28- TxDOT to discuss the options for the construction of S. Collegiate DriveCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
08/06/2009
City Council
Shawn Napier, P.E. Director of
Council Date:
Engineering, Planning &
28
08/10/2009
Develo ment
RECOMMENDED MOTION: Deliberate and possibly act on whether or not to proceed with the project
and funding the reconstruction and/or widening of portions of S. Collegiate.
POLICY ISSUE(S):
Funding
BACKGROUND:
On July 30th a meeting was held at the TxDOT District Office to discuss the options for the construction
of S. Collegiate Drive. Three options have been presented by TxDOT, as detailed in the accompanying
letter.
The first option would be the fastest and would involve the City funding the difference in cost between
what TxDOT has planned to build (three lane asphalt) and what the City wants to build. This option
presumes that a resolution will be passed before October 1 to determine what type roadway is to be
constructed and that funding for the roadway will be provided to them through an Advanced Funding
Agreement (AFA). The AFA process takes approximately 8 weeks to complete. The funds are due no
later than 60 days prior to bidding of the project. The current proposed bid date for the project is April
8`n or 9`h, so 60 days would put the due date around February St". Based on this date the certificate of
obligation process would take approximately 90 days which would put the deadline of getting this
process started at the September 28 City Council meeting. The second option is different from the first
in that the resolution is done after October 1 and would be the option to choose for a bond election.
The third option involves no action by the City and TxDOT building the roadway that is currently
proposed without the proposed intersections.
Based on these options, if the Council wishes to proceed with this project staff needs to know as soon as
possible so we can get the AFA process started with TxDOT and get a resolution drafted and passed
stating the intentions of the City Council (this resolution should include funding and which type
roadway will be constructed). Staff has a meeting scheduled with TxDOT on Friday August 14 to
discuss the next step; without a decision TxDOT is going to continue on with the plans to widen the
roadway as it currently exist.
BOARD/COMMISSION RECOMMENDATION:
N/A
EXHIBITS:
TxDOT/Collegiate Drive Options
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$ Varies
❑ Department Report ❑ Resolution
Budgeted Amt.
$ 0.00
❑ Presentation ❑ Ordinance
y'I'D Actual
$ 0.00
❑ Public Hearing ❑ Other
Acct. Name
Acct. Number
FISCAL NOTES:
City of Paris Revised 2/04/08
REVIEWED AND APPROVED BY:
Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police H Eng./Public Works ❑ Utilities
City of Paris - " 22Q Revised 2/04/08
FM 1507 Turn Lane and Collegiate Drive Improvements- 7/30/2009
TxDOT Time Line
AUG 1ST
Process Options Identified
OCT 1ST
Best Process Selected; Implementation Begins
DEC 1ST
Design Elements 100%
FEB 1ST
PS&E 100% Complete
APR 15T
Letting
TxDOT-City Time Lines
Scenario 1-
City selects Collegiate Drive design, and City Council acts (Resolution) to fund BY OCT 1ST. TxDOT
develops AFA and receives Contract Services Office approval of AFA BY NOV 1ST. City Council signs
AFA BY DEC 1ST. TxDOT coordinates with City to obtain wntten Right of Entry for TxDOT and
TxDOT Contractor to build off TxDOT right-of-way BY FEB 1ST
TxDOT structures Turn Lane PS&E package to incorporate City design for Collegiate Drive, utilizing
preliminary design data (typical section, horizontal alignment) OCT - DEC 1 ST
City develops Collegiate Drive design and plan sheets (pavement section, profile grade, storm drain design,
plan/profile sheets, hydraulic data sheets, storm drain layoutlprofile sheets OCT - DEC 1 ST, with interim
review on or about NOV 1 ST (TxDOT estimate developed from this interim submittal will detemvne the
actual AFA amount). Completed Plans to TxDOT BY DEC 15T.
TxDOT incorporates City design into Turn Lane PS&E DEC 1 ST - FEB 1 ST
Scenario 2-
City is moving forward with Collegiate Drive project, but is unable to resolve design and funding issues
BY OCT 1ST. City passes Resolution of Intent to widen/improve Collegiate Drive, including the
concurrent route section, BY OCT 1(see e-mail from Dan Perry to Shawn Napier dated 5/26/09).
TxDOT prepares FM 1507 PS&E package to include re-alignment of the FM 1507-Collegiate Drive
intersections. TxDOT contract will widen concurrent route (N-S) section up to 16 ft on west side, using up
to 10" Flex Base (w/out cement) and TCST. Plans will transirion N-S section into existing pavements on
Collegiate. New pavement areas at intersections will be funded by TxDOT using allotted safety funds
(intersection areas and concurrent route section will be temporary construction).
TxDOT coordinates with City to obtain written Right of Enhy for TxDOT and TxDOT Contractor to build
off TxDOT right-of-way, BY FEB 1ST.
Scenario 3-
City postpones or abandons plans to widen Collegiate Drive, or is unable to pass a Resolution of Intent BY
OCT 15T.
If City and High School provide Letter of Agreement to allow for TxDOT and TxDOT Contractor to build
on City and High School owned property BY OCT 1ST, TxDOT prepares FM 1507 PS&E package within
existing TxDOT/City/High School right-of-way with re-alignment of the FM 1507-Collegiate Drive
intersections.
With no action from City and no action (letter) from High School BY OCT 15T, TacDOT prepares FM
1507 PS&E package within exisring TxDOT right-of-way, without re-alignment of the FM 1507-Collegiate
Drive intersections.
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From: Dan Perry
To: Shawn Napier
CC: Dyer, Kathy; Good, Duane; Hollje, Keith; Mackey, Ricky; Reza Bazazzadeh
Date: 5/26/2009 4:32 PM
Subject: Re: Update - FM 1507
Shawn- _
Mainly, we would need a resolution from the councii stating:
a) It is their intention to widen Collegiate Drive and have it be the through roadway gaining a net increase in safety and mobility; ~ sPe~i~t~
b) The City will acquire needed ROW and incur all associated fees (utiliry adjustments, surveys, etc); and
c) The ROW owned by the City of Paris that wiil be associated with the realignment of FM 1507 wiil be considered "to be used for
pubiic transportation purposes".
I don't know that all three points necessarily need to be in the same resolution, but it might make things easier for you to do it ail at
once. As far as a timeline goes, we're are still looking at letting this project in August 2010. If the city is going to go to
construction on Collegiate in next Spring, then a resolution anytime prior to that should be fine for us.
All-
If I'm missing anything or if you have further insight into this project, piease let Shawn and Duane know.
Thanks
Dan
Shawn Napier <snapierCulparistexas.aov> 5/26/2009 1:23 PM
Dan,
Mike and I talked this moming about our time line for getting direction from City Council and the following steps. We will be taking
the information to our City Council on June 8"' to get direction in how they want to proceed. I will be pulling information together to
inform council on what the next steps are to make this project work for everyone. Can you give me a timeline on when we need to
acquire ROW and how soon you need the statement that Council will be funding this project and doing a three way agreement
between the City, School and TXDOT? Am I missing anything you can think of?
Shawn Napier, P.E.
City Engineer / Director of Public Works
City of Paris
(903) 784-9292
Fax (903) 784-1798
snapier@paristexas.aov
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