AGENDA
STAFF REPORT
STEVE ROBBINS
ADMINISTRATION BUILDING
75515 Hovley Lane East
Palm Desert, CA 92211
CVWD’s COACHELLA CAMPUS
51501 Tyler Street
Coachella, CA 92236
www.cvwd.org
Agenda Number: B Section Name: ACTION CALENDAR
File ID: 0426.1521, 0426 Project ID: DW2401
MEETING DATE: January 9, 2024
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 3 Project in the amount of $450,000, and approve additional expenditures for a total request of $588,000
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 3 Project (Project) located along Via De Anza between Olancha Road and Ortega Road and Arrowhead Road from Via De Anza to the east end of the Cul- de-Sac of Arrowhead Road with an estimated construction cost of $450,000.
It is also recommended that the Board authorize the following expenditures in the amount of $138,000:
· Project Management and Engineering - $25,000
· CVWD Inspection - $25,000
· CVWD Forces (tie-in connections and switch over) - $60,000 · Contingency (5%) - $28,000
The total cost of this request is $ 588,000.
BUDGET IMPACT:
The total cost of the Via De Anza Water Main Replacement - Phase 3 Project is estimated at $588,000. If the Project (DW2401) 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 is included in the Domestic Water Fund Fiscal Year (FY) 2023-24 Capital Improvement Budget for Phase 2 (DW2303) in the amount of $520,000 and included in FY 2024-25 for Phase 3 (DW2401) in the amount of $600,000. Since the City is ready to bid the Project, funds for FY 2023-24 would be COACHELLA VALLEY WATER DISTRICT –AGENDA REPORT SUBMITTAL 2 3
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used in lieu of FY 2024-25.
CVWD completed construction of the Via De Anza Water Main Replacement - Phase 2 Project with a remaining budget of $238,000 in FY 2023-24. A budget amendment in the amount $238,000 from the Via De Anza Water Main Replacement-Phase 2 project (DW2303) and $350,000 from Well No. 4529-1 Pumping Plant project (DW2305) is being requested to cover the estimated costs that will be incurred this FY. Therefore, there will be no adverse impact to the Domestic Water Fund Fiscal Year 2023-2024 Capital Improvement Budget.
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 870 linear feet of existing, old 6-inch diameter domestic water main with a new 8-inch diameter ductile iron domestic water main and all necessary appurtenances within Via De Anza and Arrowhead Road as part of the City’s Phase 3 street improvement project since the proposed street improvements will directly conflict with CVWD’s existing pipeline.
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 have executed a Reimbursement Agreement for Phase 2 and would like to do the same for Phase 3, 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. The 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;
· Perform inspection of the domestic water pipeline work at CVWD’s expense; · Perform tie-in connections and 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, CVWD shall 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;
. Agree to enter into an Amendment to this Reimbursement Agreement for any changes in the scope of work or additional work and The City’s selected contractor shall not proceed with the additional work until an Amendment has been executed by the City and CVWD.
PRIOR BOARD ACTION:
On December 13, 2022, the Board authorized 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.
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 COACHELLA VALLEY WATER DISTRICT –AGENDA REPORT SUBMITTAL 2 3
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Water Main Replacement - Phase 3 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.
PUBLIC NOTICE REQUIRED
N/A
LEGAL REVIEW
N/A
ATTACHMENTS
Att 1 – Project Map
Att 2 – Draft Reimbursement Agreement
Att 3 – Budget Amendment