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<br />RE VEST FOR CITY COUNCIL AGENDA ITEM
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<br />Requested By:
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<br />Stephen L Barr
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<br />Aoorooriation
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<br />Agenda Date Requested: December 8 2003
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<br />Department:
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<br />Account Number:
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<br />Amount Budgeted:
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<br />Exhibits: TxDOT S. T.E.P. Beautification Project
<br />Exhibits:
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<br />Amount Requested:
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<br />Budgeted Item: YES X NO
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<br />Exhibits:
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<br />SUMMARY & RECOMMENDATION
<br />The Advance Funding Agreement with TxDOT for the SH 225 @ Sens Road, Palm Trees and
<br />Oleanders project, as approved by Council, identified $45,602 as the estimated cost of the project, and
<br />authorized an expenditure of $46,000, As a part of the agreement, Council also agreed to pay any costs in
<br />excess of the Federal participation. As it stands currently, the estimated costs in excess of the Federal
<br />participation is $33,780.87. As you know, we asked Ha1ff & Associates to reduce the amount of trees to
<br />be planted one time already, to get within our budgeted amount. The way the project is set up, a reduction
<br />in trees requires adjustment of almost every other line item in the budget (Le, fertilizer, mulch). At the
<br />time we were reducing the project, we were not aware that TxDOT would add line items to the budget
<br />total at the end of the review process (i.e. sediment fencing, traffic control devices, etc.) and a large
<br />contingency, that pushed the estimated costs above the budget by almost $34,000. In addition the cost of
<br />the major portion of the project, the Palm Trees, increased from $2,500 each to an estimated $3,500 each,
<br />TxDOT is requiring us to submit our estimated share in advance of the actual construction award that is
<br />scheduled for 7-8 January 2004. If costs are less than the estimate, we will be refunded the difference; if
<br />costs exceed the estimate, we will be required to make up the difference.
<br />. I have asked the TxDOT Project Administrator to reduce the number of trees again from 40 to 30
<br />in order to get the number down to close to the projected budget, The Deer Park Project at SH 225 @
<br />Battleground Road has 34 Palm Trees; the big difference in our project design and theirs is, they don't
<br />have any trees on the east side of Battleground in the medians, Ours would be very similar with 30 trees.
<br />We can add trees to the project later if funds are available. The reduction of 10 trees reduces the total
<br />,project estimate to $228,315, with the City's share at $47,467, As an alternative, we can add additional
<br />funding now to get the 40 trees as designed. This option would require an additional $33,800 to fund.
<br />Please keep in mind that these are all estimates and, even though TxDOT requires the money in advance,
<br />we won't know exactly how much the project will cost until the bids are received,
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<br />Action Reauired bv Council:
<br />Provide direction regarding funding for the TxDOT S.T,E,P, - SH 225 @ Sens Road Beautification
<br />Project for construction, Either fund at the budgeted level with a reduced number of palm trees, or add
<br />$34,000 to the estimated budget to provide additional palm trees as designed,
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<br />/.:). -3-~
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<br />Date
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