Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Agenda_GUS_04.14.2017
Notice of Meeting for the Georgetown Utility System Adv isory Board and the Gov erning Body of the City of Georgetown April 14, 2017 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 -- Natio nal Lineman Apprec iation Day (Ap ril 18th) -- Mike Westb ro o k, Elec tric Operatio ns Manager C Dis cus s ion regard ing April 2017 Pro ject Updates , March 2017 Counc il Ac tio ns and Water and Energy Reb ate Pro gram Update. -- Mic hael Hallmark, C IP Manager/Wes ley Wright, P.E., S ystems Engineering Directo r/Letic ia Zavala, Cus tomer Care Direc to r 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 Marc h 10, 2017. - S heila K. Mitchell, GUS Board Liais o n F Co nsideration and possible recommendatio n to ap p ro ve an agreement with P aymentus Co rp o ration fo r elec tronic bill p res entment, credit c ard pro c es s ing, and outbound notific ation s ervices in the amount o f $430,000 to be imp lemented in c o njunc tio n with the UMAX Custo mer Informatio n s ystem. – Letic ia Zavala, Cus tomer Care Direc tor G Co nsideration and possible recommendatio n to amend the c o ntract for the Elec tric S ystem Underground Co nstruc tio n & Maintenance with Pedro S .S . Services, Inc. of Austin, Texas , in the no t to exceed amount from $1,000,000 to $3,000,000. – Wesley Wright, P.E., Sys tems Engineering Directo r Page 1 of 75 H Co nsideration and possible recommendatio n to ap p ro ve a c o ntract with CS A C o nstruc tion, Inc . o f Ho usto n, Texas for the P ecan Branch Was tewater Treatment Plant (WWT P) Exp ansion in the amo unt of $10,506,000.00 – Wes ley Wright, P.E., S ys tems Engineering Direc tor/Mic hael Hallmark, CIP Manager. I Co nsideration and possible recommendatio n to ap p ro ve Task Order CDM-17-002 with CDM Smith, Inc . of Austin, Texas , fo r professional services related to P ecan Branch Was tewater Treatment P lant Res ident Pro ject Repres entative (RP R) in the amo unt o f $520,000.00 – Wes ley Wright, P.E., S ystems Engineering Directo r/Mic hael Hallmark, CIP Manager J Co nsideration and possible recommendatio n to ap p ro ve Task Order CDM-17-006 with CDM Smith, Inc . of Austin, Texas , fo r professional services related to P as tor Pump Station and West Lo o p Water Line Improvements in the amount of $310,750.00 – Wes ley Wright, P.E., Sys tems Engineering Direc tor/Mic hael Hallmark, CIP Manager. K Pres entatio n and d is cus s io n o n the propo s ed F Y18 Capital Improvement Plan (CIP) - Wesley Wright, P.E., Systems Engineering Directo r (no action required) L Water Servic es and Elec tric Integrated Res o urc e P lan (IRP ) Up d ates. – C hris Fos ter, Manager o f Res o urc e Planning & Integratio n (no action required) M EXECUTIVE SESSION In c o mp lianc e with the Open Meetings Ac t, Chap ter 551, Government C o d e, Verno n's Texas Co d es , Anno tated, the item lis ted b elo w will b e d is c us s ed in c lo s ed session and is s ub ject to ac tion in the regular session. Sec. 551.086 Competitive Matters Quarterly Elec tric F inancials and Power Sup p ly p lanning disc ussion. -- Chris F o s ter, Manager of Res o urc e Planning & Integratio n (no action required) N Actio n from Executive S es s io n - Quarterly Elec tric Financ ials /Po wer Supply planning d is cus s io n (no action required) 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 __________________, 2017, 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 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 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: Page 3 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Disc ussion regarding Ap ril 2017 Projec t Upd ates , Marc h 2017 Co uncil Actions and Water and Energy Rebate Pro gram Up d ate. -- Michael Hallmark, CIP Manager/Wesley Wright, P.E., Sys tems Engineering Direc tor/Letic ia Zavala, Custo mer Care Direc tor ITEM SUMMARY: Berry Creek Wastewater Interceptor Final Des ign Plans are 50% c o mp lete & eas ements are 10% complete Cedar Breaks EST Notice to Pro c eed 7/18/16. 24” water main ins talled and c o nc rete p ed es tal is 100% complete, Gro und tank Crew is welding s teel plating on c o ne s ection, Projec t o verall is 60% complete. Exp ected c o mp letion late Summer 2017. CR 255 Rec o mmended by GUS 10/09/15, ap p ro ved by C C o n 10/27/15. Preliminary C o ns truc tion P lans are near 80% c o mp lete & Eas ements 50% complete. Pecan Branch WWTP Cons id eration fo r award at the Ap ril meetings . Rabbit Hill EST 1 millio n gallo n tank is in service with Sub s tantial C o mp letion dated 3/17/17. WalkThru is sc heduled for 3/29/17 and projec t is 99% complete. Shell Road Water line Final Des ign Plans are 90% c o mp lete & Easements are 60% c o mp lete. Co ns truc tion exp ected to start Fall 2017/Winter 2018. Westinghouse Regional Lift Station NTP – 1/3/17 12” fo rcemain is 90% ins talled with one of the two ro ad bores at Wes tinghous e road completed 3/27/17. San Gabriel Park Lift Station Task Order R ec ommend ed by GUS 2/10/17 and approved by CC 2/28/17. Des ign will begin this Sp ring. EARZ 2015-2016 Manho le Rehab wo rk und erway, P ro ject is 30% c omplete EARZ 2016-2017 Task Order R ec ommend ed by GUS 2/10/17 and approved by CC 2/28/17 Sun City 2.0 MG Elevated Storage Tank Plans & Sp ec s are und er review and are 60% c o mp lete. Exp ect to bid Summer 2017. Page 4 of 75 Council Actions Attac hed 2017 Water and Energy Rebate Program -- Leticia Zavala, Cus tomer C are Directo r FINANCIAL IMPACT: N/A SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager ATTACHMENTS: Description Type April 2017 Project updates Backup Material Council Actions Backup Material Page 5 of 75 Page 6 of 75 Page 7 of 75 Page 8 of 75 Page 9 of 75 Page 10 of 75 Page 11 of 75 Page 12 of 75 Page 13 of 75 Page 14 of 75 Page 15 of 75 Page 16 of 75 GUS BOARD ITEMS FORWARDED TO COUNCIL March 28, 2017 H Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to authorize payment to Tyler Technologies for online web account management and payment processing fees in the amount of $111,600.00 -- Leticia Zavala, Customer Care Director I Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve a contract for utility bill printing and mailing services with Dataprose, LLC and to approve funding at an annual cost of $231,840.00 -- Leticia Zavala, Customer Care Director ALL ITEMS PASSED Page 17 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 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 March 10, 2017. - Sheila K. Mitc hell, GUS Bo ard Liais on 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 March 10, 2017. FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitc hell/GUS Bo ard Liais o n ATTACHMENTS: Description Type GUS Board March 2017 DRAFT Minutes Backup Material Page 18 of 75 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas March 10, 2017 at 2:00PM 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 8th Street for additional information: TTY users route through Relay Texas at 711. Board Members Present: Mike Cunningham – Chair, John Copelan – Vice Chair, Joyce Mapes -- Secretary, Ed Pastor, Edward Wiley, Steve Fought, Arthur Yaeger Board Members Absent: Staff Members Present: Mike Babin, Glenn Dishong, Chris Foster, Leticia Zavala, Michael Hallmark, Jimmy Sikes, Sheila Mitchell 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 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 new board member/Visitors Chair introduced and welcomed new board member, Arthur “Buddy” Yaeger. Yaeger stated he had previously served on the GUS board for four years and was happy to be back. He is an 11 year resident of Sun City. He also provided his industry background. No visitors present. Employee Recognition None submitted at time of posting C. Review Board/Meeting Procedures – Sheila Mitchell D. Discussion regarding Project Progress Reports, timelines and Council Actions. – Michael Hallmark, CIP Manager Hallmark presented. Some discussion regarding Sun City Tank. No further discussion. E. Industry Updates Babin gave industry update. CTSUD would like to dissolve. Bills has been introduced in the House and Senate. Babin gave update on local bill by Sen. Schwertner as well as plans for a local House bill. No further discussion. Legislative Regular Agenda. The Board will individually consider and possibly take action on any or all of the following items: F. Nominations and election of Vice-Chair of the GUS Board. – Mike Cunningham, GUS Board Chair Floor was opened for nominations. Fought nominated Copelan for Vice -Chair. No other nominations. Copelan accepted nomination. Motion by Fought, seconded by Wiley. Approved 6-0-1 (Pastor absent) G. Nominations and election of Secretary of the GUS Board. – Mike Cunningham, GUS Board Chair Floor was opened for nominations. Cunningham nominated Mapes for re-election of Secretary. No Page 19 of 75 other nominations. Mapes accepted nomination. Motion by Cunningham, seconded by Fought. Approved 6-0-1 (Pastor absent) H. Review and possible action related to Day and Time of GUS Board meetings. – Mike Cunningham, GUS Board Chair Board members agreed current day and time was acceptable to continue for meeting dates. Motion by Wiley, seconded by Copelan to approve Day and Time of meeting as currently held at 2:00p.m. on the second Friday of each month. Approved 6-0-1 (Pastor absent) I. Review and possible action to approve the minutes from the Regular GUS Board meeting held on February 10, 2017. – Sheila K. Mitchell, GUS Board Liaison No discussion. Motion by Copelan, seconded by Mapes to approve the minutes from the Regular GUS Board meeting held on February 10, 2017. Approved 6-0-1 (Pastor absent) J. Discussion and possible recommendation to renew a contract for utility bill printing and mailing services with Dataprose and to approve fundi ng at an annual cost of $231,840. – Leticia Zavala, Customer Care Director Zavala stated the next two items are annual maintenance contract renewals. She explained current agreement with Dataprose, stating we typically renew this by utilizing an interlocal agreement through the City of Plano; allowing us to take advantage of their volume pricing and satisfying all state procurement requirements. We’ve had a 6% growth of bill printing. Last year there were 7,000 customers on ebilling and now we have 10,000. Some discussion on clarification of this system and the new CIS system that is out for bid. Fought also asked and Zavala discussed the recent customer bill payments lost in postal service. Fought would like follow up from Post Office and report back to GUS board and Council. Fought wanted to make certain we had not charged any late fees or disconnects; Zavala confirmed no fees were charged to customers and all customers have been contacted by the city. Motion by Mapes, second by Wiley to renew a contract for utility bill printing and mailing services with Dataprose and to approve funding at an annual cost of $231 ,840. – Leticia Zavala Approved 6-0-1 (Pastor absent) K. Discussion and possible recommendation to authorize payments to Tyler Technologies for online web account management and payment processing fees in the amount of $111,600. – Leticia Zavala, Customer Care Director Zavala explained this service is for customer account access and web-based payments. Approximately 6,800 customers utilize the service. Once we move to a new CIS system, this fee goes away. Cunningham asked and Zavala stated the new implementation date for the new CIS system is targeted for the first quarter of 2018. Motion by Mapes, second by Copelan to authorize payments to Tyler Technologies for online web account management and payment processing fees in the amount of $111,600. Approved 6-0-1 (Pastor absent) Cunningham spoke about all the new companies coming into town and asked that the city be judicious in entering into business new vendors. Hallmark noted the awareness and stated the city does a very thorough job in vetting new vendors. Copelan spoke about the Water Town Hall meeting held that morning out in Sun City with 107 residents. He mentioned the city was well represented by employees, Judie Mattocks and Mark Warden. Zavala thanked them for their support and attendance at the town hall. Motion by Copelan, second by Mapes to adjourn. Meeting adjourned at 2:25p.m. Adjournment __________________________ _____________________________ Mike Cunningham – Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 20 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve an agreement with Paymentus Corporatio n fo r electro nic bill pres entment, c red it card p ro ces s ing, and o utb o und no tific atio n s ervic es in the amo unt o f $430,000 to b e implemented in conjunctio n with the UMAX Cus tomer Info rmation s ys tem. – Leticia Zavala, Cus to mer C are Directo r ITEM SUMMARY: A Req uest fo r P ro p o s al (RFP ) was issued o n Oc to b er 14, 2016. Pro p o s als fro m four (4) vendors were received and evaluated. Staff reviewed the p ro p o s als for compliance with func tional sys tem s p ecific ations , c o s t, training/s upport, and vendor q ualific ations . The recommended vend o r is Paymentus fo r the fo llo wing reas ons : 1. T hey are a strategic p artner with Itineris , N.A. and have p rio r experience integrating with the UMAX C IS s o ftware whic h will les s ens the o verall p ro ject timeline ris k. 2. T hey are the only vend o r that o ffered a flat rate p ricing mo d el o f $1.95 per trans actio n fo r credit c ard p ro cessing. The o ther vend o rs offered a pric ing model bas ed o n the c red it card interc hange rate which varies based on the typ e of card is s ued. After analys is , s taff fo und that the flat rate pric ing is les s c o s tly, and offers les s variatio n, than the o ther p ric ing mo d els . The City is in the proc es s of imp lementing a new Cus tomer Informatio n So ftware (CIS) s ystem (UMAX) to rep lace the exis ting Incode s ystem. Previous bus iness p ro cesses, spec ific to the Inc o d e sys tem, need to b e modified to adhere to ind ustry b es t p ractic es . A vendor agreement with P aymentus will allow us to align current proc es s es and continue to inc o rp o rate bes t prac tic es into the UMAX CIS implementatio n in the areas desc ribed b elo w. Paymentus s ervic es will c ommence at GO-LIVE of the UMAX/CIS imp lementatio n in early 2018. · Credit card processing o Incode System : Inc o de s tores credit c ard info rmation fo r rec urring p ayments within the s o ftware and send s it direc tly to the c red it card p ro cess o r monthly. T his d o es no t c o mp ly with current Payment C ard Ind ustry (PCI) rules bec aus e of the increased fraud ris k. o UMAX System : UMAX d o es no t s tore credit c ard informatio n, rather they s tore a to ken that represents the c redit c ard info rmation. Best prac tic es req uire that recurring c red it card p ayments use this token o r “tokenizatio n” as a means to transfer credit c ard info rmation to the p ro cessor monthly. Our current c red it card proc es s o r, Elavon, d o es not s up p o rt “to kenization” whic h was a majo r reason for evaluating alternatives. · Electronic bill presentment o Incode System : Inc o de s ends a data file to o ur 3rd party bill p rint provid er (Dataprose). This file allows them to handle all printing, mailing, and electro nic pres entment (e-b ills ) for the utility bills . o UMAX System : After the implementatio n o f UMAX, the b illing info rmation will be s ent to Dataprose in a .p d f format. This allows us to manage bill c ontent and red uc e depend enc e on the 3rd party vendor. Datap ro s e c anno t provid e elec tronic b ill pres entment (e-b ills ) from a .pdf fo rmat, therefore an alternative p ro cess was evaluated. Page 21 of 75 · Outbound customer notifications (automated phone calls) o Incode System : Inc o de s upports automated pho ne calls within their software. We c urrently us e this functio nality to no tify c usto mers when their payments have not been rec eived. T his allo ws us to inc orporate up to three (3) notific ations in our past due billing proc es s . o UMAX System : UMAX d o es no t s upport automated p hone c alls within their sys tem. Typic ally this func tionality is outs ide o f the CIS environment and hand led via a 3rd party vendor o r through spec ialized IT s ys tems. P aymentus provides this no tific ation service within its p ro d uc t and will allow us to maintain the current level o f s ervice. STAFF RECOMMENDATION Staff rec o mmend s approval of an agreement with P aymentus Co rp o ration fo r elec tronic b ill presentment, credit c ard pro c es s ing, and outbound notific ation s ervices in the amount of $430,000 to b e implemented in conjunctio n with the UMAX Cus tomer Information s ys tem. FINANCIAL IMPACT: The cost savings fro m c o nsolidating the above proc es s es with one vendor us ing the flat p ricing mo d el is ap p ro ximately $230,000. T he s avings will be b udgeted in next year ’s 2017/18 b udget. T he imp lementatio n o f the Paymentus s oftware will coincide with the GO-LIVE o f the new CIS UMAX s oftware s ched uled for early 2018. An o verview o f the es timated savings is attac hed. SUBMITTED BY: Leticia Zavala, C us to mer Care Directo r ATTACHMENTS: Description Type Cos t Analys is Backup Material Evaluation Summary Backup Material Paymentus Agreement - Final - Partially Executed Backup Material Page 22 of 75 Estimated Cost Savings - Paymentus Transaction Annual Elevon Paymentus Estimated Type Transactions (Current)(Proposed)Savings Funding Account Credit card Payment Processor: (Web, IVR, Draft,POS)200,000 $520,000 $390,000 540-5-0338-51-342 Credit card Payment Processor: ("Special Cards)**5,000 $33,000 540-5-0338-51-342 Credit card Gateway Processor 205,000 $10,250 -540-5-0338-51-342 Electronic Billing (E-Bills)110,000 $9,240 -540-5-0321-51-330 Incode Web Customer payment Portal (Insite)81,600 $98,445 -540-5-0338-51-340 Annual Telephone bill pay system fees $20,000 -IT ISF Outbound Customer Notifications 55,000 $1,800 $6,600 IT ISF Cost Comparison $659,735 $429,600 $230,135 **If the number of "special" cards (i.e.corporate reward type cards) exceed 5% of the overall transactions, the transaction fee will be adjusted for those cards to 3.5% instead of the flat $1.95 per transaction. Page 23 of 75 RFP No. and Name: 201702: Automated Billing, Payment and Notification Services Division: GUS - Customer Care Opening Date: November 8, 2016 @ 2:00 PM (CST) Solicitation and Evaluation Summary Evaluation Category Description Max Pts. Municipal Services Bureau Paymentus Point & Pay, LLC Smart Utility Systems Qualifications And Experience (Including Reference Checks)30 21 24 21 19 Proposed Solution 35 28 35 29 29 Price Proposal 20 14 19 4 8 Training and Support 15 13 15 13 15 100 75 93 67 70 Recommendation Checklist N/A N/A N/A N/A No No No No No No No No Notes: 1. Invitations sent to 507 Vendors 2. 1.8908 % Georgetown vendors (9) 3. 21.8487 % HUB vendors (104) 4. Sent to 28 State of Texas CMBL HUB Vendors 5. Initial term - beginning January 11, 2017 and ending September 30, 2018 6. Renewals - five (5) additional one (1) year renewals (October 1st through September 30th to align with City's fiscal years) 7. Detailed notes on evaluation worksheets in file Evaluation Team: Cindy Pospisil Greg Berglund Israel Esquilin Lesley Laughing Paymentus HUB? Georgetown Vendor? Addendum No. 1 Acknowledgement Best Value Reference Sheet (Attachment A) Copies of Proposals (3 copies, 1 digital) Subcontractor info (if applicable) Addendum No. 2 Acknowledgement Page 24 of 75 Page 25 of 75 Page 26 of 75 Page 27 of 75 Page 28 of 75 Page 29 of 75 Page 30 of 75 Page 31 of 75 Page 32 of 75 Page 33 of 75 Page 34 of 75 Page 35 of 75 Page 36 of 75 Page 37 of 75 Page 38 of 75 Page 39 of 75 Page 40 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to amend the contrac t fo r the Elec tric Sys tem Und erground 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 fro m $1,000,000 to $3,000,000. – Wes ley 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 contrac t was award ed to P ed ro S.S. Servic es for b id # 201448 for labor o nly s ervices o n Septemb er 23, 2014. The term fo r the s ec o nd renewal of this c o ntrac t will b e from Octo b er 1, 2016 to Septemb er 30, 2017. The contrac to r bills fo r labor s ervic es rend ered b as ed on unit pric ing as outlined with the agreement and as p ro jects are c o mp leted. T his inc reas e is d ue to increas ed new develo p ment p ro jects requiring undergro und infrastruc ture that was s tarted in F Y16, but c o mp leted and b illed in FY17. While this app ears to be a $2 millio n inc reas e, thes e costs were exp ected , antic ip ated, and encumb ered in the prior fis cal year. T he p rio r year purchas e o rd er s imply exp ired and this c hange is effec tively a ro llfo rward of the prior year's expec ted expenditure. STAFF RECOMMENDATION: Staff rec o mmend s approval to amend the co ntrac t for the Electric Sys tem Undergro und Co nstruc tion & Maintenance with P ed ro S .S . Services, Inc. o f Aus tin, Texas , in the no t to exc eed amo unt fro m $1,000,000 to $3,000,000. 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 41 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve a contrac t with CSA Cons tructio n, Inc. of Hous ton, Texas fo r the Pec an Branc h Was tewater Treatment Plant (WWTP ) Expans io n in the amount of $10,506,000.00 – Wes ley Wright, P.E., Systems Engineering Directo r/Mic hael Hallmark, CIP Manager. ITEM SUMMARY: The Pec an Branc h WWTP s erves muc h o f the wes t s id e of Geo rgeto wn inc luding Sun City, Geo rgeto wn Village, and muc h o f the Williams Drive c o rridor. P ecan Branch will also be the ultimate terminus of the p ro p o s ed Berry Creek Interc ep tor and s erve any future d evelopment alo ng Airp o rt Road. Currently the Pec an Branc h WWTP is cons is tently o p erating at ab o ve 90% o f it's c urrent 1.5MG/d ay capac ity. This propos ed p lant exp ansion will d o uble that capac ity and mirro r the exis ting ons ite facilities . The Pec an Branc h WWTP Exp ansion projec t was advertised fo r pub lic bids o n February 15, 2017 and February 22, 2017 in the Willia mson County S u n . T hrough CDM's o ffice, we p ro vided p lans and s p ecific ations to s ix interes ted p arties, including general c o ntracto rs , s ubc ontrac tors , sup p liers and plan ro o ms . We c annot provid e the numb er of interes ted parties that viewed the p lans o n the eBid s ite o r at plan ro o ms . On March 28, 2017 at 2:00p .m. bids were rec eived at the P urc hasing Department fo r the cons tructio n o f the Pecan Branc h WWT P Expans io n p ro ject and then o p ened and p ublic ly read alo ud. Out o f the s ix interes ted p arties that reques ted p lans and s pec ific atio ns, three b id s were rec eived . T he names o f the b id d ers and total bas e b id amount are s ummarized below. CSA C o ns truc tion, Inc . (CSA), Hous ton, T X - $10,384,000 Archer Wes tern Co nstruc tion, LLC, Irving, TX - $11,172,900 Keystone C o ns truc tion S ervic es , LP, Aus tin, T X - $12,236,500 CS A Co nstruc tio n is the lo w b id d er. They have the cons tructio n experienc e and ability nec es s ary to complete this wo rk as evid enc ed by the fact that they were the original Pec an Branch WWTP contrac tor. STAFF RECOMMENDATIONS: Staff and CDM S mith rec o mmends exec uting this c o ntract for the Pecan Branc h WWT P Expans io n to CS A, Co nstruc to rs , Inc . o f Ho usto n Texas , in the amo unt o f $10,506,000.00. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Water CIP. S ee attac hed CIP Bud getary & Financ ial Analysis Sheet. SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. Page 42 of 75 ATTACHMENTS: Description Type B&FAW Backup Material Recommendation letter Cover Memo Page 43 of 75 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 44 of 75 DATE: PROJECT NAME:3CA 3/31/2017 CSA Division/Department:GUS/Water/Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval TW04032017 TOTAL ANNUAL BUDGET 9,738,309.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting Resident Project Representative 520,000.00 520,000.00 5% Right of Way 0.00 0% Construction 10,506,000.00 10,506,000.00 108% Other Costs 30,200.00 30,200.00 0% Total Current Year Costs 0.00 11,056,200.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0581-90-051 Wastewater 9,738,309.00 Fund Balance 1,287,691.00 Total Budget 11,026,000.00 TOTAL PROJECT BUDGET 11,026,000.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 1,124,506.00 520,000.00 1,644,506.00 15% Right of Way 0.00 0.00 0% Construction 10,506,000.00 10,506,000.00 95% Other Costs 30,200.00 30,200.00 0% Total Project Costs 1,124,506.00 11,056,200.00 12,180,706.00 Comments: I have 3,600,000 in 2018 added to this project. Due to exceeding the permitted amount TCEQ has requested that we start construction ASAP. Pecan Branch WWTP Construction Capital Improvement Project - Budgetary and Financial Analysis Page 45 of 75 Page 46 of 75 Page 47 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve Tas k Ord er CDM-17-002 with CDM S mith, Inc . o f Aus tin, Texas , for p ro fes s io nal s ervic es related to Pec an Branc h Was tewater Treatment Plant Resident Projec t Repres entative (RPR) in the amo unt of $520,000.00 – Wesley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager ITEM SUMMARY: Given the signific ant expens e and tec hnical s p ecialties as s o ciated with the forthc o ming Pec an Branc h Was tewater Treatment Plant Exp ans ion, staff has req uested additio nal sup p o rt fro m CDM Smith thro ughout co ns truc tion. Through this tas k order, CDM will provid e a Resident Projec t Rep res entative (R PR ) o nsite d uring (almo s t) all as pec ts of cons truc tion. This RPR will ens ure q uality c o nstruc tio n thro ugh enhanced compliance with the p lans and s p ecific ations . Currently worklo ad s of existing c ity staff will no t affo rd us the time to provide the level o f ins p ection s ervic es that this p ro ject warrants while maintaining our o b ligatio n to the develo p ment community and the res t o f the exis ting Capital Improvement Plan. STAFF RECOMMENDATIONS: Staff rec o mmend s executing Task Order CDM-17-002 for p ro fes s io nal s ervic es relating to Pec an Branc h Was tewater Treatment Plant Resident Projec t R ep res entative with CDM Smith, Inc . o f Aus tin, Texas , in the amo unt o f $520,000.00 FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Was tewater CIP. See attached CIP Budgetary & Financial Analysis Sheet. 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 Tas k Order CDM-17-002 Backup Material Page 48 of 75 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 49 of 75 DATE: PROJECT NAME:3CA 3/31/2017 CSA Division/Department:GUS/Water/Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval TW04032017 TOTAL ANNUAL BUDGET 9,738,309.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting Resident Project Representative 520,000.00 520,000.00 5% Right of Way 0.00 0% Construction 10,506,000.00 10,506,000.00 108% Other Costs 30,200.00 30,200.00 0% Total Current Year Costs 0.00 11,056,200.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0581-90-051 Wastewater 9,738,309.00 Fund Balance 1,287,691.00 Total Budget 11,026,000.00 TOTAL PROJECT BUDGET 11,026,000.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 1,124,506.00 520,000.00 1,644,506.00 15% Right of Way 0.00 0.00 0% Construction 10,506,000.00 10,506,000.00 95% Other Costs 30,200.00 30,200.00 0% Total Project Costs 1,124,506.00 11,056,200.00 12,180,706.00 Comments: I have 3,600,000 in 2018 added to this project. Due to exceeding the permitted amount TCEQ has requested that we start construction ASAP. Pecan Branch WWTP Construction Capital Improvement Project - Budgetary and Financial Analysis Page 50 of 75 Page 51 of 75 Page 52 of 75 Page 53 of 75 Page 54 of 75 Page 55 of 75 Page 56 of 75 Page 57 of 75 Page 58 of 75 Page 59 of 75 Page 60 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve Tas k Ord er CDM-17-006 with CDM S mith, Inc . o f Aus tin, Texas , for p ro fes s io nal s ervic es related to Pasto r P ump Station and Wes t Loop Water Line Imp ro vements in the amo unt o f $310,750.00 – Wes ley Wright, P.E., Systems Engineering Directo r/Mic hael Hallmark, CIP Manager. ITEM SUMMARY: CDM Smith will p rep are bidding d o cuments inc luding p lans, details , s p ecific atio ns and contrac t d o cuments fo r the cons tructio n o f two new p umps at the P as tor Pump Station and 24" water line imp ro vements along SH 29. This p ro ject was inc luded in the c urrent CIP bud get and is nec es s ary to continue to gro wing d emand in the Wes tern Dis tric t - p rimarily the Braun EST and to s erve the area alo ng SH 29 b etween Hwy 183 and Ronald Reagan. Pipeline impro vements will inc lude a 24-in pip e from SH 29/DB Wo o d to the P as tor Pump S tatio n as well as a 24-in p ipe fro m R iver Chas e Blvd to the exis ting west terminus near Wo lf R anc h Parkway. The p ump s tation improvements includ e: two new vertical turb ine p umps in the exis ting pump station b uilding; new elec tric al s tarters and VFDs for the new p umps (o ne new pump will b e operated by VFD and o ne new pump will b e operated by a s o ft s tart); modific ations to the inc o ming electrical facilities is req uired to s upport the new p umps; and improvements to the HVAC s ystem to ac co mmo d ate the additio nal heat lo ad from the new elec tric al gear. Although the exis ting p umps are ho rizo ntal the new p umps are being p ro pos ed to b e vertic al turbine pumps to imp ro ve the ab ility to pump water fro m the exis ting ground s torage tank. This will necessitate s o me d emo lition and s tructural work in the p ump s tation build ing. STAFF RECOMMENDATIONS: Staff rec o mmend s executing Task Order CDM-17-006 for p ro fes s io nal s ervic es relating to Pasto r Pump Station and Wes t Loop Water Line Improvements with CDM S mith, Inc . of Aus tin, Texas, in the amo unt of 310,750.00 FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the C urrent Water CIP. See attac hed CIP Budgetary & Financial Analysis Sheet. SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. Page 61 of 75 ATTACHMENTS: Description Type B$FAW Cover Memo Tas k Order CDM-17-006 Cover Memo Page 62 of 75 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 63 of 75 DATE: PROJECT NAME:2BZ 4/3/2017 Pastor pump Station & West Loop Water Line Improvements Division/Department:GUS / Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval TW04042017 TOTAL ANNUAL BUDGET 2,119,000.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting $310,750.00 $310,750.00 15% Right of Way 0.00 0% Construction $0.00 0% Other Costs 0.00 0% Total Current Year Costs $0.00 $310,750.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0580-90-200 $2,119,000.00 Total Budget $2,119,000.00 TOTAL PROJECT BUDGET 3,982,000.00 Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 310,750.00 310,750.00 8% Right of Way 0.00 0.00 0% Construction 0.00 0.00 0% Other Costs 0.00 0.00 0% Total Project Costs 0.00 310,750.00 310,750.00 Comments: Task Order CDM-17-006 CIP- Budgetary and Financial Analysis Worksheet Page 64 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 1 of 8 Task Order In accordance with paragraph 1.01 of the Master Services Agreement between Owner and CDM Smith, Inc. (“Engineer”) for Professional Services – Task Order Edition, dated September 30, 2016, ("Agreement"), Owner and Engineer agree as follows: 1. Specific Project Data A. Title: ____Pastor Pump Station and West Loop Water Line Improvements B. Description: Design of Pumps, Motors, Electrical, Instrumentation and HVAC Improvements to the Pastor Pump Station to allow the installation of two new pumps. Design of pipeline improvements to provide more water to the Pastor Pump Station and to complete the West Loop Water Line near SH 29 and DB Wood Road. Services include preliminary engineering, design, bidding and general services during construction. C. City of Georgetown Project Number: ____2BZ_________________________________ D. City of Georgetown General Ledger Account No.: 660-9-0580-90-200_________ E. City of Georgetown Purchase Order No.: ___________________________________________ F. Master Services Agreement, Contract Number: 2016-738-MSA_________________________ 2. Services of Engineer Engineer shall prepare bidding documents including plans, details, specifications and contract documents for the construction of two new pumps at the Pastor Pump Station and pipeline improvements to include a 24-in pipe from the intersection of SH 29 and DB Wood Rd to the Pastor Pump Station and a 24-in pipe from River Chase Blvd to the existing west terminus of the West Loop Water Line. The pump station improvements include: two new vertical turbine pumps in the existing pump station building; new electrical starters and VFDs for the new pumps (one new pumps will be operated by VFD and one new pump will be operated by a soft start); modifications to the incoming electrical facilities as required to support the new pumps; and improvements to the HVAC system to accommodate the additional heat load from the new electrical gear. Although the existing pumps are horizontal the new pumps are being proposed to be vertical turbine pumps to improve the ability to pump water from the existing ground storage tank. This will necessitate some demolition and structural work in the pump station building. The basic services consist of preliminary engineering, design, bidding and general services during construction. The basic services are described below in detail. Task Order No. CDM-17-006, consisting of __8__ pages. Page 65 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 2 of 8 Preliminary Engineering Phase. This phase involves determination of project scope, economic and technical evaluation of feasible alternatives, and development of conceptual design and preliminary design. Services during this phase include: 1) Reviewing available data and consulting with the Owner to clarify and define the Owner's requirements for the project. 2) Advising the Owner as to the necessity of providing or obtaining from others additional data or services. These additional services may include photogrammetry, reconnaissance surveys, property surveys, topographic surveys, geotechnical investigations and consultations, compilation of hydrological data, traffic studies, materials engineering, assembly of zoning, deed, and other restrictive land use information, and environmental assessments and impact statements. The project budget includes the following special services: a) Topographic survey, and b) Geotechnical field investigation and laboratory analysis. 3) Identifying and analyzing requirements of governmental authorities having jurisdiction to approve the design of the project, and participating in consultations with such authorities. a) The project includes coordinating with TCEQ and submitting the required construction documents (plans and specifications) to the TCEQ Plan Review Division for review and approval. 4) Providing analyses of the Owner's needs, planning surveys, and comparative evaluations of prospective sites and solutions. 5) Consulting with the Owner, reviewing preliminary reports, clarifying and defining the project requirements, reviewing available data, and discussing general scheduling. Conferences may also be required with approving and regulatory governmental agencies and affected utilities. 6) Advising the Owner as to whether additional data or services are required, and assisting the Owner in obtaining such data and services. 7) Preparing conceptual design documents consisting of final design criteria, preliminary drawings, outline of specifications, and written descriptions of the project. A maximum of five copies will be provided to the Owner for review. 8) Preparing revised opinions of probable total project costs based on the conceptual design. 9) Preparing preliminary design documents, including preliminary engineering report, if necessary, drawings and specifications. Design Phase. The basic services for the final design phase includes: 1) Preparing construction drawings and specifications showing the character and extent of the project. 2) Preparing and furnishing to the Owner a revised opinion of probable total project costs based on the final drawings. Page 66 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 3 of 8 3) Furnishing the necessary engineering data required to apply for regulatory permits from local, state, or federal authorities. This is distinguished from and does not include detailed applications and supporting documents for government grant-in-aid or planning grants that would be furnished as additional services. 4) Preparing basic documents related to construction contracts for review and approval by the Owner (and the Owner's legal and other advisors). These may include contract agreement forms, general conditions and supplementary conditions, invitations to bid, instructions to bidders, insurance and bonding requirements, and preparation of other contract-related documents. 5) Furnishing to the Owner a maximum of five copies of drawings, specifications, and other contract documents. Bidding Phase. Services under this phase include: 1) Assisting the Owner in obtaining bids for the prime construction contract, attending pre-bid conferences, and preparing and issuing bidding documents. 2) Issuing addenda as appropriate to interpret, clarify, or expand the bidding documents. 3) Assisting the Owner in determining the qualifications and acceptability of prospective constructors, subcontractors, and suppliers. 4) When substitution prior to the award of contracts is allowed by the bidding documents, consultation with and advising the Owner as to the acceptability of alternate materials and equipment proposed by the prospective constructors. 5). Providing assistance to the Owner in evaluating bids or proposals and in assembling and awarding contracts for construction, materials, equipment, and services. Construction Phase. Services under this phase involve consulting with and advising the Owner during construction and are limited to those services associated with performing as the Owner's representative. Such services comprise: 1) Preparing for and conducting a preconstruction conference and issuing a Notice to Proceed on behalf of the Owner. 2) Reviewing shop and erection drawings submitted by the constructors for compliance with design concepts. 3) Reviewing laboratory, shop, and mill test reports on materials and equipment. 4) Visiting the project site monthly as construction proceeds to observe and report on the progress and the quality of the executed work and as required by the progress of the work, not to exceed a total of ten (10) visits. 5) Issuing necessary interpretations and clarifications of contract documents, preparing change orders requiring special inspections and testing of the work, and making recommendations as to the acceptability of the work. 6) Preparing sketches required to resolve problems due to actual field conditions encountered. 7) Determining amounts of progress payments due, based on degree of completion of the work, and recommending issuance of such payments by the Owner. Page 67 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 4 of 8 8) Preparing record drawings from information submitted by the Contractor. 9) Making a final inspection and reporting on completion of the project, including recommendations concerning final payments to constructors and release of retained percentage 3. Owner's Responsibilities Owner shall have those responsibilities set forth in the Agreement subject to the following: 1) Designate a person to act as Owner’s representative with respect to the services to be performed or furnished by the Engineer. This representative will have authority to transmit instructions, receive information, interpret and define Owner’s policies and decisions with respect to Engineer’s services. 2) Provide all criteria and full information as to Owner’s requirements for the project, including objectives and constraints, space, capacity and performance requirements, flexibility and expandability, and furnish copies of all design and construction standards which Owner will require to be included in the Project Drawings and Specifications. 3) Assist Engineer by placing all available information pertinent to the Project, including previous reports and any other data relative to the design or construction of the Project at the Engineer’s disposal. 4) Furnish to Engineer, as requested for performance of basic services or as required by the Contract Documents, the following: a) Data prepared by or services of others, including without limitation explorations and tests of subsurface conditions at or contiguous to the site, drawings of physical conditions in or relating to existing surface of subsurface structures at or contiguous to the site; b) The services of an independent testing laboratory to perform all inspections, test and approvals of samples, materials and equipment; c) Environmental assessments, audits, investigations and impact statements, and other relevant environmental or cultural studies as to the Project, the site and adjacent areas; d) Arrange for access to and make all provisions for Engineer to enter upon public and private property as required for Engineer to perform services under this Task Order; e) Examine all alternate solutions, studies, reports, sketches, proposals and other documents presented by Engineer; f) Provide such accounting, bond and financial advisory, independent cost estimating and insurance counseling services and such legal services as Owner may require or Engineer may reasonably request with regard to legal issues pertaining to the Project; g) Provide labor and safety equipment to open electrical/instrumentation cabinets, open and protect manholes and/or to operate valves and hydrants as required by the Engineer; and Page 68 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 5 of 8 h) Give prompt notice to Engineer whenever Owner observes or otherwise becomes aware of any development that affects the scope or time of performance or furnishing of Engineer’s services, or any defect or nonconformance in Engineer’s services in the work of any Contractor. 4. Times for Rendering Services Phase Completion Date Preliminary Engineering Phase October 1, 2017 Design Phase February 1, 2018 Bidding Phase May 1, 2018 Construction Phase June 1, 2019 5. Payments to Engineer A. Owner shall pay Engineer for services rendered as follows: Category of Services Compensation Method Lump Sum or Not to Exceed Amount of Compensation for Services Basic Services Preliminary Engineering Phase Final Design Phase Bidding Phase Construction Phase Total Basic Services Lump Sum Lump Sum Lump Sum Lump Sum $64,970 $120,660 $17,480 $87,640 $290,750 Surveying Geotechnical Engineering Total Special Service Lump Sum Lump Sum $16,000 $4,000 $20,000 Total Task Order Amount $310,750 B. The terms of payment are set forth in Article 4 of the Agreement unless modified in this Task Order. Page 69 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 6 of 8 6. Consultants: Surveying: Inland Geodetics Geotechnical: Kohutek Engineering and Testing 7. Other Modifications to Agreement: None 8. Attachments: None 9. Documents Incorporated By Reference: The Agreement effective September 30, 2016. Terms and Conditions: Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is _ _______ , 2017. Page 70 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 7 of 8 OWNER: ENGINEER: By: By: Name: Dale Ross Name: Allen D. Woelke, P.E. Title: Mayor, City of Georgetown Title: Vice President Engineer License or Firm’s Certificate No. F-3043 State of: Texas Date: Date: ATTEST: ____________________________________ Shelley Nowling, City Secretary APPROVED AS TO FORM ONLY BY CITY ATTORNEY AND BY CITY COUNCIL MARCH 8, 2011, AGENDA ITEM “P” APPROVED AS TO FORM VERIFIED: _________________________________________ Deborah Knutson, CPPB Senior Buyer Page 71 of 75 TASK ORDER Georgetown – Revised 3.11 EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services—Task Order Edition Copyright ©2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 – Task Order Form Page 8 of 8 DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Michael Hallmark Name: Allen Woelke, P.E. Title: C.I.P Manager, Systems Engineering Title: Vice President Address: 300-1 Industrial Ave. Georgetown, TX 78626 Address: 12357-A Riata Trace Parkway Suite 210 Austin, TX 78759 E-Mail Address: Michael.Hallmark@georgetown.org E-Mail Address: woelkead@cdmsmith.com Phone: 512-930-3569 Phone: 512-346-1100 Fax: 512-930-3558 Fax: 512-345-1483 Page 72 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Presentatio n and dis c us sion on the p ro p o s ed FY18 C ap ital Imp ro vement P lan (CIP ) - Wes ley Wright, P.E., Sys tems Engineering Direc tor (no action required) ITEM SUMMARY: A draft of the p ro p o s ed 2018 CIP will b e pro vided fo r review and will inc lud e projec ts, estimates, and justificatio n. A final CIP will b e brought fo rward fo r the Board's recommend ation in May. FINANCIAL IMPACT: N/A. SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r Page 73 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: Water Services and Electric Integrated Res ourc e Plan (IRP) Updates . – Chris F o s ter, Manager of Resource Planning & Integration (no action required) ITEM SUMMARY: One o f the Co unc il’s goals is to “Mo nito r, p ro mo te, and c o mmunicate a long-term water and utilities p lan and s trategy.” The tactic fo r meeting this go al was to have s taff “Implement and Monitor the Integrated Resource Plan.” T his p res entation is an upd ate to GUS on the s tatus o f tho s e plans , and the strategic d irectio n o f the Utility. STAFF RECOMMENDATION: N/A (no action required) FINANCIAL IMPACT: N/A SUBMITTED BY: Chris Fo s ter, Manager o f Res o urc e Planning & Integratio n Page 74 of 75 City of Georgetown, Texas Utility System Advisory Board April 14, 2017 SUBJECT: EXECUTIVE SESSION In compliance with the Op en Meetings Act, C hapter 551, Go vernment Code, Vernon's Texas Codes, Annotated, the item lis ted below will be d is cus s ed in closed s es s io n and is s ubjec t to actio n in the regular s es s io n. Sec. 551.086 Competitive Matters Quarterly Elec tric Financ ials and P o wer Supply planning d is cus s io n. -- Chris Fos ter, Manager o f Res o urc e Planning & Integration (no action required) ITEM SUMMARY: Staff has c reated a new quarterly financ ial rep o rt to s ummarize the c o ndition of the elec tric fund, and to help the General Manager and Board trac k performance. T his is the firs t of thes e presentatio ns, giving guid anc e for the next q uarter, and looking at how/if this info rmation c hanges the s trategic direc tion of the near term p ower s up p ly p lan. STAFF RECOMMENDATION: N/A FINANCIAL IMPACT: N/A SUBMITTED BY: Chris Fo s ter, Manager o f Res o urc e Planning & Integratio n Page 75 of 75