2015-01-26 board agenda final board packet.pdfjan 26, 2015 · financial and statistical report -...
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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
4. Public Comment
5. Prequalification of Contractors
6. Resolution Increasing the Cash Balance in the Bridgeport Office Cashiers’ Change Funds
7. Resolution to Appoint a Deputy Auditor
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
10. Resolution Authorizing Amendment No. 7 to the Professional Service Agreement with Comonwealth Associates, Inc. under Contract No. 10-13-D
11. Resolution Authorizing Amendment No. 3 to the District’s Video Transport Agreement with Kiro-TV, Inc.
12. Resolution Authorizing the Purchase of Acoustic Tags and Receiver Systems from Vemco
13. Resolution Authorizing Amendment No. 3 to Agreement with Jacobs Engineering Group, Inc. for Consulting Engineering Services
14. Resolution Authorizing a Call for Bids under Bid Document 15-01-W, Provide and Install Replacement Pond Covers at the Methow Hatchery
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
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Board Agenda January 26, 2015 Page Two
20. Internal Audit Report - December, 2014
21. Other
22. Trips
23. Minutes
24. Executive Session: Legal risks RCW 42.30.110(1)(i)(c)
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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
front counter for daily operations. The primary cash fund has a balance of $225
and the secondary cash fund has a balance of $125.
2) Trips to the Brewster branch of North Cascades National Bank are
becoming more frequent in order to keep an appropriate amount of small bills in
each fund for making change.
3) It is in the best interest of the District to increase both change funds
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
for both Bridgeport cashiers’ change funds be increased by $125.
ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
___________________________ T. James Davis, Vice President
ATTEST: Molly Simpson, Secretary
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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
checks.
2) Many District procedures have changed since this designation was
assigned to the Customer Accounting Supervisor, including the check printing
process, the use of electronic signatures and the hiring of additional staff in the
Bridgeport office.
3) It is in the best interest of the District to remove the appointment of
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
Deputy Auditor be removed from the Customer Accounting Supervisor and
appoint Derek Browning, Distribution Accountant, with the functional title of
Deputy Auditor.
ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
___________________________ T. James Davis, Vice President
ATTEST: Molly Simpson, Secretary
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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
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
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,
Inc. upon receiving the required notifications from the State of Washington. The total
cost of work under this contract for the second year is $10,957.24 plus tax and for the
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
complete, and that final payment is authorized, contingent on receipt by the 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: Molly Simpson, Secretary
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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.
2) District staff report the Contractor has satisfactorily completed all
requirements of Contract 13-13-D and has submitted a Request for Final Payment,
Certificate and Release. Therefore, staff recommends that the District accept the
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.
The total cost of work under this contract is $119,559.80 plus tax.
3) It is in the best interests of the District to accept the work as complete and
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
by the 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
___________________________ ATTEST: T. James Davis, Vice President Molly Simpson, Secretary
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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.
2) District staff states that a rate schedule for the year 2015 has been submitted by
Commonwealth Associates, Inc. These rate adjustments are necessary to cover the increased cost
of doing business.
3) It is in the best interests of the District to amend the Professional Service
Agreement with Commonwealth Associates, Inc. The change is estimated to increase District
cost by approximately 4.7 percent. The not to exceed amount of $2,525,376.00 (two million, five
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.
ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
___________________________ T. James Davis, Vice President
ATTEST: Molly Simpson, Secretary
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RESOLUTION NO. _________
A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO THE DISTRICT’S VIDEO TRANSPORT AGREEMENT WITH KIRO-
TV, INC.
RECITALS:
1) Resolution 11-149 authorized Amendment No. 2 to the Video Transport
Agreement with KIRO-TV, Inc., extending the Agreement through December 31,
2014.
2) Staff recommends approval of Amendment No. 3 to the Video Transport
Agreement with KIRO-TV, Inc., to extend the term of the Video Transport Agreement
through December 31, 2017.
3) It is in the best interest of the District to amend the District's Video
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.
ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
___________________________ T. James Davis, Vice President
ATTEST: Molly Simpson, Secretary
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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).
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.
The comprehensive plan involves coordinating the M&E with similar plans
performed by downstream utilities (Chelan and Grant PUDs).
2) Beginning in the winter of 2015, the District will need to
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
by downstream utilities (Chelan and Grant PUDs) and other organizations, such as
the Intertribal Fish Commission, will provide significant advantage to the District
in its ability to share data and maintain compatibility with other operators of the
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:
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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
tracking systems being implemented in other Mid-Columbia projects requires the
District’s use of Vemco equipment, or requires the District to purchase additional
compatibility equipment to allow the District to share tracking data with other
downstream project operators, which would be more expensive and less efficient.
Thus, the purchase of Vemco tagging and tracking equipment capable of
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
Utility District No. 1 of Douglas County, Washington, that the District hereby
waives the competitive bidding process pursuant to RCW 54.04.070(6) and RCW
39.04.280(1)(b), and the District is hereby authorized to issue a purchase order,
not to exceed $114,710.00 to Vemco for the purchase of Vemco acoustic system
equipment.
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ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
__________________________ T. James Davis, Vice President
ATTEST: Molly Simpson, Secretary
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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
$2,000,000 and a conclusion date of October 3, 2015.
2. Resolution No. 13-174 authorized Amendment No. 1 to the
Agreement which increased the not-to-exceed amount of the Agreement to
$3,000,000.
3. Resolution No. 14-078 authorized Amendment No. 2 to the
Agreement which increased the not-to-exceed amount of the Agreement to
$4,000,000.
4. 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
invoiced under the contract. Based on the contract billings through December
2014 and estimates to complete the tasks in progress, the total billings are
expected to exceed the contract limit of $4,000,000.
5. Staff recommends an increase in the not-to-exceed amount of the
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
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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 ____________________________
T. James Davis, Vice President
ATTEST: _____________________________ Molly Simpson, Secretary
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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.
2) Staff recommends that the District solicit bids in compliance with
RCW 54.04.070 to provide and install replacement pond covers at the Methow
Hatchery in accord with the specifications, terms and conditions of Bid Document
15-01-W. Sealed bids will be accepted until March 16, 2015 at 1:30 p.m. Pacific
Time in the District’s East Wenatchee headquarters office.
3) It is in the best interests of the District to issue a call for bids under
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 15-01-
W, Provide and Install Replacement Pond Covers at the Methow Hatchery is
hereby approved, and the District’s General Manager is hereby authorized and
directed to issue a call for bids.
ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
T. James Davis, Vice President ATTEST: Molly Simpson, Secretary
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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
Okanagan Nation Alliance (ONA) to continue effectiveness monitoring of Phases I and II
of the Okanagan River Restoration Initiative (ORRI) for a five-year period.
2) Staff recommends approval of a Professional Service Agreement with the
ONA for ORRI effectiveness monitoring. This Professional Service Agreement will fulfill
the effectiveness monitoring requirements of the HCP and will implement the funding
decision made by the TC.
3) It is in the best interests of the District to enter into a Professional Service
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
hereby authorized and directed to enter into a Professional Service Agreement with the
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
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
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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.
2) District staff report the Contractor has satisfactorily completed all
requirements for the first year of Contract 13-22-W and has submitted a Request
for Final Payment, Certificate and Release. Therefore, staff recommends that the
District accept the completed work and authorize final payment for the first year
of the Contract in the amount of $10,098.77 to Reeves Lawn and Spray Service,
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
Utility District No. 1 of Douglas County, Washington, that the work for the first
year under Contract 13-22-W, 2014 Grounds Maintenance is hereby accepted as
complete, and that final payment is authorized, contingent on receipt by the
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.
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ADOPTED this 26th day of January, 2015.
___________________________
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
ATTEST: ___________________________ Molly Simpson, Secretary
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