HomeMy WebLinkAboutSupplemental Information RE Item G Revised 5-Year CIP DocumentMEMO
Department of Public Works
June 13, 2016
To: Robin Roberts, City Clerk
From: Michael Ho, Dep. Dir. PW /City Engineer
SUBJECT 5 YEAR CIP AND AGENDA ITEM G STAFF REPORT
5 Year CIP
Revisions were made after the agenda was posted to the 5 -Year CIP document.
Attached are replacement pages to the document.
Agenda Item G Staff Report Attachment C
Attachment C, PEA has duplicate copies of the same PEA No. UK100002. Attached
is the correct PEA No. UK100001.
CIP PROCESS
The Capital Improvement Program is comprised of construction projects and equipment purchases
(excluding vehicles) which cost $10,000 or more. The CIP also includes activities that can be planned
for or occur on an irregular or one time basis. Minor capital outlays of less than $10,000 and
reoccurring maintenance activities will be included with the operation and maintenance budget.
The Capital Improvement Program is a plan that identifies the capital projects to be funded during a five
year planning horizon. The CIP is updated annually, and the first year of the plan serves as the current
year capital budget. The CIP is a planning document to help City Council systematically schedule and
finance capital projects to ensure cost - effectiveness as well as conformance with established policies.
The CIP is organized into the same functional groups used for the operating programs. The CIP
reflects a balance between capital replacement projects that repair, replace, or enhance existing
facilities, equipment or infrastructure, and capital facility projects that significantly expand or add to the
City's existing fixed assets.
The CIP will emphasize project planning with projects typically progressing through the following
phases:
Identification of Project. Improvements within the Capital Improvement Plan are generated or
identified as follows:
Advanced planning: Most of the improvements are identified within a Planning document or
Master Plan. Many master plans are required by funding agencies. All master plans are adopted
by the City Council. Currently the City has master plans adopted as follows:
• 2005 Sewer Master Plan (Currently being updated)
• 2008 Master Plan of Drainage
• 2010 Water Rate Study
• 2011 Water Master Plan
• 2011 Street Tree Master Plan
2011 Facility Master Plan
• 2012 Fleet Management Plan
2013 Concrete Rehabilitation Master Plan
• 2013 Park and Community Services Master Plan
• 2014 Pavement Management Plan
• 2015 Pier Condition Assessment
• 2016 Urban Water Management Plan
2. Reaction to need or opportunity: Projects may originate through a need or opportunity. An
example of a project that was delivered as a result of a need and opportunity is the El Nino Storm
Prep that occurred this year.
Desire from the community: Projects may originate through a desire from the community. One
example in the proposed CIP is PCH and Anderson Landscaping Improvements project.
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Y1
FY 2016/17 - 2020121
PROJECT CATEGORY Water System
PROJECT No. WT0904
PROJECT NAME Booster Sta. Rehab. - Beverly Manor
TOTAL PROJECT COST $5,200,000
PROJECT MANAGER David Spitz, Associate Engineer
WORKED PERFORMED BY Contract
LOCATION North Gate Road
PROJECT STATUS Construction
PRIORITY Nigh
ALTERNATE FUNDING SOURCE None
DESCRIPTION JUSTIFICATION
This project will construct upgrades and improvements to the Beverly The water system requires continual capital maintenance to maintain reliability and to
Manor Water Well, Booster Station and Reservoir as identified in the meet water quality standards.
2011 Water System Master Plan.
On -going Operating & Maintenance Impact: It will eliminate the existing monthly maintenance cost
'1
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/09. iL
4J �C:1T7ED
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F M4VJL
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.VFAFONS
MAP
Proposes Proposed Proposed Pmpased Proposed
2016-2017 2017 -2018 2018 -2019 2019 -2020 2020 -2021 Proposed
Budget Budget Budget Budget Budget 5-year total
Expenditures
Design $ 231,000 $ 231,000
Construction $4,969,000 $4,969,000
TOTAL $5,200,000 $5,200,000
PICTURE
59
PROJECT CATEGORY Water System
PROJECTNo. WT1501
PROJECT NAME Water Rate Study
TOTAL PROJECT COST 880,000
PROJECT MANAGER Michael Ho City Engineer
WORKED PERFORMED BY Consultant
LOCATION City Wide
PROJECT STATUS Planned
PRIORITY High
ALTERNATE FUNDING SOURCE NIA
DESCRIPTION
JUSTIFICATION
The study will update the rate structure for the City's Potable Water
The operation of the City's Water System is funded through a water enterprise fee
System.
that is charged to the residents bimonthly. The rate structure is typically studied and
set approximately every 5 years. This will insure that the fee charged is appropriate
for the services that are rendered.
Ongoing Operating S Maintenance Impact None
MAP
Proposed Proposed Proposed Proposed Proposed
20162017 20r7-2018 201 &2019 20193020 2020 -2021 Pmposed
Budget BedW Budget Budget Bvdp wear oral
PICTURE
DE
PROJECT CATEGORY Water System
PROJECTNO. W11603
PROJECT NAME Balsa Chips Weil Improvement Project
TOTAL PROJECT COST $1,000.000
PROJECT MANAGER Cesar Rangel, Associate Engineer
WORKED PERFORMED BY Contract
LOCATION Balsa Chica Road
PROJECTSTATUS Design
PRIORITY Medium
ALTERNATE FUNDING SOURCE None
DESCRIPTION JUSTIFICATION
This projectwill rehabilitate the well site pumps, generators, molars and water This project will rehabilitate the Balsa Chico Water Well as identified in the 2003
treatment equipment. Water System Master Plan.
l�c'3�J
Source
On -going Operating & Maintenance Impact: Project wig eliminate the maintenance at Ne electrical pump 8 equipment
MAP PICTURE
Proposed Proposed Pmposetl Proposed Proposed
20162017 M11 -2018 20162019 20132020 20201 Proposed
Expenditures
Design $ 100,000 S 100,000
COnstrodion $ 900,000 $ 900.000
TOTAL $ 1.000,000 $1.000,000
63
-2020121
PROJECT CATEGORY Water System
PROJECT NAME 7th Street Alley (PCH to N. Electric)
PROJECT MANAGER Cesar Partial, Associate Engineer
LOCATION Citywide
PRIORITY Medium
PROJECTNo.
Wi1B07
TOTAL PROJECT COST
a
}
rii d ea e�
PROJECT STATUS Construction
ALTERNATE FUNDING SOURCE
♦
1,. yWt 1 i�v�..♦•`. api�.,r' r }.'-4Y �.._.
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a }A �_ � �1 s .. 1 }[ .:. OSZ .
r
^A}±LIk 1�'S 2L:
-2020121
PROJECT CATEGORY Water System
PROJECT NAME 7th Street Alley (PCH to N. Electric)
PROJECT MANAGER Cesar Partial, Associate Engineer
LOCATION Citywide
PRIORITY Medium
PROJECTNo.
Wi1B07
TOTAL PROJECT COST
$470,000
WORKED PERFORMED BY
Contract
PROJECT STATUS Construction
ALTERNATE FUNDING SOURCE
None
DESCRIPTION JUSTIFICATION
This project rehabilitates water and sewer facilities within the 7th Street This project will update deteriorated water and sewer facilities within the 7th Street
Alley between Electric Avenue and Pacific Coast Highway. Alley between Electric Avenue and Pacific Coast Highway. The pavement in the
alley will be removed in order to rehabilite the utilities and be replaced with concrete
at the conclusion of construction.
Ongoing Operating & Maintenance Impact: None
TOTAL $ 470,000 $ 470,000
65
Proposed
Proposed
Proposed
Proposed
Proposed
20162017
2017 -2018
201 82019
201 92020
2020 -2021
Proposed
Funding
Budget
Budget
Budget
Budget
Budget
Budget
Budget
Budget
Badget
Budget
Syear total
Syear total
Sewer Fund
$ 235,000
$ 235,000
Water Fund
$ 235,000
$ 235.000
TOTAL $ 470,000 $ 470,000
65
FY 2016117 - 2020121
PROJECT CATEGORY Water System
PROJECT No. VVt1702
PROJECT NAME Westminster Ave. Water Main Replacement
TOTAL PROJECT COST $2,600,000
PROJECT MANAGER David Spitz, Associate Engineer
WORKED PERFORMED BY Contract
LOCATION Westminster Ave.
PROJECT STATUS Ongoing
PRIORITY High
ALTERNATE FUNDING SOURCE None
DESCRIPTION JUSTIFICATION
This project will replace the existing water main line on Westminster Ave. This project will update the deteriorated waterline located on Westminster Ave.
On -going Operating & Maintenance Impact:
BYO
un.On� Y
MAP
Pmpdsed Proposed Pmpased Proposed Proposed
20162017 2017- 2018 2018-2019 20142020 2020.2021
Purposed
PICTURE
67
PROJECT CATEGORY Water System
PROJECT NAME Lampson Ave Water Main Replacement
PROJECT MANAGER David Spite, Assormte Engineer
LOCATION Lampson Avenue
PRIORITY High
PROJECT No.
WT1704
TOTAL PROJECT COST
$1,300,000
WORKED PERFORMED BY
Contact
PROJECT STATUS
Planned
ALTERNATE FUNDING SOURCE
None
DESCRIPTION JUSTIFICATION
To remove and replace the existing 12" ACP waterline on Lampson Ave The existing Lampson waledine has historically failed and caused numerous main line
from Seal Beach BNtl. to Basswood St. breaks. It has outlasted its useful life.
Ongoing Operating & Maintenance Impact: -
2t is
P �.
�y'�M wEN Go
yy
SEE "I
3 3,
�UNJTEO_ -
�m
MAP
PropmeC Prapose0 Propons! PmpasM P,-Ed
20162017 2017 -2010 20lb2019 20142020 2020.2021 Pm,aid
BWgtl Budget 9udge1 Budget Budgm Syear War
Expenditures
Design $ 130.000 $ 130.000
Construction $ 1.170,000 S 1,170.000
TOTAL $ 1.300.000 $ 1.300.000
PICTURE
69
ORANGE COUNTY TRANSPORTATION AUTHORITY
PRELIMINARY ENGINEERING AGREEMENT
DISTRICT
COUNTY
ROUTE
POST MILE
EA
PROJECT ID
9.3 -24.2
12
Orange
1 -405
12-
1200000180
OH 1000
FEDERAL AID NUMBER
OWNER'S PLAN NUMBER
H PLULN- 6071(043)
N/A
FEDERAL PARTICIPATION
On the project ® YES ❑ NO On the Utilities ❑ YES ® NO
PRELIMINARY ENGINEERING AGREEMENT NO. UK100001 DATE
The Oranee Countv Transportation Authority (OCTA) in cooperation with the California
Department of Transportation ( "Caltrans ") is proposing to improve Interstate 405 between State Route 73
and Interstate 605 (Project). OCTA and Caltrans have entered into a Cooperative Agreement relating to the
Proiect under which Caltrans will Drovide Proiect oversight and upon completion of the Proiect, Caltrans
will continue to own and maintain the I -405
Citv of Seal Beach
Hereinafter referred to as "OWNER ", owns and maintains
• 12 inch ACP Crossing the I -405, SB -W4063
• 12 inch WSP within Bolsa Chica Channel east side, SB -W4036
within the limits of the OCTA Project which requires
preliminary relocation plans
to accommodate OCTA's Project.
It is hereby mutually agreed between OCTA and OWNER as follows:
I. WORK TO BE PERFORMED
04 -05 -2016
In accordance with the Notice to Owner No. SB -W4063 and SB -W4036 dated June I,
2016, Owner shall prepare preliminary engineering utility relocation studies for the utility
relocation work on the following Design Build project: Interstate 405 between State Route
73 and Interstate 605 (Proiect). Any revision to the Owner's preliminary engineering
studies, after approval by OCTA shall be agreed upon by both parties hereto under a
Revised Notice to Owner. Such Revised Notices to Owner, approved by OCTA and agreed
to /acknowledged by the OWNER, will constitute an approval revision of the OWNER's
preliminary engineering studies described above and are hereby made a part hereof. No
redesign or additional engineering, after approval by OCTA, shall commence prior to
written execution by the OWNER of the Revised Notice to Owner and may require an
amendment to this agreement in addition to the Notice to Owner.
PRELIMINARY ENGINEERING AGREEMENT
II. LIABILITY FOR WORK
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PRELIMINARY ENGINEERING AGREEMENT NO.
OCTA shall pay all actual preliminary engineering utility relocation studies expenses
for utility studies according to the Pilot Program approved by the Department of
Transportation on the Design Build project in the letter dated October 27, 2015.
III. PERFORMANCE OF WORK
Engineering services for preliminary engineering utility relocation activities and studies are
to be furnished by the consulting engineering firm on a fee basis previously approved by
OCTA. Cost principles for determining the reasonableness and allowability of consultant
costs shall be determined in accordance with 48 CFR, Chapter 1, Part 31; 23 CFR,
Chapter I, Part 645; and OMB Circular A -87, as applicable.
Engineering services for preliminary engineering are to be furnished by the Utility Owner and
approved by OCTA. Cost principles for determining the reasonableness and allowability of
OWNER's costs shall be determined in accordance with 48 CFR, Chapter I, Part 31; 23 CFR,
Chapter I, Part 645; and 18 CFR, Chapter I, Parts 101, 201 and OMB Circular A -87, as
applicable.
Use of out -of -state personnel (or personnel requiring lodging and meal "per diem" expenses)
will not be allowed without prior written authorization by OCTA's representative. Requests
for such authorization must be contained in OWNER's estimate of actual and necessary
relocation costs. Accounting Form FA -1301 is to be completed and submitted for all non -
State personnel travel per diem. OWNER shall include an explanation why local employee or
contract labor is not considered adequate for the relocation work proposed. Per Diem
expenses shall not exceed the per diem expense amounts allowed under the State's
Department of Personnel Administration travel expense guidelines.
Work performed directly by Owner's employees falls within the exception of Labor Code
Section 1720(a)(1) and does not constitute a public work under Section 1720(a)(2) and is not
subject to prevailing wages. OWNER shall verify compliance with this requirement in the
administration of its contracts referenced above.
IV. PAYMENT FOR WORK
The initial, estimated cost of the Owner's preliminary engineering is Thirty-Two Thousand,
Five Hundred Dollars ($32,500.00). Final actual costs may be more or less than such
estimate, which will not be construed as a limitation of costs for the preliminary engineering.
OCTA shall pay its share of the actual and necessary cost of the herein described work
within 45 days after receipt of OWNER's itemized bill, signed by a responsible official of
OWNER's organization and prepared on OWNER's letterhead, compiled on the basis of the
actual and necessary cost and expense incurred and charged or allocated to said work in
accordance with the uniform system of accounts prescribed for OWNER by the California
PRELIMINARY ENGINEERING AGREEMENT
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PRELIMINARY ENGINEERING AGREEMENT NO.
Public Utilities Commission, Federal Energy Regulatory Commission or Federal
Communications Commission, whichever is applicable.
It is understood and agreed that OCTA will not pay for any betterment or increase in capacity
of OWNER's facilities in the new location and that OWNER shall give credit to OCTA for
the accrued depreciation of the replaced facilities and for the salvage value of any material or
parts salvaged and retained or sold by OWNER.
Not more frequently than once a month, but at least quarterly, OWNER will prepare and
submit itemized progress bills for costs incurred, not to exceed OWNER's recorded costs as
of the billing date less estimated credits applicable to completed work. Payment of progress
bills, not to exceed the amount of this Agreement, may be made under the terms of this
Agreement. Payment of progress bills which exceed the amount of this Agreement may be
made after receipt and approval by OCTA of documentation supporting the cost increase and
after an Amendment to this Agreement has been executed by the parties to it.
The OWNER shall submit a final bill to OCTA within 360 days after the completion of the
work described in Section I above. If OCTA has not received a final bill within 360 days
after notification of completion of OWNER's work described in Section 1 of this Agreement,
and OCTA has delivered to OWNER fully executed Director's Deeds, Consents to Common
Use or Joint Use Agreements for OWNER's facilities (if required), OCTA will provide
written notification to OWNER of its intent to close its file within 30 days. OWNER hereby
acknowledges, to the extent allowed by law, that all remaining costs will be deemed to have
been abandoned. If OCTA processes a final bill for payment more than 360 days after
notification of completion of OWNER's work, payment of the late bill may be subject to
allocation and /or approval by OCTA.
The final billing shall be in the form of an itemized statement of the total costs charged to the
project, less the credits provided for in this Agreement, and less any amounts covered by
progress billings. However, OCTA shall not pay final bills which exceed the estimated cost
of this Agreement without documentation of the reason for the increase of said cost from the
OWNER and approval of documentation by OCTA. Except, if the final bill exceeds the
OWNER's estimated costs solely as the result of a revised Notice to Owner as provided for
in Section 1, a copy of said revised Notice to Owner shall suffice as documentation. In either
case, payment of the amount over the estimated cost of this Agreement may be subject to
allocation and /or approval by OCTA.
In any event if the final bill exceeds 125% of the estimated cost of this Agreement, an
Amended Agreement shall be executed by the parties to this Agreement prior to the payment
of the OWNER'S final bill. Any and all increases in costs that are the direct result of
deviations from the work described in Section I of this Agreement shall have the prior
concurrence of OCTA.
Detailed records from which the billing is compiled shall be retained by owner for a period
of three years from the date of final payment and will be available for audit by State and /or
PRELIMINARY ENGINEERING AGREEMENT
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PRELIMINARY ENGINEERING AGREEMENT NO.
Federal auditors. In performing work under this Agreement, owner agrees to comply with
the Uniform System of Accounts for Public Utilities found at 18 CFR Part 101, 201, et ah,
and, to the extent they are applicable to owner doing work on the project that is the subject
of this agreement, the contract cost principles and procedures as set forth in 48 CFR,
Chapter I, Part 31, et seq., 23 CFR, Chapter I, Part 645, and 2 CFR Part 200 et al. If a
subsequent State and /or Federal audit determines payments to be unallowable, owner agrees
to reimburse agency upon receipt of agency billing. If owner is subject to repayment due to
failure by State /Local Public Agency (LPA) to comply with applicable laws, regulations,
and ordinances then State /LPA will ensure that owner is compensated for actual cost in
performing work under this agreement.
V. GENERAL CONDITIONS
All costs accrued by OWNER as a result of OCTA's request of March 6, 2015 (SB- W4063)
and March 10, 2015 (SB- W4036) to review, study and /or prepare relocation plans and
estimates for the project associated with this Agreement may be billed pursuant to the terms
and conditions of this Agreement.
If OCTA's project which precipitated this Agreement is canceled or modified so as to
eliminate the necessity of work by OWNER, OCTA will notify OWNER in writing and
OCTA reserves the right to terminate this Agreement by Amendment. The Amendment shall
provide mutually acceptable terms and conditions for terminating the Agreement. Such
terms will include OCTA's agreement to pay all costs incurred by Owner in its performance
of preliminary engineering and study work upon the submissions of invoices.
OWNER shall submit a Notice of Completion to OCTA within 30 days of the completion of
the work described herein.
It is understood that said highway is a Federal aid highway and accordingly, 23 CFR,
Chapter I, Part 645 is hereby incorporated into this Agreement.
In addition, the provisions of 23 CFR 635.410, Buy America, are also incorporated into this
agreement. The Buy America requirements are further specified in Moving Ahead for
progress in the 21" Century (MAP -21), section 1518; 23 CFR 635.410 requires that all
manufacturing processes have occurred in the United States for steel and iron products
(including the application of coatings) installed on a project receiving funding from the
FH WA.
This Agreement is for preliminary design and as such, OCTA represents and warrants that
this Agreement is not subject to 23 CFR 635.410, the Buy America provisions.
It is expressly understood by the Parties that Owner is not, in executing this Agreement,
abandoning any pre- existing right, title or interest it may have in any land or facilities, all
such rights, title and interest being expressly reserved.
PRELIMINARY ENGINEERING AGREEMENT
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PRELIMINARY ENGINEERING AGREEMENT NO.
The terms of this Agreement shall be binding and inure to the benefits of the Parties hereto.
THE ESTIMATED COSTS TO THE OWNER FOR ITS SHARE OF THE ABOVE
DESCRIBED WORK IS $32,500.
Signatures on Following Page
PRELIMINARY ENGINEERING AGREEMENT
Page 6 of
PRELIMINARY ENGINEERING AGREEMENT NO.
U K i 00001
SIGNATURE PAGE
TO
PRELIMINARY ENGINEERING AGREEMENT NO.
UK100001
IN WITNESS WHEREOF, the above parties have executed this Agreement on the dates below.
Owner:
CITY OF SEAL BEACH
APPROVED
By:
Title:
Date:
ORANGE COUNTY
TRANSPORTATION AUTHORITY,
a public entity
APPROVED
to
Jim Beil
Executive Director,
Capital Programs
Date:
APPROVED AS TO FORM:
By: By:
Title: James M. Donich
General Counsel
Date: Date: