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Home My WebLink AboutContract 1663 ♦ Established in 1918 as a public agency 1 6 C`°' NNATE , o� Coachella Valley Water District /STRtG Directors: Officers: John P Powell,Jr.,President-Div.3 Jim Barrett,General Manager Peter Nelson,Vice President-Div.4 Julia Fernandez, Board Secretary G. Patrick O'Dowd-Div. 1 Ed Pack-Div. 2 Best Best&Krieger LLP Attorneys cbstuio R. Est Div.ORc November 2, 2015 File: 0437.1 Charlie McClendon 0001.3 City Manager 1150.13 City of Cathedral City 0426.1521.1 68-700 Avenida Lalo Guerrero Cathedral City,CA 92234-7031 Dear Mr. McClendon: • Subject: Reimbursement Agreement for Ortega Road Water Main Replacement The City of Cathedral City(City)intends to construct a project commonly referred to as the"Ortega Road Street Improvements, CIP No. 1017"(Project)east of Via De Anza and west of Date Palm Drive in the City. Coachella Valley Water District(CVWD)has certain facilities located in Ortega Road which will be affected by the Project, including 900-feet of 8-inch diameter steel water main,nine water services, nine water valves, one sewer manhole cover and one sewer clean-out(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(s). (1) The new CVWD Facilities include: • Approximately 1,010 feet of new 8-inch diameter ductile iron pipe, nine domestic water services and appurtenances between Via De Anza and Date Palm Drive on Ortega Road. (2) The abandoned CVWD Facilities include: • Approximately 900 feet of existing 8-inch diameter steel water main,nine domestic water services and two water valves. (3) The lowering and raising of CVWD Facilities include: • Seven water valves, one sewer manhole cover and one sewer clean-out. 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(s). The Project and the Relocation Work are more particularly described in the attachment to this letter. The City shall include in its Project bid package, at its sole cost and expense,the construction/installation of items(1)and(3). The plans and designs for items(1)and(3),which are to be included in the bid package by the City, shall be subject to the prior approval of CVWD which approval shall not be unreasonably withheld or delayed. 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 the approved plans and CVWD standards. P.O. Box 1058 Co,�chc�ll,�, C A 922 36 www.cvwd.org Phone (/60) 398 2651 1,1x (/60) 398 3/11 Charlie McClendon City of Cathedral City 2 November 2,2015 The City shall be solely responsible for the cost to design the relocation/abandonment plans and the specifications for items(1-3). In addition,the City shall be solely responsible for the cost to lower/raise CVWD water valves and manhole covers in item(3). CVWD shall be solely responsible for the cost of item(1). CVWD shall be solely responsible for performing the work in item(2)and for the cost of performing said work. CVWD shall have the right to inspect the Relocation Work and enforce 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 contractor selected by the City. Upon completion of the Project, CVWD shall have the right to complete a final inspection of the Relocation Work and provide notice to the City either confirming 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, indemnities,bonds,warranties,etc., as such applies to the Relocation Work. Upon completion and acceptance of the Relocation Work,CVWD shall remit to the City the sum of two hundred and nine thousand,five hundred and seventy dollars($209,570.00) 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 ``� c t J. M. Ba ett General Manager CITY HAS READ THE FOREGOING LETTER AND ACCEPTS THE TERMS SET FORTH THEREIN. CITY OF CATHEDRAL CITY, a municipal corporation :deskBy Name': Charles McClendon It's: City Manager cc: John A. Corella, P.E. (with attachment) City Engineer City of Cathedral City 68-700 Avenida Lalo Guerrero Cathedral City, CA 92234 AH.ms\Eng\Dom\2015\Oct\Reimburse Agree Cat City Ortega Rd.doc P.O. Box 1058 Coachella, CA 92236 www.cvwd.org Phone (760) 3982651 Fax (760) 398 371 1 WATER osTRIdc COACHELLA VALLEY WATER DISTRICT Board Action Item Board Meeting Date: October 27,2015 TO: Board of Directors SUBJECT: Reimbursement Agreement with Cathedral City for the Ortega Road Water Main Replacement Project Description and Location The project consists of reimbursing the city of Cathedral City(City) for the replacement of approximately 1,010 linear feet of an existing old 8-inch diameter domestic water main with a new 8-inch diameter domestic water main and appurtenances within Ortega Road. The City will be replacing this water main as part of its Ortega Road Street Improvements project since the proposed street improvements directly impact CVWD's existing facilities. The project is located in Ortega Road between Date Palm Drive and Via De Anza in Cathedral City, Riverside County, in a portion of the southeast corner of Section 21, Township 4 south, Range 5 east, San Bernardino Base and Meridian Please see the attached map. Purpose and Benefit of Project The purpose of this Board Action Item is to request authorization for the appropriate officers to execute a Reimbursement Agreement with the City for the installation of approximately 1,010 linear feet of new 8-inch diameter water main and associated appurtenances in Ortega Road.This work is needed in order to accommodate the City's Ortega Road Street Improvements project since CVWD has certain facilities that are affected by this work. To ensure that the City project can move forward on schedule, CVWD and the City have negotiated an agreement whereby CVWD's portion of the work would be performed by the City's contractor and CVWD would reimburse the City. The key components of the Reimbursement Agreement are described below. City shall: • Perform the engineering design for CVWD's portion of the project in accordance with CVWD's design criteria and standards at the City's expense. • Provide CVWD the opportunity to review and approve the design plans. • Include this work in the City's street improvement bid documents. • Authorize its contractor to perform CVWD's portion of the project per the approved plans Page 1 of 3 at a total cost of$209,570. CVWD shall: • Inspect the work and require unacceptable material,workmanship and/or installation be repaired,replaced or corrected by the contractor. • Abandon the existing water main and switch-over the water services 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 in the amount of$209,570 for the construction cost. Procurement and Expenditures The project was publicly advertised for bids by the City. On September 29, 2015, the City received four bids. The City selected Granite Construction as the lowest responsive bidder and as the contractor to perform CVWD's portion of the work at a total cost of$209,570. Staff has reviewed the City's bids and has confirmed the cost for CVWD's portion of the work. This Board action item also includes the following expenditures: • Construction Management and Inspection(CVWD staff) -$20,430 • Services by CVWD Operations- $50,000 • Soils Testing—RMA Geoscience (CVWD on-call) -$3,000 • Contingency- $28,000 The cumulative cost of this request is $311,000. Environmental Impact ® Yes, see below. A Statutory Exemption was prepared for this project per CEQA guidelines.A Notice of Exemption was filed with Riverside County. Legal Review ® N/A Fiscal Impact The project is not included in the Fiscal Year 2015-16 Capital Improvement Budget.As a result, a budget amendment will be required to utilize$182,000 from the Corregidor Drive Water Main Replacement, Project ID DW1516, and$129,000 from the Sky Mountain Zone Well 4520 Redrill, Project ID WD1404. Therefore,there will be no adverse impact on the overall FY 2015-2016 Domestic Water Capital Improvement Budget. Page 2 of 3 f Prior Authorizations ® N/A Staff Recommendation It is recommended that the Board of Directors authorize the appropriate officers to execute the Reimbursement Agreement with the City for the Ortega Road Water Main Replacement project for reimbursement of the construction cost in the amount of$209,570. It is also recommended that the Board authorize the following expenditures: • Construction Management and Inspection (CVWD staff) - $20,430 • Services by CVWD Operations- $50,000 • Soils testing—RMA Geoscience (CVWD on-call) -$3,000 • Contingency—$28,000 The total recommended Board authorization is $311,000. These subcategories of expenditure are provided as justification for the entire appropriation. Prepared by: Amer M. Hassouneh Domestic Water Engineer Submitted by: Mark L. Johnson Director of Engineering Ilk . ; Approved by: J.M. Barrett General Manager Attachment/as FILE: 0001.3, 0426.1521.1 and 1066. 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