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Home My WebLink AboutC27950C - Utility Rlctn 4 Frank Sinatra & Portola Imprvmnts (572-08) Contract No. C2790C CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: RATIFY THE ENGINEERING ADVANCE TO SOUTHERN CALIFORNIA EDISON SOUTHERN CALIFORNIA EDISON AND AUTHORIZE PAYMENT FOR THE UTILITY RELOCATION FOR FRANK SINATRA DRIVE AND PORTOLA AVENUE INTERSECTION IMPROVEMENTS (PROJECT 572-08) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works DATE: July 27, 2010 CONTENTS: Engineering Advance Memo Relocation Estimate Agreement Recommendation By Minute Motion: 1. Ratify the engineering advance to Southern California Edison (SCE); 2. Authorize payment for the utility relocation in conjunction with the construction of the Frank Sinatra Drive and Portola Avenue Intersection Improvements project; and 3. Authorize the City Manager to execute the relocation estimate agreement. Funds are available in the Portola Avenue at Frank Sinatra Intersection Improvement project Account No. 213-4548-433-4001, Measure A. Backqround The Portola Avenue at Frank Sinatra Drive Intersection Improvement Project design has been completed. The project requires that SCE perform some relocation of transmission and distribution lines. This portion of the work has always been a part of the project scope and budget, included in the construction phase. The City has greatly reduced the cost of the relocation from an anticipated $700,000 to $289,000, which is currently being Staff Report Payment for SCE Relocation July 27, 2010 Page 2 of 2 estimated by SCE. These relocations are required prior to construction being able to take place. This project is funded in the recently adopted City Budget, and the relocation cost is part of the anticipated construction cost in excess of $7.8 million. The City previously paid $75,000 as an engineering advance to SCE. Therefore, the balance due to SCE at this time is $214,000. Fiscal Analysis Upon completion of the relocation the estimated $289,000 will be reconciled with the actual cost incurred by SCE. At that time the City will be sent a final invoice and billed or refunded any difference covering the actual cost of the relocation. It is the experience of the City that generally SCE will stay under the estimated budget and the City will be refunded. Prepared By: Departme t e d: �_ � �aron Kulp, P.E., Associate Engineer Mark Green ood, P.E., Director of ublic Works CiTY COUNCILA�'TION Paul S. Gibson, Director of Finance APPROVED DENiED RECEIVED OTHER Approval: MEETI1vG DA ' AYES � � � � � � )- ��. NOES: �_ �j� --�' ABSENT: City Manager AB5TAIN: Jo M. Wohlmuth, VERIFIED BY: � Original on File with City k's O�ce � + :, ,,� sc��rfiri:ti caurc��z�via � �� ,�� Albert Ramirez Project Manager ��,r,?r;o��.r;.r��.v;u�.0 r,.,�,F>��;. TransmissionProject Management May 1 3, 2009 City of Palm Desert C/o: Butsko Utility Design, Inc. Attn: Eddie Pablos 26835 Jefferson Avenue, Suite A Murrieta, CA 92562 SUB)ECT: Relocate Edison's existing overhead and underground transmission and distribution facilities to attommodate intersection improvements Edison's impacted facilities: Devers-Santa Rosa and Santa Rosa-Tamarisk 1 15kV transmission line and Pistola 12kV distribution circuit Location: Portola Avenue and Frank Sinatra Drive in Palm Desert WBS File Number: WEP-QQ618 Dear Mr. Pablos: Southern California Edison (SCE) has received your request ta relocate SCE's existing overhead and underground facilities to accommodate intersection improvements at the location referenced above. In order to process your request in a timely manner, please provide an engineering advance in the amount of $75,000 payable to Southern California Edison Company, so we may proceed with the development of the scope of work and provide the cost estimate. If this project is canceled, we will deduct from the engineering advance, any expenses incurred in connection with the relocation prior to any refund. However, if the project is continued, the engineering advance will be applied to the total actual cost of the relocation. Please issue your check payable to Southern California £dison Company and forward it to the address shown below, Attention: Albert Ramirez. Also, identify your check with our WBS Number, WEP-OQ618. Following reteipt of the engineering advance, the cost estimates, and any documents will require a minimum of three (3) months to process. Upon completion of the preliminary engineering, SCE will provide the cost estimate for the requested relocation. All prices quoted and/or written are applicable for a period of 90 days and are subject to change thereafter. SCE wi(I require the full amount be paid prior to the commencement of any work. � �� . ,,,: ;.,,3;. _ �g;'":, - . .:._.. : •?; Albert Ramirez Project Manager Transmission Project Management When SCE receives your check for the estimated amount; contracts and/or replacement rights have been acquired (if necessary) the project will be cleared for construction. The actual construction will commence approximately 90 days after clearance and will depend on the availability of our resources. Upon completion of the relocation work, the actual cost of the project will be calculated and any additional funds will be required and/or a refund of any overpayment will be made at that time. I wiil be coordinating your project and should be notified immediately if the praject is delayed, canceled, or if there are changes in scope andior other conditions affecting the proposed relocation, work schedules or completion dates. If you have any questions, please feel free to call me at (951) 492-1313. Thank you for your cooperation in this matter. Sincerely, G�c� � . Albert Ramirez Project Manager Transmission Project Management cc: Barbara Miljkovic Robert Franzo Ray Gleim Robert Castillo Mil<e Maxwell Amir Shaterian File .._ 7�! � -. . ._,,... �..-...',i _�:=� :�.` . ... ';��;'' .,_. _ d{�'?;;�:3mirc"r- �.�. ,.')u; 50 A � EDISO July 7, 2010 City of Palm Desert C/o Butsko Utility Design Attention: Eddie Pablos 26835 Jefferson Ave., Suite A Murrieta, CA 92562 SUBJECT: Relocate Existing Overhead and Underground Southern Californfa Edison Facilities Santa Rosa-Tamarisk 115kV Transmission Line Portola Avenue and Frank Sinatra Drive and east side of Portola Avenue just north of Desert Willow Court in Palm Desert WBS File Number: WEP-Q0518 Southern California Edison (SCE) has reviewed your request to provide a cost estimate for the billabie portion of this relocation project. This cost estimate includes the cost to re(ocate existing overhead transmission facilities, relocate existing underground distributian facilities on the east side Portola Avenue just north of Desert Willow Court, and work needed to secure a Joint Use Agreement. This relocation project impacts SCE's Santa Rosa-Tamarisk 115kV transmission line, and SCE's Pistola, Taberna, Clubhouse, and Bandana 12kV distribution circuits located at the intersection of Portola Avenue and Frank Sinatra Drive and along the east side of Portola Avenue just north of Desert Willow Caurt in the City of Palm Desert. Dur file identification number is WEP-00618. In order to accommodate your request, SCE's facilities will be modified as follows: SCE's transmission facilities will relocate and include the following work: • Install one 55 foot wood guy stub pole • Install one 45 foot wood guy stub pole • Install one 35 foot wood guy stub pole • Install all associated span guys, down guys, and anchors • Remove two existing 40 foot wood guy stub poles • Remove one existing 35 foot wood guy stub pole • Remove all existing span guys, down guys, and anchors 5CE's existing underground distribution facilities on the east side of Partala Avenue just north of Desert Willow Court will be relocated from their current location to accommodate the widening of Partola Avenue. The City af Palm Desert will be responsible to provide al! the new conduit and substructures to accommodate this portion of the underground relocation. The city's contractor 300 N.Pepper Ave Rialto,CA 92376 951.492.1313 Albert.Ramirez@sce.com ' will be responsible to perform the following work per SCE's standards and maintafn a five foot distance from any energized facilities: • Install one 5 foot by 10 foot 6 inches by 7 foot PME tub-style concrete enclosure • Install approximately 830 feet of four inch PVC conduit • Install approximately 1,200 feet of five inch PVC conduit • Remove one 5 foot by 10 foot 6 inches by 7 foot PME tub-style concrete enclosure (after structure has been de-energized) The City of Palm Desert wil! also be responsible to pravide intercept structures that must be installed by Edison's Cost Plus underground contractor at the city's expense due to the existing energized cables. Edison's Cost Plus underground contractor to instail the following materials provided by the city: • Two 5 foot by 10 foot 6 inches by 7 faot intercept manholes • Two manhole covers and frames • Two ladders SCE's dlstribution crews will perform the following wark for the new underground system: • Install approximately 520 feet of three-one conductor 750 jacketed cable with a neutral • Instali approximately 340 feet of three-one conductar 1/0 jacketed cable with a neutral • Install one PME 10 switch • Splice and make-up the new underground cabie • Energize the new underground system • Remove all existing cable and components from the old system (existing conduit will be abandoned in the field) The estimated cost to relocate the existing overhead transmission facilities and relocate the existing underground distribution facilities to accommodate the development of your project is $289,000 (Twa hundred and eighty nine thousand dollars), which does not include Income Tax Component of Contribution (ITCC). SCE acknowledges receipt of $75,000 as an engineering advance, therefore the balance due at this time is $214,Q40 (Two hundred and fourteen thousand dollars). Please ensure your check is made payable to Southern California Edison Company and forward to me at the address shown below. Please identify your check with our WBS file number, WEP-00618. This estimate is provided based on unapproved plans dated April 19, 2010. Any changes in the final city approved plans could lead to re-engineering, additional costs, and possible delays on the start af construction. 300 N.Pepper Ave Rlalto,CA 92376 951,492.i313 AlberE.Ramirez�sce.com This cost estimate is oniy for the city funded joint relocation portion of this project, as described above. Street lights, pedestais, service work orders, or any other SCE work orders are not part of this estimate, and will be provided by other SCE department(s). Other projects than the relocation project identified above will include conduit or structures as needed for those separate projects. SCE will require replacement rights for the relocation of above referenced facilities. Upon receipt of the funds, the signed acknowledgement set forth below, required Permits, and a Joint Use Agreement for the relocation af facilities, this project will be released for construction. SCE will require 9Q days to order material and schedule crews. As part of this praject, there are additional underground distrlbution facilities to be relocation at the intersectians of Portola Avenue and Frank Sinatra Drive and Shepherd Lane and Frank Sinatra Drive. These portions of the project will be funded by SCE due to our facilities being in the franchise with no priar rights. Please note that the preliminary cost estimate presented in this IeCter is based on conceptual engineering and system unit costs. The costs are subject to change based on the final design and actual material costs. All prices quoted or written are applicable for 90 days from receipt of this letter. Upon completlon of the installation and closure of the subject work orders, the originally estimated cost will be reconciled to actual costs. At that time, the necessary billing adjustrnents will be made. Therefore, at the completion of the project, the customer will be sent a final invoice and be billed ar refunded any difference covering the actual cost of the project. Please allow approximately one year after job completion for the final invoice to be prepared. Any amount owed by the city to SCE at the completion of the project shall be due no later than 30 days after receipt of the final invoice. This completed cast estimate has been calculated and presented to the city without an Income Tax Component of Contribution (ITCC). In the event the Internal Revenue Service (IRS) state, city and/or local government taxing authority determines that this project is taxable, the City of Palm Desert will reimburse Southern California Edison Company for the full amount of the tax liability determined by the IRS, state, city and/or local government authority, plus interest, penalties, fees, and related cost. Such amounts will be paid to Edison within 60 days after notification of such event by Edison to the City of Palm Desert. By execution of this document, the City of Palm Desert hereby acknowledges that this project is funded by the City af Palm Desert. Please acknowledge your understanding of SCE's relocation and billing process, as stated above, by having the appropriate city official sign and return the executed letter. If there are any delays or this project is canceled, please natify me immed(ately at 951-492-1313. 300 N.Pepper Ave Ridlto,CA 92376 951.492.1313 Albert.Ram I rez�sce.com Sincerely, �'v`"i ' � . Albert Ramirez Project Manager Transmission Project Management � acknowiedge and agree to the above referenced indemnitv and SCE's billing �rocess as a duly authorized representative of the City of Paim Desert By: Date: City of Palm Desert John M. Wohlmuth TItIE: City Manager Print Name Enclosure cc: Rob Franzo Ray Gleim Ralph Meraz Melissa Lee Amir Shaterian Mike Maxwell Kenji Coleman Mike Beard Carol Brown File 300 N.Pepper Ave Rialto,CA 92376 451.492.1313 Albert.Ramirez�sce.Com