POLICY STATEMENT 96
OVERSIZE REIMBURSEMENT REQUESTS
Prepared by: Andy Johnson
Supersedes: 12/10/93
Adopted by Council: 11/9/95
Effective: 11/9/95
PURPOSE
To outline the process to be used for oversize reimbursement requests for water and/or sanitary sewer lines constructed as a part of private development plans and in accordance with Town Standard Specifications which are oversized due to Town requirements.
POLICY
The proposed water and/or sanitary sewer
line size to be installed must be as designated on the Town's
Master Water Plan and/or Master Wastewater Plan. In cases in
which a water or sanitary sewer line is not designated on the
Master Plan, the size shall be as determined by an engineering
study prepared by the developer, or as required and approved by
the Town Engineer.
During the Town's plan review process, the
engineer designing the utility line must provide documentation
which shows the minimum size of water and/or sanitary sewer line
required to serve the development in accordance with Town
Standard Specifications. The minimum size of water and/or
sanitary sewer line which a developer may claim is necessary to
serve the project is eight (8) inches in diameter. The difference
between the actual line size installed and the minimum line size
shall be eligible for oversize reimbursement. The Town shall
establish unit prices for water and sanitary sewer lines and
appurtenances to be used as the reimbursable amount. The unit
prices shall be approved annually by the Town Council as a part
of the adoption of the annual budget.
The engineer shall designate on the
subdivision and/or site engineering plans the water or sanitary
sewer line to be constructed through the oversize reimbursement
procedure. The approval of the site or subdivision plan by the
Town Council or administrative plan approval by Town Staff, with
the water or sanitary sewer line designated thereon, shall
provide approval of the oversize reimbursement.
Staff shall provide an annual update to the
Town Council of all Oversize Reimbursement Applications executed
by the Town within that time period. Circumstances outside the
policy and procedures adopted by the Town Council which apply to
oversize reimbursement agreements will require the approval of
the agreement by the Town Council.
All oversize reimbursement applications must be made within two years of the acceptance date of the improvements.
The developer or his designee shall comply
with all applicable provisions of the North Carolina General
Statutes regulating public contracts. Primarily, this involves
North Carolina General Statute 143-129 "Formal Bidding
Procedure" or NCGS 143-131 "Informal Bidding
Procedure" whichever shall apply based upon the total cost
of the water and/or sanitary sewer line constructed as a part of
an Oversize Reimbursement Agreement.
The bid shall include unit prices for the
actual line size to be constructed as a part of the
reimbursement. The developer or his designee shall provide copies
of all bid proposals received, a copy of the executed contract
between the developer and the selected contractor, and a bid
tabulation which is signed and sealed by a professional engineer
registered in the State of North Carolina certifying the bids
received and the award of the contract in accordance with this
policy.
The selected contractor shall be properly
licensed to perform the water or sanitary sewer line
construction.
Following the Town's acceptance and start
of the warranty period for the water and/or sanitary sewer line,
the developer or his designee shall submit an Application For
Oversize Reimbursement, including the final construction
quantities and a cost comparison of the line size constructed and
the established oversize reimbursement amount from the Town's
annual budget for the water and/or sanitary sewer oversize
reimbursement. The Application for Oversize Reimbursement shall
be signed and sealed by the professional engineer registered in
the State of North Carolina and shall designate to whom the
reimbursement should be made payable including the applicable
address.
The developer or his designee shall provide
a Certified Tax Statement from the contractor for the water
and/or sanitary sewer line requested for oversize reimbursement
as a part of the reimbursement request.
The Application for Oversize Reimbursement
shall be submitted to the Construction Inspections Administrator
in the Engineering Department for final review.
Following the submittal, verification, and
approval of all required documents, the Town will process the
oversize reimbursement request for payment.
Depending upon the amount of the oversize reimbursement request and on the number of oversize reimbursement requests received during the fiscal year, the reimbursement may be paid annually over multiple years, up to a maximum of ten (10) years at the Town's discretion. An Oversize Reimbursement Agreement must executed between the Developer and the Town if the project requires an extended payment schedule. The Town Manager shall have the authority to enter into the Oversize Reimbursement Agreement on behalf of the Town.
APPLICATION FOR OVERSIZE REIMBURSEMENT
(Please print or type)
The undersigned hereby applies for an Oversize Utility Reimbursement with the Town of Cary. The Utility Oversize Reimbursement is for the construction of an approved utility of a larger diameter than is required to serve the subject project. The utility must be designated on the Master Water Plan or Master Wastewater Plan or approved for oversizing by the Town Engineer during plan approval. Only utilities larger than eight (8) inches in diameter are eligible for oversize reimbursement. The following information is required prior to processing the reimbursement request.
Type of Utility: Water /Sanitary Sewer
Size of utility installed ____________
Size of utility required to serve project ____________
Project ____________
Location ____________
Date of Town Approval of Project ____________
Developer/Owner ____________
(Name of Person designated to receive reimbursement payment)
Company Name ____________
Address*__________________________________________________
City, State, Zip _____________________________________________
Phone Number ______________ Fax Number____________ __
Has the project been publicly bid in accordance with North Carolina General Statute 143-129 or NCGS 143-131? _____Yes _____No
If no, when do you anticipate accepting public bids?____________
Project Consultant ____________
Contact Person ____________________ Phone Number ______________
The following information must be submitted with this application in order to receive approval of this reimbursement. If the answer to any of the following questions is "NO," the request is incomplete and will not be processed.
1. Has the project been accepted for maintenance by the Town of Cary?
2. Has an estimate of eligible reimburseable costs with linear footage of utility, number of valves and linear footage of bore and jack, signed and sealed by a professional engineer registered in the State of North Carolina been submitted with this application?
3. Has documentation of public bid including certified bid tab statement by a professional engineer or architect registered in the State of North Carolina been submitted with this application?
4. Has a copy of the executed contract between the developer and the selected contractor been submitted with this application?
5. Has a Certified Sales Tax Statement from the contractor for the materials used as a part of the reimbursement been submitted with this application?
6. Has a copy of the final payment to the contractor, including final invoice, been submitted with this application?
I acknowledge that the above information is accurate. I also recognize that, dependent upon the amount of the oversize reimbursement request as well as the number of other oversize reimbursement requests received by the Town of Cary during the fiscal year, the reimbursement may be paid over multiple years up to a maximum of ten (10) years, at the Town's discretion.
By _________________________
(Print Name)
Signature _________________________
(Developer/Owner)
Date________________
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TOWN OF CARY STAFF USE ONLY
Approved by ____________________
Date ____________________