City of Morgan Hill - Cost Sharing Agreement for Sewer Trunk Main
013:21
COST SHARING AGREEMENT BETWEEN THE CITY OF GILROY, CALIFORNIA AND
THE CITY OF MORGAN HILL,CALIFORNIA FOR THE CONSTRUCTION OF A NEW 33-
INCH VCP SANITARY SEWER TRUNK MAIN
This Agreement is made and entered into this~l8ay o~, 2004, hy and between
the City of Gilroy, California, a chartered municipal corporation of the State of California
("Gilroy"), and the City of Morgan Hill, California, a general law municipal corporation of the
State of California ("Morgan Hill"), collectively referred to herein as the "Parties."
RECIT ALS
WHEREAS, the Parties determined that the previously existing trunk sanitary sewer main,
the flow of which is shared by the Parties. for the disposal of sewage to the South County
Regional Wastewater Authority facility, was undersized to afford sufficient sewer capacity for
the Parties' foreseeable future disposal needs; and
. WHEREAS, the Parties determined that a New Thirty-three Inch (33") VCP Sanitary
Sewer Trunk MaIn (the "Main") was required to afford sufficient sewer capacity; and
WHEREAS, the Parties determined that the Main should be installed on an expedited
basis due to the existence of on-going private construction, as integration of the construction and
installation of the Main would significantly reduce costs to the Parties; and
WHEREAS, Gilroy designed, constructed and installed the Main on such expedited basis;
and
WHEREAS, Morgan Hill determined that the Main has direct benefit for City of Morgan
Hill residents because the Main is ne~ded to meet Morgan Hill's sewer capacity needs; and
WHEREAS, Morgan Hill determined that this Agreement is beneficial as it entitles
Morgan Hill to a fifty percent (50%) share in the capacity of the Main between the pre-existing
and new trunk lines as stated in the as-built capacity survey, attached hereto and incorporated
herein as Exhibit B; and
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WHEREAS, each of the Parties has indicated its willingness to fund a fifty percent (50%)
share of the costs of design and construction of the Main under the terms and conditions set forth
herein; and
WHEREAS, the Parties desire to memorialize such agreement in writing.
NOW, THEREFORE, IN CONSIDERATION OF THE FOREGOING RECITALS AND
OF THE MUTUAL COVENANTS AND CONDITIONS CONTAINED HEREIN, THE
PARTIES HEREBY AGREE AS FOLLOWS:
AGREEMENT
I. Scope of Work. The scope of the work consists of the installation of two thousand
(2,000) lineal feet of thirty-three inch (33") VCP sanitary sewer pipe adjacent to the existing
thirty-three inch (33") sanitary sewer line in the location shown on the project location map,
attached hereto as Exhibit A and incorporated herein by this reference.
2. As-built Survey and Itemized final Costs. Gilroy, as the lead agency on this Project, has
prepared plans, specifications, an as-built capacity survey, and itemized final costs for the Main
and the as-built capacity survey is attached hereto as Exhibit B. The final costs are attached
hereto as Exhibit C.
3. Cost Sharing of Proiect. All costs for the design and construction of the Main are to be
shared equally by the Parties. The costs to be shared shall include reasonable and customary
design, engineering and construction costs of the Main, but excluding staff costs or overhead for
either Party (the "Costs"). The Costs, as approved by both Parties, are memorialized in Exhibit C
attached hereto and incorporated herein. Morgan Hill's cost share shall be fifty percent (50%) of
the actual invoices paid, which shali be four Hundred Sixteen Thousand Four Hundred Seventy
Seven and 75/100 Dollars ($416,477.75), and Gilroy's cost share shall be the remainder of the
cost of the actual invoices.
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4. Payment of Costs. Within twenty (20) days of the execution of this Agreement by both
Parties, Morgan Hill shall forward payment of its share of the Costs, Four Hundred Sixteen
Thousand Four Hundred Seventy Seven and 75/100 Dollars ($416,477.75), to Gilroy.
5. Maintenance of the Main. The Parties shall also share in the costs of reasonable,
customary and necessary maintenance and urgent repairs of the Main, in the same percentages as
their shares in the Costs. Gilroy shall be responsible for maintenance of the Main. Upon
incurring maintenance costs, Gilroy shall submit invoices to Morgan Hill for payment of the
Morgan Hill Percentage. Morgan Hill shall pay each invoice submitted by Gilroy within thirty
(30) days after the mailing of the invoice describing the work performed or to be performed. If
Morgan Hill objects to all or any portion of any invoice, Morgan Hill shall, within thirty (30)
days from receipt of the invoice, notify Gilroy of the objection, give reasons for the objection,
and pay that portion of the invoice that is not in dispute. The Parties shall attempt to resolve the
disputed amount in good faith.
6. Capacity Sharing. In consideration for its participation in this Agreement, Gilroy agrees
that Morgan Hill is entitled to a fifty percent (50%) share in the capacity in the Main between the
pre-existing and new trunk line, as shown on Exhibits A and B attached hereto.
7. Indemnification. Pursuant to Government Code Section 895.4, each of the Parties hereto
shall fully indemnify, defend with counsel reasonably acceptable to the other Party and hold the
other Party, its officers, employees and agents, harmless from any damage or liability imposed
for injury (as defined in Government Code Section 810.8) occurring by reason ofthe negligent
acts or omissions or willful misconduct of the indemnifying Party, its officers, employees,
contractors, subcontractors, material suppliers or agents, under or in connection with any work,
authority or jurisdiction delegated to such Party under this Agreement. Neither Party, nor any
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officer, employee or agent thereof shall be responsible for any damage or liability occurring by
reason of the negligent acts or omissions or willful misconduct of the other Party hereto, its
officers, e~p!oyees, !::ontractors, subcontractors, material suppliers or agents, under or in
connection with any work, authority or jurisdiction delegated to such other Party under this
Agreement.
8. Notices. Notices given under this Agreement may be hand delivered or delivered by
facsimile, with an additional copy sent by first class mail, postage prepaid, and addressed to the
appropriate party at the following add~esses:
To Gilroy:
7351 Rosanna Street
Gilroy, CA 95020
Attn: City.Engineer
Facsimile: (408) 846-0429
To Morgan Hill:
17555 Peak Avenue
Morgan Hill, CA 95037
Attn: Public Works Director
Facsimile: (408) 779-6282
9. Additional Provisions. The Parties further agree as follows:
a) One or both Parties' waiver of any term, condition or covenant of this Agreement
shall not be construed as a waiver of any other term, condition or covenant of this Agreement.
b) This Agreement contains the entire Agreement between the Parties relating to the
construction of the Muin. l'.ny prior agreements, promises, negotiations, or representations not
expressly set forth in this Agreement are of no force or effect.
c) This Agreement shall be governed and construed in accordance with the laws of
the State of California.
d) This Agreement may be executed in counterparts and will be binding as executed.
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e) This Agreement shall become effective when executed by both cities and shall
continue in force and effect so long as any of the facilities governed hereby remain jointly
owned, maintained, or operated, or until amended or superseded by written agreement of
GILROY and MORGAN HILL.
f) All amendments to this Agreement must be approved in writing by both Parties to
be effective.
g) The Parties agree that they shall endeavor to resolve any dispute about this
Agreement in good faith. The Parties further agree that should such dispute remain unresolved,
they shall engage in mediation and binding arbitration to resolve such disputes, instead of
resorting to court action.
h) The designated project manager for Gilroy for the duration of the construction
project is Gilroy's City Engineer, or his or her designee. Gilroy's project manager shall have all
the necessary authority to direct technical and professional work within the scope of this
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Agreement and shall serve as the principal point of contact with Gilroy. Morgan Hill's Public
Works Director, or his or her designee, shall serve as the principal point of contact for Morgan
Hill.
IN WITNESS WHEREOF, THE PARTIES HAVE ENTERED INTO THIS AGREEMENT AS
OF THE DATE FIRST ABOVE WRITTEN.
"Morgan Hill"
City of Morgan Hill, California
a general law municipal
corporation
J.~S
City Manager, Morgan Hill
A;JTS~: .2
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Ritonda Pellin 'V
City Clerk, Gilroy
ATTEST:
~~
Irma Torrez
City Clerk, Morgan Hill
APPROVED AS TO FORM:
APPROVED AS TO FORM:
~~.~
Linda A. Callon
City Attorney, Gilroy
,-!-~Nv.d~ 7/a.JjOL!
Helene Leichter
City Attorney, Morgan Hill
T:\Agreements-Contracts-Deeds\Sewer Trunk Main Cost Share Agreement 7-13-04.Doc
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EXHIBIT A
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EXHIBIT B
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April 19, 2004
6580.A..OO T01
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City of Morgan Hill
100 Edes Court
Morgan Hill, California 95037-4128
CiTY OF ~ilCR(~/-\I\! HIL.L
Attention: Mr. Jim Ashcraft, Director of Public Works
Subject: Joint Morgan Hill-Gilroy Sewer Trunk - Special Study Analysis
Dear Jim:
This letter is intended to provide clarifications on the detailed analysis performed by Carollo -
Engineers, P.C. (Carollo) on the Joint Morgan Hill-Gilroy Sewer Trunk (Joint Trunk) and
documented in a Technical Memorandum (TM) dated January 26,2004. The analysis
indicated a new Relief Trunk was required to mitigate the deficiencies experienced in the
existing Joint Trunk and to service future growth.
The criteria used for designing the Joint Trunk Relief is consistent with the assumptions
adopted in the Morgan Hill Sewer System Master Plan (January 2002) and the Gilroy Sewer
System Master Plan (May 2004). The analysis assumed that the proposed trunk will
generally parallel the alignment of the existing Joint Trunk and maintain the same invert
elevations.
The existing Joint Trunk and the proposed Relief Trunk will route flows from both Morgan
Hill and Gilroy for existing and planned conditions, as described in the respective master
plans. In the case of Morgan Hill, the flow assumptions are summarized below:
Dry Weather Flows:
. Peak Dry Weather Flow (2002): 4.1 mgd
. Peak Dry Weather Flow (Ultimate Growth Boundary): 6.9 mgd
Wet Weather Flows:
. Peak Wet Weather Flow (2002): 12.0 mgd
· Peak Wet Weather Flow (Ultimate Growth Boundary, assuming reductions in III):
10.0 mgd
The design flow criteria dictated that dry weather sewer flows should be within the pipe
zone, while the wet weather flows were allowed to surcharge inside manholes up to a foot
below the ground elevation. The wet weather criteria was used to prevent very costly
upsizing of trunks within the City's sewer trunk systems and in the Joint Trunk.
7580 NORTH INGRAM AVENUE, SUITE 112 . FRESNO, CALIFORNIA 93711. (559) 436-6616. FAX (559) 436-1191
H:\Final\MorganHilIJNO\65BOA \Ltr'Ashcr001 . doc
Mr. Jim Ashcraft, Director of Public Works
City of Morgan Hill
April 19, 2004
Page 2
The hydraulic analysis indicates that the combined capacity of the Joint Trunk and the
proposed Relief Trunk will carry Gilroy. flows in addition to 10 mgd from the City of Morgan
Hill during wet weather flow conditions.
Should you need further clarifications, please do not hesitate to give me a call.
Regards,
CAROLLO ENGINEERS; P.C.
=----1~-
Tony Akel
Associate
T AA:dlo
H:\FINAL\MORGANHILLJNO\65BOA\L TR\ASHCR001.DOC
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January 26,2004
6850A.OO T01
City of Gilroy.
7351 Rosanna Street
Gilroy, California 95020
Attention: Mr. Rick Smelser, City Engineer
Subject: Joint Morgan Hill-Gilroy Sewer Trunk - Special Study Analysis Summary
Dear Mr. Smelser:
In accordance with direction from the City of Gilroy (City) and the City of Morgan Hill, this letter
provides a summary of the detailed analysis of the Joint Morgan Hill-Gilroy Sewer Trunk (Joint
Trunk). The detailed analysis is documented in a letter report dated January 26,2004 and
included as an attachment. The objective of this letter is to focus on the capacity allocations
reserved for the Cities of Gilroy and Morgan Hill.
As built record drawings, which were completed for a portion of the proposed Relief Sewer (see
attachment), are adequate to convey design sewer flows from the Cities of Gilroy and Morgan
Hill, in accordance with the projections and assumptions in the respective sewer system master
plans.
Like the existing Joint Trunk, the capacities for the new Relief Trunk vary by segment of pipe
because the slope of the sewer varies. Table 3 of the attachment provides a summary of percent
aliocations and corresponding value, in mgd, for each pipe segment. Since the parallel relief is
similar in size in the lower reaches, it is proposed that the same invert elevations, as the existing
trunk shall be maintained to provide.for potential diversions and system reliability.
The upper reaches of the new Relief Trunk, north of Pacheco Pass Road, have a capacity that
varies between 5.5 mgd and 7.5 mgd, and is allocated exclusively to the City of Morgan Hill. The
capacity of the lower reaches of the Relief Trunk (south of Pacheco Pass Road) is allocated
equally between the cities of Morgan Hill and Gilroy. The total calculated capacity for these lower
reaches varies between 7.6 mgd and 15.7 mgd, as shown on Table 3 of the attachment.
Should you have additional questions on this analysis, please do not hesitate to contact us.
Sincerely,
c C~ROLLO ENGIN,jRS, P.C.
~~
Tony Akel, P.E.
TAA:dlo
Enclosures: Joint Morgan Hill-Gilroy Sewer Trunk - Special Study Analysis (January 26,
2004)
cc: Jim Ashcraft, City of Morgan Hill Public Works Director/City Engineer
H:\fina/\Gi Iroy JNO\65 BOAOO\Llr\S mels erOOe. doc
7580 NORTH INGRAM AVENUE, SUITE 112 -FRESNO, CALIFORNIA 93711. (559) 436-6616 . FAX (559) 436-1191
carOLLO
enGineers
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January 26, 2004
6580A.00 T01
City of Gilroy
7351 Rosanna Street
Gilroy, California 95020
Attention: Mr. Rick Smelser, City Engineer
Subject: Joint Morgan HiII-:-Gilroy Sewer Trunk - Special Study Analysis
Dear Mr. Smelser:
In accordance with direction from the City of Gilroy and the City of Morgan Hill, we have
completed a detailed analysis of the Joint Morgan Hill-Gilroy Sewer Trunk (Joint Trunk). The
objective of the analysis was to summarize the sewer system deficiencies, corresponding
facility improvements, and capacity allocations reserved for the Cities of Gilroy and Morgan
Hill. This letter memorandum provides a summary of the analysis with relevant exhibits. The
memorandum contains the following sections:
· Analysis Assumptions
· Field Survey to Verify Elevations
. Existing Joint Trunk and SCRWA Agreement
. Existing Joint Trunk Capacity Allocations
. Dry Weather and Wet Weather Flow Analysis
. Recommended Relief Trunk and Capacity Allocations
. Capital Improvement Costs
ANALYSIS ASSUMPTIONS
The analysis was performed using the principles of sewer pipeline hydraulics (Continuity
Equation and Manning's Equation) and verified with hydraulic modeling simulations.
Assumptions on future land use and planned growth were extracted from the Cities of Gilroy
and Morgan Hill General Plans, as well as from the respective most recent Sewer System
Master Plans for each city.
FIELD SURVEY TO VERIFY ELEVATIONS
During this analysis, the City completed a field survey (Appendix A) to verify rim and invert
elevations along the downstream reaches of the Joint Trunk. The downstream reaches,
shown on Figure 1, included sewer manholes along the 33-inch Joint Trunk between
Southside Drive and Pacheco Pass (Hwy 152). The paralleling 24-inch sewer shown on that
figure carries flows from the City to the wastewater treatment facility. Figure 1 also provides
a graphical summary'of the surveyed rim and invert elevations. .
H:\FinaI\Gilroy _FNO\6580AOO\Lli\Smelser007. doc
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Rick Smelser, City Engineer
City of Gilroy
January 26.2004
Page 2
EXISTING JOINT TRUNK AND SCRWA AGREEMENT
The Joint Trunk begins at the southern end of the City of Morgan Hill with an 18-inch pipe. It
then continues in a southea.Bterly direction with a 24-inch then 27- and 33-inch pipe along a
line that parallels, and is west of, Monterey Street until it reaches the City. Table 1 provides
detail characteristics of the Joint Trunk by sewe r pipe segment. The segments are
consistent with those assigned in the Joint Exercise of Powers Agreement creating the
South County Regional Wastewater Authority (SCRWA Agreement) dated May 1992.
For each seqment, Table 1 provides an analysis summarizing the existing information from
the as-builts (pipe size, pipe length, pipe slope, and pipe capacity). It should be noted that
this analysis identified some segments where as-built invert elevations were not consistent
with the pipe slope shown on the as-builts. For that reason, Table 1 also included calculated
slopes and corresponding capacities at 75 percent and at full pipe.
The field survey focused on segment 19-20 and segment 20-21. Accordingly, Table 1 was
expanded for these segments to include as much detail as could be extracted from as-builts
and field survey.
EXISTING JOINT TRUNK CAPACITY ALLOCATIONS
The SCRW A Agreement also establishes capacities for each segment and lists the
corresponding capacity allocation, in percent, between the Cities of Gilroy and Morgan Hill.
As an example, Segment 1-2a has a SCRW A Agreement capacity of 4.0 mgd with a
capacity allocation of 0 percent to Gilroy and 1 00 percent (4 mgd) to Morgan Hill.
It is very important to note that this analysis included a review of the as-built drawings for
the Joint Trunk to verify the capacities listed in the SCRWA Agreement. After an exhaustive
review, supplemented by field surveying, it was concluded that some of the capacities listed
in the SCRW A Agreement may not be accurate. For that reason, Table 2 added revised
capacities that are more reflective of the actual field conditions. If we are to use the same
example above, Segment 1-2a has a SCRW A Agreement capacity of 4.0 mgd and a
5.2 mgd full capacity calculated based on the as-built information.
For the purpose of this analysis, it is apparent that the calculated capacity values are more
accurate than the SCRW A Agreement capacity values and will be used in evaluating the
capacity adequacy of the Joint Trunk. The capacity allocations (percent capacity allocated to
each city), listed in the SCRWA Agreement, were left unchanged.
DRY AND WET WEATHER FLOW ANALYSIS
Table 2 provides a summary, by segment, of the existing and projected dry and wet weather
flows for existing and ultimate flow conditions as defined in the respective Sewer System
Master Plans for Gilroy and Morgan Hill and as extracted from the hydraulic models. The
flows analysis includes values for average and peak hour flows and a calculation of
deficiency. The deficiency is calculated by subtracting the peak hour flow from th~ capacity
allocated to each city in the SCRWA Agreement.
H:\FINALlGllROY _FN0\65BOAOOILTRISMELSER007.DOC
Rick Smelser, City Engineer
City of Gilroy
January 26, 2004
Page 3
System deficiencies (listed as negative values) were found during both existing and future
wet weather flow conditions. The hydraulic modeling simulations verified deficiencies during
wet weather flow conditions as the Joint Trunk experienced frequent "daylighting".
RECOMMENDED RELIEF TRUNK AND CAPACITY ALLOCATIONS
The analysis indicates a new relief trunk is required to mitigate the deficiencies experienced--
in the existing Joint Trunk. This analysis assumes that the proposed trunk will parallel the
alignment of the existing Joint Trunk, except as noted, and maintain the same invert
elevations. Figure 3 shows the.most likely alignment of the proposed new Relief Trunk
which will consist of pipes sized ranging from 24-inches to 33-inches. Figure 3 further shows
the capacity allocation, in percent, for each pipe segment.
Table 3 summarizes the proposed Relief Trunk, by segment, listing the proposed size,
estimated pipe slope, calculated pipe capacity. and capacity allocation (in percent and in
mgd) to each city. The upper reaches of the Relief Trunk, north of Pacheco Pass Road, has
a capacity that varies between 5.5 mgd and 7.5 mgd, and is allocated exclusively to the City
of Morgan Hill. The capacity of the lower reaches of the Relief Trunk (south of Pacheco
Pass Road) is allocated equally between the cities of Morgan Hill and Gilroy. The total
calculated capacity for these lower reaches varies between 7.6 mgd ando15.7 mgd, as
shown on Table 3. .
It should be noted that a portion of the New Relief Trunk was designed and constructed
based on this analysis and the recent survey. The segment, which is located south of
Pacheco Pass Road, is highlighted "under construction" on Figure 3. Furthermore, the
construction drawings for this segment, included in Appendix B, were verified with the
hydraulic model and capacity calculations.
CAPIT AL IMPROVEMENT COSTS
Capital Improvement Costs for the proposed Relief Trunk are provided in Table 4, as
extracted from the City of Gilroy Sewer System Master Plan (2003 Master Plan). These
costs are based on unit costs and contingencies used in preparing the Capital Improvement
. Program for the 2003 Master Plan.
Should you have additional questions on this analysis, please do not hesitate to contact us.
Sincerely,
CAROLLO EN~)NEERS, P .C.
~<Yn#
Tony Akel, P.E.
TAA:dlo
H:\FINAL\GllROY JNO\6580AOO\L TR\SMELS ER007 .DOC
Rick Smelser, City Engineer
City of Gilroy
January 26, 2004
Page 4
Enclosures:
TABLES
Table r - Existing Joint Trunk Design Data
Table 2 - Joint Trunk Analysis
T~b!e 3 - Proposed Morg~n Hill-Gilroy Relief Sewer Trunk
Table 4 - Capital Improvement Costs for the Proposed Relief Sewer Trunk
FIGURES
Figure 1 - Joint Morgan Hill-Gilroy Sewer Trunk Schematic Segments 18-20
Figure 2 - Joint Morgan Hill-Gilroy Sewer Trunk
Figure 3 - Proposed Morgan Hill-Gilroy Relief Sewer Trunk
Figure 4 - Joint Morgan Hill-Gilroy Sewer Trunk Schematic Proposed Relief Sewer
Segments 18-20
APPENDICES
Appendix A- Kier-Wright Survey of Existing Joint Trunk
Appendix B - Gilroy Crossing - 33-inch Trunk Sewer Main Record Drawings
cc: Jim Ashcraft, City of Morgan Hill Public Works Director/City Engineer
H:\FINAL\GILROY]N0\65BOAOO\L TR\SMELSER007.DOC
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Figure 1
Joint Morgan Hill-Gilroy
Sewer Trunk Schematic
Segments 1 8-1 9 and 19-20
City of Gilroy
Prepared by: Carollo Engineers
June 2003
Legend
@
Manholes
RE Rim Elevation
IE
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SUNey, Data provided by City staff,
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JOINT GILROY - MORGAN HILL
SEWER TRUNK
SEWER SYSTEM MASTER PLAN
CITY OF GILROY
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LEGEND
.2.4"
EXISTING SEWER PIPE AND SIZE
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.--------. PROPOSED SEWER PIPE AND SIZE
-.-'- -- UNDER CONSTRUCTION
o SEGMENT NUMBER
--PROPOSED GILROY CAPACITY ALLOCATION
--PROPOSED MORGAN HILL CAPACI1Y ALLOCATION
EXISTING SIPHON
FIGURE 3
PROPOSED MORGAN HILL - GILROY
RELIEF SEWER TRUNK
SEWER SYSTEM MASTER PLAN
CITY OF GILROY
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Figure 4
Joint Morgan Hill-Gilroy
Sewer Trunk Schematic
Proposed Relief Sewer
Segments 1-8-19 and 19-20
City of Gilroy
N,T,S,
Legend
Existing Sewer Pipeline
@ Manholes
Q Q Q Q Q QQ. Proposed Relief Sewer
.0 Q 0 0.0. Proposed Relief-Under Construction
Prepared by: Carollo Engineers
October 2003
Appendix A
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Appendix B
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Drawings
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EXHIBIT C
Regency Realty Group
1850 Mount Diablo Blvd. Suite 225
ers Walnut Creek, CA 94596
925-279-1760 fax 905-935-5902
Invoice No.
123103
INVOICE ~
Customer
Name City of Gilroy
Address 7351 Rosanna Street
City Gilroy State Ca
ZIP 95020-6197
Date
Project No.
Contact:
1/8/2004
55701
Rod Sweningson
Qty . Description Unit Price. TOTAL
33" Sewer Line - Gilroy Crossing Shopping Center
1 San Jose Construction $786,243.00 $786,243.00
1 Consolidated Engineering $13,062.00 $13,062,00
1 Baker Williams $1,613.75 $1,613.75
1 Regency Overhead & Profit @ 4% $32,036.75 $32,036.75
Reimbursement based upon agreement between
City of Gilroy and Regency Centers dated June 03
SubTotal $832,955.50
Shipping & Handling
TOTAL $832,955.50
Remit To:
Regency Centers Corporation
1850 Mt. Diablo Blvd., Suite 225
Walnut Creek, C4 94596