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Our approach to providing the necessary services for all projects begins with the development of a clear understanding of the project needs and an accurate definition of the work to be performed. This project, because of its size but more so its nature, is largely undefined. We firmly believe in keeping the level of effort commensurate with the complexity of the project. Overestimating scope due to unknowns is a detriment to both our Clients and ourselves. There are many details that require an assessment of existing conditions and input from utilities prior to defining a true scope of services for work to be performed. At this time the details and extent of services can only be identified through further definition of the project. Although not identified within the approach, Public involvement is a critical component to a successful project. Public awareness and an understanding of the project and process helps alleviate potential issues related to critical services and maintenance of traffic. Public Involvement will be a shared responsibility between the City and Consultant. We are fully prepared to provide the level of involvement as determined and refined through further discussion with the City. TYPICAL APP ROAC H A typical undergrounding of utilities project can be broken up into three phases, 1) Assessment, 2) Design and Permitting, and 3) Bidding/Construction. If financing is involved, further steps are added but basic process is unchanged. In the interest of brevity, approvals and incidental details are excluded. - Phase -i- = Assessment: - - -- Step 1, Client Meeting: As with any other project, the first step is to meet with the Client and establish general parameters for the project. General criteria would be established such as identifying the limits of the project, identify Client expectations/ desires, identify stakeholders (those with direct influence or interest in the project), and review process and requirements for undergrounding. Initial discussions would include rough schedule, critical timelines, funding source, an any other issue with potential impact to the project. Step 2, Meeting with FP &L and Utilities: Typically FP &L is the lead in undergrounding services. Although there is no collaboration between them, the other utilities will generally follow the decisions of FP &L as relates to undergrounding. Undergrounding is usually handled through one specific department within FP &L. Where transmission lines are included within the project, other departments get pulled into the process and the degree of approvals increases. Meetings with each of the utilities are critical to understanding their specific concerns and requirements for approval and moving the project forward. Step 3, Existing Conditions: Information in the form of atlases, right -of -way maps, survey, plat, and as- builts are used to create a base file of information for the undergrounding corridor. Once compiled, information is analyzed for sufficiency. Deficient information is further analyzed to determine absolute necessity for project. Where determined necessary but unavailable, additional information shall be obtained. The end result is the creation of a base -file depicting existing conditions used for the purpose of designs. Phase 2 — Design and Permitting: Step 4, FP &L Tariff Agreement: FP &L has a program in place for municipal undergrounding projects. Under the conditions of the program the City would enter into an agreement with FP &L. The agreement would require a non- refundable deposit to FP &L for design services resulting in the following • 85% design with sufficient detail for permit submittal (FP &L services only). • A firm cost for installation (assumes turn -key project from FP &L). • An outline for credit and conditions (up to 25% credit available). • 180 -day window for acceptance. Extensions likely but with potential for additional cost. Obviously the ability of FP &L to respond will depend upon the complexity of the request, but the generally response for design projects is 16 weeks upon receipt of 10% design deposit. It is important to note that FP &L design will only address FP &L services. Plans will need to be coordinated with other utilities to further define project requirements. Step 5, Utility Coordination: Once completed, the FP &L design requires coordinated with other utilities. Pole -line agreements need to be severed and new easement and /or right -of -way agreements prepared. Street Lighting needs to be designed to replace the Cobra -heads removed with existing power poles. General coordination with existing utilities needs to include location of traffic signalization boxes, pull boxes, transformers, switchgear, and water /sewer services. Service connections across private properties need to be addressed. As a condition of the Tariff Agreement, FP &L will obligate the City to see that service connections are made within agreed upon timeframe. With the elimination of overhead poles, private services and transformers will be dropped. Discussions need to include potential phasing of work as related to the specific utility. It may be that a component that defines the phase limits for one utility does not coincide with component defining phasing for another. Step 6, Prepare Construction Documents: Once all of the design issues and requirements have been identified, j �;� KETTH and SCHNARS, P.A. RFC- #12 -04 -05 PAGE 21 FLORIDASji�LOCAL FIRM