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Home My WebLink AboutCORRESPONDENCE - PURCHASE ORDER - 9141880John From: Gerry S. Paul Sent: Thursday, February 27, 2014 5:25 PM To: John Stephen Subject: RE: Poudre Valley REA Sole source John — This sole source purchase is approved in accordance with City Municipal Code Chapter 8, Article IV, Sec. 8- 161, d(1), a; There exists only one (1) responsible source. Regards, Gerry Paul Director of Purchasing and Risk Management 215 N. Mason City of Fort Collins 970-221-6779-0 970-567-9840-C gspaulftoysom From: John Stephen Sent: Thursday, February 27, 2014 4:28 PM To: Gerry S. Paul Subject: Poudre Valley REA Sole source Gerry, please see the following. Upon your approval, I will file it into the sole source file. 1 City of F6rt Collins MEMO Date: February 25, 2014 Planning, Development & Transpof Engineering Department 281 North Woge Avenue P.O. Box 580 Fort Collins, 00 80522.0580 970.221.6609 970,221.6378 - fax ft§b oo iVefigrAWiry To: Gerry Paul, Director of Purchasing and Risk Management John Stephen, Senior Buyer From. Tim Kemp, Capital Projects Engineer Through: Rick Richter, Director of Infrastructure Services Dean Klingner, Capital Projects Program Manager Re- Sole Source kequestforPoudreValley Rural ElectricAssociatiorr(PVRE4) Overhead -Utility Relocation at Kechter and Timberline Background: The Capital Projects group has been working on a congestion mitigation and safety improvement plan for the intersection of Kechter Road and Timberline Road. In general terms, we are adding t rightturn lanes for northbound and southbound Timberline Road. The construction of the turn lanes is currently scheduled to begin in May, 2014. The project Is at the 90% design level and requires PVREA to relocate existing overhead utility poles and lines for the northbound turn lane. PVREA has a "prescriptive right of way easement" covering their facilities adjacent to this intersection. The City Surveyor has reviewed the easeme documents and agrees that the cost of relocating the overhead poles and lines ties with the City c Fort Collins. Scope of Work and Estimated ]Cost: Per the attached exhibit, PVREA has agreed to: Move three (3) poles Reconfigure two (2) guy wires Pull approximately 800 feet of new wire The estimate for the cost of this work is $9,852.05, as shown in the attached e-mail from Matt Or of PVREA.. The work will be completed by PVREA employees and paid for with 'local" dollars (Building on Basics Intersection funds). City of r lli MEMO Date: February 25,2014 Planning, Development & Transportation Engineering Department 281 North College Avenue P.O. Box 580 Fort Collins, CO 80522.0580 970.221.6605 970.221,6378 - fax kgov.com/engineerfng To: Gerry Paul, Director of Purchasing and Risk Management John Stephen, Senior Buyer From: Tim Kemp, Capital Projects Engineer Through: Rick Richter, Director of Infrastructure Services Dean Klingner, Capital Projects Program Manager Re: Sole Source Requestfor Poudre Valley Rural Electric Association (PVREA) Overhead Utility Relocation atKechter and Timberline Background: The Capital Projects group has been working on a congestion mitigation and safety improvement plan for the intersection of Kechter Road and Timberline Road. In general terms, we are adding two right turn lanes for northbound and southbound Timberline Road. The construction of the turn lanes is currently scheduled to begin in May, 2014. The project is at the 90% design level and requires PVREA to relocate existing overhead utility poles and lines for the northbound turn lane. PVREA has a "prescriptive right of way easement' covering their facilities adjacent to this intersection. The City Surveyor has reviewed the easement documents and agrees that the cost of relocating the overhead poles and lines lies with the City of Fort Collins. Scope of Work and Estimated Cost: Per the attached exhibit, PVREA has agreed to: Move three (3) poles • Reconfigure two (2) guy wires • Pull approximately 800 feet of new wire The estimate for the cost of this work is $9,852.05, as shown in the attached e-mail from Matt Organ of PVREA. The work will be completed by PVREA employees and paid for with "local" dollars (Building on Basics Intersection funds). Fo t` colt. In 2011, the City worked with Larimer County and PVREA on a similar project on South Shields. This project constructed a new turn lane and required PVREA to: • Move four (4) poles • Reconfigure three (3) guy wires • Pull approximately 1,000 feet of new wire The "as constructed" cost of this work was $16,964.00 which matched the estimated cost from PVREA. We find the scope of work and estimated cost to be reasonable when compared to the South Shields project. Summary: In conclusion, the Engineering Department is asking the Purchasing Department to grant a "sole source request" for PVREA to relocate their utility. The cost to the City for this work is $9,852.05. PVREA has a proprietary right to maintain its' own equipment.. In this situation, the City has made the request for the work in order to construct a capital turn lane improvement The City's obligation to pay for the work is backed by PVREA's "prescriptive right of way easement". PVREA has a six (6) week lead time on scheduling the work, after receipt of full payment from the City of Fort Collins. I would like to issue the Work Order and payment so the PVREA schedule stays ahead of the turn lane construction schedule. Please contact me if you have questions or concerns with this request Tim Kemp x 2719 Attachments 1. PVREA Estimate (1 pg) 2. PVREA Pole Exhibit(' pg) _ Kem �om: Organ, Matt <morgan@PVREA.com> ent: Tuesday, February 18, 2014 4:29 PM To: Timothy Kemp Subject: RE: PVREA Poles South Timberline Attachments: Easement, Undergrourid.pdf Tim, The cost to move the line overhead like we discussed last week is $9,852,05. This would move the poles east and allow for the new turn lane. I am also attaching one of our blank easements if you want to try and get a place for us to install the line underground. If the home owners agree to the easement, I will send them specific easements for their property and work up a. cost for you. Please let me know if you have any questions. Thanks, Matt Matt Organ Engineering Representative Poudre Valley REA 1649 REA Parkway Fort Collins, CO 80528 (970)282-6436 morgartRovrea.com From: Timothy Kemp rmailto:TKemi)(&fcgov.com] Sent: Friday, February 07, 2014 8:11 AM 13: Organ, Matt Subject: RE: PVREA Poles South Timberline thanks Tim Kemp Engineering Capital Projects 976.416.2719 From: Organ, Matt [mailEo:morgan(8)PVREA.coml Sent: Friday, February 07, 2014 8:05 AM To: Timothy Kemp Subject: RE: PVREA Poles South Timberline Tim, I can make that work. Have them page me when you here. Matt From: Timothy Kemp [mailto:TKemp(&fcgov.coml Sent: Friday, February 07, 2014 8:00 AM To: Organ, Matt Subject: RE: PVREA Poles South Timberline Thanks Matt. Any chance of doing 9:30 on Tuesday so I can be back in FC by 11am? Tim Kemp �,1rgineering Capital Projects 5%.416.2719 E E a I I 1 I Ipt 1 ' `t 1 ' ' II _ 1 I 1 ' I I , I 1 ®rm II I , 1 , I , I , I , I , . J , I I I I, 1 I 1 I J I 1 I' II I I III 1 I I I 1 , 1 1 I I 1 000 v -