Number 17H E C I T Y O F AGENDA REQUEST FORM
CO PPELL
X n s a q CITY COUNCIL MEETING: May 8, 2001 ITEM #
ITEM CAPTION:
Consider approval of an interlocal agreement with Dallas County for improvements to State Road from
Sandy Lake Road to Ruby Road and Ruby Road from Coppell Road to State Road in an amount not to
exceed $183,896.00. Using current remaining funds from previous work performed on Bethel Road of
$13,145.67 and using remaining funds from previous work performed on West Sandy Lake Road of
$76,076.16 requires that the difference of $94,674.17 be paid to Dallas County; and authorizing the City
Manager to sign.
SUBMITTED B Michael A. Martin, P
TITLE: ssistant City Engine
STAFF COMMENTS:
See attached memo.
BUDGET AMT. $ AMT. EST. $
FINANCIAL COMMENTS:
The additional funds needed for this contract
Fund Balance.
DIR. INITIALS: FIN. REVIEV
Agenda Request Form - Revised 5/00
APPROVED
BY
CITY COUNCIL
DATE
+\ -BID $
can be allocated from Undesi 'ed
CITY MANAGER REVIEW:
Document Name: #eng3
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council Members
From: Michael A. Martin, P.E., Assistant City Engineeri%j%
Date: May 8, 2001
RE: Consider approval of an interlocal agreement with Dallas County for improvements to
State Road from Sandy Lake Road to Ruby Road and Ruby Road from Coppell Road to
State Road in an amount not to exceed $183,896.00. Using current remaining funds from
previous work performed on Bethel Road of $13,145.67 and using remaining funds from
previous work performed on West Sandy Lake Road of $76,076.16 requires that the
difference of $94,674.17 be paid to Dallas County; and authorizing the City Manager to
sign.
The Engineering Department contacted Mike Sharp, Superintendent District 1 Road and Bridge Division
of Dallas County, about repairing all of the subgrade failures and resurfacing State Road (from Sandy
Lake Road to Ruby Road) and Ruby Road (from Coppell Road to State Road). Mr. Sharp prepared an
estimate indicating that the project would cost $183,896.00.
The agreement states that the City will pay Dallas County the sum of $183,896.00 as the City of Coppells'
portion of the cost of the project. The City currently has $13,145.67 remaining in prepayment funds from
previous work performed on Bethel Road and $76,076.16 remaining in prepayment funds from previous
work performed on West Sandy Lake Road.
Total Cost $ 183,896.00
Less funds from Bethel Rd. -13,145.67
Less funds from W.Sandy Lake Rd. -76,076.16
Remaining difference $ 94,674.17
The condition of State and Ruby Roads have deteriorated to a point that requires the City to look at ways
to improve the roadways which will be heavily used to access the new Wagon Wheel Park facilities.
Currently, the widths of State Road and Ruby,Road range from approximately 16 feet to 22 feet. It is
Dallas County's intention to remove and replace sections of the roadway which have failed. In areas
where the road has long sections of failures, the County will have to completely remove and replace the
entire roadway. Once all the failed sections of the roadway have been repaired, the County will then apply
a 2" asphalt overlay on both Ruby and State Roads.
As per my conversation with the County, for this work to occur they will have to shut down portions of
the roadway during the day. It is their intention to reopen the roadway at the end of each day. However, It
is possible that while the repairs are being made access to Wagon Wheel Park will be limited.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
Currently Dallas County is not working on any road projects and has indicated that work could begin
immediately after City Council approval. Due to the urgent nature of the work to be performed, the
project will commence prior to the receipt of the remainder of the City's payment. It is anticipated that
completion of the project could take approximately four to six weeks.
With your approval of this interlocal agreement, Dallas County will begin work at Ruby and Coppell
Road working in a westerly direction toward State Road and then northerly towards Sandy Lake Road.
As indicated earlier, the County is currently not involved in any road project, but they do have
commitments with other cities, which could require them to pull off this project for a few days. They
indicated that they should be able to complete all of Ruby Road and the portion of State Road up to the
entrance to Wagon Wheel Park before being pulled off the project to honor prior commitments.
Staff recommends approval of this interlocal agreement with Dallas County and will be available to
answer any questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
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May 9, 2001
Mike Sharp, Superintendent District 1
Dallas County Public Works
2311 Joe Field Road
Dallas, Texas 75229
RE: State Road/Ruby Road Reconstruction
Dear Mr. Sharp:
This letter is written as a follow -up to your May 3, 2001 telephone conversation with Mike
Martin, Asst. City Engineer, concerning the proposed reconstruction of State Road (from Sandy
Lake Road to Ruby Road) and Ruby Road (from Coppell Road to State Road). With this letter
the City of Coppell is requesting the County's participation in the reconstruction.
It is my understanding, based on the classification of State and Ruby Roads, that the City will
fund the entire cost of the project, estimated to be $183,896.00. The City of Coppell has
$13,145.67 remaining in prepayment funds from previous work performed on Bethel Road
(P:RBI:IJ416) and $76,076.165 remaining in prepayment funds from previous work performed
on Sandy Lake Road (P:RB1:5) with Dallas County. It is the City's intent to use those available
funds for the reconstruction of State Road/Ruby Road and provide a check to Dallas County in
the amount of $94,674.17, upon City Council approval of the interlocal agreement, for the
difference in the cost.
The City appreciates cooperation from Dallas County on projects of this nature and looks
forward to working with you. If you should have any questions please feel free to contact me at
972/304 -3686.
Sincerely,
Kenneth M. riffin, P.E.
Director of Engineering and Public Works
255 PARKWAY 1 P. O. BOX 478 * COPPELL TX 75019 * TEL 972/462 0022 # FAX 972/304 3673
Vendor U.
Pay to:
Address:
CTTY 7 COPPELL
PAYMENT AU a r[ORIZATION MEMO
Date: ol
Charge To:
(Fund-Dept-Division-Expense Code)
Amount: f 9� A 7�1, ZZ
Description/Explanation:
Approval
-k,-, r-&- -
ACCOUNTING USE ONLY
Approved for payment by:
Date Paid
Check Number
Invoice No.
O� %)
COURT ORDER MAY 3 1 2001
ORDER NO.20 01 9000 COUM AUDMR
DATE: MAY 2 2 2001 MAY 2 2 2001
STATE OF TEXAS ¶ FUNDS AVAILABLE
COUNTY OF DALLAS ¶
BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County,
Texas, held on the 22nd day of May , 2001, on motion
made by Mike Cantrell, Commissioner of District No. 2 , and seconded by
Jim Jackson, Commissioner of District No. 1 , the following order was adopted:
WHEREAS, the City of Coppell has requested that the Commissioner of District No. 1 provide
for improvements to State Road from Sandy Lake Road to Ruby Road, and Ruby Road
from Coppell Road to State Road, as further described by Exhibit "A "; and
WHEREAS, the estimated cost for the total project is $183,896.00, $13,145.67 of which the
City has remaining in prepayment funds from previous work performed on Bethel
Road under authorization of Court Order Nos. 96 -034, 96 -504, and 98 -1284 and
$76,076.16 remaining in prepayment funds from previous work performed on Sandy
Lake Road under authorization of Court Order No. 2000 -754, and the City agrees
to deposit the difference of $94,674.14 for the work to be performed for this
project, as designated as P: RB1:18; 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 roads being Type "E" 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, are 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. 1 is authorized to cooperate with the City of
Coppell in the aforementioned work requisitioning materials as needed.
OPEN COURT, this the 22nd
Lee' F.1 Jack
County Judge
day of May 200 .
cksc , g1strict 1 Mike Cantrell, District 2
rc forms to
ommissioners
Court Policy:
ABSENT
Kenneth A. Mayfield, District 4
Donald R. Holzwartii, P.E.
Director of Public Works
STATE OF TEXAS §
COUNTY OF DALLAS §
INTERLOCAL AGREEMENT
BETWEEN DALLAS COUNTY AND CITY OF COPPELL
FOR STATE ROAD FROM SANDY LAKE ROAD TO RUBY ROAD
AND RUBY ROAD FROM COPPELL ROAD TO STATE ROAD
WHEREAS, the City 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 improvements to State Road from Sandy Lake Road to Ruby Road, and Ruby Road
from Coppell Road to State Road, 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
I.
City has requested and County agrees to provide for improvements to State Road,
beginning at Sandy Lake Road and ending at Ruby Road; and Ruby Road, beginning at Coppell
Road and ending at State Road, 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 "E" road project.
II.
County agrees to furnish materials, labor and equipment necessary and to perform the
Project construction at a cost not to exceed $183,896.00, hereinafter called the "Not to Exceed
Amount. " All expenditures by the County for the performance of these governmental functions
of making these improvements shall be made from current revenues available to the County of
Dallas.
III.
City agrees to pay to County the sum of $183,896.00 as City's portion of the cost of the
Project. The City currently has $13,145.67 remaining in prepayment funds from previous work
performed on Bethel Road under authorization of Court Order Nos. 96 -034, 96 -504, and 98 -1284
and $76,076.16 remaining in prepayment funds from previous work performed on Sandy Lake
Road under authorization of Court Order No. 2000 -754. The City agrees to deposit the
difference, $94,674.17, upon submission of this interlocal agreement to the County for approval.
Due to the urgent nature of the work to be performed, the work is authorized to commence prior
to the receipt of the remainder of the City's payment. The County is authorized to expend such
Road & Bridge District ILA (AM.11- 1999.1)
amount for periodic payments of Project cost. All expenditures by the City for the performance
of these governmental functions of making these improvements shall be made from current
revenues available to the City. The City agrees that these payments are a fair compensation for
the services and functions performed under this agreement.
IV.
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.
V.
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 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 City who agrees to pay such
funds within thirty (30) days of receipt of such billing.
VI.
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.
VII.
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.
VIII.
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.
IX.
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.
Road & Bridge District ILA (AM.11- 1999.1)
X.
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.
XI.
City and County agree that County's obligation to perform the Project construction is
contingent upon the receipt of City's payment of $183,896.00. Of this amount $89,221.83 is
currently on deposit with the County. It is agreed that construction on the Project may commence
prior to the receipt by County of the remainder due to the urgent nature of the work. City shall
be obligated to pay County the balance of $94,674.17 upon submission of this agreement to the
County for approval.
XII.
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 and state law. This Agreement shall be governed by and
construed 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 City of Coppell, State of Texas, has executed the Agreement pursuant to duly
authorized , Minutes dated the J; P -
of 2001.
The County of Dallas, State of Texas, has executed this agreement pursuant to
Commissioners Court Order Number 2001 -980 and passed on the22nd day of May ,
2001.
CITY OF COPPELL
A
COUNTY OF DALLAS
BY x
LEE JACKS N, UNTY JUDGE
APPROVED AS TO FORM:
CITY SECRETARY \ ATTORNEY John Dahill, Advisory Chief, Civil Section
Dallas County District Attorney
Road and Bridge District ILA (AM. 11- 1999.1)
Exhibit "A"
The City of Coppell has requested the County's participation in the improvement of State Road,
from Sandy Lake Road to Ruby Road; and Ruby Road, from Coppell Road to State Road at an
estimated cost of $183,896.00. The proposed work will consist of the following operations:
Scope:
State Road - from Ruby Road north 400' toward Sandy Lake Road
- patch and 2" HMAC overlay
400' x 21' _ 9 = HMAC 933 SY
Patch 311 SY
State Road - from Sandy Lake Road south 2,280'
- resection and 2 "HMAC overlay
2,280' x 21' _ 9 = HMAC 5,320 SY
Resection 5,320 SY
Ruby Road - from Coppell Road west 1,320'
- patch and 2" HMAC overlay
1,320' x 21' _ 9 = HMAC 3,080 SY
Patch 1,150 SY
Ruby Road - beginning 1,320' west of Coppell Road to State Road
- resection and 2" HMAC overlay
1,280' x 21' _ 9 = HMAC 2,987 SY
Resection 2,987 SY
Materials:
H.M.A.C. (Type D)
Ton Mile Haul
3" RAP Material
8" CTB
Traffic Control:
Labor /Equipment:
Rotomill
Subgrade Preparation
CTB Application:
Sub -Total
Contingency
TOTAL
City of Coppell
1,355 Tons
@
$30.00
$40,650.00
1,355 X 11.3 Miles
@
$00.30
$4,593.00
1,027 CY
@
$4.34
$4,457.00
4,298 Tons
@
$12.75
$54,800.00
20 Days
@
$350.00
$7,000.00
9,768.0 SY
@
$1.75
$17,094.00
9,768.0 SY
@
$1.75
$17,094.00
4,298 Tons
@
$5.00
$21,490.00
$167,178.00
10%
$16,718.00
$183,896.00
100% Share
$183,896.00
The County agrees to rotomill approximately 9,768 square yards of existing asphalt and /or
concrete on the streets mentioned above to a depth ranging from 6" to 8". This includes milling,
hauling, detailing, and sweeping, at an estimated cost of $1.75 per square yard for a total of
$17,094.
The County will provide for subgrade preparation prior to the application of cement treated base,
at an estimated cost of $1.75 per square yard for a total of $17,904.00.
The County will place 8" of cement treated base, approximately 4,298 tons at a cost of $12.75
per ton, or $54,800.00. The cost of labor and equipment for this process is estimated at
$21,490.00. In the event there is insufficient material milled from the project to make all the
required CTB, the County will provide milled material from its inventory at an estimated cost of
$4,457.00.
The County will provide for the overlay of the project with 2" of Type "D" hot mix asphaltic
concrete (HMAC), to be laid in place by the County's annual contractor, at an estimated cost of
$45,243.00,.
The County will provide for traffic control, including temporary lane tabs, through its contractor
at an estimated cost of $7,000.00.
In addition, a 10% contingency, or $16,718.00 has been included in the project estimate to
provide for unanticipated conditions.
The City will pay 100% of the total estimated project costs, $183,896.00. Of this amount
$89,221.83 is currently on deposit with the County. City shall be obligated to pay County the
balance of $94,674.17 upon submission of this agreement to the County for approval by
Commissioners Court.
DALLAS—CO
Project Configurati -n Report
Report Date: 10 -M: -- -2001 11:22
Customer Number Relationship
--------- -- ----
Page: 1 of 4
Project Number:
P:RB1:18
Project Status: Approved
Project Name:
COPPBLL TYPE 8 - MAY 2001
Public Sector Flag: No
Project Type:
RB:CONTRACT
Start Date: 09- MAY -01
Organization Name:
ROAD AND BRIDGE #1
Completion Date: 31- DEC -99
Description:
COPPELL TYPE 8 - MAY 2001 - RESECTION AND OVERLAY OF
RUBY AND STATE ROADS
Cost Burden
Name Fixed Date
--------------- -------------------------
Billing GRIFFIN,
Schedule:
- ------- ---- ---- -- ---- ------ -- -- -- -------
ASSISTANT CITY MANAGER
Project Members:
RB:LABOR
Revenue And Billing
Distribution Rule: Work /Work Invoice
Comment: Y
Information:
Billing Cycle: Billing cycle days : 28
I CERTIFY THAT THIS WORK IS
Employee Number
COMPLETE
Role Labor Cost?
------- ----- ------
Labor
----- ---- ---------------
MCCARTY, CAROL
------------------------------------------------------
Schedule Type: Burden
Non Labor
------------------------------------------------------
--- ----------
PROJECT
Revenue Schedule: RB:LABOR
Schedule Type: Burden
Fixed Date:
L
387
Invoice Schedule: RB:LABOR
Revenue Schedule: RB:LABOR
09- MAY -01
Fixed Date:
Fixed Date:
---
Class Code
----- -- --- ---------- -- -- ----------------
Invoice Schedule: RB:LABOR
Class Description
-------------- -----------------
Invoice Labor Format: LABOR
Fixed Date:
Retention Format:
Invoice Non -Labor Format NON LABOR
Retention Percentage:
Burden Schedule
Overrides:
* ** No Data Found * **
Project Customers:
Customer Name
Customer Number Relationship
--------- -- ----
Contribution
---- - - - - -- ------ -- - - --
-----------------
COPPELL, CITY
-----
OF
-------------- ------ - - - - --
---------
1067
-- - - --
PRIMARY
100%
Customer Contacts:
Customer Name
Contact Type Contact
Name
Telephone Number
----------------
Job Title
-------------------------
------ --------
COPPELL, CITY
- - ----
OF
--------------- -------------------------
Billing GRIFFIN,
KEN
304 -3679
ASSISTANT CITY MANAGER
Project Members:
View
Employee Name
Employee Number
Project
Role Labor Cost?
------- ----- ------
Start Date End Date
---------- ----- -----
----- ---- ---------------
MCCARTY, CAROL
SUE
------ ---------------
826
--- ----------
PROJECT
ADMIN Yes
09- MAY -01
SHARP, MICHAEL
L
387
PROJECT
MANAGER Yes
09- MAY -01
Class Categories:
Class Category
--------- --------
---
Class Code
----- -- --- ---------- -- -- ----------------
Class Description
-------------- -----------------
---- ----- -----