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Item 4DCITY OF SOUTH LAKE MEMORANDUM (December 7, 2010) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Approve an Interlocal Agreement for engineering and landscape design for the FM1938 Phase II Roadway Improvement Project with the City of Keller Action Requested: Approve an Interlocal Agreement for engineering and landscape design for the FM1938 Phase II Roadway Improvement Project with the City of Keller Background Information: FM1938 is a TxDOT roadway which is planned from SH114 to FM1709. The project has been separated into 2 phases. Phase 1, from SH114 to the Randol Mill Bend, is located primarily in the Town of Westlake and is currently under construction. Phase II of the project, from the Randol Mill Bend to the intersection of FM1709 (Southlake Blvd.) is within the cities of Southlake and Keller. The City of Southlake awarded a professional services agreement with TranSystems, Inc. on May 4, 2010 for design services in the amount of $ $1,498,107.13. Tarrant County and Keller concurred in this award. The interlocal agreement with Keller for the FM1938 Phase II project outlines the division of costs for the engineering and landscape design of the roadway project. The City of Southlake will manage the contract for the design of the project and invoice the City of Keller on a percentage basis. Tarrant County will participate in the cost of the engineering design of the roadway project with the cities of Southlake and Keller in the amount of $451,449. Keller will reimburse Southlake for the percentage of frontage on the FM1938 roadway (approx. 21.3% of the entire length of roadway). The costs for the design contract for engineering services is as follows: Current Design Contract $1,498,107.13 less: Tarrant County Participation $451,449.00 Total $1,046,658.13 Keller — 21.3% frontage of roadway $222,938.18 Southlake — 78.7% frontage of roadway 823,719.95 Total $1,046,658.13 Financial Considerations: Keller will participate in the engineering design of the FM1938 Phase II roadway project. Keller will be make payments to Southlake as outlined in the agreement. Funding for Southlake's portion is available for the engineering design of FM1938 Phase II in the General Fund CIP Strategic Link: The FM1938 Phase II roadway project links to the City's strategy map relative to the focus areas of Infrastructure, Mobility, Partnerships and Volunteerism and Performance Management and Service Delivery. The specific corporate objectives that are met by this agreement include: Providing travel convenience within city and region, Collaborating with select partners to implement service solutions, Investing to provide and maintain high quality public assets and Providing high quality customer service. Citizen Input/ Board Review: None Legal Review: None Alternatives: The City Council may approve or deny this agreement. Supporting Documents: Location Map Interlocal Agreement Staff Recommendation: Approve an Interlocal Agreement for engineering and landscape design for the FM1938 Phase II Roadway Improvement Project with the City of Keller Staff Contact: Robert H. Price, P.E., Public Works Director Gordon Mayer, P.E., Deputy Director of Public Works Cheryl Taylor, P.E., Civil Engineer Location Map - FM1938 Project 170 377 WESTLAKE 114 SOUTHLAKE 1709 KELLER 1 1 7D9 I 7 6 37( 19�3V QQ GRAPEVINE 4JL r "t 103 121 26 121 1 RI SOUTHLAKE INTERLOCAL AGREEMENT STATE OF TEXAS § COUNTY OF TARRANT § This Agreement is made by and between the City of Southlake, Texas ( "Southlake ") and the City of Keller ( "Keller "), acting herein by and through their duly authorized city managers, for the purpose of documenting the terms and conditions of an agreement whereby Southlake will administer the engineering design contract for the Texas Department of Transportation ( "TXDOT ") roadway project known hereafter as Phase 11 of Farm -to- Market 1938 and the cities will divide the local cost share of such project for the design of Farm -to- Market 1938 as indicated in Exhibit A. WHEREAS, Chapter 791, Texas Government Code authorizes Interlocal Contracts between governmental entities to perform services either could undertake individually; and WHEREAS, Southlake and Keller desire to have a design prepared for construction of Farm -to- Market 1938 from Farm -to- Market 1709 to the Randol Mill Bend; and WHEREAS, Construction funding has been programmed by the Metropolitan Planning Organization (MPO) beyond 2015; and WHEREAS, TXDOT prefers to have the engineering design contract to be administered by a single governmental entity and the parties hereto desire to designate Southlake as the agency to administer such contract; NOW, THEREFORE, WITNESSETH 1. Southlake shall provide administration for an engineering consultant contract for design of Farm -to- Market 1938 from south of Southlake Boulevard (FM 1709) to the Randol Mill Bend. 2. The estimated cost for design of the project is $ 1,498,107.13. The share of the cost for design required from each city will be divided as indicated in Exhibit A. 3. In the event there are additional design costs or expenses involved in the engineering design contract, the parties agree to share such costs proportionally the same manner as used for the initial design cost sharing identified in Exhibit A. 4. The estimated construction cost for the project will be determined during the design phase. AGREED this day of 1 2010. ATTEST: Lori Payne, City Secretary CITY OF SOUTHLAKE Shana Yelverton, City Manager APPROVED AS TO FORM AND LEGALITY: Attorney ATTEST: City Secretary CITY OF KELLER Dan O'Leary, City Manager APPROVED AS TO FORM AND LEGALITY: Attorney EXHIBIT A FM 1938 ENGINEERING DESIGN COST PARTICIPATION Portion of FM 1938 aroiect within each Ci City of Southlake 78.7% City of Keller 21.3% TranSystems Design Fee $1,498,107.13 Tarrant County participation $ 451,449.00 Amount shared by Cities of Southlake and Keller $1,046,658.13 City of Southlake share $823,719.95 City of Keller share $222,938.18