January 26, 2015 - Douglas County PUD
Transcription
January 26, 2015 - Douglas County PUD
COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON JANUARY 26, 2015 - 1:30 P.M. 1. Flag Salute 2. Minutes 3. Vouchers en t 4. Public Comment um 5. Prequalification of Contractors 6. Resolution Increasing the Cash Balance in the Bridgeport Office Cashiers’ Change Funds oc 7. Resolution to Appoint a Deputy Auditor io na l D 8. Resolution Authorizing Acceptance of Work and Final Payment to Central Washington Asphalt, Inc. for the Second and Third Year under Contract 11-09-D, Asphalt Installation and Repair 9. Resolution Authorizing Acceptance of Work and Final Payment to Mi-Tech Services, Inc. under Contract 13-13-D, Provide Pole Testing and Treating Services is 10. Resolution Authorizing Amendment No. 7 to the Professional Service Agreement with Comonwealth Associates, Inc. under Contract No. 10-13-D -d ec 11. Resolution Authorizing Amendment No. 3 to the District’s Video Transport Agreement with Kiro-TV, Inc. re 12. Resolution Authorizing the Purchase of Acoustic Tags and Receiver Systems from Vemco tP 13. Resolution Authorizing Amendment No. 3 to Agreement with Jacobs Engineering Group, Inc. for Consulting Engineering Services ra f 14. Resolution Authorizing a Call for Bids under Bid Document 15-01-W, Provide and Install Replacement Pond Covers at the Methow Hatchery D 15. Resolution Authorizing a Professional Service Agreement with Okanagan Nation Alliance for Monitoring of Phases I and II of the Okanagan River Restoration Initiative 16. Resolution Authorizing Acceptance of Work and Final Payment to Reeves Lawn and Spray Service, LLC under Contract 13-22-W, 2014 Grounds Maintenance 17. Write-off to the Reserve for Uncollectible Accounts - $1,391.85 18. Financial and Statistical Report - Distribution System - November, 2014 19. Budget Report - Distribution System - November, 2014 Board Agenda January 26, 2015 Page Two 20. Internal Audit Report - December, 2014 21. Other 22. Trips en t 23. Minutes D ra f tP re -d ec is io na l D oc um 24. Executive Session: Legal risks RCW 42.30.110(1)(i)(c) RESOLUTION NO. _________ A RESOLUTION INCREASING THE CASH BALANCE IN THE BRIDGEPORT OFFICE CASHIERS’ CHANGE FUNDS RECITALS: 1) The Bridgeport office maintains two cashiering change funds at the en t front counter for daily operations. The primary cash fund has a balance of $225 and the secondary cash fund has a balance of $125. Trips to the Brewster branch of North Cascades National Bank are um 2) oc becoming more frequent in order to keep an appropriate amount of small bills in each fund for making change. It is in the best interest of the District to increase both change funds D 3) de ci si on al balances by $125 in order to have adequate small bills for making change. This would increase the primary cash fund balance to $350 and the secondary cash fund balance to $250. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the cash fund balances e- for both Bridgeport cashiers’ change funds be increased by $125. D ra ft Pr ADOPTED this 26th day of January, 2015. ATTEST: Molly Simpson, Secretary Ronald E. Skagen, President ___________________________ T. James Davis, Vice President RESOLUTION NO. _________ A RESOLUTION TO APPOINT A DEPUTY AUDITOR RECITALS: 1) The District has appointed the Customer Accounting Supervisor with the functional title of Deputy Auditor for many decades. This designation provides back-up support for auditing and printing of District vouchers and en t checks. Many District procedures have changed since this designation was um 2) assigned to the Customer Accounting Supervisor, including the check printing D Bridgeport office. oc process, the use of electronic signatures and the hiring of additional staff in the It is in the best interest of the District to remove the appointment of de ci si on al 3) Deputy Auditor from the Customer Accounting Supervisor and appoint Derek Browning, Distribution Accountant, with the functional title of Deputy Auditor. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the appointment of e- Deputy Auditor be removed from the Customer Accounting Supervisor and Pr appoint Derek Browning, Distribution Accountant, with the functional title of Deputy Auditor. D ra ft ADOPTED this 26th day of January, 2015. Ronald E. Skagen, President ___________________________ T. James Davis, Vice President ATTEST: Molly Simpson, Secretary RESOLUTION NO. _________ A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO CENTRAL WASHINGTON ASPHALT, INC. FOR THE SECOND AND THIRD YEAR UNDER CONTRACT 11-09-D, ASPHALT INSTALLATION AND REPAIR RECITALS: 1) By Resolution No. 11-081 dated June 27, 2011, the District awarded Contract 11-09-D, Asphalt Installation and Repair to Central Washington Asphalt, Inc. 2) District staff report the Contractor has satisfactorily completed all en t requirements for the second and third year of Contract 11-09-D and has submitted a Request for Final Payment, Certificate and Release. Therefore, staff recommends that um the District accept the completed work and authorize final payment in the amount of $547.86 for the second year and $59.83 for the third year to Central Washington Asphalt, oc Inc. upon receiving the required notifications from the State of Washington. The total D cost of work under this contract for the second year is $10,957.24 plus tax and for the de ci si on al third year is $1,196.52 plus tax. 3) It is in the best interests of the District to accept the work as complete and authorize final payment under Contract 11-09-D. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the work for the second and third year under Contract 11-09-D, Asphalt Installation and Repair is hereby accepted as e- complete, and that final payment is authorized, contingent on receipt by the District of all Pr necessary releases by the State of Washington. This acceptance in no manner waives any ft claim the District may have against the Contractor for failure to comply with the terms of D ra the contract. ADOPTED this 26th day of January, 2015. ___________________________ Ronald E. Skagen, President ___________________________ T. James Davis, Vice President ATTEST: Molly Simpson, Secretary RESOLUTION NO. _________ A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO MI-TECH SERVICES, INC. UNDER CONTRACT 13-13-D, PROVIDE POLE TESTING AND TREATING SERVICES RECITALS: 1) By Resolution No. 13-100 dated June 24, 2013, the District awarded Contract 13-13-D to provide pole testing and treating services to Mi-Tech Services, Inc. District staff report the Contractor has satisfactorily completed all en t 2) requirements of Contract 13-13-D and has submitted a Request for Final Payment, um Certificate and Release. Therefore, staff recommends that the District accept the oc completed work and authorize final payment in the amount of $5,977.99 to Mi-Tech Services, Inc. upon receiving the required notifications from the State of Washington. D The total cost of work under this contract is $119,559.80 plus tax. It is in the best interests of the District to accept the work as complete and de ci si on al 3) authorize final payment under Contract 13-13-D. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the work under Contract 13-13-D, is hereby accepted as complete, and that final payment is authorized, contingent on receipt e- by the District of all necessary releases by the State of Washington. This acceptance in Pr no manner waives any claim the District may have against the Contractor for failure to comply with the terms of the contract. D ra ft ADOPTED this 26th day of January, 2015. ATTEST: Molly Simpson, Secretary ___________________________ Ronald E. Skagen, President ___________________________ T. James Davis, Vice President RESOLUTION NO. _________ A RESOLUTION AUTHORIZING AMENDMENT NO. 7 TO THE PROFESSIONAL SERVICE AGREEMENT WITH COMMONWEALTH ASSOCIATES, INC. UNDER CONTRACT NO. 10-13-D, DOUGLAS TO RAPIDS 230 KV TRANSMISSION LINE RECITALS: 1) Resolution 10-095 authorized the District to issue a Request for Qualifications for the planning and construction of the Douglas-Rapids 230 kV Transmission Line project. District staff states that a rate schedule for the year 2015 has been submitted by en t 2) Commonwealth Associates, Inc. These rate adjustments are necessary to cover the increased cost 3) um of doing business. It is in the best interests of the District to amend the Professional Service oc Agreement with Commonwealth Associates, Inc. The change is estimated to increase District D cost by approximately 4.7 percent. The not to exceed amount of $2,525,376.00 (two million, five de ci si on al hundred twenty-five thousand, three hundred seventy-six dollars) has not changed. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District’s General Manager is hereby authorized and directed to execute Amendment No. 7 to the Professional Service Agreement with Commonwealth Associates, Inc. which updates the rate schedule for 2015. ft Pr e- ADOPTED this 26th day of January, 2015. D ra ATTEST: Molly Simpson, Secretary Ronald E. Skagen, President ___________________________ T. James Davis, Vice President RESOLUTION NO. _________ A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO THE DISTRICT’S VIDEO TRANSPORT AGREEMENT WITH KIROTV, INC. RECITALS: 1) Resolution 11-149 authorized Amendment No. 2 to the Video Transport en t Agreement with KIRO-TV, Inc., extending the Agreement through December 31, 2014. Staff recommends approval of Amendment No. 3 to the Video Transport um 2) oc Agreement with KIRO-TV, Inc., to extend the term of the Video Transport Agreement D through December 31, 2017. It is in the best interest of the District to amend the District's Video de ci si on al 3) Transport Agreement with KIRO-TV, Inc. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District's General Manager is authorized and directed to execute Amendment No. 3 to the Video Transport Agreement with KIRO-TV, Inc. D ra ft Pr e- ADOPTED this 26th day of January, 2015. ATTEST: Molly Simpson, Secretary Ronald E. Skagen, President ___________________________ T. James Davis, Vice President RESOLUTION NO. ____________ A RESOLUTION AUTHORIZING THE PURCHASE OF ACOUSTIC TAGS AND RECEIVER SYSTEMS FROM VEMCO RECITALS: 1) Under the Aquatic Settlement Agreement and the FERC License, the District is required to implement the White Sturgeon Management Plan (WSMP). en t The WSMP requires the District to develop, fund, and implement a comprehensive plan for monitoring and evaluating (M&E) white sturgeon in the Wells Project. um The comprehensive plan involves coordinating the M&E with similar plans oc performed by downstream utilities (Chelan and Grant PUDs). Beginning in the winter of 2015, the District will need to D 2) de ci si on al acoustically tag and track a minimum of 190 white sturgeon in the Wells Project. 3) Similar sturgeon tracking programs are being implemented in other Mid-Columbia PUD projects. Vemco products are being used to tag and track white sturgeon in the other PUD reservoirs. 4) Douglas PUD is required to quantify the number of sturgeon leaving the Wells Project and using identical equipment, that has already been deployed e- by downstream utilities (Chelan and Grant PUDs) and other organizations, such as Pr the Intertribal Fish Commission, will provide significant advantage to the District ft in its ability to share data and maintain compatibility with other operators of the D ra Columbia River and provide significant cost savings to the District. 5) The District has received a quote for the purchase of these products at a total cost that will not exceed $114,710.00. 6) This purchase is exempt from the competitive bidding requirements of RCW 54.04.070 pursuant to RCW 54.04.070(6) and RCW 39.04.280 (b). RCW 39.04.280, provides in part: This section provides uniform exemptions to competitive bidding requirements utilized by municipalities when awarding contracts for public works and contracts for purchases. (1) Competitive bidding requirements may be waived by the governing body of the municipality for: … (b) Purchases involving special facilities or market conditions; 8) Coordinating the District’s sturgeon tracking programs with the en t tracking systems being implemented in other Mid-Columbia projects requires the District’s use of Vemco equipment, or requires the District to purchase additional um compatibility equipment to allow the District to share tracking data with other oc downstream project operators, which would be more expensive and less efficient. D Thus, the purchase of Vemco tagging and tracking equipment capable of de ci si on al coordination involves special facilities and market conditions within the meaning of RCW 39.04.280(1)(b). 9) It is in the best interest of the District to waive the competitive bidding requirements and purchase the required products from Vemco for the monitoring and evaluation of white sturgeon. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public e- Utility District No. 1 of Douglas County, Washington, that the District hereby Pr waives the competitive bidding process pursuant to RCW 54.04.070(6) and RCW ft 39.04.280(1)(b), and the District is hereby authorized to issue a purchase order, D ra not to exceed $114,710.00 to Vemco for the purchase of Vemco acoustic system equipment. ADOPTED this 26th day of January, 2015. Ronald E. Skagen, President __________________________ T. James Davis, Vice President ATTEST: D ra ft Pr e- de ci si on al D oc um en t Molly Simpson, Secretary RESOLUTION NO. ________ A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO AGREEMENT WITH JACOBS ENGINEERING GROUP, INC. FOR CONSULTING ENGINEERING SERVICES RECITALS: 1. Resolution No. 12-166 authorized the District to enter into an Agreement with Jacobs Engineering Group, Inc. for consulting engineering services related to the Wells Hydroelectric Project with a not-to-exceed price of Resolution No. 13-174 authorized Amendment No. 1 to the um 2. en t $2,000,000 and a conclusion date of October 3, 2015. Agreement which increased the not-to-exceed amount of the Agreement to Resolution No. 14-078 authorized Amendment No. 2 to the D 3. oc $3,000,000. $4,000,000. 4. de ci si on al Agreement which increased the not-to-exceed amount of the Agreement to In addition to the more routine engineering services being performed by Jacobs under the current three-year Agreement, the District has requested a number of substantial engineering tasks that will affect the total amount of work e- invoiced under the contract. Based on the contract billings through December Pr 2014 and estimates to complete the tasks in progress, the total billings are ft expected to exceed the contract limit of $4,000,000. Staff recommends an increase in the not-to-exceed amount of the D ra 5. Agreement to $4,500,000. It is in the best interest of the District to authorize Amendment No. 3 to the Agreement for Consulting Engineering Services, thereby increasing the not-to-exceed amount of the Agreement to $4,500,000. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Amendment No. 3 to the Agreement for Consulting Engineering Services with Jacobs Engineering Group, Inc. is hereby approved, thereby increasing the not-to-exceed amount of this Agreement to $4,500,000. The District’s General Manager is hereby authorized and directed to execute said Amendment on behalf of the District. ADOPTED this 26th day of January, 2015. ____________________________ Ronald E. Skagen, President en t ____________________________ T. James Davis, Vice President D ra ft Pr e- de ci si on al D oc _____________________________ Molly Simpson, Secretary um ATTEST: RESOLUTION NO. _________ A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT 15-01-W, PROVIDE AND INSTALL REPLACEMENT POND COVERS AT THE METHOW HATCHERY RECITALS: 1) The pond covers for the juvenile rearing and adult holding ponds at the Methow Hatchery are in need of replacement. Staff recommends that the District solicit bids in compliance with en t 2) RCW 54.04.070 to provide and install replacement pond covers at the Methow um Hatchery in accord with the specifications, terms and conditions of Bid Document oc 15-01-W. Sealed bids will be accepted until March 16, 2015 at 1:30 p.m. Pacific D Time in the District’s East Wenatchee headquarters office. It is in the best interests of the District to issue a call for bids under de ci si on al 3) Bid Document 15-01-W, Provide and Install Replacement Pond Covers at the Methow Hatchery. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Bid Document 15-01W, Provide and Install Replacement Pond Covers at the Methow Hatchery is e- hereby approved, and the District’s General Manager is hereby authorized and Pr directed to issue a call for bids. D ra ft ADOPTED this 26th day of January, 2015. Ronald E. Skagen, President T. James Davis, Vice President ATTEST: Molly Simpson, Secretary RESOLUTION NO. ___________ A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH OKANAGAN NATION ALLIANCE FOR MONITORING OF PHASES I AND II OF THE OKANAGAN RIVER RESTORATION INITIATIVE RECITALS: 1) Section 7.5 of the Wells Habitat Conservation Plan (HCP) requires the District to fund a Tributary Assessment Program, with use of those funds at the discretion of the Wells HCP Tributary Committee (TC). The TC approved a proposal from the en t Okanagan Nation Alliance (ONA) to continue effectiveness monitoring of Phases I and II um of the Okanagan River Restoration Initiative (ORRI) for a five-year period. 2) Staff recommends approval of a Professional Service Agreement with the oc ONA for ORRI effectiveness monitoring. This Professional Service Agreement will fulfill D the effectiveness monitoring requirements of the HCP and will implement the funding decision made by the TC. It is in the best interests of the District to enter into a Professional Service de ci si on al 3) Agreement with the Okanagan Nation Alliance to continue effectiveness monitoring of the ORRI project under the Wells HCP Tributary Assessment Program. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District’s General Manager is e- hereby authorized and directed to enter into a Professional Service Agreement with the Pr Okanagan Nation Alliance for continued effectiveness monitoring of the ORRI project, the cost of which is not to exceed $70,000 US (seventy thousand US dollars) with an D ra ft expiration date of December 31, 2019. ADOPTED this 26th day of January, 2015. _______________________________ Ronald E. Skagen, President _______________________________ T. James Davis, Vice President ATTEST: ______________________________ Molly Simpson, Secretary A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO REEVES LAWN AND SPRAY SERVICE, LLC UNDER CONTRACT 13-22-W, 2014 GROUNDS MAINTENANCE RECITALS: 1) By Resolution 14-004, dated January 13, 2014, the District awarded Contract 13-22-W, 2014 Grounds Maintenance to Reeves Lawn and Spray Service, LLC. District staff report the Contractor has satisfactorily completed all en t 2) requirements for the first year of Contract 13-22-W and has submitted a Request um for Final Payment, Certificate and Release. Therefore, staff recommends that the oc District accept the completed work and authorize final payment for the first year D of the Contract in the amount of $10,098.77 to Reeves Lawn and Spray Service, de ci si on al LLC upon receiving the required notifications from the State of Washington. The total cost of work for the first year of this Contract is $201,975.09. 3) It is in the best interests of the District to accept the work as complete for the first year of the Contract and authorize final payment under Contract 13-22-W. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public e- Utility District No. 1 of Douglas County, Washington, that the work for the first Pr year under Contract 13-22-W, 2014 Grounds Maintenance is hereby accepted as ft complete, and that final payment is authorized, contingent on receipt by the D ra District of all necessary releases by the State of Washington. This acceptance in no manner waives any claim the District may have against the Contractor for failure to comply with the terms of the Contract. ADOPTED this 26th day of January, 2015. ___________________________ Ronald E. Skagen, President ___________________________ T. James Davis, Vice President ATTEST: D ra ft Pr e- de ci si on al D oc um en t ___________________________ Molly Simpson, Secretary
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