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Home My WebLink About2000-04-19 Agenda Packet - Board (25) I II TRUCKEE s • Memorandum To: Board of Directors From: Ed Taylor,Water Superintendent Date: 04/14/00 Town Proposal for Patch Paving Staff from the Electric and Water Departments participate on a Utility Coordination Committee with all the other agencies in the area. A topic of discussion at these meetings for the last six months has been trench repairs by all agencies. One of the proposals is a joint repair program by all agencies focused on reducing cost and standardizing the repairs. Since the Town of Truckee is the agency that is responsible for roadways, they assumed the lead in this project. Attached is a draft Memorandum of Understanding for Contract Paving from the Town. All of the agencies are reviewing and working on the details of this MOU. Staff requests that the Board review the proposal and give direction on how to proceed. 0 Page 1 March 15, 2000 Memorandum of Understanding Contract Paving Introduction This document is to clarify points of discussion on a Memorandum of Understanding between the **(Inset Utility Names Here)** and the Town of Truckee.The topics of discussion include but are not limited to:Trench repair specifications,hiring of contractor, scope of work on point repairs and trench repairs,responsibility of trench failures,responsibility of utility adjustments subsequent to street rehabilitation, length of responsibility for trench repairs,billing requirements, and guarantees of repairs. Any other governmental entity or business entity which is engaged in activities within the Town which are the same or substantially similar to those which are the subject of this agreement may become a parry to this agreement by counterpart signature. In the event of an objection to such participation by one or more of the existing parties to the agreement, the basis of the objection shall be presented to the Truckee Town Engineer. The decision of the Town Engineer as to the ability of the additional party to participate shall be final and binding on all parties. I. Trench Repair Specifications. The Trench Repair Standards,General Requirements, as adopted by the Truckee Town Council on May Is' 1997, as well as any additional conditions created by the terms of the blanket or project specific encroachment permits governing the utility excavations are to be adhered to for all trench excavation within the Town right-of way. Outlined below are additional conditions regarding trench repair as established by this memorandum of understanding. Notification. The utilities in this MOU shall notify the Town on a weekly basis of trench excavations created by the individual utility that are in need of permanent patching; the square footage of the repairs; and location of the repairs. All trench excavations shall be performed in accordance with conditions contained in the encroachment permit in effect at the time of excavation. Said utilities shall notify the Town engineer or his designee a minimum of 2 working days prior to planned trench excavations. The two working day notification requirement shall be waived for the purposes of emergency repairs, but the utility shall notify Town of emergency excavations as soon as is practicable. Each excavation shall be assigned a work order number coded by utility for purposes of referencing and invoicing for pavement repairs. Completion. When repairs are completed, the utility will notify the Town that the repair has been completed and ready for the contractor to begin work. When the utility notifies the Town that repairs are finished and ready for restoration, at a minimum of a 100sgft, the contractor has three (3) days to begin work. Maintenance of Trenches and Subarade Prior to final patching. After repairs are completed, the utility will be responsible for any trench subgrade failure and for maintaining hydropatch on the surface of the excavation until permanent patching is performed. In no instances shall utility be required to maintain hydropatch for a period in excess of 20 working days beyond the date that notification is received by Town that trench excavation is prepared for permanent patching. Maintenance of Trenches and Suberade after final patching After permanent patching has been completed,utility shall maintain responsibility for repairing potential future street damage caused by subgrade or subbase settlement. Unacceptable settlement shall be defined as a %z inch deflection of the trench surface as measured from the trench surface to a straight edge straddling from one side of the trench to the other. Town shall maintain responsibility for any and all failures related to permanent asphalt placement, compaction or material deficiencies. H. Bidding/Contract Requirements At the beginning of each construction season,the Town shall prepare and bid a set of construction specifications for the purposes of hiring a contractor to perform point repairs for all utilities subject to this agreement. Said bid specifications will request competitive bids from construction contractors for the purpose of identifying unit costs for asphalt placement in trecch repairs. Said bids will identify a square foot unit cost per inch depth of asphalt for both Summer and Winter placement. All bid documents, specifications and bid results will be available to utilities upon their request. Annual point repair contract bids will be awarded to the lowest responsible bidder. Determination of bid responsiveness shall be determined by the Town Engineer or his designee. III. Billing and payment requirements The Town of Truckee shall invoice all trench repairs performed on behalf of utility on a monthly basis. If no or minimal work(less than four individual point repairs)has been performed on behalf of utility then invoices may be deferred and included in the following month's invoice at Town's discretion. Payment of said invoices shall be due thirty(30)days from date of receipt of invoice by utility.The invoice will include the square footage of work done,the unit cost per square foot,total costs of repairs,when the work was completed,and the once per invoice charge for administration and inspections costs.The administration cost will be$75.00 per invoice and the inspection cost will be $50.00 per hour. IV. Responsibildy for utility adjustment associated with road surface rehabilitation Utility shall be responsible for adjustment of all facilities located within the paved cross section of Town roadways upon the completion of Town roadway surface rehabilitation(typically pavement overlay projects). The Town may,at request of utility,perform said adjustment on behalf of utility. Said adjustments would be included in Town bid documents for roadway surface rehabilitation projects. Utility would be responsible for reimbursing Town's actual costs for utility adjustments on utilities behalf. Said reimbursement would be invoiced by Town upon completion of adjustments. Town shall be responsible for performing inspection on quality of utility adjustment relative to the surface of the street. Utility shall be responsible for maintaining quality assurance of materials used for utility boxes, caps,monuments,etc. Utility shall maintain responsibility for maintaining utility adjustments after initial acceptance from Town or Town's contractor. Alternately, if utility elects to perform utility adjustments after surface rehabilitation of Town streets,Town shall notify utility of all streets planned for overlay a minimum of two weeks prior to initiation of overlay work. It shall be the responsibility of said utility to reference all utility infrastructure within the paved cross section of said streets prior to verlay by Town. Attachments: Trench Repair Standards Blanket Encroachment Permit