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Home My WebLink AboutTwin Creeks - Prelim Engineering InitiationCORP Matt Samitore Parks & Public Works Director City of Central Point 140 South Third Street Central Point, OR 97502 SUBJECT: TWIN CREEKS RAILROAD CROSSING PROJECT PRELIMINARY ENGINEERING INITIATION: D0T#927297W Twin Creeks. M.P. 446.35 Dear Mr. Samitore: This letter is in response to your request for Railroad involvement, with regards the proposed improvements located in, or adjacent to, our rail corridor. In order for CORP Engineering Services Department to provide a more timely response to requests from various customers for improvements and construction projects in, adjacent to, or over the Railroad's right-of-way, we are now contracting our engineering project engineering work to our outside consultant, Xorail. This allows for greater customer focus while allowing the Railroad to maintain the high standards and consistency you have come to expect on all of their affiliated properties. By utilizing the high caliber engineering skills offered by Xorail, it will expedite the project engineering process and will allow us to better serve you, and all customers throughout the country. Below is a detailed explanation of the phases, stages, and applicable costs for the proposed project. Also detailed are the instructions for submittal of required information and fees, so that we can promptly address your request. PHASE I — PRELIMINARY ENGINEERING, A Preliminary Engineering deposit of 531,234.00 (USD) is requited to begin work on each project. This deposit covers work to be completed in Phases I & IT. Stases 1 ti-11012h5- Along trou¢h 55.Along with the deposit, please complete the enclosed "APPLICATION FOR HIGHWAY CROSSING OR CONSTRUCTION PROJECTS 0VERJUNDER OR ADJACENT TO PROPERTIES AND TRACKS" (Form GW -1), sign and return the fee schedule acknowledgement, provide a detailed set of plans for the proposed work, and provide an original letter or e-mail authorizing the Railroad to proceed with the Preliminary Engineering. Please note, additional fees may apply if there is extensive coordination, plan modification or excessive delays on the customer's part during the review process. You will be notified in advance if any additional costs are required in order to proceed, and will be billed accordingly. All correspondence and fee payments are to be addressed to the individual railroad stated below. The required documentation stated below must be received before Phase I work can commence, and should be submitted as follows: Submittal Instructions. BOA OAOtiAL 00%@9XATI0K tEUM ORlQk4L DOCUMEWAHM BEOOIRED; I PAYM0t7r TO; (1) original Compieted and Sgnad Application Form (Fpm GW -1) A-KL,Z (1) Signed fee Soled* adearwbdgement Attn: Mr. Juan Cabo Covarnblas (1) Original Letts, or eines, audiodring the RR to preosed whh the Prelminery Engineering. Padfk Region—VP of Engineering (1) Deteiad eel of plans far the proposed wok 33A 9LG iaree4 Me 300 (1) Original Signed Cho*$) for Fees Regdred (made P"08 b fie railroad). CN, SW f,ChWkNw doWbeaba§da:'RaknMaeabbevmskg Prglsd'sah Sdem,OR 27301 CORP E ID Please mail the project payment to: Wendle Bradley Senior Accountant — G&W Pacific Region Railroads 3220 State St. Suite# 200 Salem, OR 97301 Please send the check with delivery confirmation and signature required at delivery. Upon receiving the deposit, Phase I will progress as follows: Preliminary Engineering Stage Title I Description Stage 1 I Project Initiation Roadway Agency requests proposed improvements. All fees/funds are secured to proud with preliminary engineering (PE). Stage 2 PreliminaryPerform PE Railroad Site Survey to collect all data/information to define project g I Engineering (PE)scope, prepare 5011. civil engineering package, prepare railroad circuit design, and prepare preliminary cost estimates. Stage 3 I PE Submittal Prepare PE Package (Configuration Plans, 100% Civil Engineering, Railroad Circuit Design, and Cost Estimates) for submittal to Roadway Aqency. Phase I is completed upon submittal of the preliminary engineering package to the customer and the project progresses to Phase 11- Final Approval and Agreements (Stages 4 & 5). This Phase is detailed as follows. PHASE R — FINAL APPROVAL AND AGREEMENTS, This Phase involves final plan revisions and acceptance of all plans and estimates by your organization. Following this acceptance, the crossing lease agreement, Construction and Maintenance agreement(s), and Right -of -Entry Agmement(s) are prepared and submitted (as applicable) to you for signed execution. Along with an executed copy of any agreements, prepayment of the estimated cost for the construction portion of the project is required (if applicable). Finally, you must provide a Notice to Proceed (NTP) for the Construction portion of the project All correspondence, checks, Purchase Orders, etc. are to be addressed to the Railroad using the address in the submittal procedures detailed in Phase 1. Final Approval and Agreements Stage Title I Description Stage 4 Agreement Preparation I Any necessary final revisions completed and PE Package approved by all agencies. PE Package submitted to the Railroad Real Estate Department for Lease, Construction, Maintenance, and Right of Entry agreements (as applicable) for submittal/execution to the Roadway Agency. Stage 5 I ConstructionI Initiating Agency approves Plans/Estimates for project scope, executes Authorization Agreements, and provides "Notice to Proceed" in order for project construction to commence. CORP Please Note, if there are utilities involved in the project, additional permitting may be required. Any new installation of overhead or underground utilities associated with this roadway project will require individual utility lease agreements to be filed with the Railroad. The Railroad contact for lease agreements pertaining to overhead or underground utilities will be as follows: Donna Killingsworth, MBA Real Estate Manager 13901 Sutton Park Drive South, Suite 160 Jacksonville, FL 32224 Office: 904999-5365 Fax: 904-256-1428 E -Mail: donaa.killingsworth@gwrr.com Upon receipt of all executed agreements, prepayment of construction fees (if applicable), and the NTP, the project can to move onto Phase Ili. PHASE III —FINAL ENGINEERING AND CONSTRUCTION. During this final Phase, the project work agreed upon during the previous phase is undertaken. During this phase vendors are selected to complete the work through a competitive bidding process providing the most economical and efficient cost realization for the project. Coordination between the vendors, the Railroad, Xorail and the customer, is key during this phase. A more in-depth breakdown of each of the 5 stages which make up Phase III is detailed below. Stage Stage 6 Stage 7 Title Secure Construction Vendors Construction Commences Stage 8 I Validation Acceptance Stage 9 I Project Records Stage 10 I Project Completion Final Engineering and Construction (Post Construction Authorization) Description Secure construction vendors for all required work efforts through competitive bidding. Railroad Design Team develops the following: a. Material Requisition b. Shop Wiring c. Material Shipment d. Field Installation Team Mobilization e. One-Call/Dig tickets/Permits are all secured. f. Construction Installation g. Field Testing h. In -Service Commissionint Railroad and/or Roadway Agency perform Validation of Installation and orovides formal acceotance. Railroad provides Customer with Required Testing and Federal Railroad Administration filing documentation, as well as the As -In -Service Railroad Circuit Plans. Project Documentation accepted, Final Invoicing Completed, and Project is closed. Ek, CORP Upon completion of Phase III the project is considered complete. On behalf of CORP, Xorail and all Vendors involved, we thank you for allowing us to satisfy your project requirements and look forward to many more successful project partnerships in the future. Should you need to further discuss this matter or have any questions or comments, I can be reached at (530) 480.7789. Sincerely, juan Carlos Covarrubias Pacific Region — VP of Engineering Enclosures: Form GW -1(09052012) .�:V ...................................................................................................................................... ROADWAY AUTHORITY FEE SCHEDULE ACKNOWLEDGEMENT AND ACCEPTANCE Roadway agency acknowledges and accepts all fees and requirements outlined in this letter. Roadway Authority Agency Name: Address 1: Address 2: City/State/Zip: Authorized Representative Name: Date Accepted: 1N'o �oc-Y1� �YL $�cre� GQn-t'r",\ Pb;nt OR 97-5-t2 �a�1' �.m•toYe please return this original signed acknowledgement with all applicable fees and documentation as instructed above.