Number 12ITEM CAPTION:
AGENDA REQUES•i• FORM
1998
ITEM #
Consider approval of a Supplemental Interlocal Agreement between the City of Coppell and Dallas
County concerning the construction of the Sandy Lake Road bridge over the .Elm Fork of the Trinity
River; and authorizing the Mayor to sign.
APPROVED
BY
CITY COUNCIL
SUBMITTED BY: Kenneth M. Griffin, P.E.
DATE y- �Y - - - --
TITLE: Director of Engineering and Public Works
STAFF RECOMMENDS: APPROVAL
STAFF COMMENTS:
Dallas County recently opened bids for the construction of the Sandy Lake Road bridge over the Elm
Fork of the Trinity River. Portions of the construction lie in Carrollton, Dallas and Coppell. The
Supplemental Agreement provides for the City of Coppell to provide funding for the portion of the bridge
attributed to Coppell. There are two aspects to the funding: 1) the majority of the funding ($482,501) is a
transfer from bond funds approved by Dallas County in 1991 for the construction of Sandy Lake/Belt
line Road. This funding offsets the percentage of the roadway which lies strictly within the City of
Coppell; 2) the other portion of the funding is $17,763. This dollar amount is for the construction of a
sidewalk along a portion of Sandy Lake Road and for other normal reimburseable items.
The bridge itself is being constructed as a six -lane bridge and as Council may recall from years past,
the outer lane will allow bicyclists and/or predestrians to cross the bridge in a safe manner to access
McInnish Park.
Staff recommends approval of this Supplemental Interlocal Agreement between Dallas County and
the City of Coppell which will allow for a transfer of $482,501.00 from the approved Dallas County bond
funds and a cash payment to Dallas County in the amount of $17,763.00 and authorizing the Mayor to
sign.
Staff will be available to answer any questions at the Council meeting.
BUDGET AMT. $ AMT. EST. $ +/_ BUD :$
FINANCIAL COMMENTS:
Funds are available in the 1995 Street CIP accounts for the payment required
to Dallas County.
DIR. INITIALS: FIN. REVIEW: (3 CITY MANAGER REVIEW:
Agenda Request Form - Revised 3/98 Document Name: #eng.1
DALLAS COUNTY
PUBLIC WORKS
or
May 8, 1998
Mr. Ken Griffin, P.E.
City Engineer
City of Coppell
P.O. Box 478
Coppell, Texas 75019
��' I e
t,, °13 0i A
Re: Sandy Lake Project 91 -838
( Coppell E. City Limits to Dallas City Limit)
Transmittal of City \County Agreement
Dear Mr. Griffin:
Attached is one original of the subject agreement and a copy of
Court Order 98 -802 dated April 21, 1998 authorizing same for your
records and use. If you have any questions, please advise.
Sincerely,
n
.a. P.E.
hn
o L. Mears, P.E.
Project Engineer
j cn 40�
r1e:Cwf=.tM
411 Elm Street, 4b Floor Dallas, Texas 75202 (214) 653 -7151
O ER NO. V X702
')ATE APR 21 1998
STATE OF TEXAS
COUNTY OF DALLAS
COURT ORDER COUNTY AUDI R 3.2
FUNDS AVAILABLE
4
BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County, Texas,
held on the
21st
day of April , 1998, on motion made by
Mike Cantrell, Commissioner of District No. 2 , and
seconded by John Wiley Price, Commissioner of District No. 3 ,
the following order was adopted:
WHEREAS, the matter set forth below was presented to Commissioners Court in briefing on
April 14, 1998; and
WHEREAS, the 1991 Thoroughfare Bond Program included funding for design and construction
on Sandy Lake Road from Coppell City Limits to Carrollton City Limits, Project
91 -838, in the City of Dallas in District No. 1; and
WHEREAS, in order to provide funding for the project the City of Carrollton and the City
of Coppell have executed the attached Supplemental City /County Agreements with
the City of Carrollton providing funding in an amount of $2,791,261 and the City
of Coppell providing funding in an amount of $17,763; and
WHEREAS, bids were received for the project on January 22, 1998 with Ramex Construction
Company, Inc., submitting the lowest and best bid in the amount of $7,968,091.51;
and
WHEREAS, it has been determined that adjacent phases of the Sandy Lake Road (Projects 91-
830 and 91 -839) would benefit from the proposed paving and drainage construction,
thereby necessitating the transfer of funds in the amount of $2,812,205 from the
Sandy Lake Road Project 91 -839 for the portion of the project benefiting
Carrollton and $482,501 from the Belt Line Road Project 91 -829 for the portion
of the project benefiting Coppell; and
WHEREAS, when future bond sales generate funds, the Belt Line Road Project will be
reimbursed; and
WHEREAS, the Director of Public Works concurs with the amount of the bid and recommends
that a contract be awarded to Ramex Construction Company, Inc., in the amount of
$7,968,091.51 and that the County Judge execute the attached Supplemental
City /County Agreements.
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 Supplemental
City /County Agreements with the City of Carrollton in the amount of $2,791,261 and the City
of Coppell in the amount of $17,763 for the Sandy Lake Road Project 91 -838;
IT IS THEREFORE FURTHER ORDERED, ADJUDGED AND DECREED by the Dallas County Commissioners
Court that the County Judge is further hereby authorized and directed to execute a
construction contract for the Sandy Lake Road Project 91 -838 with Ramex Construction Company,
Inc., in the amount of $7,968,091.51 to be paid:
$1,864,361.51 from Bond Fund 414, Project 838, Sandy Lake Road, Code 831, Construction,
Category 4,
1,791,261.00 from Bond Fund 414, Project 838, Sandy Lake Road, Code 831, Construction,
,tegory 6 to be reimbursed by the City of Carrollton,
$17,763.00 Bond Fund 414, Project 838, Sandy Lake Road, Code 831, Construction, Category 6
to be reimbursed by the City of Coppell,
�-1
$2,812,205.00 from Bond Fund 418, Project 838, Sandy Lake Road, Code 831, Construction,
Category 4 subsequent to a transfer from Bond Fund 418, Project 839, Sandy Lake Road, Code
831, Construction, Category 4,
and $482,501.00 from Bond Fund 418, Project 838, Sandy Lake Road, Code 831, Construction,
Category 4 subsequent to a transfer from Bond Fund 418, Project 829, Belt Line Road, Code
831, Construction, Category 4.
DONE IN OJEN COURT, this the 21St date
F PA
D
Wi
Ji J
DiAtr
of April , 1998.
kson Mike Cantrell
ct 1 District
Kenneth A. fi /d-
District 4
Recommends
I �
For Approv 1: IL Ki dl�
Allen Bud Beene, P.E.
Director of Public Works
THE STATE OF TEXAS Q
Q
COUNTY OF DALLAS Q
SUPPLEMENTAL
CITY /COUNTY AGREEMENT
WHEREAS, the City of Coppell, Texas, hereinafter called "City"
and the County of Dallas, Texas, hereinafter known as "County ",
desire to enter into an agreement for the construction of the
paving and drainage improvements in conjunction with the County's
Sandy Lake Road Project No. 91 -838, a six lane bridge over the Elm
Fork of the Trinity River along with appropriate transitions and
park improvements, in the City of Coppell and the County of Dallas,
Texas; and
WHEREAS, Chapter 791 of the Texas Government Code 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;
WHEREAS, funding for the Sandy Lake Road Project is authorized
by the 1991 Dallas County Transportation Bond Program and as
authorized in Court Order 93 -1295 dated July 23, 1993;
NOW THEREFORE, this agreement is hereby made and entered into
by City and County for the mutual consideration stated herein:
W I T N E S S E T H
I.
City hereby requests County to provide construction of City
owned water and wastewater improvements, fence replacements and /or
improvments requested by the City, in the City of Coppell and
County of Dallas as specified in "Attachment All in an amount
estimated to be $17,763.00; and
II.
City hereby agrees to provide all funding for the cost of the
City requested items and normal reimbursables. City hereby agrees
Sandy Lake Road Project 91 -838 - Coppell ILA
Page 1
to be responsible for any additional funding necessitated by change
order, or for any increase in the quantity of City's items with
prior approval by City. Prior approval by City for adjustments in
City funding shall be by duly authorized supplemental agreement, in
accordance with the Charter and ordinances of the City of Coppell.
III.
City shall establish in escrow, subsequent to bid opening and
prior to award of a contract, the funding necessary to award a
contract based on the unit bid prices for the quantities of work
included in the bid proposal as approved by City. The County will
bill the City on a monthly basis based upon actual City funded work
performed during the month.
IV.
County agrees that it will not make any payment, progress or
final, to the contractor performing the City's items of work until
approved in writing by the City. County agrees that all payments ,
to the contractor shall be based on measured elements completed as
furnished to the County.
V.
County and City agree and acknowledge that each entity is not
an agent of either of the other entity and that each entity is
responsible in accordance with the laws of the State of Texas for
its own acts, forbearance, negligence and deeds, and for those of
its officers, agents or employees in conjunction with the
performance of work covered under this Agreement.
Vi.
County hereby agrees to advise City of any and all design
changes and construction change orders occurring during the
construction. Funding for all change orders shall be in accordance
with Sections II through V hereinabove.
VII.
County hereby agrees to credit City for any decrease in cost
upon completion and final acceptance of the work by the City and to
return to City all funds provided but not used for the work under
Sandy Lake Road Project 91 -838 - Coppell ILA
Page 2
this Agreement.
VIII.
Notice. Any notice provided for in this Agreement to be given
by either party to the other shall be required to be in writing and
shall be deemed given when personally delivered, or two (2)
business days after being deposited in the United States Mail,
postage prepaid, certified, return receipt requested, or registered
addressed as follows:
To County: County of Dallas
Director of Public Works
Dallas County Administration Building
411 Elm Street, Fourth Floor
Dallas, Texas 75202 -3389
To City: City of Coppell
Ken Griffin, P.E.
City Engineer
City of Coppell
P.O. Box 478
Coppell, Texas 75019
Either party may change its address for notice by giving the other
party written notice thereof.
IX.
Assignment. This Agreement may not be assigned or
transferred by any party without the prior written consent of the
other party.
X.
Binding Agreement; Authority; Parties Bound. This Agreement
has been duly executed and delivered by all parties and constitutes
a legal, valid and binding obligation of the parties, their
successors and permitted assigns. Each person executing this
agreement on behalf of each party represents and warrants that
he /she has full right and authority to enter into this Agreement
and each person signing on behalf of a corporation, if any, is
authorized to do so.
Sandy Lake Road Project 91 -838 - Coppell ILA
Page 3
XII.
Amendment. This Agreement may not
written instrument specifically referring
signed by the parties hereto.
--0,.
be amended except in a
to this Agreement and
XIII.
Applicable Law; Venue. This Agreement shall be expressly
subject to the sovereign immunity of County and the governmental
immunity of City, Title 5 of TEXAS CIVIL PRACTICE AND REMEDIES
CODE, 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.
XIV.
Number and Gender. Words of any gender used in this
Agreement shall be held and constructed to include any other gender
and words in the singular shall include the plural and vice versa,
unless the context clearly requires otherwise.
XV.
Effective Date. The Effective Date of this Agreement shall
be the date it is executed by the last of the parties. Reference
to the date of execution shall mean the Effective Date.
XVI.
Counterparts. This Agreement may be executed in multiple
counterparts, each of which shall be deemed an original, but all of
which shall constitute one and the same instrument.
XVII.
Severability. In the event that one or more of the
provisions contained in this Agreement shall for any reason be held
to be invalid, illegal or unenforceable in any respect, such
invalidity, illegality or unenforceability of this Agreement shall
be construed as if such invalid, illegal or unenforceable provision
Sandy Lake Road Project 91 -838 - Coppell ILA
Page 4
had never been contained herein, but shall not affect the remaining
provisions of this Agreement, which shall remain in full force and
effect.
XVIII.
Entire Agreement. This Agreement embodies the complete
agreement of the parties, superseding all oral or written previous
and contemporary agreements between the parties and relating to
matters in this Agreement and, except as otherwise provided herein,
cannot be modified without written supplemental agreement of the
parties to be attached to and made a part of this Agreement.
Executed as of the Effective Date.
COUNTY OF
Ry: Lee F
',/ 01
Date
on, County Judge
APPROVED AS TO FORM:
By: John Dahill, Advi ory Chief,
Civil cti n, Assista t District
Attorn y
q- � - l3
Date
CITY OF COPPELL
/-/- /ss -y�
Date
Sandy Lake Road Project 91 -838 - Coppell ILA
Page 5
SANDY LAKE ROAD PROJE,- 91438
(Coppell City Limits to Carrollton City Limits) FUNDING ALLOCATION SUMMATION
1. Total Project Cost
Low Bid Amount
$7,963,092
Partnering
$5,000
Design
$217,000
Administration
$499,000
Contingencies (396)
$238,893
Testing
$75,000
TOTAL PROJECT COST
$8,997,985
2. Normal Reimbursables
TOTAL PROJECT COST
$8,997,985
CARROLLTON - cost of park construction and
normal reimbursable items
$2,791,261
COPPELL - cost of new sidewalk and normal
reimbursable items
$17,763
AMOUNT TO BE FUNDED BY COUNTY
66,188,961
3. Funding Allocations
TOTAL COUNTY FUNDING
CAMILMN
COPPELL
66918x,961
NEEDED
Project 91 -838 Authorization
$2,965,000
Transfer from 91 -830 -
$482,501
Benefit to Coppell project
Transfer from 91 -839 at Carrollton's
$720,100
Request
(Lengthened bridge)
Transfer from 91-839 -
$423,281
Benefit to Carrollton project
(Paving and Grading)
Transfer from 91 -839 -
$396,824
Benefit to Carrollton project
(Drainage)
Transfer from 91 -839 -
$1,272,000
Scope reduction per Carrollton's request
1
TOTALS
$2 ,812,205
L
$482,501
$2,965,000
+[670,745]
�y q► ATTACH MENT 'A
DALLAS COUNTY
"• b PUBLIC WORKS
March 2, 199$
Mr. Ken Griffin, P.E.
City Engineer
City of Coppell
P.O. Box 478
Coppell, Texas 75019
Re: Sandy Lake Project 91 -838
(Coppell E. City Limits to Dallas City Limit)
Funding Requirements
Dear Mr. Griffin:
In response to your question posed during our February 23, 1998
meeting on the subject project, the following is offered. The
total length of the project is 2650 linear feet of which 570 linear
feet is in Coppell, 1580 linear feet is in Dallas and 500 linear -
feet is in Carrollton. The proportion in each city expressed in
percentages is as follows:
City of Compell 21.51%
City of Dallas 5972
City of Carrollton 18.87%
Total
100.00%
The above calculation depicts how much of the normal grading,
paving and drainage project costs would be allocated from three
separate cities.
In order to arrive at a representative project cost attributable
between the cities, certain cost components that are directly
accountable from the adjacent projects or project specific items
are listed below.
1. Sidewalk in C = ell and between the brid e
and the park entrance (91- o , Coppe __.. $11,211
2. Permanent fence at Ag. Center and TU property $20,946
(91 -830, Coppell) '
3. Perm. fence and gates for Taber Property (91 -8390,
Carrollton) $9,045
4. 66" storm sewer Line from Carrollton
and flap gate headwall (91 -839, Carrollton) $350,000
Total Project Specific items $391,202
31
Construction costs for the grading, paving and drainage of the
411 Elm Street, 4* Floor Dallas, Texas 75202 (214) 653 -7151
AI-McuMENT % A'
Mr. Ken Griffin, P.E.
March 2, 1998
Page Two
Sandy Lake Road Project 91 -838 (bridge) excluding the bridge items
but including all of the project specific items is $2,634,346.
Subtracting the project specific items results in a grading, paving
and drainage cost of $2,243,144 ($2,634,346 - $391,202). To
determine the amount of Sandy Lake Road Project 91 -838 (bridge)
which can be attributed to the other Sandy Lake Road projects by
City we have multiplied the above number by the percentage of
project length or $2,243,144x 21.51% - $482,501. . 3
Therefore, $482,501 of the Sandy Lake Road Project 91 -838 as bid is
eligible for funding from the portion of County 1991 Bond Funds set
aside for the Sandy Lake Road Project 91 -830 (from MacArthur
Boulevard to Coppell East City Limits).
You will note from the attached bid tabulation that the amount for
Item 5899 Pavestone Brick Pavers res2ested by the CitX of
Coppell as shown In S e u e III is $6"552. in addition, the
amount or slaeUSIX in onne an UNan rngb ..e r
entrance equals $11, 11. -These wo ems n
It is hoped that the above answers the remaining questions you may
have had regarding the funding for the subject project.
Sincerely,
P. E .
John L. Mears, P.E.
Project Engineer
WOM
rmewfim.un