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CC 2016-03-08_09f Reimbursement Agreement_Waterline Installation MEMORANDUM TO: CITY COUNCIL FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR BY: MATTHEW DOWNING. ASSOCIATE PLANNER SUBJECT: CONSIDERATION OF A REIMBURSEMENT AGREEMENT FOR WATERLINE INSTALLATION; LOCATION – 251 EAST GRAND AVENUE DATE: MARCH 8, 2016 RECOMMENDATION: It is recommended the City Council: 1. Approve a Reimbursement Agreement with PFG Arroyo Grande, Inc. for the installation of a waterline and authorize the Mayor to execute the Agreement; and 2. Appropriate $45,000 from the Water Fund unallocated fund balance. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Approval of the Reimbursement Agreement will result in an unplanned expenditure of $45,000 from the Water Fund. As of the Mid-Year Budget Report, the Water Fund has an estimated ending fund balance of approximately $2.3 million. BACKGROUND: On August 6, 2014, the Planning Commission approved Conditional Use Permit 14-007, authorizing the façade modification and building expansion of the Chevron station at 251 East Grand Avenue. Following the Planning Commission’s approval, the applicant submitted building plans indicating the entire structure would be demolished as part of the remodel. While the resulting building is in substantial conformance with the Planning Commission’s approval, this demolition was not part of the project’s original scope of work and therefore necessitates the installation of fire sprinklers to the new structure. In order to provide fire flow to the new structure, a four inch (4”) diameter waterline is required to be bored from West Branch Street, under East Grand Avenue, to the project boundary. Efforts have been made with the Chevron franchisee to install a twelve inch (12”) diameter waterline in place of the four inch (4”) line in order to make this eligible as a public facility (see Exhibit “A” of the Agreement). ANALYSIS OF ISSUES: The proposed Agreement reimburses the applicant for the cost difference of installing a twelve inch (12") diameter water main from a four inch (4") diameter waterline. The Item 9.f. - Page 1 CITY COUNCIL CONSIDERATION OF A REIMBURSEMENT AGREEMENT FOR WATERLINE INSTALLATION MARCH 8, 2016 PAGE 2 City’s current water main runs at an angle from West Branch Street underneath the parking lot at 200 West Branch Street, and connects to the water system at Traffic Way. This existing water main is over fifty (50) years old. The installation of a waterline to serve the Chevron site provides a unique opportunity to install a new water main, providing a new public facility in existing right-of-way (ROW) and putting the City in a position to remove an aging water main from the middle of private property in the future. In general, placing City infrastructure in the ROW is far preferred over having this infrastructure running under private property. A second benefit of the upsizing results from the new water main being available for connection by the undeveloped, freeway-fronting commercial parcel located behind the Chevron station. Fees paid at the time of the undeveloped property's connection to the new water main will help reimburse the City for the proposed expenditure; however, it is unknown when these fees would be paid. Additionally, future development will not have the need to install a parallel line across East Grand Avenue. If the City were to install a twelve inch (12") water main separately, it would cost approximately $90,000, not including design fees. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: • Approve the Reimbursement Agreement and authorize the Mayor to execute the Agreement; • Do not approve the Reimbursement Agreement and instead instruct staff to work with the applicant to provide a water line appropriately sized only for the project’s needs; or • Provide direction to staff. ADVANTAGES: The proposed Reimbursement Agreement provides financial reimbursement for the applicant to install an appropriately sized City water infrastructure, aids the City in preparing for future infrastructure modifications, and will aid in the future development of an undeveloped commercial property. These benefits will be achieved at significant savings compared to the City installing the infrastructure in the future. DISADVANTAGES: The reimbursement will have an unanticipated financial impact to the Water Fund. ENVIRONMENTAL REVIEW: Staff has reviewed the project in accordance with the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the Arroyo Grande Procedures for the Implementation of CEQA and concluded that the project is Categorically Exempt per Section 15304 (f) regarding minor trenching and backfilling where the surface is restored. Item 9.f. - Page 2 CITY COUNCIL CONSIDERATION OF A REIMBURSEMENT AGREEMENT FOR WATERLINE INSTALLATION MARCH 8, 2016 PAGE 3 PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall on Thursday, March 3, 2016. The Agenda and staff report were posted on the City’s website on Friday, March 4, 2016. Item 9.f. - Page 3 REIMBURSEMENT AGREEMENT This Reimbursement Agreement is made this _____ day of _______________, 2016, by and between the City of Arroyo Grande, California, a California municipal corporation (the “City”), and PFG Arroyo Grande, Inc. (“PFG”). RECITALS A. PFG operates a Chevron Station located at 251 East Grand Avenue in the City of Arroyo Grande. B. PFG has proposed a building replacement project for the Chevron Station. As part of this project PFG is required to install a 4” diameter fire service water pipeline to be located in the public right-of-way in West Branch Street and into the public right-of- way in East Grand Avenue. This 4” diameter water pipeline will be located in the same location as an identified future City 12” diameter water main pipeline. The location of the 4” diameter line and identified future City 12” diameter water main pipeline are more specifically described in Exhibit “A” attached hereto and incorporated herein. C. City has determined that increasing the size of the 4” diameter line to function as a 12” diameter water main pipeline would provide public benefits separate and apart from the benefit to PFG’s Chevron building replacement project. D. PFG is willing to pay for the costs of designing, constructing and installing a 12” diameter water main pipeline (hereinafter referred to as “the Work”), subject to being reimbursed from the City for the additional cost of installing a 12” diameter water main pipeline instead of a 4” diameter fire service water pipeline, as described below herein. NOW, THEREFORE, it is hereby agreed by and between the parties as follows: 1. Design and Construction of lmprovements. PFG shall be solely responsible for designing, constructing, installing and providing for the inspection of the 12” diameter water main pipeline. City shall review and approve the plans and specifications for the work prior to construction. Installation of the 12” diameter water main pipeline shall be to the satisfaction of City in its sole and reasonably exercised discretion. 2. Reimbursement for Installing 12” Diameter Water Main Pipeline instead of 4” Diameter Fire Service Water Pipeline. Provided PFG is not in default hereunder, PFG shall receive reimbursement in the amount of $45,000 for the additional cost of installing a 12” diameter water main pipeline instead of a 4” diameter fire service water pipeline associated with the pipeline design, construction and installation. Item 9.f. - Page 4 Reimbursement will be provided to PFG upon completion of the Work. 3. Inspection. The City shall have the right at all times to inspect the construction of the Work to assure compliance with plans and specifications. 4. Indemnification. PFG agrees to indemnify, defend and hold harmless, and further agrees that any of its contractors and/or agents that provide work or services in connection with PFG’s obligations under this Agreement agree to indemnify, defend and hold harmless, the City, the City Council and each member thereof, and every officer, commissioner, agent and employee of the City, grantees and assigns from and against all claims, actions, liabilities, damages, costs, expenses and judgments, including attorney’s fees, which relate to, arise from, or are in way connected with PFG’s obligations under this Agreement, on account of any injury to persons or damage to property, excluding therefrom such injury or damage caused by the proven sole negligent acts of City. This provision shall survive the expiration or termination of this Agreement. 5. Insurance. PFG shall require all persons performing services on the Work, including its contractors and subcontractors, to obtain and maintain insurance of the types and in the amounts described below in a form and with carriers satisfactory to City. a. Commercial General Liability Insurance. Occurrence version commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 (or as otherwise approved, in writing, by the City) for each occurrence shall be maintained. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or be no less than two (2) times the occurrence limit. Such insurance shall: i. Name City, its officials, officers, employees and agents as insured by endorsement with respect to performance of this Agreement. The coverage shall contain no special limitations on the scope of its protection afforded to the above-listed insured. ii. Be primary with respect to any insurance or selfinsurance programs covering City, its officials, officers, employees and agents. iii. Contain standard separation of insured provisions. b. Business Automobile Liability Insurance. Business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident shall be maintained. Such insurance shall include coverage for owned, hired and non-owned automobiles and shall contain the provisions set forth in subsections (a) (i) - (iii) set forth directly above. c. Workers Compensation Insurance. Workers compensation insurance with Item 9.f. - Page 5 statutory limits and employer’s liability insurance with limits of not less than $1,000,000.00 for each accident shall be maintained. d. Other Insurance Requirements. PFG shall: i. Prior to taking any actions under this Agreement, furnish City with properly executed certificates of insurance which shall clearly evidence all insurance required in this section arid provide that such insurance shall not be canceled, allowed to expire or be materially reduced in coverage except on thirty (30) days prior written notice to City. ii. Provide to City certified copies of endorsements and policies if requested by City, and properly executed certificates of insurance evidencing the insurance required herein. iii. Replace or require the replacement of certificates, policies and endorsements for any insurance required herein expiring prior to completion and acceptance of the Improvements. iv. Maintain all insurance required herein from the time of execution of this Agreement until the acceptance of the Improvements. v. Place all insurance required herein with insurers licensed to do business in California 6. Commencement of Construction and Inspection. PFG and its contractor or subcontractors shall not commence construction of the Work until they have received written authorization from City to proceed. All work performed on the 12” diameter water main pipeline shall be done in strict compliance with City approved plans, specifications and the contract documents and in a good and workmanlike manner. All work performed by PFG, its contractor or agents to construct the Work shall be subject to inspection by City. All fees and costs to construct the Work shall be borne solely by PFG, subject to reimbursement for the additional cost of installing a 12” diameter water main pipeline instead of a 4” diameter fire service water pipeline as provided herein. Inspection by City or its employees or agents shall not relieve PFG of liability for design defects or improper or inadequate workmanship. 7. Compliance with Applicable Laws. PFG shall insure that all work performed on the Work is performed in a manner which complies with all applicable federal, state, county and local government laws, regulations and rules, including all rules and regulations of City, as these rules and regulations may be modified or changed from time to time. PFG’s attention is directed to and PFG shall comply with Sections 1720 to 1780, inclusive of the California Labor Code. All craftsman, mechanics, and laborers employed or working upon the site of the Work will be paid unconditionally and without subsequent deductions or rebate on any account the full amounts due at the time of payment at wage rates not less than those contained in the wage determination which is Item 9.f. - Page 6 referenced herein and made a part hereof, regardless of any contractual relationship which may be alleged to exist between PFG, its Contractor and subcontractors and such laborers and mechanics. In accordance with Section 1770 of the Labor Code, the City has ascertained that the local prevailing wage rates shall be as determined by the California Department of Industrial Relations. Said rates are accessible on the Internet under the heading "General Prevailing Wage Determination made by the Director of Industrial Relations pursuant to California Labor Code Part 7, Chapter 1, Article 2, Section 1770, 1773 and 1773.1". The Internet address is http://www.dir.ca.gov/. The wage determination shall be posted by PFG’s Contractor before start of work, throughout the work, and at the site of work in a prominent place where it can easily be seen by the workers. PFG, its Contractor, and subcontractors shall comply with Section 1775 of the California Labor Code concerning the payment of prevailing rate of per diem wages. In accordance with this section, should PFG’s Contractor or its subcontractor fail to pay prevailing rates, the Labor Commissioner may assess monetary forfeitures. PFG will be responsible for payment of any penalties. 8. Contractor Licenses. All work performed on the 12” diameter water main shall be done only by contractors licensed in the State of California and qualified to perform the type of work required and comply with the City’s Business License Ordinance. 9. Guarantee. PFG shall guarantee all work and materials for the Work to be free from all defects due to faulty materials or workmanship for a period of one (1) year after the date of final inspection of the work by City. This section shall not, in any way, limit the liability of PFG or any other party for any design or construction defects in the work. 10. No Employment Relationship. PFG, its agents, servants, and employees are not agents or employees of City, but are independent contractors, solely responsible for their own acts and omissions, and this Agreement shall not be construed as an employment agreement between City and PFG or between City and any contractor doing work for PFG. 11. Notice. Any notices required or desired to be sent pursuant to this Agreement shall be addressed as follows: CITY: PFG: City Manager Keith Slocum City of Arroyo Grande PO Box 633 300 East Branch Street Avila Beach, CA 93424 Arroyo Grande, CA 93421 Item 9.f. - Page 7 12. Binding Effect. This Agreement shall, at all times, be binding upon the City and PFG and their agents, successors and assigns. 13. Governing Law and Venue. This Agreement shall be construed and enforced in accordance with, and governed by, the laws of the State of California. The Parties hereto agree that all actions or proceedings in connection with this Agreement shall be tried and litigated in the Superior Court located in the County of San Luis Obispo, State of California. 14. Attorneys' Fees. In the event of legal action to enforce the terms and conditions of this Agreement, the prevailing party shall be entitled to recover its costs, including reasonable attorney fees and costs. 15. Amendments. Amendments to this Agreement shall be in writing and shall be made only with the mutual prior written approval of the parties to this Agreement. 16. Entire Agreement. This Agreement constitutes the entire agreement and understanding of the Parties hereto and contains all representations between the Parties with respect to the subject matter hereof. Each Party has had the opportunity to consult independent counsel of its own choosing. No Party in executing this Agreement has relied upon any inducements, promises or representations made by any other Party or any representative of any other Party except as set forth in this Agreement. This Agreement can only be modified by a writing signed by all Parties to this Agreement. 17. Severability. If any term or provision of this Agreement is determined to be illegal, unenforceable, or invalid in whole or in part for any reason, such illegal, unenforceable, or invalid provision or part thereof shall be stricken from this Agreement, and such provision shall not affect the legality, enforceability, or validity of the remainder of the Agreement. If any provision or part thereof of this Agreement is stricken in accordance with the provisions of this section, then such stricken provision shall be replaced, to the extent possible, with a legal, enforceable, and valid provision that is as similar in tenor to the stricken provision as is legally possible. 18. Counterparts. This Agreement may be executed in any number of counterparts each of which shall be deemed an original, and all of which shall constitute one and the same agreement. 19. Waiver. No waiver by a Party of any provision of this Agreement shall be considered a waiver of any other provision or any subsequent breach of the same of any other provision. Item 9.f. - Page 8 20. Assignment. This Agreement shall not be assigned without the written consent of the parties hereto, and any assignment without such written consent shall be void and ineffective. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. CITY OF ARROYO GRANDE (‘CITY”) PFG ________________________________ By: Jim Hill, Mayor Title: ___________________________ ATTEST: ____________________ ________________________________ By: Kelly Wetmore, City Clerk Title: ___________________________ Approved as to form: _______________________________ Heather Whitham, City Attorney Item 9.f. - Page 9 EXHIBIT "A"Item 9.f. - Page 10