Res 084-2009 6/16/2009 , , t �
RESOLUTION NO. $�
Resolution To Award Bids for Three Grazing Leases At Lake
Arrowhead For Three-Year Terms Beginning June 30, 2009 and
Ending May 31, 2012.
WHEREAS, the City has three tracts of land at Lake Arrowhead that are leased
for cattle grazing and,
WHEREAS, the current leases expired and the City advertised for bids for new
three-year term leases commencing on June 30, 2009; and
WHEREAS, Council has considered all bids received for the leases.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF WICHITA FALLS, TEXAS, THAT:
The bids for the Lake Arrowhead grazing leases are awarded as follows, and the
City Manager is authorized to execute a lease agreement with each entity in the form
attached hereto as LEASE AGREEMENT, with changes to form as approved by the
City Attorney:
Arrowhead #1 to James Mitchell & Clayton Jackson d/b/a M&J Livestock for
$14.03 per acre per year.
Arrowhead #2 to James Mitchell & Clayton Jackson d/b/a M&J Livestock for
$14.03 per acre per year.
Arrowhead #3 to James Mitchell & Clayton Jackson d/b/a M&J Livestock for
$14.03 per acre per year.
PASSED AND APPROVED this the 16th day of June, 2009.
MAYOR
ATTEST:
i Clerk
.
MAP OF LAKE ARROWHEAD GRAZING LEASES
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THE STATE OF TEXAS §
COUNTY OF CLAY §
LEASE AGREEMENT
THIS LEASE is entered into as of the day of , 2009, by the City of Wichita
Falls, Texas, ("City"), acting by and through its City Manager, who has heretofore been duly authorized
to execute this lease by Resolution No. adopted by the City Council of the City of Wichita
Falls, Texas, and ("Lessee").
1. City leases to Lessee, for grazing purposes only, all that certain lot, tract, or parcel of land
situated in Clay County, Texas, north of the dam at Lake Arrowhead, said tract being known as
Arrowhead Grazing Lease # ("Leased Premises") and more particularly described as follows:
(legal description)
2. The term of this lease shall be 3 years, beginning June 30, 2009 and ending May 31,
2012.
3. Lessee shall pay City rental at the rate of $ per acre per year, the same being
equal to $ per year. This rental shall be payable annually and in advance on or before the
beginning of each lease year.
4. Lessee shall have the right to erect structures as needed to maintain as well as manage
livestock properly. Prior to erecting such structures, Lessee will provide site plan and building plans and
will obtain a building permit from the City's Inspection Department.
5. This lease only grants grazing rights to Lessee, and this lease does not grant lessee the
right to hunt, fish, or partalce in any other recreational or non-recreational activity not directly associated
with grazing.
6. Lessee agrees to take this lease subject to the rights of any oil, gas, mineral, hunting, or
other rights presently in existence on the lease premises or that may be granted or leased by the City
during the term of this lease. Tenant and City agree to cooperate so that the respective activities of one
will not unduly interfere with the other.
7. It is understood that Lake Arrowhead is a municipal water supply for the City of Wichita
Falls, and hence it is absolutely necessary for sanitary conditions to be strictly observed, and Lessee
agrees to pasture on said lands only cattle in a good and healthy condition. Lessee further agrees to
remove immediately from said premises, or burn, all dead cattle and/or other dead animal matter. No
slaughtering of cattle will be made on the premises.
8. The term of this lease will be binding upon the heirs, executors, administrators, and
successors of parties in like manner as upon the original parties. Lessee agrees to keep and maintain the
existing City-owned fences on said property in a good and workmanlike manner and to construct any
other fences required by Lessee. Fences will not be built into the water. If a fence should become
submerged by rising water it will be removed by the lessee. Any fence so constructed that separates the
properties herein leased from adjoining properties shall remain the property of the City upon termination
of this lease. Lessee agrees to hold City harmless from any and all liability that Lessee might incur
growing out of the breakage of fences around the property.
9. Lessee agrees to abide by all existing sanitary rules, statutes and ordinances concerning
Lake Arrowhead and the surrounding area, and any other rules of a similar nature which may hereafter
become effective, whether they be by City ordinance or by State or Federal law.
10. Lessee will not make or allow to be made any unlawful, improper or offensive use of the
premises or any part thereof, and agrees to keep the same in a decent, safe, and sanitary condition,
observing all municipal, state and federal laws, ordinances, rules, regulations now or hereafter in effect.
Lessee further agrees to indemnify City against any and all claims, demands, costs, or judgments of any
kind whatsoever made or suffered by reason of the breach of this covenant. Lessee further agrees to
indemnify City from and against any all claims, demands, costs, attorneys' fees, expenses or judgments
that may arise or that Lessor may suffer on account of or in connection with the Leased Premises or any
condition or occurrence thereon. Lessee shall indemnify City_pursuant to this clause regardless of the acts,
omissions or negli�ence of City or Citv's officers a�ents or employees or any condition of the propertv
11 . The officers, employees, agents, and other tenants of the City shall have the right to go
upon the leased premises at any and all times, and to construct buildings thereon, and make such other
improvements on said land as they may, in their judgment, find necessary. Lessee agrees to allow City to
have a lock for City access on any and all gates as required. Lessee will have the right to lock gates and
entrances to the leased property. Lessee will agree to either provide a key to locks on gates and entrances
or allow the City to double lock the entrances.
12. The fact that Lake Arrowhead is a source of City's municipal water supply makes it
mandatory that the provisions of this contract be enforced; upon the breach of any covenant or provision
in this lease designed to protect the purity of the water supply of City, City may re-enter and dispossess
Lessee without any liability whatsoever, terminate this lease, and require Lessee to remove his cattle from
the leased premises. If the Lessee fails to pay any rent due hereunder within 30 days after the same
becomes due, City shall have the right to terminate this lease. If Lessee breaches any other covenant
contained in this lease, and fails to remedy such breach within 15 days after he is given written notice by
City to do so, City shall have the right to terminate this lease.
13 . Lessee shall not sublet the Leased Premises for any use, nor assign this lease in whole or
in part without the written consent of the City. The city retains the absolute right to deny such written
consent.
14 . Lessee shall not over-pasture said lands, but will use the same in a good and husband-like
manner in an effort to keep the turf in good condition, regardless of whether a rainy or dry season is
involved.
15 . Lessee shall not spray any chemical on the leased premises without the approval of the
Director of the Wichita Falls/Wichita Health Department and the City's Director of the Public Works. In
addition, Lessee agrees not to harvest any trees for any reason whatsoever on the leased premises without
prior permission from the City's Director of Public Works.
16. City shall have a lien upon all of the property of Lessee placed on the leased premises, to
secure the payment of the rent provided for herein.
17. Lessee has inspected the Leased Premises and accepts the condition of the premises "as
is." The City makes no warranties, either express or implied, regarding the condition of the Leased
Premises.
18. Lessee agrees to pay when due, all real property taxes, assessments and charges, of any
t j
RESOLUTION NO. �
Resolution Approving An Advance Funding Agreement Between The
City Of Wichita Falls And The Texas Department Of Transportation
For The Hike and Bike Trail Expansion Project Between Scott Street
And Hamilton Park in the amount of $3,282,318
WHEREAS, the Texas Department of Transportation selected the City of Wichita
Falls to receive American Recovery and Reinvestment Act (ARRA) funds in the amount
of $3,282,318 for a trail extension project from Scott Street to Hamilton Park; and
WHEREAS, the attached agreement between the City of Wichita Falls and the
TxDOT requires the City to pay Engineering and Consultant fees estimated at 7% of the
project cost, the difference between the ARRA allocation and actual bid costs, and the
cost of all change orders.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF WICHITA FALLS, TEXAS, THAT:
The attached Advance Funding Agreement with the Texas Department of
Transportation For The Hike and Bike Trail Expansion Project Befinreen Scott Street And
Hamilton Park is hereby approved, and the City Manager is authorized to execute said
agreement and other documents necessary to receive and administer the funds
distributed therein.
PASSED AND APPROVED this the 16 day of June, 2009.
MAYOR
ATTEST:
;� lr� ,
'ty Clerk
_ . CSJ 0903-03-093
District # Wichita Falls
Code Chart 64 46050
Project: STP 20091721►ES
CFDA # 20.205
STATE OF TEXAS §
COUNTY OF TRAVIS g
LOCAL TRANSPORTATION PROJECT
ADVANCE FUNDING AGREEMENT
For a Hike and Bike Trait — Phase 3 Project
(Off State System)
THIS Local Project Advance Funding Agreement (LPAFAy is made by and between the State of
Texas, acting by and through the Texas Department of Transportation. hereinafter called the "State",
and the Citv of Wichita Falfs, acting by and through its duly authorized o�cials, hereinafter called
the "Local Government."
WITNESSETH
WHEREAS, a Master Agreement between the Loca! Government and the State has been adopted
and states the general terms and conditions for transportation projects developed through this
LPAFA; and,
WMEREAS, the Texas Transportation Commission passed Minute Order 111734 and 111552 that
provides for the development of, and funding for, the project described herein; and,
WHEREAS, the Goveming Body of the Local Governrnent has approved entering into this LPAFA by
resolution or ordinance dated , which is attached hereto and made a part
hereof as Attachment A for development of the specific project which is identified in the location map
shovm as Attachment B.
NOW, TNEREFORE, in consideration of the premises and of the mutual covenants and agreements
of the parties hereto, to be by them respectively kept and performed as hereinafter set forth, it is
agreed as follows:
AGREEMENT
1. The period of fhis LPAFA is as stated in the Master Agreement, without exception.
2. Terrnination of this LPAFA shall be under the conditions as stated in the Master Agreement,
without exception.
3. Amendments to this LPAFA shall be made as described in the Master Agreement, without
exception.
4. Scope of Work.
The scope of work for this LPAFA is described as the Hike anef Bike Trail — Phase 3 from
Hamilton Pa�k to Scott Street in Wichita Falls. #or CSJ 0903-03-093 will be fet as an
American Reinvestment and Recoverv Act (ARRA1 proiect
5. Right of Way and Real Property shall be the responsibility of the Local Government, as stated in
the Master Agreement, without exception.
6. Adjustment of utilities will be provided by the Loca1 Government as required and as stated in the
Master Agreement without exception.
AFA—LPAFA_OffSys Page 1 of 8 Revised 05/19/20Q9
CSJ 0903-03-093
District �t Wichita Falls
Code Chart 64 46050
Project: STP 200917211ES
CFDA # 20.205
7. Environmenfaf Assessment and Mitigation will be carried out as stated in the Master Agreement,
withou# exception.
8. Compliance with Texas Accessibility Standards and ADA will be as stated in the Master
Agreement, without exception.
9. Architectural and Engineering Services wiil be provided by the State, as stated in the Masfer
Agreement, without exception. The State is responsible for performance of any required
architectural or preliminary engineering work. The Local Government may review and comment
on the work as required to accomplish the public purposes of the Local Government. The State
will cooperate fulfy with the Local Government in accomplishing these local public purposes to the
degree permitted by State and Federal law.
10. Construction Responsibilities wil� be carried out by the State, as stated in the Master Agreement,
without exception.
11. Project Maintenance will be undertaken as provided for in the Master Agreement, without
exception.
12. Loca! Project Sources and Uses of Funds
a. Project Cosf Estimate: A Project Cost Estimate is provided in Attachment C. The State and
the Federal Government will not reimburse the Local Government for any work performed
before the issuance of a formal Letter of Autharity by the Federal Highway Administration.
The Local Government is responsible for 100% of the cost of any work performed under its
dire�fion or control before the federal Letter of Authority is formally issued.
b. A Source of Funds estimate is also provided in Attachment C. Attachment C shows the
percentage and absolute dollar amount to be contributed to #he project by federal, state, and
local sources.
c. The Local Government is responsib3e for al1 non-federal and non-state funding, including all
projec# cost overruns, unless provided for through amendment of this agreement.
d. Prior to the performance of any engineering review work by the State, the �ocal Government
will pay to the State the amount specified in Attachment C. At a minimum, this amount shall
equal the Local Government's funding share for the estimated cost of preliminary engineering
for the pr�ject. At least sixty (60) cfays prior to the date set for receipt of the construction bids,
the Local Government shall remit its remaining financial share for the Stafe's estimated
construction oversight and construction costs.
e. In the event that the State determines that additional funding by the Local Govemment is
required at any time during the Project, the State will notify the Local Government in writing.
The Locai Government shall make payment to the State within thirty (30) days from receipt of
the State's written notification.
f. Whenever funds are paid by the Local Government to the State under this Agreement, the
Locaf Government shall remit a check or warrant made payable to the "'Texas Department of
Transportation Trust Fund." The check or warrant shal! be deposited by the State in an
escrow account to t�e managed by the State. Funds in the escrow account may only be
applied by the State to the Projeci. If, after final Project accounting, excess funds remain in
the escrow account, those funds may be applied by the State to the Local Govemment's
contractual obligations to the State under another advance funding agreement.
g. If any existing or future local ordinances commissioners court orders, rules, policies, or other
directives, including but not Iirrtited to outdoor advertising billboards and storm water drainage
AFA—LPAFA OffSys Page 2 of 8 Revised 05119/2Q09
CSJ 0903-03-093
District # Wichita Falls
Code Chart 64 46050
Project: STP 2009(721)ES
� CFDA # 20.205
facility requirements, are more restrictive than State or Federal Regulations, or if any other
locally proposed changes, including but not limited to plats or replats, result in increased costs,
then any increased costs associated with the ordinances or changes will be paid by the Iocal
govemment. The cost of praviding right of way acquired by the State shal! mean the total
expenses in acquiring the property interests either through negotiations or eminent domain
proceedings, including but not limited to expenses related to relocation, removal, and
adjustment of eligible utilities.
h. In the event of an overrun of construction costs or change orders during the construction of
fhis project amounts will be covered to the extent possible with available ARRA funds. The
Local Government will be responsible for 100% of the costs not covered with ARRA funds.
i. The state auditor may conduct an audit or investigation of any entity receiving funds from the
state directly under the contract or indirectly through a subcontract under the contract.
j. Acceptance of funds directly under the contract or indirectly through a subcontract under this
contract acts as acceptance of the authority of ihe state auditor, under the direcfion of the
legislative audit committes, to conduct an audit or investigation in conneetion with those funds.
An entity that is the subject of an audit or investigation must provide the state auditor with
access to any informafion the state auditor considers relevani to the invesfigatian or audit.
k. In accordance with Section 902 of the American Recovery and ReinvestmenE Act of 2009
(ARRA), shouid ihis agreement involve the expenditure of ARRA funds, then the U.S.
Comptroller General and its representatives shall have the authority to:
a. examine any records of the contractor or any of its subcontractors, or any State or local
agency administering such contract, that directly pertain to, and involve transactions
relating to the contract or subcontract; and
b. interview any officer or employee of the contractor or any of its subcontractors, or any State
or local agency administering the contract regarding such contracts.
Nothing in the section previously menfioned shall be interpreted to limit or restrict in any way
the existing authority of the Comptroller General.
In accordance with Section 1515(a) of the ARRA, with respect to each contract or grant
awarded using covered funds, any representative oi an appropriate inspector general
appointed under Section 3 or 8G of the Inspector General Act of 1978 (5 U.S.C. App.), is
authorized:
a. to examine any records of the contractor or grantee, any of its subcontractors or
subgrantees or any State or locai agency administering such contract that pertain to
and involve transactions relating to the contract, subcontract, grant, or subgrant; and
b. to interview any officer or employee of the contractor, grantee or subgrantee, or agency
regarding such transactions.
Section 1515(b) further provides that nothing in the section previously mentioned shall be
interpreted to limit or restrict in any way the existing authority of an inspector general.
The ARRA reGuires that the Contractor report monthly employment information for its firm as
well as that of all of its subcontractors. The Contractor, similarly, shail include this reporting
requirement in all of its subcontracts. Failing to include the requirement in agreements with
subcontractors can serve as grounds for contract termination.
AFA—LPAFA_O(fSys Page 3 of 8 Revised 05/19/2409
CSJ 0903-03-093
District # Wichita Falis
Code Chart 64 46050
Project: STP 2009(7291ES
CFDA # 20.205
Form FHWA-1589, Monthiv Employment Report, promutgated by the Federal Highway
Administratian (FMWA), captures the necessary monthly employment information and shall be
submitted by the Contractor on a regular basis to the LG (Local Government). It is the
responsibility of the LG to obtain this form from the prime Contractor and any subcontractors
and, the LG shall verPfy the accuracy, completeness, and reasonableness of the data
contained in the form. The LG shall ensure that this form is submitted by the LG to the State
according to the policies and at the direction of the State.
!n order to meet any other FHWA and ARRA reporting requirements, the LG shall provide to
the State all information requested by the State, including data or information in possession of
contractors and subcontractors for completing other necessary reporting forms, and the
information shall be submitted in the manner required and according to all due dates as set by
the State.
Furthermore, fhe ARRA mandates that the U.S. Comptroller General's Office shall have
authority to examine the records of the contractor, subcontractor, or local agency relating to
the project at any time.
13. Document and Information Exchange. The Local Government agrees fo electronically deliver to
the State all general notes, specifications, contract provision requirements and related
documentation in a Microsoft� Word or similar document. If requested by the State, the Local
Government will use the State's document template. 7he Local Government shall also provide a
detailed construction time estimate including types of activities and month in the format required
by the State. This requirement applies whethe� the Local Government creates the documents
with its own fbrces or by hiring a consultant or professional provider, At the request of the State,
the Local Government shall submit any information required by the State in the format directed by
the State.
14. Incorporation of Master Agreement Provisions. This LPAFA incorporates all of the governing
provisions of the Master Advance Funding Agreement (MAFA) in effect on the date of final
execution of this LPAFA, unless such MAFA provision is specifically excepted herein.
15. Insurance. If this agreement authorizes the Local Government or its contractor to perForm any
work on State right of way, before beginning work the entity performing the work shall provide the
State with a fully executed copy of the State's Form 1560 Certificate of Insurance verifying the
existence of coverage in the amounts and types specified on the Certificate of Insurance for all
persons and entities working on State right of way. This coverage shall be maintained untii all
work on the State right of way is complete. If coverage is not maintained. all work on State right
of way shall cease immediate9y, and the State may recover damages and all costs of completing
the work.
16. Debarment Certification. The parties are prohibited from making any award at any tier to any party
that is debarred or suspended or ofherwise excluded from or ineligible for participation in Federal
Assistance Programs under Executive Order 12549, "Debarment and Suspension." By executing
this agreement, the [Contractor, Local Govemment, Engineer, or whatever] certifies that it is not
currently debarred, suspended, or othen,vise excluded from or ineligible for participation in Federal
Assistance Programs under Executive Order 12549. The parties to this contract shall require any
AFA—LPAFA_OffSys Page 4 of 8 Revised 05/19l2009
. CSJ 0903-03-093
Disfrict # Wichita Faits
Code Chart 64 46050
Project: STP 20Q9(7211ES
CFDA # 20.205
party to a subcontract or purchase order awarded under this contract to certify its eligibility to
receive Federal funds and, when requested by the State, to fumish a copy of the certification.
17. Signatory Warranty. The signatories to this agreement warrant that each has the authoriry to enter
into this agreement on behalf of the party represented.
IN TESTIMONY HEREOF, the parties hereto have caused these presents to be executed in
duplicate counterparts.
THE LOCAL GOVERNMENT
By:
(Signature)
Title:
Date:
THE STATE OF TEXAS
Executed for the Executive Director and approved for the Texas Transportation Commission for the
purpose and effect of activating and/or carrying out the orders, established policies or work programs
heretofore approved and authorized by the Texas Transportation Commission.
By:
Janice Mullenix
Director of Contract Services
Texas Department of Transportation
Date:
AFA—LPAFA_OffSys Page 5 of 8 Revised 05l� 9/2009
CSJ 0903-03-093
District # Wichita Falls
Code Chart 64 46050
Project: STP 20d9(7211ES
CFDA # 20.205
ATTACHMENT A
RESOLUTION OF LOCAL GOVERNMENT
APPROVING TH1S LPAFA
A�A—LPAFA_OffSys Page 6 of 8 Revised 05/19/2009
S
. CSJ 0903-03-093
District # Wichiq Falis
Code Chart 64 46050
Project: _ STP 2009f721}ES
CFDA # 20.205
ATTACHMENT B
PROJECT LOCATION MAP
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AFA—LPAFA_OffSys Page 7 of 8 Revised 05/19/2009
r
CSJ 0903-03-093
Districf # Wichita Falls '
Code Chart 64 46050
Pro]ect: STP 2009(721)ES
C�DA # 20.205
ATTACHMENT C
PROJECT BUDGET ESTIMATE AND SOURCE OF FUNDS
Description Total Federal State Loca!
, Estimate Participation Participation Participatfan
Cost
Z00°lo �DC Prior to EDC Actual
Adjustment EDC Adjustment Participation
-_ —_ _ _
61.5% (+ 20%) 61.5% -
_ . _i_ � __
Land (no cash contribution)
__ — _: _
_— -- — _ _ _
Utilities (no cash contribution)
._ _ _ _.- ,. „- _._ i _
__�_- �. --
Environmental (no cash contribution)
- _ — _ - , - .--- ---
Prel'rminary Engineering 0 $0.00 0 0 0 p
—_ --- — _ _ _ --
Construction 3,282,319 3,282,319 0 0 p p
SUBTOTAL 3,282,319 3,282,319 0 0 0 0
Direct State Costs (including plan 229,762 0 0 0 0 229,T62
review, inspection and oversight)
Engineering & Contingencies
estimated at 7°� of Construct
-- - -- - --
Indirect Staie Costs (no local 0 0 0 0 0 0
participation required except for
serv projects)
. _ _ _. __ -- —
TOTAL 3,512,081 3,282,319 0 0 0 2zg,7g2
First Payment d�e �rior to PS.&E Uy . -- - -' :., —. _ `229,762
5fate . 11f/A
Secr1»d paymeni due.SO days priorto : N/A ' � _ 0
t. e ro' flett..ing: • .. , . ,; _
Total participatio� required from the �ocal government = 29 762.00. This is an estirnate only, final pa�ticipat;on
amounts will be based on actuaf charges to the project.
AFA—LPAFA_OffSys Page 8 af 8 Revised 05/19/2009