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R-13-06-13-G9 - 6/13/2013RESOLUTION NO. R -13-06-13-G9 WHEREAS, the City of Round Rock wishes to enter into a Reimbursement Agreement with Atmos Energy Corporation ("Atmos") for the relocation of gas pipelines owned by Atmos in connection with the Southwest Downtown Infrastructure Improvements — San Saba Street and West Liberty Street Project, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City said Reimbursement Agreement with Atmos Energy Corporation, a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 13th day of June, 2013. City of Round Rock, Texas MAY WTO 11�lim — ATTE(ST.: SARA L. WHITE, City Clerk 0:\wdox\SCClnts\0112\ 1304\MUNICIPAL\00276079.DOC/rmc EXHIBIT „A„ REIMBURSEMENT AGREEMENT This Reimbursement Agreement ("Agreement") made this day of , 2013, by and between ATMOS ENERGY CORPORATION, a Texas and Virginia corporation, having a business address at 5420 LBJ Freeway, Suite 1800, Dallas, Texas 75240 ("Atmos") and the CITY OF ROUND ROCK, a Texas home -rule municipal corporation, having a business address at 221 East Main Street, Round Rock, Texas ("CORR"). WHEREAS, CORR is making improvements to its Downtown area (the "Project"); and WHEREAS, Atmos has gas lines that are in conflict with the CORR's project; and WHEREAS, CORR has requested that Atmos relocate or cause to be relocated their gas lines to accommodate the proposed improvements; and WHEREAS, Atmos has agreed to the relocation of its facilities as shown on the plans attached hereto as Exhibit "A" and made a part hereof ("Relocation Services") and has prepared a good faith cost estimate set forth on Exhibit `B" attached hereto and made a part hereof ("Estimate"); and WHEREAS, CORR agrees to reimburse Atmos for the actual expenses incurred by Atmos related to the Relocation Servicesrequested by CORR NOW, THEREFORE, in consideration of mutual promises contained herein, the parties agree as follows: Atmos agrees to provide the Relocations Services to install approximately 240 feet of 2 -inch poly II gas main by approved bore and/or open trench method includes, but not limited to stringing, fusing, boring, pullback, trenching, strength testing, backfill, hot tapping, restoring, and reseeding. Install approximately 400 feet of 4 -inch poly II gas main by approved bore and/or open trench method includes, but not limited to stringing, fusing, boring, pullback, trenching, strength testing, backfill, hot tapping, restoring, and reseeding. Install 2 service lines and gas meters; and remove and haul off and/or grout fill and abandon in place approximately 640 feet of existing 2 -inch, 3 -inch, and 4 -inch Poly and Steel pipe. The starting date will be fixed by mutual agreement of the parties hereto and Atmos shall use commercially reasonable efforts to complete the Relocation Services in accordance with the Schedule, subject however, to delays caused by persons or events outside the reasonable control of Atmos. 2. The actual cost of the relocation is estimated to be $249,684.11. CORR agrees to reimburse Atmos the actual costs of the Relocation Services, an amount to be $249,684.11. Atmos shall submit to CORR a detailed written report itemizing the total costs incurred, including all supporting information documenting all amounts incurred for which reimbursement is claimed and verifying that the Relocation Services are in accordance with the requirements of this Agreement and that any change orders increasing the cost for the Relocation Services above the threshold described below were submitted and approved by CORR prior to incurring such additional costs. Upon Completion of the Relocation Services, Atmos shall present CORR with a detailed invoice of the actual Relocation Services performed and CORR agrees to make, within thirty (30) days -From the date of the properly detailed invoice, a one- time reimbursement payment of the actual costs. In the event, after actual solicitation of bids, the estimated costs of the Relocation Services exceed the Cost Estimate by 10% or more, then, prior to incurring such additional expense, Atmos shall submit the additional costs to CORR for approval, which approval shall not be unreasonably withheld, delayed, or conditioned. Any request for approval made by Atmos in writing and not specifically approved or disapproved within 5 business days shall automatically be deemed approved by CORR. Neither enhancement nor betterment costs shall be reimbursed by CORK. 3. The obligation of CORR to make a cost reimbursement payment under this Agreement does not constitute a general obligation or indebtedness of CORR for which CORR is obligated to levy, pledge or collect any form of taxation. 4. The parties agree to exercise all due caution while causing any work to be done near the gas line in order to prevent damages to the gas line. 5. Not withstanding any other provisions of this Agreement, in no event shall either party be liable to the other for any indirect, consequential or incidental damages, including but without limitation, loss of revenue, loss of customers or loss of profits arising from the Agreement and the performance or non- performance of obligations hereunder. 6. Atmos agrees to indemnify and hold harmless CORR, its agents and employees, against and from any and all liability, loss and expense and shall defend all claims, resulting from the loss of life or damage or injury to persons or property directly or indirectly resulting from the work performed by Atmos to the extent such loss, damage or injury, is caused by the negligence or willful misconduct of Atmos or its agents or arises out of or in connection with the Relocation Services. As a necessary condition for such indemnity to be enforceable against Atmos: (i) Atmos shall be notified in writing promptly of any and all claims, liability, loss and expense for which CORR seeks indemnification from Atmos, and (ii) Atmos shall have sole control of the defense of any and all claims, liability, loss and expense and all negotiations for their settlement of compromise. 7. This Agreement shall be enforceable in Round Rock, Williamson County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the same shall lie ins Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 8. No party may assign its rights and obligations under this Agreement without the prior written consent of the other parry, which consent shall not be unreasonably withheld, conditioned, or delayed. Notwithstanding the foregoing, it is understood that Atmos intends to contract the Relocation Services work to a general contract, which will in turn may subcontract all or part of the Relocation Services. 9. This Agreement shall be binding upon and inure to the benefit of the parties to this Agreement and their respective heirs, executors, administrators, personal representatives, legal representatives, successors and assigns, subject to the provisions of Section 8. 10. In case any one or more of the provisions contained in this Agreement shall be held to be invalid, illegal, or unenforceable in any respect, such validity, illegality, or unenforceability shall not affect any other provisions of the Agreement, and this Agreement shall be constructed as if such invalid, illegal, or unenforceable provision had never been contained in the Agreement. 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't 1p.3: t T4s PROJECT COST ESTIMATE SW Downtown Phase 3 City of Round Rock, TX (Williamson County) Completed by: Ramon Martinez (UEI) (Config 1843475) May 9, 2013 Complete Project Ballpark Estimate Basis gyt Unit Description $5,600.00 Unit Cost $ 500 feet PIPE POLY 3/4 PE 2406 SDR11 50OFT $ 0.28 /foot $140.75 240 feet PIPE POLY 2 PE 2406 SDR11 40FT $ 0.69 /foot $165.12 640 feet PIPE POLY 4 PE 2406 SDR11 40FT $ 2.55 /foot $1,631.04 80 feet PIPE ERW 6 X .280W CS e,ARE BEV DRL X42 $ 13.12 /foot $1,049.25 160 feet PIPE ERW4 X.237WCS BARE BEV DRL X42 $ 7.69 /foot $1,230.75 160 feet PIPE ERW 2 X .154W CS BARE BEV DRL X42 $ 3.54 /foot $565.60 640 feet WIRE #12 CU YLW SOLID THHN 50OFT $ 0.14 /foot $89.60 9 each ELL BF 4 90 DEG PE 2406 $ 10.20 /each $91.80 1 each ELL BF 4 45 DEG PE 2406 $ 10.16 /each $10.16 2 each ELL BF 2 90 DEG PE 2406 $ 3.23 /each $6.46 1 each TEE BF 4 PE 2406 $ 11.98 /each $11.98 1 each REDUCER BF 4 X 2 PE 2406 CENTRAL 6910025 $ 6.22 /each $6.22 3 each REDUCER BF 4 X 3 PE 2406 CENTRAL 691040321000 $ 7.57 /each $22.71 1 each Small Dollar Material (estimated at 5% of listed material and includes 5.00% small dollar items such as Cathodic Protection, P/L Markers, Pipe Coating, etc) $244.03 Stores Loading 4.00% $204.99 Shipping/Transportation 4.00% $204.99 State Sales Tax 8.25% $422,79 Materials Overhead 0.00% $0.00 TOTAL MATERIAL COSTS $5,957.49 COMPANYLABOR RIGHT-OF-WAY 80 hours Operations $ 70.00 /hour $5,600.00 40 hours Engineering/Construction Management $ 70.00 /hour $2,800.00 0 hours Right -of -Way $ 70.00 /hour $0.00 24 hours Envicnnmental - Review and Mgt. $ 70.00 /hour $1,680.00 TOTAL COMPANY LABOR COSTS $10,080.00 0 day Contract ROW Agent $ 750.00 /day $0.00 TOTAL R -O -W COSTS (payments to landowners) $0.00 SW Downtown Ph3 051313 Estimate.xlsx CONSTRUCTION 750 feet Installation of approx. 180' of 2" & 570' of 4"Poly by approved bore 89.93 /foot $67,450.00 and/or open trench method Includes, but not limited to stringing, 1,350.00 /day fusing, boring, pullback, trenching, strength testing, ball, hot 70 hours tapping, restoring and reseeding $ 4 each Installation of four service lines and gas meters 1200.00 /each $4,800.00 640 feet Removal & hauloff and/or grout fill & abandon app. 640' of 2", 3" & 4" 1.00 !foot $640.00 Poly and Steel pipe. 99.00 /hour TOTAL CONSTRUCTION COSTS (per scope of work) $72,890.00 CONTRACT EXPENSE GAS LOSS Indirect Other 0 days X-ray $ 1,350.00 /day $0.00 70 hours Project Management $ 118.00 /hour $8,260.00 180 hours Engineering $ 99.00 /hour $17,820.00 338 hours Drafting $ 96.00 /hour $32,448.00 5 hours Project Director (P.E. reviews and seals dwgs.) $ 121.00 /hour $605.00 2 hours Project Controls Specialist $ 99.00 /hour $198.00 6 hours Project Administrator $ 58.00 /hour $348.00 600 mile Vehicle Mileage (Engineer) $ 0.50 /mile $300.00 1 week Environmental Inspection $ 1,025.00 /week $1,025.00 0 day 3rd Party Inspection $ 661.00 /day $0.00 1 day Survey (Pipeline Centerline Staking) $ 2,000.00 /day $2,000.00 TOTAL CONTRACT EXPENSE COSTS $63,004.00 1 lot Gas Loss/Altemate Fuel $ - /lot $0.00 TOTAL GAS LOSS COSTS $0.00 TOTAL DIRECT COSTS $151,931.49 Corporate Overhead (Labor, Corp A&G, BU A&G) $85,862.91 TOTAL INDIRECT COSTS $85,862.91 Franchise Fee 5% $11,889.72 TOTAL OTHER $11,889.72 TOTAL ESTIMATED PROJECT COSTS $249,684.111 Assumptions/Comments 1) No waterbody crossings and does not include costs for karst discovery 2) Estimate does not include costs for holding schedule in extreme weather conditions 3) Construction Estimate does not include costs associated with SWPPP Permitting 4) Corporate Overhead Rate varies at time of item cost. 5) Contractor Construction Estimate Based on Bids Received 5/6/2013. SW Downtown Ph3 051313 Estimate.xisx City of Round Rock RWND ROCK TIXAS wnro¢ w.�on r�osrExm Agenda Item Summary Agenda Number: G.9 Title: Consider a resolution authorizing the Mayor to execute a Reimbursement Agreement with Atmos Energy Corporation for the relocation of gas lines required by the Southwest Downtown Infrastructure Improvements - San Saba Street and West Liberty Street Project. Type: Resolution Governing Body: City Council Agenda Date: 6/13/2013 Dept Director: Gary Hudder, Transportation Director Cost: $113,046.82 Indexes: RR Transportation and Economic Development Corporation (Type B) Attachments: Resolution, Exhibit A Text of Legislative File 13-423 The scope of Southwest Downtown - San Saba Street and West Liberty Avenue requires the relocation of dry utility infrastructure. A Reimbursement Agreement with Atmos Energy Corporation to relocate gas lines affected by this project at a cost of $136,637.29 was approved by the City Council on April 11, 2013. Atmos Energy Corporation has informed the Transportation Department staff that the actual price bid for relocating their gas lines is $249,684.11. This amount is approximately sixty percent higher than the dollar amount submitted for the April 11, 2013 reimbursement agreement. This reimbursement agreement with Atmos amends the original reimbursement agreement approved by the City Council on April 11, 2013. The cost of $113,046.82 covers the difference between the original and revised costs for this project. Staff recommends approval. City of Round Rock Page 1 Printed on 6/6/2013 CN � � z LLJ O x � o w o REIMBURSEMENT AGREEMENT This Reimbursement Agreement ("Agreement") made this 13111- day of 2013, by and between ATMOS ENERGY CORPORATION, a Texas and Virginia corporation, having a business address at 5420 LBJ Freeway, Suite 1800, Dallas, Texas 75240 ("Atmos") and the CITY OF ROUND ROCK, a Texas home -rule municipal corporation, having a business address at 221 East Main Street, Round Rock, Texas ("CORR"). WHEREAS, CORR is making improvements to its Downtown area (the "Project"); and WHEREAS, Atmos has gas lines that are in conflict with the CORR's project; and WHEREAS, CORR has requested that Atmos relocate or cause to be relocated their gas lines to accommodate the proposed improvements; and WHEREAS, Atmos has agreed to the relocation of its facilities as shown on the plans attached hereto as Exhibit "A" and made a part hereof ("Relocation Services") and has prepared a good faith cost estimate set forth on Exhibit `B" attached hereto and made a part hereof ("Estimate"); and WHEREAS, CORR agrees to reimburse Atmos for the actual expenses incurred by Atmos related to the Relocation Servicesrequested by CORR NOW, THEREFORE, in consideration of mutual promises contained herein, the parties agree as follows: 1. Atmos agrees to provide the Relocations Services to install approximately 240 feet of 2 -inch poly II gas main by approved bore and/or open trench method includes, but not limited to stringing, fusing, boring, pullback, trenching, strength testing, backfill, hot tapping, restoring, and reseeding. Install approximately 400 feet of 4 -inch poly II gas main by approved bore and/or open trench method includes, but not limited to stringing, fusing, boring, pullback, trenching, strength testing, backfill, hot tapping, restoring, and reseeding. Install 2 service lines and gas meters; and remove and haul off and/or grout fill and abandon in place approximately 640 feet of existing 2 -inch, 3 -inch, and 4 -inch Poly and Steel pipe. The starting date will be fixed by mutual agreement of the parties hereto and Atmos shall use commercially reasonable efforts to complete the Relocation Services in accordance with the Schedule, subject however, to delays caused by persons or events outside the reasonable control of Atmos. 2. The actual cost of the relocation is estimated to be $249,684.11. CORR agrees to reimburse Atmos the actual costs of the Relocation Services, an amount to be $249,684.11. Atmos shall submit to CORR a detailed written 'R (3, %, 12,- � report itemizing the total costs incurred, including all supporting information documenting all amounts incurred for which reimbursement is claimed and verifying that the Relocation Services are in accordance with the requirements of this Agreement and that any change orders increasing the cost for the Relocation Services above the threshold described below were submitted and approved by CORR prior to incurring such additional costs. Upon Completion of the Relocation Services, Atmos shall present CORR with a detailed invoice of the actual Relocation Services performed and CORR agrees to make, within thirty (30) days -from. the date of the properly detailed invoice, a one- time reimbursement payment of the actual costs. In the event, after actual solicitation of bids, the estimated costs of the Relocation Services exceed the Cost Estimate by 10% or more, then, prior to incurring such additional expense, Atmos shall submit the additional costs to CORR for approval, which approval shall not be unreasonably withheld, delayed, or conditioned. Any request for approval made by Atmos in writing and not specifically approved or disapproved within 5 business days shall automatically be deemed approved by CORR. Neither enhancement nor betterment costs shall be reimbursed by CORR. 3. The obligation of CORR to make a cost reimbursement payment under this Agreement does not constitute a general obligation or indebtedness of CORR for which CORR is obligated to levy, pledge or collect any form of taxation. 4. The parties agree to exercise all due caution while causing any work to be done near the gas line in order to prevent damages to the gas line. 5. Not withstanding any other provisions of this Agreement, in no event shall either party be liable to the other for any indirect, consequential or incidental damages, including but without limitation, loss of revenue, loss of customers or loss of profits arising from the Agreement and the performance or non- performance of obligations hereunder. 6. Atmos agrees to indemnify and hold harmless CORR, its agents and employees, against and from any and all liability, loss and expense and shall defend all claims, resulting from the loss of life or damage or injury to persons or property directly or indirectly resulting from the work performed by Atmos to the extent such loss, damage or injury, is caused by the negligence or willful misconduct of Atmos or its agents or arises out of or in connection with the Relocation Services. As a necessary condition for such indemnity to be enforceable against Atmos: (i) Atmos shall be notified in writing promptly of any and all claims, liability, loss and expense for which CORR seeks indemnification from Atmos, and (ii) Atmos shall have sole control of the defense of any and all claims, liability, loss and expense and all negotiations for their settlement of compromise. 7. This Agreement shall be enforceable in Round Rock, Williamson County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the same shall lie in' Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 8. No party may assign its rights and obligations under this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld, conditioned, or delayed. Notwithstanding the foregoing, it is understood that Atmos intends to contract the Relocation Services work to a general contract, which will in turn may subcontract all or part of the Relocation Services. 9. This Agreement shall be binding upon and inure to the benefit of the parties to this Agreement and their respective heirs, executors, administrators, personal representatives, legal representatives, successors and assigns, subject to the provisions of Section 8. 10. In case any one or more of the provisions contained in this Agreement shall be held to be invalid, illegal, or unenforceable in any respect, such validity, illegality, or unenforceability shall not affect any other provisions of the Agreement, and this Agreement shall be constructed as if such invalid, illegal, or unenforceable provision had never been contained in the Agreement. Effective date of agreement as of date of approved by the City Council: CITY OF ROUND ROCK By: ,;,t ATTEST: By: Sara White, City Se 5t (W'- APPRO D AS TO FORM: By: L'jA Step L. Sheets, City Attorney ATMOS ENERGY CORPORATION By: 4a b rt R. 61cok Vice President, Operations Mid Tex Division U0 IMP! M Hai PROJECT COST ESTIMATE SW Downtown Phase 3 City of Round Rock, TX (Williamson County) Completed by: Ramon Martinez (UEI) (Config 1843475) May 9, 2013 MATERIAL Complete Project Ballpark Estimate Basis City Unit Description Unit Cost 500 feet PIPE POLY 3/4 PE 2406 SDR11 50OFT $ 0.28 /Foot $140.75 240 feet PIPE POLY 2 PE 2406 SDR11 40FT $ 0.69 /foot $165.12 640 feet PIPE POLY 4 PE 2406 SDR 11 40FT $ 2.55 /foot $1,631.04 80 feet PIPE ERW 6 X .280W CS FARE BEV DRL X42 $ 13.12 /foot $1,049.25 160 feet PIPE ERW 4 X .237W CS BARE BEV DRL X42 $ 7.69 /foot $1,230.75 160 feet PIPE ERW 2 X .154W CS BARE BEV DRL X42 $ 3.54 /Foot $565.60 640 feet WIRE #12 CU YLW SOLID THHN 50OFT $ 0.14 /foot $89.60 9 each ELL BF 4 90 DEG PE 2406 $ 10.20 /each $91.80 1 each ELL BF 4 45 DEG PE 2406 $ 10.16 /each $10.16 2 each ELL BF 2 90 DEG PE 2406 $ 3.23 /each $6.46 1 each TEE BF 4 PE 2406 $ 11.98 /each $11.98 1 each REDUCER BF 4 X 2 PE 2406 CENTRAL 6910025 $ 6.22 /each $6.22 3 each REDUCER BF 4 X 3 PE 2406 CENTRAL 691040321000 $ 7.57 /each $22.71 1 each Small Dollar Material (estimated at 5% of listed material and includes 5.00% small dollar items such as Cathodic Protection, P/L Markers, Pipe $244.03 Coating, etc) Stores Loading 4.00% $204.99 Shipping/Transportation 4.00% $204,99 State Sales Tax 8.25% $422.79 Materials Overhead 0.00% $0.00 TOTAL MATERIAL COSTS $5,957.49 COMPANYLABOR 80 hours Operations $ 70.00 /hour $5,600.00 40 hours Engineering/Construction Management $ 70.00 /hour $2,800.00 0 hours Right -of -Way $ 70.00 /hour $0.00 24 hours Enviaonmental - Review and Mgt. $ 70.00 /hour $1,680.00 TOTAL COMPANY LABOR COSTS $10,080.00 RIGHT-OF-WAY 0 day Contract ROW Bent $ 750.00 /day $0.00 TOTAL R -O -W COSTS (payments to landowners) $0.00 SW Downtown Phi 051313 Estimate.xisx CONSTRUCTION 750 feet 4 each 640 feet CONTRACT EXPENSE GAS LOSS Indirect Other Installation of approx. 180' of 2" & 570' of 4"Poly by approved bore 89.93 /foot $67,450.00 and/or open trench method includes, but not limited to stringing, fusing, boring, pullback, trenching, strength testing, backfill, hot tapping, restoring and reseeding Installation of four service lines and gas meters 1200.00 /each $4,800.00 Removal & hauloff and/or grout fill & abandon app. 640' of 2", 3" & 4" 1.00 /foot $640.00 Poly and Steel pipe. TOTAL CONSTRUCTION COSTS (per scope of work) $72,890.00 0 days X-ray $ 1,350.00 /day $0.00 70 hours Project Management $ 118.00 /hour $8,260.00 180 hours Engineering $ 99.00 /hour $17,820.00 338 hours Drafting $ 96.00 /hour $32,448.00 5 hours Project Director (P.E. reviews and seals dwgs.) $ 121.00 /hour $605.00 2 hours Project Controls Specialist $ 99.00 /hour $198.00 6 hours Project Administrator $ 58.00 /hour $348.00 600 mile Vehicle Mileage (Engineer) $ 0.50 /mile $300.00 1 week Environmental Inspection $ 1,025.00 /week $1,025.00 0 day 3rd Party Inspection $ 661.00 /day $0.00 1 day Survey (Pipeline Centerline Staking) $ 2,000.00 /day $2,000.00 TOTAL CONTRACT EXPENSE COSTS $63,004.00 1 lot Gas Loss/Altemate Fuel TOTAL GAS LOSS COSTS - not $0.00 $0.00 TOTAL DIRECT COSTS $151,931.491 Corporate Overhead (Labor, Corp A&G, BU A&G) $85,862.91 TOTAL INDIRECT COSTS $86,862.91 Franchise Fee 5% $11,889.72 TOTAL OTHER $11,889.72 TOTAL ESTIMATED PROJECT COSTS $249.684.111 Assumotions(Comments 1) No waterbody crossings and does not include costs for karst discovery 2) Estimate does not include costs for holding schedule in extreme weather conditions 3) Construction Estimate does not include costs associated with SWPPP Permitting 4) Corporate Overhead Rate varies at time of item cost. 5) Contractor Construction Estimate Based on Bids Received 5/6/2013. 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