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Item 4GCITY OF SOUTHLAKE MEMORANDUM (October 4, 2011) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve a Discretionary Service Agreement with Oncor Electric Deliver LLC for utilities along FM1709 at Foxborough Estates in the amount of $92,105.25 Action Requested: Approve a Discretionary Service Agreement with Oncor Electric Deliver LLC for utilities along FM1709 at Foxborough Estates in the amount of $92,105.25 Background Information: The FM1709 Deceleration Lane project is currently on- going. One of the remaining deceleration lanes to be constructed is located at the entrance to the Foxborough Estates subdivision. City staff has been working with the franchise utilities that are located within the FM1709 right of way to relocate their facilities in a timely manner. Franchise utilities within the right of way are required to relocate their facilities for city improvement projects at their expense. In the case where their facilities are located within an adjacent easement, any relocation costs would be the responsibility of the city. Oncor underground facilities are currently within an easement adjacent to the right of way along FM1709 at Foxborough Lane. Oncor will lower their existing lines within the same easement to accommodate the extension of the storm drain culverts for the construction of a right turn deceleration lane. The agreement between the city and Oncor Electric Delivery LLC outlines the responsibilities of both parties. Oncor will relocate their facilities in a timely manner at the city's request, and the city agrees to reimburse them $92,105.25 for the work. Financial Considerations: Funding for FM1709 Deceleration Lane project and the agreement with Oncor Electric Delivery LLC is available in the 1999 Traffic Management Bond Program. Strategic Link: The FM1709 Deceleration Lane project links to the city's strategy map relative to the focus areas of Mobility, Infrastructure, and Quality Development. The specific corporate objectives that are met by this construction project include: Providing travel convenience within city and region; Providing high quality customer service; and Investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: The agreement has been reviewed by the City Attorney's office. Alternatives: The City Council may approve or deny the agreement. Supporting Documents: Location Map Agreement Staff Recommendation: Approve a Discretionary Service Agreement with Oncor Electric Deliver LLC for utilities along FM1709 at Foxborough Estates in the amount of $92,105.25 Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., Civil Engineer 1 PROJECT LOCATION MAP Tariff for Retail Delivery Service Oncor Electric Delivery LLC 6.3 Agreements and Forms Applicable: Entire Certified Service Area Page 1 of 3 Effective Date: Janua 1, 2002 010407 Revision: Original 6.3.4 Discretionary Service Agreement WR 3143412 CIAC Tracking #25491 This Discretionary Service Agreement ( "Agreement') is made and entered into this day of 2011, by Oncor Electric Delivery Company LLC ( "Oncor Electric Delivery' or "Company'), a Delaware limited liability company, under the Delaware Limited Liability Company Act, and a distribution utility, and the City of Southlake, Texas ( "Customer'), each hereinafter sometimes referred to individually as "Party' or both referred to collectively as the "Parties ". In consideration of the mutual covenants set forth herein, the Parties agree as follows: 1. Discretionary Services to be Provided -- Company agrees to provide, and Customer agrees to pay for the following discretionary services in accordance with this Agreement: Per a request from the City of Southlake, Texas, Oncor Electric Delivery LLC (OED) will relocate its facilities for the FM 1709 Turn Lane at Foxborough. The City of Southlake will be reimbursing OED for the replacement of 33B ft of 6" conduit, 692 ft of 3 -1000 AL 14.4124.9 KV primary cables, pole riser and switchgear terminations. This project will be worked on Oncor Electric Delivery WR# 3143412E. 2. Nature of Service and Company's Retail Delivery Service Tariff =- Any discretionary services covered by this Agreement will be provided by Company, and accepted by Customer, in accordance with applicable Public Utility Commission of Texas ( "PUCT') Substantive Rules and Company's Tariff for Retail Delivery Service (including the Service Regulations contained therein), as it may from time to time be fixed and . approved by the PUCT ( "Company's Retail Delivery Tariff'). During the term of this Agreement, Company is entitled to discontinue service, interrupt service, or refuse service initiation requests under this Agreement in accordance with applicable PUCT Substantive Rules and Company's Retail Delivery Tariff. Company's Retail Delivery Tariff is part of this Agreement to the same extent as if fully set out herein. Unless otherwise expressly stated in this Agreement, the terms used herein have the meanings ascribed thereto in Company's Retail Delivery Tariff. 3. Discretionary Service Charges -- Charges for any discretionary services covered by this Agreement are determined in accordance with Company's Retail Delivery Tariff. Company and Customer agree to comply with PUCT or court orders concerning discretionary service charges. 4.Term and Termination -- This Agreement becomes effective upon acceptance by both the Company and the Customer and continues in effect until all associated work by Oncor Electric Delivery LLC is complete and reimbursements are secured, with no allowances for betterment. Termination of this Agreement does not relieve Company or Customer of any obligation accrued or accruing prior to termination. 5. No Other Obligations -- This Agreement does not obligate Company to provide, or entitle Customer to receive, any service not expressly provided for herein. Customer is responsible for making the arrangements necessary for it to receive any further services that it may desire from Company or any third party. 6-Governing Law and Regulatory Authority -- This Agreement was executed in the State of Texas and must in all respects be governed by, interpreted, construed, and enforced in accordance with the laws thereof. This Agreement is subject to all valid, applicable federal, state, and local laws, ordinances, and rules and regulations of duly constituted regulatory authorities having jurisdiction. 7. Amendment - -This Agreement may be amended only upon mutual agreement of the Parties, which amendment will not be effective until reduced to writing and executed by the Parties. But changes to applicable PUCT Substantive Rules and Company's Retail Delivery Tariff are applicable to this Agreement upon their effective date and do not require an amendment of this Agreement. B. Entirety of Agreement and Prior Agreements Superseded -- This Agreement, including all attached Exhibits, which are expressly made a part hereof for all purposes, constitutes the entire agreement and understanding between the Parties with regard to the service(s) expressly provided for in this Agreement. The Parties are not bound by or liable for any statement, representation, promise, inducement, understanding, or undertaking of any kind or nature (whether written or oral) with regard to the subject matter hereof not set forth or provided for herein. It is expressly acknowledged that the Parties may have other agreements covering other services not expressly provided for herein, which agreements are unaffected by this Agreement. Tariff for Retail Delivery Service Oncor Electric Delivery LLC 6.3 Agreements and Forms Applicable: Entire Certified Service Area Page 2 of 3 Effective Date: January 1, 2002 010407 Revision: Original 9. Notices -- Notices given under this Agreement are deemed to have been duly delivered if hand delivered or sent by United States certified mail, return receipt requested, postage prepaid, to: (a) If to Company: Oncor Electric Delivery LLC Attn: Larry K. Baldwin 115 W. 7 Street, Suite 625 Fort Worth, TX 76102 Office: 817 -215 -6184 (b) If to Customer: City of Southlake Attn: Cheryl Taylor 1400 Main Street, Suite 320 Southlake, TX 76092 The above - listed names, titles, and addresses of either Party may be changed by written notification to the other. 10. Invoicing and Payment -- Invoices for any discretionary services covered by this Agreement will be mailed by Company to the following address (or such other address directed in writing by Customer), unless Customer is capable of receiving electronic invoicing from Company, in which case Company is entitled to transmit electronic invoices to Customer. City of Southlake Attn: Cheryl Taylor 1400 Main Street, Suite 320 Southlake, TX 76092 If Company transmits electronic invoices to Customer, Customer must make payment to Company by electronic funds transfer. Electronic invoicing and payment by electronic funds transfer will be conducted in accordance with Company's standard procedures. Company must receive payment by the due date specified on the invoice, If payment is not received by the Company by the due date shown on the invoice, a late fee will be calculated and added to the unpaid balance until the entire invoice is paid. The late fee will be 5% of the unpaid balance per invoice period. 11. No Waiver -- The failure of a Party to this Agreement to insist, on any occasion, upon strict performance of any provision of this Agreement will not be considered to waive the obligations, rights, or duties imposed upon the Parties. 12. Taxes -- All present or future federal, state, municipal, or other lawful taxes applicable by reason of any service performed by Company, or any compensation paid to Company, hereunder must be paid by Customer. 13. Headings -- The descriptive headings of the various articles and sections of this Agreement have been inserted for convenience of reference only and are to be afforded no significance in the interpretation or construction of this Agreement. 14. Multiple Counterparts -- This Agreement may be executed in two or more counterparts, each of which is deemed an original but all constitute one and the same instrument. 15. Other Terms and Conditions — (i) Customer agrees that payment shall be made within 60 days of the date the project is completed or the date the invoice is received, whichever is later. The amount to be invoiced is $92 5. (ii) Customer has disclosed to Company all underground facilities owned by Customer or any other party that is not a public utility or governmental entity, that are located within real property owned by Customer. In the event that Customer has failed to do so, or in the event of the existence of such facilities of which Customer has no knowledge, Company, its agents and contractors, shall have no liability, of any nature whatsoever, to Customer, or Customer's agents or assignees, for any actual or consequential damages resulting from damage to such undisclosed or unknown facilities. Tariff for Retail Delivery Service Oncor Electric Delivery LLC 6.3 Agreements and Forms Applicable: Entire Certified Service Area Page 3 of 3 Effective Date: January 1, 2002 010407 Revision: Orig (iii) The Discretionary Service Charges provided in this agreement are for Oncor Electric Delivery facilities only and do not include any charges related to the relocation of any facilities owned by a franchised utility, governmental entity, or licensed service provider (Joint User), The customer must contact all Joint Users and make arrangements to have their facilities transferred or relocated. Oncor Electric Delivery can not complete the relocationlremoval of facilities outline in this agreement until Joint Users(s) remove their facilities attached to Oncor Electric Delivery poles. (iv) Construction of this project will not begin until this signed document is returned to Oncor Electric Delivery Company LLC at the above referenced address. IN WITNESS WHEREOF, the Parties have caused this Agreement to be sign by their respective duly authorized representatives. ONCOR ELECTRIC DELIVERY COMPANY LLC B Name: Larry K Baldwin CITY OF SOUTHLAKE, TEXAS By: Name: Title: Pr�t_Manaaer Title: Date: September 15, 2011 Date: