VII. County hereby agrees to immediately advise City of any and all design changes which may occur during construction VIII. City and/or for hereby agrees to be responsible for design changes increases in quantities of construction requested by the City and to provide for additional funding necessary thereby. Executed this the ,t~-~ day of f~J , 1989, by the City of Coppell, pursuant to Cit? Council Resolution ~.~/~ X ~/, and by the County of Dallas· pursuant to Commissioners' Court the day of CITY OF COPPELL Order No. , on this · 1989. COUNTY OF DALLAS APPROVED AS TO FORM: BY: Lee F. Jackson, County Judge C'~y Attorney ' 'I~v. 7/3/86 I NTF. RLOCAL CONTRACT WHEREAS, on April 6, 1985, the voters of Dallas County voted approval of the Election Order for the 1985 Dallas County Capital Improvement Program which includes the authorization for local government participation with the State Department of Highways and Public Transportation (Proposition 1) and participation in the im- provement of Bridges and Major Thoroughfares (Proposition 2) which lie within the corporate limits of the City of Coppell , or properties owned by the City; and WHEREAS, in accordance with said Election Order, it is the desire of the CitY of Co~pell , Texas, here- inafter referred to as "City," and the Dallas County Commissioners Court, hereinafter referred to as "County," to enter into an agree- ment regarding participation in the improvement of said City's major thoroughfare system as a part of countywide road system, pur- suant to Article 4413 (32c) VACS, Interlocal Cooperation and AGO No. H-1018 (1977); and WHEREAS, said Election Order includes authorization for the issuance of bonds fOr the purpose of the construction of State De- partment of Highways and Public Transportation (SDHPT) projects and major thoroughfares and bridges throughout Dallas County in- cluding the following: Proposition 2 Project No. 403 - Belt Line Road (Denton Tap Road to Coppell City Limits) and Denton Tap Road (Belt Line Road to County Line) NOW, THEREFORE, in consideration of the mutual covenants, agreements and promises herein contained, County and City do here- by agree as follows: PROPOSITION 1 STATE HIGHWAYS AND FEDERAL AID URBAN SYSTEMS THOROUGHFARES County agrees as follows: A. To provide the local government share of costs of right of way acquisition associated with the development of State Highway projects by the State Department of High- ways and Public Transportation (SDHPT) to the extent of funding authorized by the 1985 Election Order; to provide for the acquisition of right of way on State Highway projects if and when specifically requested by the SDHPT and approved by the Commissioners Court; and to provide for the local share of construction costs required by the SDHPT on all State Highway projects to the extent authorized by the Election Order, except for new side- walks, traffic control items, street lighting or other items specifically requested and not paid for by the State, which will be reimbursed to the SDHPT and/or the County by the City. B. To provide for the cost of the acquisition of any addi- tional right of way and the local share of construction costs associated with the Federal-Aid to Urban Systems (FAUS) projects authorized by the SDHPT and the City; provided, however, that such cost shall not exceed the II. funding authorized by the 1985 Election Order. Any new sidewalks and other items specifically required by the City and not paid for by the SDHPT will be reimbursed by the City to the County. ~ ~ To execute the necessary agreements concerning the State Highway and FAUS projects with the SDHPT as authorized by the Dallas County Commissioners Court and the Election Order. City agrees as follows: A. To execute the necessary agreements with the SDHPT and to make'a detailed review of and approve the proposed right of way alignment and construction drawings for all State Highway and FAUS projects within the City as de- veloped by the SDHPT. B. To acquire rights of way required for the proposed State Highway and FAUS construction projects through voluntary dedication and/or the subdivision platting process to the maximum extent possible and to ensure through the building permitting process that setback requirements are imposed to limit encroachment upon the required rights ~ of way. City hereby grants the County authority to enter into eminent domain proceedings within the City limits on the specific right of way alignment as approved by the City and County. C. To require all utilities located within or using the present public right of way on all designated FAUS proj- ects within City's municipal limits to adjust and/or relocate said utilities as required by the proposed widening or improvement of the designated FAUS project. City shall require the adjustment and/or relocation of utilities to be accomplished and finalized as expedi- tiously as possible after approval of final plans but in no event later than 12 months after receiving notifica- tion in writing from County that acquisition of additional right of way for the designated project has been completed. In cases where a franchised utility has a private right of way easement for its utility and it is necessary to make adjustments by reason of the widening or improvement of the designated FAUS project, the County will, after submission of satisfactory right of way documentation and cost estimates acceptable to the County by the utility company, bear the actual costs for the relocation and/or adjustment of said utility. SFnere new storm drainage facilities are in conflict with City owned water and sanitary sewer systems, and the storm sewer design cannot be modified, the County will, after submission of an ac- ceptable schedule of work and cost estimate by the City, bear the actual costs of the necessary adjustment of City water and sewer utilities. Except as provided here- in, all costs for adjustment and/or relocation of utili- ties in the public right of way shall be the responsi- bility of the utility owner or of the City. In the event that the utilities are not adjusted or relocated within 12 months after the County's written notification is received, City will initiate legal action to compel the adjustment or relocation of the utilities by the utility owner or, if necessary to prevent delays in the commence- ment or prosecution of construction on the project, City will itself adjust and rel0~ said utilities. To provide for continuing surveillance and control of rights of way to prevent the construction, placement, storage or encroachment of any signs, personal property or other appurtenances in the rights of way and, when requested by the County or SDHPT, to take such action as appropriate to cause any and all encroachments on the rights of way to be removed prior to starting construc- tion of the designated projects. City will provide for the continuing maintenance of all existing rights of way, such as mowing, drainage, trash removal, etc., during the period between acquisition and construction. To resume responsibility for maintenance of each desig- nated FAUS project within City's municipal limits upon completion and acceptance of construction by the SDHPT, regulate traffic and prevent encroachment on the right of way, all in accordance with government policies and regulations of the SDHPT. III. PROPOSITION 2 BRIDGES AND MAJOR THOROUGHFARES County agrees as follows: A. To provide preliminary engineering plans which will de- fine the location, scope of work and specific right of 5 way alignment for each project for approval by the City, prior to proceeding with the final design and right of way acquisition. B. To provide for the construction of improvements for thoroughfares, bridges, storm drainage systems and asso- ciated improvements to driveways and sidewalks based upon design criteria conforming to City ordinances and standards. Where City standards do not exist, County standards shall be utilized. Deviations from City stan- dards and/or design criteria shall require prior approval of the City. The County will not be required to bear the costs of any additional lanes of traffic, new d~iveways, sidewalks, traffic control or street lighting. C. To submit final engineering plans for review and approval by the City prior to advertising for construction or award of a construction contract. D. To provide for the acquisition of the necessary additional right of way, on designated projects, in accordance with minimum standard requirements and utilizing existing pub- lic right of way to the maximum extent possible. E. To coordinate with the City with regard to utility ad- justments in public rights of way and traffic control during the construction; provided, however, that the City shall be the responsible jurisdiction for requiring the relocation and adjustment of utilities and jointly responsible with the County for traffic control during construction. IV. F. To require all contractors to secure all necessary per- mits required by the City on said construction projects. G. To furnish "as built" reproducible drawings of construc- tion plans for the permanent records of the City. City agrees as follows: A. To authorize the County to construct thoroughfares upon the right of way alignment as approved by the City for each project, in accordance with the scope agreed upon by City and County, within funding authorized by the Election Order. B. To establish in writing prior to commencement of project design such requirements as may be desired by the City for those additional facilities affecting traffic con- trol devices, additional lanes, traffic street lighting, new utilities, new sidewalks and other systems associated with the project. When these features are requested by the City for inclusion as part of the design and/or con- struction contract, the costs therefor shall be borne -by the City. City shall execute the necessary separate agreements outlining funding participation on designated projects. C. To acquire rights of way required for the proposed con- struction of thoroughfares, bridges, storm drainage sys- tems and associated improvements through the voluntary dedication and/or the subdivision platting process to the maximum extent possible and to ensure through the building permitting process that setback requirements 7 are imposed to limit encroachment upon the required rights of way. City hereby grants the County authority to enter into eminent domain proceedings within the City limits on the specific right of way alignment as approved by the City and County. To require all utilities located within or using the pre- sent public right of way on all designated projects with- in its municipal limits to adjust and/or relocate said utilities as required by the proposed widening or improve- ment of the designated project. City shall require the adjustment and/or relocation of utilities to be accom- plished and finalized as expeditiously as possible after approval of final plans but in no event in excess of 12 months of receiving notification in writing from County that acquisition of additional right of way for the desig- nated project nas been completed. In cases where a fran- chised utility has a private right of way easement for its utility and it is necessary to make adjustments by reason of the widening or improvement of the designated project, the County will, after submission of satisfact6ry right of way documentation and cost estimates acceptable to the County by the utility company, bear the actual costs for the relocation and/or adjustment of said utility. Where new storm drainage facilities are in conflict with City owned water and sanitary sewer systems, and the storm sewer design cannot be modified, the County will, after submission of an acceptable schedule of work and cost estimate by the City, bear the actual costs of the necessary adjustment of City water and sewer utilities. Except as provided herein, all costs for adjustment and/or relocation of utilities in the public right of way shall be the responsibilities of the utility owner or the City. In the event that the utilities are not adjusted or re- located within twelve months after the County's written notification is received, City will initiate legal action to compel the adjustment or relocation of the utilities by the utility owner or, if necessary to prevent delays in the commencement or prosecution of construction on the project, will itself adjust and relocate said utilities. E. Provide for continuing surveillance and control of rights of way to prevent the construction, placement, storage or encroachment of any signs, personal property or other a~purtenances on the rights of way and, when requested ._ by the County, take such action as appropriate to cause any and all encroachments on the rights of way to be re- moved prior to starting construction of the designated projects. City will provide for the continuing mainte- nance of all existing rights of way, such as mowing, drainage, trash removal, etc., during the period between acquisition and construction. F. To make a detailed review of and approve the proposed right of way alignment and construction drawings for all designated thoroughfares within a reasonable time period. G. To resume responsibility for the maintenance of bridges, thoroughfares and associated construction within City's 9 municipal limits upon final inspection and acceptance of the construction by the County and City. FOR THE COUNTY OF DALLAS Date FOR THE CITY COPPELL Date ATTEST: ATTEST: 10