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HomeMy WebLinkAboutMinutes_GUS_09.08.2017Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas September 8, 2017 at 2:OOPM at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participation at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 80h Street for additional information: TTY users route through Relay Texas at 711. Board Members Present: John Copelan — Vice Chair, Joyce Mapes -- Secretary, Steve Fought, Edward Wiley, Arthur Yaeger, David Maserang Board Members Absent: Mike Cunningham — Chair Staff Members Present: Jim Briggs, Mike Babin, Glenn Dishong, Wesley Wright, Mike Westbrook, Chris Foster, Jimmy Sikes, David Thomison, Leigh Wallace, Tristan Whitmire, Sheila Mitchell, Electric and Water employees: Richard Pajestka, Damian Helmbold, Ryan Sauls, Casey Lane, Mason Ball, Dustin Smith, Chris Waggoner, Travis Conner, John Zamarripa Others Present: none Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A. Call to Order — Called to order by Vice Chair at 2:00p.m. The Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager of Utilities, 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. B. Introduction of Visitors — none present Employee Recognition -- TMUA Utility Award — Glenn Dishong, Utility Director -- Water Services Department Recognition — David Thomison, Water Services Manager Jeff Deleon, Water Maintenance Supervisor -- has been with city approximately 13 years and promoted to new position. Ernest Vidaure, Jr., Planner Scheduler — has been with city approximately 13 years and promoted to new position. Hurricane Harvey assistance — 3 employees Ryan Sauls, Damian Helmbold, Isaac Conde (absent). Traveled to the Houston area and provided assistance on their own time, not on City time. We appreciate all the work they did to rescue and assist those affected by the storms. -- Electric Operations Department Recognition — Mike Westbrook, Electric Operations Manager Electric Journeyman — 2 employees Matt Braun, Kolton Keith (both absent today). Both completed their certifications. Texas Lineman's Rodeo (top 20%) — 3 employees Chris Waggoner (lst), Dustin Smith (2nd), Travis Conner (3,d). Competition in July in Seguin, TX. Westbrook recognized them for their accomplishments and described some of the physical events and cooking competitions they competed in. July 31s' Williams Drive accident assistance — 3 employees Mason Ball, Chris Waggoner and Jarod (absent). Westbrook discussed the accident, in which a citizen lost their life after being struck by a vehicle. These employees were leaving the end of their work day and stopped to provide traffic control and assist emergency personnel with keeping the scene safe while they assisted the patient. We appreciate their assistance in doing the "right thing" to help the citizens of Georgetown. C. September 2017 GUS Project Updates — Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright gave updates on projects included in packet. Spoke about Ribbon Cutting for Mays extension planned for September 28th at 2 pm. Open to anyone who would like to attend. D. Industry Updates Briggs updated on new FERC commissioners hearings in Washington, DC, related to power generation, cyber security, etc. He spoke on new process for state water planning. Will wrap up sometime after 2020. A lot of discussion on population and growth projections pertaining to water demand. He discussed issues during the recent hurricane and water supplies in the areas. Interconnections are important for assistance during times of need, especially emergencies. Briggs said summer water usage was good in the area. The legislative session ended and there have not been any meetings this summer. He further spoke on legislative bills pertaining to cell/wire service and how it will impact cities. Some discussion on water supply and conservation; no issues with supply, conservation will continue. Legislative Regular Agenda. The Board will individually consider and possibly take action on any or all of the following items: E. Review and possible action to approve the minutes from the Regular GUS Board meeting August 11, 2017, the Regular GUS Board meeting July 14, 2017, the Special GUS Board meeting held on June 12, 2017, the Regular GUS Board meeting held on June 9, 2017 and revised minutes from the Regular GUS Board meeting held on May 12, 2017. — Sheila K. Mitchell, GUS Board Liaison All minutes presented were considered in whole for approval. No questions or changes. Motion by Mapes, seconded by Wiley to approve all minutes, as presented. Approved 6-0-1 (Cunningham absent) F. Consideration and possible recommendation to approve the purchase of Bioxide from Evoqua Water Technologies LLC of Sarasota, Florida, in an amount not to exceed $80,000.00, for Fiscal Year 2017/2018. — David W. Thomison, Water Services Manager Thomison gave history of use of Bioxide for odor control in the city's collection systems. No discussion. Motion by Yaeger, seconded by Maserang to approve the purchase of Bioxide from Evoqua Water Technologies LLC of Sarasota, Florida, in an amount not to exceed $80,000.00, for Fiscal Year 2017/2018. Approved 6-0-1 (Cunningham absent) G. Consideration and possible recommendation to approve the purchase of sewer inspection camera system's Envirosight from Green Equipment Co., Inc., of Fort Worth, TX, in the amount of $143,100.00. — David W. Thomison, Water Services Manager Thomison requested item be pulled from the agenda to allow additional time for the vendor to revise the quote and clean up language within the quote. Vice -Chair accepted Thomison's request. Item G pulled from the agenda. Will be placed on the October agenda for board consideration. H. Consideration and possible recommendation to award the Brush Trimming and Removal Services Contract to Austex Tree Service, Inc., of Round Rock, Texas in the estimated amount of $270,000.00. — Mike Westbrook, Electric Operations Manager Westbrook explained scope of work to be done and safety requirements of vegetation clearance around electric transformer boxes. Clearance will also increase response time during outages. Starting work in Sun City; will educate residents of process and timeline. This is a three year contract including renewals. Copelan asked about exposure of electrical boxes and how much will be cleared. Westbrook explained in further detail how much vegetation will be removed, including full access to the front of transformer boxes. Estimated start after beginning of FY (Oct 1 -Sept 30). There will be signage on contractor's vehicles and notification will be administered throughout the project. Copelan asked to be the contact in Sun City for project as he has been sitting on an advisory committee to prepare for the project. Motion by Mapes, seconded by Yaeger to award the Brush Trimming and Removal Services Contract to Austex Tree Service, Inc., of Round Rock, Texas in the estimated amount of $270,000.00. Approved 6-0-1 (Cunningham absent) Consideration and possible recommendation to award LED Street Lights ITB No. 201738, Type 1 to KBS Electrical Distribution, Inc., of Austin, TX and Type 2 to Ringdale Inc., of Georgetown, TX, in the estimated amount of $150,000.00, for both types.— Mike Westbrook, Electric Operations Manager Westbrook explained award for KSB for headlights attached to streetlight poles. Will replace like for like. Spoke in further detail of replacement process. He then discussed Ringdale lights that are downtown; two styles. Ringdale is a local company and had 10 year warranty for these types of lights. Some comments by Wiley regarding costs, types of cutoffs, etc. Sikes spoke on wattage and brightness. Some discussion continued about differences. Motion by Wiley, seconded by Maserang to award LED Street Lights ITB No. 201738, Type 1 to KBS Electrical Distribution, Inc., of Austin, TX and Type 2 to Ringdale Inc., of Georgetown, TX, in he estimated amount of $150,000.00, for both types. Approved 6-0-1 (Cunningham absent) Consideration and possible recommendation to continue utilizing the annual agreement for LCRA Material Acquisition to purchase electric distribution, fiber and substation materials for FY 2017-2018 from Techline Ltd. under their contract with the Lower Colorado River Authority ("LCRA") Electric Material Acquisition Program in the not to exceed amount of $4,500,000.00. — Wesley Wright, P.E., Systems Engineering Director Wright introduced Sikes, Electric Engineering Manager. Wright explained agreement is for material usage for electric distribution, fiber and substation materials for maintenance and expansion needs. Explained this is through a reciprocal agreement with LCRA and falls under their bids to obtain better pricing. Not expected to utilize full requested amount but want to be prepared and not slow progress. Copelan asked and Wright explained how much is anticipated to be purchased and stated previous year was approximately $3,000,000.00. Fought noted this a yearly agreement and expense council is used to reviewing for approval. Motion by Yaeger, seconded by Maserang to continue utilizing the annual agreement for LCRA Material Acquisition to purchase electric distribution, fiber and substation materials for FY 2017-2018 from Techline Ltd. under their contract with the Lower Colorado River Authority ("LCRA") Electric Material Acquisition Program in the not to exceed amount of $4,500,000.00. Approved 6-0-1 (Cunningham absent) K. Consideration and possible recommendation to renew the contract for labor services for Electric System Overhead Construction and Maintenance to Techline Construction, LLC of Austin, Texas, in the not to exceed amount of $2,000,000.00. — Wesley Wright, P.E., Systems Engineering Director Wright provided description of work performed for overhead labor services. He discussed anticipated development needs. Techline has performed well for the city. Motion by Mapes, seconded by Wiley to renew the contract for labor services for Electric System Overhead Construction and Maintenance to Techline Construction, LLC of Austin, Texas, in the not to exceed amount of $2,000,000.00. Approved 6-0-1 (Cunningham absent) L. Consideration and possible recommendation to renew the contract for Electric System Underground Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not to exceed amount of $3,000,000.00. — Wesley Wright, P.E., Systems Engineering Director Wright explained description of underground work to be performed. Pedro has been working with the city for over a decade. Continued growth in area without expected slowdown at this time. Motion by Yaeger, seconded by Maserang to renew the contract for Electric System Underground Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not to exceed amount of $3,000,000.00. Approved 6-0-1 (Cunningham absent) M. Consideration and possible recommendation to renew the contract for labor services for Outside Plant Fiber Optic Infrastructure Construction to JC Communications of Cedar Park, Texas, in the not to exceed amount of $300,000.00. — Wesley Wright, P.E., Systems Engineering Director Wright explained the city maintains its own fiber network and maintenance. As development continues communications have to be carried to those facilities. We would like to continue to utilize JC Communications' services. Motion by Wiley, seconded by Maserang to renew the contract for labor services for Outside Plant Fiber Optic Infrastructure Construction to JC Communications of Cedar Park, Texas, in the not to exceed amount of $300,000.00. Approved 6-0-1 (Cunningham absent) N. Consideration and possible recommendation to approve annual task orders: Task Order MEI -18-001 for Electric System & Planned Capital Improvement Projects in the not to exceed amount of $460,000.00, Task Order MEI -18-002 for Electric System Engineering Planning and Engineering Assistance in the not to exceed amount of $250,000.00 and Task Order MEI -18-003 for New Development Engineering and Design Assistance in the not to exceed amount of $590,000.00 with McCord Engineering, Inc., of College Station, Texas, for professional engineering services. — Wesley Wright, P.E., Systems Engineering Director Wright explained each task order included in packet. McCord has worked with the city for over 20 years; they function as an extension of staff. McCord staff meets with city staff every other Friday. Maserang asked about bid the process. Wright explained all previously presented items have been bid. Most are done with renewals so as to not have to rebid each year. Wright explained the McCord item is for professional services and explained as a public entity we fall under state laws for bidding processes. Professional services are not allowed to be bid. Engineering is considered as a qualification selection process. Briggs spoke regarding rates we are billed vs other firm's rates; these are below others. Level of service and response time to requests is very good and McCord has performed well for the city. Motion by Mapes, seconded by Maserang to approve annual task orders: Task Order MEI -18-001 for Electric System & Planned Capital Improvement Projects in the not to exceed amount of $460,000.00, Task Order MEI -18-002 or Electric System Engineering Planning and Engineering Assistance in the not to exceed amount of $250,000.00 and Task Order MEI -18-003 for New Development Engineering and Design Assistance in the not to exceed amount of $590,000.00 with McCord Engineering, Inc., of College Station, Texas, for professional engineering services. Approved 6-0-1 (Cunningham absent) O. Consideration and possible recommendation to award a contract to CB&I, LLC of The Woodlands, Texas for the construction of the Sun City EST (elevated water storage tank) in the amount of $3,224,000.00. — Wesley Wright, P.E., Systems Engineering Director Wright explained tank, location and size. Displayed photo of proposed tank. Explained current usage, demand and growing demand. Bid is competitive. Fought asked when project will start and Wright explained possibility of starting late fall, however not ready for use until summer after next. Therefore two tanks will remain until the new tank is operational. A later bid will come for destruction and removal of old tank. Capacity will go from 400K gallons to 2M gallons. A meeting will be held for Sun City residents to educate on process, new tank and timelines. Motion by Wiley, seconded by Maserang to award a contract to CB&I, LLC of The Woodlands, Texas for the construction of the Sun City EST (elevated water storage tank) in the amount of $3,224,000.00. Approved 6-0-1 (Cunningham absent) P. Consideration and possible recommendation to approve Task Order CDM -17-008 with CDM Smith, Inc. of Austin, Texas, for professional services related to Lake Water Treatment Raw Water Intake and Pump Station Improvements in the amount of $147,120.00. — Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright presented diagram of the lake intake structure. Structure has been in place since 1978. He explained a hydraulic model that was built by Clemson University to see if we could get more water into the lake. He further discussed current capacity and stated the model determined with some modifications and needed maintenance to existing structure, we can pull in up to 40M gal/day, with ability to treat about 32M gal/day. This will allow for future expansion before the need the build a new plant. Some discussion on depth of underwater work; lowest level is at 78 feet. This task order is for design work only. Bids for construction will be brought to board as process moves forward. Motion by Maserang, seconded by Mapes to approve Task Order CDM -17-008 with CDM Smith, Inc. of Austin, Texas, for professional services related to Lake Water Treatment Raw Water Intake and Pump Station Improvements in the amount of $147,120.00. Approved 6-0-1 (Cunningham absent) Q. Consideration and possible recommendation to approve Task Order CDM -17-009 with CDM Smith, Inc. of Austin, Texas, for professional services related to the 2018 Water and Wastewater Utility Master Plans Update and 2017-2018 Utility Evaluations Support in the amount of $328,045.00. — Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright explained every 3-5 years a comprehensive master plan update is performed. We will be looking at Impact Fees again in summer of 2018. Prior to doing so, the model needs to be updated. Motion by Maserang, seconded by Mapes to approve Task Order CDM -17-009 with CDM Smith, Inc. of Austin, Texas, for professional services related to the 2018 Water and Wastewater Utility Master Plans Update and 2017-2018 Utility Evaluations Support in the amount of $328,045.00. Approved 6-0-1 (Cunningham absent) Motion by Wiley, seconded by Maserang to enter into Executive Session at approximately 3:25p.m. R. EXECUTIVE SESSION 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. Sec. 551.086 Competitive Matters Quarterly Electric Financials and Power Supply planning discussion. — Chris Foster, Manager of Resource Planning & Integration (no action required) Motion by Wiley, seconded by Maserang to return to regular session. Returned to regular session at approximately 4:04p.m. S. Action from Executive Session Quarterly Electric Financials and Power Supply planning discussion. (no action required) Motion by Mapes, second by Maserang to adjourn. Meeting adjourned at 4:05p.m. Adjourniridot' j6hn opelan — Vice Chair Joyce Mapes — Secretary C Slila K. M tchA, GU Board Liaison