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HomeMy WebLinkAboutAgenda_GUS_04.08.2016Notice of Meeting for the Georgetown Utility System Adv isory Board of the City of Georgetown April 8, 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 at leas t fo ur (4) d ays prior to the sc heduled meeting d ate, at (512) 930-3652 or City Hall at 113 East 8th Street for ad d itional informatio n; TTY users ro ute thro ugh 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 -- RP3 d es ignatio n - Glenn Disho ng, Utility Direc tor/Jim Briggs , General Manager Utilities 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 Marc h 11, 2016. - Sheila K. Mitc hell, GUS Bo ard Liais on F Co nsideration and possible recommendatio n to ap p ro ve a c o ntract with Prota, Inc . o f Aus tin, Texas , for the cons truc tion of Water Sys tem Pressure Reducing Valves Improvements in the amount of $131,000.00 – Wes ley Wright, P.E., S ystems Engineering Directo r/Mic hael Hallmark, C IP Manager. Adjournment Page 1 of 24 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 24 City of Georgetown, Texas Utility System Advisory Board April 8, 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: Page 3 of 24 City of Georgetown, Texas Utility System Advisory Board April 8, 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 : 2nd St. Street and Waterline Rep lacement Berry C reek Was tewater Intercepto r Cedar Breaks Elevated S torage Tank (ES T ) County R o ad 255 Waterline Imp ro vements Daniels Mo untain EARZ 2014-15 Rabbit Hill Elevated Water Sto rage Tank (EST) Shell Road Waterline Improvements Snead Drive S treets and Wastewater Imp ro vements 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 April Project Reports Backup Material Council Actions March Backup Material Page 4 of 24 Page 5 of 24 Page 6 of 24 Page 7 of 24 Page 8 of 24 Page 9 of 24 Page 10 of 24 Page 11 of 24 Page 12 of 24 Page 13 of 24 Page 14 of 24 GUS BOARD ITEMS FORWARDED TO COUNCIL March 22, 2016 M Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve Task Order KPA-16-005 with Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation 2015 -2016 in the amount of $390,785.00 - Wesley Wright, P.E., Systems Engineering Director N Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to authorize the General Manager to enter into standard water agreements in the Western District -- Wesley Wright, P.E., Systems Engineering Director O Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to renew a contract for utility bill printing and mailing services with Dataprose and to approve funding at an annual cost of $229,680.00 -- Leticia Zavala, Customer Care Director P 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 $100,500.00 -- Leticia Zavala, Customer Care Director 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. AA Sec. 551.086: Competitive Matters - Consideration and possible action regarding contract novation from JP Morgan to Mercuria ITEMS PASSED Page 15 of 24 City of Georgetown, Texas Utility System Advisory Board April 8, 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 March 11, 2016. - Sheila K. Mitchell, GUS Board Liais o n 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 11, 2016. FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitc hell/GUS Bo ard Liais o n ATTACHMENTS: Description Type GUS Board Mar 11 2016 DRAFT Minutes Backup Material Page 16 of 24 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas March 11, 2016 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 at least four (4) 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, Joyce Mapes, Steve Fought, John Copelan, Edward Wiley Board Members Absent: Ed Pastor Staff Members Present: Jim Briggs, Wes Wright, Michael Hallmark, Chris Foster, Leticia Zavala, Glenn Dishong, Jana Kern, Charlie McNabb Others Present: Trae Sutton – KPA 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 2:00 PM The Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager of Utilities, City Council Member, or legal counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and are subject to action in the Regular Session that follows. B. Introduction of Visitors Employee Recognition --none submitted at time of posting C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. – Michael Hallmark, Project Manager Hallmark stated reports in packet and there are no updates. No further discussion. D. Industry Updates: Briggs stated that the State Legislature is having committee meetings preparing for the next session, some of those discussion are dealing with electric utilities. Supreme Court pushed back to the lower courts the issue on the administrations clean power plan. With that decision, it puts some of that in limbo. One of the things that we have seen, is a trend, as part of the discussion with Lone Star Rail, relative to the Union Pacific discussion on their rail between Georgetown and San Antonio concerning their freight. A big part of their revenue is down because freight and coal deliveries are down. Rail is losing large amounts of revenue not delivering coal. One of the reasons this is happening is the Panama Canal opened up another canal that allows mega tankers to go through. At the present time we do not have any ports that can handle these big mega tankers. Louisiana is one of the first to look at an off shore port to be able to bring the tankers in. Page 17 of 24 Legislative Regular Agenda The Board will individually consider and possibly take action on any or all of the following items: E. Nominations and election of Vice-Chair of the GUS Board. – Bill Stump, GUS Board Chair Motion by Mapes second by Fought to nominate Mike Cunningham as Vice-Chair of the GUS Board. Approved unanimously 6-0-1(Pastor absent) F. Nominations and election of Secretary of the GUS Board. – Bill Stump, GUS Board Chair Motion by Cunningham second by Fought to nominate Joyce Mapes as Secretary of the GUS Board. Approved unanimously 6-0-1 (Pastor absent) G. Review and possible action related to the Day and Time of GUS Board meetings. – Bill Stump, GUS Board Chair Motion by Mapes second by Copelan to keep the same day and time of the GUS Board Mee ting. Approved unanimously 6-0-1 (Pastor absent) H. Review and possible action to approve the minutes the Regular GUS Board meeting held on January 8, 2016. – Sheila K. Mitchell, GUS Board Liaison Motion by Wiley, seconded by Mapes to approve the January 8, 2016 minutes as presented. Approved unanimously 6-0-1 (Pastor absent) I. Consideration and possible recommendation to approve Task Order KPA-16-005 with Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation 2015-2016 in the amount of $390,785.00. – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright explained the task order to the board. Motion by Cunningham, seconded by Mapes to approve Task Order KPA-16-005 with Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation 2015 -2016 in the amount of $390,785.00. Approved unanimously 6-0-1 (Pastor absent) J. Consideration and possible recommendation to authorize the General Manager to enter into standard water agreements in the Western District. – Wesley Wright, P.E., Systems Engineering Director Wright stated that since consolidation of Western District, the city has standardized the form agreements. Most water agreements follow the standard form and result in no direct expenditure on the city’s behalf to provide service. As a result, staff is recommending that City Council authorize the General Manager of Utilities to administratively execute standard water agreements that result in no direct cost to the city. Motion by Cunningham, seconded by Copelan to authorize the General Manager of Utilities to enter into standard water agreements in the Western District. Approved unanimously 6-0-1 (Pastor absent) K. Discussion and possible recommendation to renew a contract for utility billing printing and mailing services with Dataprose and to approve funding at an annual cost of $229,680. – Leticia Zavala, Customer Care Director Zavala explained that this is the annual agreement. There is a $3000 reduction in cost, because of the e-bill. Motion by Mapes, seconded by Copelan to renew a contract for utility billing printing and mailing services with Dataprose and to approve funding at an annual cost of $229,680. Approved unanimously 6-0-1(Pastor absent) L. Discussion and possible recommendation to authorize payment to Tyler Technologies for online web account management and payment processing fees in the amount of $100,500. – Leticia Zavala, Customer Care Director Zavala stated in 2015 there were about 5900 payments that came through the website portal which is about 15% of total payments processed in 2015. Motion by Cunningham, seconded by Wiley to authorize payment to Tyler Technologies for online web account management and payment processing fees in the amount of $100,500. Approved unanimously 6-0-1 (Pastor absent) Motion by Wiley second by Copelan that Item “M” is an executive session item under Sec 551.086 Competitive Matters. Approved 6-0-1 (Pastor absent) Page 18 of 24 Moved into Executive Session at 2:52 PM 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 and Sec. 551.071 Consultation with Attorney -- Discussion and possible recommendation regarding contract novation from JP Morgan to Mercuria. – Chris Foster, MPA, CFO, Manager of Resource Planning and Integration Motion by Cunningham second by Wiley to return to Regular Session. Approved unanimously 6-0- 1 (Pastor absent) Moved back into Regular Session at 3:22 PM N. Action from Executive Session -- Contract novation from JP Morgan to Mercuria Motion by Wiley, seconded by Cunningham to approve contract novation from JP Morgan to Mercuria as discussed in Executive Session. Approved unanimously 6-0-1 (Pastor absent) Adjournment Motion by Cunningham seconded by Wiley to adjourn meeting. Approved unanimously 6-0-1 (Pastor absent). Meeting adjourned at 3:30 PM. __________________________ _____________________________ Bill Stump – Board Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 19 of 24 City of Georgetown, Texas Utility System Advisory Board April 8, 2016 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve a contrac t with Pro ta, Inc. of Austin, Texas, for the c o nstruc tio n o f Water S ystem Pres s ure R ed uc ing Valves Imp ro vements in the amo unt o f $131,000.00 – Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. ITEM SUMMARY: This contrac t is fo r the cons tructio n o f the ins tallatio n o f P res s ure Reducing Valves . This projec t will p ro vide the c apability to utilize exis ting water s torage from the Western Distric t into S un City and Berry Creek Subdivis ions . T his p ro ject will also allow the city to receive water from the C ity of Round Roc k thro ugh automated c o ntro ls in lieu of manual o p erations . T he p ro ject also inc lud es s ite wo rk, c o nnecting p ip ing, electric al and s ys tem communic ations imp ro vements. This p ro ject was p ublic ly ad vertis ed Marc h 13, 2016 and March 20, 2016. We had eight (8) plan ho ld ers , and o n March 29, 2016 we rec eived s ix (6) c o mp etitive b id s . P ro ta Inc . was the ap p arent low bidder. CDM Smith has c hecked all referenc es with all pos itive o utcomes. STAFF RECOMMENDATIONS: Staff and CDM S mith rec o mmends exec uting this c o ntract for the c o nstruc tio n o f the Water Sys tem Pressure Reduc ing Valves Improvements with Prota, Inc . o f Aus tin, Texas , in the amo unt o f $131,000.00. 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 ATTACHMENTS: Description Type Recommendation letter Backup Material Budget Works heet Backup Material Page 20 of 24 Page 21 of 24 Page 22 of 24 City of Georgetown Water System Pressure Release Valve Project Project No. 2CN BID TABULATION March 29, 2016 Approved Bidders Acknowledged all Addenda Provide Bid Security (5%) Provide Information from 00400 Base Bid Items Estimated  Quantity Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount BASE BID ITEM NO. 1 Bonding, Insurance, and Mobilization  Related Expenses not to exceed 5% of Total Bid 1  $          5,800.00 5,800.00$                 $          9,400.00 9,400.00$                   $          5,000.00 5,000.00$                       $             12,000.00 12,000.00$                   $         13,000.00 13,000.00$          $    13,300.00 13,300.00$             BASE BID ITEM NO. 2 Furnishing and installing silt fence  complete in place as detailed and specified.100  $                12.00 1,200.00$                 $                  5.00 500.00$                       $                  5.00 500.00$                          $                     10.00 1,000.00$                      $                 10.00 1,000.00$             $            10.00 1,000.00$               BASE BID ITEM NO. 3 Site and Right‐of‐Way Preparation,  complete in place as detailed and specified.3  $             466.67 1,400.01$                 $          1,500.00 4,500.00$                   $          3,000.00 9,000.00$                       $               9,000.00 27,000.00$                   $           5,500.00 16,500.00$          $      5,500.00 16,500.00$             BASE BID ITEM NO. 4 Traffic Control Plan and Implementation,  complete in place as detailed and specified.1  $             800.00 800.00$                    $          3,300.00 3,300.00$                   $          1,800.00 1,800.00$                       $               3,000.00 3,000.00$                      $           3,500.00 3,500.00$             $      3,000.00 3,000.00$               BASE BID ITEM NO. 5 Trench Safety Plan and Implementation,  as required for all pipe trenches deeper than 5 feet, complete  in place as detailed and specified. 60  $                15.00 900.00$                    $                10.00 600.00$                       $                10.00 600.00$                          $                     20.00 1,200.00$                      $                 15.00 900.00$                $            15.00 900.00$                  BASE BID ITEM NO. 6 Furnish and Install precast concrete  valve vault with five feet of inside clearance, complete in  place as detailed and specified. 3  $          6,900.00 20,700.00$               $          9,500.00 28,500.00$                 $          8,400.00 25,200.00$                    $             15,000.00 45,000.00$                   $         15,000.00 45,000.00$          $    10,000.00 30,000.00$             BASE BID ITEM NO. 7 Furnish and install additional vertical  feet of clearance in precast concrete valve vault to bring top  of vault to desired finished grade, complete in place as  detailed and specified.  5  $             700.00 3,500.00$                 $             600.00 3,000.00$                   $             800.00 4,000.00$                       $               1,400.00 7,000.00$                      $           1,000.00 5,000.00$             $      1,100.00 5,500.00$               BASE BID ITEM NO. 8 Furnish and install pressure reducing  valve assembly at SH 195 south of Shell Road including  removal of existing pipe, installation of connecting pipe, PRV  assemblies, valves and fittings, with the exception of the 18x6  tapping valve and sleeve, complete in place as detailed and  specified. 1  $        13,700.00 13,700.00$               $        20,000.00 20,000.00$                 $        17,800.00 17,800.00$                    $             27,000.00 27,000.00$                   $         18,500.00 18,500.00$          $    35,000.00 35,000.00$             BASE BID ITEM NO. 9 Connect to existing 18‐inch Water Pipe  at SH 195 south of Shell Road, with 18x6 tapping sleeve and  valve, complete in place as detailed and specified. 1  $        11,700.00 11,700.00$               $        22,000.00 22,000.00$                 $        13,900.00 13,900.00$                    $             23,000.00 23,000.00$                   $         25,500.00 25,500.00$          $    15,000.00 15,000.00$             BASE BID ITEM NO. 10 Furnish and install pressure reducing  valve assembly at CR 245 and Rocky Hollow Creek Drive  including removal of existing pipe, installation of connecting  pipe, valves and fittings and PRV assemblies, complete in  place as detailed and specified.  1  $        12,400.00 12,400.00$               $        20,600.00 20,600.00$                 $        19,700.00 19,700.00$                    $             24,000.00 24,000.00$                   $         19,500.00 19,500.00$          $    40,000.00 40,000.00$             BASE BID ITEM NO. 11 Furnish and install pressure reducing  valve/flow control valve at Rabbit Hill Pump Station including  removal of existing pipe installation of connecting pipe, valves  and fittings and flow control valve, complete in place as  detailed and specified.  1  $        37,800.00 37,800.00$               $        52,000.00 52,000.00$                 $        48,000.00 48,000.00$                    $             42,000.00 42,000.00$                   $         48,150.00 48,150.00$          $    60,000.00 60,000.00$             BASE BID ITEM NO. 12 Remove existing level control valve at  the Rabbit Hill GST and furnish and install 12‐inch sleeve. 1  $          1,200.00 1,200.00$                 $          4,600.00 4,600.00$                   $          5,600.00 5,600.00$                       $               8,000.00 8,000.00$                      $           2,500.00 2,500.00$             $    30,000.00 30,000.00$             BASE BID ITEM NO. 13 Furnish and install electrical and  instrumentation improvement between the Rabbit Hill Pump  Station and the PRV/Flow Control Vault, complete in place as  detailed and specified.  1  $        14,200.00 14,200.00$               $          9,500.00 9,500.00$                   $        21,000.00 21,000.00$                    $             16,000.00 16,000.00$                   $         52,500.00 52,500.00$          $    40,000.00 40,000.00$             BASE BID ITEM NO. 14 Furnish and install necessary  incidentals and pressure test the new PRV installations,  complete in place as detailed and specified.  3  $             500.00 1,500.00$                 $          2,000.00 6,000.00$                   $          4,000.00 12,000.00$                    $               1,500.00 4,500.00$                      $           2,000.00 6,000.00$             $      4,400.00 13,200.00$             BASE BID ITEM NO. 15 Provide Re‐vegetation, complete in  place as detailed and specified.3  $          1,400.00 4,200.00$                 $          1,600.00 4,800.00$                   $          2,400.00 $7,200.00* $               3,700.00 $11,100.00* $           4,500.00 13,500.00$          $      2,700.00 8,100.00$               Total ‐ Base Bid (Item Nos. 1‐15)‐‐131,000.01$           ‐189,300.00$              ‐191,300.00$                 ‐251,800.00$                ‐271,050.00$       ‐311,500.00$          Note: * The total amount reflects the corrected calculation  based on unit price and unit quantity of 3 in accordance to  Addendum No. 1 XX PRODA PATIN XX SMITH CONTRACTCRU XX AUSTIN ENGINEERS JOE BLAND XXXX XXXX XXXX Page 23 of 24 DATE: PROJECT NAME:2CN 4/1/2016 Prota Inc. Division/Department:GUS /Water Director Approval Prepared By:Michael Hallmark Finance Approval TW 4/4/16 TOTAL ANNUAL BUDGET 173,233.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B)Budget Consulting 42,191.00 0.00 42,191.00 24% Right of Way 0.00 0% Construction 131,000.00 131,000.00 76% Other Costs 42.00 42.00 0% Total Current Year Costs 42,233.00 173,233.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 661-9-0580-90-005 5,294,000.00 Total Budget 5,294,000.00 TOTAL PROJECT BUDGET 2,215,000.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 389,200.00 42,191.00 431,391.00 19% Right of Way 0.00 0.00 0% Construction 131,000.00 131,000.00 6% Other Costs 42.00 42.00 0% Total Project Costs 389,200.00 173,233.00 562,433.00 Comments: Project over budget by $290,246.00 will transfer from another account within fund. Water Systems PRV Improvements CIP- Budgetary and Financial Analysis Worksheet Page 24 of 24