WA9402-CS080919
THE.CITY.OF
corrELL
wA '14-~O2-
. September 19, 2008
James C. Cline, Jr., P.E.
Director of Public Works
City of Irving
333 Valley View Lane
Irving, Texas 75061
RE: Dallas Water Supply Line #3
Dear Mr. Cline:
Thank you for providing the City of Coppell with information on our financial requirements in
regard to Dallas Supply Line #3. The City of Coppell has been seeking resolution of this matter
since September 1997. I have included copies of two letters written to Bob Chapman, Public
Works Deputy Director dated September 8, 1997 and May 6, 1999 requesting that he provide us
information concerning our financial commitment.
One thing that is missing from your letter is the monies that the City of Coppell previously paid
toward the project. On May 7, 1996, Mr. Chapman sent a letter requesting that the city pay
$230,580 for our commitment to the construction of Dallas Water Supply Line #3, Section 3B. On
July 5, 1996 the City of Coppell issued check #057213 to the City of Irving in the amount of
$230,580.00. A copy of that check and the request from Mr. Chapman is enclosed.
On March 5, 1997, Mr. Chapman sent another request for $243,873.71 for the city's commitment to
Dallas Water Supply Line #3, Section 3A. On March 21, 1997 the City of Coppell issued check
#062040 to the City of Irving in the amount of $243,581.40 for our share of Dallas Water Supply
Line #3, Section 3A. It was after those payments were made that I began requesting from Mr.
Chapman additional information regarding the City's commitment.
In total, the City of Coppell has paid $474,161.40 of the portion of our commitment for the
construction of Dallas Water Supply Line #3. That total amount is comprised of construction
costs, testing costs and right-of-way costs as per the letters from Mr. Chapman in 1996 and 1997.
In your letter dated August 12,2008 (which I believe was actually sent September 12, 2008), you
itemize all the components of the Dallas Water Supply Line #3 with the City's commitment to
each. Using your same approach, I offer the following:
Section 3 A-I, approximately 2,230 feet of 60-inch diameter pipe
Total construction cost =$1,155,776.20
City ofCoppell commitment of21.98% = $254,039.61
City of Coppell payment on March 21, 1997 = $243,581.40 [check #062040]
City ofCoppell balance to be paid = $10,458.21
255 PARKWAY * P.O.BOX 9478 * COPPELL TX 75019 * TEL 972/462 0022 * FAX 972/304 3673
Section 3 A-2, approximately 1,180 feet of 60-inch diameter pipe
Total construction cost = $389,793.00
City ofCoppell commitment of21.98% = $85,676.50
City of Coppell payment = $0
City of Coppell balance to be paid = $85,676.50
Section 3 B, approximately 2,245 feet of 60-inch diameter pipe
Total construction cost = $1,018,295.40 I
City of Coppell commitment of 21.98% = $223,821.33
City ofCoppell payment on July 5,1996 = $230,580.00 [check # 057213] *
(*note - right-of-way was included in this payment as opposed to
your last section concerning right-of-way acquisition costs)
City ofCoppell balance to be paid = <$6,758.67>
Elm Fork Meter Vault
Total construction cost = $1,280,000.00
City of Coppell commitment of 21.98% = $281,344.00
City of Coppell payment = $0
City ofCoppell balance to be paid = $281,344.00
SCACA System Requirements for Elm Fork Meter Vault
Total Cost for 2 RTU's = $78,488.38
City ofCoppell commitment 21.98% = $17,251.75
City of Coppell payment = $0
City ofCoppell balance to be paid = $17,251.75
After-Construction Maintenance Expense
Section 5 of Article 1 of the Contract
City of Coppell commitment of 21.98% = $192,307.50
City of Coppell payment = $0
City of Coppell balance to be paid = $192,307.50
Right-of- Way Acquisition Costs
Amount paid = $117,580.00
City ofCoppell commitment = $25841.76
City of Coppell payment = $0
City ofCoppell balance to be paid = $25,841.76
SUMMARY:
Section 3 A-I $10,458.21
Section 3 A-2 $85,676.50
Section 3 B <$6,758.67>
Elm Fork Meter Vault $281,344.00
SCADA System $17,251.75
After-construction Maintenance $192,307.50
ROW Acquisition $25,841.76
TOTAL $606,121.05
Please verify the above information and re-submit an invoice to the City of Coppell fo~ the
correct amount. Also, the City of Irving's Finance Department has directed this invoice in error
to Amanda VanHoosier of our Parks Department, who is the Community Programs Coordinator.
All invoices on this matter should be addressed to:
Kenneth M. Griffin, P.E.
Director of Engineering / Public Works
PO Box 9478
Coppell Texas 75019
If you should have any questions, or need any additional information or clarification, please feel
free to contact me at your convenience.
Si~:Y'4-
Kenneth M. Griffin, P .E.
Director of Engineering/Public Works
Office: 972-304-3686
Fax: 972-304-7041
kgri ffin(ci.~ci .coppel I. tx. us
cc: Chad Beach, Assistant Finance Director
Enclosures
-
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@ /c::J The City With A Beautiful Future
fL-/ P.O. BOX 478
@ /2JCOPPELL. TEXAS 75019
CD
P.O. Box 478
Coppell. Texas 75019
972-462-0022
May 6, 1999
Bob Chapman, Deputy Public Works Director
City of Irving
825 W. Irving Blvd.
Irving, Texas 75060
Re: Irving (Dallas) Water Line / City of Coppell Project # W A 94-02
Dear Mr. Chapman:
This letter is written as a follow-up my September 8, 1997 letter in which I requested estimated
construction costs for future sections of the referenced water line of which the City of Coppell
will be participating by virtue of the October 6, 1994 contract between Irving, Lewisville and
Coppell. As you are aware Coppell's share is 20/91 or 21.98%. I currently have $1,365,699.47
encumbered for the City's participation in this project. As indicated in my September 8lh letter,
there is confusion whether the City should have set aside $878,000 or $1,663,000. This is based
on our participation in the first two phases, our maintenance responsibility and our design cost
participation. By my estimation I have enctimbered approximately $600,000 in excess of what
could ~e needed for the City's comminnent for the construction of the water line as described in
the contract. The potential excess of $600,000 of encumbered funds is preventing me from
constructing some needed improvements in the City of Coppell's water system.
To better manage my funds, provide for an improved water system to the citizens of Coppell and
to insure that I have adequate funds available to satisfy the City's commitments for participation
in the referenced water line, I am respectfully requesting estimated costs of the incomplete water
line portions of which the City would be obligated to participate in via the 1994 contract. I am
also requesting that information be provided as to the City's financial commitment for the design
. of the water line. The contract itself states the City's commitment for the maintenance is
$192,307.50.
Any assistance that can be provided in expeditiously providing this information to the City so that
I can continue working on other water needs would be appreciated. If you should need any
additional information please feel free to contact this office at your convenience.
s~:,erelY~'
/^~ .
Kenneth . ri n, P.E.
Director of ngineering and Public Works
Enclosure: Sept. 8, 1997 letter
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-
-
The City With A Beautiful Future
~
P.O. Box 478
Cappell, Texas 75019
214-462-0022
September 8, 1997
Bob Chapman, Deputy Public Works Director
City of Irving
825 W. Irving Blvd.
Irving, Texas 75060
Re: Irving (Dallas) Water Line / Project W A 94-02
Dear Mr. Chapman:
This letter is written as a follow-up to a conversation several months ago concerning the
estimated construction cost of the future sections of the referenced water line. My concerns
are about the design costs and the future construction costs. The October 6, 1994 contract
between the City's of Irving, Coppell and Lewisville specify in Article 1, paragraph 2 that
the City's of CoppeD and Lewisville will pay their pro rata share of the cost of construction,
operation and maintenance, including engineering and right-of-way acquisition costs. The
City of Coppell's share was 20/91 or 21.98%. In Article 1, Section 5 it states that CoppeD's
share for the maintenance will be $192,307.50. The City of CoppeD has not paid that
amount because the water line has not been constructed.
The problem that I am currently having is that I have several accounts of money set aside
or encumbered for this project. I am trying to reduce the amount of encumbrances for
the project or inSure that I have adequate funds set aside for the future construction.
Currently, in my line items I have $140,000 set aside for the design of the project and
$1,225,699.47 encumbered for future construction. My records show expenditures to date
of $474,300.53. It is anticipated that the $192,307.50 will be paid out of the encumbered
amount for the construction.
In reviewing past information from your consultant, Shimek, Jacobs and Finklea, the frrst
estimate I found was a letter dated December 6, 1991 that shows CoppeD's share for
obtaining 20 MGD at $878,000. The next memo concerning costs is dated April 2, 1992.
That memo revises the costs and states that if Coppell takes 10 MGD at Sandy Lake and
10 MGD at Belt Line Road then CoppeD's estimated costs would be $1,198,000. That same
memo states that if CoppeD elects to take 10 MGD at Sandy Lake and 10 MGD at
Hackberry, then our estimated costs would be $1,663,000. The fmal contract between
Irving, Coppell and Lewisville dated October 6, 1994 establishes CoppeD's participation at
-
20/91 but only for the section from the Elm Fork water treatment plant to the Sandy Lake
Road crossing. The crossing is at our current rate of flow control facility. There is no cost
to Coppell or Lewisville for the construction of the water line from the rate of flow
controller on Sandy Lake to the Hackberry Pump Station. The prior cost estimates from
Shimek, Jacobs and Finklea had assumed that Coppell would be taking at least 10 MGD
at either the intersection of Belt Line and MacArthur or 10 MGD at the Hackberry Pump
Station. However, the contract as rmally structured allows Coppell to take 20 MGD at the
current Sandy Lake Road rate of flow controller. Therefore, there could be a substantial
cost savings to CoppeD in the construction of the line. It appears as though the money set
aside by CoppeD initially was to insure the ability to take 10 MGD at Sandy Lake Road and
10 MGD at Hackberry. This is the $1,663,000 referenced in the April 2, 1992 letter.
To better manage my ability to construct projects and/or to insure that I have adequate
funds for currently proposed projects, an updated cost estimate for CoppeD's share of the
Irving/Dallas water line W A 94-01 will be greatly appreciated.
If you should need any additional information please feel free to contact this office at your
convenience.
Sincerely,
\1
Kenneth M. Griffm, P.E.
Director of Engineering and Public Works
.Iij'
Citv~
oflrving
March 5, 1997
Mr. Ken Griffin
Asst. City Manager / City Engineer
City of Coppell
P.O. Box 478
Coppell, TIC 75019
03-10-97 A10:08 IN
Department of Public Works
Division of Engineering
Dear Mr. Griffin
On February 14, 1997 bids were received on Dallas Water Supply Line No.3, Sec. 3A,
Ph. 1. The lowest and best bid was received from Bar Constructors, Inc. in the amount of
$1,092,532.00. The Engineers Estimate was $1,160,000.00.
Also, Dallas Water Supply Line No.3, Sec. 3B has been completed. I have previously
submitted the fmal accounting of this project. Attached is a worksheet summarizing that
there is a $374.64 credit due to the City of Coppell as a result of more funds being
budgeted than actually spent.
As a result. of the above, and in accordance with the Agreement between the cities of
Irving, Coppell, and Lewisville, the City of Coppell is obligated to pay 20/91 of the cost
of Dallas Water Supply Line No.3, Sec. 3A, Ph. I. A summary of this billing is as
follows: 6 f
1~ ~ \~c.o~e:-ec,+. ~ 3'11 -;
.1,092,532.00 (Construction Contract 3A, Ph. I) ~~OIJ'c.e b e c{C)J~cO CN+ 100 '10
17,468.00 (Budget for Testing Costs) Prtt~Q Con~c.f-'e- 4'-4~
(374.64) (Credit for Sec. 3B) ~ ~tJ-.h...(1. ~ W''''' 1 ~ pl.u.O
1,109,625.36 x 20/91 = $243,873.71 ~;(r ~o leU. f\..e. ~19- ~ ~b.4
~~~ be~ \v\u,gt'~-c:t
Please let me know if any additional information is needed. Y")lir attention to this matter
would be appreciated. '20 ICl'..
Sincerely,
g,4d~-
Bob Chapman
Deputy Public Works Director
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File (Dallas Water Supply No.3, Coppell / Lewisville Accounting)
%Juring PubJU ~lfare Thru Engineen'ng Excellence"
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P.O. Box 152288 · 75015-2288 ?tf..'l '7 (I
825 W. Irving Blvd. · Irving, Texas 75060 · (972) 721-2611 · Fax (972) 721-2592 Rw'c1cd Paocr
Worksheet - Final Payment of Dallas Water Supply Line No.3, Sec. 38
$1,020,000.00 = Amount Budgeted (Award & Inspection)
-1.018.295.40 = Actual Amount (Contract & Inspection*)
$1,704.60 = Budget Under-Run (Credit)
*Note: All inspection fees were charged to Dallas Water Supply Line No.3, Sec.
2A and 2C. Irving therefore paid for all inspection on this project.
$1,704.60 x 20/91 = $374.64 (Amount of Credit for Coppell)
1,704.60 x 6/91 = $112.39 (Amount of Credit for Lewisville)
'Y OF COPPELL GENERAL FUND
'DICE DATE INVOICE AMOUNT DISCOUNT AMOUNT PAID ACCOUNT
NUMBER REMARKS
./21/9"7 94.,,02/2 4:3, 581. 40 4:.:;, 5131 . .l"+ .:"> D(-\U:/~S l,.,IATER LINE PROJEC
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TOT AL AMOUNT ON
CHECK IS LAST FIGURE
IN COLUMN ABOVE
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VENDOR NO.
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P:O. Box 478 . . COPPeIl..,..X.. 75019
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CHECK DATE
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THE SUM oIt****243581
DOLLARS AND
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TO THE
ORDER OF ,;
,CITY OF IRVINQ
'P.O. BOX 152288
IRVING
NON.NEGOTlABLE
TX 75060
OVERTON BANK & TRUST
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Cit
oPlrving
O?-13-96P03:24 RCVD
DEPARTMENT OF PUBLIC WORKS
DIVISION OF ENGINEERING
May 7, 1996
Mr. Ken Griffin, P. E.
Asst. City Manager/City Engineer
City of Coppell
P. O. Box 478
Coppell, Texas 75019
Dear Mr. Griffin: .
As discussed previously, bids for Dallas Water Supply Line No.3 - Section 3B were
received on February 9, 1996 and this project was awarded on February 22, 1996 to 1. C.
Evans Construction Co., the low bidder, in the amount of $1,000,153.00. Additional
funds in the amount of $19,847.00 were budgeted for Testing bringing the total budgeted
I
amount to $1,020,000.00.
Also, costs have been incurred by the City of Irving during easement acquisition for the
section of this supply line between the Elm Fork Treatment Plant and the Sandy Lake
Road Crossing. Attached is a memo from Mr. Doug Janeway, Sr. Right-of-Way Agent,
detailing these costs. In summary, there have been $11,177.00 in actual costs to date, and
an estimated amount of $17,960 to: obtain two parcels in which eminent domain has been
authorized by our City Council. For the purposes of budgeting, the estimated amount of
$17,960 represents the appraised values of these properties. Actual costs may deviate
substantially. The total of estimated costs plus actual easement acquisition costs, at this
point, is $29,137.00.
In accordance with the Dallas V/ater Supply Line No. 3 contract between the cities of
Irving, Coppell, and Lewisville, the City of Coppell is obligated to pay for their share
(20/91) of the before-mentioned items. We, therefore, request that the amount of
$230,580.00 be forwarded to the C~ty ofIrving at this time, calculated as follows:
$1,000,153.00
19,847.00
11,177.00 .
17.960.00
(Construction Contract 3B)
(Estimated Testing Costs)
(Actual Easement Acquisition Costs to Date)
(Estimated Easement Acquisition Costs for Remaining Parcels)
$1,049,137.00 x 20/91 P A,j ~ ~~.s
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"Assun'ng ,Puhlic Welfare Thru Enginemng Excellmce"
P.O.: Box 152288 . 75015-2288
825 West IrvinlZ Blvd. . IrvinlZ. Texas 75060 . (214) 721-2611
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. .
. Dallas Water Supply Line No.3
May 7, 1996
Page 2
Regarding Engineering Design expenses, the City of Irving has, of course, incurred
expenses over the past several years. This effort began before the contract between
Irving, Coppell and Lewisville was fully envisioned. There is, therefore, no separate
accounting of costs eligible for reimbursement versus non-eligible costs. Wr are in the
process of summarizing these costs and developing a fair method of pro-rating expenses.
Any thoughts you have would be appreciated.
We apologize for not keeping you bet1ter infonned of the progress of this project. We will
do so in the future. Please let me k~ow if there is any additional infonnation needed to
justify or document these expenses. .'
Sincerely,
Lf'~ d~~~J
Bob Chapman, P .E.
Deputy Public Works Director
cm
Attachment
pc: Douglass Bales, Assistant City Manager
lack Angel, Public Works Director
Jim Siddall, Water Utilities Operation Manager
David M..Mullins, Engineering Manager
File
CITY OF IRVING
OFFICE MEMO
TO: Bob Chapman, Deputy Public Works Director
FROM: Doug Janeway, Sr. RiJht-of-Way Agent iS1
DATE: May 6,1996
SUBJECT: Right-of-Way Costs - Dallas Water Supply Line No.3 - Dallas Elm Fork
Plant to Coppell Meter Station
Title Work....................................$
Appraisals ....... ........... ....... ............$
Purchase - Tabor Easement....'.......$
Purchase - Tierra Easement....~......$
Total............................. ................$
510
3,300
5,000
2.367
11,177
Estimated cost of properties to be acquired through eminent domain:
San,dy Lake (RR & S) ...................$
Heirs of Willie D. Skiles................$
Appraisal Testing.......................... $
Commissioners' Fees ....................$
$
Total Expected Cash Cost
cm
pc: File
City Offer
Askine
$ 40,000+
$ 15,862
5,346
5,614
2,500
4.500
17,960
$ 29,137
Y OF COPPElL GENERAL t-UNU
INVOICE
NUMBER
OICE DAn
AMOUNT
DISCOUNT
; AMOUNT PAID
ACCOUNT
REMARKS
. VENDOR NO. CHECK NO. U
TOT AL AMOUNT ON
CHECK IS LAST FIGURE 875 57213
IN COLUMN ABOVE
,....
057213 CHECK 57213
NUMBER
The City With A Beautiful Future.
P. O. Box 47B Coppell. Texas 75019
214 . 462 . 0022
GENERAL FUND
CHECK DATE
7 :05 :96
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VOID AFTER 90 DAYS
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THE SUM O*F ****230580
DOLLARS AND
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CENTS
TO THE
ORDER OF
CITY OF IRVING
P.O. BOX 152288
IRVING
NON-NEGOTIABLE
TX 75060
,
OVERTON BANK & TRUST
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27-AUG-2008 18:02:08
City of Irving
BILLING INVOICE
PAGE 1
TFRBILL
CITY OF COPPELL
ATTN: AMANDA VANHOOZIER
COMMUNITY PROGRAMS COORDINATOR
POBOX 9478
COPPELLi TX 75019
@00018212'
DUE: 29-SEP-2008
INVOICE ITEM DATE
/' .
DESCRIPTION
CHARGES
CREDITS
--------------------------------------------------------------------------------
'if'_~1"{.~i~~
1Ift/tf."d ,,, :#.~ ~ /~'," ~~
- CURRENT CHARGES/CREDTTS'.~
V0003024 27-AUG-08 WATER MISCELrfANEOUS REVENUE'"'\.
* TOTAL.IIYNVOICE:' AL~NCE *'
.tr. '''.'/ '"..,.;;jI'
'r__..fl~r< _ - Jl'4
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i~~"1 _ _ ",::~<j'7;1~::jJ . ---~ j
Share of the Dallas Supply Line,'ip . .""f'or'~Sectipns 3 A-I, A-2,
'-;'"r,-"'",-;+,/,,:'f'. :1~:df;,- t, _..
3B and the Elm Fork Meter Vaul'f;;fper1the agreement between the
~, ~ ""\o"'.':'l'X -.. ~~" .
City of Irving, City ofCoppell and".the.r!'City of Lewisville.
City of Irving' s Cound~H:Resolution #10;:"06-94-486
--------------------------------3-~~i~i;--~f;~t---------------------____________
PLEASE SUBMIT YOUR PAYMENT TO THE "CITY OF IRVING,
P. O. BOX 152288, IRVING,,~ TEXASy75015-2288, .,.._",
ATTENTION: ACCOUNTS RECE~VA~LE'~ 1~~..I' ~
***** ,~ ...,. .~ Jl. 1_ ~
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TO ENSURE .PROPER APPLICATION OF YOUR PAYMENT, PLEASE INCLUDE
THE "@" NUMBER, LISTED ON THIS INVOICE,
IN THE MEMO SECTION OF YOUR CHECK. PLEASE DO NOT SEND CASH.
1,080,204.86
1,080,204.86
/
*****
IF YOU HAVE ANY BILLING QUESTIONS, PLEASE CALL 972-721-2401.
IRVING, TEXAS--THE CITY OF CHOICE.. . NOW AND IN THE FUTURE
7671
Fax #
Date
To
CoJDepl.
Phone #
Fax #q'"l'2- ;2..
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