HomeMy WebLinkAboutAgenda_GUS_10.14.2016Notice of Meeting for the
Georgetown Utility System Adv isory Board
of the City of Georgetown
October 14, 2016 at 2:00 PM
at Georgetown Municipal Complex, 300-1 Industrial Av enue, Georgetown TX
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's
Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Regular Session
(This Regular S es s io n may, at any time, b e rec es s ed to convene an Exec utive S es s io n fo r any p urpose
authorized b y the Op en Meetings Act, Texas Go vernment Co d e 551.)
A Call to Ord er
The Board may, at any time, rec es s the R egular S es s io n to convene in Exec utive S es s io n at the reques t of
the Chair, a Board Memb er, the City Manager, As s is tant City Manager, G eneral Manager of Utilities, City
Co uncil Member, o r legal c o uns el for any p urpos e authorized b y the Op en Meetings Act, Texas
Government C o d e Chapter 551, and are s ubjec t to actio n in the Regular Ses s ion that follows .
B Introduction of Vis itors
Emp lo yee R ec ognitio n
-- None submitted at time o f posting
C Dis cus s ion regard ing the Projec t Progres s Report, timelines includ ing p ro jec ts and Co uncil Actio ns. –
Mic hael Hallmark, P ro ject Manager
D Ind ustry Up d ates
Legislativ e Regular Agenda
E Review and p o s s ib le ac tion to approve the minutes from the regular GUS Bo ard meeting held on
Sep tember 9, 2016. - S heila K. Mitchell, GUS Bo ard Liais o n
F Co nsideration and possible recommendatio n to renew the contrac t fo r lab o r s ervices fo r Electric Sys tem
Overhead C o ns truc tion and Maintenanc e to Bird Electric Enterprises, LLC., o f Eastland, Texas, in
the not to exc eed amount of $1,100,000.00. -- Wes ley Wright, P.E., Sys tems Engineering Directo r
G Co nsideration and possible recommendatio n to renew the contrac t fo r the Electric Sys tem Und erground
Co nstruc tio n & Maintenance with Pedro S .S . Services, Inc. of Austin, Texas , in the no t to
exceed amount of $1,000,000.00. – Wes ley Wright, P.E., S ystems Engineering Directo r
H Co nsideration and possible recommendatio n to ap p ro ve the c o ntract fo r the Edward s Aquifer Recharge
Page 1 of 33
Zo ne (EAR Z) – 2015-2016, Wastewater Rehab ilitatio n to Coyo te Cons truc tion, LLC o f Elgin, Texas , for
the amo unt of $699,250. 00 – Wes ley Wright, P.E., S ystems Engineering Directo r/Mic hael Hallmark, C IP
Manager
I Co nsideration and possib le recommend ation to award the Tree Trimming and Vegetation Management Bid
(Bid No. 201656) to Natio nal Tree Expert C o mp any, Inc. of Burnet, Texas , in the estimated amo unt of
$280,000.00. -- Mike Wes tbrook – Elec tric Op erations Manager
Adjournment
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2016, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
Page 2 of 33
City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Call to Ord er
The Bo ard may, at any time, recess the Regular Ses s ion to c o nvene in Exec utive Ses s ion at the req uest of
the Chair, a Bo ard Member, the City Manager, As s is tant City Manager, General Manager o f Utilities , City
Counc il Memb er, or legal counsel fo r any purp o s e autho rized by the Op en Meetings Ac t, Texas
Go vernment Code Chap ter 551, and are s ub jec t to ac tion in the Regular Ses s io n that fo llo ws.
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
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City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Disc ussion regarding the P ro ject P ro gress R ep o rt, timelines inc luding p ro jec ts and Counc il Ac tions . –
Michael Hallmark, Projec t Manager
ITEM SUMMARY:
GUS Pro jects :
2016 Mis c ellaneo us Water Sys tem Improvements
Berry C reek Was tewater Intercepto r
Cedar Breaks Elevated S torage Tank (ES T )
County R o ad 255 Waterline Imp ro vements
EARZ 2014-15
EARZ 2015-16
Rabbit Hill Elevated Water Sto rage Tank (EST)
Shell Road Waterline Improvements
Wes tinghous e R egional Lift Station (LS )
Counc il Ac tio ns
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Michael Hallmark
ATTACHMENTS:
Description Type
GUS Oct Proj Rpts & Sept Council Actions Backup Material
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Page 14 of 33
City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Review and pos s ible actio n to ap p ro ve the minutes fro m the regular GUS Board meeting held o n
Septemb er 9, 2016. - Sheila K. Mitc hell, GUS Board Liaison
ITEM SUMMARY:
Bo ard to review, revis e and /or ap p ro ve the minutes fro m the regular GUS Board meeting held o n
Septemb er 9, 2016.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Sheila K. Mitc hell/GUS Bo ard Liais o n
ATTACHMENTS:
Description Type
GUS Sept 09 2016 DRAFT Minutes Backup Material
Page 15 of 33
Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
September 9, 2016 at 2:00PM
at Westside Service Center, 5501 Williams Drive, Georgetown, TX 78633
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 8th Street for additional information: TTY users route through Relay Texas at 711.
Board Members Present: Bill Stump – Chair, Mike Cunningham – Vice Chair, Joyce Mapes --
Secretary, Steve Fought, Ed Pastor, John Copelan, Edward Wiley
Board Members Absent: None
Staff Members Present: Jim Briggs, Wes Wright, Michael Hallmark, David Thomison, Chris
Foster, Mike Babin, Leticia Zavala, Jimmy Sikes, Cindy Alejandro, Sheila Mitchell, Trina
Bickford (joined at 2:14PM)
Others Present: Neil McAndrews/McAndrews and Associates, Alex Edwards/Sustainable
Holdings
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 the Chair at 2:00PM
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 th e Regular Session that
follows.
Chair, on behalf of the Board, thanked the staff for a nice lunch and tour of the new Westside
Service Center (WSSC) facility. Briggs thanked the Board for their recommendation to move forward
with the project. He felt the addition will be a great asset to serve our customers and appreciates
everyone’s support.
B. Introduction of Visitors
Neil McAndrews/McAndrews and Associates, Alex Edwards/Sustainable Holdings
Employee Recognition
Briggs recognized and thanked Wright for managing the WSSC project and successfully delivering
the facility. Wright thanked Eric Johnson/CIP Manager, Trish Long/Facilities, James Davis/IT and the
numerous city staff for managing the project to completion. Everyone worked great together as a
team and this couldn’t have been done without all those that were involved.
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. –
Michael Hallmark, Project Manager
Hallmark stated reports in packet. Some discussion on Landmark project, Daniels Mountains, CR255
easement work, etc. Briggs/Hallmark noted the bowl section on the Rabbit Hill Elevated Storage Tank
is a couple of weeks away from being lifted. Wright noted there will be video taken and made
available for those that would like to see the process. Some board members were interested in being
present during the raising. Hallmark will notify them of the schedule.
D. Industry Updates
Briggs provided various updates: ongoing TCEQ CCN review/revision process, rules on dissolving
districts, and update on upcoming legislative session with current committee meetings taking place
regarding setting tax rates and burdens on cities. We’ve had challenges with getting utility services to Page 16 of 33
facilities such as WSSC and Public Safety Operations Center, questioning our ability to self-serve;
challenge from Pedernales Electric (PEC). Public Utility Commission (PUC) will send this to the State
Office of Administrative Hearings for further discussion and determination. Could be a lengthy
process. Pastor noted the Chisholm Trail Special Utility District (CTSUD) November election has
been cancelled.
Trina Bickford joined meeting at 2:14PM
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 held on
August 12, 2016. – Sheila K. Mitchell, GUS Board Liaison
No discussion. Motion by Pastor, seconded by Copelan to approve the minutes from the Regular
GUS Board meeting held on August 12, 2016. Approved 7-0-0
F. Discussion and possible recommendation to amend 2015-2016 agreement and pay additional costs;
related to Sun Edison assignment, estoppels and amendment legal work, and Mercuria novations; to
Neil McAndrews and Associates, for Resource Price Risk Management. – Chris Foster, Manager of
Resource Planning & Integration
Foster stated Items F and G are related, noting Item F is amending current contract and Item G is
renewal of contract for next year. Foster gave history of McAndrews services to the city and update
on additional work performed this year due to legal issues that have required additional analysis.
Some discussion followed regarding Sun Edison status and future deadlines and options. Pastor
asked and Foster discussed Al Gore’s recent visit to Georgetown and Williamson County Sun
newspaper interview. Stump asked and Foster clarified trading systems and staffing utility has in
place with McAndrews. Foster spoke about additional analyst to be hired in new budget year to
assist current staff, Weisner, along with Foster and McAndrews. Babin spoke about staffing and
security of processes in place. Transition will take place with training to cover work load and
knowledge. Motion by Pastor, seconded by Mapes to amend 2015-2016 agreement and pay
additional costs; related to Sun Edison assignment, estoppels and amendment legal work, and
Mercuria novations; to Neil McAndrews and Associates, for Resource Price Risk Management.
Motion amended by Pastor, seconded by Mapes to also approve Item G to procure consulting
services, with Neil McAndrews and Associates, for Resource Price Risk Management . No further
discussion. Both Items F and G Approved 7-0-0
G. Discussion and possible recommendation to procure consulting services, with Neil McAndrews and
Associates, for Resource Price Risk Management. – Chris Foster, Manager of Resource Planning &
Integration
Discussion covered along with previous item F, as services are also provided by McAndrews. No
new discussion. Both Items F and G Approved together 7-0-0 (see Item F above)
H. Consideration and possible recommendation to approve the purchase of Bioxide from Evoqua Water
Technologies LLC of Sarasota, Florida, in an amount not to exceed $70,000.00, for Fiscal Year
2016/2017. – David Thomison, Water Services Manager
Thomison provided information on Bioxide used for treatment of facilities. Stump asked and
Thomison discussed chemical process and breakdown. Pastor asked if sole source and if payment
amount was acceptable to vendor. Thomison stated sole source acceptable; previously researched to
price out each facility and result would be significant costs per facility. All facilities were packaged
together to receive optimal pricing. Motion by Wiley, seconded by Copelan to approve the purchase
of Bioxide from Evoqua Water Technologies LLC of Sarasota, Florida, in an amount not to exceed
$70,000.00, for Fiscal Year 2016/2017. Approved 7-0-0
I. Consideration and possible recommendation to renew the annual agreement for Material Acquisition
to purchase electric distribution, fiber and substation materials for FY 2016-2017 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 discussed annual agreement through LCRA Material Acquisition Program. City utilizes State
contract pricing for these materials purchases each year. No further discussion. Motion by Pastor, Page 17 of 33
seconded by Copelan to renew the annual agreement for Material Acquisition to purchase electric
distribution, fiber and substation materials for FY 2016-2017 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 7-0-0
J. Consideration and possible recommendation to renew the contract for labor services for Electric
System Overhead Construction and Maintenance to Bird Electric Enterprises, LLC, of Eastland,
Texas, in the not to exceed amount of $1,100,00 0.00. – Wesley Wright, P.E., Systems Engineering
Director
Item J pulled at meeting; to be placed on October agenda for consideration.
K. 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 $1,000,000.00. – Wesley Wright, P.E., Systems Engineering Director
Item J pulled at meeting; to be placed on October agenda for consideration.
L. Consideration and possible recommendation to approve annual task orders: Task Order MEI-17-001
for Electric System & Planned Capital Improvement Projects in the not to exceed amount of
$460,000.00, Task Order MEI-17-002 for Electric System Engineering Planning and Engineering
Assistance in the not to exceed amount of $250,000.00 and Task Order MEI-17-003 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 engineering services provided by McCord Engineering. These are annual Task
Orders. Example: electric service design for WSSC new facility. Stump asked and Wright explained
funds requested are a little over last year’s expenses of estimated $1,000,000.00. McCord has local
staff as well as College Station staff meeting with city staff in Georgetown every two weeks to review
every project for the city. No further discussion. Motion by Pastor, seconded by Copelan to approve
annual task orders: Task Order MEI-17-001 for Electric System & Planned Capital Improvement
Projects in the not to exceed amount of $460,000.00, Task Order MEI -17-002 for Electric System
Engineering Planning and Engineering Assistance in the not to exceed amount of $250,000.00 and
Task Order MEI-17-003 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 7-0-0
Motion by Wiley, seconded by Mapes to enter into Executive Session for discussion of items listed under
Sec. 551.086 Competitive Matters. Approved 7-0-0. Entered into Executive Session a pproximately
2:44PM.
M. Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes,
Annotated, the items listed below will be discussed in closed session and are subject to action in the
regular session.
Sec. 551.086 Competitive Matters
Discussion related to a Letter of Intent with Sustainable Holdings. – Chris Foster, Manager of
Resource Planning and Integration
Motion by Wiley, seconded by Copelan to return to Regular Legislative Session at approximately
3:17PM for consideration of items discussed in Executive Session. Approved 7-0-0
N. Action from Executive Session
--Sustainable Holdings Letter of Intent
Motion by Pastor, seconded by Copelan to approve Letter of Intent as discussed in Executive
Session. Approved 7-0-0
Page 18 of 33
Adjournment
Motion by Cunningham, seconded by Fought to adjourn. Approved 7-0-0. Meeting adjourned at
3:19PM.
__________________________ _____________________________
Bill Stump – Board Chair Joyce Mapes – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison
Page 19 of 33
City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to renew the c o ntract for labor s ervic es for Elec tric System
Overhead Cons truc tio n and Maintenance to Bird Elec tric Enterp ris es , LLC., of Eas tland , Texas , in the not
to exc eed amo unt o f $1,100,000.00. -- Wesley Wright, P.E., Sys tems Engineering Direc tor
ITEM SUMMARY:
The b id for Elec tric Sys tem Overhead Co nstruc tio n and Maintenance is a labor o nly c o ntract, to cons truc t
p lanned or antic ip ated CIP, Develo p ment and Maintenance p ro jects in the no t to exc eed amount
o f $1,100,000.00. The term will begin October 1, 2016 thro ugh Septemb er 30, 2017.
STAFF RECOMMENDATION:
Staff is recommending renewal of this bid to Bird Elec tric Enterp ris es , LLC , o f Eas tland , Texas .
FINANCIAL IMPACT:
Funds fo r the planned expend itures are availab le in the Elec tric Cap ital Improvement and Operatio ns
Budgets
SUBMITTED BY:
Wes ley Wright, P.E., S ystems Engineering Direc to r
Page 20 of 33
City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to renew the c o ntract for the Elec tric S ystem Undergro und
Cons tructio n & Maintenanc e with Ped ro S.S. S ervic es , Inc . o f Aus tin, Texas , in the not to
exc eed amount o f $1,000,000.00. – Wesley Wright, P.E., Sys tems Engineering Direc tor
ITEM SUMMARY:
This contrac t provid es labor o nly sup p o rt for und erground cons tructio n, maintenance, trenc hing and
cond uit requirements fo r the Elec tric System. The c o ntract was award ed to Pedro S.S. S ervic es for b id ’s
# 201448 fo r lab o r only s ervic es on Sep temb er 23, 2014. P ed ro S ervic es has p erfo rmed well over the p as t
years completing p ro jects ac ro s s the City’s Elec tric Sys tem. The term for the s ec ond renewal of this
contrac t will be fro m Oc tober 1, 2016 to Sep tember 30, 2017. The contrac to r will bill fo r labor s ervic es
rendered b as ed o n unit p ricing as outlined with the agreement no t to exc eed $1,000,000.00 and is based on
anticipated CIP, Develo p ment and Maintenanc e p ro jects to be cons tructed in the term of this agreement.
STAFF RECOMMENDATION:
Staff rec o mmend s approval of the renewal with P ed ro S S.
FINANCIAL IMPACT:
Funds fo r the planned expend itures are availab le in the Elec tric Cap ital Improvement and Operatio ns
Budgets
SUBMITTED BY:
Wes ley Wright, P. E., Sys tems Engineering Direc tor
Page 21 of 33
City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to approve the contrac t fo r the Ed wards Aq uifer Rec harge
Zone (EARZ) – 2015-2016, Was tewater Rehabilitation to Co yote Co nstruc tio n, LLC of Elgin, Texas, for
the amount of $699,250. 00 – Wesley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP
Manager
ITEM SUMMARY:
The Texas Commis s ion on Enviro nmental Quality (TCEQ) req uires the utility to tes t all was tewater lines
o ver the EARZ in a five year p erio d . The res ults o f the EARZ – 2014-2015 req uired the remediatio n o f
wastewater lines that indic ated exfiltration. We als o repair any infiltratio n problems within the s ystem.
This p ro ject inc ludes 900 LF of mechanic al ro o t c leaning of existing was tewater lines varying fro m 6 to 18-
inc hes in d iameter, 1,000 vertic al feet of ep oxy c oating exis ting manho les , and remove and replac e ring,
cover, riser and c o ne fo r approximately 44 manholes .
This p ro ject was p ublic ly ad vertis ed on Augus t 14, 2016 and August 21, 2016. Six (6) utility contrac tors
o b tained plans . On Augus t 30, 2016 at 2 PM Two (2) c o mp etitive b id s were rec eived . T he lo w q ualified
b id d er for the p ro ject was Co yote Co nstruc tio n, LLC with a total bid o f $699,250.00; and the Engineers
p reliminary es timate was $855,000.00. Kasberg, P atric k & As s o ciates , LLC has reviewed the c urrent
worklo ad , cons truc tion his tory and financ ials fo r C o yote Co nstruc tion, LLC . T herefore KPA rec o mmend s
the award to Coyo te Cons tructio n, LLC.
STAFF RECOMMENDATION:
Staff rec o mmend s approval of the c o ntract with Coyo te Cons tructio n, LLC o f Elgin, Texas .
FINANCIAL IMPACT:
Funds fo r this additio nal expend iture are availab le in the 2016 Wastewater Capital funds. See the attac hed
Budgetary & Financ ial Analysis.
SUBMITTED BY:
Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager
ATTACHMENTS:
Description Type
B&FAW Backup Material
Letter of Recommendation Backup Material
Page 22 of 33
FINANCIAL IMPACT:
YTD
Spent/Enc Agenda Item
Engineering 238,550
Right of Way 60,000
Construction 1,159,755
Other Costs
testing/inspection
Current Budget
Available
Budget
BUDGET
BALANCE Variance
TOTAL 1,500,000 298,550 1,201,450 1,159,755 41,695 2.78%
General Ledger Account Number
COMMENTS: Testing costs are expected to be 25,000 and will be funded from BUDGET BALANCE
FINANCIAL IMPACT:
YTD
Spent/Enc Agenda Item
Engineering 238,550
Right of Way 60,000
Construction 1,220,000
Other Costs
testing/inspection
Current Budget
Available
Budget
BUDGET
BALANCE Variance
TOTAL 1,500,000 298,550 1,201,450 1,220,000 (18,550) -1.24%
General Ledger Account Number
COMMENTS: Testing costs are expected to be 25,000 and will be funded from BUDGET BALANCE
Example Project
Project 2 Example
Page 23 of 33
DATE:
PROJECT NAME:3CL 9/7/2016
Division/Department:GUS / Wastewater Director Approval
Prepared By:Michael Hallmark Finance Approval TW091416
TOTAL ANNUAL BUDGET 2,500,000.00
(Current year only)
Actual Cost Agenda Total Spent
Encumbrance Item & Encumbered % Annual
(A) before agenda item (B)(A + B) Budget
Consulting 390,785.00 390,785.00 16%
Right of Way 0.00 0%
Construction 699,205.00 699,205.00 28%
Other Costs 40.00 40.00 0%
Total Current Year Costs 390,825.00 1,090,030.00
Approved
GENERAL LEDGER ACCOUNT NUMBER CY Budget
660-9-0581-90-037 2,500,000.00
Total Budget 2,500,000.00
TOTAL PROJECT BUDGET 2,500,000.00
Prior Years Current Year Total Project % Total
Spent/Encumbered Costs Costs Budget
Consulting 390,785.00 390,785.00 16%
Right of Way 0.00 0.00 0%
Construction 699,205.00 699,205.00 28%
Other Costs 40.00 40.00 0%
Total Project Costs 0.00 1,090,030.00 1,090,030.00
Comments:
EARZ 2015-2016 With Coyote Construction
CIP- Budgetary and Financial Analysis Worksheet
Page 24 of 33
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Page 27 of 33
City of Georgetown, Texas
Utility System Advisory Board
October 14, 2016
SUBJECT:
Cons id eration and p o s s ib le rec ommend ation to award the Tree Trimming and Vegetation Management Bid
(Bid No. 201656) to National Tree Exp ert Company, Inc . of Burnet, Texas , in the es timated amount of
$280,000.00. -- Mike Westb ro o k – Electric Operatio ns Manager
ITEM SUMMARY:
The Tree Trimming and Vegetatio n Management is an annual c o ntrac t with optio nal five (5) o ne (1) year
extensions . The term of the firs t agreement will end S ep tember 30, 2017 and renewals will fo llo w the
City’s fisc al year Octo b er 1st – Sep tember 30th. The main services includ e s ched uled trimming o f existing
main and lateral lines to a planned 5 year trim c yc le. S ervic es als o inc lude tree trimming and remo val of
trees fo r extens ions and up grades to exis ting facilities . T he contrac tor will b ill fo r labor s ervic es rend ered
b as ed up o n lab o r units and hourly time and equip ment billing as o utlined with this agreement in an amount
not to exceed $280,000.00. T here was a to tal of two (2) b id res p o nses o f whic h Natio nal Tree p res ented
the most resp o ns ive bid.
STAFF RECOMMENDATION:
The staff rec o mmendatio n is to award this bid to Natio nal Tree Expert C o mp any, Inc . o f Burnet, Texas, as
d es ignated on the attached bid tabulation.
FINANCIAL IMPACT:
Funds in the amo unt o f $280,000.00 are b ud geted in the Elec tric T&D Operatio ns Budget: Acc o unt
Numb er: 610-5-0525-51-511
SUBMITTED BY:
Mike Wes tbro o k - Electric Op erations Manager
ATTACHMENTS:
Description Type
Bid Solicitation Summary Backup Material
Bid Evaluation Summary Backup Material
Bid Award Recommendation Memo Backup Material
Reference Check Summary Backup Material
Page 28 of 33
ITB No.: 201656
ITB Name: Tree Trimming and Vegetation Management Services
Division: GUS & Parks
Opening Date: August 31, 2016 @ 2:00 PM (CST)
Solicitation Summary
Rios Tree Service,
Inc.
National Tree
Expert Co.BABECO
Unit Price Unit Price Unit Price
1. Hydraulic Dump Truck & Tools 26.50$ 9.27$
2. Power Saw 0.50$ 0.77$
3. Bucket Truck or Aerial Lift 31.50$ 15.45$
4. Brush Chipper 13.50$ 4.12$
5. Tractor/Mower 10.60$ 45.00$
6. Class I Trimmer 22.10$ 21.84$
7. Class II Trimmer 19.15$ 20.34$
8. Climber 17.25$ 24.45$
9. Working Foreman 25.85$ 28.48$
10. Eight (8) inches or less 45.00$ 55.00$
11. > (less than) eight (8) inches to 12 inches
DBH 75.00$ 85.00$
12. > (less than) 12 inches to 18 inches DBH 175.00$ 110.00$
13. > (less than) 18 inches to 26 inches DBH 225.00$ 225.00$
14. 26 inches and above DBH 500.00$ 90.23$
15. Complete removal of wood for all tree
removals 75.00$ 90.23$
16. Application of herbicides per Section 9.7 42.50$ 46.36$
17. R1-8A Distribution Line Right-of-Way 1,500.00$ 1,650.00$
18. R1-10 Distribution Line Right-of-Way 3,000.00$ 3,610.00$
19. R1-15 Distribution Line Right-of-Way 4,500.00$ 5,360.00$
20. R1-6S Distribution Line Right-of-Way 750.00$ 1,390.00$
TERMS Net 30 Net 30 N/A
FOB N/A N/A N/A
Addendum 1 N/A
Recommended Best Value:
Rios Tree Service,
Inc.
National Tree
Expert Co.BABECO
Total Points 77 88 N/A
Rating 2 1 N/A
Bid Notes:
1. Invitations sent to 149 Vendors
2. 13.4228 % Georgetown vendors (9)
3. 14.7651% HUB vendors (22)
4. Sent to three (3) State of Texas CMBL HUB Vendors
5. Initial term - one (1) year starting 10/01/16
6. Renewals - five (5) additional one (1) year renewals
7. Bid reviewed by Mike Westbrook, Terry Crain, Heather Brewer
8. Detailed notes on evaluation worksheets in file
Item# & Description
No Bid
FOR REFERENCE ONLY - This document summarizes proposals received and some key pieces of information which may be located with a
brief examination of the proposals, and is not intended to replace a complete detailed evaluation of each proposal.Page 29 of 33
ITB No.: 201656
ITB Name: Tree Trimming and Vegetation Management Services
Division: GUS & Parks
Opening Date: August 31, 2016 @ 2:00 PM (CST)
Evaluation Worksheet
Evaluation Category
Description
Max
Pts.Rios Tree Service, Inc.National Tree Expert Co.
Pricing as per Bid
Form
(Attachment A)
60 50 48
50.29 48.02
Business History and
Experience as per Bid
Information Form
(Attachment B)
25 20 25
Business References as
per Reference Sheet
(Attachment C)
15 7 15
100 77 88
Reviewed for compliance:
Mike Westbrook
Terry Crain
Heather Brewer
Checklist
No No
No No
W-9, 1295, Ins.
(Upon award)N/A N/A
HUB?
Georgetown Vendor?
1 original / 3 copies
Subcontractor info
(if applicable)
Co-Op Contract Info
(if applicable)N/A N/A
Completed Bidder's Information
Form (Attachment B)
Completed Best Value Reference
Sheet (Attachment C)
Does not include Line # 14 -
Not Awarded
Copy of Bid Document (page 1)
Addendum No. 1
Acknowledgement
Completed Bid Form
(Attachment A)
Page 30 of 33
Page 1 of 2
Solicitation Award Recommendation
To:
Mike Westbrook, Electric Operations Manager, GUS
Terry Crain, Electric Operations Supervisor, GUS
Heather Brewer, Urban Forester, Parks & Recreation
From: Deborah Knutson, CPPB – Senior Buyer, Purchasing
Date: September 9, 2016
Re:
Recommendation for Solicitation # 201656 – Tree Trimming and Vegetation Management
Services
SUMMARY:
The current contract for Tree Trimming and Vegetation Management Services is expiring this year. The
Services were formally solicited obtain bids. The solicitation was posted on the City’s Ion Wave bid
system and 158 vendors were invited to bid. There were no HUB vendors from the state of Texas’ CMBL
site for Williamson County, but 3 HUB vendors were invited for Travis County. Two (2) bids were
received. The bids were reviewed for compliance with the specifications and reference checks were
performed. The term of contract: Initial term shall begin on date of award and remain in full force for one
(1) year and may be renewed for five (5) one-year periods (October 1st through September 30th to align
with the City’s fiscal year) upon review and approval by the City prior to the expiration of the current term .
RECOMMENDATION:
Upon review of bids it is recommended that the following be awarded:
Townsend Tree Service Company, LLC dba National Tree Expert Co.
J. Michael McClure, CFO Brian Dalland, CTSP, Vice President
P.O. Box 7015 P.O. Box 5
Muncie, IN 47308 Burnet, TX 78611
Telephone #: 765-468-1417 Telephone #: 512-470-1358
Facsimile #: 765-468-1517 E-Mail: bdalland@national-tree.com
E-Mail: mdalland@national-tree.com
o Equipment Charges:
Line Item # 1 (Hydraulic Dump Truck & Tools 15 cu. Yd. minimum) – Unit Price $ 9.27 per
crew hour worked
Line Item # 2 (Power Saw) – Unit Price $ 0.77 per crew hour worked
Line Item # 3 (Bucket Truck or Aerial Lift) – Unit Price $ 15.45 per crew hour worked
Line Item # 4 (Brush Chipper) – Unit Price $ 4.12 per crew hour worked
Line Item # 5 (Tractor/Mower) – Unit Price $ 45.00 per hour utilized
o Labor Charges:
Line Item # 6 (Class I Trimmer) – $ 21.84 per man hour worked
Line Item # 7 (Class II Trimmer) – $ 20.34 per man hour worked
Line Item # 8 (Climber) - $ 24.45 per man hour worked
Line Item # 9 (Working Foreman) - $ 28.48 per man hour worked
Page 31 of 33
Page 2 of 2
o Removal of potentially hazardous trees:
Line Item # 10 (8 inches or less) - $ 55.00 per tree
Line Item # 11 (8 to 12 inches) - $ 85.00 per tree
Line Item # 12 (12 to 18 inches) - $ 110.00 per tree
Line Item # 13 (18 to 26 inches) - $ 225.00 per tree
Line Item # 14 (26 inches and above) – Not awarded
Line Item # 15 (Complete removal of wood for all tree removals) - $ 90.23 per time & material
rate/hour
Line Item # 16 (Application of herbicides) - $ 46.36 per hour
o Right-of-Way Clearing of Distribution Facilities:
Line Item # 17 (R1-8A Distribution Line ROW) - $ 1,650.00 per clearing unit
Line Item # 18 (R1-10 Distribution Line ROW) - $ 3,610.00 per clearing unit
Line Item # 19 (R1-15 Distribution Line ROW) - $ 5,360.00 per clearing unit
Line Item # 20 (R1-6S Distribution Line ROW) - $ 1,390.00 per clearing unit
Page 32 of 33
ITB No.: 201656
ITB Name: Tree Trimming and Vegetation Management Services
Division: GUS & Parks
Opening Date: August 31, 2016 @ 2:00 PM (CST)
Reference Checks Summary
Max
Points
College Station -
Utilities
College Station -
Pub Wks TxDot City of Seguin City of San
Marcos
Kerrville Public
Utility
5
Yes Yes Yes Yes
Yes Yes Yes Yes
3 yrs.3 yrs.2+ yrs.9 yrs.
Had a few
performance
issues
Yes Yes Yes
Quality of Services:5
most of the
time Yes Yes Yes
in general Yes Yes Yes
most all Yes Yes Yes
not
consistently Yes Yes Yes
Customer Service:5
No Yes Yes Yes
Yes Yes Yes Yes
Yes / OK Yes / good N/A Yes / good
Total Points:15 7 15
All things said, if they had won the bid,
we would have worked with them again.
Enjoyed working with National. They have
been very professional in doing business
with us / Happy with the service provided /
National has always been reliable and quick
to respond to any issues we have had/need.
Quick to respond when needed for storm
work.
2 5
Proactive behavior with entity (followup &
keeping customer informed)
No
Response
No
ResponseFlexibility
Were Emergency orders placed, and how handled
2 5
Services delivered in compliance with entity's
requirements
No
Response
No
Response
Ability to meet scheduled deadlines
Services redily available
Accurate & Timely invoicing
Submitted references similar with similar
scope/organizations
No
Response
No
Response
Submitted correct # of references with all contact
info.
Number of years doing buisness with Vendor
Vendor in Good Standing
Reference Criteria Rios Tree Service, Inc.National Tree Expert Co.
Responsiveness to the City
General Information:3 5
Page 33 of 33