Title
Consider and take action on a resolution authorizing an Agreement for Utility Relocation Contributions on State Highway Improvement Projects with the State of Texas through the Texas Department of Transportation for the Farm to Market 646 from East of Edmund Way to FM 1266 (TxDOT CSJ: 3049-01-022) and payment by the City in an amount of $187,891.65 (Executive Director of Capital Projects)
Background:
Approval of this item authorizes an Agreement for Utility Relocation Contributions on State Highway Improvement Projects with the State of Texas through the Texas Department of Transportation for the Farm to Market 646 from East of Edmund Way to FM 1266 (TxDOT CSJ: 3049-01-022) and payment by the City in an amount of $187,891.65. TxDOT is undertaking a roadway widening project on FM 646 from I-45 to SH 146. In May 2011 the section from I-45 to Edmund Way was constructed as a four-lane divided roadway with a raised median, sidewalks and curb-gutter drainage, which is approximately 1.3 miles of the original project. From west of Edmund Way to SH 146, FM 646 is a two-lane undivided rural roadway with no sidewalks, open ditch drainage and an existing at-grade crossing at the railroad tracks. The portion of the project from Edmund Way to FM 1266 was let in June 2024 and will be under construction soon. This segment will upgrade FM 646 to a 4-lane divided roadway to accommodate current and future predicted traffic demands. The proposed improvements would increase mobility by improving the pavement condition, adding two lanes as well as other roadway improvements.
Due to the reconstruction and widening of FM 646, some of the City’s water and wastewater utility facilities are being affected. We agreed that it was more economical and efficient for relocation of affected facilities to be included in the State’s highway construction contract. Therefore, the City is entering into an agreement with the State to pay for its portion of the construction contract related to the relocation of the water and sewer facilities. Because these utilities partially reside in an existing utility easement, the cost of these improvements is subject to a reimbursement eligibility ratio of 64.88% that is directly correlated to the portion of the utility within an existing easement vs the total length to be relocated. The City is also required to acquire a new easement for the utilities outside of the new TxDOT right-of-way.
In addition to the Advanced Funding Agreement (AFA) before you tonight, City staff is currently coordinating with TxDOT on a Standard Utility Agreement (SUA) which provides for reimbursement of all costs associated with the relocation of the utilities. This includes survey and right-of-way acquisition services, purchase of the new easement, as well as construction phase services necessary to meet the City’s management, inspection and acceptance of the newly relocated utility lines per the AFA and SUA agreements. These services will also be reimbursed at the eligibility ratio of 64.88%.
Because the project has already let, items related to the City’s utility relocations have been determined to equal $534,999 based on the accepted bid. Due to the 64.88% reimbursement ratio, the City’s responsible for $187,891.65. (See Attachment B - Estimated Utility Costs). The City will be responsible for one hundred percent (100%) of the authorized project cost and any overruns, but these costs will be reduced based on the reimbursement ratio as well. Upon completion of the Project, the State will perform an audit of the Project costs. Any funds due by the City or the State will be promptly paid by the owing party.
Attachments:
1. Proposed Resolution
2. Exhibit A - Advance Funding Agreement for Voluntary Utility Relocation
3. Exhibit 1 - TxDOT FM 646 Projects - Aerial Map
FUNDING
{X} The roadway widening project on FM 646 from I-45 to SH 146 will be included on CIP project, ST2206 - Matching Funds for Partnerships, as sub-project ST2206D. Being a utility AFA, funding in the amount of $187,891.65 will come from Miscellaneous Utility Capital Projects Cash, fund 1055, with expenses charged to project expense string ST2206D- CONSTRUCT- CONSTRUCT- RS CASH.
Funding is available from the remaining contingency of the 36- inch Waterline, which is substantially complete and under-going punch-list items for close out.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1: Develop and Maintain our Infrastructure