Item 4M MemoItem 4M
Page 1 of 2
M E M O R A N D U M
(December 1, 2020)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve an Interlocal Agreement (ILA) with Tarrant County for
the joint resurfacing of North Carroll Avenue from SH 114 to
Burney Lane (approximately 9,300 linear feet).
Action
Requested: Approve an Interlocal Agreement (ILA) with Tarrant County for the
joint resurfacing of North Carroll Avenue from SH 114 to Burney
Lane (approximately 9,300 linear feet).
Background
Information: As part of the annual Capital Improvement Program (CIP), City
Council authorizes annual funds for a joint roadway rehabilitation
project with Tarrant County. For FY 2021, City staff and Tarrant
County representatives have selected North Carroll Avenue from
SH 114 to Burney Lane.
As part of this partnership, the City will mill the roadway, make any
necessary subgrade repairs, manage all traffic controls, and be
responsible for striping. Tarrant County will provide heavy
equipment, which the City does not own, as well as labor resources
and half of the fuel to complete paving operations for the project.
The resources provided by the County results in a cost savings for
the City of Southlake.
This project is scheduled to begin in the summer when school has
ended for the summer and to minimize the impact on commuters
and traffic. Furthermore, Tarrant County and the City have agreed
to the working hours of 8:30 a.m. to 3:00 p.m. daily to avoid peak
travel times.
Tarrant County has provided similar services on previous projects
such as W. Continental Boulevard, N. Peytonville Avenue, Shady
Oaks Drive, Dove Road, E. Continental Boulevard, and last year’s
project of Crooked Lane.
Item 4M
Page 2 of 2
Financial
Considerations: The table below outlines previous joint street rehabilitation projects
with Tarrant County and the costs paid by the City of Southlake:
Fiscal Year Project Cost
FY 2020 Crooked Ln. $ 148,741
FY 2019 E. Continental Blvd. $ 301,448
FY 2018 W. Continental Blvd. $ 395,661
FY 2017 N. Peytonville Ave. $ 299,296
The estimated expenditures for Southlake’s portion will be
$621,000. Funding for Southlake’s portion of the joint rehabilitation
project with Tarrant County is budgeted as part of the approved
Capital Improvement Program budget. Expenditures will not exceed
budgeted funds.
Strategic Link: This item links to the City’s Strategy Map strategic focus areas of
Infrastructure and Partnerships & Volunteerism. It specifically
relates to the City’s Corporate Objectives, B2: Collaborate With
Select Partners To Implement Service Solutions, and F2: Invest To
Provide & Maintain High Quality Public Assets.
Citizen Input/
Board Review: Upon approval by Southlake City Council, the ILA will then be
placed on the Tarrant County Commissioner’s Court Agenda for
approval.
Legal
Review: N/A.
Alternatives: The City Council may approve or deny the ILA with Tarrant County.
Staff
Recommendation: Approve an Interlocal Agreement (ILA) with Tarrant County for the
joint resurfacing of North Carroll Avenue from SH 114 to Burney
Lane (approximately 9,300 linear feet).
Supporting
Documents: Attachment A: FY 2021 Interlocal Agreement
Attachment B: FY 2021 Notice to Proceed
Attachment C: FY 2021 Crooked Lane Cost Estimate
Staff
Contact: Rob Cohen, Director of Public Works
Jack Thompson, Operations Manager
1
THE STATE OF TEXAS
INTERLOCAL AGREEMENT
COUNTY OF TARRANT
This Interlocal Agreement is between Tarrant County, Texas (“COUNTY”),
and the City of Southlake (“CITY”).
WHEREAS, the CITY is requesting the COUNTY’s assistance to:
• Rehabilitate and Resurface North Carroll Avenue located within the
City of Southlake from SH 114 to Burney Road (Approximately 9,300
linear feet).
Collectively, hereinafter referred to as the “Project”.
WHEREAS, the Interlocal Cooperation Act contained in Chapter 791 of the
Texas Government Code provides legal authority for the parties to enter into this
Agreement; and
WHEREAS, during the performance of the governmental functions and the
payment for the performance of those governmental functions under this
Agreement, the parties will make the performance and payment from current
revenues legally available to that party; and
WHEREAS, the Commissioners Court of the COUNTY and the City Council
of the CITY each make the following findings:
a. This Agreement serves the common interests of both parties;
b. This Agreement will benefit the public;
c. The division of costs fairly compensates both parties to this
Agreement; and
d. The CITY and the COUNTY have authorized their representative to
sign this Agreement.
e. Both parties acknowledge that they are each a “governmental entity”
and not a “business entity” as those terms are defined in Tex. Gov’t
Code § 2252.908, and therefore, no disclosure of interested parties
pursuant to Tex. Gov’t Code Section 2252.908 is required.
NOW, THEREFORE, the COUNTY and the CITY agree as follows:
2
TERMS AND CONDITIONS
1. COUNTY RESPONSIBILITY
The COUNTY will furnish the labor and equipment to assist the CITY in
completing the Project:
• North Carroll Avenue: Following milling and removal of the excess
materials by the CITY, the COUNTY will stabilize the exposed
subgrade, regrade, shape, and prime the roadbed, place two
inches of asphalt base, place two inches of asphalt surface, backfill
the pavement edges and clean the project jobsite
2. CITY RESPONSIBILITY
2.1 The CITY will furnish and pay for the actual cost of the materials,
including any delivery or freight cost. The CITY will provide a
purchase order and will be billed directly by the material supplier.
The COUNTY may accumulate and bill the CITY for incidental
material cost.
2.2 The CITY will pay for one-half of the COUNTY’s fuel used to
construct this Project. The COUNTY will invoice the CITY for the fuel
consumed at the conclusion of the Project.
2.3 The CITY will be responsible for all traffic control necessary to safely
construct this project. This responsibility includes all advance
notices, signage, barricades, pilot vehicles, and flagmen necessary
to control traffic in and around the construction site. The CITY will be
responsible for and provide portable message boards to supplement
traffic control as needed.
2.4 The CITY will remove the existing surface and make any necessary
roadway repairs and preparations prior to the COUNTY starting
work.
2.5 The CITY will adjust all utilities, manholes and valve boxes for this
Project.
2.6 The CITY will provide the COUNTY with a hydrant meter and all the
water necessary for construction of the Project at no cost to the
COUNTY.
2.7 The CITY will provide or pay for any engineering, survey, and
laboratory testing required for this Project.
2.8 The CITY will furnish a site for dumping all spoils and waste materials
generated during construction of this Project.
2.9 The CITY will provide the material to backfill the pavement edges for
this project.
3
2.10 If required, the CITY will be responsible for the design and
development of a Storm Water Pollution Prevention Plan (SWPPP).
The CITY further agrees to pay for all cost (including sub-contractor
materials, labor and equipment) associated with the implementation
of the plan. The COUNTY will be responsible for maintenance of the
plan during the duration of the Project. Documentation and record
keeping of the SWPPP will be the responsibility of the CITY.
3. PROCEDURES DURING PROJECT
COUNTY retains the right to inspect and reject all materials provided for this
Project.
If the CITY has a complaint regarding the construction of the project, the CITY
must complain in writing to the COUNTY no later than 30 days of the date of project
completion.
4. NO WAIVER OF IMMUNITY
This Agreement does not waive COUNTY rights under a legal theory of sovereign
immunity. This Agreement does not waive CITY rights under a legal theory of
sovereign immunity.
5. OPTIONAL SERVICES
5.1 If requested by the CITY, the COUNTY will apply permanent striping
coordinated through the Transportation Department. Application of
striping by the COUNTY is limited to Project roadways. If the CITY
desires permanent striping applied to any roadways or portions of
roadways not covered by this Agreement, the CITY will need to enter
into a separate agreement with the COUNTY for the provision of
those services.
5.2 If requested by the CITY, The CITY will reimburse the COUNTY for
actual cost of any overtime hours the CITY requires the COUNTY to
provide watering the roadway for dust control after regular work
hours.
4
6. TIME PERIOD FOR COMPLETION
The CITY will give the COUNTY notice to proceed at the appropriate time.
However, the COUNTY is under no duty to commence construction at any
particular time.
7. THIRD PARTY
This contract shall not be interpreted to inure to the benefit of a third party not a
party to this contract. This contract may not be interpreted to waive any statutory
or common law defense, immunity, including governmental and sovereign
immunity, or any limitation of liability, responsibility, or damage of any party to
this contract, party’s agent, or party’s employee, otherwise provided by law.
8. JOINT VENTURE & AGENCY
The relationship between the parties to this Agreement does not create a
partnership or joint venture between the parties. This Agreement does not appoint
any party as agent for the other party.
9. EFFECTIVE DATE
This Agreement becomes effective when signed by the last party whose signing
makes the Agreement fully executed.
10. TERMINATION
This Agreement will automatically terminate on either September 30, 2021 or on
the date the project is completed, whichever occurs first. Notwithstanding the
foregoing, or any other language to the contrary, either party may terminate this
Agreement without cause upon thirty (30) days’ written notice to the other party
prior to the intended date of termination. In the event of termination by either
party, neither party shall have any further obligations to the other party under this
Agreement, except that the CITY remains liable to the COUNTY for any
outstanding invoice for materials that the COUNTY provides for the project, if any.
5
TARRANT COUNTY, TEXAS CITY OF SOUTHLAKE
_______________________________ ___________________________
B. Glen Whitley Laura Hill
County Judge Mayor
Date: ________________________ Date: ______________________
_______________________________ ___________________________
Gary Fickes Robert Cohen
Commissioner, Precinct 3 Director of Public Works
Date: ________________________ Date: ______________________
Attest:
___________________________
APPROVED AS TO FORM* APPROVED AS TO FORM AND LEGALITY
_________________________________ __________________________________
Criminal District Attorney’s Office* City Attorney
* By law, the Criminal District Attorney’s
Office may only approve contracts for its
clients. We reviewed this document as to
form from our client’s legal
perspective. Other parties may not rely on
this approval. Instead those parties should
seek contract review from independent
counsel.
NOTICE TO PROCEED
The City of Southlake hereby notifies the County that the County may proceed
with this project, as specified in the attached Agreement, on or after
______________________
(Month/Date/Year)
_______________________________________
Authorized City Official
City of Southlake
• Rehabilitate and Resurface North Carroll Avenue located within the City
of Southlake from SH 114 to Burney Road (Approximately 9,300 linear
feet).
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