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Item 4BItem 413 CITY OF SOUTH LAKE MEMORANDUM (September 17, 2013) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve Interlocal Agreement with the City of Colleyville for mitigation efforts to White Chapel Bridge over Big Bear Creek Action Requested: Approve Interlocal Agreement with the City of Colleyville for mitigation efforts to White Chapel Bridge over Big Bear Creek Background Information: In December 2011, TxDOT inspected the South White Chapel Boulevard Bridge over Big Bear Creek as part of its routine off - system bridge inspection program. A letter documenting the TxDOT findings was provided to the City of Southlake. The letter concluded that the unknown foundation depth, the erodible nature of the sandy channel material, the general hydraulic characteristics of the stream, and the increase in the length of the exposed columns over the last several years leads to concerns over public safety. The bridge leads into the City of Colleyville. The City of Colleyville has agreed to participate in half of the cost of the mitigation efforts. The approval of this Interlocal Agreement (ILA) with the City of Colleyville for the mitigation efforts to the White Chapel Bridge over Big Bear Creek will define the costs and the terms of reimbursement associated with the combined effort of the two cities. Colleyville agrees to submit a lump sum payment to the City of Southlake prior to beginning construction. In the event there are additional costs for construction, the Cities agree to share in 50% of those additional costs. In March 2012, the Public Works staff retained the services of Halff Associates, Inc. to provide an engineering study which included mitigation options for the White Chapel Bridge over Big Bear Creek in response to TxDOT's inspection report. Halff Associates, Inc. has provided both cities with a mitigation recommendation. The total engineering design shall not exceed $44,350 and the opinion of probable construction cost for the project is $121,000 for a total estimated project cost of $165,400. The cost of this project will be apportioned equally at 50% for each city. As mentioned, TxDOT has concerns that without mitigation, further erosion around the bridge could compromise public safety. Those concerns could lead to a recommendation by TxDOT to close the bridge which is a highly traveled connection between the cities of Southlake and Colleyville. Financial Considerations: This project is funded in the FY13 Stormwater Utility Capital Improvement Program Fund. Strategic Link: The mitigation efforts of the White Chapel Bridge over Big Bear Creek provided for under this Interlocal Agreement links to the City's strategy map relative to the focus areas of Infrastructure, and Partnerships. The specific corporate objectives that are met by this construction project include: collaborating with select partners to implement service solutions, and investing to provide and maintain high quality public assets. The critical business outcome is to optimize resources through collaboration and partnerships to reduce costs and add service value. Citizen Input/ Board Review: N/A Legal Review: This Interlocal Agreement is a standard agreement that has been previously reviewed by the City Attorney. Alternatives: The City Council may approve or deny the agreement. Supporting Documents: Interlocal Agreement Location Map Staff Recommendation: Approve Interlocal Agreement with the City of Colleyville for mitigation efforts to White Chapel Bridge over Big Bear Creek Staff Contact: Robert H. Price, P.E., Public Works Director Cheryl Taylor, P.E., City Engineer Steven D. Anderson, P.E., CFM, Civil Engineer 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 Colleyville ("Colleyville"), 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 and the construction contract to make improvements to scour protection at South White Chapel Road bridge over Big Bear Creek to be known as the White Chapel Road over Big Bear Creek Scour Countermeasure Project ("Project") and the cities will divide the local cost share of such project for the design and construction of the Project 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 Colleyville desire to design and construct the White Chapel Road over Big Bear Creek Scour Countermeasure Project; and NOW, THEREFORE, WITNESSETH Southlake shall provide administration for an engineering consultant contract for design of the Project. 2. The cost for design of the Project is not to exceed $44,350.00. The share of the cost for design required from each city will be divided as indicated in Exhibit A. 3. Southlake shall provide administration for a construction contract for construction of the Proj ect. 4. The cost for construction of the Project is $121,000.00. The share of the cost for construction required from each city will be divided as indicated in Exhibit A. 5. The City of Colleyville will provide their share of the design and construction costs in a lump sum payment to the City of Southlake prior to the start of construction. 6. In the event there are additional design costs or expenses involved in the engineering design contract, the parties agree to share such costs proportionally in the same manner as used for the initial design cost sharing identified in Exhibit A. 7. In the event there are additional construction costs or expenses involved in the construction contract, the parties agree to share such costs proportionally in the same manner as used for the initial construction cost sharing identified in Exhibit A. Page 1 of 4 AGREED this day of , 2013. CITY OF SOUTHLAKE Un ATTEST: Alicia Richardson, City Secretary APPROVED AS TO FORM AND LEGALITY: Attorney Shana Yelverton, City Manager Page 2 of 4 CITY OF COLLEYVILLE ATTEST: Amy Shelley, City Secretary APPROVED AS TO FORM AND LEGALITY: Attorney Jennifer Fadden, City Manager Page 3 of 4 EXHIBIT A WHITE CHAPEL ROAD OVER BIG BEAR CREEK SCOUR COUNTERMEASURE PROJECT PARTICIPATION Halff Associates, Inc. Design Fee Construction Cost Amount Amount shared by Cities of Southlake and Colleyv City of Southlake share (50%) City of Colleyville share (50%) $44,350.00 $121,000.00 $165,350.00 $82,675.00 $82,675.00 Page 4 of 4 1 7� �• yT �