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HomeMy WebLinkAboutDocumentation_Workshop_Tab 01_8/1/2022Agenda Item #1. Workshop STAFF Meeting: Staff Contact MEMO Workshop - Aug 01 2022 Jeremy Allen, Village Manager Discussion on Undergrounding Power Lines Department: Manager Staff has provided a ballpark estimate for underground the Village electrical lines of 26 Million. Recently FPL gave a ballpark estimate for only a portion of the Village to complete the Country Club area of 6.2 Million. A representative from FPL has agreed to present to Council and answer any questions. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. BUDGET INFORMATION: T MW PROJECT NAME: NA Proposed: NA PROJECTED TOTAL: NA BUDGET: NA Ball Park Estimate - Country Club Area Resolution 050-2015 Underaroundina ENCUMBERED: NA Projected Remaining: NA M Page 3 of 30 Agenda Item #1. Florida Power & Light Company, 7200 NW 4 St, Plantation, FL 33317 FPL June 29, 2022 Jeremy Allen Village Manager Village of Tequesta 345 Tequesta Dr Tequesta, Florida 33469 Re: Village of Tequesta Electric Facilities Conversion — Ballpark Estimate Village Wide Project — Country Club Area WR # 10682675 Dear Mr. Allen FPL welcomes the opportunity to assist you in examining the feasibility of converting from overhead electric distribution facilities to an underground system at the following location: All overhead distribution lines (feeder and laterals) in Village of Tequesta, Country Club area. As per your request, the non -binding "ballpark" estimate to complete this conversion is $6,231,250. This estimate is provided strictly to assist you in preliminary decision making and it does not include the conversion of the existing streetlight system. It is not an offer from FPL to perform the requested conversion and should not be construed or used as such for detailed planning purposes. This represents an "order of magnitude" figure based on previous FPL experience and reflects the CIAC payment that the City would ultimately need to make to FPL if the conversion were performed at this point in time. It is our experience that conversions in developed areas are the most complex and challenging types of construction. As such, this estimate likely will not precisely represent the City's ultimate actual cost to convert but can assist the City in preliminary decision -making. FPL estimates include only estimated charges to be paid by the City to FPL. The costs of the following items are not included with the estimate and are the responsibility of the City / residents. These potential costs should be included in future planning of the project: • Site restoration (sod, landscaping, pavement, sidewalks, etc) • Rearrangement of customer electric service entrances (requires electrician) from overhead to underground. Also, additional customer expense if local inspecting authorities require customer wiring to be brought to current codes. • Replacement street and security lighting currently attached to be poles being removed • Trenching/backfilling for service laterals. • Removal and undergrounding of other utilities (e.g. telecom, CATV, etc.) • All work will be performed during the daylight hours, Monday through Friday, 8 A.M. to 5 P.M.. Any afterhours work, e.g. disconnect / reconnect service appointments, would be an additional expense for the City. • Acquiring, describing, securing and recording of easements for underground facilities. In underground systems, major components formerly attached to poles must now occupy "at a NextEra Company Page 4 of 30 Agenda Item #1. Page 2 grade" appurtenances, e.g., ground level pad mounted transformers and switch cabinets. Facilities of an underground distribution system will not be placed in road right-of-way, with the exception of cables required for crossings. (See special note below) Note: Obtaining easements is typically the most difficult aspect of the conversion process; the time required to secure the easements may even exceed the 180 day binding estimate timeframe. FPL strongly suggests that all easements required for the conversion be described and secured prior to requesting the detailed cost estimate. According to the FPL tariff, this project qualifies for an Avoided Storm Restoration Costs (ASRC) credit and an operational costs differential credit. Based on the overhead mileage of this project, the estimated credit is $2,652,739. This is not reflected in the ballpark estimate mentioned above. After reviewing the "ballpark" estimate, if you decide to move forward with the conversion project, the City along with FPL would discuss a plan to apportion the project into phases. Then, you may request a detailed and "binding" estimate for those phases. Due to the complexity and time required to estimate such a conversion, a non-refundable engineering deposit is required prior to beginning the estimating process for each phase, as set forth in the Florida Administrative Code 25-6.115. The engineering deposit will be dependent on the scope of the phase. If you decide to proceed with the work contained in the estimate, the amount of this deposit would be applied toward the estimated amount owed to FPL for the conversion. The work must commence within 180 days of the date the binding estimate is provided. The request for the binding estimate must be in writing, and must describe in detail the facilities to be converted. Binding estimates are valid for 180 days, and would be subject to change in the event of a work scope change. Should actual FPL costs exceed the binding estimate amount, the customer may be responsible for those additional costs up to a maximum of 10% of the binding estimate amount. Payment of customer costs, easements (with opinion of title and recorded), agreements from other utilities/pole licensees, and execution of a Conversion Agreement would be required before commencement of construction_ If you have any questions or wish to consider a binding cost estimate, please call me at (941-331-4002) Sincerely, Hau Tran Program Manager Overhead to Underground Conversions FPL a NextEra Company Page 5 of 30 Agenda Item #1. RF. LU'I'IO N0.50n2015 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PALM REACH, PALM BEACH COUNTY, FLORIDA, CREATING AN UNDERGROUND UTILITIES TASK FORCE; PROVIDING FOR METHOD OF APPOINTMENT; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town Council is investigating the possibilities oPundergrounding utilities at various locations throughout the Town; and WHEREAS, the Town Council wishes to use the expertise and advise of a committee of Town residents in regard to the undergrounding of utilities; and WHEREAS, it is the desire of the Town Council to appoint an Underground Utilities Task Force to advise the 'Town Council in regard to undergrounding. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF PALM BEACH, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1: The Town Council hereby authorizes the formation of an Underground Utilities Task Force. The Underground Utilities Task Force shall be charged with the investigation and review of possibilities of undergrounding utilities throughout the Town. Section 2: The Underground Utilities Task Force shall consist of five (5) members. These members shall be appointed by the Town Council from a list of interested residents. Appointees are required to be registered electors or taxpayers. Appointees shall not be a member of another Town board or commission. Section 3: Members shall be appointed by the Town Council at a public meeting no later than May 12, 2015. The first meeting of the Underground Utilities Task force shall be held during the month of June 2015. At that first meeting, the members of the Underground Utilities Task Force shall elect from among themselves a Chair and a Vice Chair. The term of office of the members of the Underground Utilities Task Force shall cease upon a. date to be determined by Town Council, once it is determined that the purpose of such Underground Utilities Task Force has been accomplished. Upon that date, the Underground Utilities Task Force shall automatically dissolve. Section 4: This Resolution shall become effective immediately upon passage. PASSED AND ADOPTED in a regular, adjoiuned session of the Town Council of the Town of Palm Beach assembled this 14" day of April 2015. Page 6 of 30 Agenda Item #1. 1 'D Gail g, oniglio, Mayor Michae J• Pucillo, `lea n Council President Ri and M. Kleid, Council President Pro Tern ATTEST; usan A. wen , MC, Town Clerk Resolution 50-2015 .I�l�a.t .PLC t. ,. •�.. I J_6"tl`�,. , Danielle H. Moore, Town Council Member Pen-eIiopW6, Townse -rd, Town Council Member �a� /it JJA-i-z� Robert N. Wildrick, Town Council Member Page 7 of 30 trida Power& w-ht Company - ,.AOL Undergrounding Project Phases Project Initiation (-2 weeks) Engineering —Preliminary Design (-4-5 months based on scope) Outreach/Feedback (dependent on Municipality) Engineering —Final Design (-2-3 months based on scope) Construction (based on scope) Alp— _ _ - ►' CH,PINI1iG THE CURRENT.. FRL Project Initiation Municipality notifies FPL of the interest to convert Overhead lines to Underground. FPL provides ball park estimate and the engineering fee cost for the area requested. If the initial request for the entire City/Town/Village limits, FPL works with the municipality on a phasing plan. Subsequently, a new ball park estimate is provided for the phases to be started. Once the engineering deposit is paid, FPL starts the engineering phase. .z. CHAN _ G THE CURRENT.. FPL Engineering — Preliminary Design The Municipality is required to provide a geographical survey showing existing/proposed road ROW, properly lines, and all existing underground utilities i.e. water, sewer, storm drains, etc. FPL performs field checks Verify existing facilities Determine field conditions Identify potential locations for new underground equipment Preliminary design showing initial equipment placement Preliminary design showing routing of conduit and cable .z. CH�1N { THE CURRENT.. FPL Outreach & Feedback ► Municipality is responsible for outreach with all involved property owners to obtain necessary easements and agreements. ► FPL works with the Municipality on design changes based on easement acquisition, physical obstructions, and preference. ► Once all necessary easements are secured Municipality provides FPL with final design change requests. .z. =--*NLCURRENT.. FPL Engineering — Final Design ► FPL works to finalize design, no further changes to the design are to be made. ► FPL provides a Binding Cost Estimate according to the tariff and based on the Municipality's method of construction. ► Binding Cost Estimate is valid for a period of 180 days. .z. THE CURRENT.. Construction 3 options for Construction FPL performs all work. FPL will construct the entire project with an FPL vendor. FPL cannot guarantee the schedule coordination with the undergrounding efforts of the other utilities (CATV/Telecom). Municipality hires FPL approved vendor to install all underground facilities. Allows the efficient coordination and scheduling of undergrounding all utiltiies. Hybrid - Municipality hires vendor to install all conduit, FPL installs cable, equipment, and terminations. —Allows for coordination of conduit installation efforts of other utilities, but lends to risks associated once FPL commences installation of cable and equipment. Municipality hires certified electrician to convert existing overhead services to underground. 0 AM i-AN'� CHANGING THE CURRENT.. FPL Important notes Municipality is responsible for Outreach — Communication with property owners and obtaining necessary easements Coordination with other utilities' efforts to underground (all utilities attached to FPL poles) Conversions of existing overhead services to be performed by a certified electrictian Restoration of landscaping related to the installation of underground faciltiies. FPL will perform all overhead work related to the conversion Overhead installation of necessary equipment to incorporate new underground system. Removal of overhead facilities once all customers are converted to new underground system. .z. CHAN G THE CURRENT.. FPL Stage Time Required Provide written I Investigate Other Facilities request Issues Include well- defined boundaries f the Municipality conversion area FPL • Other utilities (e.g. Telecom & CATV) costs • Site restoration • Individual customer service entrances • Lighting - street & other • Location of existing underground facilities • Easements • Planned road work or utility projects Develop & Provide Estimate Free, order -of -magnitude Muni. out-of-pocket cost (Contribution -In Aid -of Construction - "CIAC') Non-refundable engineering deposit cost if Muni. elects to request a binding cost estimate Requirements checklist for next steps FPL - Varies based on project size Establish & Provide Design Requirements • Establish project manager or contact (for full duration) • Pay non-refundable engineering deposit • Provide an electronic CAD file of a scaled drawing including a plan view of all underground utilities, existing and proposed. • Determine if want to contract any work to a 3rd party • Agree on underground facilities & cable locations including easements and/or road rights- oDf- way • etermine/decide lighting ownership • Begin securing easements & review of applicable agreements and tariffs Develop Final Design and Project Cost Engineering deposit invoice Agree on phasing of large projects into phases with roughly 1 year of construction apiece (overlapping phased approach) Preliminary facilities layout Several site visits to review existing/future facilities locations A detail engineering design including underground facilities locations so applicant can pursue easements Provide binding cost estimate Municipal Review & Execution of Agreements Applicant - 180 days (after receipt of binding cost estimate) Complete Requirements for Construction Release • All easements executed and recorded • Pay CIAC & any applicable additional charges due to applicant -requested scope changes (e.g. 2nd Estimate - Muni. elects to perform some underground work) Execute Agreements (as needed): • Underground Conversion Applicant -Installed Facilities Right -of -Way • Other utilities (e.g. telecom, CATV, etc.) 3rd-party construction contracts • Permits obtained, if required Incorporate Requested Project Scope Changes • Provide cost estimate for any requested scope changes Complete design of any requested scope changes, upon receipt of payment • Finalize engineering design and cnst drawings • Finalize CIAC • Permits obtained after payment and executed agreements are recieved, w required (e.g., weather, material/equipment lead time, I subsequent to construction) labor, project complexity, etc.) Provide Construction Assistance Facilitate 3rd party attachment removal (Telecom & CATV) If applicable, provide: • Muni. -installed facilities (electric & lighting) FPL-approved contractor • Request & execute switching orders As -built construction drawings • Site restoration (e.g., sod landscaping, pavement, compaction, sidewalks, etc.) Rearrangement of customer electric service entrances (requires electrician) Trenching/bwkfilling for backbone or service laterals Maintenance of Traffic (MOT) • Resident / business interface Construct New Underground Procure & deliver materials If amli Secure labor - conduct bids & award contractors, w required Install main underground facilities, coordinating with other utilities, I appropriate Coordinate with electricians on scheduled appointments with residents / businesses to convert service drops Remove all existing overhead facilities after all electric service drops are removed FPL to remove poles after all utilities convert to underground Reconcile estimated costs with actuals (post - construction) Provide Individual Service Change Requirements Schedule appointments for service changes Inspection received Install Downpipe Meter Can Service lateral conduit Unde, ground Converted S tem Services Energized Energized