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HomeMy WebLinkAboutIR 8301 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8301 0,� 1 C"4 }"..4 To the Mayor and Members of the City Council February 6, 2001 y Page 1 of 3 FYA tall SUBJECT: IH35WIIH30 INTERCHANGE URBAN DESIGN REPORT BACKGROUND On January 16, 2001 staff presented an overview (IR8297) of the IH35W/IH30 Landscape Project being constructed by the Texas Department of Transportation (TxDOT). The report included the project's history, scope and construction budget; and outlined TxDOT's responsibilities for construction and the City's proposed maintenance responsibilities. In order to ensure that appropriate and ongoing maintenance occurs, it was recommended that an Interlocal Agreement be entered into with TxDOT authorizing the City to maintain the landscape improvements. During the overview presentation, staff was asked to review the projected cost for maintenance and potential involvement of TxDOT to maintain the improvements. This report is in response to that request. PROJECT SCOPE All construction improvements within the right-of-ways will be funded by TxDOT as proposed in the "Urban Design for the 11435W/IH30 Interchange Reconstruction" report commissioned by the City and TxDOT in 1995. TxDOT has agreed to fund approximately $1,500,000 for landscape beautification of the right-of-ways, which includes plant material and irrigation and a one-year irrigation and plant life maintenance and warranty. There will be approximately 3,342 trees, 88,032 square feet of bed/planting space for 7,336 shrubs, 45 acres of turf and more than 16 miles of irrigation pipe serving over 4,000 irrigation heads. PROJECT HISTORY The initial design of the IH35W/IH30 project did not include landscaping. In 1993 the City and TxDOT agreed to mutually fund a design competition for the freeway interchange and Lancaster Blvd. The product of this collaboration was the 1995 "Urban Design for the IH35W/IH30 Interchange Reconstruction" report. The report was presented to the City Council on June 11, 1996 (IR 8008) and accepted by the City Council on June 25, 1996 (Resolution 42184) Although no contractual commitment was made for the City to maintain the landscape improvements, it was understood that because TxDOT agreed to install the improvements, in exchange the City would maintain them. MAINTENANCE COSTS The original level of maintenance proposed includes mowing on 7-day cycles and daily litter collection (via contract) and daily irrigation system maintenance (via in-house staff). Based on these service levels the FY2001-02 cost was projected at $281,000 and annual cost of $307,000. If the proposed service levels were changed, estimated annualized costs could be adjusted as follows: ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS ' INFORMAL REPORT TO CITY COUNCIL MEMBERS NO. 8301 February 6, 2001 To the Mayor and Members of the City Council Page 2 of 3 SUBJECT: IH35WIIH30 INTERCHANGE URBAN DESIGN REPORT Contract irrigation system maintenance $ 70,000 (Note: This would include checking the 22 irrigation zones for leaks, breaks, missing heads, etc. Watering levels would be verified to ensure plant materials receive proper amount of water. Adjustment would be made to include time and duration of watering. Maintenance of the irrigation system would be required the first three years only. Once plants are established, service would be eliminated.) Water cost $ 28,800 Contract rnowing- of cycles* 14 day cycles 21 33,075 21 day cycles 16 32,400 Contract litter removal Daily cycle 364 $ 212,940 7 day cycles 52 51,480 14 day cycles 26 46,800 21 day cycles 18 40,500 *Contract mowing cycles are calculated at listed frequency, March through September and then monthly from October through February. $171,700 to $3)52,240, Funds for replacement of lost plants,pesticides, etc. are not included. Should the City Council elect to maintain these improvements, policy direction is needed on the service levels desired. Since all services are proposed via contract, costs are subject to bidding. TxDOT MAINTENANCE I. Dallas Central Expressway The City of Dallas contributed $5,000,000 to the Dallas Central Expressway Project for landscaping and other amenities eg. bollards, lighting, etc. Although TxDOT is currently maintaining the improvements, negotiations are underway that will result in the City of Dallas assuming 2. TxDOT Landscape Maintenance Guidelines The guidelines included in the appendices of the Urban Design for the IH35W/IH')O report are4"1111 according to TxDOT, unfunded maintenance service levels. Generally TxDOT employs th,. ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS Using the highest and lowest service level costs, the total annual costs for maintenance would range from INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8301 February 2001 To the Mayor and Members of the City Council �' vL Page 3 of 3 n EYF. '°" SUBJECT. IH35W/1H30 INTERCHANGE URBAN DESIGN REPORT guidelines as maintenance level expectations for local governmental entities to maintain landscape improvements installed by TxDOT. 3. If TxDOT were expected to maintain the IH35W/TH30 improvements, the service level would include only mowing of turf areas and litter collection on a 2-3 times per year basis. LANDSCAPE DESIGN Landscape planning for reduced maintenance of the landscape design includes hardwood trees, hardy shrubs (pampas grass) and turf. Although more drought tolerant planting schemes are available, the current plan is fairly low maintenance. Irrigation of the trees and shrubs is designed for establishment only (drip irrigation) and scheduled for termination after 2-3 years. No irrigation of the 45 acres of turf is included. The majority of the ongoing maintenance cost, after tree and shrub establishment, is for mowing and litter collection. RECOMMENDATION In summary, TxDOT expected that since they amended the original IH35W/IH30 project scope to include $1.5 million in landscaping, the City would maintain the improvements. This arrangement is consistent with TxDOT policy across the state. Should the City choose not to maintain the improvements, TxDOT's funded service level would be mowing and litter collection 2-3 times per year. Should the City elect to maintain the improvements, service levels should be established by the City Council. Once these levels are approved, staff will move forward on developing bid proposals to contract the mowing, litter collection and irrigation system maintenance. Unless the City Council directs otherwise, staff will bring forward a Mayor and Council Communication to enter into an Interlocal Agreement with TxDOT for the maintenance of the landscape and irrigation improvements on the IH35W/IH30 Reconstruction Project. i ob Terrell City Manager ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS