HomeMy WebLinkAboutCarmel Water Utility Reimbursement Agreement/Intersection of 116th Street and Gray Road/171,263.46/Water Main RelocationCARMEL WATER UTILITY REIMBURSEMENT AGREEMENT
(Work in Contract)
Agreement Amount $171,263.46
Agreement Type Utility Reimbursement
Work Description Water Main Relocation
Gray Road
Des No. 1297166
Project No. 1297166
Road Intersection of 116t" St.
County Hamilton
THIS AGREEMENT, made and entered into this -I o day of Mow
20_[O ,'by and between Carmel Water Utility (hereinafter referred to as th "Utility"),
and the City of Carmel, Indiana, by and through its Board of Public Works and Safet
(hereinafter referred to as the "Local Public Agency" or "LPA").
WITNESSETH:
WHEREAS, "the LPA desires to improve and/or maintain the condition of the
above referenced road and has determined that the construction designated by the
above project number (hereinafter referred to as the "project") is necessary for the
improvement and/or maintenance of the roadway;
WHEREAS, the State of Indiana, through the Indiana Department of
Transportation, (hereinafter referred to as "INDOT") has agreed to recommend approval
of this project to the Federal Highway Administration for construction with funds
apportioned to the State under Title 23, United States Code and Acts amendatory
thereof and supplementary thereto;
WHEREAS, IND -OT will advertise for bids for construction of the project, award
the contract, and act as liaison agent for the LPA with the Federal Highway
Administration. The LPA will supervise the construction of the project.
WHEREAS, the project will require certain adjustments, removals, alterations
and/or relocations of the existing facilities of the Utility as shown on the plan marked
Exhibit "A", attached hereto and incorporated by reference;
WHEREAS, it is necessary for the parties hereto to comply with .the applicable
terms and provisions of the FHWA Program Guide: Utility Relocation and
Accommodation on Federal Aid Highway Projects (hereinafter called the Program
Guide), dated January 2003, and 23 CFR 645 Subpart A, incorporated by. reference, in
order to receive reimbursement for the costs of the adjustments, removals, alterations
and/or relocations of the existing facilities of the Utility;
Page 1 of 6
WHEREAS, it is in the best interests of the Utility and the LPA, for the necessary
utility adjustments, removals, alterations and/or relocations of its existing facilities as
shown on Exhibit "A" to be made by a contractor paid under the contract let by INDOT.
NOW, THEREFORE, IN CONSIDERATION OF THE PREMISES AND THE
MUTUAL AGREEMENTS AND COVENANT HEREIN CONTAINED (THE
ADEQUACY OF WHICH CONSIDERATIONS AS TO EACH OF THE PARTIES
TO THIS AGREEMENT IS HEREBY MUTUALLY ACKNOWLEDGED), AND
OTHER GOOD AND VALUABLE CONSIDERATIONS, THE RECEIPT OF
WHICH IS HEREBY ACKNOWLEDGED AND INTENDING TO BE LEGALLY
BOUND, THE PARTIES HEREBY COVENANT AND AGREE AS FOLLOWS:
SECTION 1 — PREPARATION OF RELOCATION PLANS
The Utility shall prepare, or cause to be prepared, all plans, specifications and a
preliminary itemized cost estimate, for relocation of the Utility's facilities that need to be
relocated in order to construct the LPA's project. The construction contract will require
the contractor, which is awarded the contract, to list the Utility as an additional named
insured. In addition, the construction contract will provide that the Utility is a third -party
beneficiary with respect to the relocation work. No changes to the plans or
specifications for relocation of the Utility's facilities shall be made without the written
approval of the Utility. INDOT will prepare the final engineer's estimate for the
construction contract.
SECTION 2 — AWARDING OF CONSTRUCTION CONTRACT
INDOT will advertise one (1) contract for bids which includes the plans and
specifications for relocation of the Utility's facilities and the plans and specifications for
the LPA's project. Upon receipt of an acceptable bid in accordance with State law,
INDOT will award a contract for construction of the work. The Utility agrees to have the
contractor to whom INDOT awards the contract relocate the Utility's facilities.
SECTION 3 — CONSTRUCTION TESTING AND INSPECTION
The LPA will provide, or cause to provide, construction inspection and testing
services to monitor the contractor's relocation of the Utility's facilities. The Utility may
inspect, at its own cost, the relocation of the Utility's facilities. The Utility shall timely
advise the LPA, in writing, of any deficiencies that are observed. Prior to INDOT's final
acceptance of the construction contract, the Utility shall make an inspection of the
facility relocation work and advise the LPA in writing of the Utility's acceptance thereof.
Such acceptance shall not be unreasonably withheld.
SECTION 4 — SUBORDINATION OF RIGHTS
The existing facilities are located on public right-of-way. If such facilities are
located on property, other than public right-of-way, and the Utility either has an
easement thereon or a continuing right to maintain the facilities in that location, the
Utility, for and in consideration of this agreement, shall subordinate the Utility's rights
herein to those of the LPA in the roadway right-of-way by executing an individual
subordination agreement.
Page 2 of 6
SECTION 5 — REIMBURSEMENT
(a) 0% of the cost to design and prepare construction plans, specifications
and preliminary itemized cost estimate for relocation of the Utility's facilities
shall be borne by the LPA.
(b) 0% of the cost to provide testing and inspection services for relocation of
the Utility's facilities shall be borne by the LPA.
(c) 100% of the cost of relocating the Utility's facilities shall be borne by the
LPA, see exhibit "B", attached hereto and incorporated by reference.
The cost of relocation of the Utility's facilities, provided for in (c) shall equal the
amount paid to the contractor based upon the actual units of work performed at the unit
prices set out in the contractor's itemized proposal or in change orders.
The estimated cost of relocation is $171,263.46, see exhibit "B" for an itemized
estimate of all anticipated costs, including but not limited to, materials, labor, and
equipment costs.
The estimated cost of non -reimbursable relocation work to the utility's facilities is
$171,263.46. The Utility has appropriated, duly made and entered of record, the
amount of $0 to apply to the cost of the project. A copy of the Utility's official record
wherein such appropriation was made is attached as Exhibit "C", attached hereto and
incorporated by reference. If the appropriation is zero dollars, such shall be noted in
the attached Exhibit "C".
SECTION 6 — COMPLETION OF PROJECT
Upon final acceptance of the contractor's work (the construction contract), the
Utility shall be responsible for maintenance, repair, and/or reconstruction of the Utility's
facilities.
SECTION 7 —WAIVER
The Utility waives any claim, demand, or expectation it may have in the future
against INDOT and/or the LPA based upon any negligent omission and/or commission
by the contractor performing the relocation of the Utility's facilities.
SECTION 8 — PAYMENTS
Within forty-five (45) days after the contract is awarded, the Utility shall pay the
LPA a sum equal to one hundred percent (100%) of the Utility's share of the bid price
for construction as stated above in Section 5. If a Change Order is approved which
increases the Utility's share of the project cost, the Utility shall pay the LPA within thirty
(30) days a sum equal to one hundred percent (100%) of such increased cost. If the
Utility's share is less than the amount the utility has contributed, then the LPA will refund
the difference within thirty (30) days.
Page 3 of 6
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All payments shall be made in arrears in conformance with State fiscal policies
and procedures and, as required by IC 4-13-2-14.8. Payment will be made by electronic
funds transfer to the financial institution designated by the Utility in writing unless a
specific waiver has been obtained from the Auditor of State. No payments will be made
in advance of receipt of the goods or services that are the subject of this agreement
except as permitted by IC 4-13-2-20
SECTION 9 — BINDING UPON SUCCESSORS OR ASSIGNS
This Agreement shall be binding upon the parties and their successors and
assigns.
SECTION 10 — GENERAL LIABILITY PROVISIONS
The Utility for itself, its employees, agents and representatives, shall indemnify,
protect and save harmless the Indiana Department of Transportation, the State of
Indiana, and the LPA from and against any and all legal liabilities and other expenses,
claims, cost, losses, suits or judgments for damages, or injuries to or death of persons
or damage to or destruction of property (hereafter "Claim"), arising out of intentional
tortious acts or whether due in whole or in part to the negligent acts or omissions of the
Utility, its employees or agents or contractors, in relation to or in connection with any
work performed or to be performed pursuant to this agreement, provided however, that
where the State has been found liable by a court, tribunal or governing body entitled to
make such a determination for intentional tortious acts and/or negligence with respect to
the occurrence or occurrences giving rise to the Claim, the Utility shall have no duty to
indemnify, protect, or save harmless either the Indiana Department of Transportation,
the State, or the LPA.
SECTION 11 — INCORPORATION OF THE UTILITY POLICY GUIDE
The Program Guide forms an essential part of this Agreement, and the terms or
provisions of this Agreement in no way abrogate or supersede the terms or provisions
set forth in said Program Guide.
SECTION 12 — BUY AMERICA CERTIFICATION
The Utility agrees that all steel and cast iron materials and products to be used
under this agreement will be produced and manufactured in the United States of
America pursuant to the requirements of Ind. Code 5-16-8-1, et al. and 23 CFR 635.410
Page 4 of 6
IN WITNESS HEREOF the parties hereto separately and severally have caused this
instrument to be executed in their respective names by and through their duly
authorized officers.
THE UTILITY:
Carmel Water Utility
z1v1dilk
( ignature f Officer)
n UF -FY
(Officer's Name, Printed or Typed)
URF67vp Dl- f/lr�r�%�5
(Officer's Position)
ATTEST:
( ec/retary of Utility -Si nature)
U'is
(Secretary's Name, P-rint6h or Typed)
ACKNOWLEDGEMENT
State of jhhgjjd County of W i%/on SS:
Before me, the undersigned Notary Public in and for said County and State, personally
appeared
(Names and offices of signers of Utility)
of A I, f,and
(Name of Utility)
acknowledged the execution of the foregoing contract on this JL day of 20 I .
Witness my hand and seal the said last day.
My Commission Expires -�
(Signature)
_ JJ�'^JJ lli
_ (Sell);
M ) A d E.) L—CP
(Printed or Typed) (Notary Public)
Page 5 of 6
®-
FOR:
City of Carmel, by and through its
Board of Public Works and Safety
BY:
(Tvped,Ar Prin4ed Name) A
LA
Name)
(Typed or Printed Name)
ATTEST
(Typed or Printed Name) _ r
CKNOWLEDGEMENT
State of Indiana, County ofAM&I� , SS:
Before me, the
undersigned Notary Public in and for the County and State, personally
appeared ��_�S' P*1 �� and
acknowledged the execution of the foregoing contract on this day of 20/�
My Commission Expires 04
(seal). -:
This document prepared by:
/�' ILI
ignature)
(Printed or Typed) (Notary Publi
Page 6 of 6
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City of Carmel INDIANA RETAIL TAX EXEMPT PAGE 1
ONE CIVIC SQUARE CERTIFICATE NO. 003120155 002 0 PURCHASE ORDER NUMBER
FEDERAL EXCISE TAX EXEMPT W10000
CARMEL, INDIANA 46032 THIS NUMBER MUST APPEAR ON INVOICES,A/P
35-6000972 VOUCHER, DELIVERY MEMO, PACKING SLIPS,
SHIPPING LABELS AND ANY CORRESPONDENCE.
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. I VENDOR NO. DESCRIPTION
5/11/2016 59500
CITY OF CARMEL Carmel Utilities
VENDOR One -Civic Square SHIP 30 W Main St
CARMEL IN 46032 TO 2nd Floor
Carmel, IN 46032
1.00
Each
Project 1297166 Water Main
relocate - 116th St & Gray Rd R. AVAIL
$0.00
06-1051-87
$0.00
PLEASE INVOICE IN DUPLICATE Credit $0.00
Department Account Project Project Account AMOUNT
PAYMENT $0.00
SHIPPING INSTRUCTIONS
• SHIP PREPAID
• C.O.D. SHIPMENTS CANNOT BE ACCEPTED
• PURCHASE ORDER NUMBER MUST APPEAR ON ALL
SHIPPING LABELS
'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO,
DOCUMENT CONTROL NO. W10000
• A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O
NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND
VOUCHER HAS THE PROPER SWORN AFFADAVIT ATTACHED.
• I HEREBY CERTIFY THAT THERE IS AN OBLIGATED BALANCE IN
THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
ORDERED BY
TITLE
CLERK -TREASURER
HIBI