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HomeMy WebLinkAbout2002-05-21; City Council; 16757; Rancho Santa Fe Rd Reimbursement AgreementCOSTS FOR A PORTION OF RANCHO SANTA FE ROAD NORTH OF LA COSTA AVENUE, PROJECT NO. 3190 RECOMMENDED ACTION: Adopt Resolution No. 2002-145 approving and authorizing execution of Reimbursement Agreement of Construction Costs for a portion of Rancho Santa Fe Road North of La Costa Avenue with Real Estate Collateral Management Company, a Delaware corporation. ITEM EXPLANATION: Carlsbad Tract No. 99-04, known as La Costa Oaks (the "Oaks Project"), straddles a portion of Rancho Santa Fe Road that is proposed to be constructed as part of the City's realignment and widening of Rancho Santa Fe Road, Project No. 3190. The developer of the Oaks Project desires to proceed with construction in advance of the City's Rancho Santa Fe Road project. The developer has agreed to grade the roadway and construct storm drain and water facilities for a portion of Rancho Santa Fe Road that fronts the Oaks Project, contingent upon the City executing a reimbursement agreement with the developer. The developer will be reimbursed from funds collected pursuant to Community Facilities District No. 2. ENVIRONMENTAL: The City Council passed Resolution No. 92-152 certifying EIR No. 91-1 at their meeting on June 2.1992. The City Council passed Resolution No. 2000-128 approving Addendum No. 2 to the final EIR for Rancho Santa Fe Road at their meeting on April 25, 2000. This EIR covers the realignment and widening of Rancho Santa Fe Road from La Costa Avenue to Melrose Drive, which includes the area being considered for reimbursement. FISCAL IMPACT: During the past few years, the City has continued to work on the formation of a Community Facilities District Number 2 (CFD No. 2) to fund the construction of Rancho Santa Fe Road. Until the CFD No. 2 is finally formed, developers in the Rancho Santa Fe Road area have chosen to enter into agreements with the City to prepay their obligation under the future CFD No. 2. The funds to pay for this portion of the road construction, estimated at $4,235,643, will come from the existing funds set aside for CFD No. 2. Based on anticipated development and prepayment agreements, there are sufficient funds appropriated for the improvements described in the agreement. EXHIBITS: 1. Location Map. 2. Resolution No. 2002-145 approving and authorizing execution of Reimbursement Agreement of Construction Costs for a portion of Rancho Santa Fe Road North of La Costa Avenue with Real Estate Collateral Management Company, a Delaware corporation. 3. Reimbursement Agreement. I NAME RANCHO SANTA FE ROAD PROJECT EXHIBIT PHASES I & I1 NUMBER 3 190 7 W BY: SCOIl EVANS, CARLYIAD ENG'NEUllNG DEPT. 10/15/01 ~\WPlrAl\HE~lNC\3l9O.D~ gR-/lell- 2 1 RESOLUTION NO. 2002-145 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, APPROVING AND AUTHORIZING THE ROAD NORTH OF LA COSTA AVENUE WITH REAL ESTATE CONSTRUCTION COSTS FOR A PORTION OF RANCHO SANTA FE 4 EXECUTION OF AGREEMENT FOR REIMBURSEMENT OF 5 COLLATERAL MANAGEMENT COMPANY. 6 WHEREAS, the City of Carlsbad proposes to widen and realign Rancho Santa Fe Road 7 from La Costa Avenue to Melrose Drive pursuant to City Project No. 3190; and 6 WHEREAS, Real Estate Collateral Management Company (the "Developer") is the 9 Developer of the City approved project known as Carlsbad Tract 99-04, La Costa Oaks (the "Oaks 10 Proje&'); and 11 WHEREAS, the Developer desires to commence grading' operations and utility 12 Santa Fe Road in advance of the City constructing Rancho Santa Fe Road; and 13 construction for the Oaks Project and a portion of the realignment and widening of Rancho 14 WHEREAS, the Developer has agreed to construct portions of the City's Rancho Santa Fe 15 Santa Fe Road as shown on Drawing No. 368-2C (the "Improvements") provided that the City 16 Road project including full width grading, storm drain and water facilities for the portion of Rancho reimburse the Developer for such improvements; and 17 18 WHEREAS, the City Engineer has determined that having the Rancho Santa Fe Road improvements constructed by Developer will result in cost savings to CFD No. 2; and 20 WHEREAS, the City Council finds that Developer may enter into the Agreement for 21 Avenue (the "Agreement") (a copy of which is attached hereto); and 22 Reimbursement of Construction Costs for a Portion of Rancho Santa Fe Road North of La Costa 23 WHEREAS, adequate funds to reimburse the Developer for constructing Rancho 24 Santa Fe Road improvements exist with the fees collected pursuant to the proposed CFD No. 2. 25 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 26 California, as follows: 27 1. That the above recitations are true and correct. 2. That the Agreement is hereby approved. 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1g 17 18 19 20 21 22 23 24 25 26 27 28 3. That the Mayor is hereby authorized to execute the Agreement with Real Estate Collateral Management Company. 4. That the City Clerk is hereby authorized to cause the executed Agreement to be recorded in the Office of the County Recorder of San Diego County, State of California. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 21st day of MAY , 2002 by the following vote, to wit: AYES: Council Members Lewis, hin, Finnila, Nygaard, Hall NOES: None ATTEST: ?age 2 of 2 of Resolution No. 2002-145 Y RECORDING REQUESTED BY WHEN RECORDED MAIL TO: City Clerk CITY OF CARLSBAD I200 Carlsbad Village Dr. SAN DIEM CMKlTY RECOMER'S OFFICE GfFICICIL RECORDS FEES: 0.00 GFdWRY J. SMITH, CCUINTY REMRDER Carlsbad, CA 92008 SPACE ABOVE THIS LINE FOR RECORDER'S USE AGREEMENT FOR REIMBURSEMENT OF CONSTRUCTION COSTS FOR A PORTION OF RANCHO SANTA FE ROAD NORTH OF LA COSTA AVENUE Between CITY OF CARLSBAD, a Municipal Corporation AND REAL ESTATE COLLATERAL MANAGEMENT COMPANY Reimbursement Agreement CityNLC //b ?</ 04/22/02 AGREEMENT FOR REIMBURSEMENT OF CONSTRUCTION COSTS FOR A PORTION OF RANCHO SANTA FE ROAD NORTH OF LA COSTA AVENUE This Agreement for Reimbursement of Construction Costs for a Portion of Rancho SantaFe Road North of La Costa Avenue, dated as of J~IE 7 , 2002 ("Agreement"), is made at the City of Carlsbad, San Diego County, California, by and between the CITY OF CARLSBAD, a municipal corporation ("City") and REAL ESTATE COLLATERAL MANAGEMENT COMPANY, a Delaware corporation ("Developer"), collectively ("the Parties"), with reference to the following recitals: A. B. C. D. E. F. RECITALS Developer is in the process of developing that certain real property located in the City of Carlsbad, California generally shown on Exhibit "A", attached hereto and made a part hereof, as the La Costa Oaks portion of the overall Villages of La Costa Master Plan. Developer filed separate applications for master tentative subdivision map and related approvals with respect to La Costa Oaks ("Project"). The Project has been granted City approvals including without limitation: Tentative Subdivision Map (CT 99-04), Planned Unit Development Permit (PUD 01-08), and Hillside Development Permit (HDP 99-02), all incorporated into and approved by City per City Council Resolution No. 2001-318, on October 23,2001, (collectively the "Approvals"). The Project is located within the boundaries of a proposed Community Facilities District known as Community Facilities District No. 2 - Rancho Santa Fe and Olivenhain Road ("CFD 2") and Developer has executed the Petition, Waiver and Consent to Creation of a Community Facilities District and Agreement to Pay Fair Share, in connection therewith, (the "Petition") to finance construction of Rancho Santa Fe Road as more particularly described therein and as required by the Approvals. The Parties agree that the construction of Rancho Santa Fe Road is of great importance to both parties. The alignment of Rancho Santa Fe Road generally bisects the Project and Developer is ready to grade the Project, which provides an opportunity to closely coordinate construction of both the Project and Rancho Santa Fe Road. The Developer would experience delays to the Project if the grading and installation of drainage facilities and utility relocations for the portion of the Rancho Santa Fe Road adjacent to the Project is not completed concurrent with the grading for the Project. The Parties acknowledge that Government Code Section 66485 allows the City to require a sub-divider to construct improvements benefiting property outside the subdivision; and in such circumstances, Section 66486 requires the City to enter into a reimbursement agreement for such improvements. The Parties intend that this Agreement satisfy the requirements of Government Code Section 66486. Reimbursement Agreement CityNLC 2 04/22/02 G. The Rancho Santa Fe Road realignment is a City project for which the City has collected, and will continue to collect, funds from the developers of projects located within the boundaries of the proposed CFD 2, as well as contributing Citywide CFD No. 1 Funds and financing from other governmental sources. For purposes of this Agreement the City's financing program and resulting funds, whether collected prior to or after formation of the proposed CFD 2, are referred to herein as "Financing Program Funds." NOW, THEREFORE, the City and Developer agree as follows: 1. Recitals. The Recitals are true and correct and incorporated herein by this reference. 2. Reimbursable Work. The portion of the City's overall Rancho Santa Fe Road improvement project which is the subject of this Agreement is hereafter referred to as the "Reimbursable Work." The Reimbursable Work is fully described in "Scope of Reimbursable Work and Cost Summary" attached hereto as Exhibit "B" and made a part hereof, and generally consists of the grading for full width road improvements, associated on-site and off-site drainage improvements and stormwater detention facilities and OMWD waterline relocations between Rancho Santa Fe Road stations 176+00 and 217+50 northerly of La Costa Avenue. Reimbursable work does not include the items identified in Exhibit "B" as 'non-reimbursable', or any other expenses that the City would not incur if the City administered the construction of Rancho Santa Fe Road. 3. General City Obligations. City shall expedite processing of the necessary plans, specifications, and other design and bid documentation for the Reimbursable Work. These plans and specifications are identified as City of Carlsbad Drawing No. 368-2C. City has obtained, or will obtain, all easements and rights-of-way required to complete construction of the Reimbursable Work not located within land which comprises the Project. City shall pay the expenses of inspections and environmental monitoring for the Reimbursable Work directly from the Financing Program Funds and shall provide those services directly. City has obtained, or will obtain, all required environmental and, other permits for the Reimbursable Work. City agrees to process any environmental and other permits related to the Reimbursable Work which may fall under City jurisdiction in a timely manner, and shall not unreasonably withhold or delay approval of any other permits needed for the Reimbursable Work. City agrees to allow Developer to separately post bonds and file a Grading and Erosion Control Agreement for Rancho Santa Fe Road, Drawing No. 368-2C, and construct the road and Project as one construction phase. City agrees to reimburse Developer for the costs of Reimbursable Work subject to Sections 6 and 7 below. Reimbursement Agreement CityMC 3 04/22/02 (g) City agrees to construct, with reimbursement from Developer, Developer’s portion of the outside curb & gutter, pavement and base improvements within the limits of the Project as part of Rancho Santa Fe Road Phase 1 construction. Reimbursement for these improvements and any others to be constructed by City for Developer shall be defined in a separate reimbursement agreement prior to award of improvement contract by City for the Phase 1 construction. 4. General Developer Obligations. Developer shall utilize the Scope of Reimbursable Work and Cost Summary (Exhibit “B”) in competitively bidding construction of the Reimbursable Work as a separate contract to a licensed general contractor. As the Reimbursable Work will be paid from the Financing Program Funds, the Reimbursable Work shall be contracted at ”prevailing wages” in accordance with SB 975 (amending Government Code Section 63036, and Labor Code Section 1720). By entering into this Agreement, Developer waives any and all potential constitutional objections @olan/Dolan) relating to the Rancho Santa Fe Road improvements. It shall be the responsibility of the Developer to observe and follow the requirements of City for retention of records and the submittal of information in connection with the Reimbursable Work, as specified in this Agreement. Developer agrees to pay for all expenses related to the grading, installation of drainage facilities and utility relocations for Rancho Santa Fe Road, described herein, that the City would not otherwise incur if the City administered the project. This includes, but is not limited to, items such as engineering and design related to preparing plans for the Developer, plan checking services and modifying the City’s 100% Rancho Santa Fe Road plans, specifications and bid documents. Developer agrees to construct the road bed for Rancho Santa Fe Road to subgrade plus or minus 0.1 feet. Subgrade is defined herein as the road centerline grade minus 2.0 feet as shown on Exhibit “C” attached hereto and made a part hereof. Within the boundaries of the Project, Developer shall construct the full roadbed, as shown on Exhibit “C”, to facilitate construction of the full pavement width by City as part of Rancho Santa Fe Road Phase 1 construction. Developer agrees to construct and have ready for public vehicular traffic, access through the Project from existing Cadencia Street to the realigned Rancho Santa Fe Road, as shown on City of Carlsbad Drawing No. 397-1, by June 1, 2003 or such later date that will ensure access for traffic from Cadencia Street to the realigned Rancho Santa Fe Road prior to opening the road to vehicular and commuter traffic Reimbursement Agreement CityNLC 4 04/22/02 (h) Developer agrees to enter into a reimbursement agreement with City for reimbursement of outside curb & gutter, pavement and base within the limits of the Project as part of Rancho Santa Fe Road Phase 1 construction. The reimbursement agreement shall be executed prior to award of contract by City for the Phase 1 construction. 5. Bidding: Reimbursement Reauests. (a) With respect to all hard costs of construction comprising the Reimbursable Work, Developer shall solicit bids from three reputable contractors. Reimbursable Work will be bid and contracted separately from Developer's own Project work. Upon selection of the contractor for each component of Reimbursable Work, and agreement upon a contract amount for each component, the costs thereof shall be allocated as necessary among the categories consistent with the method and process used in Exhibit "B. The Parties agree that Exhibit "B" is a fair allocation of the costs under such contract as among the components of Reimbursable Work. Costs shown in Exhibit "B" are subject to modification through change orders consistent with Section 6(h) of this Agreement. (b) During the performance of any Reimbursable Work, Developer shall retain detailed payment records for all items of Reimbursable Work, for use by City in auditing subsequent reimbursement requests by Developer. Developer's requests for reimbursement (each a "Reimbursement Request") shall include copies of plans, specifications, contracts, change orders, invoices, payment slips, cancelled checks (front and back), lien releases and other documentation reasonably required by City to evidence the completion and payment for each item of Reimbursable Work. Reimbursement Requests may be submitted monthly in arrears, as provided in Section 6(a) below, by Developer for each component of work as the Reimbursable Work progresses. 6. Audit of Reimbursable ExDenses. (a) Expenses for Reimbursable Work (including without limitation Developer's overhead and allowance permitted under Section 6(e) below) are referred to herein collectively as "Reimbursable Expenses." Developer shall be entitled to submit requests for Reimbursable Expenses monthly in arrears, and separately for each construction component of Reimbursable Work. (b) All Developer's Reimbursement Requests will be processed and audited for City by a reputable consulting engineer selected by City ("Auditing Engineer").. The costs of the Auditing Engineer shall be paid directly by City from Financing Program Funds. Reimbursement Agreement CityNLC 04/22/02 (c) The Auditing Engineer shall, within thirty (30) days from receipt, review all Reimbursement Requests and the payment records submitted in connection therewith and issue to City and Developer a report either (i) approving Developer's Reimbursement Request, or (ii) specifying with particularity the amount and reasons for any reimbursement items or amounts not approved. Any reimbursement items or amounts not approved by the Auditing Engineer may be further pursued by Developer using the dispute resolution provision of Section 8 below. (d) For each Reimbursement Request, following the 30-day review by Auditing Engineer, the Auditing Engineer shall forward its report and one copy of each invoice submitted to Developer by Contractor, to the City Public Works Director ("Director"), together with an invoice for all other components of the Reimbursable Expenses not otherwise reflected on any Contractor's invoice. Ifthe Director objects to any items comprising the Reimbursement Request, the Director shall notify Developer within ten (10) days of receipt of the Auditing Engineer's report. Failure to so notify Developer shall be deemed the Director's approval of such Reimbursement Requests as approved by the Auditing Engineer. (e) City's reimbursement obligations hereunder shall be based upon the actual costs incurred by Developer in contracting for the Reimbursable Work (in addition to Developer's overhead and the allowances specified in Section 6(f) below). (f) Notwithstanding anything herein to the contrary, in addition to the actual costs for Reimbursable Work incurred by Developer, City specifically agrees that each of the following shall be deemed Reimbursable at an amount fixed at eight and three tenths (8.3) percent of the actual costs for Reimbursable Work, (exclusive of this clause (0) to compensate for the allocable portion of the following expenses: (i) Premiums paid by Developer for improvement andor payment and performance bonds (if any) relating to the Reimbursable Work. (ii) Premiums paid by Developer for its liability insurance as required for the Reimbursable Work. (iii) Other normal overhead expenses including salary and benefits, project supervision, staff of Developer's home office, and general corporate legal and accounting fees. (g) Prior to the submission to the Director of all Reimbursement Requests, Developer shall obtain necessary or appropriate lien releases from the Contractor, and shall obtain from the City and all appropriate governmental agencies, all approvals, certificates, and other documents necessary to indicate the completion of the Reimbursable Work. Reimbursable work will be deemed complete upon the City's receipt of all final lien releases, approvals, certificates, and City's approval of the construction punch list. Reimbursement Agreement City/VLC 6 04/22/02 (h) All change orders shall be subject to approval by the Parties. At the time of approval, the Parties shall also determine the portion of the change order allocated to separate components of Reimbursable Work. The allocation of change order items identified to have both Reimbursable Work and Non-Reimbursable Work shall be in proportion to the allocation as defined in Exhibit “B”. In making such decisions, the Parties shall be guided by the following principles as they apply to change orders: (i) Changed or unknown circumstances. (ii) Oversight in the original design. (iii) Performing work in an orderly, reasonable and prudent manner according to standard engineering and construction practices. 7. Payment of Reimbursable ExDenses. (a) Payment of Reimbursable Expenses shall be made, within sixty (60) days after the Auditing Engineer’s determination on any Reimbursement Request (or determination pursuant to Section 8 if applicable). (b) Except as noted in Section 7(a) above, payment of any Reimbursable Expenses under this Agreement shall not be reduced for fees or charges that may be payable as a condition of obtaining permits for the development of any portion of La Costa Oaks or Developer’s other projects. City shall not offset Developer’s entitlement to reimbursement under this Agreement against any other obligation of any person. (c) Reimbursable Expenses for items of Reimbursable Work paid for by Developer in advance of construction of the Reimbursable Work (such as pipe materials and construction mobilization) may be submitted for reimbursement with the first Reimbursement Request submitted for such construction component, provided Developer has advised the City in writing in advance of incurring the expense and provided the City with a reasonable estimate of such expense. If this Agreement is not approved by the Parties, any expenses incurred by Developer shall not be deemed reimbursable. (d) The City shall not unreasonably withhold, condition or delay acceptance of the Reimbursable Work. (e) The Parties agree that the sole source of reimbursement shall be the Financing Program Funds and that the City’s General Fund is not part of this Agreement, and shall not be obligated under the terms of this Agreement. City represents and warrants it has sufficient Financing Program Funds presently available to make timely reimbursements as provided herein. Reimbursement Agreement City/VLC 7 04/22/02 8. 9. 10. DisDutes/Claims. If a dispute should arise regarding the performance or interpretation of this Agreement, the following procedure shall be used to initially resolve any question of fact or interpretation not informally resolved by the parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this Agreement shall be reduced to writing by the principal of Developer or the Director. A copy of such documented dispute shall be forwarded to the other party involved along with proposed methods of resolution that would be of benefit to both parties. The Director, or principal, upon receipt, shall reply to the letter, including a proposed method of resolution within ten (10) days. If the proposed resolution is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be fonvarded to the City Council for their resolution through the office of the City Manager as soon as practicable. The City Council may, but is not obligated to resolve the dispute. If the City Council considers the dispute, and directs a solution, the action of the City Council shall be binding upon the parties for purposes of processing any Reimbursement Requests, provided however, nothing in this Agreement shall prohibit the parties from seeking remedies available to them at law or equity. Assignment of Contract. The Developer shall not assign this contract or any part thereof or any monies due hereunder without the prior written consent of the City, which consent shall not be unreasonably withheld, delayed or conditioned. Notices. Unless othenvise specifically provided herein, all notices, demands or other communications given hereunder shall be in writing and shall be deemed to have been duly delivered upon personal delivery, or by Federal Express (or similar reputable express delivery service), or by facsimile transmission with back-up copy mailed the same day, or as of the second business day after mailing by United States Certified Mail, return receipt requested, postage prepaid, address as specified herein. Notices required to be given to Developer shall be addressed as follows: REAL ESTATE COLLATERAL MANAGEMENT COMPANY c/o Morrow Development, Inc. Attention: Fred M. Arbuckle, President Carlsbad, CA 92008 1903 Wright Place, Suite 180 Telephone: (760) 929-2701 FAX: (760) 929-2705 Notices to City shall be delivered to the following: CITY OF CAIUSBAD Engineering Department Attention: Public Works Director Carlsbad, CA 92008 1635 Faraday Avenue Telephone: (760) 602-2730 FAX: (760) 602-8562 Each party shall notify the other immediately of any changes of address that would require any notice delivered hereunder to be directed to another address. Reimbursement Agreement CityNLC 8 04/22/02 11, Counteruarts. This Agreement may be executed in any number of counterparts, each of which when so executed and delivered shall be deemed to be an original and all of which counterparts taken together shall constitute one and the same instrument. 12. Governing Law and Venue. This Agreement shall be interpreted and enforced under the laws of the State of California and venue shall be in San Diego County, California. 13. Complete Agreement. This Agreement contains the entire agreement between the parties with respect to the subject matter contained herein, and supersedes all negotiations, discussions, and prior drafts with respect to this subject matter. 14. Amendment. This Agreement may be amended only by a written instrument executed by City and Developer. 15. m. This Agreement shall be effective as of the date first above written, and shall terminate on the earlier of (i) the date the City fully pays Developer its Reimbursement Expenses, or (ii) January 1,2015, subject to Developer’s satisfaction of 6(g) above. 16. No Third Party Beneficiaries. This Agreement shall not be deemed to confer any rights upon any individual or entity that is not a party hereto, and the parties hereto expressly disclaim any such third-party benefit. 17. Indemnification. Developer shall assume the defense of, pay all expenses of defense, and indemnify and hold harmless City, its officers, agents, and employees, against any challenges to the award of contract(s) for the Reimbursable Work to contractor(s). Defense costs include the cost of separate counsel for the City, if the City reasonably requests separate counsel, as well as the payment of any fines or judgments. Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Reimbursement Agreement CityIVLC 9 04/22/02 18. Severability. The invalidity or unenforceability of any provision of this Agreement, as determined by a court of competent jurisdiction, shall in no way affect the validity or enforceability of any other provision hereof. WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the date first above written. REAL ESTATE COLLATERAL CITY OF CARLSBAD, a municipal MANAGEMENT COMPANY, a Delaware Corporation of the State of California David A. Watts Vice President City Qherk APPROVED AS TO FORM: RONALD R. BALL, City Attomev Reimbursement Agreement CitylVLC 04122102 THE STATE OF ILLINOIS ) COUNTY OF COOK 1 1 On June 7, 2002, before me, Diana Moreno (name of Notary Public), a Notary Public in and for said State, duly commissioned and sworn, personally appeared David Watts , personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity(ies), and that by his signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year in this certificate first above written. n )4hA%+L- m Notary Public in and for State Illinois My commission expires: (NOTARIALSEAL) Exhibit "A" The Oaks 1 R~\0071\bPln\007lx138 8.5 x I1 Lot Exhibit-for Tin O.dwgC 14301Apr-16-200213 L E E L EXHIBIT "C" TYPICAL ROUGH GRADE SECTION= SUPER ELEVATION TYPICAL ROUGH GRADE SECT'ION