TOWN OF ADDISON P. O. BOX 9010 ADDISON, TX 15001-9010 09821 10/14/04 W-9 P018854 10/14/04 R019182 SBC SOUTHWESTERN BELL 4801 MATLOCK RD,ROOM B-16 ARLINGTON, TX 76018 FAX:817-467--8198JIM PIERCE TOWN OF ADDISON SERVICE CENTER 16801 WESTGROVE ADDISON, TX 75001-5190 912-450-2879 1 1 EACH SSC RELOCATION DUE TO ARAPAHO RD. 36741.1100 EXT. PROJECT -CENTURION WAY ACCOUNT DISTRIBUTION: 47-000-58210-83300 36741.11 36741.11 􀁾 1-4l.tI 􀁷􀁴􀁓􀁐􀁵􀁾 \b tlLl7W{ 75-1333-555 SUB-TOTAL TAX SHIPPING AND HANDLING CHARGE 36741.11 0.00 0.00 AREA: UTILITIES SUE ELLEN FAIRLEY 36741.11 10/14/2004 07:55 FAX 817 4678198 SwaT I4J 002/006 September 29,2004 TOWN OF ADDISON POBox 9010 Addison, TX 75001 􀀧􀁦􀁦􀀧􀀦􀁾;217/() 􀁾􀁴􀁊􀁦􀀡􀀬􀀻􀀲􀀯 CWOTS #5166T04 4801 Matlock Road, Room B16 Arlington, Texas 76018 Dear Ms. Nicewander, This letter is in regards to your request for Southwestern Bell Telephone, L.P. to perform custom work for you. Enclosed please find an Application and Letter of Agency for Custom Work. This application describes the custom work you have requested along with the associated charges for us to do the work. We require an advance payment on this amount, which is also shown on the application. Both the signed application and the advance payment must be received by our office before we can proceed on your behalf with the work. Our mailing address for these documents is listed below: Southwestern Bell Telephone, L.P. Attn: Shirley Meadows 4801 Matlock Road, Room B16 Arlington, Texas 76018 Fax number: 817467-8198 or 1 800851-7311 If you decide not to proceed with this work, please call our business office so that we may cancel your req uest. As always, please feel free to contact our office at 817 467-8124 or 1 888 321-8535 if you have any questions regarding this matter. Please refer to the record number at the top of your application to assist us in locating your file. Sincerely, Shirley Meadows Southwestern Bell Telephone, L.P. 8056 Contract Cost FIN63 -REQMN Page 1 of 1 Req Detail Req # 􀁛􀁾􀀹􀀱􀀹􀀷􀀸􀀲 I Status °UNAPPROVED Requisition Next Screen 1b. 1 􀁾 Change Auth AlCID Type Quantity Unit Price Description UOM Dist Cd Stock # S/L Account # Whse Budget Auth Catalog B/O CJ D ° Total Encumbrance Detail Total ° Trans # Detail Lines PO# Line # Grant Defaults: Vendor#/Name/Addr# I ][§OUTHWESTERN BELL ] [_.__"'"""""'"....,.;;; .0) Commodity L:]J c=J I-]J l_. I Comm Desc Enc IT] SPO # Lm I SPO Ref# I I FOBl :: :::mm' Ship Date 1::: ::::61 Ship Via I I 􀁾􀀺􀀺􀁥􀁾􀁯 􀁬􀁾􀁾􀁾􀀺 􀁔􀁾􀀺􀀺􀀺􀁾􀁾􀁾􀁾􀁾􀁾􀁩􀀺􀂧􀁑􀁛 􀁾􀂧􀁒􀁩􀀺􀀺 :: I 􀁾􀁾􀀺􀁾􀁲􀁤 1°001 TOWN OF ADDISON I Tax Code I . .m II Terms 1 II 􀁉􀁾􀀽􀀽􀀽􀀽􀀽􀀭􀁾􀁰􀁾􀁲􀁯􀀺􀀡􀀺􀁪􀁥􀁾􀁣􀁴􀁉􀁾􀀮􀀽􀀺􀀽􀁾􀀽􀀷􀀽􀀺􀀭􀀭􀁾􀀺􀀺􀀺􀀺􀀭􀀷􀀭􀀺􀀭􀀺􀀭􀀭􀀻..􀁾􀀽􀁉􀁉􀀡􀀮􀀡􀀭 􀁟􀁔􀀺􀀮􀀮􀀺􀁡􀀺􀀺􀁳􀁫􀁾􀁉􀀽􀀽􀀽􀀭􀀱 􀁟􀁗􀀺􀀮􀀺􀁏􀀺􀀮􀀮􀀣􀁾􀀽􀀽􀀽􀀽􀁾􀁑 I Requester Imm IConsolidate Asset Records D Work Code 1_:_-;::==:=. =:=::===:;;--􀁾􀁉􀁉 I..... Im. mm:mJ 0+ Bid 0+ Bid # http://sc-gemsweb/GEMSIFINANCE/REQMN.ASP 10/14/2004 HP LaserJet HP LASERJET 3200 3200se n v e n t OCT-18-2004 8:54AM Fax Call Report Job 463 Date 10/18/2004 Time 8:52:09AM Type Send Identification 918008517311 Duration 1:59 Pages 5 Result OK lD/IV2004 07:55 PAl 817 U7U98 S1lllT FAX (ilaOI/ooe Date: Attention: JENNY NICEWANDER 1'0 􀁾􀁾􀁟􀀮􀁟􀀮 __􀁾􀁾􀁩􀁾􀀢􀀭􀁹􀁟􀁾􀀢􀀭􀁡􀁤􀁏􀁗􀁓 Comment" (FAX # 972 450-2837) Her. is the 􀁡􀁰􀁰􀁾􀁣􀁡􀁬􀁩􀁯􀁮 and informaUcn regarding your custom work. PI.ase be advised that I will need the original signed application Ind advanel paymenl check 88 approval In our offICe before any, work can proceed. ThIs estimate is good for 60 days. If after thai lime we do not have your approveI to proceed, charges are no longer valid and the order will be canceled. Please give me a call If you ha.lle qUBstions regarding Uli9 􀁥􀁳􀁴􀁩􀁭􀁡􀁾􀁥􀀮 Number of 􀁰􀁡􀁧􀁥􀀸􀀺􀁾􀁤􀁬􀁮􀁧 ,/lUparIB} If all pages are not received, 􀁰􀁬􀁾􀁡􀁳􀁥 all: 817·467·8124 or 888·321.8535 􀁲􀁨􀁾 JICI!miM tOnlllNo Infom\ltIon \Yhieh Cal mlY bll LEGAUYPRMLE'GEO, PAOPR,JETARY IN NATURE". OR mHERWlSc PROTfCTED BY LAW FROM DISCLOSURE, Ina (bJ 1Ilnlatded only ler lho UN oflheAdafellOa(l) ollllid above. If you are nolille 􀁁􀁤􀁾􀁥􀁵􀁥􀁥􀀬 Of the 􀁰􀁥􀁲􀁾􀁯􀁮 rtliPomibie for deUvering Ihrs (0 theAddreuell(s). you al1l Nl/etl, ncMillla \hat rudlng, copying or d1sltlbuUng thl$ _mile II ptol'4llled. Ilyou hI't'8 racelVlMf IhIa I.csimlia rn e1fOf', p.... lel.p!lclW UI 􀁩􀁲􀁍􀁉􀁥􀁣􀀺􀁬􀁾􀁥􀁬􀁹 and mlilll\e fACIlmlle blc:lr 10 111111.... aboil Ida"... Tharolr you. TOWN OF ADDISON P. O. BOX 9010 ADDISON, TX 75001-9010 09821 10/14/04 1'1-9 P018854 10/14/04 R019782 SBC SOUTHWE:STERN BELL 4801 MATLOCK RD,ROOM B-16 ARLINGTON, TX 76018 FAX:817-467-8198 JIM PIERCE TOWN OF ADDISON SERVICE CENTER 16801 WESTGROVE ADDISON, TX 75001-5190 972-450-2879 1 1 EACH SBC RELOCATION DUE TO ARAPAHO RD. 36741.1100 EXT. PROJECT -CENTURION WAY ACCOUNT DISTRIBUTION: 41-000-58210-83300 36741.11 36741.11 75-1333-555 SUB-TOTAL TAX SHIPPING AND HANDLING CHARGE 36741.11 0.00 0.00 Af(EA: UTILITIES SUE ELLEN FAIRLEY 36741.11 .-------,.. TOWN OF ADDISON Company:__􀁾􀁟􀁾 _ FAX#: My email address will change tomorrow to: > annette morris2@cable.comcast.com >>>>>>>> >>>>>>>>>>>>>>>>>>>> >>>> Morris > Comcast Cable Communications, Inc. > Construction Liaison/Contract Administrator > 1565 Chenault St. > Dallas, TX 75228-5456 > Office Phone -214-320-7415 > Fax Number -214-320-7559 > Email -annettemorris2@cable.comcast.com > 2 CONSENT AGENDA Approval of the Minutes for the September 28, 2004 Council Meeting. Consideration of approval of final payment in the amount of $14,526.74 to Ratliff Hardscape, LTD. for the replacement of masonry walls on Chancey Drive and Proton Drive in the Les Lacs residential area. Consideration of a Resolution authorizing the City Manager to enter into a 􀁾 contract in the amount of $36,741.11 with SSC for the relocation and , . . i_n_st_a_lIa_t_io_n_o_f_t_e_le_p Road, Phase III, fro_hm_o_An_de_dc_ias_ob_nle_Ri_no_ca_od_nt_on_eSc_ut_riov_ne_ywoitrh_Bthoeuel_exvt _aernds.i_o_n_o_f_A_ra_p_a_h_o Consideration of a Resolution authorizing the City Manager to enter into an agreement with Hand and Associates Marketing Communications for advertisement in the November 2004, March 2005 and August 2005 Addison/North Dallas Corridor Guide publication. Consideration of a Resolution authorizing the City Manager to enter into a contract in the amount of $49,896.00 with Hotel Inter-Continental for meeting space and room room guarantees for the 2005 North Texas Jazz Festival. Consideration of a Resolution authorizing the City Manager to enter into an agreement in an amount not to exceed $30,000 with the City of Carrollton for service and maintenance provided for the Police and Fire Radio System in Fiscal Year 2003-2004. City Council Agenda 10-12-04 09/29/2004 13:46 FAX 817 4678198 September 29, 2004 TOWN OF ADDISON POBox 9010 Addison, TX 75001 Dear Ms. Nicewander, SWBT I4J 002/006 eWOTS #5166T04 4801 Matlock Road, Room 816 Arlington, Texas 76018 This letter is in regards to your request for Southwestern Bell Telephone, L.P. to perform custom work for you. Enclosed please find an Application and Letter of Agency for Custom Work. This application describes the custom work you have requested along with the associated charges for us to do the work. We require an advance payment on this amount, which is also shown on the application. Both the signed application and the advance payment must be received by our office before we can proceed on your behalf with the work. Our mailing address for these documents is listed below: Southwestern Bell Telephone, loP. Attn: Shirley Meadows 4801 Matlock Road, Room B16 Arlington, Texas 76018 Fax number: 817467-8198 or 1 800851-7311 If you decide not to proceed with this work, please call our business office so that we may cancel your request. As always, please feel free to contact our office at 817 467-8124 or 1 888321-8535 if you have any questions regarding this matter. Please refer to the record number at the top of your application to assist us in locating your file. Sincerely, Shirley Meadows Southwestern Bell Telephone, L.P. 8056 Contract Cost 09/29/2004 13:46 FAX 817 4678198 swnT FAX 􀁾􀀰􀀰􀀱􀁬􀀰􀀰􀀶 Southwestern Bell 4801 Matlock Rd, Room 􀁂􀁾􀀱􀀶 Arlington, TX 76018 817-467-8124 or 888-321-8535 Phone 817-467-8198 or 800-851-7311 Fax Date: September 29,2004 Attention: From: JENNY NICEWANDER Shirley Meadows Comments: (FAX # 972 450-2837) Here is the application and information regarding your custom work. Please be advised that I will need the original signed application and advance payment check as approval in our office before any work can proceed. This estimate is good for 60 days, If after that time we do not have your approval to proceed, charges are no longer valid and the order will be canceled. Please give me a call if you have questions regarding this estimate. Number of pages: 􀀮􀁾􀀨􀁩􀁬􀁬􀁣􀁬􀁬􀁬􀁤􀁩􀁮􀁧 this page) If all pages are not received, please all: 817-467-8124 or 888-321-8535 This facsimile contains information which (a) may be LEGALLY PRIVILEGED, PROPRIETARY IN NATURE, OR OTH ERWISE PROTECTED BY LAW FROM DISCLOSURE, and (b) is intended only for the use of the Addressee(s) named above. If yOll are not the Addressee, or the person responsible for delivering this to the Addressee(s), you are hereby notified that reading, copying or distributing this facsimile is prohibited. If you have received this facsimile in error, please telephone us immediately and mail the facsimile back to us althe above address. Thank you. 10/14/2004 07:56 FAX 817 4678198 SWBT 􀁾􀀰􀀰􀀳􀀯􀀰􀀰􀀶 1 CWOTS #5186T04 4801 Matlock Road, Room 8-16 Arlington, TX 76018 APPLICATION and LETTER OF AGENCY FOR CUSTOM WORK September 29, 2004 oeJt,......LAL S5-lT -'"10 u.A!j:.£ BILL TO: TOWN OF ADDISON PO Box 9010 Addison, TX 75001 CWOTS Number: 5166T04 Customer Billing Telephone Number: 972 450-7000 II II LOCATION OF WORK: Rear of 4101 Centurion Way to the rear of 4139 Centurion Way, Addison TX DESCRIPTION OF CUSTOM WORK: This estimated cost is issued to place cable, hand hole, and five pedestals from the rear of 4101 Centurion Way to the rear of 4139 Centuri.on Way, Addison, TX. This relocation is needed due to the Arapaho Road Extension Project by the Town of Addison. These charges only reflect the scope of work on this project at this location. SBC will need 905' of 600 pair cable, 100' of 200 pair cable, 90' of 100 paIr cable, and one new hand fiole. sac will backhoe trench cable in dirt with 30" of cover, machine dig 3 splice pits and place 5 pedestals in conjunction with other work. SBC will remove 2 hand holes and place a new hand hole over the existing structure. Hand hole will be 4'X8'X6'. LABOR EXPENSE: $25,018.51; MATERIAL EXPENSE: $5,286.95; OVERHEAD EXPENSE: $5,846.33; COST OFMONEY EXPENSE: $589,32 (w/purchase order) CHARGE FOR CUSTOM WORK: ESTIMATED COST: $ 36,151.79 (Advance Payment) $ 36,741.11 (W/Purchase Order) (Actual charges may exceed this estimated cost.) Applicant requests that Southwestern Bell Telephone, L.P. act as its agent in performing the above-described custom work on Applicant's behalf. Applicant agrees to pay the charge(s) indicated above for such work. The work is to be done on an "Aclual Cost" basis, all charge(s) will be computed in accordance with Southwestern Bell Corporation's ordinary accounting practices under the Uniform System of Accounts for Class A telephone companies and will include allocated costs for labor, engineering, materials, transportation, motor vehicles, tool and supply expenses and sundry billings from sub-contractors and suppliers for work and materials related to the job. The Applicant affirms that the cost estimate furnished by the Telephone Company has been considered only as an estimate of approximate costs and that the actual costs incurred by the Telephone Company in doing the work at the particular time and location might be higher. Said estimated cost is subject to change due to any number of factors including, but not limited to, changing conditions in the field, weather delays, or changes in the scope of the work. CHANGE ORDERS Should concealed conditions exist, including conditions that may exist below the surface of the ground, or if conditions exist that could not have been anticipated by Southwestern Bell Telephone, L.P. at the time of this agreement, Southwestern Bell Telephone, L.P. will be entitled to additional funds and/or additional time to complete the work. Southwestern Bell Telephone, L.P. will request such additional funding and/or additional time through a request for a change order. Should Applicant or its agents, servants, or employees order or seek changes in the scope of the work, Southwestern Bell Telephone, L.P. is entitled to seek from Applicant, its agents, servants, or employees, additional 8056 Actual Cost 1 10/14/2004 07:56 FAX 817 4678198 SWBT I4J 004/000 2 funds as necessary to pertorm the work, and additional time, as necessary to complete the work. Said request for additional funds and/or additional time will be through change order. All change orders will be in writing. All change orders will be submitted and accepted by Applicant, its agents, servants or employees, before Southwestern Bell Telephone, L.P. proceeds to execute the work or, if work has been initiated on the project, continues with executing the work except in an emergency endangering life or property. Applicant, its agents, servants or employees, are deemed to have accepted the terms of any change order by signing where indicated on the chatlge order. Under no circumstances will Southwestern Bell Telephone, l.P.'s request for a change order be deemed or used as evidence of delay on the project. Nor will any change order issued in this projeCt be used to charge Southwestern Bell Telephone, L.P. with responsibility for any alleged delay on the project. NO DAMAGE FOR DELAY Under no circumstances will Southwestern Bell Telephone, L.P. be held liable to Applicant, Applicant's agents, employees, or contractors, for any alleged delay on the project that forms the basis for this custom work order. TIME TO COMPLETE Any representation by Southwestern Bell Telephone, L.P., its agents, servants or employees that the project, or any additional work authorized by change order, will be complete by a certain date or certain time period is strictly an estimate and not binding on Southwestern Bell Telephone, L.P., its agents, servants, or employees. All estimated completiotl dates are subject to changing conditions in the field, changes in the scope of the work, relocation of existing utilities not within Southwestern Bell Telephone, L.P.'s control, Acts of God, weather delays, labor disputes, vendor/contractor disputes, and other conditions or circumstances that Southwestern Bell Telephone, L.P" its agents, servaAts,Gr---emplGy.ees, could not reasonalJly anticipate at the time of the estimate. PAYMENT Applicant agrees to make an advance payment of $ 36,151.79 prior to commencement of the work. Applicable charges for Custom Work will be billed on a special bill separate from the bill that Applicant receives for telephone service. Applicant, its agents, servants, or employees agree to make payment on change orders within thirty (30) days of the date of signature on the change order. Failure to make payment within the designated thirty (30) day time period will operate to cancel the change order and Southwestern Bell Telephone, L.P. will cease all work activity on the project until payment is made. When the Applicant agrees to Interval Billing .., the balance of the Contract Price or Actual Cost (as applicable) will be made in monthIv payments. If the Actual Cost made varies from the Estimated Cost, then a correcting adjustment will be made in the last payment. If the parties cannot agree to Interval Billing. Applicant will make an advance payment as indicated above. "Applicable to orders over $25,000 and work will take 6 or more months to complete. CANCELLATION If the applicant cancels the work prior to completion, Applicant agrees to pay Southwestem Bell Telephone, L.P. for the costs it has incurred in starting performance under the contract and before being notified to cease only. If Applicant elects to cancel the work prior to completion, Applicant agrees to pay Southwestern Bell Telephone, L.P. for the costs it has incurred in starting performance under the contract. If Applicant has made an advance payment. Southwestern Bell Telephone, L.P. will deduct its costs and expenses incurred as of the date of Applicant's notice of cancellation from the amount of the advance payment. Any amount remaining will be refunded to Applicant. ESTIMATED PRICE QUOTE The above estimated price is guaranteed for 60 days from September 29, 2004. If the charges are not accepted within 60 days the order will be cancelled and a new order will need to be placed. The second estimate may be higher than the estimated price set out above. 8056 Actual Cost 2 10/14/2004 07:56 FAX 817 4678198 SWBT 141 005/006 3 STOP WORK ORDER In the event that Applicant issues a stop work order, or places the project "on hold", at any point during the progress of the work, said stop work order or request to "hold" work must be issued in writing and must be delivered via certified mail, return receipt requested to Bill Mize, 11930 Airline, Rm. 215, Houston, TX 77037. If Applicant issues a stop work order, or a request to "hold" work, lhe contract price quoted herein will remain valid until sixty (60) days from the date of the stop work or "hold" work order. At the expiration of the sixty (60) days, the contract price quoted herein will expire and a new contract price will be. determined and provided, in writing, to Applicant. The new contract price may be higher than the contract price quoted in this custom work order. If, after issuing a stop work, or "hold" work order, Applicant elects to cancel the contract, Applicant must inform Southwestern Bell, L.P., in writing of the cancellation. Southwestern Bell Telephone, L.P. will deduct any expenses incurred in performing the work from Applicant's advance payment and refund any remaining funds to Applicant. Under no circumstances will Southwestern Bell Telephone, L.P. be responsible to Applicant for any alleged damages or additional expenses incurred by Applicant as a result of a stop work order or an order to "hold" work on the project. . CHOICE OF LAW AND ARBITRATION Should any dispute arise between the parties concerning the sUbject matter of this agreement, or any term contained therein, the parties agree that the dispute or claim shall be submitted to binding arbilration before the American Arbitration Association. The parties further agree that the prevailing party in any such dispute will be entitled to recover attorney's fees and costs of arbitration. . Texas law governs the application of this agreement and all terms contained therein. INDEMNIFICATION AND HOLD HARMLESS Applicant, its agents, servants, and employees hereby agree to indemnify and hold harmless 􀀭􀀭􀀭􀁾􀁓􀁲􀁥􀁥􀁴􀁦􀁵􀁴􀁈􀀱􀁨􀁦􀁖􀁉􀁜􀀢􀁦􀁥􀀧􀁥􀀵􀀭􀀱􀁳􀁴􀁥􀁭􀀭􀁂􀁥􀀮􀁊􀀮􀁴􀀭􀀭􀁬􀀭􀁥􀁊􀀮􀁥􀁰􀁦􀁬􀀮􀁡􀁮􀁥􀀬 LoP., aoo-tt , raeters, 􀁦􀁲􀁥􀁭􀀭􀁡􀁮􀁤􀁈􀁡􀁗􀀱􀁧􀀢􀀧􀁡􀁦􀁦􀁩 􀁮􀁳􀁾􀀮􀀮􀁴􀀭􀁴􀀭􀁁􀁡􀀢􀀬􀁮􀁹􀀭􀁡􀁮􀁦􀁴􀁪􀁴􀁤􀁦􀁬􀀭􀀭􀀭􀀭􀀭􀀭􀀭􀀭 all claims, costs, expenses, judgments or actions for damage to property or injury or death to persons, . and/or arising from or relating to the work that is the subject of this agreement, to the extent any such claims are caused by the negligent acts or omissions of the Appllcant, Its agents, servants, or employees. ENTIRE AGREEMENT The parties agree that the terms set forth herein constitute the entire agreement and there are no other agreements regarding the project that is the subject of this agreement between the parties. MODIFICATION & NOTICE Any modification to this agreement must be made in writing and signed by both parties. Any party to this agreement may provide the other party with notice of any fact or condition by providing such such information in writing and serving said writing via certified mail, return receipt requested. 􀁁􀁃􀁃􀁾􀁐􀁔􀁅􀁄 FOR CUSTOMER: f· dJ Authorized Signature, itle or Relationship to Company or 􀁉􀁮􀁤􀁩􀁶􀁩􀁤􀁾 Company: 71u.sJ)./4 F 􀁁􀁾􀀷􀀯􀀧􀁾􀁾 Printed Name: fd" #A&.I t:. A./t112f#t-Date: 􀁦􀁄􀀯􀁴􀁾􀀯􀀰􀀴 I Date: t>lf2.EC(OR 0t:=-PUb\\L 􀁬􀀮􀁴􀁬􀁯􀀹􀀭􀁫􀁾􀀯 􀁁􀁾􀁔􀀧􀁍􀁇􀀭 C-\-r-1' M..MoI-CsE.1l...... 8056 Actual Cost September 29, 2004 3 10/14/2004 07:57 FAX 817 4678198 {, ' , SWBT CUSTOM WORK ORDER #5166T04 TOWN OF ADDISON 141006/006 THIS COST ESTIMATE IS ISSUED TO PLACE CABLE, HAND HOLE, AND 5 PEDESTALS FROM THE REAR OF 5101 CENTURION WAY TO THE REAR OF 4139 􀁃􀁅􀁎􀁔􀁕􀁒􀁉􀁏􀁎􀁗􀁁􀁙􀁾 ADDISON TX. BREAKDOWN OF CHARGES: BROAD GAUGE WORK SHEET RECORD 5166T04 JOB MATERIAL DESCRIPTION MATLICONTR CAPITAL EXPENSE QTY COST (EA) C, *RUC M, *X TOTAL 􀁁􀁎􀁾􀁲􀀺􀁲􀁶􀀱 600 PR CA ANbHV 200 PR CA ANMW 100 PR CA ILlliDHOLE TRENCH CABLE (0) ENGR (S) TECH (8) 905 4.07 100 1.37 90 0.74 1 1400.00 1 10145.00 32 113.43 125 89.95 3683.35 137.00 66.60 1400.00 10145.00 3629.76 U243.75 0.00 3683.35 0.00 137.00 0.00 66.60 0.00 1400.00 0.00 10145.00 0.00 3629.76 0.00 11243.75 CONTRACTOR: LABOR 10145.00 SWBT: LABOR 14873.51 MATERIAL 5286.95 CONTRACTOR LABOR: SWBTLABOR: MATERIALS: MISC. ADMIN CHARGES: TOTAL: PURCHASE ORDER COST TOTAL WITH P.O. $10,145.00 $14,873.51 $ 5,286.95 $ 5,846.33 $36,151.79 $ 589.32 $36,741.11 DATE SUBMITTED: October 1,2004 FOR COUNCIL MEETING: October 12, 2004 Council Agenda Item # SUMMARY: This item is for Council authorization for the City Manager to enter into a Contract Agreement with SBC for the relocation and installation oftelephone cable in connection with the extension ofArapaho Road, Phase ill, from Addison Road to Surveyor Blvd. FINANCIAL IMPACT: Budgeted Amount: Cost: Source ofFunds: BACKGROUND: Utility relocation is part ofthe $22.8 million allocated for the Arapaho Road, Phase ill $36,741.11 Funds have been appropriated in fiscal year 2005 from the Street, 2002, 2004 Capital Project funds. Ofthe many aspects relating to the Arapaho Road, Phase ill construction project, the relocation ofall affected utilities is a substantial undertaking. SBC has recently determined that existing telephone cables along the project limits, must be relocated at this time. In accordance with the attached agreement, SBC will place cable, hand hole, and several pedestals behind each business on the north north side ofCenturion Way. Money had been allocated to accommodate funding requirements for this portion ofthe project and it is within the existing budget limits. RECOMMENDATION: Staffrecommends that the City Manager be authorized to enter into an agreement with SBC, in the amount of$36,741.11, for relocation and installation oftelephone cable in connection with the extension ofArapaho Road, Phase ill, from Addison Road to Surveyor Blvd. '09/29{2004 13:46 FAX 817 4678198 SWBT 􀁾 003/006 1 CWOTS #5166T04 4801 Matlock Road, Room 8-16 Arlington, TX 76018 APPLICATION and LETTER. OF AGENCY FOR CUSTOM WORK September 29, 2004 CWOTS Number: 5166T04 Customer Billing Telephone Number: 972450·7000 BILL TO: TOWN OF ADDISON POBox 9010 Addison, TX 75001 LOCATION OF WORK: Rear of 4101 Centurion Way to the rear of4139 Centurion Way, Addison TX DESCRIPTION OF CUSTOM WORK: This estimated cost is issued to place cable, hand hole, and five pedestals from the rear of 41 01 Centurion Way to the rear of 4139 Centurion Way, Addison, TX. This relocation is needed due to the Arapaho Road Extension Project by the Town of Addison. These charges only reflect the scope of work on this project at this location. SBC will need 905' of 600 pair cable, 100' of 200 pair cable, 90' of 100 pair cable, and one new hand hole. SSC will backhoe trench cable in dirt with 30" of cover, machine dig 3 splice pits and place 5 pedestals in conjunction with other work. SBC will remove 2 hand holes and place a new hand hole over the existing structure. Hand hole will be 4'X8'X6'. LABOR EXPENSE: $25,018.51; MATERIAL EXPENSE: $5,286.95; OVERHEAD EXPENSE: $5,846.33; COST OF MONEY EXPENSE: $589.32 (w/purchase order) CHARGE FOR CUSTOM WORK: ESTIMATED COST: $ 36,151.79 (Advance Payment) $ 36,741.11 (W/Purchase Order) (Actual charges may exceed this estimated cost.) Applicant requests that Southwestern Bell Telephone, L.P. act as its agent in performing the above-described custom work on Applicant's behalf. Applicant agrees to pay the chargers) indicated above for such work. The work is to be done on an "Actual Cost" basis, all chargers) will be computed in accordance with Southwestern Bell Corporation's ordinary accounting practices under the Uniform System of Accounts for Class A telephone companies and will include allocated costs for labor, engineering, materials, transportation, motor vehicles, tool and supply expenses and sundry billings from sub-contractors and suppliers for work and materials related to the job. The Applicant affirms that the cost estimate furnished by the Telephone Company has been considered only as an estimate of approximate costs and that the actual costs incurred by the Telephone Company in doing the work at the partiCUlar time and location might be higher. Said estimated cost is subject to change due to any number of factors including, but not limited to, changing conditions in the field, weather delays, or changes in the scope of the work. CHANGE ORDERS Should concealed conditions exist, including conditions that may exist below the surface of the ground, or if conditions exist that could not have been anticipated by Southwestern Bell Telephone, L.P. at the time of this agreement, Southwestern Bell Tetephone, LP. will be entitled to additional funds andlor additional time to complete the work. Southwestern Bell Telephone, L.P. will request such additional funding andlor additional time through a request for a change order. Should Applicant or its agents, servants, or employees order or seek changes in the scope of the work, Southwestern Bell Telephone, L.P. is entitled to seek from Applicant, its agents, servants, or employees, additional 8056 Actual Cost 1 '09/29/2004 13:47 FAX 817 4678198 SWBT 141 004/006 2 funds as necessary to perform the work, and additional time, as necessary to complete the work. Said request tor additional funds and/or additional time will be through change order. All change orders will be in writing. All change orders will be submitted and accepted by Applicant, its agents, servants or employees, before Southwestern Bell Telephone, L,P, proceeds to execute the work or, if work has been initiated on the project, continues with executing the work except in an emergency endangering life or property. Applicant, its agents, servants or employees, are deemed to have accepted the terms of any change order by signing where indicated on the change order. Under no circumstances will Southwestern Bell Telephone, l.P.'s request for a change order be deemed or used as evidence of delay on the project. Nor will any change order issued in this project be used to charge Southwestern Bell Telephone, L.P. with responsibility for any alleged delay on the project. NO DAMAGE FOR DELAY Under no circumstances will Southwestern Bell Telephone, L.P. be held liable to Applicant, Appli9ant's agents, employees, or contractors, for any alleged delay on the project that forms the basis for this custom work order. TIME TO COMPLETE Any representation by Southwestern Bell Telephone, L.P., its agents, servants or employees that the project, or any additional work authorized by change order, will be complete by a certain date or certain time period is strictly an estimate and not binding on Southwestern 8ell Telephone, L.P., its agents, servants, or employees, All estimated completion dates are subject to changing conditions in the field, changes in the scope of the work, relocation of existing utilities not within Southwestern Bell Telephone, L.P,'s control, Acts of God, weather delays. labor disputes, vendor/contractor disputes. and other conditions or circumstances that Southwestern Bell Telephone. L.P., its agents, servants, or employees, could not reasonably anticipate at the time of the estimate, PAYMENT Applicant agrees to make an advance payment of $ 36,151.79 prior to commencement of the work, Applicable charges for Custom Work will be billed on a special bill separate from the bill that Applicant receives for telephone service. Applicant, its agents, servants, or employees agree to make payment on change orders within thirty (30) days of the date of signature on the change order. Failure to make payment within the designated thirty (30) day time period will operate to cancelthe change order and Southwestern Bell Telephone, L,P. will cease all work activity on the project until payment is made, When the Applicant agrees to Interval Billing *, the balance of the Contract Price or Actual Cost (as applicable) will be made in monthly payments. If the Actual Cost made varies from the Estimated Cost. then a correcting adjustment will be made in the last payment. If the parties cannot agree .to Interval Billing, Applicant will make an advance payment as indicated above. *Applicable to orders over $25,000 and work will take 6 or more months to complete. CANCELLATION If the applicant cancels the work prior to completion, Applicant agrees to pay Southwestern Bell Telephone, L.P. for the costs it has incurred in starting performance under the contract and before being notified to cease only. If Applicant elects to cancel the work prior to completion, Applicant agrees to pay Southwestern 8ell Telephone, L.P. for the costs it has incurred in starting performance under the contract. If Applicant has made an advance payment, Southwestern Bell Telephone. L.P, will deduct its costs and expenses incurred as of the date of Applicant's notice of cancellation from the amount of the advance payment. Any amount remaining will be refunded to Applicant. ESTIMATED PRICE QUOTE The above estimated price is guaranteed for 60 days from September 29, 2004. If the charges are not accepted within 60 days the order will be cancelled and a new order will need to be placed. The second estimate may be higher than the estimated price set out above. 8056 Actual Cost 2 '09/29/2004 13:47 FAX 817 4678198 SWBT 􀁾􀀰􀀰􀀵􀀯􀀰􀀰􀀶 3 STOP WORK ORDER In the event that Applicant issues a stop work order, or places the project "on hold", at any point during the progress of the work, said stop work order or request to "hold" work must be issued in writing and must be delivered via certified mail, return receipt requested to Bill Mize, 11930 Airline, Rm. 215, Houston, TX 77037. If Applicant issues a stop work order, or a request to "hold" work, the contract price quoted herein will remain valid until sixty (60) days from the date of the stop work or "hold" work order. At the expiration of the sixty (60) days, the contract price quoted herein will expire and a new contract price will be determined and provided, in writing, to Applicant. The new contract price may be higher than the contract price quoted in this custom work order. If, after issuing a stop work, or "hold" work order, Applicant elects to cancel the contract, Applicant must inform Southwestern Bell, L.P., in writing of the the cancellation. Southwestern Bell Telephone, L.P. will deduct any expenses incurred in performing the work from Applicant's advance payment and refund any remaining funds to Applicant. Under no circumstances will Southwestern Bell Telephone, L.P. be responsible to Applicant for any alleged damages or additional expenses incurred by Applicant as a result of a stop work order or an order to "hold" work on the project. CHOICE OF LAW AND ARBITRATiON Should any dispute arise between the parties concerning the subject matter of this agreement, or any term contained therein, the parties agree that the dispute or claim shall be submitted to binding arbitration before the American Arbitration Association. The parties further agree that the prevailing party in any such dispute will be entitled to recover attorney's fees and costs of arbitration. Texas law governs the application of this agreement and all terms contained therein. INDEMNIFICATION AND HOLD HARMLESS Applicant, its agents, servants, and employees hereby hereby agree to indemnify and hold harmless Southwestern Bell Telephone, L.P., and its employees, agents and contractors, from and against any and all claIms, costs, expenses, judgments or actions for damage to property or injury or death to persons. and/or arising from or relating to the work that is the SUbject of this agreement, to the extent any such claims are caused by the negligent acts or omissions of the Applicant, its agents, servants, or employees. ENTIRE AGREEMENT The parties agree that the terms set forth herein constitute the entire agreement and there are no other agreements regarding the project that is the subject of this agreement between the parties. MODIFICATION & NOTICE Any modification to this agreement must be made in writing and signed by both parties. Any party to this agreement may provide the other party with notice of any fact or condition by prOViding such information in writing and serving said writing via certified mail, return receipt requested. ACCEPTED FOR CUSTOMER: Authorized Signature, Title or Relationship to Company or Individual Company: _ Printed Name: _ Date: 8056 Actual Cost Date: September 29, 2004 3 '09/29/2004 13:48 FAX 817 4678198 SWBT 14}006/006 CUSTOMWORK ORDER #5166T04 TOWN OF ADDISON THIS COST ESTIMATE IS ISSUED TO PLACE CABLE, HAND HOLE, AND 5 PEDESTALS FROM THE REAR OF 5101 CENTURION WAY TO THE REAR OF 4139 CENTURION WAY, ADDISON TX. BREAKDOWN OF CHARGES: BROAD GAUGE WORK SHEET RECORD 5166T04 JOB MATERIAL DESCRIPTION :MATL/CONTR CAPITAL EXPENSE QTY COST (EN C, *RUC M, *X TOTAL ANVlM 600 PR CA ANMW 200 PR CA ANMW 100 PR CA 􀁈􀁁􀁾􀀱􀀩􀁈􀁏􀁌􀁅 TRENCH CABLE (C) ENGR (S) TECH (S) 905 4,07 100 1.37 90 0.74 1 1400.00 1 10145,00 32 113.43 125 89.95 3683.35 137.00 66.60 14,00.00 1.0145.00 3629.76 11243,75 0.00 3683.35 0.00 137.00 0.00 66.60 0.00 1400.00 0.00 10145,00 0.00 3629.76 0.00 11243.75 CONTRACTOR: LABOR 10145.00 SWBT: LI\BOR 14873.51 MATERL<\L 5286.95 CONTRACTOR LABOR: SWBTLABOR: MATERIALS: MISC. ADMIN CHARGES: TOTAL: PURCHASE ORDER COST TOTAL WITH P.O. $10,145.00 $14,873.51 $ 5)86.95 $ 5,846.33 $36,151.79 $ 589.32 $36,741.11 ARAPAHO ROAD, MAH.SH LANE TO 􀁁􀁄􀁄􀁉􀁓􀁏􀁾 ROAD Iproject Buaget Description ond Funds ounty funds (nave receIVed) art lap ddison Road/EXcel Midway Road Transfer from Dart Lap Queit Zone fund Addison Road Dart lap total available fUnds Phase II, Marsh to Surveyor SUbTotal IPhase III, Surveyor to Addison Road OW analysis INt 􀁾 Design t-ee va uation AssOCiates iNTB Urban Design (streetscape) HN I 􀁾 Landscape Arcnitecture ensler Iightina etro Bnck Parcel #1 oe's Auto BodY parcel #2 nion Pacific Railwav c..ompany Parcel #3 The City of Dallas Parcel #4 t-eritage Inn Parcel #5 otel 6 Parcel #6 ICharter Fumiture Parcel #7 IGary crouch/MBNA t-'arcel #8 John Wilson Parcel #9 -tarbour Group Parcel #10 Ja e BUlloughiMetrocrest 1 Parcel #11 􀁾􀁕 IC Storage of Dallas, Ltd. Parcel #12 U IC storage of Dallas, Ltd. Parcel #13 Il,lJ it and legal Fees Bri :lge LJesign roadway improvements Utility improvements ughting and signalIZation Improvements ONCOR Utilitv Relocation ISBC Utility Relocation Streetscape Improvements Bridge Construction IBridge Lighting Bndge DeSign Stipend URS bridge concept meeting We Track Crossing Fee nwonmental reports ipes & Associates at Haggertv valuation AssOCiates riage Pre-Submittal meeting @Stone cottage \/temate #1 -Addition of Pocket Park improvements \/temate #2 -difference in aluminium and steel light poles lotal, Phase III lotal Expenses Total over/under budget Project # Amount 􀁾􀀲􀀰􀀬􀀵􀀰􀀰􀀬􀁏􀁏􀁏 :Ii1,432,812 :52,363,878 :ti230,000 :52,650,000 :ti373,000 :ti1,1n,000 :528,726,690 :ti4,233,889 :544,977 :li1,046, )79 􀁾􀀳􀀹􀀬 JOO p01, 00 n3, lOO 90,100 :5173, 02 $1, W4, 17 13, 18 pljO,869 :ti166,446 $225,000 58,921 29,768 i29,30{ $1, 83,210 InclUded in #12 $125,000 :tiooO,960 $3,741,304 :ti614,221 :5282,000 $39,000 :ti1,129,911 :tio,205,580 :5-'09,872 􀁾􀀳􀀰􀀬􀀰􀀰􀀰 :t19,1(0 :52,500 :ti40,3 iO $2,8 15 $21,7'0 :iiI 6 :Ii;:l43,4 􀁾􀀶 $31,100 $23,086,349 :ti27,320,238 $1,406,402 09/15/2004 15:38 9728542334 GRANTHAM PAGE 01/05 Facsimile Transmittal Date: OCJJ-15/03 From: Grantham & Associates, Inc. V 1919 S. Shiloh Rd. Fax To: ree Suite 310, L.B. 8 Garland, Texas 75042 Of: S Tel. (972) 864·2333 CCt7 2)t5o-2807 Fax (972) 864-2334 FuJI Email: Info@gra- 􀁾􀁾􀀡􀀡􀀡􀁩􀁴􀀡􀀡􀀡􀁩􀀭􀁩􀁩􀀡􀀡􀁴􀀺􀁾􀁾􀀭􀀭􀀭􀁾􀀭 __􀀽􀁾􀀽􀁾􀁩􀀽􀀺􀁾􀁾􀀺􀀺 􀁾 (2) S.B.e. z EXIST. R.O.W. .9'd' :::J BOX CULVERT' @l 0.62% 􀁾 THIS DOCUMENT REPRESENTS IWOI'K-IN-PRDCRESS AND,S NOT« 􀁢􀁾 􀁾􀁾􀁒􀁾􀁾􀁾􀁾􀁎􀀶􀁾􀁒 CONSTRuCTION 􀁾 AKC 1919 s. SIDLOIIROAD, SUITE 810, L.B. 8 lJARLAM), 'I1lXAB 7llO4l! F¥ ----------------= UTILlTY,JNFLlCT -I -I EXIST. R.O.W. UC TEL WATERlJNE: -oH ELECTRIC UG CABLE BUILDING UTILITY SERVICES TO BE DISCONNECTED WITH DEMOLITION CD ONC(I)REPROP. BRIDGE PIER (TYP.) 2-9'x8' BOX CULVERTS \ 0 0.97% END RETAINING WALL BEOIN\BRIDGE ______-'. _:J _ NO. 􀁄􀁁􀁔􀁾 REVISION APPROV. OF 2 Grantham &.Associates. Inc. SHT. 2 ------------....􀁾 EXIST. R.O.W. wrote: > I spoke with Angela today at Luke's request regarding the status of the > above referenced project. > For clarification purposes, here is my understanding of where this matter > stands: >>-Clarence recently informed the Town that their franchise agreements can > only be used to require the affected utility companies to relocate their > facilities at no expense to the Town where they fall within an existing > right-of-way. (e.g. Midway Road) . > -Within the limits of the new right-of-way acquired by the Town for Arapaho > Road 3, the Town will need to reimburse the franchise companies for their > relocation expenses. > -The franchise companies are currently working on their relocation costs, > except for SBC who has already furnished a cost to the Town. > -We were unable to find existing easements for all the affected franchise > utilities in the title documents furnished to our office by Angela for the > Arapaho 3 right-of-way acquisitions. > -However, given the information provided by Clarence, there does not appear > to be a compelling reason to request that the franchise companies furnish us > with copies of their easements, which would be our only other source of > these documents. >> Please let me know if my understanding of the status of this matter is > incorrect. >> Thanks, Bruce >>> Clarence A. West 1201 Rio Grande Street, Suite 200 Austin, Texas 78701 512-499-8838 fax: 512-322-8884 1 Steve Chutchian From: Sent: To: Cc: Subject: Katura Curry [kcurry@gra-ce.net] Tuesday, February 24, 2004 9:48 AM Mark Smith; Luke Jalbert Bruce Grantham; Steve Chutchian Arapaho Road Ph 3 -SBC Meeting Summary Mark and Luke, I wanted to provide a summary of yesterday's meeting regarding the status of the SBC utilities on the Arapaho Road Phase 3 project. 1. SBC has conflicts that require relocation or further investigation at Midway Road (west side), and west of Midway Road for about 1400 feet along the southern boundary of the project. 2. Mark is going to also check into the possibility of any conflicts at Surveyor with the construction of the new box culverts. 3. Mark indicated that he is not sure of whether SBC has a fiber or conduit on the west side of Midway. He is going to look further into this matter. A conduit is a larger undertaking for relocating. The SBC records indicate a fiber; however, last summer when the area was potholed the notes callout a conduit. 4. Regarding the letter that was sent to the Town about the work to be done and cost for the work, the time and cost quoted are for the design and construction of the utility relocate. 5. Mark said that the 6 months quoted is not a 'hard' type of time line, it will depend on the work to be done. Mark stated that he believes the construction would take 1 to 2 months. But, it still has to go to design. 6. To get the project moving, the Town needs to sign the letter and provide a check to SBC for the cost shown. Luke indicated that this will need to go to Council which will be in about two weeks. 7. Grantham will provide any project information to the Town or SBC that is needed to finalize this relocation process as efficiently as possible. If any of the above is incorrect or I have missed anything, please let me know. Thanks, Katura ******************* Katura Curry, P.E. Grantham & Associates, Inc. Tel(972} 864-2333 kcurry@gra-ce.net 1 Steve Chutchian From: Sent: To: Cc: Subject: Bruce Grantham {bgrantham@gra-ce.net] Thursday, February 26, 2004 3:37 PM Steve Chutchian; Clarence West; Mike Murphy; Luke Jalbert; Jim Pierce; Angela Washington Jenny Nicewander; Jerry Holder; Katura Curry Arapaho Road 3 -Franchise Utility Relocation Reimbursement Status I spoke with Angela today at Luke's request regarding the status of the above referenced project. For clarification purposes, here is my understanding of where this matter stands:Clarence recently informed the Town that their franchise agreements can only be used to require the affected utility companies to relocate their facilities at no expense to the Town where they fall within an existing right-of-way. (e.g. Midway Road) . Within the limits of the new right-of-way acquired by the Town for Arapaho Road 3, the Town will need to reimburse the franchise companies for their relocation expenses. The franchise companies are currently working on their relocation costs, except for SBC who has already furnished a cost to the Town. We were unable to find existing easements for all the affected franchise utilities in the title documents furnished to our office by Angela for the Arapaho 3 right-of-way acquisitions. However, given the information provided by Clarence, there does not appear to be a compelling reason to request that the franchise companies furnish us with copies of their easements, which would be our only other source of these documents. Please let me know if my understanding of the status of this matter is incorrect. Thanks, Bruce 1 Page 1 of 1 Steve Chutchian From: K Curry [kcurry@gra-ce.net] Sent: Wednesday, February 18, 20042:30 PM To: Steve Chutchian Cc: Luke Jalbert; Bruce Grantham; Jerry Holder Subject: Arapaho Road Phase 3 -Utility Update Steve, Below is an update of the utilities on the AR 3 project. Oncor -James Davis James has not returned my call. I will continue to try to reach him and update you when I have reached him. Comcast -Jorge Barrera Jorge said that he is meeting with James Davis on-site on Thursday (02/19) to review the relocates. Comcast is located on the Oncor poles at Midway and will be relocating underground. He understands that certain parts of the work are reimbursable by the Town. MCI -Bob McCoy (Dynamic Technical) Waiting for him to call me back with information regarding the MCI 1Qwest facilities. He has told me that they have 4 handholds requiring manholes. Weare not currently in agreement about where the facilities are or how many handholds there are. We are sharing information so that we both understand the extent of their relocation. He has not been my contact the whole time. He only recently took over the project so he is still trying to come up to speed on what the project includes. Qwest -Scott Whaley Qwest will be contacting the Town regarding an agreement. Dynamic Technical, Bob McCoy, will be performing the necessary field work in conjuction with MCI. There are a combination of 4 handholds that need to be changed into manhole access points. TXU Gas -Howard Lewis Howard is going to review the current storm sewer design to the pothole information that was obtained on the gas lines last summer. I will send over current plans and follow-up in a week or so. Plans were couriered today. SBC -Mark Smith I am sending over (today) the most current storm sewer plans to Mark for his review. He does not have notes regarding how Toby developed the cost which is shown in the letter. I have set up a tentative meeting for Monday 02123/04 at 10 am to bring him up to speed on the project and to get a better understanding of what is going to be done. Please let me know if you or a Town representative would be available to meet at your office for this meeting. In the meantime, he will review the plans that I am sending 􀁯􀁶􀁥􀁲􀁾 I will continue to contact each company on a weekly basis, or as dictated by the relocation work, and provide you an update periodically. Please let me know if you have any questions. Thanks, Katura ******************* Katura Curry, P.E. Grantham & Associates, Inc. Tel(972)864-2333 kcurzy@gra-ce.net 2/20/2004 ..gSd 􀁾􀁾 1978··2003 ANGELA K. WASHINGTON 214.672.2144 AWASHINGTdN@COWLESTHOMPSON.COM January 23,2004 J{IA HAND DELIVERY COWLES &THOMPSON A Professional Corporation AT TORN E Y SAN D CO U N S E LOR S Mr. Matt Kirk Grantham &Associates, Inc. 1919 S. Shiloh Road, Suite 310 Garland, TX 75042 RE: Town of Addison -Arapaho Extension of Road Project (Utility Relocation) Dear Mr. Kirk: Pursuant to your request, enclosed are the documents referenced in the Schedule Bs for the Arapaho Road Parcels forwarded to your office via facsimile last month. Please let me know if you need anything further. Thank you for your assistance in this matter. .. Sincerely, O]J-. 􀀯􀁾􀁪􀀷􀁾 Angela K. Washingto AKW/yjr Enclosures c(w/o Enclosures): Mr. Bruce Grantham Mr. Mike Murphy, w/Town Mr. Steve Chutchian, w/Town Mr. Kenneth C. Dippel, w/firm DALLAS Document #: 1090020 T Y L E R 901 MAIN STREET SUITE 4000 DALLAS, TEXAS 75202-3793 TEL 214.&72.2000 FAX 214.&72.2020 WWW.COWLESTHOMPSON.COM Steve Chutchian From: Sent: To: Cc: SUbject: B Grantham [bgrantham@gra-ce.net] Tuesday, January 20,20046:41 PM Steve Chutchian; Luke Jalbert; Jim Pierce; Mike Murphy Katura Curry; Jenny Nicewander; Jerry Holder Arapaho 3 Oncor Update I spoke with James Davis today in order to get a heads up on the project status heading into Tpursday's meeting. Below is a summary of our conversation: 1. . James and Randy will attend the meeting on Dncor's behalf. 2. Randy will present his reasoning for not offering to partner in the project relocation cost. To change this decision, the Town will need to approach a higher authority at Dncor. 3. The Town will save significant dollars by having the Arapaho 3 contractor install Dncor's street crossing conduits by open cut, rather than having Dncor bore them. 4. Having the Town pay an electrician directly for reconnecting services between the transformers and the buildings will also reduce Dncor's bill. 5. James is waiting for Luke to schedule an on-site meeting with an electrician of the Town's choosing to ensure that there will not be a problem reconnecting these services. 6. Dnce he has meet with the electrician, James anticipates that he will have a relocation cost estimate prepared in about 30 days. 7. He anticipates that a major portion of the cost that Dncor will pass onto the Town will be putting their existing primary feed in Midway underground. (Dncor will subtract the cost of relocating their service, but remaining overhead, from the pass through cost to Addison) . 8. As the crossings of Arapaho 3 are all secondary services, James does not anticipate as big a cost here. 9. He will be providing us with stations for three new service crossings of Midway; one 6" conduit for Charter Furniture, one 4" conduit near Midway for the bridge lighting, and one 4" conduit near Surveyor for the road lighting. 10. G&A compared the location of Dncor's existing poles with the proposed underground utilities (e.g. storm & sanitary sewers) and only one pole is in conflict (the third service service west of Midway). At this pole, Dncor will need to install a temporary pole outside the conflict limits, or the Arapaho 3 contractor will have to get Dncor's conduit in first, so that service can be maintained to the building during construction. At all the other crossings, Dncor's overhead service can remain in place until all the Arapaho 3 underground utilities and conduit is in. 11. G&A will bring proposed Dncor conduit profiles to the Thursday meeting. 12. Dncor wants 3-foot of cover over their line and 1-foot of clearance to other utilities. 13. DWU wants S-foot of clearance between their water main and Dncor's conduit. 14. James is assuming that the existing overhead line along the DART R.D.W. line, which carries a primary feed, will remain overhead. Putting this line underground would be a big ticket item in his opinion. We notified Angela last week that their firm sent us Schedule B only from the title commitments for Arapaho 3, and that we do not have the easement documents to review. I spoke with her today and she said she would send the easements over to us. James has been primarily coordinating with Katura on this project. Due to an unanticipated conflict, I will be unable to attend Thursday's meeting, however, Katura will attend. I will be in the office around 10 a.m. Wednesday morning if you have any 1 Steve Chutchian From: Sent: To: Cc: Subject: B Grantham [bgrantham@gra-ce.net] Wednesday, January 21, 2004 10:05 AM Katura Curry Mike Murphy; Steve Chutchian; Luke Jalbert; Jim Pierce FW: ADDITIONAL CROSSINGS FOR ARAPAHO ROAD 3 -----Original Message-----From: JDAVIS4@oncorgroup.com [mailto:JDAVIS4@oncorgroup.com] Sent: Tuesday, January 20, 2004 7:27 PM To: bgrantham@gra-ce.net Subject: ADDITIONAL CROSSINGS FOR ARAPAHO ROAD 3 Bruce, The folllowing are the station numbers for the additional conduit crossings for the road and bridge lighting and the service to Charter Furniture. (1) Arapaho Rd street lights source ( Surveyor to beginning of Bridge on west side of Midway) STA. 44+39 1-2"pVC SCH 40 conduit (2) Bridge lighting STA. 57+90 1-2"PVC SCH 40 conduit (3) Charter Furniture STA 58+87 6" pvC SCH 40 (number to be determined) The service to Charter will cross perpendicular from the pole line which parallels the DWU water line through the entire road r.o.w. These will be 6" conduits and I will let you know the number. The crossings for the bridge and roadway lighting will be one 2" pvc conduit for each crossing for a total of two conduits and each will only go just a few feet short of the paved area of the road on the north side, therefore, crossing the DWU pipe is the only facility I know of that will be an issue. For the lighting conduits we would need only the appropriate fill over the DWU pipe in order to install the pipes. These pipes require 2' of cover. The 6" pipes for Charter need 2' of cover since these cables, like the lighting ones, are at lower voltage. The 4" pipes for the primary crossings (13 kilo volts) which we've already talked about require 3' of cover. All cover should be at final grade. By our requirements there should be one foot of separation between our conduits and any other underground conduits, culverts, etc. Of course, DWU has communicated their own five foot separation requirement to me. Please contact me for any clarification or further discussion, Regards, James Davis **************************** ************************************************ ****** Confidentiality Notice: This email message, including any attachments, contains or may contain confidential information intended only for the addressee. If you are not an intended recipient of this message, be advised that any reading, dissemination, forwarding, printing, copying 1 o , CWOTS # 4185T03 4801 Matlock Road, Room B16 Arlington, Texas 76018 December 31,2003 TOWN OF ADDISON POBox 9010 Addison, TX 75001 Dear Mr. Jalbert, This letter is in regards to your request for Southwestern Bell Telephone, L.P. to perform custom work for you. Enclosed please find an Application and Letter of Agency for Custom Work. This application describes the custom work you have requested along with the associated charges for us to do the work. We require an advance payment on this amount, which is shown on the application. Both the signed application and the advance payment must be received by our office before we can proceed on your behalf. Our mailing address for these documents is listed below: Southwestern Bell Telephone, L.P. Attn: Shirley Meadows 4801 Matlock Road, Room B16 Arlington, Texas 76018 If you decide not to proceed with this work, please call our business office so that we may cancel your request. As always, please feel free to contact our business office at 1 800 3037477 if you have have any questions regarding this matter. Please refer to the record number at the top of your application to assist us in locating your file. Sincerely, Shirley Meadows CWOTS Department Southwestern Bell Telephone, L. P. 817 467-8124 or 1-888-321-8535 Phone 817467-8198 or 1-800-851-7311 Fax 8056 Actual Cost · . ACCEPTED FOR CUSTOMER: ACCEPTED FOR SOUTHWESTERN BELL TELEPHONE, L.P.: Authorized Signature, Title or Relationship to Company or Individual Company: _ Date: Date: Title: Mgr Oprs-Cntl/CWOTS • Applicable to orders over $25,000 and work will take or more 8056 Actual Cost to complete. Any party to this agreement may provide the other party with notice of any fact or condition by providing such .information in writing and serving said writing via certified mail, return receipt requested. 8056 Actual Cost Under no circumstances will SBC's request for a change order be deemed or used as evidence of delay on the project. Nor will any change order issued in this project be used to charge SBC with responsibility for any alleged delay on the project. TIME TO COMPLETE Any representation by SBC, its agents, servants or employees that the project, or any additional work authorized by change order, will be complete by a certain date or certain,time period is strictly an estimate and not binding on sec, its agents, servants, or employees. All estimated completion dates are subject to changing conditions in the field, changes in the scope of the work, relocation of existing utilities not within SBC's control, Acts of God, weather delays, labor disputes, vendor/contractor disputes, and other conditions or circumstances that SBC, its agents, servants, or employees, could not reasonably anticipate at the time of the estimate. PAYMENT Applicant agrees to make an advance payment of $ 44.359.10 prior to commencement of the work and agrees to pay the applicable taxes when the work is completed. Applicable charges for Custom Work will be billed on a special bill separate from the bill that Applicant receives for telephone service. Applicant, its agents, servants, or employees agree to make payment on change orders within thirty (30) days of the date of signature on the change order. Failure to make payment within the designated thirty (30) day time period will operate to cancel the change order and SBC will cease all work activity on the project until payment is made. When the Applicant agrees to Interval Billing *, the balance of the Contract Price or Actual Cost (as applicable) will be made in monthly payments. If the Actual Cost made varies from the Estimated Cost, then a correcting adjustment will be made in the last payment. CANCELLATION If the applicant cancels the work prior to completion, Applicant agrees to pay Southwestern Bell Telephone, L.P. for the costs it has incurred in starting performance under the contract and before being notified to cease only. ESTIMATED PRICE QUOTE The above estimated price is guaranteed for 60 days from December 31,2003. If the charges are not accepted within 60 days the order will be cancelled and a new order will need to be placed. The second estimate may be higher than the estimated price set out above. CHOICE OF LAW AND ARBITRATION Should any dispute arise between the parties concerning the subject matter of this agreement, or any term contained therein, the parties agree that the dispute or claim shall be submitted to binding arbitration before the American Arbitration Association. The parties further agree that the prevailing party in any such dispute will be entitled to recover attorney's fees and costs of arbitration. Texas law governs the application of this agreement and all terms contained therein. INDEMNIFICATION AND HOLD HARMLESS Applicant, its agents, servants, and employees hereby agree to indemnify and hold harmless SBC, and its employees, agents and contractors, from and against any and all claims, costs, expenses, judgments or actions for damage to property or injury or death to persons, and/or arising from or relating to the work that is the subject of this agreement, to the extent any such claims are caused by the negligent acts or omissions of the Applicant, its agents, servants, or employees. ENTIRE AGREEMENT The parties agree that the terms set forth herein Constitute the entire agreement and there are no other agreements regarding the project that is the subject of this agreement between the parties. MODIFICATION & NOTICE Any modification to this agreement must be made in writing and signed by both parties. 8056 Actual Cost .' 􀁾􀀬 CWOTS # 4185T03 4801 Matlock Road, Room B16 Arlington, Texas 76018 APPLICATION and LETTER OF AGENCYFOR CUSTOM WORK December 31, 2003 BILL TO: TOWN OF ADDISON POBox 9010 Addison, TX 75001 CWOTS Number: 4185T03 Customer Billing Telephone Number: 972 450-7000 DESCRIPTION OF CUSTOM WORK: This cost estimate is for the extension of Arapaho Road from Surveyor Road to Addison Road. This job will reroute conduit run under new box culvert. Contract engineer will design job. CHARGE FOR CUSTOM WORK: ESTIMATED COST: $ 44.359.10+ tax (Actual charges may exceed this estimated cost.) -IF USING A PURCHASE ORDER ESTIMATED COST WILL BE $45,124.75ESTIMATED LABOR: $ 34,064.31; ESTIMATED MATERIALS: $ 6,128.88; ESTIMATED OVERHEAD EXPENSE: $ 4,165.91 Applicant requests that Southwestern Bell Telephone, L.P. act as its agent in performing the above-described custom work on Applicant's behalf. Applicant agrees to pay the charge(s) indicated above for such work. The work is to be done on an "Actual Cost" basis, all charge(s) will be computed in accordance with Southwestern Bell Corporation's ordinary accounting practices under the Uniform System of Accounts for Class A telephone companies and will include allocated costs for labor, engineering, materials, transportation, motor vehicles, tool and supply expenses and sundry billings from sub-contractors and suppliers for work and materials related to the job. The Applicant affirms that the cost estimate furnished by the Telephone Company has been considered only as an estimate of approximate costs and that the actual costs incurred by the Telephone Company in doing the work at the particular time and location might be higher. Said estimated cost is subject to change due to any number of factors including, but not limited to, changing conditions in the field, weather delays, or changes in the scope of the work. CHANGE ORDERS Should concealed conditions exist, including conditions that may exist below the surface ofthe ground, or if conditions exist that could not have been anticipated by SBC at the time of this agreement, SBC will be entitled to additional funds and/or additional time to complete the work. SBC will request such additional funding and/or additional time through a request for a change order. Should Applicant or its agents, servants, or employees order or seek changes in the scope of the work, SBC is entitled to seek from Applicant, its agents, servants, or employees, additional funds as necessary to perform the work, and additional time, as necessary to complete the work. Said request for additional funds and/or additional time will be through change order. All change orders will be in writing. All change orders will be submitted and accepted by Applicant, its agents, servants or employees, before SBC proceeds to execute the work or, if work has been initiated on the project, continues with executing the work except in an emergency endangering life or property. Applicant, its agents, servants or employees, are deemed to have accepted the terms of any change order by signing where indicated on the change order. 8056 Actual Cost Grantham&Associates, Inc. MEMO 1919 S. Shiloh Rd., Suite 310, LB 8, Garland, TX 75042 Date: To: From: December 10, 2003 Utility Companies Bruce Grantham /Katura Curry G&ANo. 320 Re: Notes: Utility Conflicts and Relocations -Arapaho Road Phase 3 • The franchise utility conflicts and relocations listed in this memo are shown on the attached Sheets 1 and 2. The paving stations and other location references are also shown on these sheets. .. It is understood that franchise utility services to the buildings shown to be demolished prior to the construction of Arapaho Road Phase 3 will need to be disconnected. However, it has not been determined what utilities serve these buildings at this time. • All conflicts have been placed within one of two categories: .. Category 1: Must be relocated to avoid proposed Arapaho Phase 3 improvements. .. Category 2: May need to be relocated to avoid proposed Arapaho Phase 3 improvements. In most cases, we anticipate that the franchise utilities would want to relocate the utilities in this category to provide working room for future maintenance. .. Oncor Conflicts: Sheet 1 of2 .. Power Pole at proposed 8' x 6' box culvert just east of Surveyor (Category 1) .. Crossing at station 37 + 80 (Category 1) .. Crossing at station 45 + 40 (Category 1) .. Crossing at station 47 + 40 (Category 1) .. Crossing at station 50 + 40 (Category 1) .. Crossing at station 51 + 60 (Category 1) .. Crossing at station 55 + 20 (Category 1) .. Crossing at Midway Road (west side) (Category 1) .. Crossing at Midway Road (east side) (Category 1) .. Power Pole at stations 61 + 70 and 62 + 40 (Category 1) Sheet 2 of2 .. Power pole at stations 63+10, 63+60, and 64+80 (Category 1) .. Crossing at station 86 + 10 (Category 1) Tel.: (972) 864-2333/FAX: (972) 864-2334/E-mail: Info@gra-ce.net Utility Companies December 10, 2003 Page 2 • TxU Gas Conflicts: Sheet I of2 􀁾 Crossing at Surveyor Boulevard (west side) at proposed box culvert (Category 2) 􀁾 Crossing at Midway Road (west side) (Category 2) • SBC Conflicts: Sheet 1 of2 􀁾 Crossing at Surveyor Boulevard (west side) at proposed box culvert (Category 2) 􀁾 Crossing at Surveyor Boulevard (east side) at proposed box culvert (Category 2) 􀁾 Parallel conflict station 51 + 00 to west side of Midway Road (Category 1) 􀁾 Crossing at Midway Road (west side) (Category 2) 􀁾 Crossing at Midway Road (east side) (Category 2) • MCI Sheet 2 of2 􀁾 Parallel conflict station 76 + 60 to 85 + 80 (Category 2) • Qwest Sheet 2 of2 􀁾 Parallel conflict station 76 + 60 to 85 + 80 (Category 2) E:\WPDOCS\PROJECTS\a02-320\Utii Coord\Utility ConfliClS.mem Tel.: (972) 864-2333 /FAX: (972) 864-2334/E-mail: Info@gra-ce.net NO. DATE REVISION APPROV. I() I «􀁾 02-320 2P-STORI.1 OF SHT. lIl72Il164-23S3ITEU lIl72Il164-23S4IFAlO A. KATURA CURRY lEXAS P.E. NO. 87679 I() THIS DOCUMENT REPRESENTS I-WORK-iN-PROGRESS AND is N01« 􀀶􀁾 􀁾􀁾􀁒􀁾􀁾􀁾􀁎􀁾􀁾 CONSTRUCTION 􀁾 AKC EXIST. R.O.W. Grantham &. Associates. Inc. TOWN OF ADDISON ARAPAHO ROAD PHASE III EXIST. R.O.W. 􀁾􀀢􀁾􀀧􀀺􀁩􀀭􀁾􀀽􀀺􀀭􀁾􀀽􀀬􀁣􀀽􀀮􀁾􀀽􀁾􀀮􀀽.􀁾 􀀽􀀽􀀽􀁾􀀺􀀮􀀺􀁾􀀽􀀮􀁾􀀮􀁾 (2) 􀀦􀁂􀁾􀁃􀀮 --z EXIST. R.O.W. .9'x6' ::J BOX CULVERT @0.62% " :; 11 19l98.SIlILOIIROAD,sum: 810.1.8. 8 llARLAND. TIlXAS 71lOO PROPOSED THRUST BLOCK RE J PROP. BRIDGE PIER :,--.--UG TEL SAN. SEW. UG GAS WATER LINE OH ELECTRIC UG CABLE .. 100 reet 50 I" 􀁾 50' scale 50 0 -_... _tl:t'iiW.liR 05/09/2003 09:22 JOHN PAGE 03/03 􀁏􀁲􀁡􀁮􀁴􀁨􀁡􀁭􀀦􀁾􀀬Inc. MEETINGNOnCE 1919 S. ShUoh Rd., Suite: 310, LB 8, Garland, "IX 7'>042 Date: To: From: May 5, 2003 All Utility Companies Concerned Matt Kirk G&ANo. 320 Re: Arapaho Road. Phase III Utility Coordination Meeting To All Concerned, A utility coordination meeting will be held at 10:00 a.m., May 13th, in the Conference Room of the HNTB office located at 5910 West Plano Parkway, Suite 200, Plano (see at1ached map). It is requested that a representative of all companies involved in this ,project attend. Please bring information concerning the location of all existing utilities, ifthis infonnation has not been previously provided. Detailed maps of tile project will be distributed by Grantham & Associates, Inc. For questions or concerns, please contact Matt Kirk, Grantham & Associates, Inc. at 972-8642333. TeL (972) 864-2333/FAX: (972) 864·23341 E-mail: fnfo@gra.c:e.net S,!'·•••,I,k...il·n i.iiti.i... B5/B9/2BB3 09:22 97285<:1233<:1 JOHN PAGE 02/03 Arapaho Road :Phase 3 Utility Coordination Kick-Off Meeting Meeting Location: HNTB Training Room May 13, 2003, lO am Purpose: To identify project design elements, introduce project personnel, and begin identifying and resolving conflicts between design elements and utility locations. Meeting Agenda I. Introduction: Jerry Holder, P.E. 1 Introduction of Design Tearn 11 Overview of Project II. Message from the Town: Mike Murphy, P.E. Ill. Utility CoordinatiOl1 Issues: Katura CUIIy, PoE. Distribute Project Exhibit 11 Review Exhibit iii Identify Known Conflicts iv Review Project Design /Construction Schedule IV. Question I Answer V. Adjourn Project Design Team: Mike Murphy, P.E. Steve Chutchian. P.E. Jim Picrcc, P.E. Jerry Holder, P.E. Elizabeth Melting. P.E. Jenny Nicewander, P. E. Brucc Grantham, P.E. Katura CU,rry, P.E. Cliff Hall, P.E. City Engintc::r Town of Addison Assistant City Engineer Town of Addison Public Works Director Town ofAddison Project Manager liNTB (Roadway) Project Manger liN'ra (Roadway) project engineer liNTS (Roadway) Project Manger Grantham & Associates (Utilities) Project ·.enginecr Grantham & Associates (Utilities) pfC)jcct MllT1l1gcr URS (Bridge) _ttQ'illiQ.I,' i.id••.]. 05/09/2003 09:22 9728542334 JOHN PAGE 01/03 Facsimile Transmittal Date: 5 􀀯􀀹􀁈􀀭􀀯􀀭􀀬􀀭􀀭􀀬􀁏􀀬􀀭􀀭􀀬􀀬􀀭􀀳􀂫􀀭􀀭􀀭􀁾􀁟Fax To: STE-\IE:. CJdl J!U±IW Of: --=roOJ f\ I CF ADDISON Fax# ('17 2.) 􀁾􀁾 2$ 􀁾􀁉 Ref: MA'PPxHO Qp 􀁐􀁾􀁜 􀁾 From; Grantham & Associates, Inc. 1919 S. Shiloh Rd. Suite 310, L.B. 8 Garland, Texas 75042 Tel. (972) 864-2333 Fax (972) 864-2334 Email: Info@gra-te.net # of Pages (including this sheet): ,-5 Comments: Fax From: 􀁾 􀁌􀁌􀁰􀁣􀁯􀁲􀁶􀁣􀁵􀁾 􀁾 􀁾􀀮 U 􀁾 􀀨􀀩􀁻􀁩􀁫􀁰􀁾􀁣􀁗􀁾 C0m􀁾 cgtL (:;t)L() TtrwIl. Rh􀁾 cen-f 􀁾 􀁾 fdl Lkt 􀁾 􀁾􀁊􀁊􀁊􀁾 WUJ u.x 􀁏􀁌􀁑􀁾 􀁾􀀮 􀁾􀁾 This message is intended anI)' for Ihe use of Ihc individual or entity to which it is addressod, 3nd Ina)' contain informalion thnl is privileged, conndcnlialand exempt from disc:Josvre 􀁶􀁮􀁤􀁾 applicable law. If Ihc reader of this message is not the inlc:nded recipient. or Ihe employee or agent responsible for delivering Ihe message \0 the intended recipicj'\, ;,'(Iu nrc hereby notined thllt Ilny dissemination.