Number 21T H E. C I, T Y - ° F DEPT: Engineering /Public Works
AGENDA REQUEST FORM COPPELL
DATE: September 9, 2003
ITEM #: 8/E
ITEM CAPTION:
Consider approval of an interlocal agreement with Dallas County to repair and overlay Bethel Road from Denton
Tap Road to the Tarrant County Line with Dallas County furnishing labor and equipment necessary to perform the
work; and the City of Coppell furnishing materials at a cost not to exceed $126,684.80 as budgeted in the IMF; and
authorizing the Mayor to sign.
GOAL(S)
'14Y
APPROVED BY
CITY COUNCIL
ON ABOVE DATE
Motion to Approve
M - Tunnell
S - Suhy
Vote - 6 -0
York absent
ENECUTIVE SUMMARY:
Approval of this agreement will allow the resurfacing of Bethel Road from Denton Tap Road to the Tarrant
County Line.
Staff recommends approval of the interlocal agreement with Dallas County and will be available to answer any
,luestions at the Council meeting.
FINANCIAL COMMENTS: Funds for this contract are available in the Infrastructure Maintenance Fund.
DIR. REVIEW:
Agenda Request Form - Revised 09/02
Digitally
signed by Jlm
Will
DN cn=Jlm
-) Wnt, o =cty of
l Coppell. c =US
Date
2003 09 04
FIN. REVIEW: ` =14 CM REVIEW: s 165226
aem o 0500
Document Name: #DallasCoAgmt -IAR
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council
From: Kenneth M. Griffin, P.E., Director of Engineering /Public Works
Date: July 22, 2003
RE: Consider approval of an interlocal agreement with Dallas County to repair
and overlay Bethel Road from Denton Tap Road to the Tarrant County
Line with Dallas County furnishing labor and equipment necessary to
perform the work; and the City of Coppell furnishing materials at a cost
not to exceed $126,684.80 as budgeted in the IMF; and authorizing the
Mayor to sign.
For the past several years, the asphalt paving on Bethel Road from Denton Tap Rd. to the west
city limits has experienced subgrade and asphalt failure. City staff has attempted to repair the
failed sections in an expedient manner. However, the scope of some of the failures is
exceeding our ability to repair. In particular, the edges of the roadway are starting to fail,
especially west of Royal Lane heading toward the City of Grapevine. It is my opinion that the
rapid deterioration of the asphalt roadway in this area is partly contributed to the increased
truck traffic associated with the development over the last few years along Royal Lane and
Freeport Parkway.
We were recently contacted by Dallas County inquiring as to whether or not we had any
asphalt projects they could assist us in paving. Based on the classification of the roadway,
Dallas County contributes up to 50% of the cost to repair a roadway. At this same time,
Glenn Hollowell, Asst. Public Works Director and I had been discussing the approach to
repairing sections of Bethel Road to make it safer in the interim between today and the time
that it is rebuilt. For the City crews to attempt to repair the roadways, equipment would need
to be rented and manpower allocated to the project. Also, the entire cost of materials,
equipment and employees would be borne by the City of Coppell.
Approval of the interlocal agreement basically would mean that the City of Coppell would be
paying for the hard cost of materials and Dallas County would be providing all labor and
equipment to construct the improvements. The attached exhibit shows the limits of the
reconstruction of Bethel Road proposed by Dallas County
It is estimated that the work will take approximately 29 days to complete. Dallas County
typically works four -day workweeks; therefore, while 29 working days would be required, it
would take approximately 7 weeks to complete the work. This is barring any bad weather
days.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
This section of Bethel Road is part of our Capital Improvement Program approved in 1999 and
is scheduled to be reconstructed in the future. The current schedule for the reconstruction of
Bethel Road, from Freeport Pkwy west to the west city limits, is April 2004. Bethel Road,
from Denton Tap Rd. to Freeport Pkwy, is scheduled to begin construction in June 2005.
Even though the section of Bethel Road, from Freeport Pkwy to the west city limits, is
scheduled to begin in approximately one year, it still needs attention at this time to provide for
a safer roadway. Also, any number of issues could delay the start of the construction on
Bethel Road, such as; interaction with the airport to obtain the necessary easements to widen
the roadway, right -of -way acquisition from adjacent properties and utility relocations.
Therefore, staff recommends approval of the interlocal agreement between Dallas County and
the City of Coppell to provide for an asphalt overlay on Bethel Road from Denton Tap to our
west city limit line.
Staff will be available to answer any questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
:01 I-IL.
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ORDER NO.
COURT ORDER
2.003 1,966
DATE: OCT 212003
STATE OF TEXAS &
COUNTY OF DALLAS &
BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County,
Texas, held on the 21st day of October , 2003, on motion
made by John Wiley Price CORmissioner Of District No. 3 and seconded by
IIi.ke Cantrell COnmissioner of District No. 2 the following order was
adopted:
WHEREAS, the City of Coppell has requested that the Commissioner of District No. 4
participate in improvements to Bethel Road from Denton Tap to Tarrant County
Line, as further described by Exhibit "A "; and
WHEREAS, the estimated cost for the total project is $250,243.14; and
WHEREAS, the City of Coppell prior to the commencement of construction place
$126,684.80 on deposit with Dallas County to fund 50W of the Type B roadwork;
and
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
WHEREAS, said road being Type `B" according to the Dallas County Road and Bridge Policy
as adopted in Court Order No. 84 -659 and Order Nos. 90 -1964 and 94 -1148,
establishing and updating the County Road List, is eligible for County
cooperation.
IT IS THEREFORE ORDERED, ADJUDGED AND DECREED by the Dallas County Commissioners Court that
the County Judge is hereby authorized and directed to execute the attached City /County
Agreement and the Commissioner of District No. 4 is authorized to cooperate with the City
of Coppell in the aforementioned work requisitioning materials as needed.
DONE IN OPEN COURT, this the 21St day of October 2003
KelihAr, County Judge
41 , WN
Conforms to
Commissioners Court Policy
Mike Cantrell, District 2
Donald R. Holzwarth, P.E.
Director of Public Works
STATE OF TEXAS §
COUNTY OF DALLAS §
INTERLOCAL AGREEMENT
BETWEEN DALLAS COUNTY AND CITY/TOWN OF COPPELL
FOR BETHEL ROAD
FROM DENTON TAP ROAD TO TARRANT COUNTY LINE
WHEREAS, the City/Town of Coppell, Texas, hereinafter called "City ", and the County of Dallas, Texas,
hereinafter called "County ", desire to enter into an interlocal agreement for the purpose of H.M.A.C. Overlay, as
further described by exhibit "A "; and,
WHEREAS, Chapter 791 of the Texas Government Code, as amended, provides authorization for local
governments to enter into interlocal contracts;
NOW THEREFORE, THIS AGREEMENT is hereby made and entered into by City and County for the
mutual consideration stated herein:
WITNESSETH
L
City has requested and County agrees to (purpose) H.M.A.0 Overlay to /on Bethel Road, beginning at
Denton Tap and ending at Tarrant County Line, hereinafter called the "Project ", as further described in Exhibit "A"
attached hereto and incorporated herein for all purposes. The Project is classified as a County Type "B" road
project.
II.
County agrees to furnish materials, labor and equipment necessary and to perform the Project construction
at a cost not to exceed $250,243.14, hereinafter called the "Not to Exceed Amount ".
III.
City agrees to pay to County the slim of $126,684.80 as City's portion of the cost of the Project. Such amount
will be paid to County prior to the commencement of construction. City agrees to accomplish the following items,
if required by the project, in a timely manner to insure that such items will not delay the County construction
schedule; (1) inform the public of the proposed reconstruction of the Project; (2) locate all manholes, water valves,
and other utilities within the Project; and (3) make or cause to be made all utility relocations or adjustments
necessary for the Project at no cost to County.
IV.
In the event that the cost of the Project shall exceed the Not to Exceed Amount, City and County agree to
either reduce the scope of construction or seek additional funding to complete the Project. At the termination of
Road & Bridge District ILA
the Project, County will do a final cost accounting of the Project. In the event that the amount paid by City exceeds
the actual cost, the difference will be remitted to City. In the event that additional funds are due, County will bill
Ciiy who agrees to pay such funds within thirty (30) days of receipt of such billing.
V.
The term of this Agreement shall be from the date of the last signature approving the Agreement until the
completion of the Project and final payment as provided herein.
VI.
The City agrees that County shall have the right to enter upon the Project area for the time period necessary
for the completion of the Project. City agrees to furnish such police personnel as requested by County for traffic
control or other public safety matters at no cost to County.
VII.
The County agrees to be responsible for any liability or damages the County may suffer as a result
of claims, demands, costs or judgments, including all reasonable attorneys fees, against the County, including
workers' compensation claims, arising out of the performance of the construction 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.
VIII.
The City agrees to be responsible for any liability or damages the City may suffer as a result of claims,
demands, costs or judgments, including reasonable attorneys fees, against the City, including workers
compensation claims, arising out of the performance of the construction 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 corporations(s) occurring during the performance of the Agreement and caused by the sole
negligence of the City, its agents, officers and /or employees.
IX.
City and County agree that any 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 the comparative responsibility laws of the State of Texas.
X.
City and County agree that County's obligation to perform the Project construction is contingent upon the
receipt of City's payment of $126,684.80 and no construction on the Project will commence prior to the receipt by
County of such payment.
Road & Bridge District ILA
XI.
This Agreement shall be expressly subject to the sovereign immunity of County and the governmental
immunity of City, Title 5 of the Texas Civil Practice and Remedies Code, as amended, and all applicable federal
nd state law. This Agreement shall be governed by and constructed in accordance with the laws and case decisions
of the State of Texas. Exclusive venue for any legal action regarding this Agreement filed by either City or County
shall be in Dallas County, Texas.
The Town /City of Coppell, State of Texas, has executed the Agreement ursuant to d y authorized City
Council n�se, }erg--- ---- -- Minutes Dated the day of 2003.
The County of Dallas, State of Texas, has executed this Agreement pursuant to Commissioners Court Order
Number 2003 -1966 and passed on the 21st day of October 2003.
CITY OF COPPELL:
RI
ATTEST
CITY SECRE RY \
Road & Bridge District ILA
COUNTY OF DALLAS:
"� "NIrrl
`6420"�Alll / WZMI-
APPROVED AS TO FORM:
BY: ' ut k,6 b%
Janet Ferguson
Advisory Chief of Civil Section
Dallas County District Attorney's Office
CONSTRUCTION ESTIMATE
WIDTH
SY
DON KENNEDY
DALLAS COUNTY DISTRICT 4
10841.6
ROAD AND BRIDGE SUPERINTENDENT
24
KENNETH A. MAYFIELD COMMISSIONER
3432
24
STREET NAME
FROM
TO
BETHAL ROAD
DENTON TAP
COPPEL ROAD
EXHIBT " A "
FOR
BETHEL RD.
BETHAL ROAD
FREEPORT PKWY ROYAL LN.
BETHAL ROAD
ROYAL LN,
CITY OF
COPPEL
ESCROW AMOUNT
$126,684.80
DATE
08/21/2003
TYPE
B
LIMITS
DENTON TAP
COUNTY LINE
EST.MAT'LS
$126,684.80
EST. E.L.A.
$123,558.34
EST. W.W.D.
29
PROJECT EST.
$250,243.14
DESIGN EQU.
0
LENGTH /LF.
WIDTH /LF.
S.Y.
I.D. NUMBER
MILES
COST PER MILE
12883.2
24
34355.2
23011
2.44
$102,558.66
MATERIALS EST.
LBS. /SY.
QUANTITY
UNITS
UNIT COST
SUB. TOTAL
TRAFFIC CONTROL
1
34355.2
SY
$0.10
$3,435.52
ASPHALT (TACK)
0.1
3435.52
GAL
$1.00
$3,435.52
H.M.A.C. TY. D
235
4036.736
TON
$29.00
$117,065.34
STRIPING
1
34355.2
SY
$0.08
$2,748.42
EQUIPMENT EST.
HOURS
HR. DAY
COST PER HR.
NO.WWD
$126,684.80
EST. COST
2668
92
$21.00
29
$56,028.00
LABOR EST.
HOURS
HR. DAY
COST PER HR.
NO.WWD
EST. COST
3161
109
$19.00
29
$60,059.00
ADMINISTRATION
LABOR COST
% OF LABOR
60059
0.1244
$7,471.34
TOTAL ESTMATE
$250,243.14
PREPARED BY
WIDTH
SY
DON KENNEDY
24
10841.6
ROAD AND BRIDGE SUPERINTENDENT
24
DISTRICT 4
3432
24
STREET NAME
FROM
TO
BETHAL ROAD
DENTON TAP
COPPEL ROAD
BETHAL ROAD
COPPEL ROAD
FREEPORT PKWY.
BETHAL ROAD
FREEPORT PKWY ROYAL LN.
BETHAL ROAD
ROYAL LN,
TARRANT CO. LINE
LENGTH
WIDTH
SY
4065.6
24
10841.6
1214.4
24
3238.4
3432
24
9152
4171.2
24
11123.2
12883.2
24
34355.2
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