AGENDA
STAFF REPORT
STEVE ROBBINS ADMINISTRATION BUILDING 75515 Hovley Lane EastPalm Desert, CA 92211’CVWD s COACHELLA CAMPUS51501 Tyler StreetCoachella, CA 92236 www.cvwd.org
Agenda Number: {{item.number}} Section Name: ACTION CALENDAR File ID: 0426.1521, 0426 Project ID: DW2303
MEETING DATE:December 13, 2022
SUBJECT: Authorize the General Manager to Execute a Reimbursement Agreement with the City of Cathedral City for Construction of the Via De Anza Water Main Replacement - Phase 2 Project
TO: BOARD OF DIRECTORS
FROM: ENGINEERING/DOMESTIC WATER/GENERAL DISTRICT, CARRIE OLIPHANT
GENERAL MANAGER
RECOMMENDATION:
RECOMMENDATION:
Authorize the General Manager to execute a Reimbursement Agreement (Agreement) with the City of Cathedral City (City) for the Via De Anza Water Main Replacement - Phase 2 Project (Project) located along Via De Anza between Dinah Shore Drive and Olancha Road with an estimated construction cost of $470,000.
It is also recommended that the Board authorize the following expenditures in the amount of $120,000:
Project Management and Engineering - $25,000
CVWD Inspection - $15,000
CVWD Forces (tie-in connections) - $60,000
Contingency (3.5%) - $20,000
The total cost of this request is $590,000.
BUDGET IMPACT:
The total cost of the Via De Anza Water Main Replacement - Phase 2 Project is estimated at $590,000. If the Project (DW2303) and Agreement is approved, CVWD will be responsible to reimburse the City the actual construction cost to replace this portion of pipeline as part of the City‘s street improvement project. The Project is a multi-year construction project that was not originally included in the Domestic Water Fund Fiscal 2022-23 Capital Improvement Budget. A budget amendment in the amount $90,000 from the Well 4529-1 project (DW2110) is being requested to cover the estimated costs that will be incurred this year with the remaining balance to be budgeted and spent next fiscal year. Therefore, there will be no adverse impact to the Domestic Water Fund Fiscal Year 2022-2023 Capital Improvement Budget. –COACHELLA VALLEY WATER DISTRICT AGENDA REPORT SUBMITTAL PROCUREMENT METHOD:
X Other
If other, please explain: The Project will be publicly advertised for bids by Cathedral City as part of the City’s street improvement work in this area. CVWD will have the opportunity to review the City’s bids and confirm the cost for CVWD’s portion of work. Upon satisfactory completion of CVWD's portion of the work, CVWD will reimburse the City for the actual construction cost.
BACKGROUND
The purpose of this project is to replace approximately 650 linear feet of existing, old 4-inch diameter domestic water main with a new 8-inch diameter ductile iron domestic water main and all necessary appurtenances within Via De Anza Street as part of the City’s Phase 2 street improvement project since the proposed street improvements will directly conflict with CVWD’s existing pipeline. The City is also planning to construct additional street improvements as part of a Phase 3 project within the next year or so. Staff will request similar authorization at that time to replace the waterline within this future phase.
To ensure that the City‘s project can move forward and be properly coordinated, it is recommended to include the replacement of the waterline as part of the City’s project. CVWD and the City can execute a Reimbursement Agreement whereby CVWD’s portion of the work would be performed by the City’s contractor and CVWD would reimburse the City the actual cost for the waterline replacement. City staff is supportive of this approach.
The key components of the Reimbursement Agreement are described below.
CVWD shall:
· Be responsible for the engineering design for CVWD’s domestic water pipeline and all associated portions of the project in accordance with CVWD’s design criteria and standards at CVWD’s expense; · Review and approve the design drawings;
· Inspection of the domestic water pipeline work;
· Switch-over the water services to the new water main at CVWD’s expense; · Receive the same benefit as the City in its Contract with the Project Contractor as to insurance, indemnities bonds, warranties, etc., as such applies to CVWD’s portion of the project; · Upon satisfactory completion, reimburse the City for the actual construction cost.
City shall:
· Include CVWD’s domestic water main replacement work in the City’s street improvement bid documents and publicly advertise it for bids;
· Authorize its Contractor to construct CVWD’s domestic water pipeline and all associated portions of the project per the approved plans.
PRIOR BOARD ACTION:
N/A
DISTRICT STRATEGIC PLAN GOAL(S)/OBJECTIVES(S):
Approval of the Reimbursement Agreement with the City of Cathedral City for Construction of the Via De Anza Water Main Replacement - Phase 2 Project aligns with the CVWD core value of Infrastructure Investment and Management.
ENVIRONMENTAL IMPACT:
This is not a project as defined by CEQA; therefore, approval does not require any CEQA action.
LEGAL REVIEW
N/A
ATTACHMENTS
–COACHELLA VALLEY WATER DISTRICT AGENDA REPORT SUBMITTAL Att 1 - Project Map
Att 2 - Financial Summary
Att 3 - Draft Reimbursement Agreement
Att 4 - Budget Amendment
DescriptionTotalOriginal Cost Projected Prior Fiscal Year(s) Previously Spent Current Fiscal YearNextFiscal Year(s)Total Revised CostApproved BudgetBudget Amendment RequestedOperating ExpenseNANANANANANANACapital Improvement ProjectVia De Anza Water Main Replacements-Phase 2 - Project ID DW2303$0 $0 90,000 $500,000 - $590,000 $0 $90,000Sources of Funds:Additional Comment:
FINANCIAL SUMMARYREVISED PROJECTED COSTS
The project will be publicly advertised for bids by the city of Cathedral City. This project was not included in the Fiscal Year 2022-23 Capital Improvement Budget. As a result, a budget amendment will be required to utilize the necessary funds from the Domestic Water Fund Fiscal 2022-2023 Capital Improvement Budget or available reserves based on actual Project costs after November 28, 2022
Charlie McClendon
City Manager
City of Cathedral City
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234-7031
Dear Mr. McClendon:
Subject: Reimbursement Agreement for Via De Anza Road Water Mai n Replacement - Phase 2 The City of Cathedral City (City) intends to construct a project commonly referred to as the "Via De Anza Street Improvements, CIP No. 8834" (Project) north of Dinah Shore Drive and south of Olancha Road in the City. Coachella Valley Water District (CVWD) has certain facilities located in Via De Anza which will be affected by the Project, including 650-feet of 4-inch diameter steel water main, seventeen water services, six water valves, and two sewer manhole covers (CVWD Facilities).
The Project will require existing CVWD Facilities to be abandoned, relocated and new facilities installed (Relocation Work) so the City may reconstruct, or cause to be reconstructed, the existing asphalt street since the proposed street improvements directly impact CVWD's existing facilities. (1) The new CVWD Facilities include:
Approximately 650 feet of new 8-inch diameter ductile iron pipe, five new domestic water services, tie-in of twelve water services to the new water main, and appurtenances between Dinah Shore Drive and Olancha Road on Via De Anza. (2) The abandoned CVWD Facilities include:
Approximately 650 feet of existing 4-inch diameter steel water main, five domestic water services and three water valves.
(3) The lowering and raising of CVWD Facilities include:
Six water valves and two sewer manhole covers.
The City shall construct and install, or cause to be constructed and installed, the Project which shall include the Relocation Work and shall also include the construction and installation of new asphalt, curb, gutter, and sidewalk in the street.
The City shall include in its Project bid package, at its sole cost and expense, the construction/installation of items (1), (2), and (3). CVWD shall be responsible for the plans and design for items (1) and (2). The Relocation Work shall be completed in accordance with CVWD's design criteria and standards, including but not limited to, CVWD's Development Design Manual. The City shall cause the contractor selected by the City to complete the Relocation Work in accordance with CVWD’s approved plans and standards.
Charlie McClendon
City of Cathedral City
November 28, 2022
CVWD shall be solely responsible for the cost of items (1), (2), and (3). CVWD shall be solely responsible for performing assoc iated tie-in connections to the existing water mains and for the cost of performing said work.
CVWD shall have the right to inspect the Relocation Work and en force the Plans and Standards for the Relocation Work, including requiring that all unacceptable material, workmanship and/or installation be repaired, replaced, or corrected by the contrac tor selected by the City. Upon completion of the Project, CVWD shall have the right to complet e a final inspection of the Relocation Work and provide notice to the City either confirmin g that the Relocation Work is complete or setting forth a punch list of items that need to be completed or corrected.
CVWD shall receive the same benefit as the City in its contract with the contractor selected by the City as to insurance, indemniti es, bonds, warranties, etc., as such applies to the Relocation Work.
Upon completion and acceptance of the Relocation Work, CVWD sha ll remit to the City the sum of ______________________________________________________ ($______ _______) in full payment for the construction of the new 8-inch diameter ductile iron water main and appurtenances.
COACHELLA VALLEY WATER DISTRICT,
a public agency of the State of California
By
J. M. Barrett
General Manager
CITY HAS READ THE FOREGOING LETTER AND ACCEPTS THE TERMS SET FORTH THEREIN.
CITY OF CATHEDRAL CITY,
a municipal corporation
By
Name
Its
Charlie McClendon
City of Cathedral City
November 28, 2022
Enclosure/1/as
cc: John A. Corella, P.E. (with enclosure)
City Engineer
City of Cathedral City
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234
DR: al\Eng\DW\2022\Nov\Cathedral City Reimbursement Agmt Via De Anza File: 0437.1, 0001.3, 1150.13, 0426.1521