TO:
VIA:
FROM:
DATE:
Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DECEMBER 6, 2022
SUBJECT: REIMBURSEMENT AGREEMENT WITH THE YORBA LINDA WATER DISTRICT
TO ADJUST WATER AND SEWER FACILITIES AS PART OF CITY STREET
RESURFACING PROJECTS
FISCAL
IMPACT: NONE
SUMMARY:
The City of Placentia annually undertakes street resurfacing projects which sometimes involve adjustment or relocation of Yorba Linda Water District (YLWD) water and sewer facilities located on the street surface. YLWD has determined that it is more efficient and cost effective for the City, rather than YLWD, to carry out the adjustment of their facilities as part of these street resurfacing projects, including but not limited to water valves, sewer manhole covers and water vaults. The recommended actions are to approve a reimbursement agreement with YLWD to reimburse the City for its costs incurred adjusting YLWD facilities located in City streets as part of street resurfacing projects. The reimbursement cost is controlled by quantities and unit bid pricing provided by the paving contractor for adjusting YLWD infrastructure which is pre -approved by the YLWD. The term of the proposed reimbursement agreement is for three years which can be amended in the future to extend the term.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the Reimbursement Agreement with the Yorba Linda Water District for a period of three (3) years; and
2. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT
There is no specific Strategic Planning Goal of Objective associated with this agenda item.
1.1. Dec 6, 2022
City Council Agenda
December 6, 2022
DISCUSSION:
The City of Placentia periodically undertakes street resurfacing projects which involve the adjustment or relocation of utility infrastructure located on the pavement surface. All local utility companies in Placentia have opted to adjust their infrastructure at their expense under an encroachment permit to the City. However, the Yorba Linda Water District (YLWD) has determined it is more efficient and cost effective for the City, rather than YLWD to carry out the adjustment of their facilities as part of City Street resurfacing projects, including but not limited to adjusting water valves, sewer manhole covers and water vaults. The recommended actions will approve the proposed reimbursement agreement with YLWD so that the City can be reimbursed for costs incurred adjusting the YLWD's facilities to grade as part of City Street resurfacing projects. The cost for this work is controlled by quantities and unit bid pricing provided by the contractor in its bid for the City street resurfacing project. The term of the proposed agreement shall be for three (3) years which can be amended in the future to extend the term.
Prior to awarding a construction contract, the City will provide YLWD with a copy of the low bidder's bid amount to adjust YLWD facilities on City paving projects to allow the YLWD the opportunity to either direct the City's contractor to complete this work or to opt to have the YLWD's contractor adjust their facilities under an encroachment permit to the City. Upon completion of the work the City will invoice YLWD for reimbursement pursuant to the terms of the proposed reimbursement agreement.
FISCAL IMPACT:
There is no immediate fiscal impact associated with the recommended actions. Reimbursement amounts will vary by project.
Prepared by: Reviewe
Masoud Se•ahi,
City Engin:-r
Reviewed and approv dry
Damien R. Arrula
City Administrator
Luis Estevez
Deputy City Administrator
Attachment:
Reimbursement Agreement with Yorba Linda Water District