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Agenda_GUS_09.08.2017
Notice of Meeting for the Georgetown Utility System Adv isory Board and the Gov erning Body of the City of Georgetown September 8, 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 -- TMUA Utility Award -- Glenn Disho ng, Utility Direc tor -- Water S ervic es Dep artment Rec o gnitio n -- David T homison, Water S ervic es Manager Jeff Deleo n, Water Maintenanc e Supervis or Ernes t Vidaure, Jr., P lanner S ched uler Hurricane Harvey as s is tance - 3 employees -- Elec tric Op erations Dep artment Rec ognitio n -- Mike Westb ro o k, Elec tric Operatio ns Manager Electric Jo urneyman - 2 emp lo yees Texas Lineman's Ro d eo (to p 20%) - 3 emp lo yees July 31s t Williams Drive ac cident as s is tanc e - 3 emp lo yees C Sep tember 2017 GUS Up d ates - Wesley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP 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 Augus t 11, 2017, the regular GUS Board meeting July 14, 2017, the Spec ial GUS Bo ard meeting held o n June 12, 2017, the regular GUS Bo ard meeting held on June 9, 2017 and revised minutes from the regular GUS Board Page 1 of 202 meeting held o n May 12, 2017. - Sheila K. Mitc hell, GUS Bo ard Liais on F Co nsideration and possible recommendatio n to ap p ro ve the purchas e o f Bioxid e from Evo q ua Water Technologies LLC o f S aras o ta, Flo rid a, in an amount no t to exc eed $80,000.00, fo r F is cal Year 2017/2018. -- David W. Tho mis o n, Water Services Manager G Co nsideration and possible recommendatio n to ap p ro ve the purchas e o f s ewer ins p ectio n camera sys tem’s Enviro s ight fro m Green Eq uipment C o ., Inc., o f F o rt Wo rth, TX, in the amount of $143,100.00. – David W. T homis on, Water Services Manager H Co nsideration and possible recommendatio n to award the Brus h Trimming and Remo val Services Co ntract to Aus tex Tree Service, Inc., of Round Roc k, Texas in the estimated amount of $270,000.00. – Mike Wes tbrook, Elec tric Operatio ns Manager I Co nsideration and possible recommendatio n to award LED Street Lights IT B No . 201738, Typ e 1 to KBS Elec tric al Dis trib utio n, Inc. of Austin, T X and Typ e 2 to Ringd ale Inc . o f Georgetown, TX, in the estimated amount of $150,000.00, for both typ es . – Mike Westb ro o k, Elec tric Operatio ns Manager J Co nsideration and possible recommendatio n to continue utilizing the annual agreement for LCRA Material Acquis itio n to p urc hase electric d is tributio n, fiber and s ubstation materials fo r F Y 2017-2018 fro m Techline Ltd. under their c o ntract with the Lo wer Colorado River Authority (“LCRA”) Elec tric Material Acquis itio n Program in the not to exceed amount of $4,500,000.00. -- Wes ley Wright, P.E., Systems Engineering Directo r K Co nsideration and possible recommendatio n to renew the contrac t fo r lab o r s ervices fo r Electric Sys tem Overhead C o ns truc tion and Maintenanc e to Tec hline Co nstruc tion, LLC of Aus tin, Texas , in the no t to exceed amount of $2,000,000.00. -- Wes ley Wright, P.E., S ystems Engineering Directo r L Co nsideration and possible recommendatio n to renew the contrac t fo r the Electric Sys tem Und erground Co nstruc tio n & Maintenance with Pedro S .S . Services, Inc. of Austin, Texas , in the no t to exceed amount of $3,000,000.00. – Wes ley Wright, P.E., S ystems Engineering Directo r M Co nsideration and possible recommendatio n to renew the contrac t fo r lab o r s ervices fo r Outside Plant Fib er Optic Infras tructure Cons tructio n to JC Communic ations of Cedar Park, Texas , in the no t to exceed amount of $300,000.00. -- Wes ley Wright, P.E., S ystems Engineering Directo r N Co nsideration and possible recommendatio n to ap p ro ve annual task ord ers : Tas k Ord er MEI-18-001 for Electric Sys tem & P lanned Cap ital Imp rovement P ro jects in the not to exc eed amount of $460,000.00, Tas k Order MEI-18-002 for Elec tric System Engineering P lanning and Engineering Assistanc e in the no t to exceed amount of $250,000.00 and Task o rd er MEI-18-003 fo r New Development Engineering and Des ign As s is tance in the not to exceed amo unt of $590,000.00 with McCo rd Engineering, Inc ., of College Statio n, Texas , fo r professional engineering s ervic es . – Wesley Wright, P.E., Sys tems Engineering Direc tor O Co nsideration and possible recommendatio n to award a c o ntract to CB&I, LLC o f The Woodland s , Texas fo r the c o ns truc tion of the Sun City ES T (elevated water sto rage tank) in the amo unt o f $3,224,000.00 – Wesley Wright, P.E., Sys tems Engineering Directo r/Mic hael Hallmark, CIP Manager. P Co nsideration and possible recommendatio n to ap p ro ve Task Order CDM-17-008 with CDM Smith, Inc . of Austin, Texas , fo r professional services related to Lake Water Treatment Raw Water Intake and Pump Statio n Improvements in the amo unt o f $147,120.00– Wes ley Wright, P.E., S ys tems Engineering Directo r/Mic hael Hallmark, CIP Manager. Q Consideration and possible recommendation to approve Task Order CDM-17-009 with CDM Smith, Inc. of Austin, Texas, for professional services related to the 2018 Water and Wastewater Utility Master P lans Update and 2017-2018 Utility Evaluations Support in the amount of $328,045.00– Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager. R 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 Page 2 of 202 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) S 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 3 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 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 4 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Septemb er 2017 GUS Updates - Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. ITEM SUMMARY: Airport GST Rehab. Projec t out fo r bid. P re-b id is s cheduled for 9-6-17 and bid o p ening is s c hed uled fo r 9-19-17. Berry Creek Wastewater Interceptor Engineering approved by GUS Bo ard 5/15 & City Co uncil 5/15. Final Des ign P lans are 90% c o mplete & eas ements are 10% comp lete. Cedar Breaks EST No tic e to Proc eed 7/18/16. Air Crew on s ite for final coatings to be applied, tentatively s ched uled for fill/tes ting later in S ep tember. Domel Pump Station NTP is s ued to Archer Western 7/17/17 Ero s io n Controls installed and d emo c rews to mo ve in 8/28/17. CR 255 Recommended b y GUS 10/09/15, ap p ro ved b y CC on 10/27/15. Preliminary Cons tructio n Plans are near 80% complete & Eas ements 50% c o mp lete. Pecan Branch WWTP NTP to b e is s ued for 7/17/17, silt fenc ing ins talled and crews have exc avated fo r aeratio n b as in# 3 and are filling & compac ting with Selec t F ill material. Shell Road Water line Final Des ign P lans are 90% complete & Eas ements are 60% complete. Westinghouse Regional Lift Station NTP – 1/3/17. 12” forc emain installed b ut no t tested , wetwell & valve vault walls/flo o r have b een plac ed & c rews to start installing steel fo r c o nc rete ro o f. San Gabriel Park Lift Station Tas k Order Rec o mmended b y GUS 2/10/17 and ap p ro ved b y CC 2/28/17 with Design Plans read y for review in Septemb er, 2017. EARZ 2015-2016 NTP is s ued 11/29/16 Point rep air on Trail Rider complete, manho le rehab complete & c rews to finis h up manhole coating early Septemb er. EARZ 2017 Page 5 of 202 Tas k Order Rec o mmended b y GUS 2/10/17 & ap p ro ved b y City C o unc il 2/28/17. Bid Plans are under review and goes o ut for Bid in Septemb er, 2017. Sun City 2.0 MG Elevated Storage Tank Bid Opening 8/15/17 with CB& I letter of recommend ation sent 8/18/17. Will b e plac ed on GUS Board and C ity Co uncil Agend as . Pastor Pump Station – Westloop Waterline Engineering Tas k Order ap p ro ved b y GUS Bo ard April 14 and appro ved b y Counc il April 25. 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 September 2017 GUS Updates Backup Material Page 6 of 202 Page 7 of 202 Page 8 of 202 Page 9 of 202 Page 10 of 202 Page 11 of 202 Page 12 of 202 Page 13 of 202 Page 14 of 202 Page 15 of 202 Page 16 of 202 Page 17 of 202 Page 18 of 202 Page 19 of 202 Page 20 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Review and pos s ible actio n to ap p ro ve the minutes fro m the regular GUS Board meeting August 11, 2017, the regular GUS Bo ard meeting July 14, 2017, the S p ecial GUS Board meeting held on June 12, 2017, the regular GUS Board meeting held o n June 9, 2017 and revis ed minutes from the regular GUS Bo ard meeting held o n May 12, 2017. - Sheila K. Mitc hell, G US Board Liaison ITEM SUMMARY: Bo ard to review, revis e and /or ap p ro ve the minutes fro m the regular GUS Board meeting August 11, 2017, the regular GUS Bo ard meeting July 14, 2017, the S p ecial GUS Board meeting held on June 12, 2017, the regular GUS Board meeting held o n June 9, 2017 and revis ed minutes from the regular GUS Bo ard meeting held o n May 12, 2017. FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitc hell/GUS Bo ard Liais o n ATTACHMENTS: Description Type GUS Augus t 11 2017 DRAFT Minutes Backup Material GUS July 14 2017 DRAFT Minutes Backup Material GUS June 12 2017 Special DRAFT Minutes Backup Material GUS June 09 2017 DRAFT Minutes Backup Material GUS May 12 2017 DRAFT Minutes REV Backup Material Page 21 of 202 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas August 11, 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. No items were submitted for the August meeting, therefore, the August 11, 2017 meeting was cancelled. __________________________ _____________________________ Mike Cunningham – Board Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 22 of 202 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas July 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 Texas at 711. No items were submitted for the July meeting, therefore, the July 14, 2017 meeting was cancelled. __________________________ _____________________________ Mike Cunningham – Board Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 23 of 202 Minutes of the Special Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas June 12, 2017 at 8:00AM at Cedar Breaks Elevated Storage Tank – corner of Cedar Breaks Road and DB Wood Road, 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 and Council Members Present: John Copelan – Board Vice Chair, Joyce Mapes – Board Secretary, Arthur Yaeger – Board Member, and Steve Fought – Board and Council Member Staff Members Present: Wesley Wright, Michael Hallmark SPECIAL MEETING The Georgetown Utility Advisory Board (GUS) along with the Mayor and City Council, were invited to an Open House for the raising of the new Cedar Breaks Elevated Storage Tank (EST). The lift began just after 8:00 a.m. and took approximately four hours to complete. The event was come and go as schedules permitted. NO ACTION WAS TAKEN __________________________ _____________________________ Mike Cunningham – Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 24 of 202 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas June 9, 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, Edward Wiley, Steve Fought, Arthur Yaeger, David Maserang Board Members Absent: None Staff Members Present: Jim Briggs, Mike Babin, Wesley Wright, Michael Hallmark, Chris Bryce, Cindy Pospisil, Deborah Knutson, Sheila Mitchell, Tristan Whitmire (joined at 2:22pm) Others Present: Mike Peters/Consultant, Byron King/VP, Itineris 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 Mike Peters/Former City of Georgetown IT Director and Consultant Itineris, Byron King/Itineris, Chris Bryce/City of Georgetown IT Director New Board member – David Maserang. Cunningham welcomed Maserang to board. Employee Recognition None C. –June 2017 GUS Project Updates and May 2017 Council Actions. – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Hallmark noted reports included in packets. Spoke about invitation issued for board and council to attend the Cedar Breaks EST tank raising on June 12th. --CIS Project Update – Mike Babin, Deputy General Manager of Utilities Babin explained Peters involvement over the last five years of working on the CIS project, prior to his retirement from the city and continues to be an advisor on the project. Babin gave an update on the project in Zavala’s absence; previously scheduled family vacation. Babin spoke about last month’s presentation on the CIS items, noting what was presented was nothing unexpected, unusual or alarming, however, the details required further clarity for the board to review and make recommendation to Council. He reviewed information included in packet. Some questions and discussion continued. Babin spoke about the two change orders, items G and H, to be re-visited by board and make recommendation; (postponed from May meeting). Maserang asked and Peters stated the Go Live date is scheduled for April 2, 2018. Cunningham asked and Babin provided further clarification of the requested amount of each change order, budget and contingency funds to be moved around to allow continuation of project as well as life of system, with anticipated software upgrades as they arise. He explained we have had our last system for over 20 years. Some discussion Page 25 of 202 continued and recommendations were made by Fought regarding the upcoming presentation to be given to council for their approval. Copelan asked if a demo can be done from the customer portal prior to go live and Babin stated we’ll bring demonstration to a future board meeting or a special meeting. No further discussion. D. Industry Updates Briggs gave legislative update; session closed. Bill passed for dissolution of CTSUD on last day, last hour of the session. He reviewed highlights of the Bill SB248, timeline and stipulations of dissolution. Other issues that came up during session – public power was challenged; electric had no real issues. Briggs gave updates on some of the other bills passed. Briggs discussed weather, sales of power, Panda Power Plant filed for bankruptcy and updated on the city’s settlement with PEC. He gave water update regarding zebra mussels, pumping water from Stillhouse Hollow Lake and testing for them in Lake Georgetown; DNA was found but mussels haven’t been found to date. WCID has them at Stillhouse. 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 May 12, 2017. – Sheila K. Mitchell, GUS Board Liaison Fought spoke about the discussion regarding the Northlands Plant at the previous meeting. Because of landowner and developer concerns, he would like that information to be added to the minutes and return to GUS Board for reconsideration. Wright stated he would work with Mitchell on reflection of minutes and bring back for board approval. He also stated he would work with Briggs on the presentation to be given at Council. Wright noted an upcoming meeting already scheduled to meet with developers in the area. Briggs stated minutes would be revised and brought back to next month’s meeting for approval by board. F. Consideration and possible recommendation to approve a contract with Archer Western Construction, LLC, of Irving, Texas for Domel Pump Station Improvements in the amount of $2,147,800.00. -- Wesley Wright, P.E., Systems Engineeri ng Director/Michael Hallmark, CIP Manager Wright welcomed Maserang to board. He gave update on area of work for consideration, showed location on map and spoke about needs for rebuilding pump station so no t susceptible for flooding. He also gave additional design and operation details. Project went out to bid with several alternates for system. Six very competitive bidders. Archer Western has done work for city in past and several other cities in area. Cunningham stated Archer Western are one of the best contractors in the area and bid reflected good pricing. Briggs spoke about water testing. Motion by Wiley, seconded by Yaeger to approve a contract with Archer Western Construction, LLC, of Irving, Texas for Domel Pump Station Improvements in the amount of $2,147,800.00. Approved 7-0-0 G. Consideration and possible recommendation to approve change order 004 with Itineris N.A. to develop, configure, and implement integrations into the UMAX CIS software that will transfer data from/(to) the GUS business systems in the amount of $103,000.00. – Mike Babin, Deputy General Manager of Utilities Babin stated items G and H are related to earlier discussion in project updates. No discussion or further questions. Motion by Mapes, seconded by Copelan to approve change order 004 with Itineris N.A. to develop, configure, and implement integrations into the UMAX CIS software that will transfer data from/(to) the GUS business systems in the amount of $103,000.00. Approved 7-0-0 H. Consideration and possible recommendation to approve change order 005 with Itineris N.A. which extends the CIS Project implementation date by four (4) months at a cost not to exceed $294,000.00. – Mike Babin, Deputy General Manager of Utilities Babin stated funding source is within project over all scope and has no impact on total cost of the project, adding four months to the over all project line. No discussion or further questions. Cunningham thanked staff for all their work. Motion by Yaeger, seconded by Copelan to approve change order 005 with Itineris N.A. which extends the CIS Project implementation date by four (4) months at a cost not to exceed $294,000.00. Approved 7-0-0 Page 26 of 202 Motion by Wiley, seconded by Copelan to adjourn. Adjourned at 3:09pm Adjournment __________________________ _____________________________ Mike Cunningham – Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 27 of 202 Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas May 12, 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, Edward Wiley, Steve Fought, Arthur Yaeger Board Members Absent: Joyce Mapes -- Secretary Staff Members Present: Mike Babin, Wesley Wright, Chris Foster, Leticia Zavala, Cindy Pospisil, Sheila Mitchell, Glenn Dishong (joined at 2:03p.m.), Jimmy Sikes (joined at 2:03p.m.), Tristan Whitmire (joined during item F) 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 Visitors – none present Employee Recognition --None submitted at time of posting C. Discussion regarding May GUS Project Updates and April Council Actions. – Michael Hallmark, CIP Manager/Wesley Wright, P.E., Systems Engineering Director Wright gave updates included in packet, noting the Cedar Breaks (EST) tank raising is planned for June and he will notify the board and council as date nears. D. Industry Updates Babin updated the board on recent resignation of board member, Ed Pastor, due to family health reasons. A replacement member will be selected from the Western District and appointment of the new member will take place at the May 23rd Council meeting. Babin provided legislative update – Schwertner bill was still active. House bills are dead and a Senate bill will be considered. Some budget bills will also be considered. The issue in the Third Court of Appeals was affirmed; not sure if moving forward to Supreme Court. The Legislature should have the support to move forward with dissolving boards. 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 April 14, 2017. – Sheila K. Mitchell, GUS Board Liaison No discussion. Motion by Copelan, seconded by Wiley to approve the minutes from the Regular GUS Board meeting held on April 14, 2017. Approved 5-0-1 (Mapes absent) Page 28 of 202 F. Consideration and possible recommendation to approve change order 004 with Itineris N.A. to develop and configure integrations into the UMAX CIS software system from other GUS business systems in the amount of $103,000.00. – Leticia Zavala, Customer Care Director Zavala provided update on project status, noting the need for additional wo rk to meet requirements of data exchanges between the systems. Change order 004 will cover the additional work. Zavala also stated change order 005 (Item G) is required, as additional time is needed for project implementation. Discussion followed, amongst the board, and a request was made for additional information as well as additional time to consider the items, prior to recommending for council approval. Motion by Fought, second by Copelan to postpone items F and G until the next GUS Board meeting, to allow board to receive additional information and time to consider the items prior to recommending to council for approval. Approved 5-0-1 (Mapes absent) G. Consideration and possible recommendation to approve change order 005 with Itineris N.A. to extend the UMAX CIS Project implementation timeline by (4) four months for an amount not to exceed $294,000.00. – Leticia Zavala, Customer Care Director See details from item F above. Motion by Fought, second by Copelan to postpone items F and G until the next GUS Board meeting, to allow board to receive additional information and time to consider the items prior to recommending to council for approval. Approved 5-0-1 (Mapes absent) Pospisil departed meeting. H. Presentation, discussion and possible recommendation to Council on the 2018 Georgetown Utility Systems Advisory Board Capital Improvement Plan. – Wesley Wright, P.E., Systems Engineering Director Wright presented proposed FY18 CIP, for board to review. Covered water and wastewater projects. Electric CIP to be reviewed in Executive Session. Plan to be presented to Council in June for approval in the budget process. Some discussion on various plants. Motion by Wiley, second by Fought to approve recommendation to Council on the 2018 Georgetown Utility Systems Advisory Board Capital Improvement Plan. Approved 5-0-1 (Mapes absent) Fought inquired about the plans for the future Northlands Wastewater Treatment Plant. He expressed significant concern from multiple landowners/developers regarding future wastewater treatment options. Wright responded that staff is continuously monitoring growth in the existing wastewater system. Wright also indicated that the Northlands Wastewater Treatment Plant is currently permitted, but design has not yet started as the demands for the area have not generated the need for additional capacity. He also indicated that staff is aware of and actively working to address the development community’s concerns. Fought asked the Staff to: (1) produce a written document describing the plan to complete the Northlands Plant, to include items to be accomplished, responsibility to accomplish those items, and planned dates for each item; and (2) meet with the concerned parties and reach a common understanding of the plan and expectations. Motion by Yaeger, seconded by Copelan to enter into Executive Session at 3:22p.m. for discussion of item I. I. Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Code, 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 Consideration, discussion and possible recommendation on the 2018 Electric Capital Improvement Plan. —Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Motion by Wiley, seconded by Yaeger to return to Regular Session at 3:45p.m. J. Action from Executive Session - Electric Capital Improvement Plan (action required) Motion by Yaeger, second by Copelan to approve the 2018 Electric Capital Improvement Plan. Approved 5-0-1 (Mapes absent) Motion by Copelan, second by Wiley to adjourn. Meeting adjourned at 3:46p.m. Page 29 of 202 Adjournment __________________________ _____________________________ Mike Cunningham – Chair Joyce Mapes – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison Page 30 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve the p urc hase o f Bio xide fro m Evoqua Water Tec hno lo gies LLC of Sarasota, Florida, in an amo unt not to exceed $80,000.00, for Fisc al Year 2017/2018. -- David W. Tho mis o n, Water S ervic es Manager ITEM SUMMARY: In May 1998, Camp , Dres s er and McKee, Inc p erfo rmed a was tewater odor control s tudy. This study was p erfo rmed as a res ult of Hydrogen Sulfide (H2S) odor c o mp laints in c ertain areas of the City. The stud y evaluated d ifferent methods to mitigate the H2S problem with a rec ommend ation being made to us e Bio xide, a product patented by Evo q ua Water Tec hno lo gies. Sinc e July 1999, the City has succ es s fully used Bioxid e to c o ntro l odo r problems. Staff has determined that it is s till cons id ered the most effec tive metho d to mitigate the H2S problem in the c ollec tion s ys tem at this time. SPECIAL CONSIDERATIONS: Evo qua Water Technologies is a sole s ource p ro vider o f Bioxid e and is the o nly loc ation that bids will b e rec eived and proc es s ed for Bio xide. STAFF RECOMMENDATION: Staff rec o mmend s the p urc hase o f Bioxid e fro m Evoqua Water Technologies in an amo unt not to exceed $80,000.00. FINANCIAL IMPACT: Funds fo r this additio nal expend iture are availab le in the Water Services Bud get. F und Actual Bud get 660-5-0530- 51-336 S ervic es – Od o r C o ntro l $80,000.00 $80,000.00 SUBMITTED BY: David W. Thomis on, Water Services Manager Page 31 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve the p urc hase o f sewer ins pec tion c amera sys tem’s Envirosight fro m Green Eq uipment Co., Inc ., o f F o rt Wo rth, TX, in the amount of $143,100.00. – David W. Thomison, Water S ervic es Manager ITEM SUMMARY: Chap ter 213 – Edward s Aquifer Recharge Zo ne (EARZ) rules of the TAC requires the testing of the wastewater c ollec tion s ys tem mains o nc e every five years to loc ate s tructural damage and defec ts that p o tentially po s e a threat to the Ed wards Aquifer. T he City was notified by the Texas Commission on Environmental Quality to video test all collec tio n mains s tarting in Oc tober 2011. The c urrent camera s ystems have reac hed the end of life and some of the technology is no longer s up p o rted and the utility is unab le to meet its regulatory obligations with the c urrent s ystem. Replac ement o f the eq uipment is need ed to enable the s taff to cond uc t the required tes ting and meet the regulatory req uirements. SPECIAL CONSIDERATIONS: Under Buy Bo ard Co ntract 501-15. Green Eq uipment Co., Inc . can p ro vide b o th the camera s ystem’s and req uired s o ftware with loc al tec hnic al s upport. Ad d itional bid s were reques ted and reviewed fro m RS Tec hnic al S ervic es Inc. and Kinloc h Eq uipment & Sup p ly Inc . to verify that use o f the Envirosight eq uipment rep res ented the b es t value to the City. STAFF RECOMMENDATIONS: Staff rec o mmend s the p urc hase o f the s ewer ins p ectio n camera s ystem’s Enviros ight equip ment from Green Equipment Co., Inc ., of Fort Worth, Texas , in the amount of $143,100.00. FINANCIAL IMPACT: Funds fo r this additio nal expend iture are availab le in the Water Services Bud get. Fund Ac tual Budget 660-9-0581-90-037 Capital EARZ $143,100.00 $479,945.00 SUBMITTED BY: David W. Thomis on, Water Services Manager ATTACHMENTS: Description Type Green Equipment Backup Material RS Tech 1 Backup Material RS Tech 2 Backup Material Kinloch 1 Backup Material Kinloch 2 Backup Material Page 32 of 202 Quote: Date: Submitted by: Recipient: Part No.Unit ExtendedQty. Aug 21, 2017 Green Equipment Co. 0000025586 Derek Dickens, Regional Sales Manag ... Green Equipment Co., Inc TX USA 2104107589 derekdickens@greenequipco.com, www. ... John McElroy Georgetown Utility Systems Georgetown, TX 78626 john.mcelroy@georgetown.org Green Equipment Co. This document contains confidential information intended for a specific individual and purpose, and is protected by law. If you are not the intended recipient, you should forward this to the individual above. Any disclosure, copying or distribution of this document without the consent of vendor and sender is strictly prohibited by law. Page 1 E-RX-sys-truck-basic-300 US $68,000.00 2 US $136,000.00 Standard ROVVER X Truck System (with 300m reel and basic WinCan VX; available 3/2014) includes VC200 pendant controller with desk-mount and US Connector PC- VC, RCX90 camera, RX130 crawler with backeye camera, inclination, sonde, clutch, RAX300 cable reel with wireless remote and 300M of orange Gore cable. Additional accessories include emergency stop cable for reel, mounting frame for reel, pressurization kit. Quick-change wheels system (including 6 hubs, 6 small rubber wheels, 4 medium rubber wheels, 4 large rubber wheels and 2 climber wheels). SPCL US $-4,000.00 1 US $-4,000.00 Non-Zoom Camera Option Replaces Standard head in Package above E-090-0023-00 US $150.00 2 US $300.00 USB 2x RS232 converter for connecting VC200 to a computer E-569-0900-00 US $10,000.00 1 US $10,000.00 Crawler Extension / Carrier RCR1000 extends the capability of the RX130 crawler up to 38" SPCL US $300.00 1 US $300.00 Protective Case for Extension (Continued ...)Page 33 of 202 Quote: Date: Submitted by: Recipient: Part No.Unit ExtendedQty. Aug 21, 2017 Green Equipment Co. 0000025586 Derek Dickens, Regional Sales Manag ... Green Equipment Co., Inc TX USA 2104107589 derekdickens@greenequipco.com, www. ... John McElroy Georgetown Utility Systems Georgetown, TX 78626 john.mcelroy@georgetown.org Green Equipment Co. This document contains confidential information intended for a specific individual and purpose, and is protected by law. If you are not the intended recipient, you should forward this to the individual above. Any disclosure, copying or distribution of this document without the consent of vendor and sender is strictly prohibited by law. Page 2 SPCL 1 Note - Standard Sampling & Variety of wheels are included in quote. Other types & sizes are available at an additional cost SPCL US $3,000.00 1 US $3,000.00 Note - Training by Green Equipment Rep. is included. If factory training is requested, it is at an additional cost and is not quoted herein SPCL US $-2,500.00 1 US $-2,500.00 Discount for Demo Tractor & Camera head. Cable Reel & Controller are brand new. SPCL 1 Note - Quotation is presented as a unit being mounted into the bed of a truck or UTV. Trailer/Van/box truck installation would require additional materials an items that are not quoted herein. Therefor will be at additional cost SPCL 1 NOTE - Green Equipment is a Member with the Texas Buy-Board and HGAC (Continued ...)Page 34 of 202 Quote: Date: Submitted by: Recipient: Part No.Unit ExtendedQty. Aug 21, 2017 Green Equipment Co. 0000025586 Derek Dickens, Regional Sales Manag ... Green Equipment Co., Inc TX USA 2104107589 derekdickens@greenequipco.com, www. ... John McElroy Georgetown Utility Systems Georgetown, TX 78626 john.mcelroy@georgetown.org Green Equipment Co. This document contains confidential information intended for a specific individual and purpose, and is protected by law. If you are not the intended recipient, you should forward this to the individual above. Any disclosure, copying or distribution of this document without the consent of vendor and sender is strictly prohibited by law. Page 3 Total:US $143,100.00 Notes: This proposal may be withdrawn if not accepted within the period shown below. All equipment remains the property of the seller until sum stated above is paid in full. We propose to furnish labor and material, complete in accordance with above specifications, and subject to the conditions found on this agreement, for the sum stated above in accordance with the terms as specified. Expiration Period: Terms: FOB: Currency: Respectfully Submitted, The above, prices, specifications, and conditions are satisfactory and are hereby accepted. You are authorized for the work specified. Payment will be made as specified. Accepted by Date 30 days Cash Randolph, NJ US $ Green Equipment Co. Page 35 of 202 Line #Part #Description Price Qty Extend INSTALL 1 051-02504 Installation, Retrofit System - VMS Type $3,500.00 1 $3,500.00 2 840-10352 Maintenance Tool Kit $425.00 1 $425.00 3 634-18421 Kit, Grinder, Hand, Variable Speed, Dremel $150.00 1 $150.00 4 841-20671 Cable Kit, Cutaway/Cube/Step Van, Installed $520.00 1 $520.00 Subtotal $4,595.00 RST EQUIPMENT Controller(s) 5 020-02000-00 Mainline Controller, (PCU) (1) - Mainline Controller, Listed (1) - Power Cord $5,450.00 1 $5,450.00 6 010-01103-01 Auxiliary Desktop Controller, Dual Tone, Zoom, Joystick $1,250.00 1 $1,250.00 7 010-01105-01 Auxiliary Desktop Controller, Dual Tone, Zoom, PS2, Wireless (1) - PS2 Wireless Controller (1) - PS2 Wireless Controller to Main Line Cable Reel Interface $1,400.00 1 $1,400.00 Reel & Cable 8 030-01000-20 Mainline Cable Reel, Single Conductor (1) - Reel speed controller (1) - Footage counter, English (1) - 6 pin x 3 pin screw on pigtail $7,250.00 1 $7,250.00 9 569-20283 Single Conductor, Steel Armored Cable, Per Foot $2.81 2000 $5,620.00 10 841-34293 Mainline Cable Reel emergency kill switch factory upgrade - Includes a lighted red operator button $220.00 1 $220.00 Camera & Tractor 11 010-01655-30 TrakSTAR II Pan & Tilt Zoom Camera, NTSC, Single Conductor (1) - TrakSTAR II rotating head zoom camera, 6 pin, with LED lighting and camera diagnostics (1) - Camera case $16,750.00 1 $16,750.00 12 032-02500-103 TranSTAR II Steerable, V2, Inspection Transport Ve hicle, Single Conductor with Integrated Color Rear View Camera and Motorized Camera Lift (1) - TranSTAR II steerable tractor, 6 pin with Integrated Color Rear View Camera $18,995.00 1 $18,995.00 Quote Number: Sales Quotation 3/21/2017 1327 Clegg Street - Petaluma, CA 94954 707/778-1974 x236 Fax: 707/778-1981 chrisr@rstechserv.com www.rstechserv.com Salesperson: CR170107 Fred Reynolds Page 1 Expiration:Date:3/21/2017 City of Georgetown Water Services Operations John McElroy 300-I Industrial Ave Georgetown, TX. 78626 Page 36 of 202 Line #Part #Description Price Qty Extend (1) - Integrated Camera lift for TrakSTAR II camera (1) - Tractor to camera power cable (6) - Standard tires (1) - Tractor extension kit (1) - TranSTAR Insertion/Retrieval Assembly (1) - Tractor storage rack (1) - Tractor operations manual 13 840-38613 Kit, Spacer, Small Pipe, 1/4 Increment, TranSTAR $195.00 1 $195.00 Wheels Options 14 840-35686 MegaTRAK wheel kit, TranSTAR Tractor, 6" - 24" Pipe Includes: (6) - Hub assemblies (6) - 2.70" diameter wheel rings (6) - 3.30" diameter wheel rings (6) - 4.40" diameter wheel rings (1) - Snap ring pliers $2,117.00 1 $2,117.00 15 867-34822 High Traction Caster Wheel, TranSTAR Tractor, 8" - 12" Pipe $117.60 6 $705.60 16 867-34843 Knobby Balloon Wheel, TranSTAR Tractor $211.80 4 $847.20 17 860-37376 6" X 2" Pneumatic Wheel Assembly, TranSTAR Tractor $225.00 4 $900.00 18 034-01000-01 Motorized Sky Crane Assembly for a Step Van or Hi-cube Truck $1,315.00 1 $1,315.00 19 039-01000-10 Downhole Roller Set, Double Manhole Setup with Articulating Arm (1) - Single Roller (1) - Top Manhole Roller (1) - Double Roller (2) - Manhole Adapter Hook (6) - Extension Pole (1) - Grab Hook (1) - Articulating Arm (1) - Lowering Rope $2,060.00 1 $2,060.00 20 806-39319 Cable, Mainline, 4 Pin Female (Euro) Screw On To 6 Pin Male Screw On (Camera Test Cable) $120.50 1 $120.50 21 806-31484 Te st Cable, N-Plug to 6 Pin-Female Screw-on $176.50 1 $176.50 22 900-32036 Equipment Operator and Installation manuals on compact disk $0.00 1 Sonde & Receiver 23 806-37583 Cable, 3 Pin X 6 Pin W ith Sonde Transmitter, NovaSTAR or TrakSTAR Camera version $390.00 1 $390.00 24 052-39140 Location Detector/Receiver, Rycom Model 8873-SD $1,285.00 1 $1,285.00 Spare Parts 25 841-40015 Recommended Spare Parts Kit (1) - SINCON cable grip assembly (1) - 3 pin to 6 pin pigtail cable (1) - SINCON removable pigtail installation kit (1) - SINCON removable pigtail bullet compression fitting replacement kit (2) - 4 pinTranSTAR to TrakSTAR cable $1,160.00 1 $1,160.00 26 840-35012 Camera/Tractor Nitrogen Recharging Kit (Does Not Include Nitrogen Canister) (1) - Pressure regulator $275.00 1 $275.00 Page 2Page 37 of 202 Line #Part #Description Price Qty Extend (1) - Hose (1) - Kit Stand RST Equipment Subtotal $68,481.80 Tr aining & Freight 27 950-18024-3 Training, RST Equipment/P.O.S.M., Other Personnel, Per Day $1,000.00 2 $2,000.00 28 701-18955 Medium Shipping Crate (49" X 33" X 29")$130.00 1 $130.00 29 701-18956 Large Shipping Crate (49" X 33" X 37")$150.00 1 $150.00 30 950-18039 Shipping - FOB Petaluma CA $750.00 1 $750.00 Subtotal $3,030.00 Equipment Extended Warranty Options 31 950-18263-1 Pan and Tilt Zoom Camera, 12 month extended warranty $925.00 1 $925.00 32 950-18263-3 TranSTAR Transporter, 12 month extended warranty $625.00 1 $625.00 33 950-18263-7 TranSTAR Transporter Motorized Camera Lift, 12 month extended warranty $485.00 1 $485.00 Pricing Per Texas Buy Board Contract: Sewer Inspection & Cleaning Products 513-16 34 950-18224 Camera/Tractor Warranty, Months $0.00 24 35 950-18224 Reel, Cable & Controller, Warranty $0.00 60 Lifetime Warranty on Dual LED Light Array on Tr akSTAR Camera Lateral Inspection System 36 033-01000-17 Lateral Inspection System, GEN 2 (1) - Pan and tilt zoom mainline inspection camera (1) - Auto upright, lateral inspection camera with sonde (1) - 6 wheel drive lateral inspection vehicle with integrated color rear view camera (1) - Lateral inspection system cable reel (1) - Lateral inspection system controller (1) - Dual Tone Joystick Auxiliary Desktop Controller (1) - Video Overlay for Data Collections System (1) - 23/24" flat panel monitor $46,825.00 37 800-39590 Storage Shelf Above Main Line Cable Reel for Lateral Launcher Reel mounting $375.00 Recommended Spare Parts for Launcher System 38 806-38136 Assy, Cbl, Push, Lateral,W/Camera Termination, LIS GEN 2,100FT $1,100.00 Large Diameter Pipe Tractor 39 036-02000-10 Steerable Storm Drain Tractor - 6 pin, SC, ( 24" to 120" ) $17,325.00 40 840-35704 13" Hi traction implement Tire And Wheel Kit, Storm Drain Tractor To include: 4 - 13" Hi traction implement tire and wheel $1,250.00 Page 3Page 38 of 202 Line #Part #Description Price Qty Extend assemblies 1 - Front bumper spacer kit To tal: Page 4 $78,141.80 $78,141.80 Sub-Total: Ta x: I accept the terms and conditions of this quotation. Signed:_________________________________________ Name:_____________________ Date: ______________ Terms: Page 39 of 202 Line #Part #Description Price Qty Extend 1 049-01200-01 Transportable Cube $5,000.00 1 $5,000.00 2 636-36533 2.0 Kw Honda Air Cooled, Portable Gasoline Generator W ith Built In Battery And Fuel Tank $1,680.00 1 $1,680.00 3 011-01252-47 Compact Portable Reel, English, Cube Mount, Wide Single Conductor (1) - Compact portable reel, W ide (1) - Footage counter, English (1) - 6 pin x 3 pin screw on pigtail $4,500.00 1 $4,500.00 4 569-20283 Single Conductor, Steel Armored Cable, Per Foot $2.81 1500 $4,215.00 5 020-02000-00 Mainline Controller, Single Conductor, ETL Listed (1) - Mainline controller (1) - Power cord (1) - Parts catalog (1) - System operations manual $5,450.00 1 $5,450.00 6 010-01103-02 Auxiliary Desktop Controller, Dual Tone, Zoom, Joystick, Wireless $1,800.00 1 $1,800.00 7 040-03500-01 Data Display Lite, Rack Mount (1) - Data Display Lite information system (1) - Information system keyboard (1) - 19" mountable rack $1,525.00 1 $1,525.00 8 045-02000-04 Digital Video Recorder, Installed $320.00 1 $320.00 9 702-35033 Wireless Keyboard and Mouse Set $82.30 1 $82.30 10 704-35158 Monitor, Computer, 19", Flat Panel LCD/TFT Studio, Installed, *(Add Mounting Rack If Retrofit)* $625.00 1 $625.00 Tr ansporter & Accessories 11 032-02500-103 TranSTAR II Steerable, V2, Inspection Transport Vehicle, Single Conductor with Integrated Color Rear View Camera and Motorized Camera Lift (1) - TranSTAR II steerable tractor, 6 pin with Integrated Color Rear View Camera (1) - Integrated Camera lift for TrakSTAR II camera (1) - Tractor to camera power cable $18,995.00 1 $18,995.00 Quote Number: Sales Quotation 3/21/2017 1327 Clegg Street - Petaluma, CA 94954 707/778-1974 x236 Fax: 707/778-1981 chrisr@rstechserv.com www.rstechserv.com Salesperson: CR170108 Fred Reynolds Page 1 Expiration:Date:4/20/2017 City of Georgetown John McElroy 300-1 Industrial Ave. Georgetown, Texas 78627 Page 40 of 202 Line #Part #Description Price Qty Extend (6) - Standard tires (1) - Tractor extension kit (1) - TranSTAR Insertion/Retrieval Assembly (1) - Tractor storage rack (1) - Tractor operations manual 12 840-38613 Kit, Spacer, Small Pipe, 1/4 Increment, TranSTAR $195.00 1 $195.00 13 867-34822 High Traction Caster Wheel, TranSTAR Tractor $117.60 6 $705.60 14 840-35686 MegaTRAK wheel kit, TranSTAR Tractor Includes: (6) - Hub assemblies (6) - 2.70" diameter wheel rings (6) - 3.30" diameter wheel rings (4) - 4.40" diameter wheel rings (1) - Snap ring pliers $2,117.00 1 $2,117.00 15 867-34843 Knobby Balloon Wheel, TranSTAR Tractor, Qty (4) $847.20 1 $847.20 16 860-37376 6" X 2" Pneumatic Wheel Assembly, TranSTAR Tractor, Qty (4) $900.00 1 $900.00 Camera 17 010-01655-30 TrakSTAR II Pan & Tilt Zoom Camera, NTSC, Single Conductor (1) - TrakSTAR II rotating head zoom camera, 6 pin, with LED lighting and camera diagnostics (1) - Camera case $16,750.00 1 $16,750.00 Te st Cables 18 806-31484 Te st Cable, Mainline, N Plug X 6 Pin Screw On $176.50 1 $176.50 19 806-39319 Cable, Mainline, 4 Pin Female (Euro) Screw On To 6 Pin Male Screw On (Camera Test Cable) $120.50 1 $120.50 Spare Parts 20 806-40631 Pigtail 16 gauge, 3 Pin Male X 6 Pin Female, Bullet Connector To Tractor Or Camera $105.00 1 $105.00 21 841-31914 Field Termination Kit for Bullet Connector, (compression fitting replacement kit) $92.60 1 $92.60 22 806-38138 Cable, Interconnect, TranSTAR (4 Pin) to Camera (4 Pin), 13.5 inches long $192.70 1 $192.70 23 634-18421 Kit, Grinder, Hand, Variable Speed, Dremel $150.00 1 $150.00 Down-Hole Tools 24 805-13737 To p Manhole Roller $275.00 1 $275.00 25 569-18088 Tiger Tail $80.00 1 $80.00 26 867-15975 Lowering Rope With "D" Ring, 28'$69.00 1 $69.00 Subtotal $66,968.40 Pricing Per Texas Buy Board Contract: Sewer Inspection & Cleaning Products 513-16 27 950-18024-3 Training, RST Equipment/P.O.S.M., Other Personnel, Per Day $1,000.00 1 $1,000.00 28 950-18039 Shipping - FOB Petaluma CA $1,200.00 1 $1,200.00 Subtotal $2,200.00 Additional Options Not Included in base quote Quote does not include any applicable Page 2Page 41 of 202 Line #Part #Description Price Qty Extend state sales tax Large Diameter Pipe Transporter 24" - 120" 29 036-02000-11 Storm Drain Tractor, V2, 6 Pin, Single Conductor, 24"-120" $17,325.00 30 840-35704 13" Hi traction implement Tire And Wheel Kit, Storm Drain Tractor To include: 4 - 13" Hi traction implement tire and wheel assemblies 1 - Front bumper spacer kit $1,250.00 Camera Sonde & Locator 31 806-37583 Cable, 3 Pin X 6 Pin W ith Sonde Transmitter $390.00 32 052-39140 Location Detector/Receiver, Rycom Model 8873-SD $1,285.00 Small Pipe Tractor 4" - 10" 33 032-03000-02 Mighty Mini Tractor with OmniSTAR Probe mount $5,985.00 34 010-01665-01 OmniSTAR Probe Pan & Tilt Camera, NTSC, Single Conductor (1) - OmniSTAR Probe 2-1/4" diameter x 6-1/4" length Pan & Tilt Camera with LED lighting (1) - Camera case $13,500.00 35 840-31640 Hi Traction Caster wheel kit, Mini Tractor Includes: (4) - Hi Traction Caster wheels (4) - Wheel adapters $818.00 36 840-36600 MegaTRAK wheel kit, Mini Tractor Includes: (4) - Hub assemblies (4) - 2.70" diameter wheel rings (4) - 3.30" diameter wheel rings (4) - 4.40" diameter wheel rings (1) - Snap ring pliers $1,375.00 Upgrade to Full Downhole Set 37 039-01000-01 Down hole Roller Set, Single Manhole Setup with 3 poles (1) - Top manhole roller (1) - Double roller (1) - Manhole adaptor hook (3) - Extension pole (1) - Grab hook (1) - Lowering rope $870.20 Alternate Camera & Tractor Configuration 38 010-01655-30 TrakSTAR II Pan & Tilt Zoom Camera, NTSC, Single Conductor (1) - TrakSTAR II rotating head zoom camera, 6 pin, with LED lighting and camera diagnostics (1) - Camera case $16,750.00 39 032-02500-103 TranSTAR II Steerable, V2, Inspection Transport Vehicle, Single Conductor with Integrated Color Rear View Camera and Motorized Camera Lift (1) - TranSTAR II steerable tractor, 6 pin with Integrated Color Rear View Camera $17,625.00 Page 3Page 42 of 202 Line #Part #Description Price Qty Extend (1) - Integrated Camera lift for TrakSTAR II camera (1) - Tractor to camera power cable (6) - Standard tires (1) - Tractor extension kit (1) - TranSTAR Insertion/Retrieval Assembly (1) - Tractor storage rack (1) - Tractor operations manual To tal: Page 4 $69,168.40 $69,168.40 Sub-Total: Ta x: I accept the terms and conditions of this quotation. Signed:_________________________________________ Name:_____________________ Date: ______________ Terms: Page 43 of 202 Customer Order Form COMPANY: CONTACT: ADDRESS: PHONE: FAX:- DATE ORDERED DATE SHIPPED 1/5/2017 1/0/1900 1 1 Portable Mainline System for Polaris ORION Zoom camera T66.1 Camera Tractor Camera connection for T66 KT180 Portable Cable Reel Camera Cable Type 524/11- 656' BK3.5 Portable Control Panel KU2.7w/Rope and Holder Pressure Test Set 1 0 RECEIVED BY: FOR: City of Georgetown John McElroy Michael Baughman SALES PERSONCUSTOMER P.O. # -$ QUANTITY ORDERED QUANTITY SHIPPED DESCRIPTION UNIT PRICE ORDE R P.O. BOX 4919 PASADENA, TX 77502 3320 PASADENA BLVD. PASADENA, TX 77503 TEL: (713)473-6213 FAX: (713)473-7858 USA: (800)231-6929 0 0 john.mcelroy@georgetown.org SOLD TO:SHIP TO: TRADE-INSUBTRACT TRADE-IN ADD INCLUD E TOTAL TAX SHIPPING & HANDLING SUBTOTAL Updated 11/9/11Page 44 of 202 Customer Order Form $17,950.00 $11,620.00 $1,170.00 $10,795.00 $4,022.00 $18,250.00 $650.00 $455.00 -$ -$ $64,912.00 SUBTOTAL Michael Baughman SALES PERSON P.O. BOX 4919 PASADENA, TX 77502 3320 PASADENA BLVD. PASADENA, TX 77503 TEL: (713)473-6213 FAX: (713)473-7858 USA: (800)231-6929 0 SHIP TO: TRADE-IN $64,912.00 Updated 11/9/11Page 45 of 202 Customer Order Form COMPANY: CONTACT: ADDRESS: PHONE: FAX:- DATE ORDERED DATE SHIPPED 1/0/1900 1 1 Core Plus Mainline System from IBAK Orion Zoom camera T66.1 Camera Tractor Camera connection for T66 KW305.2 Synchronized Power cable Reel Camera Cable type 524/11- 1000' BS 3.5- Vehicle Mounted Control panel KUV2.7 w/rope and holder Pressure test set 12 Hours for retro fit 1 0 RECEIVED BY: FOR: City of Georgetown John McElroy CUSTOMER P.O. # -$ QUANTITY ORDERED QUANTITY SHIPPED DESCRIPTION UNIT PRICE ORDER P.O. BOX 4919 PASADENA, TX 77502 3320 PASADENA BLVD. PASADENA, TX 77503 TEL: (713)473-6213 FAX: (713)473- 7858 USA: (800)231-6929 0 0 SOLD TO:SHIP TO: TRADE-INSUBTRACT TRADE-IN ADD INCLUDE TOTAL TAX SUBTOTAL Updated 11/9/11Page 46 of 202 Customer Order Form $17,950.00 $11,620.00 $1,170.00 $28,430.00 $5,042.00 $15,540.00 $650.00 $455.00 $1,440.00 -$ -$ $82,297.00 SUBTOTAL Michael Baughman SALES PERSON -$ UNIT PRICE P.O. BOX 4919 PASADENA, TX 77502 3320 PASADENA BLVD. PASADENA, TX 77503 TEL: (713)473-6213 FAX: (713)473- 7858 USA: (800)231-6929 0 SHIP TO: TRADE-IN TRADE-IN $82,297.00TOTAL TAX SHIPPING & HANDLING SUBTOTAL Updated 11/9/11Page 47 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to award the Brush Trimming and Removal S ervic es Co ntrac t to Austex Tree S ervic e, Inc ., of Round Roc k, Texas in the es timated amount o f $270,000.00. – Mike Wes tbrook, Elec tric Op erations Manager ITEM SUMMARY: For the safety of City Elec tric S taff, in order to properly repair and/o r maintain the elec tric equip ment in b o th the commo n areas and the neighborhoods , in both normal d ay-to -d ay ac tivities , as well as emergenc y s ituations , elec tric al equip ment mus t b e kept c lear to allow for eas y acc es s . In preparatio n fo r the City Elec tric Staff to perform an id entifying and tagging projec t, the s ervic es bid will res ult in a multi-phas e contrac t b eginning with P hase 1 – the Sun C ity C o mmunity, c o nsisting of 235 loc ations , fo llo wed b y Phas e 2 – the remaind er of the S un City Co mmunity c ons is ting o f 716 loc ations . Other neighborho o d s will be ad d ed as reques ted b y the Electric Department. In preparatio n fo r this p rojec t to b egin, a P ro p erty Owner Communic atio n Plan was develo p ed to ens ure property o wners are well info rmed of the projec t. A formal s o licitation was is s ued fo r Brus h Trimming and R emo val Services and was pos ted on the City’s Io n Wave b id sys tem. 211 vendors were invited to b id. There were 22 HUB vendors from the City’s bid s ystem invited and 22 Geo rgeto wn vendors. Two (2) bids were received . The b ids were reviewed for compliance with the spec ific ations and reference checks were p erfo rmed . The recommended contrac tor has an A+ rating with the Better Bus iness Bureau. The C o ntract term: Initial term effec tive from the date of acc ep tanc e and ap p ro val and remain in full forc e and effec t for o ne (1) year, with a renewal term of two (2) additio nal o ne-years for a total c o ntract term of three (3) years . STAFF RECOMMENDATION: The s taff reco mmendatio n is to award this bid to Aus tex Tree Service, Inc. o f R o und Ro ck, Texas , as d es ignated on the attached bid tabulation. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Electric Op erations Bud get: Ac c o unt Numb er 610-5-0525- 51-511. First year is $70,000.00, S econd year is $100,000.00 and third year is $100,000.00. Es timated to tal (not to exceed ): $270,000.00 for the entire term of the 3 year c o ntract. SUBMITTED BY: Mike Wes tbro o k, Electric Op erations Manager ATTACHMENTS: Description Type Contract Backup Material Page 48 of 202 General Service Contract Contract No.17-037-SC GENERAL SERVICE CONTRACT WITH THE CITY OF GEORGETOWN, TEXAS This General Service Contract is by and between the City of Georgetown, a Texas Home-Rule Municipal Corporation (the “City”), and Austex Tree Service, Inc. (the “Contractor”), for the following work: Brush Trimming and Removal Services as described in the Scope of Services attached as Exhibit “A”. 1. Consideration. In consideration for the services performed in the Scope of Services and Contractor’s completion of work in conformity with this Contract, the City shall pay the Contractor an amount not to exceed Two hundred and seventy thousand and 00/100 Dollars ($270,000.00). 2. Payment Application. Within seven (7) calendar days of completion of the services the Contractor will submit its payment application to the City. 3. City’s Payment and Approval. All payments will be processed in accordance with Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Contractor within thirty days after of receipt of a correct payment application for services. The Contractor may charge a late fee (fee shall not be greater than that permitted under the Texas Prompt Payment Act) for payments not made in accordance with this prompt payment policy; however, the policy does not apply to payments made by the City in the event: (a) there is a bona fide dispute between the City and Contractor concerning the goods, supplies, materials, equipment delivered, or the services performed, that causes the payment to be late; (b) the terms of a federal agreement, grant, regulation or statute prevents the City from making a timely payment with Federal funds; (c) there is a bona fide dispute between the Contractor and a subcontractor and its suppliers concerning goods, supplies, material or equipment delivered, or the services performed, which caused the payment to be late; or (d) the payment application is not mailed to the City in accordance with Agreement. 4. Term. The initial term of the Contract is for one (1) year with the option to renew for two (2) additional one (1) year terms for a total of three (3) years. Any renewal must be in writing and executed by the parties. 5. Executed Contract. The “Notice to Proceed” will not be given nor shall any work commence until this Contract is fully executed and all exhibits and other attachments are completely executed and attached to the Contract. 6. Change Orders. Changes will not be made, nor will invoices for changes, alterations, modifications, deviations, or extra work or services be recognized or paid, except upon the prior written order from authorized personnel of the City. The Contractor will not execute change orders on behalf of the City or otherwise alter the scope of the services except in the event of a duly authorized change order approved by the City as provided in this Contract. Page 49 of 202 General Service Contract Contract No.17-037-SC 2 7. Dispute Resolution. If either the Contractor or the City has a claim or dispute, the parties shall first attempt to resolve the matter through this dispute resolution process. The disputing party shall notify the other party in writing as soon as practicable after discovering the claim, dispute or breach. The notice shall state the nature of the dispute and list the party’s specific reasons for such dispute. Within ten (10) business days of receipt of the notice, both parties shall make a good faith effort, in person or through generally accepted means, to resolve any claim, dispute, breach or other matter in question that may arise out of, or in connection with, this Agreement. If the parties fail to resolve the dispute within sixty (60) days of the date of receipt of the notice of the dispute, then the parties may submit the matter to non-binding mediation upon written consent of authorized representatives of both parties. If the parties cannot resolve the dispute through mediation, then either party shall have the right to exercise any and all remedies available under law regarding the dispute. If there is a dispute between the Contractor and the City respecting any service provided or to be provided hereunder by the Contractor, the Contractor agrees to continue providing on a timely basis all services to be provided by the Contractor hereunder, including any service as to which there is a dispute. 8. Independent Contractor. It is understood and agreed by the parties that the Contractor is an independent contractor retained for the services described in the Scope of Services. The City will not control the manner or the means of the Contractor's performance, but shall be entitled to work product as detailed in the Scope of Services. The City will not be responsible for reporting or paying employment taxes or other similar levies that may be required by the United States Internal Revenue Service or other State or Federal agencies. This Contract does not create a joint venture. 9. Subcontractor. The term "subcontractor" shall mean and include only those hired by and having a direct contract with Contractor for performance of work on the Project. The City shall have no responsibility to any subcontractor employed by a Contractor for performance of work on the Project, and all subcontractors shall look exclusively to the Contractor for any payments due. The Contractor shall be fully responsible to the City for the acts and omissions of its subcontractors. Nothing contained herein shall create any contractual or employment relations between any subcontractor and the City. 10. Insurance. Contractor shall procure and maintain at its sole cost and expense for the duration of this Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, volunteers, employees or subcontractors. The polices, limits and endorsements required are set forth in Exhibit D. Contractor’s insurance certificate satisfying the City insurance requirements is attached as Exhibit E. 11. INDEMNIFICATION. THE CONTRACTOR SHALL INDEMNIFY, HOLD HARMLESS, AND DEFEND THE CITY, ITS OFFICERS, AGENTS, VOLUNTEERS, AND EMPLOYEES FROM AND AGAINST ANY AND ALL CLAIMS, LOSSES, DAMAGES, CAUSES OF ACTION, SUITS, AND LIABILITY OF EVERY KIND, INCLUDING ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEYS’ FEES, FOR INJURY TO OR DEATH OF ANY Page 50 of 202 General Service Contract Contract No.17-037-SC 3 PERSON OR FOR DAMAGE TO ANY PROPERTY ARISING OUT OF OR IN CONNECTION WITH THE WORK DONE BY THE CONTRACTOR, ITS AGENTS, REPRESENTATIVES, VOLUNTEERS, EMPLOYEES, OR SUBCONTRACTORS UNDER THIS CONTRACT. SUCH INDEMNITY SHALL APPLY REGARDLESS OF WHETHER THE CLAIMS, LOSSES, DAMAGES, CAUSES OF ACTION, SUITS, OR LIABILITY ARISE IN WHOLE OR IN PART FROM THE NEGLIGENCE OF THE CITY, ANY OTHER PARTY INDEMNIFIED HEREUNDER, THE CONTRACTOR, OR ANY THIRD PARTY. 12. RELEASE. THE CONTRACTOR ASSUMES FULL RESPONSIBILITY FOR THE WORK TO BE PERFORMED HEREUNDER AND HEREBY RELEASES, RELINQUISHES, AND DISCHARGES THE CITY, ITS OFFICERS, AGENTS, VOLUNTEERS, AND EMPLOYEES FROM ALL CLAIMS, DEMANDS, AND CAUSES OF ACTION OF EVERY KIND AND CHARACTER, INCLUDING THE COST OF DEFENSE THEREOF, FOR ANY INJURY TO OR DEATH OF ANY PERSON AND ANY LOSS OF OR DAMAGE TO ANY PROPERTY THAT IS CAUSED BY, ALLEGED TO BE CAUSED BY, ARISING OUT OF, OR IN CONNECTION WITH THE WORK TO BE PERFORMED HEREUNDER BY CONTRACTOR, ITS AGENTS, REPRESENTATIVES, VOLUNTEERS, EMPLOYEES, OR SUBCONTRACTORS. THIS RELEASE SHALL APPLY REGARDLESS OF WHETHER SAID CLAIMS, DEMANDS, AND CAUSES OF ACTION ARE COVERED IN WHOLE OR IN PART BY INSURANCE AND REGARDLESS OF WHETHER SUCH INJURY, DEATH, LOSS, OR DAMAGE WAS CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF THE CITY, ANY OTHER PARTY RELEASED HEREUNDER, THE CONTRACTOR, OR ANY THIRD PARTY. 13. Performance. Contractor, its employees, associates, or subcontractors shall perform all the services described in the Scope of Services in a professional manner and be fully qualified and competent to perform those services. Contractor shall undertake the work and complete it in a timely manner. 14. Termination for Convenience. The City shall have the right to terminate this Agreement, in whole or in part, without cause any time upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of termination, the Consultant shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Consultant, to the extent of funds appropriated or otherwise legally available for such purposes, for all services performed and obligations incurred prior to the date of termination. 15. Termination for Cause. In addition to the termination rights described above, either party may terminate this Agreement effective upon written notice to the other if the other breaches any of the terms and conditions of this Agreement and fails to cure that breach within thirty (30) days after receiving written notice of the breach. In the event of an incurable breach, the non-breaching party may terminate this Agreement effective immediately upon written notice to the breaching party. Page 51 of 202 General Service Contract Contract No.17-037-SC 4 16. Venue. This Contract has been made under and shall be governed by the laws of the State of Texas. The parties agree that performance and all matters related thereto shall be in Williamson County, Texas. 17. Amendment. This Contract may only be amended by written instrument approved and executed by the parties. 18. Taxes. The City is exempt from payment of state and local sales and use taxes on labor and materials incorporated into the project. If necessary, it is the Contractor's responsibility to obtain a sales tax permit, resale certificate, and exemption certificate that shall enable the Contractor to buy any materials to be incorporated into the project and then resell the aforementioned materials to the City without paying the tax on the materials at the time of purchase. 19. Compliance with Laws. The Contractor will comply with all applicable federal, state, and local statutes, regulations, ordinances, and other laws. 20. Waiver of Terms. No waiver or deferral by either party of any term or condition of this Contract shall be deemed or construed to be a waiver or deferral of any other term or condition or subsequent waiver or deferral of the same term or condition. 21. Assignment. This Contract and the rights and obligations contained herein may not be assigned by the Contractor without the prior written approval of City. 22. Entire Agreement. This Contract represents the entire and integrated agreement between the City and Contractor and supersedes all prior negotiations, representations, or agreements, either written or oral. 23. Effective Date. This Contract will be effective when it is signed by the last party making it fully executed. 24. Notices. Any notice or communication permitted or required by this Agreement shall be deemed effective when personally delivered or deposited, postage prepaid, in the first class mail of the United States properly, or sent via electronic means, addressed to the appropriate party at the address set forth below: Notice to the Contractor: Austex Tree Service, Inc. ATTN: Hale Hawkins P.O. Box 6089 Round Rock, TX 78683 austex-tree@austin.rr.com Page 52 of 202 General Service Contract Contract No.17-037-SC 5 Notice to the City: City of Georgetown ATTN: Mayor P.O. Box 409 Georgetown, Texas 78627 mayor@georgetown.org With a copy to: City of Georgetown ATTN: City Attorney P.O. Box 409 Georgetown, Texas 78627 Charlie.McNabb@georgetown.org 25. Severability. This Agreement is severable and if any one or more parts of it are found to be invalid, such invalidity shall not affect the remainder of this Agreement if it can be given effect without the invalid parts. 26. Duplicate Originals. The parties may execute this Contract in duplicate originals, each of equal dignity. 27. Exhibits. All exhibits to this Contract are incorporated and made part of this Agreement for all purposes. List of Exhibits A. Scope of Services B. Payment Schedule C. Insurance Requirements D. Certificates of Insurance AUSTEX TREE SERVICE, INC. CITY OF GEORGETOWN By: By: Mayor Printed Name: Date: Title: APPROVED AS TO FORM: Date: City Attorney Date: Page 53 of 202 General Service Contract Contract No.17-037-SC 6 EXHIBIT A SCOPE OF SERVICES The terms and conditions of this Contract shall take precedence and control over any term or provision of the Scope of Services that in any way conflicts with, differs from, or attempts to alter the terms of this Contract. Page 54 of 202 Page 55 of 202 Page 56 of 202 Page 57 of 202 Page 58 of 202 Page 59 of 202 Page 60 of 202 Page 61 of 202 Page 62 of 202 Page 63 of 202 Page 64 of 202 Page 65 of 202 Page 66 of 202 Page 67 of 202 Page 68 of 202 Page 69 of 202 Page 70 of 202 Page 71 of 202 Page 72 of 202 Page 73 of 202 Page 74 of 202 Page 75 of 202 Page 76 of 202 Page 77 of 202 Page 78 of 202 Page 79 of 202 Page 80 of 202 Page 81 of 202 Page 82 of 202 Page 83 of 202 Page 84 of 202 Page 85 of 202 Page 86 of 202 Page 87 of 202 Page 88 of 202 Page 89 of 202 General Service Contract Contract No.17-037-SC 7 EXHIBIT B PAYMENT SCHEDULE The Contractor must submit monthly invoices to the City, accompanied by an explanation of charges, fees, services, and expenses. The City will pay such invoices in compliance with the Texas Prompt Payment Act. Payment is a fixed fee in the amount listed on the Quotation Form of this Contract. Page 90 of 202 Page 91 of 202 General Service Contract Contract No.17-037-SC 8 EXHIBIT C INSURANCE REQUIREMENTS Throughout the term of this Agreement the Contractor must comply with the following: I. Standard Insurance Policies Required: A. Commercial General Liability B. Business Automobile Liability C. Workers' Compensation II. General Requirements Applicable to All Policies: A. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent B. Certificates of Insurance and endorsements shall be furnished on the most current State of Texas Department of Insurance-approved forms to the City’s Representative at the time of execution of this Agreement; shall be attached to this Agreement as Exhibit D; and shall be approved by the City before work begins C. Contractor shall be responsible for all deductibles on any policies obtained in compliance with this Agreement. Deductibles shall be listed on the Certificate of Insurance and are acceptable on a per-occurrence basis only D. The City will accept only Insurance Carriers licensed and authorized to do business in the State of Texas E. The City will not accept “claims made” policies F. Coverage shall not be suspended, canceled, non-renewed or reduced in limits of liability before thirty (30) days written notice has been given to the City III. Commercial General Liability A. General Liability insurance shall be written by a carrier rated “A:VIII” or better under the current A. M. Best Key Rating Guide. B. Policies shall contain an endorsement naming the City as Additional Insured and further providing “primary and non-contributory” language with regard to self- insurance or any insurance the City may have or obtain C. Limits of liability must be equal to or greater than $1,000,000 per occurrence for bodily injury and property damage, with an annual aggregate limit of $2,000,000. Limits shall be endorsed to be per project. D. No coverage shall be excluded from the standard policy without notification of individual exclusions being submitted for the City’s review and acceptance E. The coverage shall include, but not be limited to the following: premises/operations with separate aggregate; independent contracts; products/completed operations; contractual liability (insuring the indemnity provided herein) Host Liquor Liability, and Personal & Advertising Liability. Page 92 of 202 General Service Contract Contract No.17-037-SC 9 IV. Business Automobile Liability A. Business Automobile Liability insurance shall be written by a carrier rated “A:VIII” or better rating under the current A. M. Best Key Rating Guide. B. Policies shall contain an endorsement naming the City as Additional Insured and further providing “primary and non-contributory” language with regard to self- insurance or any insurance the City may have or obtain C. Combined Single Limit of Liability not less than $1,000,000 per occurrence for bodily injury and property damage. D. The Business Auto Policy must show Symbol 1 in the Covered Autos Portion of the liability section in Item 2 of the declarations page E. The coverage shall include any autos, owned autos, leased or rented autos, non- owned autos, and hired autos. V. Workers’ Compensation Insurance A. Workers compensation insurance shall include the following terms: 1. Employer’s Liability minimum limits of liability not less than $500,000 for each accident/each disease/each employee are required 2. “Texas Waiver of Our Right to Recover From Others Endorsement, WC 42 03 04” shall be included in this policy 3. TEXAS must appear in Item 3A of the Workers’ Compensation coverage or Item 3C must contain the following: “All States except those listed in Item 3A and the States of NV, ND, OH, WA, WV, and WY” Page 93 of 202 General Service Contract Contract No.17-037-SC 10 EXHIBIT D CERTIFICATES OF INSURANCE Page 94 of 202 Page 95 of 202 Page 96 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to award LED S treet Lights ITB No. 201738, Type 1 to KBS Elec tric al Dis trib utio n, Inc. of Austin, TX and Typ e 2 to Ringd ale Inc. of Georgetown, TX, in the es timated amo unt o f $150,000.00, fo r both types . – Mike Wes tbrook, Elec tric Op erations Manager ITEM SUMMARY: LED Street Lights Bid ITB No. 201738 was is s ued for LED Street Lights , Type 1 Cobra head and Typ e 2 Antique head b ulb rep lacement. This bid is fo r inventory of b o th items to s tart the trans ition from High Pressure So dium (HPS ) to LED. LED's use les s than fifty per cent o f HPS energy (110W vs 50W) and have a lo nger warranty (3 years vs 10 years). T he b id listed two s ep arate items due to differences in manufacture. There were eleven b id s for Type 1 Cobra head and s even bid s for Typ e 2 bulb replac ement. Bid s were c hec ked for compliance with the s p ec ific ations and reference chec ks were p erfo rmed . Contrac t term s tarts on d ate o f Co uncil Ap p ro val and las ts until S ep tember 30, 2018. Three renewals are allowed if acc ep table by both p arties. The recommended s upplier fo r Type 1 Cobra head lights is KBS Electrical Dis tributers, Inc. of Austin, TX. The recommended s upplier o f Type 2 b ulb replac ement is Ringdale Inc . of Geo rgeto wn TX. They were the only b id der ab le to meet the ten year warranty requirement. STAFF RECOMMENDATION: Staff rec o mmend s award ing Type 1 to KBS Elec tric al Dis tributers Inc . o f Aus tin, TX and Type 2 to Ringdale Inc . of Geo rgeto wn, TX. FINANCIAL IMPACT: Funds fo r thes e exp endatures are includ ed in the Electric Op erations O&M b udget and the Electric Engineering CIP Budget. SUBMITTED BY: Mike Wes tbro o k, Electric Op erations Manager ATTACHMENTS: Description Type LED Streetlight Bid Backup Material Page 97 of 202 Page 98 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to c o ntinue utilizing the annual agreement fo r LCRA Material Ac q uisitio n to purc has e elec tric distrib utio n, fib er and sub s tatio n materials for FY 2017-2018 from Tec hline Ltd . und er their c o ntract with the Lower Colorado River Autho rity (“LCRA”) Elec tric Material Ac q uisition Program in the no t to exc eed amount of $4,500,000.00. -- Wesley Wright, P.E., Sys tems Engineering Direc tor ITEM SUMMARY: Continued utilizatio n o f this agreement will allo w the City o f Georgetown to take ad vantage o f lower pric es and s toc k availability fo r the purchas e of elec tric distrib ution, fiber and s ubs tation materials fo r us e on CIP and Op eratio nal p ro jects direc tly from Tec hline, the vend o r award ed the Electric Material Acquis itio n Services Contrac t by LCRA. Materials purchas ed through this agreement were c o mp etitively bid by LCRA, and are not included o n any s o licitation is s ued and awarded b y the C ity. Materials are p urc hased on an as needed basis and are sto cked in the C ity’s wareho us e for use by the Department fo r new c o nstruc tio n projec ts , maintenance of the s ystems o r sto ck rep lenis hment. The no t to exceed total fo r this requirement is $4,500,000.00 b as ed o n p lanned projec ts and maintenanc e his tory in p revious years . Ac cording to Texas Loc al G o vernment Code 271.102 (c ), the City s atisfies any s tate laws req uiring the lo cal go vernment to s eek competitive b id s for the p urc has e of the goods and services when purchas ing und er Subc hap ter F. Co o p erative Purc has ing P ro gram. The Texas Lo cal Go vernment Code 271.101 s tates that a munic ip ality may participate in a loc al agreement with a spec ial d is tric t. The City’s agreement with LCRA allo wing ac c es s to this c o ntract has b een renewed . STAFF RECOMMENDATION: Staff rec o mmend s the ap p ro val o f purchas es o f materials under the agreement with LCRA. FINANCIAL IMPACT: Funds fo r the planned expend itures are availab le in the Elec tric Cap ital Improvement and Operatio ns Budgets SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r ATTACHMENTS: Description Type LCRA Material Acquis ition Services Backup Material Page 99 of 202 Page 100 of 202 Page 101 of 202 Page 102 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to renew the c o ntract for labor s ervic es for Elec tric System Overhead Cons truc tio n and Maintenance to Tec hline Cons tructio n, LLC of Aus tin, Texas, in the not to exc eed amount o f $2,000,000.00. -- Wesley Wright, P.E., Sys tems Engineering Direc tor ITEM SUMMARY: The Elec tric Engineering Dep artment req uires outs ide lab o r for upc o ming o verhead c o nstruc tion and maintenance, as well as s o me undergro und p ro jec ts , as s o ciated with 2017-2018 C IP projec ts. To ens ure an ad eq uate labo r forc e for all projec ts, Electric Engineering d es ires to renew a working alliance with Tec hline Cons tructio n under the LCRA Material Ac quis itions program. Tec hline Cons truc tio n will als o provid e emergency servic es for s ervic e resto ration on an as need ed basis. LCRA's c o mpetitively b id labor contrac t is available to their wholesale cus to mers , inc luding the City, and o ffers more favo rab le pric ing based o n higher vo lume than the City is ab le to o b tain bidding s ep arately. The City has develo p ed a s o lid wo rking relatio ns hip with Techline thro ugh us e of their LCRA materials contrac t and prior year's lab o r c o ntract. The us e of the Techline contrac t will ens ure availability o f well trained and eq uipped s taff to complete projec ts on time. The Tec hline lab o r c o ntract will wo rk in conjunc tion with the Tec hline materials c ontrac t, allowing better coordination o f res ources. This will b e the third renewal with Techline C o ns truc tion with a term b eginning Oc tober 1, 2017 thro ugh Septemb er 30, 2018 with a not to exceed amount of $2,000,000.00. STAFF RECOMMENDATION: Staff rec o mmend s approval of the renewal with Techline Cons tructio n, LLC o f Aus tin, Texas. FINANCIAL IMPACT: Funds fo r the planned expend itures are availab le in the Elec tric Cap ital Improvement and Operatio ns Budgets SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r Page 103 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to renew the c o ntract for the Elec tric S ystem Undergro und Cons tructio n & Maintenanc e with Ped ro S.S. S ervic es , Inc . o f Aus tin, Texas , in the not to exc eed amount o f $3,000,000.00. – Wesley Wright, P.E., Sys tems Engineering Direc tor ITEM SUMMARY: This contrac t provid es labor o nly sup p o rt for und erground cons tructio n, maintenance, trenc hing and cond uit requirements fo r the Elec tric System. The c o ntract was award ed to Pedro S.S. S ervic es for b id ’s # 201448 fo r lab o r only s ervic es on Sep temb er 23, 2014. P ed ro S ervic es has p erfo rmed well over the p as t years completing p ro jects ac ro s s the City’s Elec tric Sys tem. The term for the third renewal of this c o ntrac t will b e from Oc tober 1, 2017 to Septemb er 30, 2018. T he contrac tor will bill fo r labor s ervic es rend ered b as ed on unit p ric ing as outlined with the agreement no t to exc eed $3,000,000.00, whic h inc ludes a pric e es calatio n o f 5% as s pec ified in bid, and is b as ed on antic ip ated CIP, Development and Maintenance p ro jects to be c o ns truc ted in the term of this agreement. STAFF RECOMMENDATION: Staff rec o mmend s approval of the renewal with P ed ro S .S . Services, Inc. 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 104 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to renew the c o ntract for labor s ervic es for Outs id e Plant Fiber Op tic Infras truc ture Co nstruc tion to JC C o mmunicatio ns o f Cedar P ark, Texas, in the not to exc eed amount o f $300,000.00. -- Wesley Wright, P.E., Sys tems Engineering Direc tor ITEM SUMMARY: The b id for Outs ide Plant Fiber Op tic Infras truc ture Co nstruc tion is a labor only contrac t, to c o nstruc t p lanned or antic ip ated CIP, Develo p ment and Maintenance p ro jects in the no t to exc eed amount o f $300,000.00. The term will begin Dec ember 1, 2017 thro ugh Novemb er 30, 2018. T his is the third renewal of 2014-15 Bid 201452 awarded Dec ember 1, 2014 with fo ur renewals .. STAFF RECOMMENDATION: Staff rec o mmend s approval of the renewal with JC Communic ations of Cedar Park, Texas . FINANCIAL IMPACT: Funds fo r the planned expend itures are availab le in the Elec tric Cap ital Improvement and Operatio ns Budgets SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r Page 105 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve annual tas k o rd ers : Tas k Order MEI-18-001 for Elec tric System & Planned Capital Improvement Projec ts in the no t to exc eed amo unt o f $460,000.00, Task Order MEI-18-002 fo r Electric Sys tem Engineering Planning and Engineering As s is tance in the no t to exc eed amount o f $250,000.00 and Tas k o rder MEI-18-003 for New Develo p ment Engineering and Design Assistanc e in the no t to exc eed amount of $590,000.00 with Mc Cord Engineering, Inc., o f Co llege Station, Texas , for p ro fes s io nal engineering s ervic es . – Wes ley Wright, P.E., S ys tems Engineering Direc to r ITEM SUMMARY: Professional Engineering services are required fo r the 2017-2018 Fis cal Year Capital Improvement Pro jects , New Develop ment Engineering and Design As s is tanc e, Elec tric S ystem Engineering P lanning and s p ecialized s tudies . Mc Cord Engineering, Inc . (MEI) is familiar with our elec tric utility sys tem, standards and spec ifications and has highly q ualified profes s ionals to wo rk o n o ur projec ts . MEI has wo rked fo r the City o f Georgeto wn for o ver 20 years and has s uc ces s fully completed a variety of d evelopment and capital imp ro vement projec ts fo r the utility. Attac hed fo r your review and cons id eration is Tas k Ord er MEI-18-001 in the not to exceed amo unt o f $460,000.00. T he p urpose o f this task order is to p ro vide p reliminary and final electric s ystem engineering and d es ign fo r planned Capital Improvement p ro jects detailed within the tas k order and five year CIP p lan. Attac hed fo r your review and cons id eration is Tas k Ord er MEI-18-002 in the not to exceed amo unt o f $250,000.00. T he p urpose o f this task order is to s erve as general engineering s up p o rt fo r sys tem p lanning, reliability and o ther vario us tasks suc h as Master P lan updates , s ys tem ap p rais al evaluatio ns, Mils o ft Map ping as s is tance and p o licy rec ommend ations . Attac hed fo r your review and cons id eration is Tas k Ord er MEI-18-003 in the not to exceed amo unt o f $590,000.00. T he p urpose o f this task order is to p ro vide p reliminary and final electric d es ign for New Develo p ment Projec ts . Thes e unplanned p rojec ts req uire MEI’s as s is tance to produce s ervic e delivery d es ign projec t pac kages as well as load impac t evaluation for new elec tric lo ad s c o nnected to the existing sys tem. STAFF RECOMMENDATION: Staff reques ts a rec ommend ation to the ap proval of Task Order MEI-18-001, MEI-18-002 and MEI-18-003 as desc rib ed ab o ve with McCo rd Engineering, Inc ., of College S tatio n, Texas . FINANCIAL IMPACT: Funds fo r the planned expend itures are availab le in the Elec tric Cap ital Improvement and Operatio ns Budgets SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r ATTACHMENTS: Page 106 of 202 Description Type MEI-18-001 Backup Material MEI-18-002 Backup Material MEI-18-003 Backup Material Page 107 of 202 Page 108 of 202 Page 109 of 202 Page 110 of 202 Page 111 of 202 Page 112 of 202 Page 113 of 202 Page 114 of 202 Page 115 of 202 Page 116 of 202 Page 117 of 202 Page 118 of 202 Page 119 of 202 Page 120 of 202 Page 121 of 202 Page 122 of 202 Page 123 of 202 Page 124 of 202 Page 125 of 202 Page 126 of 202 Page 127 of 202 Page 128 of 202 Page 129 of 202 Page 130 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to award a contrac t to CB&I, LLC of T he Wo o d lands, Texas fo r the cons truc tion of the S un City EST (elevated water sto rage tank) in the amo unt o f $3,224,000.00 – Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. ITEM SUMMARY: The p ro p o s ed p ro ject includ es the cons truction of a 2 million gallo n elevated water s to rage tank, and all p ip ing necess ary to connec t the exis ting p iping to the EST; the improvements will p ro vide ad d itional elevated sto rage c ap acity fo r S un City (1015 P res s ure Plan). This p ro ject was p ublic ly ad vertis ed on July 19, 2017 and July 26, 2017. Four (4) c o ntracto rs obtained p lans. Fro m thes e plan ho ld ers on Augus t 15, 2017 we receive Two (2) comp etitive b id s . T he lo w q ualified b id d er for the p ro ject was CB&I, LLC with a to tal b id of $3,224,000.00. T hey have completed several Elevated Tanks of this s ize therefo re, Dunham Engineering and staff believes CB&I is q ualified to cons truc t this projec t. STAFF RECOMMENDATION: Dunham Engineering and staff rec o mmend award ing the contrac t to CB&I, LLC of T he Wo o d lands, Texas fo r the cons truc tion of the S un City EST (elevated water sto rage tank) in the amo unt o f $3,224,000.00. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Water Cap ital Fund. 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 Engineers Recommendation Letter/Bid Tab Backup Material Page 131 of 202 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 132 of 202 DATE: PROJECT NAME:2CP 8/21/2017 CB&I LLC Division/Department:GUS / Water Director Approval Prepared By:Michael Hallmark Finance Approval TOTAL ANNUAL BUDGET 3,539,668.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting 300,000.00 300,000.00 8% Terracon 15,568.00 15,568.00 Right of Way 0.00 0% Construction 3,224,000.00 3,224,000.00 91% Other Costs Williamson C Sun 53.10 53.10 0% Total Current Year Costs 315,621.10 3,539,621.10 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0580-90-097 3,539,668.00 Total Budget 3,539,668.00 TOTAL PROJECT BUDGET 3,539,668.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 300,000.00 300,000.00 8% 15,568.00 15,568.00 Right of Way 0.00 0.00 0% Construction 3,224,000.00 3,224,000.00 91% Other Costs 53.10 53.10 0% Total Project Costs 0.00 3,539,621.10 3,539,621.10 Comments: Sun City EST CIP- Budgetary and Financial Analysis Worksheet Page 133 of 202 12815 FM 2154, Suite 150 [Type here] Phone: (979) 690-6555 College Station, TX 77845-3981 Fax: (979) 690-7034 www.DunhamEngineering.com [Type here] TX Registration #: F-2253 August 18, 2017 Mr. Michael Hallmark, CIP Manager Georgetown Utility Systems 300-1 Industrial Ave. Georgetown, Texas 78626 Re: Recommendation of Contractor for Sun City Elevated Storage Tank Project. Project No. 2CP. Bid No. 201730. Contract No. 17-0038-CIP. The purpose of this letter is to recommend a contractor for the above referenced project. A bid tabulation from the August 15th, 2017 public bid opening is attached. This project involves the construction of a new 2.0MG composite elevated tank in the community of Sun City. 1. Bid Tabulation Sheet – Two (2) contractors participated in the bidding process, and were the only two contractors that were pre-qualified to perform the work. The bids were checked for mathematical errors and/or bid irregularities. The project was bid with a Base Bid, and one (1) Alternate Bid item. Copy of bid tabulation attached. 2. Alternate Bid Item No. 1 was to provide pricing for alternate coating systems at the Bidder’s discretion, to provide for price competition among coating manufacturers. It is the opinion of the Engineer that the value of the specified Base Bid coating system outweighs the $11,000 savings offered by the low bidder to apply an alternate. It is recommended that Alternate Bid Item No. 1 NOT be awarded. 3. Qualifications and References – The lowest responsive and responsible bidder, CB&I, LLC of The Woodlands, Texas provided an acceptable list of qualifications and references. The lowest, responsive and responsible bidder, CB&I, LLC is recommended for award for a total contract price not to exceed $3,224,000.00. A copy of the Bidder’s Proposal is attached. Dunham Engineering has interviewed CB&I’s Project Manager, and reviewed submitted references for similar projects, and has found all to be satisfactory. If you should have any questions regarding the above recommendations, please feel free to call anytime. Sincerely, Travis C. Tatum, P.E. Page 134 of 202 www.DunhamEngineering.com Texas Registration Number: F‐ 002253 12815 FM 2154, Suite 150 College Station, Texas 77845 Contractor Base Bid Alt. 1 CB&I 3,224,000$ (11,000)$ Landmark Structures 3,243,000$ NB Georgetown Sun City Bid Tabulation Sheet Georgetown, Texas Bids opened August 15th, 2017 @ 2 p.m. Page 135 of 202 Page 136 of 202 Page 137 of 202 Page 138 of 202 Page 139 of 202 Page 140 of 202 Page 141 of 202 Page 142 of 202 Page 143 of 202 Page 144 of 202 Page 145 of 202 Page 146 of 202 Page 147 of 202 Page 148 of 202 Page 149 of 202 Page 150 of 202 Page 151 of 202 Page 152 of 202 Page 153 of 202 Page 154 of 202 Page 155 of 202 Page 156 of 202 Page 157 of 202 Page 158 of 202 Page 159 of 202 Page 160 of 202 Page 161 of 202 Page 162 of 202 Page 163 of 202 Page 164 of 202 Page 165 of 202 Page 166 of 202 Page 167 of 202 Page 168 of 202 Page 169 of 202 Page 170 of 202 Page 171 of 202 Page 172 of 202 Page 173 of 202 Page 174 of 202 Page 175 of 202 Page 176 of 202 Page 177 of 202 Page 178 of 202 Page 179 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Cons id eration and p o s s ib le rec o mmendation to approve Tas k Ord er CDM-17-008 with CDM S mith, Inc . o f Aus tin, Texas , for p ro fes s io nal s ervic es related to Lake Water Treatment R aw Water Intake and Pump Station Impro vements in the amount of $147,120.00– Wesley Wright, P.E., Sys tems Engineering Direc tor/Michael Hallmark, CIP Manager. ITEM SUMMARY: CDM Smith s hall 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 the maintenanc e improvements to the 40-year old raw water intake and p ump s tatio n in Lake Geo rgeto wn that serves the Lake Geo rgeto wn Water Treatment P lant. The maintenance improvements c o nsist of removing exis ting gates and operating s tems and p lacing b lind flanges over the exis ting o p enings, ins talling new gates on the three exis ting pump s truc tures , is o lating the p ump s tructures by revis ing the cross arms b etween the pump struc tures and rec oating all new and revised s teel. All of this wo rk will b e done und erwater by divers . There will als o b e revis io ns to the d is charge p iping that will red uc e the p ump head lo s s at the existing pump s . STAFF RECOMMENDATIONS: Staff rec o mmend s executing Task Order CDM-17-008 for p ro fes s io nal s ervic es relating to Lake Water Treatment Raw Water Intake and P ump Statio n Imp ro vements with CDM Smith, Inc. of Austin, Texas, in the amount of 147,120.00 FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Was tewater CIP. S ee attac hed C IP 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 CIP B&FAW Backup Material Tas k Order CDM-17-008 Backup Material Page 180 of 202 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 181 of 202 DATE: PROJECT NAME: 2CU 6/21/2017 Lake RAW Water Intake Maintenance Improvements Division/Department:GUS / Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval TW 7/13/2017 TOTAL ANNUAL BUDGET 600,000.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B) Budget Consulting (2016-738-MSA)$147,120.00 $147,120.00 25% Right of Way 0.00 0% Construction $0.00 0% Other Costs 0.00 0% Total Current Year Costs $0.00 $147,120.00 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0580-90-168 $600,000.00 Total Budget $600,000.00 TOTAL PROJECT BUDGET 600,000.00 Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 147,120.00 147,120.00 25% Right of Way 0.00 0.00 0% Construction 0.00 0.00 0% Other Costs 0.00 0.00 0% Total Project Costs 0.00 147,120.00 147,120.00 Comments: Task Order CDM-17-008 CIP- Budgetary and Financial Analysis Worksheet Page 182 of 202 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 7 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: _Lake Water Treatment Plant Raw Water Intake and Pump Station Maintenance Improvements. B. Description: Design, Bidding and General Services during Construction of maintenance improvements to the Lake Georgetown WTP Raw Water Intake and Pump Station. The maintenance improvements consist of replacing the intake gates and other general maintenance on the 40-year-old intake. The maintenance improvements also consist of replacing some discharge piping at the Raw Water Pump Station. ____________ C. City of Georgetown Project Number: _____2CU______________________________ D. City of Georgetown General Ledger Account No.: _660-9-0580-90-168_____ 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 the maintenance improvements to the 40-year old raw water intake and pump station in Lake Georgetown that serves the Lake Georgetown Water Treatment Plant. The maintenance improvements consist of removing existing gates and operating stems and placing blind flanges over the existing openings, installing new gates on the three existing pump structures, isolating the pump structures by revising the cross arms between the pump structures and recoating all new and revised steel. All of this work will be done underwater by divers. There will also be revisions to the discharge piping that will reduce the pump headloss at the existing pumps. The basic services consist of preliminary engineering, design, bidding and general services during construction. The basic services are described below in detail. 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: Task Order No. CDM-17-008, consisting of _7__ pages. Page 183 of 202 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 7 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. 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 USACE operations related to the proposed work on the existing structure. 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. 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. Page 184 of 202 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 7 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. 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: Page 185 of 202 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 7 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 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 16, 2017 Design Phase February 1, 2018 Bidding Phase May 1, 2018 Page 186 of 202 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 7 Construction Phase April 1, 2019 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 $35,720 $51,580 $10,840 $48,980 $147,120 B. The terms of payment are set forth in Article 4 of the Agreement unless modified in this Task Order. 6. Consultants: None 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 Page 187 of 202 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 7 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. 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 188 of 202 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 7 DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Michael Hallmark Name: Allen Woelke, P.E. Title: Project Manager, Systems Engineering Title: Vice President Address: 300-1 Industrial Ave. Georgetown, TX 78626 Address: 12357-A Riata Trace Parkway Suite 210 Austin, TX 78727 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 189 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 2017 SUBJECT: Consideration and possible recommendation to approve Task Order CDM-17-009 with CDM Smith, Inc. of Austin, Texas, for professional services related to the 2018 Water and Wastewater Utility Master P lans Update and 2017-2018 Utility Evaluations Support in the amount of $328,045.00– Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager. ITEM SUMMARY: CDM Smith s hall Update the Water and Was tewater Master P lans b y updating water demand s and wastewater per availab le data and planning info rmation, updating and impro ving the water mo d el to include recently c o nstruc ted fac ilities and o p erational c omponents , updating the was tewater mo d el to includ e recently c o nstruc ted fac ilities and inc o rp o rate flow monitoring analys is , re-as s es s ing p ro p o s ed water and wastewater pro jec ts , and d evelop a 10-year CIP to meet p ro jected fac ility needs as more fully desc rib ed b elo w. Ad d itio nal tas ks includ e sup p o rting GUS with the impac t fee development and utility evaluatio ns for 2017 to 2018. STAFF RECOMMENDATIONS: Staff rec o mmend s executing Task Order CDM-17-009 for p ro fes s io nal s ervic es relating to the 2018 Water and Was tewater Utility Mas ter Plans Up d ate and 2017-2018 Utility Evaluatio ns Sup p o rt with CDM Smith, Inc . o f Aus tin, Texas , in the amo unt o f 328,045.00. FINANCIAL IMPACT: Funds fo r this exp enditure are bud geted in the Water/Wastewater CIP. SUBMITTED BY: Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager. ATTACHMENTS: Description Type Tas k Order CDM-17-009 Backup Material Page 190 of 202 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 11 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: 2018 Water and Wastewater Utility Master Plans Update and 2017-2018 Utility Evaluations Support B. Description: Update the Water and Wastewater Master Plans by updating water demands and wastewater per available data and planning information, updating and improving the water model to include recently constructed facilities and operational components, updating the wastewater model to include recently constructed facilities and incorporate flow monitoring analysis, re-assessing proposed water and wastewater projects, and develop a 10-year CIP to meet projected facility needs as more fully described below. Additional tasks include supporting GUS with the impact fee development and utility evaluations for 2017 to 2018. C. City of Georgetown Project Number: _______2BB___________________________________ D. City of Georgetown General Ledger Account No.: _660-9-0580-90-109 (Water) & 660-9-0581- 90-004 (Wastewater) E. City of Georgetown Purchase Order No.: ___________________________________________ F. Master Services Agreement, Contract Number: 2016-738-MSA_________________________ 2. Services of Engineer Task 1 Meetings and Project Management Several meetings are required to ensure the project is meeting the project objectives and expectations of OWNER. Meetings anticipated for the project include the following: • Meeting 1a - Project Initiation: In-person meeting with OWNER and ENGINEER project staff. Duration of approximately four (4) hours to review scope and gather information. • Meeting 1b - Water SCADA/Calibration Discussion and Observation: In-person meeting with OWNER’s operators and ENGINEER water modelers and key project staff to discuss and observe operations for the purpose of developing improved operational rules in the model. To occur immediately after the project initiation meeting and may continue to the following day. Allow for a total of eight (8) hours. Task Order No. CDM-17-009, consisting of 11 pages. Page 191 of 202 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 11 • Meeting 2 – Water Demands and Wastewater Flows Review: Phone meeting with OWNER’s and ENGINEER’s key project staff to discuss comments regarding the draft memorandum. Duration of approximately two (2) hours. • Meeting 3 – Discussion of Operational Water Model Results: Phone meeting with OWNER and ENGINEER water modelers and key project staff to discuss the results of the existing conditions operational model run to determine if additional calibration is needed. Duration of approximately three (3) hours. • Meeting 4 - Discussion of Additional Wastewater Service Area: Phone meeting with OWNER and ENGINEER wastewater modelers and key project staff to discuss the alternatives for service. Duration of approximately two (2) hours. • Meeting 5 – 10-Year Capital Improvements Plan (CIP) Discussion: In-person meeting with OWNER and ENGINEER project staff to discuss the projects proposed for the water and wastewater CIPs. Duration of approximately six (6) hours. • Meeting 6 – OWNER Presentation: In-person meeting to present the master plans to OWNER and other relevant parties as needed. A draft presentation will first be presented to OWNER over the phone. Duration of approximately four (4) hours for the draft presentation and four (4) hours for the final presentation. • Additional Meetings: Other meetings where ENGINEER needs to be present includes one (1) GUS Board Meeting, one (1) City Council Meeting, and up to four (4) Impact Fee Committee Meeting. The project management portion of this task involves the day-to-day ENGINEER administrative, technical, and financial management of the project activities to ensure that the project budget, schedule, scope, and quality objectives are met. This effort includes coordinating meetings, management of staff and quality milestones, and preparation of monthly invoices and progress reports. Task 2 Data Collection Data from OWNER and online sources will need to be collected including GIS, water billing, water production, SCADA, existing and future land use, development, and growth data. A brief memorandum will be produced that outlines the data needs. ENGINEER will review the data and follow-up with OWNER regarding our understanding of the data or any missing data. This task also includes appropriate organization of the data and developing necessary databases. Deliverable: Data requests memorandum Task 3 Water Demand and Wastewater Flows Updates Water demands and wastewater flows will be determined for year 2017 and projected for future conditions. Geocoded water billing data will be used along with U.S. Census data to distribute the 2017 population in the Georgetown Utility Systems (GUS) service area. Water billing data, production data, and other relevant information will be used to update the water demand and wastewater flow parameters used for modeling or projecting future demands and flows. This will also include review of Advance Metering Infrastructure (AMI) data to develop diurnal water demand patterns for different types of use in the system. These updates will be incorporated into a technical memorandum on water and wastewater Page 192 of 202 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 11 modeling, evaluation, and design criteria included in the previous master plans and updated for this master plan. Specific design criteria as specified by GUS will be added. The water demands and wastewater flow projections methodology produced as part of the previous master plan will be reviewed and updated to incorporate the latest information from OWNER. Updated information regarding population growth and distribution provided by OWNER will be used to develop and distribute demands and flows for future condition scenarios. It is assumed that OWNER will provide information similar to what has been provided by their planning department in the past including future land use maps and a growth framework (both provided electronically as GIS shapefiles). Other information that will be incorporated include information on planned developments and the Williams Drive corridor study land uses. The water demand and wastewater flow planning horizons to be included in the modeling are outlined below: • Water Model: Years 2018, 2023, 2028, and 2038 • Wastewater Model: Years 2018, 2028, and buildout An updated technical memorandum on the water demand and wastewater flow future projections methodology will be produced and included as an appendix to both the water and wastewater master plan reports. This task will also include an evaluation of long-term water demand projections to compare to existing and potential water supply contracts. Two (2) projections of water demand (with and without water conservation estimates) will be included. The evaluation is an update to previous evaluations on long-term water demand and supply. An updated technical memorandum will be produced and included as an appendix to the water master plan report. Meeting 2, as described in Task 1, will be a discussion of the comments from OWNER regarding drafts of the following deliverables. Deliverables: • Updated water demand and wastewater flow modeling, evaluation, and design criteria technical memorandum • Updated water demand and wastewater flow future projections methodology • Updated long-term water demand and supply evaluation technical memorandum Task 4 Water Model Updates and System Evaluation Subtask 4.1 Update the Existing Base Model: The existing water distribution system hydraulic model, WaterGEMS by Bentley, will be updated to current conditions. This task includes adding/updating all pipes based on updates to the GIS data, especially including new neighborhoods. The model will also be checked and refined at each tank and pump station to more accurately reflect the actual set-up (sizes, valves, connections), features to scale. Page 193 of 202 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 11 Subtask 4.2 Existing Model Base Operational Enhancements: This task will involve using the lessons learned in the daylong operational meeting and witnessing actual system operations to improve model operational rules for high demand days. Different operational rules will be applied for average conditions versus maximum day conditions. Subtask 4.3 Distribute Geocoded Demands: This task will allocate each geocoded demand point to a single pipe in the model. Geocoded points outside of the service area will be researched and corrected (we may request OWNER assistance for a small number of accounts). Also, large accounts, the top 50 accounts, will be manually checked to verify the assigned location. Each demand will then be split evenly to the two nodes at the end of the pipe. Demands will be built up in an external spreadsheet into a format that can be directly loaded into the model. This will include allocation of non-revenue water (NRW), proposed to be performed based on pipe volume (larger, longer pipes will receive a proportionately higher share of NRW) and optionally by increasing/decreasing allocations by pressure zone or pipe material. The use of a spreadsheet in lieu of model tools for demand allocation allows for a documented record of what the demands should be per scenario. Subtask 4.4 Debug Model and Produce Operational Summaries: ENGINEER will run the updated model for base conditions (2018 average and 2018 maximum day) and produce an operational narrative with summary graphs to describe model observations. OWNER’s operators will review the narrative and provide feedback as to how well the model is simulating actual experience. ENGINEER and OWNER will then determine whether additional data is needed and if additional adjustments need to be made to the model. Meeting 3 covers the discussions between OWNER and ENGINEER regarding this task. Subtask 4.5 Develop “Near-term” Conditions Model: This task will combine existing demands with planned OWNER improvements within the next 2-3 years (projects in construction or under design) to be able to provide more flexibility for evaluating proposed developments. The existing model in use today already has some of these features incorporated; therefore, this task should require minimal effort. Subtask 4.6 Develop Future Models: Demand projections for each planning horizon will be added to existing demands to produce future demand scenarios. Each scenario will be produced sequentially so that it will start with the demands from the previous scenario. Demands will only be updated for average day scenarios. Maximum day scenarios will use a factor times average day. This factor will be determined as part of Task 3. Maximum day scenarios may also use different patterns for certain customers, but the base demands will be the same. Subtask 4.7 Evaluate Existing and Near-term System: This task will apply the model under existing and near-term conditions through 2023 to evaluate the capability of the existing system to meet projected demands through 2023. This task will use average day, maximum day (including peak hour) and maximum day plus fire flow scenarios to identify deficiencies in the existing (and planned) system. Deficiencies will be defined by points that cannot maintain required pressures under peak hour and average day conditions, points that have a hydrant but cannot deliver 1,000 gpm fire flow for single-family residential during maximum day conditions, or 1,500 gpm for commercial, multifamily, non-single family residential areas during maximum day conditions. Subtask 4.8 Evaluate Long-term System: This task will determine where projects are needed for the year 2038 to size projects that will be needed earlier. Evaluations for this scenario will be limited to maximum day/peak hour analyses while maintaining required pressures across the system. Page 194 of 202 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 11 Subtask 4.9 Evaluate Supply, Storage and Pumping Needs: This task will use the demand projections accumulated by pressure zone and compare demands to TCEQ requirements to determine long-term supply, storage and pumping needs per zone. Task 5 Wastewater Model Updates and System Evaluation Subtask 5.1 Update the Physical Components of the Existing System Model: The wastewater model, developed in InfoWorks ICM by Innovyze, will be updated as needed for the master plan. This subtask includes updating the physical component of the model. The existing system wastewater model includes gravity pipes 10 inches and larger. Smaller sized gravity lines are included as needed to adequately evaluate the system. The existing system wastewater model will be updated to include any newly constructed gravity lines that are 10 inches and larger according to available GIS data. Modeled system information will also be reviewed in up to three (3) critical areas. This review includes checking invert elevations, pipeline diameters, and lift station information and operation. Subtask 5.2 Update Subcatchments: The subcatchments contain all of the necessary information for producing the wastewater flows in the model. The delineation of the wastewater subcatchments for the buildout planning horizon will be reviewed and updated based on recent information regarding developments. Delineating subcatchments according to planned developments (where possible) allows for efficient tracking of how the wastewater flows are developing. Once the subcatchment delineation is updated, the subcatchments will be identified for each planning horizon and the information from Task 3 will be used to update the flow parameters for each planning horizon. Subtask 5.3 Incorporate Flow Monitoring Data: OWNER will collect flow monitoring data in select areas of the system. ENGINEER will review and analyze the data to determine if updates should be made to the wastewater collection system model parameters. This task includes analysis of data from up to five (5) flow meters. The task involves organizing the data, analyzing the data using the Sanitary Sewer Overflow Analysis and Planning (SSOAP) Toolbox available from the EPA, and assessing the parameters for dry weather groundwater infiltration (GWI), base wastewater flow (BWF), and rainfall-dependent inflow and infiltration (RDII). A technical memorandum will be produced for this task and will be included as an appendix to the master plan. The model will be updated as needed to perform the following evaluation tasks. Subtask 5.4 Existing System Evaluation and Identification of Improvements: The updated existing system (year 2018 planning horizon) model will be evaluated according to TCEQ and available OWNER criteria. Deficiencies will be identified, and projects may be proposed to address the deficiencies. Some deficiencies may not be critical enough to require improvements, but the deficiencies will be identified for OWNER’s consideration. Subtask 5.5 Additional Service Area Modeling: OWNER has requested that additional future service area be added to the model. This will require the development of additional subcatchments to cover the additional service area including delineation and development of flow parameters. Up to three (3) alternatives for serving this area will be explored with one (1) to be selected for inclusion in the master plan and CIP development. Meeting 4 covers the discussions between OWNER and ENGINEER regarding this task. Page 195 of 202 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 11 Subtask 5.6 Future Conditions Evaluation and Identification of Improvements: The future conditions system (year 2028 and buildout planning horizons) models will be updated and evaluated according to TCEQ and available OWNER criteria. Deficiencies will be identified, and proposed projects from the previous master plan may be updated or additional improvements may be added to address the deficiencies. Some deficiencies may not be critical enough to require improvements, but the deficiencies will be identified for OWNER’s consideration. This task also includes a re-evaluation of the proposed Northlands wastewater treatment plant and the cross-town tunnel alternatives. These are two critical projects that have significant implications in developing the impact fee, and thus need to be reviewed. Task 6 Capital Improvement Plans Meeting 5 covers the discussions for this task which will include a review of deficiencies/issues identified for both the water and wastewater systems and discussion of alternatives to meet level-of-service goals. For the water system, ENGINEER will prepare up to two (2) major alternatives to alleviate identified issues out to the 2038 planning horizon. For the wastewater system, the re-evaluation of Northlands wastewater treatment plant and the cross-town tunnel alternatives will be discussed along with a discussion of the overall proposed improvements for the overall buildout model. The methodology for developing cost estimates will also be discussed and unit costs will be decided upon. Based on comments from OWNER at Meeting 5, the water and wastewater projects will be sized and phased for the interim planning horizons. The 10-year projects will be incorporated into the capital improvement plans (CIPs). Next, ENGINEER will prepare the water and wastewater CIPs for the next ten years that address the capacity needs of the OWNER water and wastewater systems. This includes cost estimates with individual cost sheets for each project and an approximate phasing plan based on specific input from OWNER. These plans will be included in the overall master plan reports including a summary table and map for each of the water and wastewater CIPs. Task 7 Draft Water and Wastewater Master Plan Reports A draft report of the water and wastewater systems master plan will be prepared. The draft report will be delivered electronically and OWNER will provide comments electronically within 30 days. Deliverables: • Draft Water Master Plan • Draft Wastewater Master Plan Task 8 Final Water and Wastewater Master Plan Reports and Presentation Following receipt of comments from OWNER, a final water and wastewater master plan will be prepared. Five (5) copies of the final report will be prepared and submitted to OWNER. A presentation to GUS Board and city council will be prepared and presented upon request of OWNER. Deliverables: • Final Water Master Plan • Final Wastewater Master Plan Page 196 of 202 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 11 Task 9 Water and Wastewater Impact Fee Assistance ENGINEER will assist OWNER and its rate consultant in development of an updated impact fee. Assistance includes explanation of the CIP and capacities of the water and wastewater system. Task 10 Fourth Quarter Fiscal Year 2017 Water and Wastewater Utility Evaluations This task will cover fourth quarter fiscal year 2017 modeling services for utility evaluations requested by OWNER for the water and wastewater systems. These evaluations are conducted for proposed developments in an effort to support OWNER with determining critical improvements needed to serve the proposed development or other areas that may be impacted by the proposed development. ENGINEER will perform “what if” scenarios using most recent water and wastewater models. This task will include the following services: • Engineer will evaluate specific development situations as directed by OWNER and provide a recommendation as to whether existing infrastructure can support the development and, as necessary, recommendations regarding the infrastructure required to allow for the proposed development. • An email and/or informal memo will be prepared and sent to the Project Manager outlining the request for evaluation and results of the evaluation. The Project Manager will distribute to OWNER as needed. The applicable Service Evaluation Form will be attached to the email/memo. • Engineer will also indicate in the email/memo if the plans for specific developments meet the criteria established for determining wastewater flows/water demands based on the future land use plan or other development plans. This information will help OWNER determine if there are significant deviations from their CIP. • Services will also include periodic conference calls or, if needed, meetings with OWNER to discuss evaluations and implications of development scenarios. Engineer will revise data as directed by OWNER based on these discussions. This task will be done in parallel with the rest of this scope (excluding the following Task 11) with evaluations completed as needed. The fee for this task is $9,930, which will be utilized until exhausted. Task 11 Fiscal Year 2018 Water and Wastewater Utility Evaluations This task is the same as Task 10 except it is for fiscal year 2018. This task will begin once the fee for Task 10 is exhausted. The fee for this task is $49,590, which will be utilized as evaluations are requested until exhausted. 3. Owner's Responsibilities Owner shall have those responsibilities set forth in the Agreement subject to the following: A. 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. Page 197 of 202 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 11 B. 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. C. Assist ENGINEER by placing all available information pertinent to the Project, including previous reports at the ENGINEER’s disposal. D. Furnish to ENGINEER, as requested for performance of basic services or as required by the Contract Documents, the following: i. Data prepared by or services of others; ii. Environmental assessments, audits, investigations and impact statements, and other relevant environmental or cultural studies as to the Project; iv. 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; v. Examine all alternate solutions, studies, reports, sketches, proposals and other documents presented by ENGINEER; vi. 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; vii. 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 viii. 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 Tasks 2 through 8 February 28, 2018 Task 1 and 9 September 28, 2018 Task 10 September 29, 2017 Task 11 September 28, 2018 Page 198 of 202 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 9 of 11 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 -2018 Master Plans and CIPs -Impact Fee Assistance -4th Quarter 2017 Evaluations -2018 Evaluations TOTAL Task Order Amount Lump Sum Lump Sum Lump Sum Lump Sum Lump Sum $258,845 $9,680 $9,930 $49,590 $328,045 B. The terms of payment are set forth in Article 4 of the Agreement unless modified in this Task Order. 6. Consultants: None 7. Other Modifications to Agreement: None 8. Attachments: None 9. Documents Incorporated By Reference: The Agreement effective September 30, 2016. Page 199 of 202 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 10 of 11 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. 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 200 of 202 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 11 of 11 DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Chelsea Solomon, P.E. Name: Stan Plante, P.E. Title: Project Manager, Systems Engineering Title: Vice President Address: 300-1 Industrial Ave. Georgetown, TX 78626 Address: 9430 Research Boulevard Suite 1-200 Austin, TX 78759 USA E-Mail Address: Chelsea.Solomon@georgetown.org E-Mail Address: PlanteSV@cdmsmith.com Phone: 512-930-6116 Phone: 216-912-1066 Fax: 512-930-3558 Fax: 216-912-1066 Page 201 of 202 City of Georgetown, Texas Utility System Advisory Board September 8, 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 202 of 202