Number 14ITEM CAPTION:
Consider approval of an interlocal agreement with Dallas County to repair and overlay Sandy Lake Road
from Denton Tap Road to S.H. 121 in which Dallas County will pay fifty percent of the cost with the City's
share not to exceed $200,000 as authorized in the 99/00 budget; and authorizing the City Manager to sign.
SUBMITTED: Michael A. Martin, P.E.
TITLE. Assistant City Engineer
STAFF COMMENT
See attached memo.
BUDGET AMT. $ AMT. EST. $
FINANCIAL COMMENTS:
A PPR 0 VED
BY
CITY COIL NCIL
DATE A- �..
+\ -BID $
Funds have been budgeted in the Combined Services Department for this
DIR. INITIALS: 1< FIN. REVIEW:
Agenda Request Form - Revised 2/99
projec
CITY MANAGER REVIEW: -
Document Name: #03141
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council
From: Michael A. Martin, P.E., Asst. City Engineer 'K'M
Date: March 14, 2000
RE: Consider approval of an interlocal agreement with Dallas County to repair
and overlay Sandy Lake Road from Denton Tap Road to S.H. 121 in which
Dallas County will pay fifty percent of the cost with the City's share not to
exceed $200,000 as authorized in the 99/00 budget; and authorizing the City
Manager to sign.
Over the past few years the asphalt paving on Sandy Lake Road from Denton Tap Road to S.H. 121 has
experienced subgrade and asphalt failure. This has caused the City to continually repair sections of the
roadway.
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 Sandy Lake Road. Mr.
Sharp prepared an estimate indicating that the project would cost $372,393. Since Sandy Lake Road is
shown on the Council of Government Major Thoroughfare Plan, Dallas County labels this project as a
Type B overlay project. This means Dallas County Road & Bridge Division will pay 50% of the cost for
this project, which will be $186,195.50. The City of Coppell's share, if approved, will be 50% or
$186,196.50. The additional money will be used to stripe and button the new paving.
The interlocal agreement with Dallas County will permit the County to remove approximately 17,200
square yards of existing asphalt and flex base on Sandy Lake Road to a depth of 8" to 10 ". This
includes milling and the hauling of the removed materials to TXI for recycling. Once this work has
been completed, the County will have its contractor overlay the entire length of the project
(approximately 11,000 linear feet) with 2" of asphalt.
The attached exhibits show the approximate locations on Sandy Lake Road that will require repair to
the subgrade. The work has been estimated to take approximately 23 workdays. With the County
workdays being Monday through Thursday, the project will take approximately 6 weeks barring any
bad weather days. All construction traffic control will be provided by Dallas County. During the day
while the County is working on the road, traffic will be flagged around the work area. At the end of
each workday the County will reopen the entire road. Therefore, barring any unforeseen
circumstances there will be no reason to close Sandy Lake Road.
The City will install information signs near the intersections of Denton Tap /Sandy Lake, Coppell
Rd. /Sandy Lake, Royal /Sandy Lake and S.H. 121 /Sandy Lake to notify the traveling public that this
section of Sandy Lake Road will be under repair. Once the County has completed the project, the
remaining funds will be used to install pavement markings i.e., striping and buttons.
Staff recommends approval of this interlocal agreement with Dallas County and will be available to
answer questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
ORDER NO. 2 0 00 754
DATE: APR'
STATE OF TEXAS
COUNTY OF DALLAS
COUNTY AUDMR N
APR 1 1 LUUO
COURT ORDER ADS A AB
11
if
Iff
BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County,
Texas, held on the 11th day of April , 2000, on motion
made by Mike Cantrell, Connissioner of Dis ri No and seconded by
Jim Jackson, Conmissioner of Di riot No 1 the following order was
adopted:
WHEREAS, the City of Coppell has requested that the Commissioner of District No. 1
participate in improvements to Sandy Lake Road from Denton Tap to Highway 121,
as further described by Exhibit 'A'; and
WHEREAS, the estimated cost for the total project is $372,393.00; and
WHEREAS, the City of Coppell has previously placed $186,196.50 on deposit with Dallas
County to fund 50% of the Type B roadwork which is designated as RB1:5; 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. 1 is authorized to cooperate with the City
of Coppell in the aforementioned work requisitioning materials as needed.
DOA OPEN COURT, this the 11th day of A=i 1 lj
Lee F Jac son, ty Judge Ji Jackso ff—strictll Mike Cantrell, District ?�
& I
Donald R. Holzwarth, P.E.
Director of Public Works
STATE OF TEXAS §
COUNTY OF DALLAS §
INTERLOCAL AGREEMENT
BETWEEN DALLAS COUNTY AND CITY OF COPPELL
FOR SANDY LAKE ROAD
FROM DENTON TAP TO HWY. 121
WHERE AS, 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 improving Sandy Lake Rd., as further described by Exhibit "A "; and,
WHERE AS, 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 participate in improvements to Sandy Lake Road,
beginning at Denton Tap and ending at Hwy. 121, 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 $372,393.00, hereinafter called the "Not to Exceed
Amount ". All expenditures by the County for the performance of these governmental functions
of improving this street shall be made from current revenues available to the County of Dallas.
III.
City agrees to pay to County the sum of $186,196.50 as City's portion of the cost of the
Project. Such amount will be deposited with County prior to the commencement of construction
and County is authorized to expend such amount for periodic payments of Project cost. All
expenditures by the City for the performance of these governmental functions of improving this
street shall be made from current revenues available to the City of Coppell. 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. The County will provide traffic control
through its contractor as described by Exhibit "A ".
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.
Road & Bridge District ILA (AM. 11-1999) 2
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.
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 $186,196.50 and no construction on the Project
will commence prior to the receipt by County of such payment.
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,
authorized City Council Resolution
.[day of MdAd,2000.
has executed the Agreement pursuant to duly
Minutes Dated the
The County of Dallas, State of Texas, has executed this agreement pursuant to
Commissioners Court Order Number and passed on the day of ,
2000.
Road & Bridge District ILA (AM.11 -1999) 3
CITY OF COPPELL
Im
ATTE
CITY SECRETARY ATTORNEY
COUNTY QF- -QALLAS
BYX
LEE JACKS N, CdUNTY JUDGE
APPROVED AS TO FORM
John Dahill, Advisory Chief, diviiSection
Dallas County District Attorney
Road & Bridge District ILA (AM.11 -1999) 4
Exhibit "A"
The City of Coppell has requested the County's participation in the improvement of Sandy Lake Rd.
from Denton Tap to Hwy. 121, consisting of the following operations:
Scope: Sandy Lake Road
(Denton Tap to Hwy. 121.)
Materials:
H.M.A.C. (Type "D ")
Ton Mile Haul
CTB
Labor/Equipment:
Milling/ Removal
CTB Application
Sub Grade Preparation
Traffic Control:
Lane Tabs
Sub Total:
Contingency:
Total:
Total Cost To City:
Total Cost To County:
29,067 SY
3,197 Tons
@
$28.00
$
89,516.00
3,197 X11.3
@
$ .20
$
7,225.00
7,568 Tons
@
$12.25
$
92,708.00
17,200 SY
@
$ 2.00
$
34,400.00
7,568 Tons
@
$ 6.00
$
45,408.00
17,200 SY
@
$ 2.75
$
47,300.00
23 days
@
$300.00
$
6,900.00
363
@
$ 1.00
$
363.00
$323,820.00
15% $ 48,573.00
$372,393.00
$186,196.50
$186,196.50
The County agrees to rotomill/remove approximately 17,200 square yards of existing asphalt and flex
base on Sandy Lake Rd. to a depth of 8" to 10 ". This includes milling and the hauling of the removed
materials to TM for recycling at an estimated cost of $2.00 per square yard, or $34,400.
The County will provide for subgrade preparation prior to the application of cement treated base on
approximately 17,200 square yards at an estimated cost of $2.75 per square yard, or $47,300.
The County will place 8" of cement treated base, approximately 7,568 tons, on 17,200 square yards
at an estimated cost of $12.25 per ton, or $92,708. The cost of labor and equipment for this process
is estimated at $45,408.
Road & Bridge District ILA (AM.11 -1999) 5
The County will provide for overlay of the project with 2" or approximately 3,197 tons, of Type "D"
IIMAC, laid in place by the County's contractor, for an estimated cost of $96,741.
The County will provide for traffic control, including temporary lane tabs, through its contractor, at
an estimated cost of $7,263.
In addition, a 15% contingency, $48,573, has been included in the project estimate to provide for
unanticipated conditions.
The City will pay 50% of the total estimated project costs, $186,196.50, to the County prior to
approval of the Interlocal Agreement by the Commissioners Court.
Road & Bridge District ILA (AM.11 -1999) 6
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