HomeMy WebLinkAbout2000 NS Contract - Manager - Contract with OWASA to Extend Main Water Lines to Historic Rogers Road Neighborhood ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 17, 2000
Action Agenda
Item No.
SUBJECT: Contract with OWASA to Extend Main Water Lines to Historic Rogers Road
Neighborhood
DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
4/4/2000 County Engineer Memo Rod Visser or Paul Thames, ext 2300
Letter and Draft Agreement with OWASA
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving a contract with the Orange Water and Sewer Authority
(OWASA)for constructing extensions to existing OWASA water lines to serve designated
properties of the historic Rogers Road neighborhood.
BACKGROUND: Governing boards from all member governments of the Landfill Owners'
Group (LOG) approved a series of benefits to be provided to neighborhoods in the vicinity of the
existing landfill on Eubanks Road. In early 1999, a sub-committee of the LOG met and issued
recommendations regarding the extension of water lines to serve various properties in and
around the historic Rogers Road neighborhood.
In accordance with the interlocal agreement governing the organization and structure of solid
waste management in Orange County, it has become the responsibility of the County to
implement the remaining landfill community benefit commitments. At its meeting on November
3, 1999, the BOCC adopted a resolution directing staff to begin working with OWASA to begin
the process to design and construct the water lines that will serve the Rogers Road
neighborhood. County and OWASA staff have conferred a number of times since then.
OWASA has developed a proposal under which OWASA would contract for and manage this
construction project. The attached draft contract between Orange County and OWASA
provides the mechanism for constructing the water line extension project along with the
necessary project administrative and engineering/design services as well.
Details must still be worked out as to who qualifies for public financing of availability fees
charged by OWASA, and how the miscellaneous on-site plumbing costs that will ultimately be
incurred at each individual dwelling unit will be paid. Likewise, how those costs will be funded
has yet to be determined. However, it has been the Board's stated intention to use reserves
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from the landfill enterprise fund to pay the costs of extending the water lines into the Rogers
Road neighborhood as depicted on the attached map.
FINANCIAL IMPACT: The projected cost of constructing the water line extension project with
administrative and engineering costs is $550,000. This cost is expected to be borne by the
landfill enterprise fund. Other costs such as availability fees, miscellaneous plumbing costs,
etc., will be determined at a later date. Likewise, the source or sources of funding for these
costs will be determined at a later date.
RECOMMENDATION(S): The Manager recommends that the Board approve the contract
between OWASA and the County in substantially the form of the attached draft and authorize
the Chair to sign it, subject to final review by staff and the County Attorney.
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MEMORANDUM
TO: County Commissioners
John Link, County Manager
Geof Gledhill, County Attorney
COPIES: Rod Visser, Assistant County Manager
FROM: Paul Thames,PE,County Engine
DATE: April 4, 2000
SUBJECT: Rogers Road community waterline project
As per the direction of the BOCC, County staff have met with OWASA staff to develop a plan to
undertake the project to extend waterlines to the historical Rogers Road community on the northern
boundary of Chapel Hill and Carrboro. Attached is correspondence from Irntiaz Ahmad, PE,Director of
Engineering for OWASA, outlining OWASA's proposal for its role in the Rogers Road waterline
project. This correspondence includes: 1) a draft interlocal agreement between the County and
OWASA, outlining the role and financial responsibilities for both the County and OWASA in designing
and constructing the project; 2) a projected timeline for the project from start to finish; 3)projected or
preliminary design,construction and administrative costs for the project; and 4)a project site map. I
have evaluated this material and discussed some potential and minor revisions to the project map and
costs with Mr. Ahmad. These revisions are not significant, and of course, will be finalized during the
project design phase.
From an engineering perspective,the proposal from OWASA appears to be reasonable and to fit the
County's needs and the BOCC's expressed desires fairly closely. The proposal does not provide for a
sharing of project costs with potential project beneficiaries living outside the target neighborhood as
might be accomplished through an assessment process. However, any cost savings to the County
through such an assessment process would not likely be significant. Furthermore,the public hearing and
other requirements associated with an assessment process could easily add six months or more to the
project completion time line.
Mr. Ahmad has expressed OWASA's willingness and readiness to initiate the formal Request for
Proposal (RFP)process to secure a engineering design consultant for the project at any time, even prior
to execution of an interlocal agreement. However, as the overall process by which the County will take
responsibility for the landfill and landfill related activities has been delayed, I have advised that
OWASA not move forward with the RFP. My assumption is that the BOCC will address an interlocal
agreement with OWASA once the Board is confident that the outstanding issues related to the landfill
takeover are resolved. I would not advocate that the County ask OWASA to begin soliciting engineering
proposals too far in advance of formal BOCC approval of the landfill takeover agreements. However, at
the direction of BOCC, the RFP process can be initiated immediately.
If I may provide additional information at this time, please advise.
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February 25,2000
OWASA ORANGE WATER & SEWER AUTHORITY
Quality Service Since 1977
February 25, 2000
Mr. Paul Thames,P.E.
County Engineer
Orange County
Post Office Box 8181
Hillsborough,NC 27278
RE: WATER MAIN EXTENSION PROJECT IN THE ROGERS ROAD AREA
Dear Mr. Thames:
This is in continuation of our February 9,2000 meeting in regards to the above
referenced project. Based on our understanding of the project we are providing you, for
your review and comments,a draft copy of an Interlocal Agreement between OWASA
and the Orange County.
Exhibit A of the draft agreement represents the area included for extension of public
water mains as a part of this project. The agreement has been compiled with the
understanding that OWASA's staff will manage this project during the design and
construction phases. Once the project is complete, OWASA will assume ownership of the
public water main for operation and maintenance. The draft agreement also reflects our
understanding that the County agrees to reimburse OWASA for all expenses related to
this project, including design,construction and all reasonable administrative overhead
costs associated with OWASA's staff for overseeing and managing this project.
The total length of the project is approximately 7,000 LF. We envision that it will take
twelve(12) months to complete the project. Please refer to Attachment"A". We also
estimate that the total project cost will be $550,000,as detailed in the Attachment"B".
I am looking forward to working with you and Orange county on this important project.
Please call me if you need more information.
Sincerely,
M. Imtiaz Ahmad,P.E.
Director of Engineering and Planning
Attachments
c: Ed Kerwin
Tom Condit
400 Jones Ferry Road Equal Opportunity Employer Voicc(919)968-4421
PO Box 366 Printed on Recycled Paper FAX(919)968-4464
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February 25,2000
ATTACHMENT A
PROPOSED WATER MAIN EXTENSION PROJECT IN THE ROGERS ROAD AREA
• Start Project/Develop Agreement with County Two Weeks
♦ Secure Engineer One Month
♦ Design Completion,Permit Approval and Easements Five Months
Advertise for Bids and Award of Contract Two Months
♦ Construction Phase Three Months
♦ Project Closeout One Month
Total Time Twelve Months
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February 25,2000
ATTACHMENT B
COST ESTIMATES FOR
PROPOSED WATER MAIN EXTENSION PROJECT FOR
ROGERS ROAD AREA
COSTS '
1. Line 1, 12"WM Along Rogers Road,From Allen $226,000
To Chapel Hill Urban Transition Boundary(3,560 LF)
2. Line 6 8"WM Along Ruuch Road(850 LF) 40,000
3. Line 7 8"WM along Purefoy Road(1,120 LF) 48,000
4. Line 8 8"WM Along Sandburg Lane(890 LF) 43,000
5. Line 9 9"WM In Rauch Road/Purefoy Road 137,000
Area North and East of Rogers Road(2,920 LF)
6. Line 10 8" WM In Allen Street and Properties South(1,180 LF) 40,000
7. Estimated Cost of Design,Easement and Construction 534,000
8. Estimated Cost of OWASA's Administrative Overhead(3%) 16,000
TOTAL ESTIMATED COST OF THE PROJECT 5550,000
' All costs am based on report titled,"Cost Estimates for Extending the Water and Sewer Systems to Serve
the Area Near the Orange County Sanitary Landfill",dated October, 1997.Cost are inflated by 5%per year
to reflect Year 2000 dollars,
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NORTH CAROLINA
ORANGE COUNTY
INTERLOCAL AGREEMENT
RELATING TO CONSTRUCTION OF A WATER MAIN EXTENSION PROJECT IN
THE ROGERS ROAD AREA
This Interlocal Agreement for the construction of a water main project in the
Rogers Road Area is dated as of , 2000,and is by and between Orange
Water and Sewer Authority(hereinafter OWASA), an authority organized under Chapter
162A,North Carolina General Statutes, and the County of O ge(hereinafter County),
organized-under Chapter ,North Carolina Gera S es,
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WHEREAS,the County desires at i exp" cons tru t and install an
extension of water main along Rog o ` r ersection with Allen Street,to the
Chapel Hill Urban Services bo �azea immediately east of Rogers Road, as
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detailed in the attach pin A(hereinafter-the Project); and,
WHEREAS,the desires OWASA to design and construct this.water main
project for the Rogers Road Area;
WHEREAS,OWASA deserves to assist the County with the successful
completion of this Project;
NOW,THEREFORE,the parties agree as follows:
1, Purpose. The purpose of this Agreement is to establish the financial and other
responsibilities of the parties for the water main extension project for the Rogers Road
Area,as represented in the map included in Exhibit A(the Project).
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2. Design phase.
a. A design consultant shall be selected by and under contract with
OWASA to develop plans for the Project.The design shall be based on specifications and
requirements provided by OWASA. Both parties shall approve the scope of work for the
design consultant.
b. The costs of the design work shall initially be paid for by OWASA.
The County shall periodically reimburse OWASA for all costs associated with the design
of the Project.
c. In order to ensure proper and effective project management, the design
consultant and any sub-consultants shall report to OW _ ff who shall work closely
with County staff to ensure the County's require the 'ect are met. In the
event of any apparent conflicts between th , d OWASA's requirements,the
parties shall work together to F bl' ompromise and accommodations for the
Project.
d. In clo 0. .", tion with OWASA and consistent with the need for
effective project management as outlined in Section 2c above,the County Staff will have
full access to the design consultant and all relevant sub-consultants for any aspect of the
Project OWASA'will authorize the design consultant and subcontractors to meet with
County representatives or provide any information needed by the County on any aspect
of the Project.
3. Construction phase.
a. The bidding procedure for the construction contract shall be
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administered by OWASA. County staff will participate in review of bid dociiinents and
submitted bids.
b. The contract will be awarded and entered into by OWASA, taking into
consideration the recommendations and requests of the County.
c. As identified in the construction contract documents, all expenses
associated with the water main extension project shall be the final responsibility of the
County. The County shall periodically reimburse OWASA for all construction-related
expenses.
d. In order to ensure proper and effective project management with the
construction contractor, OWASA staff will administer tract. OWASA will keep
the County fully advised with respect to the cons ti iwork regular reviews by
County staff, so that any potential problem i 'fied and resolved.
4. Post construction o 0 the parties.
a. U om etion of the Project OWASA shall retain title
of the public water sponsible for,operations and maintenance of these
facilities.
5. Duration of the agreement.
a. - The design and construction responsibilities and obligations of the
parties shall continue until the Project has been completed unless terminated as specified
in Section 5b of this agreement.
b. The County may terminate this agreement without cause prior to
award of contract for construction. If the agreement is terminated,the County agrees to
pay OWASA for all cost and expenses incurred prior to termination.There shall be no
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termination of this agreement once the Project has been awarded to the contractor for
construction.
6. The County shall allocate sufficient funds to pay for all the expenses actually
incurred within the scope of this agreement.
7. Both parties agree that it may be necessary to change the scope of work for the
design consultant and/or the construction contractor. Change orders required for the
Project will be approved by OWASA.However, OWASA shall keep the County fully
advised with respect to all change orders necessary for completion of the Project.
8. Payment of the design consultant and the construction contractor will be
administered and made by OWASA.The County will ked monthly and will
reimburse OWASA in full within 30 days for all s rely to this project as
provided in Sections 2b and 3c.In additio, i. d construction expenses
reimbursement,the County s 0 ASA all reasonable administrative
overhead cost associat, in ve g and managing the Project. OWASA
shall itemize all such e the monthly invoices billed to the County.
9. Each party will designate a single point of contact for the day-to-day
administration for all aspects of this agreement for the express purpose of efficient
project management It will be the responsibility of this contact person to disseminate
infonnation to their respective organizations.
10. Both parties recognize the importance of timely reviews and approvals. Each
party will use their best efforts to provide and complete responses to issues dealing with
plan reviews,proposed change orders,payment, and project acceptance.
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I. All amendments to this agreement shall be approved by both parties and must
be in writing.
12. Both parties agree that there are many issues and details relating to the
successful completion of this project which are not specifically covered in this
agreement. Both parties further agree to share a guiding principle of"trust and support"
with respect to successfully resolving any issues which may arise during the duration of
this agreement.
The parties have entered into this Interlocal Agreement this day of
,2004.
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John M. Link,Manager: erwin Executive Director
County of Orange ge Water and Sewer Authority
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Date ''. '"'" Date
Approved to form Approved to form
Geoffrey E. Gledhill, Attorney Robert Epting,Esquire
County of Orange Orange Water and Sewer Authority
Date Date
WATER MAIN EXTENSION FOR ROGERS ROAD AREA
FEBRUARY 25, 2000
IPROJECT
10 500 Feet
CHAPEL
URBAN TRANsmoNl
BOUNDARY
VON
/V Proposed Water Lines
Existing Water Lines
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