HomeMy WebLinkAboutAgenda_GUS_05.12.2017Notice of Meeting for the
Georgetown Utility System Adv isory Board and the Gov erning Body
of the City of Georgetown
May 12, 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
-- none submitted at time o f posting
C Dis cus s ion regard ing May GUS Projec t Up d ates and Ap ril Co uncil Actions . -- Mic hael Hallmark, CIP
Manager/Wes ley Wright, P.E., Systems Engineering Directo 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 April 14,
2017. - Sheila K. Mitchell, GUS Board Liais o n
F Co nsideration and possible recommendatio n to ap p ro ve change order 004 with Itineris N.A to develop
and c o nfigure integrations into the UMAX CIS s oftware s ystem from other GUS bus iness s ystems in the
amount of $103,000.00. -- Letic ia Zavala, Cus tomer Care Direc tor
G Co nsideration and possible recommendatio n to ap p ro ve a c hange o rd er 005 with Itineris N.A to extend
the UMAX C IS Projec t imp lementation timeline by four (4) months for an amount no t to exc eed
$294,000.00. – Leticia Zavala, Cus tomer C are Directo r
H Pres entatio n, dis c us sion and possible rec o mmendatio n to Counc il on the 2018 Geo rgeto wn Utility
Systems Ad vis ory Board Capital Improvement Plan -- Wes ley Wright, P.E., S ys tems Engineering Direc to r
Page 1 of 40
I 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
Co nsideration, d is cus s io n, and possible rec o mmendatio n o n the 2018 Elec tric Capital Improvement Plan -
Wesley Wright, P.E., Sys tems Engineering Direc tor
J Actio n from Executive S es s io n
- Elec tric Capital Improvement Plan (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 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 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 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 2017
SUBJECT:
Disc ussion regarding May GUS P ro ject Updates and April Counc il Ac tions . -- Michael Hallmark, CIP
Manager/Wes ley Wright, P.E., Sys tems Engineering Direc tor
ITEM SUMMARY:
Berry Creek Wastewater Intercepto r
Engineering ap p ro ved b y GUS Board 5/15 & City Counc il 5/15. 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 third ro w p lating o n bowl s ec tion, b o wl lifting tentatively s c hed uled firs t week of
June. Pro ject o verall is 65% complete
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
Bid Opening 3/28/17 with CS A Co nstruc tion lo w b id d er, GUS Bo ard appro ved and goes to Counc il April
25.
Rabbit Hill EST
1 millio n gallo n tank is in service with Sub s tantial C o mp letion dated 3/17/17. Punc hlist items being cleared
with Projec t c lo s eo ut in late May. Pro ject is 98% c omplete
Shell Road Water line
Final Des ign Plans are 90% c o mp lete & Easements are 60% c o mp lete
Westinghouse Regional Lift Station
Lift station fo rc emain is 90% ins talled with one road b o re c o mp leted and AC M lift divers io n line b o re
und erway. Projec t o verall is 20% complete
San Gabriel Park Lift Station
Task Order R ec ommend ed by GUS 2/10/17 and approved by CC 2/28/17
EARZ 2015-2016
Manho le Rehab c o ating and rehab work und erway, P ro ject is 35% c o mp lete
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
Page 4 of 40
Pastor Pump Station – Westloop Waterline
Task Order approved by GUS Bo ard April 14 and goes to Counc il April 25
Council Actions -- Attached
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
May 2017 Project Updates Cover Memo
Council Actions Backup Material
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GUS BOARD ITEMS FORWARDED TO COUNCIL
April 25, 2017
J
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve an agreement with Paymentus Corporation for electronic bill
presentment, credit card processing, and outbound notification services in the amount of $430,000.00 to
be implemented in conjunction with the UMAX Customer Information System -- Leticia Zavala, Customer Care
Director
L
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve Task Order CDM-17-006 with CDM Smith, Inc. of Austin,
Texas, for professional services related to Pastor Pump Station and West Loop Water Line Improvements
in the amount of $310,750.00 -- Wesley Wright, P.E., Systems Engineering Director
M
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to amend the contract for the Electric System Underground
Construction & Maintenance with Pedro S.S. Services, Inc. of Austin, Texas, not to exceed an amount of
$3,000,000.00 -- Wesley Wright, P.E., Systems Engineering Director
V
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve a contract with CSA Construction, Inc. of Houston, Texas for the
Pecan Branch Wastewater Treatment Plant (WWTP) Expansion in the amount of $10,506,000.00 -- Wesley
Wright, P.E., Systems Engineering Director
W
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve Task Order CDM-17-002 with CDM Smith, Inc. of Austin,
Texas, for professional services related to Pecan Branch Wastewater Treatment Plant Resident Project
Representative (RPR) in the amount of $520,000.00 -- Wesley Wright, P.E., Systems Engineering Director
ALL ITEMS PASSED
Page 20 of 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 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 Ap ril 14,
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 Ap ril 14,
2017.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Sheila K. Mitc hell/GUS Bo ard Liais o n
ATTACHMENTS:
Description Type
April 14 2017 DRAFT GUS Board Minutes Backup Material
Page 21 of 40
Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
April 14, 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 Te xas 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: none
Staff Members Present: Jim Briggs, Mike Babin, Glenn Dishong, Wesley Wright, Mike
Westbrook, Chris Foster, Leticia Zavala, Michael Hallmark, Jimmy Sikes, David Thomison,
Cindy Pospisil, James Foutz, Sheila Mitchell, Electric employees: Chris Waggoner, Jarrod Vail,
Jerod Rosipal, Mason Ball, Eric Pouncey, Dustin Smith, Travis Conner, Bryan Quick, John
Dillard, Kyle Randall, Jose Reyes, Matt Braun, Korey Jackson and Water employees: Chris
Graham, Bubba Vidaure
Others Present: Neil McAndrews/McAndrews and Associates
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 Visitors
Neil McAndrews/McAndrews and Associates (McAndrews joined after lineman recognition)
Employee Recognition
--National Lineman Appreciation Day (April 18th) – Mike Westbrook, Electric Operations Manager
Westbrook introduced lineman present and gave recognition of National Lineman Appreciation Day
on April 18th. The board thanked them for all the work they do. Fought personally thanked lineman
on behalf of the Sun City residents, of which he is, for providing and keeping on power in what can
often be a lifesaving situation due to various medical needs. Cunningham thanked them for their
professionalism in performing their jobs. Westbrook invited all present for breakfast tacos at their
recognition breakfast the following Tuesday morning. Electric employees departed meeting.
Dishong introduced water employee Bubba Vi daure and discussed a water meter competition a
couple of the water employees participated in at the recent Texas Water Conference, held in Austin,
Texas. The competition was statewide. Vidaure explained competition guidelines and demonstrated
assembly. Graham further explained levels of competition and challenges thrown at competitors.
Dishong explained this was Georgetown’s first time to compete. Vidaure took 4th place and
Georgetown beat Round Rock, New Braunfels Utilities and Austin. Dishong also explained the fire
hydrant that was wheeled into the meeting, noting there is hydrant disassembly/reassembly
competition coming up that we intend to enter for next year. Cunningham thanked staff for showing
demonstration and congratulated on competition.
Page 22 of 40
C. Discussion regarding April 2017 Project Updates, March 2017 Council Actions and Water and Energy
Rebate Program Update. – Michael Hallmark, CIP Manager/Wesley Wright, P.E., Systems
Engineering Director/Leticia Zavala, Customer Care Director
Hallmark noted project updates were in packet. Discussion about Cedar Breaks EST construction
process. Board would like to watch raising of the tank when scheduled. Hallmark will update Board
of date; possibly in May. Video will also be taken and placed on the city website. Cunningham asked
about viewing a short video of wastewater lines; Hallmark stated we will schedule for a future
meeting. Zavala discussed rebate programs approved by Council in March: 1) Irrigation Check Up, 2)
Water Heater; starting April 1st. Copelan asked about status of irrigation audit process due to
employee out for surgery. Foutz stated Warden back at work from medical leave and program will be
starting up again. Warden is actively scheduling audits. Zavala also updated on watering schedule
flyer recently mailed to customers, encouraging 2 watering days instead of 3 allowed by ordinance.
Copelan spoke about ordinance pertaining to rain and moisture sensors. Zavala further explained
marketing of new program, stating customers will have ability to choose one instead of requirement
to install both for new installations.
D. Industry Updates
Briggs updated on legislature SB 248 (statewide bill related to the dissolution of special utility
districts); passed the Senate (30-1 opposed by Buckingham; Marble Falls/Bell Co) and sent to the
House. Working on getting passed through House. If successful, after going into effect in September,
Chisholm Trail Special Utility District (CTSUD) could dissolve by majority vote, after public hearings
are held. However, there are other versions of the bill circulating, with language we do not support
and we’re watching those as well. We are currently still undergoing a lawsuit with 6-7 individuals
regarding CTSUD consolidation; currently going through Third Court of Appeals process. Yaeger
asked and Dishong stated started out around 7200 customers when talks first began on consolidation
with CTSUD and has grown to around 9500 now. Briggs further spoke on dissolution, contracts, etc.
He also spoke on the Texas Water Conference in Austin this week; largest regional meeting. A large
number of employees from the city were able to attend due to location.
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
March 10, 2017. – Sheila K. Mitchell, GUS Board Liaison
Pastor noted typo on minutes of his attendance, however he was absent from the March meeting.
However, he stated action reflected his absence correctly. Mitchell stated she noticed her error after
distributing minutes in the board agenda packet and had since corrected. If board is acceptable of the
correction, minutes are revised for approval. Board agreed to accept as corrected. Motion by Wiley,
seconded by Pastor to approve the minutes, as corrected, from the Regular GUS Board meeting held
on March 10, 2017. Approved 7-0-0
F. Consideration and possible recommendation to approve an agreement with Paymentus Corporation
for electronic billing presentment, credit card processing, and outbound notification services in the
amount of $430,000 to be implemented in conjunction with the UMAX Customer Information system .
– Leticia Zavala, Customer Care Director
Zavala explained contract details, noting implementation will go live with the new UMAX system
early next year. Paymentus will be able to handle the three processes for the city. Zavala explained an
IVR (interactive voice response) system; the new system will allow you to go ahead and process
payment when notified of a past due account; current system does not allow, it only notifies. An RFP
process was conducted last October. Paymentus was only vendor who provided a flat fee for all
services. Copelan asked and Zavala explained process of bill design and plans for roll out when new
system goes live online and then will work to redesign bill after new system rolls out. Some other
discussion continued. A savings analysis was provided in the item materials. Go live date is
estimated after beginning of 2018. Fought recommended when presented to Council that a chart with
details breakout of savings be included so they see differences in changes. Zavala will update
materials for clarity. Motion by Wiley, second by Mapes to approve an agreement with Paymentus
Corporation for electronic billing presentment, credit card p rocessing, and outbound notification Page 23 of 40
services in the amount of $430,000 to be implemented in conjunction with the UMAX Customer
Information system. Approved 7-0-0
G. Consideration and possible recommendation to amend the contract for Electric System Underground
Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not to exceed
amount from $1,000,000 to $3,000,000. – Wesley Wright, P.E., Systems Engineering Director
Wright clarified request. Due to continued development we are asking for a $2,000,000.00 change
order to accommodate growth. In October, we renewed the contract based on previous spending,
however, new development continues in the area. The new Baylor Scott and White addition in Round
Rock is our customer. Teravista is continuing to grow and areas previously in the ETJ are in our
electric service area now. M ultiple apartments are being added around city; Hillwood development
in Wolf Ranch area is a large part of this request. Fought asked and Wright/Foster discussed Impact
Fees and percentage of return to city, however they do not offset costs in the electric utility. Some
costs are recovered in developer and connect fees. Some discussion continued on dually certificated
areas of service. Motion by Pastor, second by Mapes to amend the contract for Electric System
Underground Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not
to exceed amount from $1,000,000 to $3,000,000. Approved 7-0-0
H. Consideration and possible recommendation to approve a contract with CSA Construction, Inc. of
Houston, Texas for the Pecan Branch Wastewater Treatment Plant (WWTP) Expansion in the amount
of $10,506,000.00 -- Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP
Manager
Wright presented map for board’s reference of location. He further explained TCEQ requirements for
wastewater treatment plants and/or expansions. Design process started about five years ago. Three
bids were received for construction and CSA was selected. They build state wide and have built three
plants for the city. Wright explained process and spoke about treated effluent which is used for golf
courses and city parks. Some discussion continued on bids received . Cunningham stated CSA is a
good contractor and felt pricing is good. Further discussion continued on growth/capacity, possibly
10-20 years out from expanding and/or new plant. Pecan Branch a 2 year project. Motion by Pastor,
second by Wiley to approve a contract with CSA Construction, Inc. of Houston, Texas for the Pecan
Branch Wastewater Treatment Plant (WWTP) Expansion in the amount of $10,506,000.00. Approved
7-0-0
I. Consideration and possible recommendation to approve Task Order CDM-17-002 with CDM Smith,
Inc. of Austin, Texas, for professional services related to Pecan Branch Wastewater Treatment Plant
Resident Project Representative (RPR) in the amount of $520,000.—Wesley Wright, P.E., Systems
Engineering Director/Michael Hallmark, CIP Manager
Wright stated task order is request for additional staff support and project management during
construction of plant. He stated staff has the ability to support, however with load of current projects
and continued growth, staff needs additional support. This is a two year contract; we will only pay
for what we use. Cunningham agreed this is a fair rate and the process makes good business sense.
Copelan asked and Wright explained the alternative would be staff will be spread thin and strained,
this project is specialized and project management duties could be lost to other projects. There is not a
desire to hire an additional staff member for a short term project with no plans to utilize for future
city work. Mapes asked and Wright clarified costs and what is included. Some discussion continued.
Cunningham supports this type of management to assist with flow and timing of project. Motion by
Pastor, second by Mapes to approve Task Order CDM-17-002 with CDM Smith, Inc. of Austin, Texas,
for professional services related to Pecan Branch Wastewater Treatment Plant Resident Project
Representative (RPR) in the amount of $520,000.00. Approved 7-0-0
J. Consideration and possible recommendation to approve Task Order CDM-17-006 with CDM Smith,
Inc. of Austin, Texas, for professional services related to Pastor Pump Station and West Loop Water
Line Improvements in the amount of $310,750.00 – Wesley Wright, P.E., Systems Engineering
Director/Michael Hallmark, CIP Manager
Wright explained location of Pastor Pump station, primarily serving western district. The project was
approved in this year’s CIP. Task order is for design work to add additional pumps to Pastor as well
as water line improvements. Cunningham asked and Hallmark noted engineers estimate is $2.2 Page 24 of 40
million. Motion by Pastor, second by Mapes to approve Task Order CDM-17-006 with CDM Smith,
Inc. of Austin, Texas, for professional services related to Pastor Pump Station and West Loop Water
Line Improvements in the amount of $310,750.00. Approved 7-0-0
K. Presentation and discussion on the proposed FY18 Capital Improvement Plan (CIP) – Wesley Wright,
P.E., Systems Engineering Director (no action required)
Wright provided draft information on proposed FY18 CIP, for board to review. Final presentation
and discussion will be seen by board in May and sent onto Council during the budget approval
process. Wright reviewed water and wastewater projects. Wright indicated he can bring EARZ video
to board next month during final CIP presentation. (no action required)
Pospisil departed meeting at 3:25p.m. Wiley stepped out of meeting at 3:27p.m., returned at 3:29p.m.
Chair stepped out of meeting at 3:29p.m., returned at 3:31p.m.
General discussion regarding water, availability and conservation.
L. Water Services and Electric Integrated Resource Plan (IRP) Updates. – Chris Foster, Manager of
Resource Planning & Integration (no action required)
Briggs explained Council’s request for IRP, to “monitor, promote and communicate a long-term
water and utilities plan and strategy”. They also requested quarterly financial reporting. Foster gave
presentation to update board on status of plans and strategic direction of Utility. Some discussion on
solar, regarding future development vs. current customers. Financials will be discussed in Executive
Session.
Yaeger stepped out of meeting at 3:55p.m., returned at 3:58p.m.
Motion by Wiley, seconded by Mapes to enter into Executive Session at 3:59p.m. for discussion of item
M.
M. EXECUTIVE SESSION
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes,
Annotated, the item listed below will be discussed in closed session and is subject to action in the
regular session.
Sec. 551.086 Competitive Matters
Quarterly Electric Financials and Power Supply planning discussion. – Chris Foster, Manager of
Resource Planning & Integration (no action required)
Yaeger departed meeting at 4:35p.m. Pastor departed meeting at 4:40p.m. Mapes departed meeting at
4:49p.m. Board maintained quorum. Wiley stepped out at 4:59pm and returned at 5:01p.m. (quorum lost
and reestablished at 5:01pm).
Return to Regular Session at 5:02p.m.
N. Action from Executive Session
Quarterly Electric Financials and Power Supply planning discussion. (no action required)
Motion by Wiley, second by Copelan to adjourn. Meeting adjourned at 5:03p.m.
Adjournment
__________________________ _____________________________
Mike Cunningham – Chair Joyce Mapes – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison
Page 25 of 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 2017
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to approve c hange o rd er 004 with Itineris N.A to d evelop and
configure integratio ns into the UMAX CIS so ftware s ys tem fro m other GUS b us ines s sys tems in the
amo unt o f $103,000.00. -- Leticia Zavala, Cus to mer Care Directo r
ITEM SUMMARY:
This change o rd er is to d evelop, c o nfigure, and imp lement the d ata Interfac e des igns agreed upon during
the CIS p ro jec t d evelopment p hase fo r the integrations between the GUS b us ines s s ys tems and the new
UMAX CIS s o ftware.
The interface des igns were d eveloped b as ed o n the Integration Des ign Doc uments (IDDs ) whic h s p ecified
the requirements fo r the d ata flo w b etween eac h b us ines s sys tem and the UMAX CIS software. These
req uirement were develo p ed jointly between Itineris and the GUS bus iness s ys tem o wners . Itineris initially
inc luded an es timate fo r the work need ed to c omplete the integratio ns in the c ontac t ap p ro ved in May
2016. After finalizing the interface s p ecific atio ns d uring the design p hase, the additio nal work by Itineris to
meet the requirements is 103 man days at a rate of $1,000/day.
This change o rd er applies to the data exchanges fro m the fo llo wing GUS b us ines s s ys tems:
Meter data management (Uc entra)
Pho ne s ys tem (Cisc o )
TDS
Outage Management (Mils o ft)
GIS/ESR I
Payment Proc es s o r
Wo rk management (Infor EAM)
STAFF RECOMMENDATION:
Staff rec o mmend s approval of this c hange order to d evelop, c o nfigure, and imp lement the d ata interface
d es igns between the GUS b usines s sys tems and the new UMAX CIS s o ftware.
FINANCIAL IMPACT:
The actual co s t o f the interface d es ign wo rk was unknown when the software c o ntract with Itineris N.A.
was ap p ro ved . An es timate was inc luded in the IT & infras tructure p ro ject b udget. T he CIS projec t
b udget will be us ed to fund the $103,000.00.
Project Project Budget
Project Components Budget to date Remaining
Software & Integratio n Servic es 2,500,557 913,842 1,586,715
IT & Infras tructure 400,000 284,770 115,230
Cons ulting S ervic es 672,180 389,695 282,485
Contingency 500,000 139,470 360,530
Total:4,072,737 1,727,777 2,344,960
SUBMITTED BY:
Leticia Zavala, C us to mer Care Directo r
Page 26 of 40
ATTACHMENTS:
Description Type
Change Order 004 Backup Material
Page 27 of 40
05.12.17 1Itineris Change Order 004 - Interfaces LZ 1 | P a g e
Change Order
Change Order 004: Interfaces New Scope
Client: City of Georgetown
Project: Georgetown CIS UMAX Implementation - Project Genesis
Itineris Project Manager: K. Jeanine Stone Date Delivered: 04/25/2017
Georgetown Project
Manager: Cindy Pospisil Design Phase End Date: 04/25/2017
Background Information:
During the Design phase it was determined that several interfaces introduced additional data streams that
were not initially identified for inclusion in development. Detail provided below.
Description of Work:
Application Interface Total (Incl.
Biztalk) Scope
Ucentra Export Customer Accounts 21 New
Ucentra Export Billing History 17 New
Ucentra Ad-Hoc Remote Response 18 New
Ucentra Export Meter Read Requests 4 New
Infor EAM Service orders intermediate status (Infor > UMAX) - Status
updates from Infor 12 New
Infor EAM Service orders intermediate status (UMAX > Infor) - Cancel 9 New
ESRI Import ESRI Addresses (+ updates) 10 New
ESRI Premises Creation + Updates (UMAX > ESRI) 15 New
ESRI Premises Updates (ESRI > UMAX) 13 New
ESRI Service Creation (UMAX > ESRI) 15 New
ESRI Import Service Lat/Long 11 New
ESRI CSS Trash information 2 New
Payment
Processor CSS navigates to payment processor web page --> 8 New
TBD Mass Emailing (Bill + Non Bill Related?) 0 New
MilSoft Customers Disconnect-Non-Pay 5 New
Cisco FO auto case creation 10 New
TDS Customers --> 9 New
TDS Customers charges <-- 9 New
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05.12.17 1Itineris Change Order 004 - Interfaces LZ 2 | P a g e
Total In Scope: 312 Initial scope - still in scope (new estimates)
Total New Scope: 188 Added scope
Total: 500
-188 Part of contract
-90 De-scoped effort
-124 Paid by Itineris
Delta: 98 Change Request to GUS
Additional gaps in Functional scope are in progress and are currently estimated @ 5 man days.
Project Impact
Impact Description
Budget
98 mandays (MDs) Development Services @ project
rate of $1,000 per MD = $98,000
5 MDs Functional Gaps @ 1,000 per MD = $5000
Total of $103,000
Resource(s)
X++ Developer
Biztalk Developer
Functional Consultants
Payments $ 25,750
$ 77,250
25% of total charges due upon endorsement of CO.
75% due upon acceptance of solution.
Schedule 98 MDs Development
5 MDs Functional Gap Designs
Risk Completing development in current schedule.
Approvals
Item # City of Georgetown Itineris Itineris
Name Dale Ross Byron King K. Jeanine Stone
Role Mayor VP Professional Services Project Manager
Signature
Date
Customer signature serves as an acceptance of the budget amount listed above as it relates to the description of
work contained in this Change Order. Your signature also indicates you have reviewed and agree to the scope of
work as detailed in any accompanying enclosures or attachments.
Page 29 of 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 2017
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to approve a change order 005 with Itineris N.A to extend the
UMAX CIS Projec t imp lementation timeline by four (4) months for an amount no t to exc eed $294,000.00.
– Letic ia Zavala, Cus tomer Care Direc tor
ITEM SUMMARY:
As the UMAX CIS P ro ject progres s ed through the des ign p hase, additio nal c us to mer self-service p o rtal
req uirements and longer than expec ted d evelo p ment of the integration design doc uments, for the larger
b usines s sys tems , res ulted in the need to extend the p revious ly s ched uled go -live d ate fro m December
2017 to April 2018.
The website p o rtal fo r c usto mer self-serve d id no t meet the minimum req uirements s et out in the initial
req uest for propos al. It lacked exis ting func tionality c o mp ared to the current c us tomer p o rtal. Itineris is
inc o rp o rating the p o rtal req uirements into a UMAX s oftware upgrad e sc hed uled fo r release in Novemb er
2017. Tes ting of the s oftware upgrad e will fo llo w in Dec emb er 2017 and extend until all is s ues are
id entified and mitigated in early 2018.
The Integration Des ign Do cuments (IDDs) for the data exchanges between the meter data management
s ystem (MDM), as s et and wo rk o rd er sys tem (INFOR), and the GIS sys tem (ESR I) to o k lo nger than
anticipated . T hes e critical s ystems in the cus to mer billing p ro cess needed additio nal vetting and review
p rio r to finalizing the data designs to mitigate the ris k o f a b ad proc es s and s ubs equently b ad data. The
extra review time c o ntrib uted to the d elay in s c hedule.
STAFF RECOMMENDATION:
Staff rec o mmend s approval of this c hange order to extend the UMAX CIS P ro ject implementatio n timeline
b y fo ur (4) months .
FINANCIAL IMPACT:
Contingency fund s in the Projec t Budget will be us ed fo r the ad d itional $294,000.00. T his amo unt
rep res ents 50% of the c o s ts as s o ciated with extending the projec t an ad d itio nal 3.5 mo nths.
Project Project Budget
Project Components Budget to date Remaining
Software & Integratio n Servic es 2,500,557 913,842 1,586,715
IT & Infras tructure 400,000 284,770 115,230
Cons ulting S ervic es 672,180 389,695 282,485
Contingency 500,000 139,470 360,530
To tal:4,072,737 1,727,777 2,344,960
SUBMITTED BY:
Leticia Zavala, C us to mer Care Directo r
Page 30 of 40
ATTACHMENTS:
Description Type
Change Order 005 Backup Material
Page 31 of 40
05.12.17 2Itineris Change Order 005 - Project Extension GUS Revised_Filip
U..(2) 1 | P a g e
Change Order
Change Order 005: UMAX AX2012 Project Extension
Client: City of Georgetown
Project: Georgetown CIS UMAX Implementation - Project Genesis
Itineris Project Manager: K. Jeanine Stone Date Delivered: 04/27/2017
Georgetown Project
Manager: Cindy Pospisil Design Phase End Date: 04/26/2017
Background Information:
The UMAX CIS project has progressed through the design phase and additional requirements for the Customer Self-Service
portal are needed prior to go live. Development and design of the integration design documents for the work management
(INFOR) and meter data management (Electsolve) systems have taken longer than expected due to the complex nature of
the data transfer. This has resulted in the schedule for go-live being pushed out until the end of March/early April 2018
(from the original planned December 2017 date). Itineris has provided a revised project schedule to GUS of the proposed
new dates to incorporate the following customer self-service portal “priority 1” requirements.
Requirement Schedule for Customer Self-Service Portal:
Prod ID GUS Priority Description
August 2017
51 Prio 1 Productization of CSS
5 Prio 1 Revert Paperless Customers to Mail when Communication Fails/Bounces
10 Prio 1 Sign up for e-bill
14 Prio 1 Sign up for EFT
18 Prio 1 User authentication based on PIN
100 Prio 1 Ability to change username & password
103 Prio 1 Redesign of payments page in CSS
40 Prio 1 Select and Pay Customer Selected Bills and Charges
104 Prio 1 Redesign of existing UI (Baltimore) desired - Current version = poor design
105 Prio 1 Support for multiple meters
3 Prio 1 Display Minimum Payment Amount to Avoid Disconnect
November 2017
1 Prio 1 User Defined Content
2 Prio 1 HTML5
4 Prio 1 Accessibility (users with disability)
20 Prio 1 View Master (with Included Location Accounts)
102 Prio 1 Export account information (consumptions, bills, reads, payments...) to excel
12 Prio 3 Support for multiple browsers
28 Prio 3 CSS Reporting Enhancements
101 Prio 3 Ability to see average usage of customers in surrounding geographic area
Page 32 of 40
05.12.17 2Itineris Change Order 005 - Project Extension GUS Revised_Filip
U..(2) 2 | P a g e
Description of Work
The Customer Self-Service Portal requirements will be included in the UMAX software and are further defined
below. These requirements further define the schedule above:
August 2017
51 - Productization of CSS
- General productization of CSS
5 - Revert Paperless Customers to Mail when Communication Fails/Bounces
- Ability to automatically revert to paper bills upon undeliverable email (system can process bounced emails,
undeliverable, full mail, etc.).
- Customer will be automatically taken off paperless billing (e-bill) if emails to customer are returned as
undeliverable.
10 - Sign up for e-bill
- Customer can sign up for paperless billing (ebill) through CSS.
14 - Sign up for EFT
- Customer can sign up for automatic bank draft (EFT) through CSS.
18 - User authentication based on PIN
- When linking a CSS user profile to an account, customer will need to authenticate his identity by providing a
driver's license, tax ID, or social security number. CSS will match the number against account data in UMAX.
100 - Ability to change username & password
V1.0:
Customer can change his login password and email in CSS.
103 - Redesign of payments page in CSS
Debits, credits, and balance are displayed on a single line for each bill.
Note: This was based on feedback from GUS after seeing the BAL CSS demo.
40 - Select and Pay Customer Selected Bills and Charges
V1.0:
Customer can make a payment toward multiple accounts as a single payment transaction, resulting in
increased customer convenience and decreased transaction fees
104 - Redesign of UI (Baltimore)
CSS will use a clean, modern, responsive design.
105 - Support for multiple meters
Information and consumption history can be viewed for multiple meters and service segments.
3 - Display Minimum Payment Amount to Avoid Disconnect
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05.12.17 2Itineris Change Order 005 - Project Extension GUS Revised_Filip
U..(2) 3 | P a g e
Display a message to inform customer that the account is in a pending disonnect state, along with pertinent
information:
- Scheduled disconnect date.
- Minimum payment required to avoid disconnection.
November 2017
1 - User Defined Content
V1.0:
Custom static messages can be displayed on any CSS page (basic text). Messages can differ by page (e.g. billing
history page displays a different message than account information page). Messages can be easily configured
by a CSS administrator user.
2 - HTML5
The UI layer of CSS will be implemented using HTML5.
4 - Accessibility (users with disability)
Buttons are available to increase/decrease application-wide font-size. The buttons are always visible and easily
accessible in the header. A browser cookie is used to store the last used font size setting.
20 - View Master (with Included Location Accounts)
Note: The 'GUS info' description sounds like two requirements that are related but that should be tracked
separately:
1. Customer can link multiple accounts to a single CSS user profile, allowing him to log in once to manage
several accounts.
2. Customer with multiple accounts that are set up for consolidated billing can view all child accounts once he
has linked the master account.
Note: Essentially #1 covers "ability to link/manage multiple accounts (non-consolidated)" while #2 covers "how
are master/child accounts displayed in CSS"
102 - Export customer account information (consumptions, bills, reads, payments...) to excel
V1.0:
Customer can download grid data (e.g. bill history, consumption history) as an Excel spreadsheet.
12 - Support for multiple browsers
CSS will support multiple browsers. Specifics TBD but tentatively IE9+ and evergreen browsers (Chrome,
Firefox, Opera, Safari, Edge).
28 - CSS Reporting Enhancements
General reporting enhancements
101 - Ability to see average usage of customers in surrounding geographic area
Details TBD
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05.12.17 2Itineris Change Order 005 - Project Extension GUS Revised_Filip
U..(2) 4 | P a g e
Itineris has estimated the additional time needed to extend the project from early December 2017 to the end of
March/Early April on the existing AX2012 platform as follows :
Project Impact: 490 additional man days
Business Impact: Implementation Go-Live delay of 3.5 months
Itineris agrees to a 50/50 split between both parties.
Project Impact
Impact Description
Budget
490 man days (MDs) split to 245 @ project rate of
$1,000 per MD = $245,000
Additional travel costs estimated @ 20% of original
$98,000 (split 10% to GUS) = $49,000
Total of $294,000
Resource(s)
X++ Developer
Biztalk Developer
Functional Consultants
Payments $ 73,500
$220,500
25% of total charges due upon endorsement of CO.
75% due upon acceptance of solution.
Schedule 490 MDs
Risk
Approvals
Item # City of Georgetown Itineris Itineris
Name Dale Ross Byron King K. Jeanine Stone
Role Mayor VP Professional Services Project Manager
Signature
Date
Customer signature serves as an acceptance of the budget amount listed above as it relates to the description of
work contained in this Change Order. Your signature also indicates you have reviewed and agree to the scope of
work as detailed in any accompanying enclosures or attachments.
Page 35 of 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 2017
SUBJECT:
Presentatio n, d is c us s io n and p o s s ib le rec o mmend ation to Co uncil o n the 2018 Georgetown Utility Systems
Advis o ry Board Capital Improvement Plan -- Wes ley Wright, P.E., Sys tems Engineering Direc tor
ITEM SUMMARY:
Please s ee attac hed 2018 GUS P acket.
STAFF RECOMMENDATION:
Staff rec o mmend s approval of the Georgeto wn Utility Sys tems Capital Imp ro vement Plan.
FINANCIAL IMPACT:
Inc luded as p art o f the attached pac ket.
SUBMITTED BY:
Wes ley Wright
ATTACHMENTS:
Description Type
2018 GUS CIP Packet Backup Material
Page 36 of 40
C ITY OF G EORGETOWN, TEXAS
C APITAL I MPROVEMENT P LAN
F ISCAL Y EAR 2017-18
Georgetown Utility Systems Advisory Board
May 12, 2017
Page 37 of 40
Water CIP FY2018 FY2019 FY2020 FY2021 FY2022
Braun EST
Replace existing 0.75 million gallon elevated storage tank with 3 million gallon elevated storage tank
(possibly new site, 0.75 tank to remain).4,750,000 ‐ ‐ ‐
CR 200 Line Impr (CO‐1)
This project will consist of approximately 15,000 LF of 12‐inch main. Potential partnership with
County Road expansion project. ‐ ‐ ‐ 3,500,000
CR 255 (WD14‐2)
This project will replace a main that has had numerous main brakes. It will consist of
approximately 17,840 LF of 16‐inch main. ‐ ‐ ‐ ‐ 2,800,000
Domel PS Imp.
This project will take the existing pressure plane from 1178 to 1015 and provide a secondary feed
to Sun City, total reconstruction of existing pump station. Additional funds for filtration in 2017.‐ ‐ ‐ ‐
Leander Interconnect
2020 LF of 12‐inch water line control valves, meter, PRV, and vault.‐ ‐ ‐ ‐
Main Street 2nd to 4th
Poor pavement condition with cracking and numerous failures at intersections. Replace water
main, wastewater main, and services.‐ 287,500 ‐ ‐
Miscellaneous Line Upgrades
This budget will be for miscellaneous waterline extensions in the Western District to provide
regulatory TCEQ compliance . 250,000 250,000 250,000 250,000 250,000
Park WTP Clearwell
Demo existing Park Water Treatment Plant Clearwell, and remove lime silo.170,000 ‐ ‐ ‐
S. Lake WTP (2018)
12 MGD Water Treatment Plant Expansion, 4400 LF of 30‐‐inch raw water line, and a new raw
water intake structure. 2017‐Land‐$1MM. 2018‐Preliminary Design & Permitting ‐ $1MM. 2019‐
Full Design‐$5MM. 2020‐Construction $15MM 2021‐Construction‐$15MM 1,000,000 ‐ 5,000,000 30,000,000
Sequoia GST
This project will provide a 3‐4 million gallon ground storage tank that will function as additional
Lake Plant clearwell storage. ‐ ‐ ‐ ‐
South West Bypass Water (H24‐1)
10,520 LF of 16‐Inch Water Line IH 35 to Leander EST and approximately 7,000 LF of 16" water line
from 2243 to 29. Design 2018. Construction 2019 500,000 ‐ ‐ ‐ 4,100,000
Sun City EST
Replace existing 0.4 million gallon elevated storage tank with a 1.5 million gallon elevated storage
tank.‐ ‐ ‐ ‐
Tank Rehabilitation
This project has several water tanks to be rehabilitated. Airport tank ‐ 2017, Southside GST ‐ 2018,
Daniels 1 ‐ 2018 (possibly replace with new Hoover EST), Daniels 2 ‐ 2019 (possibly replace with
new composite GST onsite). 480,000 480,000 480,000 ‐
W 11th Street
Poor pavement condition with cracking and numerous failures at intersections. Replace water
main, services and bore Austin Ave.‐ ‐ ‐ ‐
West Loop (H‐1a)
3350 Lf of 24‐inch water main from Wolf Ranch to DB Wood, 8‐inch from DB Wood to Hillwood
and replacing the existing 12‐inch from DB Wood to pastor pump Station with a 24‐inch.‐ ‐ ‐ ‐
Carriage Oaks Transmission
5850 LF of 12" & 3250 LF of 16" line improving connection from Stonewall PS to Carriage Oaks EST ‐ ‐ 500,000 1,800,000
Hoover EST
New 500k‐750k EST, possible metal standpipe to support existing customers and growth, reduce
reliance on existing hydro‐tank, meet TCEQ EST requirements once over 200 connections. Design
2018. Construct 2019.‐ 250,000 1,000,000
LWTP Raw Water Intake Rehabilitation
This project will be for the rehabilitation of the existing raw water intake structure. Intake
maintenance 2017. Additional filtration 2018. ‐ 11,700,000 ‐ ‐
Shell Road Water
23,195 LF of 16‐inch water line and 2,500 LF of 12‐inch ‐ Project will provide water along Shell
Road between the proposed Sequoia EST and Hwy 195. Ultimately this line will provide an
additional feed into the back side of Sun City and an additional feeds into Berry Creek.‐
Grand Total 7,150,000 12,967,500 6,730,000 30,750,000 12,450,000
Page 38 of 40
Wastewater CIP FY2018 FY2019 FY2020 FY2021 FY2022
Berry Creek Inter. (BCI‐3)
Anticipated pro‐rata share for line size increase from Berry Creek Lift 1,000,000 ‐ ‐ ‐
EARZ
Repair of system flaws discovered as a result of EARZ mandated testing.1,000,000 1,000,000 1,000,000 1,000,000
Lift Station Upgrades
Lift Station upgrades consisting of decommissioning, electrical upgrade, ‐ 550,000 550,000 550,000
Northlands WWTP (NLWWTP)
Construction of a 1.5 MGD average, 4.5 MGD Peak WWTP with discharge ‐ 2,131,000 ‐ ‐ 14,000,000
Park LS & FM
3750 LF of 27‐inch Force Main and 5 MGD Lift Station. Rehabilitation and ‐ ‐ ‐
Pecan Branch WWTP (PBWWTP2)
Expansion from 1.5 MGD to approx. 4 MGD. Adding a influent bar screen ‐ ‐ ‐ ‐
San Gabriel Belt Press
Installation of a 2‐meter belt press for sludge dewatering ‐ ‐ ‐ ‐
San Gabriel Int. (SGI‐2)
5567 LF of 48‐inch and 932 LF 54‐inch gravity lines. This project will also 2,500,000 ‐ 6,500,000 6,500,000
Wastewater ‐ street projects
Wastewater line to be completed in conjunction with Streets
Department improvements to lessen the burden on the public. Streets ‐ ‐ ‐ ‐
Berry Creek Inter. (BCI‐4‐6)
30‐inch wastewater line to be constructed from Sun City LS to Berry
Grand Total 4,500,000 3,681,000 8,050,000 8,050,000 14,000,000
Page 39 of 40
City of Georgetown, Texas
Utility System Advisory Board
May 12, 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
Cons id eration, dis c us s ion, and p o s s ib le rec ommend ation on the 2018 Electric C ap ital Imp ro vement Plan -
Wes ley Wright, P.E., S ystems Engineering Direc to r
ITEM SUMMARY:
STAFF RECOMMENDATION:
Staff rec o mmend s approval of the Georgeto wn Utility Sys tems Elec tric Capital Improvement P lan.
FINANCIAL IMPACT:
To b e included as part of d is cus s io n.
SUBMITTED BY:
Wes ley Wright
Page 40 of 40