HomeMy WebLinkAboutAgenda_GTEU_12.17.2020Notice of Meeting for the
Georgetown Electric Utility B oard
of the City of Georgetown
December 17, 2020 at 4:00 P M
at VI RT U AL
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Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose
authorized by the O pen Meetings Act, Texas G overnment C ode 551.)
A C all to O rder - R obert C ase, Board Vice-C hairman
B R oll C all of Board Members - R obert C ase, Board Vice-C hairman
C Introduc tion of Visitors - R obert C as e, Board Vic e-C hairman
D G eneral Manager's Monthly R eport. - Daniel Bethapudi, G eneral Manager of the Elec tric Utility
- C us tomer C are R eport
- Monthly O perations R eport
- F ourth Q uarter F inanc ial R eport
- Year-End R eview
E O verview of C ollec tion Agency R F P proc es s and next steps . - C indy P os pis il, C ustomer C are Manager
Regular Agenda
F C ons ideration and possible approval of the Minutes from the O ctober 15, 2020 Board Meeting - Laura
Wilkins, Board Liaison
G C ons ideration and possible recommendation to approve annual tas k orders with Mc C ord Engineering
Inc ., of C ollege S tation, Texas for professional engineering services. -- Mike Westbrook, Elec tric
O perations and Engineering Manager
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- Tas k O rder MEI-21-001 for Elec tric S ys tem and P lanned C apital Improvement
P rojects in the amount not to exceed $200,000;
- Tas k O rder MEI-21-002 for Elec tric S ys tem Engineering P lanning and As s is tance
in the amount not to exceed $250,000;
- Task O rder MEI-21-003 for New Development Engineering and Des ign in the
amount not to exceed $590,000
H C ons ideration and possible recommendation to renew the Annual Electric S ystem Underground
C ons truction and Maintenanc e Bid for labor services to P edro S .S . S ervic es , Inc. of Aus tin, Texas , in
the not to exceed amount of $2,000,000.00 – Mike Wes tbrook, Electric O perations and Engineering
Manager
I C ons ideration and possible recommendation to c ontinue utilizing the annual agreement for LC R A Material
Ac quisition to purc hase electric dis tribution, fiber, water, s afety, and subs tation materials, hardware, and
tools for F is cal Year 2021 from Tec hline Ltd. under their contrac t with the Lower C olorado R iver
Authority ("LC R A") Electric Material Acquis ition P rogram in the not to exceed amount of $4,000,000.00
– Mike Wes tbrook, Electric O perations and Engineering Manager
E xecutiv e Session
In c omplianc e with the O pen Meetings Ac t, C hapter 551, G overnment C ode, Vernon's Texas C odes,
Annotated, the items listed below will be dis cus s ed in c los ed session and are s ubjec t to action in the regular
s es s ion.
J E XE C UT IVE S E S S ION:
Section 551.086: Competitive Matters
- P urc hased P ower R eview
Action From Executive S ession.
Adjournment
ADJO UR NMENT
Ce rtificate of Posting
I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of
Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily
acc es s ible to the general public as required by law, on the _____ day of _________________, 2020, at
__________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said
meeting.
__________________________________
R obyn Dens more, C ity S ec retary
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City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
G eneral Manager's Monthly R eport. - Daniel Bethapudi, G eneral Manager of the Electric Utility
- C ustomer C are R eport
- Monthly O perations R eport
- F ourth Q uarter F inancial R eport
- Year-End R eview
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
NO NE
S UB MIT T E D B Y:
Daniel N. Bethapudi - G eneral Manager, Elec tric Utility (LJW )
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City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
O verview of C ollection Agenc y R F P process and next s teps. - C indy P ospisil, C us tomer C are Manager
IT E M S UMMARY:
In c onjunc tio n with the Bo ard ’s direc tion, the c ity released an R F P o n No vember 16, 2020 for C ollection
Agency S ervices to aid in the collec tion o f pas t d ue balances fro m d elinquent utility ac c ounts . T he R F P
closed on December 4th and the C ity rec eived five (5) res ponsive proposals.
A cross d ep artmental review c ommittee was es tab lis hed with representatio n fro m F inance and C us tomer
C are. T he committee independ ently reviewed and sc o red the p ro p o s als and met as a team to further
dis cus s qualificatio n. T he c o mmittee ranked the propos als to id entify the top (2) c andidates which will
then provide oral presentations to the c ommittee.
A rec o mmendatio n fo r ap p ro val o f the c o ntrac t with the to p c andidate will b e on the January 2021 Electric
Board agenda and will b e c o ns idered fo r final approval by C ounc il in F ebruary 2021. Imp lementation for
the c ontracted services will follow.
T hree (3) o f the proposers were HUB certified , woman o wned b usines s es and 2 of the p ro p o s ers were
Texas b as ed . Years in bus iness ranged fro m 15 to 40 years with s o me having extens ive munic ip al utility
experience.
Below is a matrix of the weighted c riteria used to evaluate each proposal:
O fferor Bac kground 15 points
P roject Experienc e/Q ualific ations 25 points
Methodology and Tec hnical Approac h 30 points
C os t Evaluation 30 points
F IN AN C IAL IMPAC T:
T he c os t s tructure in the proposals ranged from 15% to 25% of c ollected funds. P ayment from funds
collec ted by the agenc y will be sent to the C ity monthly.
S UB MIT T E D B Y:
C indy P ospisal - C us tomer C are Manager
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City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
C onsideration and pos s ible approval of the Minutes from the O c tober 15, 2020 Board Meeting - Laura
Wilkins , Board Liais on
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
NO NE
S UB MIT T E D B Y:
Laura Wilkins - G eorgetown Electric Utility Board Liais on
AT TAC H ME N T S:
Description Type
Minutes 10-15-2020 Backup Material
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Minutes of the Meeting for the
Georgetown Electric Utility Advisory Board
Thursday, October 15, 2020 at 4:00 PM
at: Virtual Meeting (Zoom)
Board Members Present:
Via Teleconference (Zoom): Bill Sattler – Chairman, Robert Case -Vice-Chairman, Sam Jones –
Secretary, Mike Triggs, Rick Woodruff
Board Members Absent: NONE
Staff Present:
Via Teleconference (Zoom): David Morgan, Daniel Bethapudi, Mike Westbrook, Michael
Weisner, Jennifer Flor, Cindy Pospisil, Laura Wilkins, Karen Frost
Others Present: Shams Siddiqi – Crescent Power
REGULAR SESSION:
A. Call to Order – Bill Sattler, Board Chairman
Meeting was called to order at 4:10 PM by Sattler. Roll Call of Board Members present.
All Board Members were present.
B. Public Wishing to Address the Board – Bill Sattler - Electric Board Chairman
No one signed up to speak to the Board.
C. General Manager’s Monthly Report – Daniel Bethapudi, General Manager of the Electric
Utility
- Customer Care Report
- Monthly Operations Report
Westbrook led discussion of General Manager’s Report
Pospisil gave the Customer Care Report - Comment from Woodruff – on-time # is down
from last month. Is there a reason for that? Answered by Pospisil – it does fluctuate slightly
from month to month.
Westbrook gave the Financial and Budget info for September.
Westbrook gave Operations Report – No significant outages this month. Shell Road Project
along Shell Road installing almost 2 miles of overhead conduction. Almost completed. This
was all done in-house rather than contracted and will be capitalized rather than expensed.
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Georgetown Electric Utility Advisory Board
Agenda for Thursday, October 15, 2020
Page 2 of 3
DB Wood Road – Almost completed. This is also a project done in-house and in cooperation
with the County. Almost 100% complete.
Mr. Case complimented crews replacing poles on 8th Street. They did a very good job
getting the old poles out and placing them out of the way. Then came back the very
next day and picked up the old poles and repaired areas filling in with dirt where
needed.
LEGISLATIVE SESSION:
D. Review and possible approval of the minutes from the meeting of September 17, 2020
– Laura Wilkins – Executive Assistant No questions/comments. MOTION by Jones,
second by Woodruff to approve the minutes as presented. APPROVED 5-0
E. Action from Executive Session: NO ACTION
MOTION by Woodruff, second by Jones to adjourn Regular Session and move into Executive
Session. APPROVED 5-0
Executive Session called to order at 4:25 PM by Sattler
F. EXECUTIVE SESSION:
Section 551.086: Competitive Matters
- Purchased Power Update
- Risk Management Update
MOTION by Woodruff, second by Jones to adjourn Executive Session and reconvene in Regular
Session. APPROVED 5-0
Executive Session Adjourned at 5:32 PM
Regular Session reconvened at 5:32 PM
ADJOURNMENT:
MOTION by Case, second by Woodruff to adjourn the Electric Board meeting.
APPROVED 5-0
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Georgetown Electric Utility Advisory Board
Agenda for Thursday, October 15, 2020
Page 3 of 3
ELECTRIC BOARD MEETING ADJOURNED at: 5:33 PM
Bill Sattler – Chairman Sam Jones – Secretary
Laura Wilkins – Board Liaison
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City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
C onsideration and pos s ible rec ommendation to approve annual task orders with Mc C ord Engineering Inc .,
of C ollege S tation, Texas for profes s ional engineering s ervic es . -- Mike Wes tbrook, Electric O perations
and Engineering Manager
- Task O rder MEI-21-001 for Electric S ystem and P lanned C apital Improvement
P rojec ts in the amount not to exc eed $200,000;
- Task O rder MEI-21-002 for Electric S ystem Engineering P lanning and Assistanc e
in the amount not to exc eed $250,000;
- Tas k O rder MEI-21-003 for New Development Engineering and Design in the
amount not to exc eed $590,000
IT E M S UMMARY:
P rofes s ional Engineering s ervic es are required for the 2021 F isc al Year C apital Improvement P rojects ,
New Development Engineering and Des ign As s is tance, Elec tric S ys tem Engineering P lanning and
s pecialized s tudies . Mc C ord Engineering, Inc. (MEI) is familiar with our electric utility sys tem, standards
and s pecific ations and has highly qualified profes s ionals to work on our projec ts. MEI has worked for the
C ity of G eorgetown for over 20 years and has s uc cessfully completed a variety of development and c apital
improvement projects for the utility.
Attached for your review and cons ideration is Task O rder MEI-21-001 in the not to exceed amount of
$200,000.00. T he purpose of this task order is to provide preliminary and final electric s ystem engineering
and des ign for planned C apital Improvement projects detailed within the tas k order and five-year C I P plan.
Attached for your review and cons ideration is Task O rder MEI-21-002 in the not to exceed amount of
$250,000.00. T he purpose of this task order is to serve as general engineering support for sys tem planning,
reliability and other various tas ks s uc h as Mas ter P lan updates , s ystem appraisal evaluations , Milsoft
Mapping as s is tance and policy rec ommendations.
Attached for your review and cons ideration is Task O rder MEI-21-003 in the not to exceed amount of
$590,000.00. T he purpose of this task order is to provide preliminary and final electric des ign for New
Development P rojects . T hes e unplanned projects require MEI’s as s is tance to produc e service delivery
des ign projec t packages as well as load impac t evaluation for new elec tric loads connec ted to the exis ting
s ystem.
S TAF F R E C O MME N D AT IO N:
S taff recommends approval of annual task orders: Task O rder MEI-21-001 for Electric S ystem and
P lanned C apital Improvement P rojects in the amount not to exceed $200,000; Task O rder MEI-21-002 for
Electric S ystem Engineering P lanning and Assistanc e in the amount not to exceed $250,000; and Task
MEI-21-003 for New Development Engineering and Design in the amount not to exc eed $590,000 with
Page 10 of 32
Mc C ord Engineering Inc ., of C ollege S tation, Texas for professional engineering services.
F IN AN C IAL IMPAC T:
F unding is inc luded in the F Y 2021 Electric C apital Improvement P lan Budget.
S UB MIT T E D B Y:
Mike Wes tbrook - Electric O perations Manager and Engineering Manager (ljw)
AT TAC H ME N T S:
Description Type
McCord - TO MEI-21-001 Backup Material
McCord - TO MEI-21-002 Backup Material
McCord - TO MEI-21-003 Backup Material
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City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
C onsideration and pos s ible rec ommendation to renew the Annual Elec tric S ys tem Underground
C onstruc tion and Maintenance Bid for labor s ervic es to P edro S .S . S ervices, Inc . of Austin, Texas, in the
not to exceed amount of $2,000,000.00 – Mike Wes tbrook, Electric O perations and Engineering Manager
IT E M S UMMARY:
T he Elec tric S ys tem Underground C ons truction and Maintenanc e bid is an annual c ontract for labor only
contrac t s ervic es with optional annual extensions . Bids were received and awarded in year (F Y19) and this
propos ed item would be the s econd annual renewal.
As in years past, if approved, the c ontractor will bill for labor s ervic es rendered based on unit pricing as
outlined with the agreement not to exc eed the amount of $2,000,000.00. Work will be bas ed on new
development s ervic e demand, the approved C apital Improvement P lan, and various maintenance projects
to be c onstruc ted in the term of this agreement. Materials and engineering design s ervic es are provided
under separate proc urement contrac ts.
P edro S S S ervic es has served the cus tomers and developers of G eorgetown well for many years . T hey
are c ommitted to safety and have proven capable of meeting the community's needs.
S TAF F R E C O MME N D AT IO N:
S taff recommends approval of this renewal.
F IN AN C IAL IMPAC T:
F unding is available in the F Y 2021 Electric C apital Improvement Budget.
S UB MIT T E D B Y:
Mike Wes tbrook - Electric O perations Manager and Engineering Manager (ljw)
Page 30 of 32
City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
C onsideration and pos s ible rec ommendation to continue utilizing the annual agreement for LC R A Material
Acquis ition to purchas e elec tric distribution, fiber, water, safety, and s ubstation materials , hardware, and
tools for F isc al Year 2021 from Techline Ltd. under their c ontract with the Lower C olorado R iver
Authority ("LC R A") Elec tric Material Ac quisition P rogram in the not to exc eed amount of $4,000,000.00
– Mike Westbrook, Elec tric O perations and Engineering Manager
IT E M S UMMARY:
C ontinued utilization of this agreement will allow the C ity of G eorgetown to take advantage of lower prices
and s toc k availability for the purc hase of elec tric distribution, fiber, water, safety, and s ubstation materials ,
hardware, and tools for us e on C I P and O perational projects direc tly from Tec hline, the vendor awarded
the Elec tric Material Ac quisition S ervic es C ontrac t by LC R A. T his C ity of G eorgetown has utilized this
partners hip for well over a decade and is a key c omponent of our ability to provide s ervic e delivery to new
development.
Materials purchas ed through this agreement were competitively bid by LC R A and are not included on any
s olicitation issued and awarded by the C ity. Materials are purchas ed on an as needed bas is and are s toc ked
in the C ity’s warehouse for us e by various departments for new cons truction projects , maintenance of the
s ystems , or stock replenis hment. T he not to exceed total for this requirement is $4,000,000.00 bas ed on
planned projec ts, expected new development and maintenance history in previous years .
Acc ording to Texas Local G overnment C ode 271.102 (c ), the C ity s atisfies any state laws requiring the
local government to s eek competitive bids for the purc hase of the goods and s ervic es when purchas ing
under S ubchapter F. C ooperative P urchas ing P rogram. T he Texas Local G overnment C ode 271.101
s tates that a municipality may partic ipate in a loc al agreement with a s pecial dis tric t. T he C ity’s agreement
with LC R A allowing acc es s to this contrac t has been renewed.
S TAF F R E C O MME N D AT IO N:
S taff recommends renewal of the annual agreement for LC R A Material Ac quisition.
F IN AN C IAL IMPAC T:
F unding is inc luded in the F Y 2021 Electric C apital Improvement and Elec tric O perating Budgets .
S UB MIT T E D B Y:
Mike Wes tbrook - Electric O perations Manager and Engineering Manager (ljw)
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City of Georgetown, Texas
Electric Utility Board
December 17, 2020
S UB J E C T:
E XE C UT IVE S E S S IO N:
S ection 551.086: Competitive Matters
- P urchas ed P ower R eview
Action F rom Executive Session.
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
NO NE
S UB MIT T E D B Y:
Daniel N. Bethapudi - G eneral Manager, Elec tric Utility (LJW )
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