Public Works Agency
www.santa-ana.org/pw
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 5, 2025
TOPIC: Master Reimbursement Agreement with Orange County Sanitation District
AGENDA TITLE
Master Reimbursement Agreement with Orange County Sanitation District (Non-General Fund)
RECOMMENDED ACTION
Approve a Master Reimbursement Agreement with Orange County Sanitation District and authorize the City Manager to enter into subsequent Project Specific Supplemental Agreements as needed for the adjustment of OC Sanitation’s manhole frame and covers as part of City’s Capital Improvement Projects (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency Engineering Services Division (PWA) is responsible for the administration and oversight of all Capital Improvement Projects in the City. Projects involving pavement rehabilitation require adjusting water valve and manhole covers to be flush with the new pavement. While most projects only involve City-owned water valve and manhole covers, some projects require coordinating with outside public jurisdictions such as our neighboring cities and/or public utilities such as the Orange County Sanitation District (OC San) for the adjustment of these facilities.
Street rehabilitation projects routinely involve the adjustment of OC San’s manhole frames and covers. The current protocol requires staff to enter into project specific agreements with OC San to be reimbursed for these improvements. A typical project may include several of these facilities at an estimated cost of $2,000 each. This requires additional staff time to prepare the agreements and staff reports as well as additional Council and OC San Board actions for each project for relatively low-cost reimbursements.
Approval of this Master Reimbursement Agreement will streamline the process and allow the City and OC San to timely address manhole adjustments in future projects.
The Master Reimbursement Agreement will be for a 10-year term and establish the general terms for OC San to consistently reimburse the City for the manhole adjustment
Master Reimbursement Agreement with Orange County Sanitation District August 5, 2025
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costs which includes a 15% administrative payment. Reimbursement will be provided through a simplified project-specific Supplemental Agreement executed by the City Manager.
Staff recommends that the City Council approve the Master Reimbursement Agreement (Exhibit 1) and authorize the City Manager to enter into subsequent Project Specific Supplemental Agreements as needed for reimbursement of OC San manhole adjustments costs.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action at this time. The City will initially perform the OC San work on their behalf and invoice OC San upon completion. The reimbursement will be deposited back to the project.
EXHIBIT
1. Master Reimbursement Agreement
Submitted By: Rudy Rosas, Acting Executive Director of Public Works Approved By: Alvaro Nuñez, City Manager