HomeMy WebLinkAbout1961-005 Interstate Hwy Project I-15-1 (18) 70 and I-15-2 (3) 71 '~[EREAS, the D~partment of Highways of the State of Idaho has submitted a
Cooperative Agree~.nt stating obligations of the State and the Vil!ags of Chubbuck,
Idaho and including plans, for the construction of U.S. Interstate Hi/~ay 15 and
connections to local roads and streets, portions of ~hich are ~ithin the corporat.
limits of the Village of Chubbuck~ Bannock County, Idaho, as described in the
operative Agreement and sho~n on the afor~nentioned plans, mbich improve~en~ is to
consist of right of way acquisition, ~rading, draining, structures, surfacing and
fencing on 1.O1 ailes of Interste High~ay 15 ko be constructed ~ithin the Village
u~der Federal Aid Interstate H/~h~ay Projects 1-15-1(18 )70 and 1-15-2(~)71, and
~EEEEAS, the allotment of Federal and ~tate funds for the i~pr~ve.e~t is
contingent upon compliance with the laws governing State Highways an~ S~ate
traffic, availability of necesaary right of way, edequate provision for the
te~a~e of the completed improv~ae~t, and the establishment of traffic control
measures and mea~s for effecting the~.
MO~ T~E~ B~ IT RESOLVED: '
1. ~hat the ~perative Agreement for ~e~eral Aid Imters~ate Hig~w~.~
1-15-1(18)70 amd 1-15-2(3 )71 are here~y a~cepte~ a~ approved.
2. That the ~hair~an of the ~M~ard and the Village Clerk are here~y
to eEecute the Cooperative Agreement on behalf of the Village of ~hubb~k.
3. That duly certiFie~ copies-of this resolution shall he fUrnished the
Department of Highways and the Bureau of Public R~ads.
' CERTI~ICATI~
I here~ sertify that the above is a true cop/ of a Resoluti~ ~.e~ at a
regular, duly called special (x out non-applicable ter.) ~eeting of ~he Village
~o~rd, Chubbuck, Idaho, held on ~_~. /f ........... . 1~1.
Village Clerk
State of Idaho
DEPARTMENT OF HIGHWAYS
Boise, Idaho
0-304-
ADMINISTRATIVE DIRECTIVE NO. 0-30¢
DATE: 1 JANUARY 1960
SUBJECT: USE OF INTERSTATE RIG~P OF WAY FOR UTILITY INSTALLATIONS
The Idaho State Department of Highways hereby accepts the
provisions of the POLICY ON THE ACCOMMODATION OF UTILITIES ON THE
NATIONAL SYSTEM OF INTERSTATE AND DEFENSE HIGHWAYS as adopted by
letter ballot on July 30, 1959, by the American Association of State
Highway Officials.
STATEMENT OF POLICY
1. UTILITIES TO WHICH POLICY APPLIES
The principles set forth in this policy apply to all public
and private utilities including power transmission, telephone~ tele-
graph, water, gas,-~oit, petroleum products, steam, sewer~ drainage,
irrigation and similar lines. Such utilities may involve constr~c-
tion and maintenance of underground~ surface or overhead facilities,
either singly or in combination.
This policy shall apply to utilities located on right-of-
way owned or leased by the utility owners and to utilities on public
highway rights-of-way.
This policy does not apply to utility lines for servicing
facilities reguired for operating the Interstate highway.
2. UTILITIES A~ONG INTERSTATE HIGHWAYS ON NEW LOCATION
Where an Interstate highway is on new location~ a utility
will not be permitted to be installed longitudinally within the con-
trol of access lines of such highway and any utilities located out-
side the control of access lines cannot be serviced by access from
the through-traffic roadways or ramps. Where frontage roads are
provided utilities may be located along the frontage roads, outside
the control of access lines, from which they can be serviced without
access from the through-traffic roadways or ramps.
Where a utility already exists within the proposed right-
of-way of an Interstate highway on new location and it can be
serviced only by access from the through-traffic roadways or ramps
of the Interstate highway when completed, the utility shall be
relocated or other provisions made so that it can be serviced with-
out access from the through-traffic roadways or ramps°
- 2 - O-30zl.
There may be extreme cases where a utility may be permitted
along an Interstate highway on new location under strictly controlled
conditions. In each case there must be a showing that any other uti-
lity location is extremely difficult and unreasonably costly to the
utility consumer, the installation on the Interstate right-of-way will
not adversely affect the designo construction, stabilityo traffic
safety or operation of the Interstate highway and the utility can be
serviced without access from the through-traffic roadways or ramps.
3. UTILITIES ~ALONG INTERSTATE HIGHWAYS ON EXISTING LOCATION
A utility presently located on the right-of-way of an exist-
ing highway that is incorporated in the Interstate highway system may
be permitted to remain thereon without relocation provided it can be
serviced without access from the through-traffic roadways or ramps.
Where such utility in its original location can be serviced only by
access from the through-traffic roadways or ramps, it shall be re-
located or other provisions made so that it can be serviced without
access from the.through-traffic roadways or ramps. No new or addi-
tional utility installation shall be made along the Interstate high-
way except along a frontage roado outside the control of access
lines. Exceptions may be made for extreme cases as covered by item
¢. MAJOR VALLEY CROSSINGS
Where an Interstate highway crosses a major valley or river
on an existing high value structure any utility carried by said
structure at the time the highway route is improved may continue to
be so carried when to relocate the utility would be very costly and
provided the utility can be servicedwithout interference with road
users.
Expansion of a utility carried by an existing structure
across a major valley or river may be permitted provided the utility
can be installed and serviced without interference with road users.
A new utilitywill not be permitted to be installed'on a
structure across a major valley or river at and after the time the
highway route is improved, except for extreme cases as covered by
item (2), in which case the utility is to be located off the Inter-
state right-of-way at both approaches to the structure.
5. UTILITIES CROSSING INTERSTATE HIGHWAYS
New utility installations and adjustments or relocations
of existing utilities may be permitted to cross an Interstate high-
way. To the extent feasible and practicable they should cross on a
line generally normal to the highway aliqament and preferably under
the highway.
U. S. DEPARTMENT OF COMMERCE
Bureau of Public Roads
POLICY AND PROCEDURE MEMORANDUM 30-4
l~te of issuance: December 31, 1957
PAYMENT PROCEDUR ES
susJ~cr: REIMBURSEMENT FOR UTILITY WORK
Supersedes:
GAM 300 (Temporary Topic 30-C) and those parts of GAM's 95, 99, 107, 265, 266 and
271 that pertain to utilities (Temporary Topic 30-C), and memorandum dated March 25,
1953, (Temporary Topic 20-H)
1. PURPOSE AND APPLICATION
a. The purpose of this memorandum is to prescribe the extent to which Federal funds may be applied
to costs incurred by or on behalf of utilities in the adjustment of their facilities required by the con-
struction of.highway projects under the supervision of a State highway department or of the Bureau of
Public Roads.
b. Except as provided under paragraph lc, the procedure set forth herein shall apply, (l) to reim-
bursement claimed for costs incurred under all Staze-utility and Public Roads-utility agreements entered
into and governing work performed subsequent to the effective date hereof, and (2) subject to modifica-
tion of the agreements to include appropriate reference to Policy and Procedure Memorandum 30-4 in
lieu of GAM 300, to reimbursement claimed for costs incurred under State-utflky or Public Roads-utili-
ty agreements entered into prior to the effective date. Except at the election of the State, procedures
prescribed herein shall not apply to claims for reimbursement of costs of work performed under State-
utility agreements now or hereafter entered into on projects under the 1954 Secondary Road Plan.
c. Where State law or regulation.provides agreement and payment standards more liberal than those
established by the provisions of this memorandum, the provisions of this memorandum shall govern.
Conversely, where State law or regulation provides more restrictive agreement and payment standards,
the State standards shall govern. The division engineer shall determine which procedures will govern
and will notify the State accordingly.
d. Where [he highway construction which requires the utility relocation is under the direct supervi-
sion of Public Roads, all references herein to the State are inapplicable. Under such circumstances it
is intended that Public Roads be considered in the relative position of uhe State.
2. DEFINITIONS
For the purposes of this memorandum, the following definitions shall apply:
a. "Utility" shall mean and include all privately, publicly or cooperatively owned communication -
lines and facilities, any systems, lines and facilities for the distribution and transmission of electrical
energy, oil, gas and water, including sewer, steam and other pipe lines. Dependent upon the meaning in-
tended in the context, "utility" shall also mean the utility company, inclusive of any wholly owned sub-
sidiary.
b. The term "reimburse" and "participate," or their derivatives, shall mean that Federal funds may
be used to reimburse the State or utility to the extent provided by applicable law.
c. "Division engineer" shall mean [he division engineer of the Bureau of Public Roads.
d. "Costs of Rights-of-Way" shall mean the costs of land and interests in land and costs incident to
the acquisition of land or interest in land required for the relocation of the utility faciliw.
e. "Preliminary Engineering" shall mean and include locating, making of surveys, and the prepara-
tion of plans, specifications and estimates in advance of construction operations.
f. "Construction" shall mean the actual building and ail related work including utility relocation or
adjustments, incidental to the construction or reconstruction of a highway projec[ except preliminary
engineering, right-of-way and engineering or inspection charges included in the utility's construction
overhead account.
g. "Salvage value" is the amount received for utility property removed, if sold, or if retained for re-
use, the amount at which the material recovered is charged to the materials and supplies account.
h. "Work Order System" is a procedure for accumulating and recording into separate accounts all
costs to a utility in connection wi[h any change in its system or plant.
i. "Program approval" shall mean the approval by Public Roads of programs of projects proposed by
~he State. The projects involve preliminary engineering, rights-of-way acquisition or construction ac
specific locations.
PPM 30-4, page 2
December 31, 1957
j. "AuthorizatiOn" shall mean authorization to the State by the division engineer to proceed with any
phase of a project previously or concurrently given program approval. The date of authorization estab-
lishes the date of eligibility of expenses incurred on that phase of work.
k. "Relocation" shall mean the.adjustment of utility facilities required by highway construction, such
as removing and ~:einstalling the facility on new location, moving or rearranging existing facilities or
changing the type of facility.
I. "Cost of Removal" is the cost of demolishing, dismantling, removing or otherwise disposing of
utility property and cleaning up required to leave the site in a neat and presen£able condition.
m, "Costs of Salvage' is the amount expended to restore salvaged utility property to usable condi
tion after its removai.
n. "Overhead Costs" shall mean those costs not chargeable directly to accounts pertaining to the
relocation which are determined on the basis of a rate or percentum factor supported by overhead clear-
ing accounts, or such other means as wfl! provide an equitable allocation of actual and reasonable over-
head costs to specific relocation jobs. Such costs may include expenses for general engineering and
supervision, and generaI office services, relocation engineering and supervision by other than the
counting utility, legal services, insurance, relief, pensions and taxes.
o. 'Replacement facility" Shall mean replacing of the function of the facility rather than reproducing
a replica facility.
p. "Net replacement cost" shall mean the torsi of current charges for the replacement facility, ex-
clusive of betterments, and the costs of removal of the replaced facility less the amounts credited for
materials salvaged or scrapped.
3. ELIGIBILITY
a. Federal funds ,may participate, at the pro rata share applicable, in an amount actually paid by a
state or a political subdivision thereof for the costs of utility relocations made under one or more of the
following conditions:
(1) Where the utility has right of occupancy in its ex/sting location by reason of holding the fee, an
easement or other property interest.
(2) Where the utility occupies publicly owned land or public right-of-way and the State certifies
that payment for the utility relocation is not in violation of the laws of the State or any legal contract
between the utility and the State. ff there should be any question as to the State's~~o_p_p,~v for
~s_uch relocation, the St.a,~ may be re_q_u, ir~ed to cite or establish it's authority relo-
~The rights of an agency~'~---p~liii~l s~6~-~-~~ntr~-~t, ~i~h~h~i~"~' ~ih~'
instrument with the utility pertaining to rights of occupancy of publicly owned lands or public rights-of-
way shall be considered to be the rights of the State in the absence of State law to the contrary.
(3]~_~[e the .utility which occ.up,ies publicly owned land,s or public r,ight-OfTway is owned by an
a.,,,g,e, ncy o~A~._lit~l sub~ivisiqn .of a State and said agenc o~li~tical subdivision is not ~~k~
o~r~agr~.~n~.~9 ~relocat~e~ its facilities a,~ its own e ,xpe~ns~£.
4. RIGHT~-OF-WAY
a. Cost of rights-of-way located outside publicly owned lands or h/ghway rights-of-way which are
incurred subsequent to the date on which that phase of the work is authorized by the division engineer
may be reimbursed.
b. Expenses incurred by the utility incident to the, acquisition of rights-of-way may be reimbursed.
These expenses may include such items as salaries and expenses of utility employees while engaged in
the appraisal of and negotiation for the right-of-way, amounts paid independent appraisers for apprais-
als made of the right-of-way, recording costs, deed fees and s/milar costs normally paid incident to
land acquisition.
c. The utility shall determine and record its valuation of the rights-of-way that it acquires prior to
negotiation for its acquiskion. This means the uttlky should, by its records, be in a pos/t/on to just/fy
amounts paid for the right-of-way, The valuation may consist of appraisals by utility employees or by
independent appraisers. Prudent practice would require adequate and formal appraisals of record
where the cost of right-of-way is more than nominal.
d. Acquisition of rights-of-way by the State for a utility shall be in accordance with PPM 21-4.1.
5. PRELIMINARY ENGINEERING
The cost of preliminary engineering incurred subsequent to the date on which that phase of the work
is authorized by the division engineer may be reimbursed.
PPM 30-4, page 3
December 31, 1957
6. CONSTRUCTION
a. Construction costs incurred by a utility subsequent to the date on which the division engineer au-
thor/zed the State to proceed with the relocation may be reimbursed. Federal funds will not pa[~iC./P_a_~_e-
in any utility relocation (1) not shown on the approved plans for the relocation or highway construction,
or (2) not necessitated by the conStruCtion of the highway project, nor (3) for changes made Solely for
the benefit or convenience Of a utilitY, its cOntractor or a highway contractor~
b. Unless the utility wdrk is made a part of the State's highway construction contract, as agreed to
by the utility and the State with the approval of the division engineer, all utility relocation and all work
incidental to such relocation shall be performed by the utility with its own forces or by a contractor
paid under a contract let by the utility. No contract shall be let by the State or entered into by the utili-
ty for utility relocation except when a clear showing has been made that it is to the best interests of the
State, or that the utility is not adequately staffed or equipped to perform the work with its own forces,
nor without the prio~ &pPr09ai'~/the'Sihte ind. {h~ divisioh eng~e&r,
c. If reimbursement fs to be requested, any contract to perform work in connection with the utility
relocation should be under an award to the lowest qualified bidder who submitted a proposal in con-
formity with the requirements and specifications for the work to be performed as set forth in an ap-
propriate solicitation for bids, except as set forth in paragraph 6(d). Appropriate solicitation shall be
accomplished through open advertising in publications or by circularizing to a list of prequalified con-
tractors or known qualified contractors. A list of such contractors shall be submitted to the State for
informational purposes in advance of the solicitation for bids. Subject to prior approval by the State
and the division engineer, existing continuing contracts under which certain work is regularly per-
formed for the utility and under which the lowest available costs are developed, will be considered to
conform to these requirements. Existing continuing contracts may include agreements with a utility
which has no joint use or ownership interest in the facility.
d. Where the utility proposes to contract outside the foregoing requirements, such as (1) for workof
relatively minor cost or nature, or (2) where it feels the requirements are impractical in a specific
situation, it shall furnish evidence in support of its proposal and obtain the concurrence of the State and
division engineer prior to taking action thereon. Should the utility elect to award the contract to other
than the lowest qualified bidder, reimbursement will be limited to the amount produced by the unit
prices submitted by the lowest qualified bidder.
e. All labor, materials, equipment and other services furnished by the utility shall be billed by the
utility direct to the State. The special provisions of contracts let by the utility or the State shall be ex-
plicit in this respect. The special provisions of a contract let by the State shall also provide for sep-
arate reporting of costs of contract bid items and force account items performed for the utility.
7. AGREEMENTS AND AUTHORIZATIONS
a. The State and the utility shall agree in writing on their separate responsibilities in accomplish-
Lng and financing the relocation, except as provided in paragraphs 7(1) and 7(m). The form of written
agreement is not prescribed...Sa_id_a.g[e.e.~.~_n.t_~h.~l~l_.~90~r_a~t~..t~hi~$...me~o.[.a~3~um and~ny ._s~pplemen. t__s
or revisions thereto by appropriate reference, and shall be supported by an estimate of cost, ~p~cifica-
ttons and plan of the ~°rk ag~ee~l~._~fi~.,. Said agreement and-plans~'~-~Cifi~ti~i~-~d-'~[~s ~
SUffifii~tly ~f0~i'i~ ~-0~lete ~0 provide the division engineer with a clear showing of wOrk re-
quired.
b. Where applicable, the written agreement shall set out by separate clause the terms and amounts
of any contribution made or to be made by the utility to the State in connection with payments by the
State to the utility under the provisions of paragraph 3.
c. Where the relocation involves work to be paid for by the State and work to be done at the expense
of the utility, the written agreement shah state the proportionate share to be borne by each party; that
is, by the State and by the utility. Subject to adjustment required by changes in the work planned, and
accomplished, the basis for reimbursement shall follow the basis of cost allocation set out in the agree-
ment.
d. In the event it is determined that a substantial change from the statement of work contained in the
agreement is required, reimbursement therefor shall be limited to costs covered by a modification of
the agreement or a written change or extra work order approved by the State and the division engineer.
e. Agreements shall set forth the method of developing the relocation costs which shall be one of
the following alternatives:
(1) Actual and related Indirect costs accumulated in accordance with a work order accounting
procedure prescribed by the applicable Federal or State regulatory body.
PPM 30-4, page 4
December 31, 1957
(2) Actual and related indirect costs accumulated in accordance with an established accounting
procedure developed by the utility and approved by the State and the division engineer. Where such a
procedure, is proposed by a utility, approval by the division engineer will be limited to an accounting
procedure which the utility uses in its regular operations.
(3) An agreed tump sum where the'estimated cost of the proposed adjustment does not exceed
$2,500. This estimate shall be representative of the estimated actual and related indirect cost. The
Imnp sum agreement shall be supported by an analysis of the estimated cost of the proposed adjustment
and shall be subject to the prior approval of the division engineer. This analysis shall show such de-
tails of man-hours by class and rate, equipment by type, size and rate, materials and supplies by items
and price as will give the division engineer a clear understanding of the work proposed. Also, payroll
additives and other overhead factors shall be shown individually with statement of what is included in
each.
f. Increase ia value of new facility on account of extended service life.
(1) ~ a~' eld f~acility .in sel~,~ice until ,a replacemen~t
facility f ~_~t~}~t~system, as
det~~' e concurrence of the divi~h ~g/hee~,'credit ~vill be re-
quired for the value of the expended service life of the old facility. The accrued depreciation shall be
based on net replacement cost of the old facility and the estimated allowance therefor shall be set forth
in a lump sum amoont,in the ~4gree~en/'.,between the utility and the State, which amount will be subject to
any necessary adjustment and audit at the final billing stage. The estimate of cost which is a part of the
agreement shall set forth the foregoing amount, as well as proposed credits allowed in the development
of net replacement cost~
(2) In many instances the utility relocation will not affect major and independent segments of the
utility's system. The burden of proof that the relocation does not involve a major and independent seg-
ment of the uttlity's system shall be upon the utility. Therefor~e~ a statement in the l~rol~osed State ut~-
ity agreement to the effect that the ad|ustment does not cover a m~jor and in~?~p~.~~nt of ~OJ~i-
requxr~ ~en concurred m l~y t~ State and ~fivis~on engineer,
~ cons :~r- as~Sa~ti~i~'~ requirements of the preceding paragraph.
(3) Whenever the utility elects to construct an entirely new facility and retire the existing facility
and the construction of the new facility is not required for maintenance of the utility service, overall
project economy or sequence of construction, credit shall be given as provided in paragraph 7f(1).
(4) In no event shall credit be required in amounts exceeding the cost of the replacement facility.
g. The division engineer shall indicate his approval of the written agreement by endorsement there-
on. Any conditions or qualifications attached to the approval shall be set out by letter fr~m the division
engineer to the State.
h. The estimate in support of th_e_~asr__eemen~t shall se~. for~_ ~e~t~e~_~ ~0~ ~k t~0.o _be~ p~r~ed,.
br~//s to estimated cost ~~dO~t~"~-~r~ead, materials and supplies, handling
'~sOnabie bagl//"f6r' ~nhlysis. The factors that Will be included/~
"~h'$'hTfl'l~-'c~ns~~e ~-accouni-~lTfiTl be s~t"toltn, items of material are to be itemized
where they represent relatively major components or cost in the relOcation.
i, The plans, sketches or drawings submitted with the proposed agreement shall show existing fa-
cilities, temporary and permanent changes to be made therein and the stages by which these changes
are to be accomplished.
j. Authorization by the division engineer to the State to proceed with the utility relocation may be
given,
{1) on or after the date the ntflity relocatio~ is included in an approved program as an item of
right-of-waY acquisition or construction, and
(2) at such time as the division engineer is furnished and reviews plans and estimates reporting
adequately the utility work proposed and the location of the highway project and the utility relocation,
and
(3) when the division engineer has been furnished and has reviewed the proposed agreement be-
tween the State and the utility.
k. Federal funds may not reimburse the State for costs of utility relocations,
(1) until and unless the division engineer approves the executed agreement between the State and
the utility (except as provided in paragraphs 7{1) and {m)), and
(2) until and unless a project agreement which includes the work is executed, and
(3) which are not required by the finally approved project location and plans.
PPM 30-4, page 5
December 3i, 1957
1. Where all efforts of the State and the utility fail to bring about written agreement of their sep-
arate responsibilities, the State shall submit its proposal and a full report of the circumstances to the
division engineer. The division engineer shall make appropriate investigation and submit his report and
recommendations to the Commissioner, it being understood that Federal funds will not be paid for work
done by the utility until the Commissioner has given his approval to the State's proposal.
m. The Commissioner may consider for approval any special procedure under specific State law or
appropriate administrative or judicial order or under blanket master agreements with the utilities that
will fully accomplish all of the foregoing objectives and accelerate the advancement of the construction
and completion of projects.
8. RECORDING OF COSTS
a. All utility relocations will be recorded by means of work orders or job orders, except as pro-
vided in paragraph 7e(2) and (3).
b. The individual and total costs properly reported and recorded in the work order account shall
constitute the maximum amount on which Federal participation may be based on account of the work
performed under the utility agreement. Separate work orders may be issued for additions and retire-
ments, or the retirements may be included with the construction work order, provided, however, that
all items relating to retirements shall be kept distinctly separate from those relating to construction.
c. Each utility shall keep its work order system in such manner as to show the nature of each addi-
tion to or retirement from a facility, the total cost thereof and the source or sources of cost.
d. The provisions of paragraphs I0, 11, 12, and 13 are intended for use as general guidelines in the
development of reimbursable costs. It is further intended that cost development under prescribed or
approved systems of accounts shall be the general controlling factor. The utility should recognize,
however, that certain limitations on reimbursement are established in these paragraphs; for example,
allowance for temporary use of materials, paragraph llb(2) and the limitations on equipment use-
charges, paragraph 12.
9. REIMBURSEMENT BASIS
a. General: Where payment to the utility may be made (paragraph 3), reimbursement will be made
for the costs except as hereinafter provided, of labor, materials, equipment, rights-of-way and other
services incurred by or for the utility in the relocation.
b. Betterments: Except to the extent that a betterment in the utility's facility or component part
thereof is necessitated by the requirements of the project, including betterments necessitated by mov-
ing utility from existing location, the cost of a betterment in said facility or component part thereof be-
ing relocated, reconstructed or replaced will not be reimbursed.
c. Addition: Where an addition to an existing facility is required, such as an increase in the length
of a relocated pole line, the actual costs of the items of materials in the addition are reimbursable to the
extent the materials in the addition are not of a type or a class superior to the materials in the facility
to' which the addition is extended, except that the cost of any improvement in type or class which is re-
quired in connection with the construction of the project is reimbursable.
d. Building and Other Similar Structures: (1) Except that the amount shall be limited to the esti-
mated cost of replacement, the cost of the required relocation of buildings and other similar structures
of a utility which are used primarily for the production, transmission or distribution of the utility's
products is reimbursable. Where it is determined to be impracticable to move a building or other
structure as a unit intact, the relocation may be effected by dismantling the building or structure at its
original site and reassembling or reconstructing it at the new location, not to exceed the estimated cost
of replacement. The reimbursable costs of relocation may include those of new foundations of a type
equal to those formerly in place at the original site and of the adjustment of utilities without betterment.
(2) Credit is required when a building or other structure is required to remain in place and in
service until the building or structure which replaces it in new location is in service. Credit is also
required when the building or other structure to be relocated cannot be moved as a unit intact or when
it is impracticable to effect the relocation by dismantling the existing building or other structure at its
original site and reconstructing it at the new location. The credit to be given to the cost of the project
shall be the value of expended service life of the building or other similar structures being replaced
based on the ratio of the period of actual use to the period of original life expectancy, or on such other
basis as may have been prescribed by public regulatory 'bodies, applied to the net replacement cost of
such building or other structure. Where the period of actual use is greater than the period of original
life expectancy, the credit shall not exceed the net replacement cost.
PPM 30-4, page 6
December 31, 1957
10. LABOR CO~T~
a. General: (1) Salaries and wages billed at actual rates or at average rates accounting for produc-
tive labor hours, retroactive pay adjustments, and expenses paid by a utfligy to individuals during the
periods of time they are directly and incidentally engaged in the utility relocations are reimbursable
when supported by adequate records. Costs to the utility of vacation, .holiday pay, company sponsored
benefits and similar costs incident to labor employment will be reimbursed when supported by adequate
records. These may include individuals who are engaged in the direct 'and immediate supervision of the
work at the site of the project and in the actual preparation of the plans and estimates of the relocation.
(2) Where a utility is not adequately staffed to prosecute the relocation the amounts paid to engi-
neers, architects and others for required technical services which are approved in advance by the State
and by the division engineer will be reirnbursed. Approval shall not be given to fees for such technical
services which are determined ~e~~ot-the feloLatton.
b. Overhead Construction Costs: (1) So that ea;h job or unit shall bear its equitable proportion of
such costs all overhead construction costs not chargeable directly to construction accounts, such as
general engineering and supervision, general office salaries and expenses, construction engineering and
supervision by others than the accounting Utility, legal expenses, insurance, relief and pensions and tax-
es shall be charged to particular jobs or units on the basis of the amount of such overheads reasonably
applicable thereto. The instructions contained herein shall not be interpreted as permitting the addition
to utility accounts of arbitrary percentages or amounts to cover assumed overhead costs, but a.$ requir-
Ing the assignment to particular Jobs and accounts of actual and reasonable overhead costs.
(2) Insurance: Unless it has been the policy of the utility to carry Workmen's Compensation, Pub-
1ic Liability and Property Damage Insurance regularly with an insurance company on its own construc- -
tion and maintenance projects and operations, insurance premiums paid to an insurance company for
protection incident to the employment of labor engaged in the relocation will not be reimbursed except
where the specific approval of the State and the division engineer for the purchase of such protection is
given prior to the dateon which the insurance is purchased. When purchased insurance is approved the
· amount of insurance premiums paid to an insurance company for insurance is reimbursable to the ex-
tent it is determined that the amounts of the premiums are the products of the proper rates applied to
tlie amounts of paid salaries and wages exclusive of vacation pay or allowances.
(3) Where it has been the policy of the utility to self insure against public liability and property
damage clalmi~, reimbursement will be at 'the rate developed by the utility, or in the absence thereof at
a rate .not in excess of one percent of salaries and wages charged to the job.
(4) The records supporting the entries for overhead costs shall be so kept as to show the total
amount, rate and allocation basis of each additive and be subject to audit by representatives of the State
and Public Roads.
11. MATERIAI~ AND ~UPPLIE~
a. Costs: (1) kerns of new materials and supplies shall be billed at actual costs to the utility. Aver-
age of actual unit,costs of materials and supplies furnished from the utflity's stocks are reimbursable.
The costs of handling at stores or at material yards, the costs of purchasing, the costs of inspection and
testing, and any charge for general overhead expense are px, ovided for under paragraph llc. When not
so allocated in the uttlity's overhead accounts they may be included in the computation of the prices of
materials or supplies. The computation of costs of materials and supplies shall include the deduction of
all offered discounts, rebates and allowances.
(2) In those instances where the book value does not represent the true value of used materials
they shall be charged to the project at the same rate used by the utility in its own work but in no event
shall they be charged at more than the value determined in accordance with paragraph lla(1).
b. Materials Recovered: (1) From Permanent Facility:
(a) Materials recovered in suitable condition for reuse by the utility in connection with construc-
tion or retirement of property shall be credited to the cost of the project ar current stock prices, or ff
a utility charges recovered material to the material and supply account at original cost or a percentum
of current price new and the utility follows a consistent practice in this regard, the work order shall re-
ceive credit accordingly. The foregoing ,shall not preclude any additional credits when such credits are
required by State law or regulations.
(b) The S~ate and the division engineer shall have the right to inspect recovered mate~als~orior
to disposal by sale or scrap. This requirement will be satisfied by the utility giving notice to the State
of the time and place the materials will be available for inspection. This notice is the responsibility of
the utility and it may be held'accountable for full value of materials disposed of without notice.
PPM 30-4, page 7
December 31, 1957
(c) If recovered materials are not usable they shall be disposed of as outlined in paragraph
l lb(2) (b).
(2) From Temporary Use:
(a) Materials recovered from temporary use in connection with a highway project which are in
suitable condition for reuse by the utility shall be credited to the cost of the project at stock prices
charged to the job less ten (I0~0) percent for loss in service life. The State and division engineer shall
have the right to inspect all recovered materials not reusable by the utility.
(b) Items of materials recovered from temporary use in a condition or length unsuited for ac-
ceptance by the utility, which have been determined to have a sale value, shall either be sold following
an appropriate solicitation for bids to the highest bidder or, if the utility regularly practices a system
of disposal by sale which it has been determined to be the most advantageous to the utility, credit shall
be at the going prices for such used or scrap material as are supported by the records of the utility.
The proceeds of the sale shall be credited to the cost of the project, The sale shall be conducted by the
utility or at its request, by the State. In no event shall the State or the company be considered as an
ceptable bidder for such material.
(3) The cost of salvage ~hall not exceed the value of the recovered material, which value shall be
determined as provided in paragraph llb(i).
(4) The cost of removal of recovered materials from the job site to stores or storage point near-
est the job will be reimb~lrsed.
($) The State, subject to the approval of the division engineer, shall determine whether it is
sirable or'economical to recover or to leave in place those materials that need not be removed because
of project requirements or that are not acceptable for reuse by the utility.
c. Handling costs: The costs of supervision, I~bor, and expenses incurred in the operation and
maintenance of the storerooms and materials yards including storage, handling and distribution of ma-
terials and supplies are reimbursable. A rate or other equitable method of distribution which is repre-
sentative of the costs to the utility will be reimbursed.
12. EQUIPMENT
a. Accumulation of Costs: Accounts for transportation and heavy equipment are used for the purpose
of accumulating expenses and distributing them to the accounts properly chargeable with the services.
Among the items of expense clearing through these accounts are the following: depreciation; fuel and
lubricants for vehicles (including sales and excise taxes thereon); freight and express on fuel and re-
pair par~s; heat, light, and power for garage and garage office; insurance (including public liability and
property damage insurance) on garage equipment, transportation equipment and heavy work equipment;
license fees for vehicles and drivers; maintenance of transportation and garage equipment, operation of
garages; and rent of garage buildings and grounds.
b. Reimbursement of Equipment Costs: The equipment expenses may include the cost of super-
vision, labor, and expenses incurred in the operation and maintenance of the transportation equipment
and heavy equipment of the utility, including direct taxes and depreciation.
c. Reimbursement will be limited to charges which account for costs to the utility of expenses for
equipment used (paragraphs 12a and b). Arbitrary or otherwise unsupported equipment use charges
will not be reimbursed.
(1) Small Tools: Reimbursement for the use of small tools on a project will be made on the ba-
sis of [ool expenses accumulated in and distributed through the utilities clearing accounts or other
equitable and supportable allocation basis; otherwise, k will be limited to actual loss or damage during
the period of use. In the latter case the loss or damage shall be billed in detail and supported to the
satisfaction of thc State and division engineer.
(2) Rental: Where the utility does not have equipment available of the kind or type required, re-
imbursement will be limited to the amount of rental paid to the lowest bidder following an appropriate
solicitation for quotations from owners of the required kind or type of equipment, or in the event of an
emergency, such as breakdown of utility equipment, reimbursement will be allowed for rental of equip-
ment at the lowest rate available. Existing continuing contracts for rental of transportation and heavy
equipment which the utility determines to be of the most advantage to its operations shall be considered
to comply with these requirements.
PPM 30-4,, page 8
December 31~ 1957
13. TRANSPORTATION OF EMPLOYEES
a. The cost of essential transportation performed in a{~tomobiles or trucks owned by the utility shall
be considered to have been reimbursed in the payment of the operating costs of the conveyance equip-
ment or of the rates representative of the equipment operating expenses as provided herein under
"Equipment."
b. Reimbursement for the required use of automobiles which are privately owned by employees of
the utility will be limited to the established rates at which the utility reimburses its employees for use
in connection with igs own construction and maintenance projects and operations.
c. Reimbursement will be made for the cost of required use of commercial transportation by em-
ployees of the utility.
14. UTILITY BILI~
a. Monthly progress billings of incurred costs may be made by a utility, if acceptable to the State.
b. One final and complete billing of all costs incurred shall be made by the utility at the earliest
practicable date after completion of the work. The statement of final billing will follow as closely as
possible the order of the items in the estimate portion of the agreement between the State and the util-
ity. The totals for labor, overhead construction costs, travel expense, transportation, equipment, ma-
terial and supplies, handling costs, and other services shall be shown in such a manner as will permit
comparison with the approved plans and estimates. Items of materials are to be itemized where they
represent major components or cost in the relocation, following the pattern set out in the approved
estimate as closely as is possible. It is desirable that salvage credits from recovered and replaced
permanent and recovered temporary materials be reported in the bill in relative position with the
charge for the replacement or the original charge for temporary use. The final hilling shall show the
description and site of the pl;oject; the Federal-aid proj,ect number; the date on which the first work
was performed or, if preliminary engineering or right-of-way items are involved, the date on which
the earliest item of billed expense was incurred; the date on which the last work was performed or the
last item of billed expense was incurred; and the location where the records and accounts billed can be
audited. The utility shall make adequate reference in the billing to its records, accounts and other
relevant documents.
c. All cost records and accounts are subject to audit by a representative of Public Roads. During the
progress of construction and until the audit.of the utility records has been completed, the records and
the accounts pertaining to the construction of the project and accounting th6refor will be available for
inspection by the representatives of the State and the division engineer.
d. During the audit of the records and accounts which support the billed costs, the representative of
Public Roads will discuss with the representatives of the utility all items of costs to which exceptions
may be taken or on which comments may be made. The division engineer will refer one copy of the
exceptions taken and of the comments made direct to the utility and one copy to the State. To permit
consideration of the utiltty's statement of explanation or rebuttal in reference to the audit exceptions
and comments, one copy of such statement shall be transmitted by the utility direct to the division en-
gineer within thirty days following the receipt of the audit exceptions and comments, or advice in
writing should be made as to the date on which the utility's statement will be transmitted. One copy of
the utility's statement or advice in writing shall be transmitted to the State. When the State expresses
its desire to refer the exceptions to the utility and to receive the utility's comments relative thereto,
the division engineer will refer two copies of the exception to the State with request that reply be
furnished promptly.
Federal Highway Administrator
Attachment
PPM 30-4, page 9
December 31, 1957
INDEX
Accounting .................................... 7. e; 8.
Additions, reimbursement for ........... 9.c
Agreed lump sum ........................... 7. e(3)
Agreements ................................... 1.c; 7.
Application .................................... 1.b
Appraisers .................................... 4. b
Appropriate solicitation ................... §.c; 1 l.b(2)(b)
Approval of agreements ................... 7. g,k
Audit ............................................10.b(4);
14. c,d
Authorizations:
Rights of way .............................. 4.a
Preliminary Engineering ............... 5.
Construction ............................... 6.a
Qualified. ................................... 7. g
to proceed .................................. 7;j
Technical services ...................... 10.a(2)
Automobiles:
Commercial ............................... 13.c
Company owned ........................... 12.b; 13. a
Privately owned ........................... 13.b
Average cost of material ................. ll.a(1)
Betterments, reimbursement of. ........ 9.b
Bids, solicitation for ....................... 6. c; 6. d;
Billings: 1 I. b(2) (b)
Progress .................................... 14.a
Final ......................................... 14.b
Book values, used materials ............. ll.a(2)
Buildings, relocated or retired .......... 9. d
Change for benefit of contractor ........ 6.a
Change orders ............................... 7.d
Company sponsored benefits ............. 10.a(1)
Construction-general ...................... 6.
Definition.. ................................. 2.f
Costs authorized ......................... 6.a
Contracts:
Awards ...................................... 6.b
Continuing .................................. 6. c
Services furnished by utility .......... 6. e
Contribution by utility ..................... 7. b
Cost estimate ................................ 7.h
Cost of salvage .............................. 2.m; ll.b
(3)
Cost, recording of .......................... 8.
Credit for recovered materials:
From permanent facility ............... ll.b(t)
From temporary use .................... Il.b(2)
Definitions .................................... 2.
Depreciation of equipment ................ 12.a,b
Depreciation of buildings ................. 9.d(2)
Discounts ....... ' .............................. II.a(l)
Distribution of overhead costs .......... 10.b(l),(4)
Eligibility -general ......................... 3.
Employees, transportation of ............ 13.
Employment of technicians ............... 10.a(2)
Equipment-general ......................... 12
Eligible costs ............................. 12.a
Reimbursement ........................... 12.b
Rental ....................................... 12.c(2)
Estimates, detail ............................ 7.e(3); 7h
Extended service life ...................... 7. f
Extra Work Orders ......................... 7.d
Federal pro rata share .................... 3. a
Foundations, buildings and other
structures ............................... 9.d(l)
Franchise, ordinance, grant ............. 3.a(2)
Handling costs, materials ................ ll.c
Holiday pay ................................... 10a(1)
Inspection and testing, materials ....... ll.a(1);
ll.c
Insurance-general .......................... 10.1)(1),(2)
Self-insurer ............................... 10.b(3)
Itemization of materials .................. 7. e(3);
14.b
Labor costs-general ....................... 10.
Lump sum agreement ...................... 7.e(3)
Maintenance of costs ....................... 8.
Materials and Supplies-general ........ 11.
Left in place ............................... ll.b(5)
Recovered, p~rmanent facility ....... ll.b(l)
Recovered, temporary use ............ ll.b(2)
Scrap, value of ............................ ll.b(1)(c);
ll.b(2)(b)
Transportation of recovered .......... ll.b(4)
Used, value of ............................. Il.a(2)
Obligation ..................................... 3.a
Occupancy of public lands and right-
of-way .................................... 3.a(2),(3)
Operation of equipment .................... 12.b(1)
Operators, equipment ...................... 10.a(l)
Outside technical services ...............
Overhead construction costs ............
lO.a(2)
2.n; lO.b
(I)
Payroll taxes ................................. 10.a(1)
Performance of work ....................... 6. b
Plans or Sketches ........................... 7. i
Preliminary Engineering-generaL.i_. 5.
Defini ti on ................................... 2. e
Private Automobiles, Use of ............. 13.b
Progress Billing ............................. 14.a
Project Costs ................................. 7. e; 8.
PPM 30-4, page 10
December 3~, 1q57
Proportionate Agreements ................
Public Liability and Property Damage
Insurance ................................
Public owned lands, utility on ............
Purchase of materials .....................
Purpose and Kpplication ...................
Recovered Materials ........................
From permanent facility ...............
From temporary use ....................
Disposal by ~ale of...'...; ...............
Reimbursement -geoeral ..................
Definition ...................................
Rental of equipment ........................
Replacement:
Retroactive pay adjustments .............
Rights -of-way ,general ....................
Costs, authorized ........................
Incidental costs ...........................
INDEX--Con.
7.c
10. b(2),
(~)
3. a(2),(3)
Il.a(1)
1.
ll.b
11.b(1)
ll.b(2)
ll.b(l)(b),
(c); ll.b
(2)(b)
9.
2.b
12.c(2)
2.p, 7.f(1);
9.d(2)
2.0
tOm(i)
4.
4.a
4. b
Justification ................................
Reimbursement ...........................
Sale of recovered materials .............
Salvage:
of materials ...............................
Cost of ......................................
Value of .....................................
Secondary Road Plan .......................
Segments, major and independent ......
Statement of Work ..........................
Stores, materials issued from ..........
Supervision, direct .........................
Taxes, equipment ...........................
Tools, small, use of ........................
Transportation:
of employees ..............................
of materials, recovered ................
of materials to job .......................
Equipment ..................................
Used materials ..............................
Utility -definition ............................
Utility Bills-general .......................
Work order, accounting ...................
4.c
4. a,d
11.b(l)(b),
(c); ll.b
(2)(b)
Il.b(3)
2. m
2.g
l.b(2)
7.f(1),(2)
7. a
Il.a(1)
lO.a(1)
12.a
12.c(l)
13.
Il.a(1);
12.a
12.a
Il.a(2)
2.a
14.
7.e; 8.a,b
40575--U. S. Dept. of Com~I]C~1957
IDAHO BOARD OF'
HIGHWAY DIRECTORS
ROSCOE C. RICH - CHAIRMAN
WALLACE C. BURNS - VICE CHAIRMAN
ERNEST F', GAFFNEY - MEMBER
WAYNE SUMMERS - SECRETARY
STATE OF IDAHO
DEPARTMENT OF HIGHWAYS
P. O. BOX 879
BOISE, IDAHO
22 Septe~nbep 1961
G. BRYCE BENNETT
STATE HIGHWAY ENGINEER
WM, R, PADGETT
LEGAL, COUNSEL,
~,~n. Lanny S. Daubs
Cha~nman oJ' the V~llage
Boand o~' Trustees
Y~llage oj~ Chubbuok
Chubbuok, Idaho
Coopenatfue Agpee~ent .fort Te~'~ponany State
Dean i~n. Daubs:
Enclosed please j~r~ a copy of the Ooopenat~ue
cOUChing the ~mpnouem~e~t and use o~~ the Ch~bbuok ~oad as a
temponany oor~neot~or~ between Inter. state l~ghway 15
~ay 91-191, ~th~ the V~llage of Uhubbuok, which has bee~ d~ly
executed by th~s o~j~oe.
Vemy tnuly youns,