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Home My WebLink AboutCALTRANS - State of California - Department of Transportation - 2011-08-01Council/Agency Meeting Held:_ / Deferred/Continued to: *App ve ❑ Conditionally Approved ❑ Denied Cle 's Sig tune Council Meeting Date: August 1, 2011 Department ID Number: PW11-042 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Travis K. Hopkins, PE, Director of Public Works SUBJECT: Approve Utility Agreement with the State of California Department of Transportation (Caltrans) for Pacific Coast Highway Resurfacing Project Statement of Issue: Caltrans will be resurfacing Pacific Coast Highway (PCH) from Beach Boulevard to Goldenwest Street, which will require adjusting the City's utility valves and manhole covers to new finished surface grade. The City is obligated to adjust said utility covers, but prefers to enter into a Utility Agreement to allow Caltrans to adjust the utility covers and reimburse them for the estimated cost of $32,950. Financial Impact: Funds in the amount of $28,000 for water valves are available in the Water Fund, Water Distribution, Water Services Maintenance, Account No. 50685804.67685. Funds in the amount of $900 for sewer manholes are available in the Sewer Service Charge fund, Sewer Service maintenance, Contracts for Repair and Maintenance, Account No. 51185201.64620. Funds in the amount of $4,050 are available in the General Fund, Storm Drain, Contracts for Repair and maintenance, Account No. 10085501.64620. Recommended Action: Motion to: Approve and authorize the Mayor and City Clerk to execute "Utility Agreement No. 12-UT- 1173." Alternative Action(s): Do not approve the agreements and direct staff on how to proceed. HB -119- Item 9. - I REQUEST FOR COUNCIL ACTION MEETING DATE: 8/1/2011 DEPARTMENT ID NUMBER: PW11-042 Analysis: Caltrans is planning to resurface the pavement on Pacific Coast Highway (State Route 1) from Beach Boulevard to Goldenwest Street. The work will require the adjustment of several City water valves, sewer, and storm drain manhole covers to finished grade. It is the City's responsibility to adjust these utility covers, however, Caltrans has agreed to have its contractor perform the work at the City's cost of approximately $32,950 upon execution of a Utility Agreement. The resurfacing period is expected to begin construction in March 2012 and is expected to be completed by May 2012. Caltrans has submitted for the City's execution, Utility Agreement 12-UT-1173, which covers all of the City's valves and manholes within the project area. Public Works Commission Action: Not required. Environmental Status: Not Applicable Strategic Plan Goal: Maintain, improve and obtain funding for infrastructure and equipment Attachment(s): Utility Agreement No. 12-UT-1173 between the City of Huntington Beach and the State of California Department of Transportation Item 9. - 2 xB -120- ATTACHMENT it STATE OF CALIFORNIA ® DEPARTMENT OF TRANSPORTATION UTILITY AGREEMENT RW 13-5 (Rev. 10195) Page 1 of 3 Dist Co Rte KP (P.M.) EA 12 ORA 1 23.7/25.9 OL6401 Federal Aid No. Owners File: FEDERAL PARTICIPATION: On the Project ❑ Yes ® No On the Utilities ❑ Yes ® No UTILITY AGREEMENT NO. 12-UT-1173 PATE 6/3/2011 The State of California acting by and through the Department of Transportation, hereinafter called "STATE" proposes to work on the AC Overlay project on State Route 1, (Pacific Coast Highway) from Beach Blvd. (Route 39) to Goldenwest Street, in the city of Huntington Beach, in the County of Orange, and City of Huntington Beach, hereinafter called "OWNER", owns and maintains existing 9 Storm Drain Manhole Covers, 2 Sewer Manhole Covers and 80 Water Valve Covers within the limits of STATE'S project, which require Adjustment(s) to grade to accommodate the STATE'S project. It is hereby mutually agreed that: L WORK TO BE DONE In accordance with Notice to Owner No. 12-UT-1173 dated June 3 , 2011, STATE shall adjust OWNER'S Nine (9) Storm Drain Manhole Covers, Two (2) Sewer Manhole Covers, and Eighty (80) Water Valve Covers facilities along SR1, as shown on STATE's contract plans for the improvement of State Route 1, EA OL6401, which by this reference, are made a part hereof. OWNER hereby acknowledges review of STATE's plans for work and agrees to the construction in the manner proposed. Deviations from the plan described above initiated by either the STATE or the OWNER, shall be agreed upon by both parties hereto under a Revised Notice to Owner. Such Revised Notices to Owner, approved by the. STATE and agreed to/acknowledgment by the OWNER, will constitute an approved revision of plan described above and are hereby made a part hereof. No work under said deviation shall commence prior to written execution by the OWNER of the Revised Notice to Owner. Changes in the scope of the work will require an amendment to this Agreement in addition to the revised Notice to Owner. OWNER shall have the right to inspect the work by STATE's contractor during construction. Upon completion of the work by STATE, OWNER agrees to accept ownership and maintenance of the constructed facilities and relinquishes to STATE ownership of the replaced facilities. II. LIABILITY FOR WORD The existing facilities are located with the STATE's right of way under permit and will be relocated at OWNER'S expense under the provisions of Section (673) of the streets and highway code. III. PERFORMANCE OF WORD OWNER shall have access to all phases of the relocation work to be performed by STATE, as described in Section I above, for the purpose of inspection to ensure that the work is in accordance with the specifications contained in the Highway Construction Contract; however, all questions regarding the work being performed will be directed to STATE's Resident Engineer for their evaluation and final disposition. U UTILITY AGREEMENT (Cont.) Page 2 of 3 RW 13-5 (Rev. 10/95) UTILITY AGREEMENT NO. 12-UT-1173 IV. PAYMENTS FOR WORD The OWNER shall pay its share of the actual cost of said work included in the STATE's highway construction contract with 90 days after receipt of STATE's bill, compiled on the basis of the actual bid price of said contract. The estimated cost to OWNER for the work being performed by the STATE's highway contractor is $32,950.00. In the event actual final relocation costs as established herein are less than the sum of money advanced by OWNER to STATE, STATE hereby agrees to refund to OWNER the difference between said actual cost and the sum of money so advanced. In the event that the actual cost of relocation exceeds the amount of money advanced to STATE, in accordance with the provisions of this Agreement, OWNER hereby agrees to reimburse STATE said deficient costs upon receipt of an itemized bill as set forth herein. V. GENERAL CONDITIONS If STATE's project, which precipitated this Agreement, is canceled or modified so as to eliminate the necessity of work by OWNER, STATE will notify OWNER in writing and STATE reserves the right to terminate this Agreement by Amendment. The Amendment shall provide mutually acceptable terms and conditions for terminating the Agreement. UTILITY AGREEMENT (Cont.) RW 13-5 Page 3 of 3 UTILITY AGREEMENT NO. 12-UT-1173 THE ESTIMATED COST TO STATE FOR ITS SHARE OF THE ABOVE DESCRIBED WORK IS $ 0.00 CERTIFICATION OF FUNDS I hereby certify upon my own personal knowledge that budgeted funds are available for the period and purpose of the expenditure shown here. HQ Accounting Officer Date ITEM CHAP STAT FY AMOUNT STATE: FUND TYPE EA AMOUNT Design Funds 016401 $ 0.00 Construction Funds 016404 $32,950.00 RW Funds 016409 $ 0.00 IN WITNESS WHEREOF, the above parties have executed this Agreement By Robert Enriquez / Date District 12 R/W Utility Coordinator APPROVAL RECOMMENDED: B Y' Scott H nsen V Date SR 1 Utility Coordinator: OWNER: CITY Of Im and year above )N BEACH, of the State of California APPROVED AS,, TO FORM: /,Aj City Attorney M / — � /7- ft C_ In INITIATED AND P%ROVED / A, 44 Director of Pu is Works DO NOT WRITE BELOW - FOR ACCOUNTNG PURPOSES ONLY PLANNING AND MANAGEMENT COMPLETES EXCEPT SHADED COLUMNS: UTILITY COMPLETES: DOCUMENT CDi NUMBER DIST UNIT CHG DIST EA SUB JOB SPECIAL DESIGNATION FFY FA OBJ CODE DOLLAR AMOUNT ! 12 12 OL6404 11 7 054 $32,950.00 EA FUNDING VERIFIED: REVIEW/REQUEST FUNDING: Si :> Sign> Print> Print> Scott Hansen R/W Planning and Management Date Utility Coordinator Date Distribution: 3 originals to R/W Program Accounting & Analysis 3 originals returned to R/W Planning & Management STATE OF CALIFORNIA—BUSINESS TRANSPORTATION AND HOUSING AGENCY EDMUND G. BROWN Jr.. Governor DEPARTMENT OF TRANSPORTATION DISTRICT 12 OFFICE OF RIGHT OF WAY 3347 MICHELSON DRIVE, SUITE 380 IRVINE, CA 92612-8894 PHONE (949) 724-2884 FAX (949) 724-2622 September 21, 2011 Joan L. Flynn, CMC, City Clerk City of Huntington Beach 2000 Main Street, 2nd Floor Huntington Beach, Ca 92648 Dear Ms. Flynn, Per your request; Flex your power! Be energy efficient U.A. No. 12-UT-1173 PCH, Beach Blvd to Golden West Street E.A. OL6401 Proj. # 1200020104 Phase I Enclosed is one of five original Utility Agreements with the Departments executed Signatures for your records. ' cerel , Robert Enriquez,AC -1ef Right of Way/tility Relocation Local Programs, Toll Roads Excess Land and Relocation Assistance Program District 12 Irvine Office "Caltrans improves mobility across California" City Of Huntington Beach 2000 Main Street ® Huntington Beach, CA 92648 (714) 536-5227 ® www.huntingtonbeachca.gov Office of the City Clerk Joan L. Flynn, City Cleric August 11, 2011 Caltrans Attn: Robert Enriquez 3337 Michelson Drive, Ste. 380 Irvine, CA 92612-8894 Dear Mr. Enriquez: Enclosed please find five originals of the "Utility Agreement No. 12-UT-1173" for the Pacific Coast Highway resurfacing project from Beach Blvd. to Goldenwest Street. Upon execution, please a copy to: Joan Flynn City Clerk 2000 Main Street — 2nd Floor Huntington Beach CA 92648 Your attention to this matter is greatly appreciated. Sincerely, JF:pe Enclosure: Agreements G:fo11owup:agrmt1tr Sister Cities: Anjo, Japan ® Waitakere, New Zealand