HomeMy WebLinkAbout#11 Tahoe Donner Downhill Ski Lodge Project AGENDA ITEM #11
Public Utility District m
MEETING DATE: July 17, 2024
TO: Board of Directors
FROM: Neil Kaufman, System Engineer
Chad Reed, Water Utility Director
SUBJECT: Consideration of a Reimbursement Agreement for Water System
Facilities Associated with the Tahoe Donner Downhill Ski Lodge
Project
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to approve the reimbursement agreement between the
District and the Tahoe Donner Association for Pipeline Replacement Associated with
the Tahoe Donner Downhill Ski Lodge Project in substantially the same form presented
pending review by District Counsel.
BACKGROUND:
The Tahoe Donner Association (TDA) operates a downhill ski area located on Slalom
Way within the Tahoe Donner Subdivision. The District provides potable water and
electrical service to the base lodge in the ski area. The existing base lodge structure
was constructed in the early 1970s and is approaching the end of its useful life.
ANALYSIS AND BODY:
TDA is undertaking a project to replace the existing base lodge structure with a new
structure. As part of this project, both the water and electrical utility service entrances
to the structure will be relocated. The District has an executed development agreement
with TDA associated with water and electric utility services. There will also be grading
modifications and replacement of the pavement in the vicinity of the structure. The
attached drawings show the planned scope of work. (Attachment 1)
The District owns and maintains the water distribution system throughout the Ski Bowl
Condominiums complex, and has existing pipes in close proximity to the project
site. This distribution system piping is in poor condition and has required repeated
repairs. In August 2021, the Board of Directors approved a contract with Sage Land
Surveying to perform a utility survey within the complex, so that the design for a
pipeline replacement project could be developed. This design work is about 75%
complete.
Page 1 of 2
Page 26 of 180
The Water Department had originally planned to undertake this pipeline replacement
project in the summer of 2024. However, the project was delayed to avoid conflict with
the TDA base lodge replacement project. This delay also allowed the replacement of
water pipes on Northwoods Boulevard in advance of the Town of Truckee's paving
overlay project. It is planned to proceed with the pipeline replacement project when
construction of the new base lodge has been completed.
The replacement water pipelines will be located within areas that will be repaved as
part of the TDA Base Lodge project. District staff and TDA representatives have been
discussing the planned work for both projects. To avoid disturbing the newly placed
paving work, a reimbursement contract has been drafted (Attachement 2), for TDA's
contractor to install about 455 feet of water pipeline in the areas that will be paved. The
TDA contractor has provided a price of $234/ft for the 8-inch main line pipe as shown in
Attachment 2. This can be compared to the price of about $245/ft given in the recently
awarded District Pipeline Replacement— 2024 project. The total cost proposal from
the contractor awarded the TDA project for the replacement of the District-owned water
pipeline is $192,520.76 (Attachment 3). This total includes associated appurtenances,
such as isolation valves, one fire hydrant and two water services within the project area,
along with a proportionate share of common costs, such as mobilization, the best
management practices (BMP) implementation and insurance. It is recommended that a
ten percent change order allowance be established for this work, which would
correspond to a total expenditure of about $211,800.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
3. Provide reliable and high quality water supply and distribution system to meet
current and future needs.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
3. Engage with our customers and communities in a welcoming and transparent way to
identify opportunities.
FISCAL IMPACT:
The pipeline construction work referenced in this item is included in the water utility's
10-year capital improvement plan, within the $23AM, 10yr pipeline replacement
component. The water utility has sufficient funds for this capital expenditure in 2024.
ATTACHMENTS:
1. Board Figures (Attachment 1)
2. TDPUD Ski Area Base Lodge Reimbursement Agreement (Attachment 2)
3. Cost Estimate (Attachment 3)
Page 2 of 2
Page 27 of 180
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SITE PLAN KEYNOTES
APN OR
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26' WITH RAILING,SEE DETAIL BELOW.
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11 (E)GARAGE E)DUMPSTERS
4. (P)INFILTRATION CHAMBER
5. (E)PLANTER
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8. (P)STAIRWAY LEVEL 2 TO LEVEL 3
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ENGINEERING
UTILITY KEYNOTES CORP
CIVIL ENGINEERING*LAND SURVEYING-ENVIRONMENTAL PLANNING
REUSE OF DOCUMENTS
1. INSTALL MANHOLE OVER (E) SEWER & CONNECT TO NEW 1_5 THIS DOCUMENT&THE IDEAS&DESIGN INCORPORATED HEREIN,AS AN
ss E D U M PSTER D3 INSTRUMENT OF PROFESSIONAL SERVICE,IS THE PROPERTY OF AEC&IS
o (E) 6" SS LATERAL, SEE SEWER PLAN AND PROFILE. NOT TO BE USED,IN WHOLE OR IN PART,FOR ANY OTHER PROJECT
WITHOUT THE WRITTEN AUTHORIZATION OF AEC.
(E)
(E) CONDOMINIUMS BUILDING 2. INSTALL SEWER SERVICE TO BUILDING, SEE SEWER PLAN
AND PROFILE. oQROFESS/pNq�
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(E) I 3. CONSTRUCT SEWER CLEANOUT, SEE SEWER PLAN AND 3 v
D3. v
FGARAGE ss PROFILE. *� Exp. 9/0/23
-
- --------------------------- \ 4. CONNECTION TO (E)WATER PER TCPUD STANDARDS.
sT CIV\\-
5. INSTALL 2.5" DOMESTIC WATER AND 8" FIRE SERVICE TO 1-5 9TFpFCA\_\F��
BUILDING. D3.
\ 28 1 16
W
- ' 6. CONNECT TO (E) ELECTRIC PER TCPUD STANDARDS.
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E m 7. CONNECT TO (E) COMMUNICATIONS, SEE MECHANICAL
! 10 PLANS.
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8. JOINT TRENCH ELECTRIC AND COMMUNICATIONS. D3.7
-P(E) LIFT ® m �- ����- W 3Jn nlW= 3J SLALOM WAY g• ELECTRIC PANELS, SEE ELECTRICAL PLANS.
MAINTENANCE ;"
/ BUILDING /
/
co 10. RE-ROUTE ELECTRIC SERVICE TO SKI LIFT 300 MONTGOMERY STREET, SUITE 600 6 ... ......... N roCO AVOID DRIPLINE OF 34" PINE TREE. COORDINATE AND SAN FRANCISCO CA 94104
6 INSTALL PER TCPUD STANDARDS.
/ =--------- ............ �\ (C) 2011 BSA ARCHITECTS INC "All
7 ` 8 drawings and written material appearing
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29
11. CONNECT TO ( ) A SEE MECHANICAL PLANS. herein constitute the original and
i
:----- / unpublished work of the architect and the
-------- ` ` 12 GAS SERVICE TO BUILDING, SEE MECHANICAL PLANS 4 b duplicated, d� G, S e D3 7 same may notuse , or
14 I W I / disclosed without the written consent of the
13 13. CONSTRUCT TRENCH DRAIN. SEE STORM PLAN AND 3 architect"
w I %� I co PROFILE. D3.
\I/
14. ELECTRIC SERVICE FROM BUILDING TO FUTURE
�9ZN Cl) GENERATOR, SEE MECHANICAL PLANS.
I
28 15. SEWER LATERAL. SEE SEWER PLAN AND PROFILE.
(P) DRIVEWAY
16. (E) SEWER MANHOLE, PROTECT IN PLACE.
U) APPROXIMATE IE = 6752.16 W
___ ----- co 14 CO
17. INSTALL 2000 GAL SEWER INTERCEPTOR PER v
w I MECHANICAL PLANS, SEE SEWER PLAN AND PROFILE. Q
(P) PATIO (P) STAIRS D Q
Cn 18. ELECTRIC TRANSFORMER(S), SEE ELECTRICAL PLANS.
(P) DECK I 18 22 19. GAS METERS WITH SHED, PER MECHANICAL PLANS.
27 (E) BUILDING
w , I 3 r r -I v 20. CATV SERVICE TO BUILDING, SEE MECHANICAL PLANS. W
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L J J 17 �� 25 21. ELECTRIC SERVICE TO BUILDING, SEE ELECTRICAL PLANS. z
20(P) BUILDING r - - , Q S J � �
P 22 L - r 22. INSTALL & STUB 2' GAS SERVICE FOR FUTURE Q w M
SS SS // D CONNECTION GENERATOR, SEE MECHANICAL PLANS. Q
24
g TV 23. CONSTRUCT STORM DRAIN INLET(S). SEE STORM PLAN 1 = U
23 I 19 G � G AND PROFILE. W
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21 p o II 24. CONSTRUCT DRAINAGE SWALE. SEE GRADING AND 5 (n
II 9 I DRAINAGE PLAN.
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25. CONSTRUCT SEWER MANHOLE, SEE SEWER PLAN AND
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PROFILE, SHEET C2.6.
(E) SKI LIFT
26. INSTALL STORM DRAIN OUTFALL. 1
D3.
5 4 - ISSUE
27. ELECTRICAL CONDUIT, SEE ELECTRICAL PLANS FOR
I TERMINATION TO EQUIPMENT AND CONDUIT SCHEDULE. 90% CORE & SHELL BID SET
23
G I 28. INSTALL 8"WATER MAIN PER TDPUD STANDARDS. RELEASE DATE Z
29. RE-CONNECT EXISTING SERVICE TO NEW WATER MAIN 2/24/2023 O
PLANTER
\ \ � � PER TDPUD STANDARDS.
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Page 33 of 180
REIMBURSEMENT AGREEMENT
THIS REIMBURSEMENT AGREEMENT (the "Agreement") is entered into as of 2024 by
and between Truckee Donner Public Utility District, a public agency ("TDPUD"), and the Tahoe Donner
Association ("TDA").
Section 1: Recitals
A. TDA is undertaking a project to demolish and reconstruct the base lodge structure at the
Tahoe Donner Downhill Ski Area located at 11585 Snowpeak Way (APN 046-250-009)
("Project").
B. TDPUD owns and operates the potable water distribution system throughout the Tahoe
Donner Ski Bowl Condominium complex. The water distribution system piping throughout
the complex is approaching the end of its useful life.
C. TDPUD has identified the need to replace the existing water distribution system piping
throughout the Tahoe Donner Ski Bowl Condominium complex. This includes piping in
the immediate vicinity of the Project. TDPUD has delayed this pipeline replacement work
to avoid conflicts with the construction of the Project. TDPUD intends to undertake this
pipeline replacement work within three years of completion of the Project.
D. The scope of the Project includes placing new asphalt pavement in the immediate vicinity
of the new base lodge structure and installation of 455 linear feet of replacement water
pipelines in this area. In order to avoid disturbing any newly placed asphalt, TDA agrees
to install approximately 455 feet of new water distribution piping and appurtenances as
depicted on the approved Project drawings.
Section 2: Agreement
For good and valuable consideration, the receipt and adequacy of which is acknowledged, the parties
agree as follows:
A. TDA has prepared designs, plans, and specifications approved by the Town of Truckee
pursuant to Permit No. 2023-00001532 (the "Improvement Plans") and "Cost Estimates"
(attached hereto as Exhibit A) for the replacement of 455 linear feet of potable water
pipeline (the "Pipeline Replacement Work") The Improvement Plans and costs estimates
have been reviewed by TDPUD and TDPUD hereby approves the Improvement Plans and
cost estimates. TDPUD shall pay TDA the Actual Costs (which term is defined in section F,
below) for the Pipeline Replacement Work, regardless of whether the Actual Costs are
greater than or less than the Cost Estimates.
B. In reliance on approval by TDPUD of the Improvement Plans and cost estimates,TDA offers
to construct, on TDPUD's behalf,the Pipeline Replacement Work.
4890-5816-9537 A
Page 34 of 180
C. Prior to initiation of the Pipeline Replacement Work by TDA, TDPUD shall obtain a
permanent easement for all necessary ingress, egress, construction, and maintenance
work required for the Pipeline Replacement Work for that certain property described in
Exhibit B and owned by Tahoe Donner Association.
D. Notice of Completion. Following completion of the Pipeline Replacement Work,TDA shall
issue a notice of completion, in writing,to TDPUD. Within thirty (30) days of issuance of
said notice of completion, TDPUD shall issue an Conditional Acceptance for the Pipeline
Replacement Work upon confirming that the Pipeline Replacement Work conforms to the
Improvement Plans. Upon issuance of the Conditional Acceptance, TDPUD shall assume
responsibility for the operation and maintenance of said Pipeline Replacement Work,
pipeline, and any associated improvements.
E. Within thirty (30) days of issuance of the Conditional Acceptance of the Pipeline
Replacement Work,TDA shall provide the TDPUD with copies of all third-party invoices of
its contractors and subcontractors, and a final itemized bill showing all out-of-pocket fees
and costs, which for the avoidance of doubt may include design, engineering and
construction fees and services, permit fees, and inspection and testing fees, and including
all fees and costs related to and stemming from change orders or increases to Cost
Estimates, (but exclude internal staffing costs of TDA's project team) in connection with
the construction of the Pipeline Replacement Work("Actual Costs").
F. TDPUD shall make no requests for revisions, modifications, or amendments to the
approved Improvement Plans without first providing a cost estimate and payment to TDA
in an amount equal to or greater than said cost estimate. TDA shall be under no obligation
to implement revisions, modifications, or amendments to the approved Improvement
Plans.
G. Should circumstances beyond the control of TDA result in a work stoppage and/or render
TDA unable to complete the Pipeline Replacement work, TDPUD shall reimburse TDA for
Actual Costs of the unfinished Pipeline Replacement Work pursuant to the procedures and
timelines set forth in section E. Circumstances beyond the control of TDA include acts of
God,war,government regulation,terrorism,disaster,strikes,supply chain disruption,civil
disorder, or any other emergency beyond the TDA's control.
H. The Pipeline Replacement Work is subject to State Prevailing Wage and other related State
requirements, and shall be registered with the Department of Industrial Relations (DIR).
TDPUD agrees to participate in and provide a timely review of items related to the Pipeline
Replacement Work, including, but not limited to, submittal review, responses to RFIs,
meetings associated with the construction, inspections, and any change order
authorization.
I. TDPUD shall have the right to inspect all water pipeline work.
J. As to herein referenced, reimbursement to TDA shall be paid as detailed herein in Section
J. The conditions for Unconditional Acceptance are described in the Development
4890-5816-9537 A
Page 35 of 180
Agreement for the Project. Upon Conditional Acceptance,the TDA shall submit an invoice
or letter to TDPUD requesting reimbursement for the Actual Costs of the Pipeline
Replacement Work. Reimbursement shall be paid out as follows 1) 80%of Actual Cost to
be paid upon Conditional Acceptance, and 2) 20% to be paid upon Unconditional
Acceptance.
Section 3: General Provisions
A. Assignment/Successors
This Agreement may not be assigned without prior written approval of all parties which approval shall
not be unreasonably withheld or delayed.The terms,conditions,covenants,and agreements set forth
herein shall apply to and bind the heirs, administrators, assigns, and successors of the parties hereto.
B. Authority
Each party warrants that the person executing this Agreement on behalf of the respective party is fully
authorized by that party to do so.
C. Notices
All notices required to be given under this Agreement shall be in writing and sent by(a)first class mail,
postage prepaid, in which case notice shall be deemed delivered three (3) business days after deposit
in the United States Mail; (b) a nationally recognized overnight courier, in which case notice shall be
deemed delivered one(1)business day after deposit with that courier,or(c)telecopy or similar means,
in which case notice shall be deemed delivered in one(1) business day after the day it was transmitted
by telecopier or similar means, provided that transmission report is generated reflecting the accurate
transmission of the notices. The place for delivery of all notices given under this Agreement shall be
as follows:
TDPUD: General Manager
Truckee Donner Public Utility District
11570 Donner Pass Road
Truckee, CA 96161
TDA: Tahoe Donner Association
Jon Mitchell
11509 Northwoods Blvd
Truckee, CA 96161
or to such other addresses that any party may respectively designate by written notice to the others.
4890-5816-9537 A
Page 36 of 180
D. Entire Agreement This Agreement and the attached Exhibits, which are herein incorporated into this
Agreement by this reference, supersede all previous oral or written communication and contain the
entire agreement of the parties to this Agreement and shall not be modified in any manner except by
an instrument in writing executed by the parties or their respective successors in interest.
E. Termination
This agreement shall terminate after all invoices have been paid and 90 days after recordation of a
Notice of Completion for the project.
F. Construction
The section headings and captions of this Agreement are, and the arrangement of this instrument is,
for the sole convenience of the parties to this Agreement. The section headings, captions and
arrangement of this instrument do not in any way affect, limit, amplify or modify the terms and
provisions of this Agreement.This Agreement shall not be construed as if it had been prepared by one
of the parties, but rather as if all parties have prepared it. The parties to this Agreement and their
counsel have read and reviewed this Agreement and agree that any rule of construction to the effect
that ambiguities are resolved against the drafting party shall not apply to the interpretation of this
Agreement.
G. Waiver
Waiver of any provision or of a breach or default under this Agreement shall not constitute a
continuing waiver or a waiver of a subsequent breach of the same or any other provision of this
Agreement.
H. Severability
In the event any provision of this Agreement is held invalid or unenforceable by a court of competent
jurisdiction,the remaining provisions shall not be affected.
I. Counterparts
This Agreement may be executed in any number of counterparts, each of which shall be original, but
all of which taken together shall constitute one instrument.
J. Representation
This Agreement is executed voluntarily by each of the parties hereto, all of whom have been advised
by independent counsel of their choice as to the content and effect of this Agreement.
K. Governing Law
The Agreement shall be governed by and construed according to the laws of the State of California.
L. Venue
Nevada County shall be the venue for any action or proceeding that may be brought or arise out of, in
connection with or by reason of this Agreement.
4890-5816-9537 A
Page 37 of 180
M. This Agreement does not create any partnership or agency between the parties.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first above written.
TDPUD:
Truckee Donner Public Utility District, a Public Agency
By: Brian Wright, General Manager
TDA:
Tahoe Donner Association
By: Annie Rosenfeld, General Manager
4890-5816-9537 A
Page 38 of 180
Tahoe Donner Downhill Ski Lodge Project - TDPUD Water Line Costs
Bid Item Description Quantity Uni Unit Price** Total
t
1 Mobilization / Demobilization / BMPs 1 LS 1,209.65 1,209.65
2 Surveying 1 LS 1,907.93 1,907.93
3 Slalom Way Temporary Connection (8x8x6 'T') 1 LS 1,813.00 1,813.00
4 FL Tee with RFCA 1
6" FL GV 1
FL x MJ bend 1
5 8-Inch Water Main incl. Trenching and Backfill 455 LF 234.00 106,470.00
6 8-Inch Gate Valves 3 EA 2,881.00 8,643.00
7 6-Inch Gate Valve 1 EA 2,637.00 2,637.00
8 8" Mechanical Joint Cap Fittings 3 EA 799.00 2,397.00
9 ARV Assembly 1 EA 7,428.00 7,428.00
10 New Fire Hydrant 1 EA 16,075.00 16,075.00
11 Reconnect Water Services to Condos 1 LS 11,512.00 11,512.00
2" HDPE Service Line 2
1" WM Assembly 2
Abandon Each (E) Service at Corp Stop 2
12 Compaction testing for water lines 1 LS 1,936.00 1,936.00
13 Pressure testing 1 LS 4,235.00 4,235.00
14 Disinfection and flushing 1 LS 4,235.00 4,235.00
GC Subtotal $170,498.58
15 General Conditions 1 % 6.2% 10,541.68
16 GC Insurance 1 % 1.0% 1,704.99
17 GC Fee 1 % 4.0% 7,241.61
GC Total $189 986.85
18 Owner Rep. CM 1 % 1.3% 2,533.91
Grand Total $192,520.76
**Includes Prevailing Wage Rates
Page 39 of 180