Number 23Denton County
.•• "COUNTY
Department of Public Works
Facilities Planning Road & Bridge
•Z846 ,.
Kelly Zwinggi, P.E., Director
Facilities
306 N. Loop 288, Suite 115, Denton, Texas 76209
Danny Brumley
Ph: (940) 349 -2960 Fax: (940) 349 -2961
Division Manager
306 N. Loop 288
Suite
Dentonn, , TX 76209
940 - 349 -2970
December 30 2002
,
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940- 349 -2971 (Fax)
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Honorable Candy Sheehan, Mayor !!! i—"°" ! �✓
City of Coppell
JAN ®� ZOJ3
Planning
P.O. Box 478
Cathy Allcorn
Coppell, Texas 75019
Division Manager
- `TY MANAGER
Suite 112 N. Loop 288
Sui
iTY QE COPPELL
RE: 1NTERLOCAL COOPERATIVE AGREEMENT ��'�`
Denton, TX 76209
PAVING
940 - 349 -2990
940 - 349 -2991 (Fax)
Honorable Mayor Sheehan,
oad & Bridge
It is the intent of the Denton County Commissioners Court and the Department of Public
B. Dyer, P.E.
Works to assist the various local municipalities in Denton County, from time to time, in
Division Manager
306 N. Loop 288
the performance of the maintenance, reconstruction and /or general improvement of
Suite 115
certain roadways within those municipalities. The Denton County Department of Public
Denton, TX 76209
Works would like to offer an Interlocal Cooperative Agreement for paving purposes.
940 - 349 -2960
940 - 349- 2961(Fax)
Municipalities interested in this offer should develop and submit projects that require no
more than five (5) working days of County assistance. Projects requiring a commitment
of County personnel and equipment for more than five (5) working days will only be
scheduled at the discretion of the Commissioners Court following a recommendation
from the Director of Public Works, if time and personnel availability permit. There will
be a maximum limit of ten (10) working days per year allocated for projects within any
one municipality.
The following procedure /schedule will be utilized for submitting a project for
consideration:
March 31 Deadline for project submittal /consideration for construction
during the following fiscal year.
July Selected projects presented to Commissioners Court for review
and approval.
August Municipalities notified of project selection.
Honorable Mayor Sheehan
December 30, 2002
Page Two
October Interlocal Cooperation Agreements approved by municipalities
and Commissioners Court.
November Tentative project schedules provided to municipalities.
Local roadways within the boundary of a municipality are eligible for consideration at
the discretion of the Director of Public Works under the following conditions:
(1) Work by the County will be limited to seal coat or asphalt overlay paving
only.
(2) All work required to prepare the roadway for paving must be accomplished
by the municipality prior to the County performing its work, including but
not limited to: drainage improvements, pot hole patching, tree trimming, and
base repair.
The cost of each selected project will be determined by the Director of Public Works
based upon current cost estimates of construction for similar roadway projects
throughout the County. The municipality will generally be responsible for the cost of all
materials and fuel required to complete a project, as well as for the operating cost of any
high - maintenance cost equipment at the following rates: Recycling machine
($150.00/hour), HMAC Laydown Machine ($100.00 /hour). Denton County will
generally provide the labor and the required equipment (except as noted above)
necessary to perform the County's work on a project at no cost to the municipality. The
municipality's estimated cost participation in a project, as established in the Interlocal
Cooperation Agreement, must be paid to the County prior to the County beginning the
proj ect.
Attached you will find a copy of the complete Denton County Public Works Interlocal
Cooperative Agreement Policy. If you have any question or concerns regarding this
policy and/or invitation please contact Brand Webb, Assistant Manager, Road and
Bridge Division at (940) 349 -2960. We look forward to working with you and your city.
Sincer ,
7
Kell J winggi, P.E.
Director of Public Works
cc: Bobbie J. Mitchell, Commissioner, Precinct #3
Brand Webb, Assistant Manager, Road and Bridge Division
Attachment
Denton County
Department of Public Works
POLICY FOR
ASSISTING MUNICIPALITIES WITH ROADWAY P"ROVEMENTS
WITHIN THEIR MUNICIPAL BOUNDARY
ARTICLE I INTENT /PURPOSE
ARTICLE II GENERAL CONDITIONS /PROVISION /PROCEDURES
ARTICLE III MUNICIPALITY'S RESPONSIBILITY
ARTICLE IV COUNTY'S RESPONSIBILITY
ARTICLE V ELIGIBLE ROADWAYS
ARTICLE VI SELECTION /PRIORITIZATION OF PROJECTS
ARTICLE VII MAINTENANCE OF IMPROVEMENTS
ARTICLE VIII FINANCIAL OBLIGATIONS
ARTICLE I
INTENT /PURPOSE
Section 1 It is the intent of the Denton County Commissioners Court and the
Department of Public Works to assist the various local municipalities in
Denton County, from time to time, in the performance of the
maintenance, reconstruction an general improvement of certain
roadways within those municipalities.
Section 2 The purpose of this policy is, therefore, to establish certain guidelines and
procedures to be followed when County personnel and equipment are to
be utilized for the construction of roadway improvements within the
incorporated boundaries of municipalities in Denton County.
ARTICLE II
GENERAL CONDITIONS /PROVISIONS /PROCEDURES
Section 1 Work required on unincorporated county roadway projects will have first
priority in the scheduling of county personnel, equipment and /or
materials.
Section 2 This policy only applies to the construction of roadway improvements on
public roadways within the boundary of a municipality and in cooperation
with the governing body of the municipality.
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Section 3 Roadway improvements may include the reconstruction or improvement
of a road pavement including recycling, improving the base course,
stabilizing, constructing asphalt overlays and /or applying a seal coat
surface. Roadway improvements may also include striping and the
installation of cross - drainage pipe culverts when such construction is in
conjunction with other associated improvements on a particular road.
Section 4 The selected project will be scheduled and completed as time and
workload of county personnel and equipment allows, and may be subject
to change without advanced notice if emergency conditions or other
priorities occur which require work on unincorporated roadways.
Section 5 The selection of a project for a given year shall not imply, or guarantee
that the work will be accomplished in the year in which it was initially
scheduled.
Section 6 The number of workdays scheduled for work on projects within
municipalities will be limited to a total of forty -five (45) working days per
year with a maximum of twenty (20) working days, out of the forty -five
(45) total days, being allowed for paving improvements during the limited
"asphalt season" (approximately May- September).
Section 7 Municipalities should develop and submit projects which require no more
than five (5) working days of County assistance. Projects requiring a
commitment of County personnel and equipment for more than five (5)
working days will only be scheduled at the discretion of the
Commissioners Court following a recommendation from the Director of
Public Works, if time and personnel availability permits.
Section 8 There will be a maximum limit of ten (10) working days per year
allocated for projects within any one municipality.
Section 9 The following procedure/schedule will be utilized for submitting a project
for consideration:
March 31 Deadline For Project Submittal /Consideration For
Construction During The Following Fiscal Year
July Selected Projects Presented to Commissioners Court For
Review and Approval
August Municipalities Notified of Project Selection
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October Interlocal Cooperation Agreements Approved By
Municipalities and Commissioners Court
November Tentative Project Schedules Provided to Municipalities
Section 10 The Director of Public Works will be the final authority regarding any
decisions which may affect the performance or workmanship of the
project, including but not necessarily limited to addressing matters related
to underground utilities, groundwater seepage, base failures, weather
conditions, material compliance, etc.
Section 11 Any additional cost associated with changes in the project scope due to
unusual or unforseen situations or circumstances, encountered during the
project, will be borne by the municipality in accordance with the
provisions of the Interlocal Cooperation Agreement.
ARTICLE III
MUNICIPALITY'S RESPONSIBILITY
Section 1 It will be the responsibility of the municipality to identify candidate
projects and submit same to the Director of Public Works prior to the
established deadline, along with proper documentation and justification for
each project. Proper documentation and justification for each project shall
include cost estimates, a location map, a detailed description of the
improvements being requested, the limits of the project, a detailed
description of any improvements to be performed by the municipality, the
source and amount of available funds, the name and phone number of the
municipality's project representative, the history/background of the initial
roadway construction and annual roadway maintenance, verification of
right -of -way ownership, traffic volumes -24 hour counts, accident history,
identification of school routes (including the number of buses and
pedestrians per day when accurate, credible documentation of same is
available), identification of emergency routes and any other information
or data which would clearly identify the need for the improvements
requested.
Section 2 Prior to the County beginning any roadway improvements, it will be the
responsibility of the municipality to perform all the work necessary to
properly clear and /or prepare the right -of -way of a selected project, as
determined by the Director of Public Works.
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Section 3 The municipality will be responsible for coordinating any utility
adjustments and /or for acquiring any new right -of- -way, including all costs
associated with same.
Section 4 The municipality will be responsible for making the proper notifications
regarding the closures of roads and /or the advanced notification of
construction, including the securing of appropriate permits and /or
approvals from other agencies when necessary.
Section 5 The municipality will be responsible for the cost of materials, fuel, labor
and /or equipment as determined by the Director of Public Works and as
provided for in the approved Interlocal Cooperation Agreement with
Denton County.
Section 6 The municipality will be responsible for making the necessary
arrangements to purchase all materials required for the projects and to
have same delivered to the project site in a timely manner. Verification
of such arrangements, including vendor name, must be provided to the
Director of Public Works prior to the County beginning the project.
Section 7 The municipality will be responsible for furnishing any water required for
the project at their cost.
Section 8 The municipality will be responsible for removing and relocating any
obstructions along the roadway, such as mailboxes, which will impede the
execution of the work to be performed by the County. The municipality
will also be responsible for making any additional improvements that they
deem necessary to insure adequate safety and operation along the roadway
before, during and after the project is completed.
Section 9 The municipality will be responsible for the design of all roadway
improvements. Engineering plans and specifications will be provided by
the municipality at their cost when in the opinion of the Director of
Public Works such detailed information is required in order to construct
the project.
Section 10 The governing body of the municipality must approve and execute an
Interlocal Cooperation Agreement as prepared by Denton County. The
executed agreement must be accompanied by a Certification from the City
Secretary.
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ARTICLE IV
COUNTY'S RESPONSIBILITY
Section 1 The Department of Public Works will review each request, make project
selections and present recommendations to the Commissioners Court for
review and approval in accordance with the established deadlines and
schedule.
Section 2 The Department of Public Works will provide the municipality with a
detailed written description of the work necessary to properly clear and /or
prepare the right -of -way for the construction of a selected project, upon
its approval, in accordance with the municipality's design for the project.
Section 3 The Department of Public Works will provide thirty (30) days advanced
written notice of the scheduled project construction date to allow the
municipality adequate time to complete any remaining preparatory work.
Section 4 Except as provided in Article II, Section 4 above, Denton County will
complete each project within a reasonable time period. Should there be
a need to phase the project, the governing body of the municipality will
be notified and provided with the anticipated schedule for the beginning
and completion of each phase of construction.
Section 5 Denton County will provide proper barricades, signage and /or traffic
control, as may be necessary, throughout the duration of the project.
Section 6 Denton County will perform all work according to the design provided by
the municipality, in a manner consistent with the policies, procedures and
standards adopted for the performance of similar work on unincorporated
roads within the County.
ARTICLE V
ELIGIBLE_ ROADWAYS
Section 1 Roadways with shared ownership and /or maintenance between Denton
County and a municipality are eligible for consideration.
Section 2 Roadways shown on the Denton County Master Thoroughfare Plan and /or
which are integral to the countywide or regional transportation system are
eligible for construction.
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Section 3 Roadways within municipalities which serve Denton County maintenance
facilities or material stockpile sites are eligible for consideration. These
roads are as listed below and would require the municipality to be
responsible for only fifty (50%) percent of the cost of materials, fuel,
labor and /or equipment for the project:
Magnolia Street
Jones Street
Old Justin Road
Taylor Street
Railroad Avenue
City of Aubrey
City of Lewisville
City of Argyle
City of Argyle
City of Sanger
Section 4 Local roadways within the boundary of a municipality, are eligible for
consideration at the discretion of the Director of Public Works under the
following conditions:
a. Work by the County will be limited to seal coat or asphalt overlay
paving only.
b. All work required to prepare the roadway for paving must be
accomplished by the municipality prior to the County performing
its work, including but not necessarily limited to:
1)
drainage improvements
2)
pot hole patching
3)
tree trimming
4)
base repair
ARTICLE VI
SELECTION /PRIORITIZATION OF PROJECTS
Section 1 Projects will be selected by the Director of Public Works based upon the
prioritization of the project, in accordance with the following ranking
factors:
° Road Base, Driving Surface, Right -of -Way &
Drainage Condition 30%
° Safety 30%
Average Daily Traffic Count/Mobility 20%
Length Time Required to Complete Project 15%
° Relationship to County's Master Thoroughfare
Plan and /or Regional Significance 5%
1CA Policy 6/12/94 —6—
These ranking factors will be used to establish a general prioritization of
projects. Any change in the priority order of projects as determined by
this ranking formula will be documented and discussed with the
Commissioners Court prior to the final approval /selection of projects.
Section 2 Selected projects in priority order will be presented to the Commissioners
Court by the Director of Public Works for their review and approval.
Section 3 Projects not completed during a given year will receive special
consideration during the evaluation and selection of projects for the
following year, unless the project is withdrawn by the municipality's
governing body.
ARTICLE VII
MAINTENANCE OF IMPROVEMENTS
Section 1 The municipality will be responsible for all maintenance required on the
roadway following completion of the project.
Section 2 Denton County does not in any way warrant or guarantee the roadway
improvements, however, any suspected deficiencies or defects in the
workmanship and /or materials should be brought to the attention of the
Director of Public Works in writing.
Section 3 In cases where a deficiency or defect is noted, the Director of Public
Works will review the situation with the municipality's project
representative and provide recommendations to the municipality for
correction, if appropriate.
ARTICLE VIII
FINANCIAL OBLIGATIONS
Section 1 The cost of each selected project will be determined by the Director of
Public Works based upon current cost estimates of construction for similar
roadway projects throughout the County.
Section 2 The municipality will generally be responsible for the cost of all materials
and fuel required to complete a project, as well as for the operating cost
of any high - maintenance cost equipment at the following rates:
° Recycling Machine ($150.00 /hour)
HMAC Laydown Machine ($100.00 /hour)
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Section 3 Denton County will generally provide the labor and the required
equipment (except as noted above) necessary to perform the County's
work on a project at no cost to the municipality.
Section 4 In situations where Denton County agrees to perform any labor - intensive
work on a project, the municipality will be responsible for the cost of such
labor, based upon the actual cost to Denton County, as determined by the
Director of Public Works.
Section 5 The municipality's estimated cost participation in a project, as established
in the Interlocal Cooperation Agreement, must be paid to the County prior
to the County beginning the project.
-END-
APPROVED BY DENTON COUNTY COMMISSIONERS COURT ON
1994.
Date
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cAicapolic