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Agenda 05/27/2014 Item #16A 5 5/27/2014 16.A.5. EXECUTIVE SUMMARY Recommendation to approve the attached Utility Reimbursement Agreement with the Florida Power & Light Company ("FPL"),which allows FPL's facilities that are in conflict with the proposed roadway improvements on Collier Boulevard from Green Boulevard to Golden Gate Boulevard (Project) to remain in place, Project No. 68056. Estimated fiscal impact: S169,812. OBJECTIVE: To approve an agreement with FPL whereby it agrees to reimburse the County for costs incurred in redesigning the Project to accommodate and avoid the need to relocate FPL's existing affected facilities. CONSIDERATIONS: FPL has electrical transmission and distribution facilities that include seventeen (l 7) transmission poles and under built distribution facilities located in the public right of way along the west side of Collier Boulevard from Green Boulevard to Golden Gate Boulevard. Those existing facilities are in conflict with the proposed six-lane improvements on the Project unless they are removed and/or relocated. Through mutual coordination by the Parties, it was determined that the County could modify the design for the improvements to allow FPL facilities to remain in their current locations; however, the County would incur additional costs to reengineer the plans, as well as costs to add additional lighting to the Project. The modifications would affect the linear roadside ponds along the west side of Collier Boulevard and would also require the redesign of the lighting, resulting in an additional 19 "conflict" poles to the Project. To proceed without reengineering the plans would cost FPL in excess of $1.9M dollars to relocate its facilities and require nine (9) months for relocation. FPL has agreed to reimburse the County $43,420 for the re-engineering costs and up to $126,392 for constructing the additional lighting. These costs are broken out in attached Exhibit "A," and represent the best estimate of the actual costs that will be incurred to accommodate the agreed upon redesign. The County and the FDOT has agreed to share in the cost of the project with a 50/50 match. The FDOT is willing to provide the County with financial assistance as set forth in its adopted work program for fiscal years 2013/2014 in the amount of $8,043,930 through a Transportation Regional Incentive Program (TRIP) agreement. If this project is delayed, there is a possibility that the Grantor may not provide an extension to the agreement. Staff believes the most efficient resolution to the conflict would be for FPL's facilities to remain in their current location and for the County to modify the design of the linear roadside ponds and to add "conflict" lighting structures to the Project, with FPL reimbursing those associated costs as provided in the attached Agreement. Packet Page -152- 5/27/2014 16.A.5. FISCAL IMPACT: A budget amendment is needed to recognize revenue in the amount of $169,812 that will be remitted to the county and appropriated to this project, per the attached agreement with FPL. Revenue will go into gas tax Fund (313). Life Cycle Maintenance Cost The Traffic Operations Department will be providing the maintenance for these 19 additional lights in perpetuity. The cost to maintain each light is estimated to be $275/year. Therefore the total cost for the 19 additional lights is estimated to be $5,225/year. LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote for Board approval.—SRT GROWTH MANAGEMENT IMPACT: This recommendation is consistent with the County's Growth Management Plan. RECOMMENDATION: That the Board of County Commissioners of Collier County approve the attached Utility Reimbursement Agreement and authorize its Chairman to execute same on behalf of the Board; and, authorize the County Manager or his designee to record same in the public records of Collier County, Florida. Prepared by: Marlene Messam, Senior Project Manager Attachments: l) Utility Reimbursement Agreement; and 2) Exhibit"A" Packet Page-153- 5/27/2014 16.A.5. COI ,T ,,IF,R r'OITNTV Board of County Commissioners Item Number: 16.16.A.16.A.5. Item Summary: Recommendation to approve the attached Utility Reimbursement Agreement with the Florida Power & Light Company ("FPL"), which allows FPL's facilities that are in conflict with the proposed roadway improvements on Collier Boulevard from Green Boulevard to Golden Gate Boulevard (Project) to remain in place, Project No. 68056. Estimated fiscal impact:$169,812. Meeting Date: 5/27/2014 Prepared By Name: MessamMarlene Title: Project Manager, Senior, Transportation Engineering&Construction Management 4/1/2014 10:01:30 AM Submitted by Title: Project Manager, Senior, Transportation Engineering&Construction Management Name: MessamMarlene 4/1/2014 10:01:31 AM Approved By Name: RitterSteve Title: Manager-Road Construction,Transportation Engineering& Construction Management Date: 4/23/2014 9:41:42 AM Name: KhawajaAnthony Title: Chief Engineer-Traffic Operations,Traffic Opera Date: 4/24/2014 3:05:31 PM Name: WardKelsey Title: Manager-Procurement, Purchasing&General Services Date: 4/24/2014 5:15:31 PM Name: AhmadJay Title: Director-Transportation Engineering,Transportat Packet Page -154- 5/27/2014 16.A.5. Date: 4/25/2014 7:49:44 AM Name: PutaansuuGary Title: Project Manager, Principal, Transportation Engineering&Construction Management Date: 4/25/2014 3:08:29 PM Name: MarkiewiczJoanne Title: Director-Purchasing/General Services,Purchasing&General Services Date: 4/26/2014 7:03:52 AM Name: TaylorLisa Title: Management/Budget Analyst, Transportation Administration Date: 4/28/2014 11:09:23 AM Name: KearnsAllison Title: Manager Financial & Operational Support, Transportation Administration Date: 4/30/2014 11:52:56 AM Name: KearnsAllison Title: Manager Financial &Operational Support, Transportation Administration Date: 4/30/2014 12:04:47 PM Name: LynchDiane Title: Supervisor-Operations,Road Maintenance Date: 5/2/2014 11:36:19 AM Name: TeachScott Title: Deputy County Attorney, County Attorney Date: 5/6/2014 2:49:44 PM Name: Marcella_ieanne Tide: Executive Secretary, Transportation Planning Date: 5/12/2014 9:08:16 AM Name: KlatzkowJeff Title: County Attorney, Date: 5/14/2014 3:32:07 PM Name: lJsherSusan Title: Management/Budget Analyst, Senior, Office of Management&Budget Date: 5/19/2014 9:41:15 AM Name: OchsLeo Title: County Manager, County Managers Office Packet Page -155- 5/27/2014 16.A.5. Date: 5/19/2014 10:25:33 AM Packet Page-156- 5/27/2014 16.A.5. AGREEMENT TO REIMBURSE PERTAINING TO UTILITY FACILITIES LOCATED WITHIN THE PUBLIC RIGHT-OF-WAY PROJECT NUMBER: 68056 Utility: Florida Power&Light Construction Project: Collier County 6-lane Road Widening Project of CR 951 from Golden Gate Blvd.to Golden Gate Main Canal THIS AGREEMENT is entered into by and between the Board of Commissioners of Collier County, Florida(hereinafter referred to as"COUNTY"), and Florida Power& Light Company, a Florida corporation(hereinafter referred to as the"Utility"or"FPL"). V1'ITNES SETH: WHEREAS, the COUNTY designed and is constructing a project to widen County Road 951 (Collier Boulevard)to six lanes from Golden Gate Boulevard to the Golden Gate Main Canal,said project being designated as Project No.68056(the"Project");and, WHEREAS, the UTILITY is the owner of certain electrical transmission and distribution facilities, including a transmission line with seventeen (17)transmission poles and underbuilt distribution facilities (collectively, the"Facilities"), located on public right-of-way,at places where they will interfere with the construction of the Project unless those facilities are relocated or the design plans for the Project are modified and revised;and WHEREAS, the COUNTY determined that it could redesign its engineering plans to accommodate the UTILITY's existing Facilities but that it would result in additional expense to COUNTY to do so;and WHEREAS, the UTILITY has agreed to reimburse the COUNTY for engineering services to make modifications to allow for lighting and drainage design changes to the Project and for costs related to the construction of additional overhead lighting facilities necessitated by the Project, which will result in the most efficient construction of the Project and mutually benefit the UTILITY and the COUNTY; and WHEREAS, the COUNTY is agreeable to and desirous and capable of performing, providing or otherwise undertaking the engineering design changes and construction services requested by the 1 Packet Page-157- 5/27/2014 16.A.5. UTILITY concurrently with COUNTY'S roadway construction Project, and UTILITY agrees to reimburse COUNTY for those additional costs resulting from the redesign desired by the UTILITY, a copy of those final and actual costs resulting therefrom are identified in and attached hereto as composite Exhibit"A." All of the above Recitals are true and correct and are hereby expressly incorporated herein by reference as if set forth fully below,and all Exhibits referenced herein are made a part of this Agreement. NOW, THEREFORE, in consideration of the above premises, and the mutual covenants, terms, and provisions contained herein, the COUNTY and UTILITY agree as follows: SECTION I: COUNTY'S RESPONSIBILITY I.0 The COUNTY shall provide and perform design, construction and construction administration services for the Project, rendered concurrently with COUNTY's construction of the roadway Project. 1.1 The following specific services, duties, and responsibilities will be the obligation of the COUNTY regarding design coordination, construction, and contract administration work for the Project(the"Work"). A. COUNTY shall accept the drainage modifications to the linear ponds proposed by UTILITY that will allow its existing affected Facilities to remain within the COUNTY's right of way, resulting in additional engineering costs that the UTILITY will reimburse to the COUNTY. The necessary and applicable redesigned plans and specifications agreed upon by the parties are attached and included as part of composite Exhibit"A." B. As a result of allowing the existing affected Facilities to remain within the COUNTY's right of way, COUNTY will utilize a modified lighting design that involves the installation of nineteen (19) total conflict light poles, with a maximum mounting height of 35' to coexist with the overhead Facilities along the west side of the Project roadway. The necessary and applicable redesigned lighting design plan and specifcations agreed upon by the parties, which shall be in compliance with all applicable laws and regulations, are attached and included as part of composite Exhibit"A." C. COUNTY shall conduct a formal preconstruction conference prior to commencing with the construction. The COUNTY will provide the UTILITY notice of the preconstruction conference at least five(5)working days prior to the conference. D. COUNTY shall coordinate the Work with third parties such as property owners, land developers, environmental agencies, contractors, and the like to the extent that such parties have a direct interest in or are directly affected by said Work. 2 Packet Page -158- •� • 5/27/2014 16.A.5. E. The COUNTY shall administer design changes, clarifications, supplements and other contract amendments that may be necessary during the design and construction of the Work. These contract directives to the consultant and contractor may be in the form of plans,memoranda,reports,change orders, and supplemental agreements. F. Upon request by the UTILITY, following completion of all Work, including all work authorized under change orders and supplemental agreements, the COUNTY shall conduct a final inspection of the Work with the UTILITY'S agent/representative. SECTION II: UTILITY'S RESPONSIBILITY 2.0 The UTILITY agrees to reimburse the COUNTY for the following costs incurred in redesigning the Project to accommodate and avoid the need to relocate its existing affected Facilities: A. UTILITY agrees to reimburse COUNTY the amount of$10,100.00 for engineering services to make drainage modifications to the linear ponds to accommodate the existing seventeen (17)transmission poles and avoid the expense of relocating those poles; B. UTILITY agrees to reimburse COUNTY the amount of$33,320.00 for engineering services incurred to make modifications to the current roadway lighting design plan to accommodate the UTILITY's existing overhead Facilities; C. UTILITY agrees to reimburse COUNTY up to the amount of$126,392.00 for costs actually incurred by COUNTY in constructing and installing 19 additional lighting conflict poles on the west side of Collier Boulevard to be compatible with the UTILITY's existing Facilities. Following the completion of such work, COUNTY shall promptly provide UTILITY with an invoice showing the actual costs incurred. The reimbursement expenses provided in Subsections (A) and (B) shall be remitted by UTILITY to COUNTY no later than thirty(30) days after the execution of this Agreement by both patties. As to the reimbursement expense provided in Subsection (C), payment shall be remitted by UTILITY to COUNTY no later than thirty(30)days from UTILITY's receipt of an invoice from COUNTY showing actual costs incurred for such work. 2.1 The specific project-related duties and responsibilities enumerated below shall be the obligation of the UTILITY. A. If during the course of construction the UTILITY shall seek further modifications or revisions to the design plans for the Project, UTILITY shall be responsible for all actual additional costs incurred pursuant to requested modifications or revisions. B. The UTILITY agrees to assign an agent/representative to the Project for the entire design and construction period for the purpose of coordinating, resolving, and communicating any construction issues at the field level with COUNTY's resident construction engineer. The UTILITY shall designate the agent/representative in writing to the COUNTY upon execution of this Agreement. 3 Packet Page -159- 5/27/2014 16.A.5. Or/V.1 iv Hi; MUTUAL COVENANTS 3.0 The UTILITY shall not be responsible for, nor shall the UTILITY dictate upon the COUNTY, construction means, methods, techniques, skills, sequences or procedures of construction relating to the Project improvements, except to the extent necessary to ensure the Facilities' compliance with all applicable laws and regulations. The above responsibilities during construction shall remain with the COUNTY's contractor and/or the contractor's subcontractors subject to the conditions and responsibilities set forth in this Agreement, the revised lighting design and resulting construction and installation of lighting poles identified in composite Exhibit "A." All plans agreed upon by the parties shall be compliant with applicable laws and regulations. 3.1 COUNTY and UTILITY agree to do all things which may be required to give effect to this Agreement immediately as such requirement is made known to them or they are requested to do so,whichever is the earlier 3.2 The COUNTY's Growth Management, Transportation Engineering Department, Senior Project Manager, Marlene Messam, P.E., shall act as the COUNTY's contract manager under this Agreement. 3.3 This Agreement shall remain in full force and effect from the date first above written and shall terminate upon the completion of all services and responsibilities mutually performed by the UTILITY and by the COUNTY each to the other. SECTION IV: MISCELLANEOUS 4.0 This Agreement shall be governed by and construed under the laws of the State of Florida. In the event any litigation is instituted by way of construction or enforcement of this Agreement, the party prevailing in said litigation shall be entitled to collect and recover from the opposite party all court costs and other expenses excluding attorney's fees. Venue is in Collier County, Florida. 4.1 It is understood that this Agreement must be executed by both parties prior to the COUNTY commencing with the work,services,duties,and responsibilities described heretofore. SECTION V: DISPUTE RESOLUTION 5.0 in the event of a dispute between the parties concerning this Agreement, the COUNTY and the - UTILITY agree to attempt to resolve the dispute as expeditiously and inexpensively as feasible. Specifically, their respective staffs will meet within ten (10) days of provision of notice of the dispute and attempt in good faith to resolve the dispute. They may jointly agree to a mediator to expedite and effectuate a resolution. If they are unable to agree upon a mediator,within ten (10) days thereafter,they shall jointly request the Chief Judge of the 20th Judicial Circuit to appoint a mediator qualified in construction law to mediate the dispute in accordance with the court's pre- suit mediation procedures. The mediation shall occur within ten (10) days after the mediator is appointed. If the dispute cannot be resolved at this level, the Chapter 164 remedies shall be available. Each party shall pay equally in the cost of the mediation. 4 yC Packet Page -160- 5/27/2014 16.A.5. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of this day of ,2014. AS TO THE COUNTY: Al 1'EST: BOARD OF COUNTY COMMISSIONERS DWIGHT E.BROCK,CLERK COLLIER COUNTY, FLORIDA By: By: ,Deputy Clerk Tom Henning,Chairman Approved as to form and legality: Scott R.Teach Deputy County Attorney AS TO THE UTILITY: Florida Power&Light r ompany By, ' ' ., Print Name: 7{,_ if fit. 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