HomeMy WebLinkAboutMinutes_GUS_06.08.2012mutes of the'Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Friday, June 8, 2012
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday, June 8,
2012.
Board Members Present:
Robert Young - Vice Chair, Arthur Yaeger, Jr. - Secretary, Patty Eason, Robert Kostka, Brian Lindsey,
Bill Sattler
Board Members Absent:
John Nett - Chair
Staff Present:
Jim Briggs, Glenn Dishong, David Munk, Kathy Ragsdale, Jimmy Sikes, David Thomison, Chris Foster,
Trina Bickford, Michael Hallmark, Kathy Ragsdale, Rachel Osgood, Skye Masson, Sheila Mitchell
OTHERS PRESENT: Gary Hertel Verna Browning & Ryan Hobbs/Texas Disposal Systems (TDS), Trae
Sutton/KPA, Ronald Franks & Paul Daugereau/Waste Management, Todd Jackson/Halff & Associates,
Scott Hasternack & Jessica Terry/SAIC
Minutes
Regular Meeting
Board may, at any time, recess the Regular Sessionto convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551,
and are subject to action in the Regular Session that follows.
Called to order at 2:OOpm by Vice -Chair, Robert Young, chairing meeting in absence of Chair, John Nett
I. STAFF BOARD COMMENTS/QUESTIONS:
(This is a short Informational time regarding items where specific actions are not requested or needed)
A. Introduction of Visitors -- Briggs asked staff to introduce themselves, then consultants
followed: Scott Hasternack & Jessica Terry/SAIC, Trae Sutton/KPA, Todd Jackson/Halff
& Associates. Visitors Verna Browning, Ryan Hobbs & Gary Hertel/TDS, Paul
Daugereau & Ronald Franks/Waste Management, Josh Pherigo/Williamson County Sun
B. Project Progress Reports -Hallmark noted reports included in packets. Briggs asked and
Hallmark reported the LWTP has reached the milestone and is able to manually
push capacity through the plant at this time, the second of three pumps is scheduled
to come online June 18th.
-- Council Actions -- all passed
C. Industry Updates - Young recognized Briggs' article in The View Magazine. Briggs thanked the
staff for their hard work and expressed his confidence in them, making his job easier.
Briggs presented and reviewed an Electric Market update from Schneider Engineering.
-- Chisholm. Trail Special Utility District (CTSUD) consohdahon - Briggs noted the
Georgetown Utility Systems/CTSUD Feasibility Report is being released today and will
be posted at 5.00pm on City website for review. This has been a 4 month process to
provide information on liabilities, assets, management, operations, system
capabilities, etc. Briggs reviewed background of how we became involved in
reviewing CTSUD information for potential consolidation. The report is being reviewed
closely by several entities and will be presented on Wednesday, June 13 at 6:OOpm at
Ford Elementary as a combined special meeting of the Georgetown City Council and
CTSUD Board. It will be open for public questions and then answers will be posted
on City website. No action will be taken at the meeting. Council/CTSUD will have a
couple of months to review and determine action. Tentative date will be
September for CTSUD to make their determination and City Council s decision will
follow Young commented about hard work of staff and the leadership of Briggs to
accomplish compiling and review of information.
Other discussion: Kostka recommended the book -- The Big Thirst by Charles Fishman.
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board —greater than $50,000 in value)
D. Review and possible action to approve the minutes from the regular GUS Board meeting held
on May 11, 2012. -- Sheila Mitchell
Discussion: Kostka noted correction - regarding potholes in Tin Barn Alley; concern was
more about safety and liability of City. Motion by Eason, seconded by Lindsey to
approve with recommended changes. Mitchell will revise and clarify minutes.
Approved: 6-0-1 (Nett absent)
E. Consideration and possible recommendation to approve Task Order KPA-12-004 with
Kasberg, Patrick & Associates LP of Georgetown, Texas, for professional services related
to the North Georgetown Addition Water Line Improvements in the amount of
$131,815.00. -- David Munk/David Thomison
Discussion. Munk reviewed item for upgrade of water lines in North Georgetown
Addition, platted in the 1950's near the Chamber of Commerce Building. Will
improve leaks and fire protection. Kostka asked and Munk explained how fees
are disbursed during project. This Task Order is for engineering and payments
will be done via billing schedule. Sattler asked for clarification on location.
Motion by Yaeger seconded by Kostka to approve Task Order KPA-12-004 with
Kasberg, Patrick & Associates LP of Georgetown, Texas, for professional services
related to the North Georgetown Addition Water Line Improvements in the
amount of $131,815.00. Approved: 6-0-1 (Nett absent)
F. Consideration and possible recommendation to approve First Amendment to Task Order
TCI-11-001, for professional services relating to materials test for the LWTP Phase III, with
Terracon, Inc. of Austin, Texas, in the amount of $15,000.00. -- David Munk/David Thomison
Discussion: Munk stated this amendment to Task Order is related to materials test
and will carry project over $50,000.00 level. Young clarified that the increase was
reason for GUS reviewing the amendment. Sattler asked and Hallmark explained
the decision to select an engineer would not have changed if the additional
$15,000.00 had been included in the original pricing, as costs for professional services
are not permitted to be shopped. Motion by Kostka, seconded by Yaeger to approve
First Amendment to Task Order TCI-11-001, for professional services relating to
materials test for the LWTP Phase III, with Terracon, Inc. of Austin, Texas, in the
amount of $15,000.00. Approved: 6-0-1 (Nett absent)
G. Consideration and possible recommendation related to the October 2012 - September 2017
municipal solid waste and recycling services. -- Rachel Osgood/Kathy Ragsdale
Discussion: Ragsdale first reviewed the procurement process leading up to where we
are now in the selection process. Ragsdale noted TDS extended their contract in the
fourth year of the five (5) year contract and negotiations were made and taken to
Council in October 2011 which included some new options for green waste and single
stream recycling; services which had been requested by the citizens during the survey.
Council chose to go out for bid since it had been since 2008, vote was split by Council to
go out for bid. Ragsdale reviewed current services. She -stated SAIC was hired for
consultant services to handle the RFP process. She reviewed some additional services
which were included in the RFP, stating the parameters of the RFP grew as they moved
through the process and it was separated into 4 packages/categories. RFP's included a
mandatory pre bid meeting. Site tours were conducted after pre -bid so candidates could
see our needs. After proposals were received there was a two-part ranking assessment
Six proposals were received; one did not meet all criteria. Ragsdale handed out a memo
from SAIC regarding procurement, noting the list of three potential providers with
which interviews were held. Ragsdale reviewed three recommended options. Hasternack
discussed some of the considerations of the critena, interview process, etc. He also noted
in addition to cost, each company had specific strengths and weaknesses. Sattler asked if
SAIC provided a recommendation independent of the evaluation committee and
Hasternack noted they handled document development, guidance for criteria,
procurement documents, technical aspects. Ragsdale noted they also provided updates
on industry standards. Briggs noted a focus on credit/financial worthiness to be able to
handle the magnitude of the contract to all hers of customers, transfer/collection station
value, etc., as this service is extremely valuable to our customers, both inside and outside
the City. Briggs noted more in depth discussion on negotiations would be handled in
Executive Session. Briggs noted it was determined all three finalists can perform the
service. Eason asked about the pairing of two companies together - does that mean one
of themcannot handle all services? Ragsdale noted companies did not have to bid on
all requests.
No further discussion.
At 3:02pm motion by Eason, seconded by Yaeger to enter into Executive Session. Approved 6-0-1 (Nett
absent)
Room cleared of visitors and short break before entering into Executive Session.
III. RATES:
EXECUTIVE SESSION Called to order 3:06pm
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes,
Annotated, the item listed below will be discussed in closed session and is subject to action in the
regular session that follows.
H. Sec. 551.071 Consultation with Attorney
Discussion related to the October 2012 - September 2017 municipal solid waste and
recycling services contract negotiations. -- Rachel Osgood/Kathy Ragsdale
Brief break to allow consultants time to depart. Sikes and Dishong re -joined Executive Session for
discussion on Wholesale power. Began discussion at 4:17pm
IV. STRATEGIC ISSUES:
The GLIS Board will remain in Executive Session under Chapter 551 of the Texas Government Code to
discuss matters o; take action on a "competitive matter" of the Energy Services Department as provided
under Section 551.086
I. Sec. 551.086 Competitive Matters
Discussion related to the LCRA Wholesale Power Agreement. Jim Briggs
Motion by Kostka, seconded by Sattler to return to Regular Session. Approved 6-0-1 (Nett absent)
REGULAR SESSION CALLED BACK TO ORDER at 4:37pm.
J. Action from Executive Session.
Discussion: Brief recap of Executive Session. Briggs stated the Staff recommendation
is for City Council to initiate contract negotiations with TDS as the primary provider.
If no agreement can be reached, Central Texas Refuge and then Allied Waste would be
included in negotiations. No further discussion. Motion by Yaeger seconded by Lindsay
to move forward to Council under Staff recommendation. Young clarified that staff be
empowered to contract with SAIC regarding negotiations and staff will continue with
alternates if initial agreement not met. Approved 6-0-1 (Nett absent)
Motion by Kostka, seconded by Eason to adjourn.
V. ADJOURN
Adjourned at 4:42pm
The meeting was adjourned at 4:42 PM.
Attest:
Arthur Yaeger iZ Secretary
Sheila . Mitchell G S Boar• iaison