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DRAF Bureau of Highway Design
Room 200
Tel. (603) 271-2171
(
[UNDERGROUND RELOCATION]
)
T Fax (603) 271-7025

current date

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Dear X:

The State requests the assistance of your {Company|City|Town|Department|District|Precinct} in


the engineering of the relocation of {gas|sewer|water|steam|underground cable television|underground fire
alarm|underground communication|underground electric|underground telephone} facilities in conflict with
the proposed construction on the above noted State project. This project consists of
______________________________ in __________, New Hampshire.

Enclosed are two sets of {insert plan scale} preliminary plans and cross-sections and two sets of
conflict lists indicating potential, but not limited to, conflicts between existing {gas main|sewer main|
water main|steam line|underground cable television|underground fire alarm|underground communication|
underground electric|underground telephone} facilities and the proposed construction. Please indicate
(mark in color) your proposed relocation, if any, on both sets of plans and cross-sections, and document
those locations by station, offset and depth on both sets of conflict lists. Please return one set of plans,
cross-sections, and conflict lists to this office.{ If the work is to be included in the Department’s
construction contract this submission of your design should represent 60% completion. The entire review
process will include plan, specification and estimate submissions at the 60%, 90%, 99% completion and
then final plans.} The second set of plans, cross-sections, and conflict lists are for your records.

{The removal and disposal of any abandoned facility in conflict with the project shall be the
responsibility of the owner of the facility.}

{This project is located on a State maintained roadway, therefore a portion of the costs for required
relocations of municipally owned underground facilities within conflict areas will be reimbursed by the State
in accordance with RSA 228:22. This RSA reimbursement consists of trenching and backfill costs plus the
book value (original cost less allowable depreciation) of any underground facilities in conflict with the
project. Under the RSA the Municipality will be responsible for remaining construction costs and all
engineering design, inspection, and construction engineering, including any additional property easements
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beyond what will be acquired for the State’s highway construction contract. Costs of new facilities or
improvements to existing facilities will be borne by _______________, including all engineering design,
inspection, construction and construction engineering.}

{This project is located on a Municipally maintained roadway, therefore 100% of the costs of the
relocations, and the removal and disposal of municipally owned facilities within conflict areas will be
reimbursed by the State (including design engineering, inspection and construction engineering). Costs of
new facilities or improvements to existing facilities will be borne by _______________, including all
engineering design, construction, inspection, and construction engineering. A detailed estimate of labor,
equipment, and materials (showing category, estimated hours or quantities, hourly rates or unit prices,
category totals, overhead rates and direct expenses) for preparation of a Utility Agreement is requested
for the reimbursable (Participating) work to be performed by the Municipality or its Consultant.}

{_______________ may include the facility {improvement/relocation/removal} work in the


Department’s construction contract or perform the {improvement/relocation/removal} work with
{Municipal/Utility} forces and/or under an existing continuing contract and/or by competitive bid
contract. In order to include the facility {improvement/relocation/removal} in the Department’s
construction contract, the {Municipality/Utility} shall furnish to the Department a complete design of the
facility’s relocation identifying the location, size, elevations, materials and appurtenances including
relevant construction requirements. They are to be submitted on reproducible 22” x 34” plans prepared,
stamped and signed by a Licensed Professional Engineer licensed in the State of New Hampshire.
Material and construction specifications along with the estimated quantity and cost of the items to be
relocated must also be submitted.{ Sample material and construction specifications with modification
instructions for water facilities (611) and sewer facilities (612) are available for your use on the
Department’s web site at:
http://www.nh.gov/dot/org/projectdevelopment/highwaydesign/specifications/special_provisions.htm}

Performing reimbursable (Participating) work and/or including reimbursable (Participating) or


non-reimbursable (Non-Participating) work in the Department’s construction contract requires the
execution of an Utility Agreement, authorization of funding by the {Federal Highway
Administration/Department}, and an Authorization to Proceed letter before work is performed or
included. For non-reimbursable (Non-Participating) work included in the Department’s construction
contract the {Municipality/Utility} is responsible for the amount of the bid item totals, plus approximately
15% (actual percentage to be determined when Agreement is written) for construction engineering and
overhead expenses{, minus any reimbursable amount due from the State}.

After receipt of bids for the project, the based on bids item list will be sent to the
Municipality/Utility for review and acceptance of the bid items. At that time, the Municipality/Utility will
need to forward a payment for the estimated costs of related facility Non-Participating
{improvement/relocation/removal} work. The payment to be provided will consist of the sum of the bid
item totals related to the facility Non-Participating {improvement/relocation/removal} work plus
approximately 15% for construction engineering and overhead expenses, minus any reimbursement due
from the State. It is important to note that advance payment from the Municipality/Utility is required
prior to award of the Contract by the Governor and Executive Council (G&C). Should the funds not be
provided, the work will be deleted from the Contract.

Upon completion of the work, the State will compute the quantities and costs of the items related
to the facility Non-Participating {improvement/relocation/removal} work plus approximately 15% for
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construction engineering and overhead expenses, minus any reimbursement due from the State. If these
costs exceed the amount paid, the State will bill the Municipality/Utility for the balances due. If they are
less, the State will forward a check in the amount of the balance due to the Municipality/Utility.}

This project is currently scheduled to {advertise for bids on/have design completed by}
___________ __, ____; therefore a letter of reply containing {the improvement/relocation/removal
plan/an engineering estimate/the 60% submission relocation documents, if part of the State’s construction
contract,} is requested by __________ __, ____, so our design process can continue on schedule. If you
have any questions, please contact _______________ of this office at 271-_____.

Sincerely,

{Lennart D. Suther|Steven J. Swana}, P.E.


Utilities Engineer

{LDS|SJS}/____/____

Enclosures

cc: <Project Manager>, Construction, {Consultant Design,|Final Design,|Bridge Design}