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Notice of Meeting of the
Governing Body of the
City of Georgetown, Texas
Tuesday, August 12, 2003
The Georgetown City Council will meet on Tuesday, August 12, 2003 at 06:00:00 PM at the San Gabriel
Break Room of the Georgetown Municipal Complex, 300 Industrial Avenue, Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
An agenda packet, containing detailed information on the items listed below, is distributed to the Mayor,
Councilmembers, and the Georgetown Public Library no later than the Saturday preceding the couUA
meeting. The library's copy is available for public review.
Please Note: This City Council Meeting will be video taped live and made available for broadcast
by the local cable company.
Regular Session to convene and continue Executive Session, if necessary
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows
A Sec.551.071 consultation with attorney
- Pending Litigation
- Tr•omas =�arez. J:of Gaorgetown. Texas. City of Georgetown Police Department. Georgetown Po�ice Sat. CZ C Devtat
Gecrgetown �.i¢e Dfficer: aca Dacey. 'Salt Painter, span Grubbs. Cause No. 03-113-C368 ,n the 3681h judic!a! Dlsr.�c; oua of
Wiliiamso :ounr,. Texas
- Matthew Palma, and Brian Grubbs, Plalmlys v. David Morgan, individually and in Ins official Capacity as Chief of Police of the
Georgetown Police Department; Robert Hernandez, Individually and in his Official Capacity as Captain of the Georgetown Police
Department Gary Todd Terbush, Individually and in his official Capacity as Lieutenant of the Georgetown Police Department; Georgetown
Police Department; and the City of Georgetown, Defendants, Cause No, A03 -CA -014.114. In the United States District Court for the
Western District of Texas, Austin Division.
- Potential Litigadon/Settlement Offers
- John Simmons, d.b.a. Georgetown Aviation Facilities Complaint to FAA
- Legal Advice Regarding Agenda Items and other Matters
B Sec.551.072 deliberation on real property
- Purchase, exchange, lease, or sale of real property
- Discussion and possible action regarding the purchase of approximately 6 acres of land for park purposes
- Discussion and possible action regarding lease agreement with Sabio Engineering. Inc.
Regular Session - To begin no earlier than 6:00 P.M.
(The City Council for the City of Georgetown reserves the right to adjourn into executive session at any time during
the course of this meeting to discuss any of the matters listed below, as authorized by Texas Government Code
Sections 551.071 (Consultation with Attorney), 551.072 (Deliberations about Real Property), 551.073 (Deliberations
about Gifts and Donations), 551.074 (Personnel Matters), 551.076 (Deliberations about Security Devices) and
551.086 (Economic Development).
C Call to Order
D Pledge of Allegiance
E Comments from the dais regarding the following items:
- Welcome to Audience and Opening Comments -- Mayor Gary Nelon
F Announcements and Comments from City Manager
City Council Agenda/August 12, 2003
Page 1 of 3 Pages
Council Meeting Date: August 12, 2003
AGENDA ITEM COVER SHEET
Item No. T
SUBJECT:
Consideration and possible action to approve a contract amendment
between the City of Georgetown and Camp, Dresser, and McKee, Inc. (CDM) for
professional services relating to the design of the Berry Creek Lift
Station Improvements.
ITEM SUbR ARY:
The expansion of the Berry Creek Wastewater Treatment Plant provided
for the design related to expansion of the existing Berry Creek Lift
Station. However, a new development to be served by the Berry Creek
Wastewater Treatment Plant, The Villages of Berry Creek, will require the
installation of a separate lift station by the developer if the existing
Berry Creek lift station is upgraded.
The installation of a new, more accessible lift station will
eliminate the need for a lift station upgrade of the existing equipment and
will also eliminate a separate developer -installed lift station. The
combination of both lift stations will provide for on-going operational and
maintenance savings as well as allowing the decommissioning of the existing
lift station, which is not accessible by some of the City's maintenance
equipment.
This item allows for the engineering and design of the new lift
station. Total cost for engineering services is not to exceed $48,500.00.
SPECIAL CONSIDERATIONS:
NONE
FINANCIAL IMPACT:
Funds to be paid from the Wastewater Capital Fund in the amount of
$48,500.00.
STAFF RECOMMENDATION:
Staff recommends the approval of a contract amendment between the
City of Georgetown and Camp, Dresser, and McKee, Inc. (CDM) for professional
services relating to the design of the Berry Creek Lift Station Improvements.
GUS BOARD RECOMMENDATION:
None - Cost is below the threshold for GUS review.
COMMENTS:
NONE
ATTACHMENTS:
1. CDM Propos professional services for the Berry Creek Lift
Station I A nts.
Brig
stan C ty Manager
Utiliti
Water Services Me
CAdnlk�=
DM
12357-A Biata Trace Parkway, Suite 210
Austinjexas 78727
tel: 512346-1100
fax: 512345-1483
June 10, 2003
Mr. Glenn Dishong
Water Services Manager
Georgetown Utility Systems
1101 N. College Street
Georgetown, TX 78626
Subject: Transmittal of Amendment to Agreement for Professional Services to
Design the Berry Creek Wastewater Lift Station Improvements
Dear Mr. Dishong:
Transmitted with this letter are three partially executed copies of the Amendment to the
Agreement between the City of Georgetown and Camp Dresser & McKee Inc. (CDM) for
Professional Services to Design the Berry Creek Wastewater Lift Station Improvements.
Please fully execute all three agreements, and return one copy to us for our files.
If you have any questions regarding this Amendment, please call me at (512) 346-1100.
Sincerely,
Allen D. oelke, P.E.
Vice President
Camp Dresser & McKee Inc.
W tC y or C xi geLo %inentlmentssA8-10-03_D1sn ng SC-doc
consulting engineering construction operations
CITY OF GEORGETOWN
PROFESSIONAL SERVICES
TO DESIGN THE BERRY CREEK
WASTEWATER LIFT STATION IMPROVEMENTS
ENGINEERING FEE ESTIMATE
•
Structural Engineering:
$ 7,500.00
•
Civil Engineering:
$ 3,600.00
•
Additional Mechanical/Electrical Engineering:
$ 6,400.00
•
Bid Phase:
$ 4,500.00
•
Additional General Services During Construction Phase:
$ 6,000.00
•
Other Direct Costs, including:
$ 1,500.00
Travel
Telephone
Copying/bluelines
Postage/facsimile
Computer time
Total Basic Engineering Services
$29,500.00
•
Surveying
$10,500.00
•
Geotechnical
$ 3,000.00
•
WPAP including Fee
$ 5,500.00
Total Special Services
$19,000.00
TOTAL
$48,500.00
A4272AMD N96.dm
Council Meeting Date: August 12, 2003
AGENDA ITEM COVER SHEET
I" 0, ado -ops
Item No.
SUBJECT:
Council consideration and possible action to approve payment
to LCRA for engineering services related to the upgrade of GUS
facilities within the LCRA owned Substations.
ITEM SUMMARY:
Georgetown Utility Systems Electric Department is completing
the three year process started in the 2000/2001 Capital Improvement
Projects Plan, of replacing the GUS owned substation breakers
originally installed in the LCRA Substations in the 1960'x.
Replacement of these substation breakers is necessary due to
unavailability of spare parts for this equipment.
The LCRA assists Georgetown Utility Systems with maintenance
of this equipment and has informed Energy Services that as
replacement parts are required it has become difficult to find
suppliers for this vintage of equipment and that some parts have
actually been fabricated in the LCRA shop.
The engineering services of LCRA will be used to ensure that
the upgrades of equipment owned by GUS will continue to be
compatible with LCRA owned equipment and that the operation of
either utilities equipment will not affect the other negatively.
SPECIAL CONSIDERATIONS:
NONE
14 C0 U-4#01000303.;'Wr
Funds in the amount of
electric capital improvement
0 are to
counts.
be paid
from the
COMMENTS:
NONE
G //—/0
'/O/ &&F/0
-0 K13k.35�
ATTACHMENTS:
G//- ID/
G/Ti/
r` gral
1. Engineering Scope of services from LCRA
for engineering in
San Gabriel, Glasscock
and Chief Brady
Substations
$34,685.
c
Submitted By: Jim Briggs, Michael W. Mayben
Assistant City Manager Energy Services Manager
For Utilities
A
ENERGY• Wei R - COM UN"SERWES
July 18, 2003
Mr. Michael Mayben
Energy Services Manager
City of Georgetown Utility Systems
P.O. Box 409
Georgetown, TX 78627-0409
Dear Michael,
Enclosed please find two copies of each engineering contract for the Gabriel, Chief
Brady, and Glasscock substation. These contracts cover the design costs on all the
remaining work for changing out the low side breakers and converting the City owned
hardware to 25kV and 1,200 Amps. If you feel that all is in order, please execute all six
contracts and return one of each to me.
I have also included a copy of the project plan for your review. This is a new process that
the Project Management Office has started and I would appreciate your input.
Thanks for your assistance with this project. As always, if you have any questions please
feel free to call.
Sincerely,
.10 W. Hee r. MP
P.O. BOX 220 • AUSTIN, TEXAS • 78767-0220 • (512) 473-3200 • 1-800-776-5272 • WWW.LCRA.ORG
TRANSMISSION
Cn� SERVICES CONTRACT
ENERGY • WATER • COMMUNITY SERWES
CUSTOMER: City of Georgetown
P.O. Box 409
Goergetown, TX 78627-0409
DATE SUBMITTED: July 18, 2003
;COPE OF SERVICES: JOB NUMBER: 302723
The Lower Colorado River Authority will provide The City of Georgetown Utility Systems with the following
engineering services at the Chief Brady substation:
1. Perform an engineering review on the City owned portion of the substation to determine any necessary changes
2. Design breaker panels(CB-20, CB40, CB -50)
Construction services are not part of this contract.
SCHEDULE:
Substation R&C engineering will be completed within ten weeks of notification that the breakers and relays have been
ordered or execution of contract. Which ever is later.
I C - - -,RACT PRICE;
Firm Price:
58,900
Customer and the Lower Colorado River Authority agree that the work described above shall be performed in accordance with the
terms and conditions on the front and reverse sides of this form.
City of Georgetown Lower Colorado River Authority
Y: By:
rbtt: Print: Lynn . eenan Jr.
de: Tide: Project Manager
ate; Date: July 18, 2003
I OFFICE USE ONLY
Accounting: TENCO/621001/LNA/400301/1004681
Approved By:
Completion Date:
P.O. BOX 220 • AUSTIN, TEXAS • 78767-0220 • )512) 473-3200 • 1-800-776-5272 • WWW.LCRA.ORG
TERMS & CONDITIONS
This Contract is subject to the following terms & conditions:
The LCRA shall invoice Customer monthly and the Customer shall promptly pay the LCRA within 30 days
of invoice date.
2. The LCRA shall indemnify and hold Customer harmless from any and all claims, causes of action, judgments,
losses, damages and cost resulting from the injury or death of any person and for damage to any property that
occurs during the LCRA's on-site performance of the Work to the extent that the injury, death or damage is
caused by the negligence of the LCRA employees. To the extent allowable by law, Customer shall similarly
indemnify the LCRA with respect to negligence of Customer's employees and/or contractor(s).
3. Changes in the Scope of Services may be made only by a written change order signed by representatives of
Customer and the LCRA. Verbal change orders shall not be given, except in case of an emergency
endangering people or property.
4. The term of this Contract shall be the duration of the work or in case of ongoing services, until the Contract is
terminated. The Contract may be terminated at any time by either party upon written notice to the other party.
5. If this contract involves engineering, LCRA shall perform all engineering work under the supervision of a
registered professional engineer and in accordance with industry standards. All material specified shall meet
or exceed the minimum requirements of the LCRA and RUS specifications. The LCRA shall not be
responsible for equipment malfunctions due to system disturbances, lightning or other abnormal causes
TRANSMISSION
� SERVICES CONTRACT
Lcbi;
ENEMOY• WATER• COM UNIW SERVKES
CUSTOMER: City of Georgetown
P.O. Box 409
Goergetown, TX 78627-0409
DATE SUBMITTED: July 18, 2003
iCOPE OF SERVICES: JOB NUMBER: 302727
The Lower Colorado River Authority will provide The City of Georgetown Utility Systems with the following
engineering services at the Glasscock substation:
1. Perform an engineering review on the City owned portion of the substation to determine any necessary changes and
develop CDD
2. Design breaker panels(GL-60, GL -70)
3. Design cable runs between breakers and control house if needed.
Construction services are not part of this contract.
SCHEDULE:
Substation electrical engineering will be completed within 10 weeks of the executed contract.
Substation R&C engineering will be completed within ten weeks of notification that the breakers and relays have been
ordered.
C----RACT PRICE:
Firm Price:
$13,835
Customer and the Lower Colorado River Authority agree that the work described above shall be performed in accordance with the
terms and conditions on the front and reverse sides of this form.
City of Georgetown Lower Colorado River Authority
.y By:
tint; Print: L4 -w- H nan Jr.
ide: Title: Project Manager
late: Date: July 18, 2003
)FFICE USE ONLY
Accounting: TENCO/621001/LNA/400301/1004674
Approved By:
Completion Date:
P.O. BOX 220 • AUSTIN, TEXAS • 78767-0220 • )512) A73-3200 • 1-800-776-5272 • WWW.tCRA.ORG
TERMS & CONDITIONS
This Contract is subject to the following terms & conditions:
The LCRA shall invoice Customer monthly and the Customer shall promptly pay the LCRA within 30 days
of invoice date.
2. The LCRA shall indemnify and hold Customer harmless from any and all claims, causes of action, judgments,
losses, damages and cost resulting from the injury or death of any person and for damage to any property that
occurs during the LCRA's on-site performance of the Work to the extent that the injury, death or damage is
caused by the negligence of the LCRA employees. To the extent allowable by law, Customer shall similarly
indemnify the LCRA with respect to negligence of Customer's employees and/or contractor(s).
3. Changes in the Scope of Services may be made only by a written change order signed by representatives of
Customer and the LCRA. Verbal change orders shall not be given, except in case of an emergency
endangering people or property.
4. The term of this Contract shall be the duration of the work or in case of ongoing services, until the Contract is
terminated. The Contract may be terminated at any time by either party upon written notice to the other party.
5. If this contract involves engineering, LCRA shall perform all engineering work under the supervision of a
registered professional engineer and in accordance with industry standards. All material specified shall meet
or exceed the minimum requirements of the LCRA and RUS specifications. The LCRA shall not be
responsible for equipment malfunctions due to system disturbances, lightning or other abnormal causes.
L AdM
�.A
EWE-WATK-CC UN"SERVKES
iCOPE OF SERVICES:
TRANSMISSION CUSTOMER: City of Georgetown
SERVICES CONTRACT P.O. Box 409
Goergetown, TX 78627-0409
DATE SUBMITTED: July 18, 2003
JOB NUMBER: 302718
The Lower Colorado River Authority will provide The City of Georgetown Utility Systems with the following
engineering services at the Gabriel substation:
1. Design changes to convert low side A frame to 25 W
2. Design distribution modifications to de -energize the A frame
Construction services are not part of this contract.
SCHEDULE:
All atgineering will be completed within 10 weeks of the executed contract.
C PRACT PRICE:
Firm Price:
$11,950
Customer and the Lower Colorado River Authority agree that the work described above shall be performed in accordance with the
terms and conditions on the front and reverse sides of this form.
City of Georgetown
hue:
I OFFICE USE ONLY
Accounting: TENCO/621001/LNA/400301/1004678
Lower Colorado River Authority
By:
Print: LynAV eenan Jr.
Title: Project Manager
Date: July 18, 2003
Approved By:
Completion Date:
P.O. BOX 220 • AUSTIN, TEXAS • 78767-0220 • 15121 473-3200 • 1-800-7765272 • WWW.LCRA.ORG
TERMS & CONDITIONS
This Contract is subject to the following terms & conditions:
The LCRA shall invoice Customer monthly and the Customer shall promptly pay the LCRA within 30 days
of invoice date.
2. The LCRA shall indemnify and hold Customer hamiless from any and all claims, causes of action, judgments,
losses, damages and cost resulting from the injury or death of any person and for damage to any property that
occurs during the LCRA's on-site performance of the Work to the extent that the injury, death or damage is
caused by the negligence of the LCRA employees. To the extent allowable by law, Customer shall similarly
indemnify the LCRA with respect to negligence of Customer's employees and/or contractor(s).
3. Changes in the Scope of Services may be made only by a written change order signed by representatives of
Customer and the LORA. Verbal change orders shall not be given, except in case of an emergency
endangering people or property.
4. The term of this Contract shall be the duration of the work or in case of ongoing services, until the Contract is
terminated. The Contract may be terminated at any time by either party upon written notice to the other party.
5. If this contract involves engineering, LCRA shall perform all engineering work under the supervision of a
registered professional engineer and in accordance with industry standards. All material specified shall meet
or exceed the minimum requirements of the LCRA and RUS specifications. The LCRA shall not be
responsible for equipment malfunctions due to system disturbances, lightning or other abnormal causes.
Project Plan
For
Georgetown Distribution
Prepared by:
Name Lynn Heenan
Title Project Manager
Date 06/79/03
Table of Contents
1. Introduction
1.1 Recommendation
1.2 Need for project
2. Project Scope
2.1 Description
2.2 Objective
3. Work Package (SOW) Breakdown
3.1 Project Control
3.2 Project Planning and Conceptual Design
3.3 CCN
3.4 Property Rights Acquisition
3.5 Engineering and Design
3.6 Material Procurement
3.7 Construction
3.8 Project Closeout
4. Project Team and Stakeholders
4.1 Project Team
4.2 Customers and other stakeholders
5. Project Resources, Activities and Milestone Schedule
5.1 Project Resources
5.2 Project Activities and Milestone Schedule
6. Project Budget
7 Risk Management
7.1 Assumptions
7.2 Current Risks, Constraints and Mitigation Plans
8 Management Process
8.1
Scope Management Plan
8.2
Schedule Management Plan
8.3
Cost Management Plan
8.4
Communications Management Plan
8.5
Staffing Management Plan
8.6
Quality Management Plan
8.7
Procurement Management Plan
8.8
Risk Response Plan
8.9
Close-out Process
I Introduction
This project is an addendum to the 2004 2008 Transmission System Improvement Plan
Ida (TSIP). The City of Georgetown has requested that LCRA upgrade the low side of the
substations feeding the City to 25 kV and 1,200 Amps. This will require work at the Chief
Brady, Georgetown, Gabriel, and Glasscock substations. Although LCRA will perform all of
the work, the costs will be divided between LCRA and the City.
1,200 Amp Upgrade: A number of the City's existing low side circuit breakers are under-
rated and cannot support additional load in an emergency condition when backing up
neighboring feeders or substations. In addition, the existing circuit breakers and relays are
old and require more than normal maintenance to keep them operable. The City of
Georgetown would also like to take advantage of the features available in the new
microprocessor based SEL relays such as fault event recording, metering, and real-time
communications. The City of Georgetown has already purchased most of the circuit breakers
and relays that are planned for replacement.
25 kV Upgrade: The five substations serving the City of Georgetown supply the distribution
system at both 12.5 -kV and 25 -kV. Based upon Summer 2002 loading conditions,
approximately 60 percent of the total city load is supplied at 12.5 -kV while 40 percent is
supplied at 24.9 -kV. The City of Georgetown is actively converting their system from 12.5 -kV
to 25 -kV to improve distribution voltage levels. This voltage upgrade is necessary as the
area becomes more densely populated resulting from load growth in the range of eight
percent annually.
1.1 Recommendation
Upgrade distribution feeder bays as necessary to support the City of Georgetown low
voltage circuit breaker upgrade projects at the Georgetown, Gabriel, Chief Brady, and
Glasscock substations.
1.2 Need for Project
The five substations serving the City of Georgetown supply the distribution system at both
12.5 -kV and 25 -kV. Based upon Summer 2002 loading conditions, approximately 60
percent of the total city load is supplied at 12.5 -kV while 40 percent is supplied at 24.9 -kV.
The City of Georgetown is actively converting their system from 12.5 -kV to 25 -kV to improve
distribution voltage levels. This voltage upgrade is necessary as the area becomes more
densely populated resulting from load growth in the range of eight percent annually. The City
of Georgetown distribution plans call for their system to be entirely converted to 25 -kV by the
year 2010.
A number of the existing circuit breakers are under -rated and cannot support the additional
load in an emergency condition when backing up neighboring feeders or substations. In
addition, the existing circuit breakers and relays are old and require more than normal
maintenance to keep them operable. The City of Georgetown would also like to take
advantage of the features available in the new microprocessor based SEL relays such as
fault event recording, metering, and real-time communications. The City of Georgetown has
already purchased the circuit breakers and relays that are planned for replacement.
Project Scope
Glasscock Substation:
LCRA Portion:
1. None
COG Portion:
1. Replace two breakers and breaker panels(GL-60, GL -70)
2. InstalVreplace cables between breakers and control house if needed
• Reuse existing breaker foundations
'Note: Breaker cables are in conduit and not a direct bury
Chief Brady Substation:
LCRA Portion:
1. Feeder Bays #2,#4, #5
• Change 27 HSS to 25kV, 1200A
• Change tie VAB, #CB -55, to 25kV, 2000A
• Change insulators and conductor
2. Change fuse cutout, F-2, to 25kV
3. Add mobile for construction
COG Portion:
1. Replace three breakers and breaker panels(CB-20, CB -40, CB -50)
2. InstalVreplace conduit and new cable between breakers and control house
Reuse existing breaker foundations
Gabriel Substation:
LCRA Portion:
1. Change insulators on operating and transfer buses
2. Change fuse cutout, F-6, to 25kV
3. Totalizing Bay #8
• Change 9 HSS to 25kV, 2000A
• Change insulators and conductor
4. Feeder Bays #1, #2, #3, #4
Change conductor
5. Add mobile for construction
6. Replace ???? breaker foundations
COG Portion:
1. Replace four breakers and breaker panels(GB-30, GB -40, GB -70 and GB -90)
2. Feeder Bays #7 and #9
• Change 18 HSS to 25kV, 1200A
• Change insulators and conductor
Georgetown Substation:
LCRA Portion:
1. Change insulators on operating and transfer buses
2. Change fuse cutouts, F-2 and F-3, to 25kV
3. Totalizing Bay #1 and #7
• Change 18 HSS to 25kV, 2000A (12 H-1 and 6 H-2)
• Change insulators and conductor
4. Tie Bays #4 and #10
• Change 12 HSS to 25kV, 1200A
• Change VAB w/ interrupter, GT -65, to 25kV, 2000A
• Change insulators to 25kV
5. Feeder Bay #2
• Change 9 HSS to 25kV, 1200A
• Change VAB, GT -45, to 25kV, 2000A
• Lower VAB switch stand 6" for additional insulator height
• Change insulators and conductor
6. Feeder Bay #3, #5, #6, #8, #9
• Change 45 HSS to 251kV, 1200A
• Change insulators and conductor
7. Add mobile for construction
8. Replace six breaker foundations
COG Portion:
1. Replace six breakers and breaker panels(GT-10, GT -20, GT -30, GT -40, GT -50, and GT -
60)
2.2 Objective
The overall objective of this project is to complete the scope of work within the time and
budget allowed. Due to the complexity of this project, this will need to be a coordinated
effort between design, construction and operations (SOCC). Communication flow and
scope understanding is essential to completing this project on time and in budget.
3 Work Package (SOW) Breakdown
3.1 Project Control/ Project Management
3.2 Project Planning and Conceptual Design
A. System Planning
B. Design Engineering CDD
C. Project Environmental Assessment
3.3 CCN — Not Required on this project. The land is wholly owned by the LCRA, including land
for expansion.
3.4 Property Rights Acquisition/ Real Estate
A. N/A
3.5 Engineering and Design
A.
Substation Electrical Engineering
B.
Relay and Control Engineering
3.6 Material Procurement
A.
Long lead substation materials
B.
Substation materials
C.
Panel Fabrication
D.
Structural Materials
E.
Relay and Control Materials
F.
Acceptance testing
3.7 Construction
A.
Soil Sampling
B.
SW PPP and Inspections
C.
Sub Construction — Electrical
D. Sub Construction —Control
E. System Control —Panel configuration and checkout
F. System Control — RTU and SCADA configuration and checkout
G. Substation Services
H. Diagnostics and Acceptance Testing
3.8 Project Closeout
A. Engineering As-Builts
B. Project Unitization and Capitalization
4. Project Team and Stakeholders
4.1 Project Team
Team Member
Department
Responsibility
Lynn Heenan
Pro'ect Management
Project manager
John Havlick
Electrical Engineer
Electrical Engineering
Demetrius Wade
R&C Engineering
R&C En ineerin
Alan Ferris
Construction
Construction superintendent
Gary Derouen
Electrical Materials
Stores
Steve Hart
PanelShop
Fabricate City's feeder panels
Jeff Fald
R&C Materials
Stores
Tony Ladewig
Structural Materials
Stores
Bruce Rushing
Maintenance
Mobile schedule
Mickey Lee
Customer Engineering
Distribution Engineering
4.2 Customer and other Stakeholders
Team Member
Title
Phone Number
Michael Ma en
Energy Services Manager, City of Georgetown
930-2577
Walter Koo mann
Wireless Information System, City of Georgetown
930-3555
John Thomas
Line Superintendent, City of Georgetown
930-3555
5. Project Resources, Activities and Milestone Schedule
5.1 Project Resources
All engineering and substation construction work will be performed by LCRA employees.
All material procurement is to be coordinated through Stores and Purchasing. Some minor
distribution line re-route will be needed to de -energize the distribution A -frames. This work
will first be offered to the City and paid for through our inter -local agreement. If they are
unavailable, then Red Simpson will be contracted.
5.2 Project Activities and Milestone Schedule
` ACTIVITY
PLAN START
PLAN FINISH
CIP Engineering
2 -Jun -03
1 -Aug -03
Engineering, Electrical (CIP)
2 -Jun -03
1 -Aug -03
Engineering, R&C (CIP)
2 -Jun -03
1 -Aug -03
Engineering, Distribution (CIP)
2 -Jun -03
1 -Aug -03
COG Engineering, Performed by LCRA
7 -Jul -03
29 -Aug -03
Obtain engineering contract from COG
7 -Jul -03
11 -Jul -03
Engineering, Electrical (COG)
14 -Jul -03
.29 -Aug -03
Engineering, R&C (COG)
14 -Jul -03
29 -Aug -03
Construction, Hot Work, Outside Contractor
4 -Aug -03
8 -Aug -03
Distribution ties at Georgetown Sub
4 -Aug -03
8 -Aug -03
Distribution ties and switched at Gabriel
4 -Aug -03
8 -Aug -03
Construction, LCRA for COG, Gabriel
1 -Sep -03
8 -Oct -03
Develop and obtain const contract from COG
1 -Sep -03
26 -Sep -03
Install mobile at Gabriel, T1
29 -Sep -03
30 -Sep -03
Rebuild COG's low side A frame
1 -Oct -03
8 -Oct -03
Construction, LCRA CIP, Gabriel
9 -Oct -03
17 -Oct -03
Move mobile to T2
9 -Oct -03
9 -Oct -03
Rebuild LCRA's low side A frame
10 -Oct -03
17 -Oct -03
Construction, LCRA, Georgetown
20 -Oct -03
12 -Nov -03
Rebuild low side A frames
20 -Oct -03
12 -Nov -03
Construction, LCRA, Chief Brady
13 -Aug -03
19 -Nov -03
Install new conduit and cable
13 -Aug -03
19 -Aug -03
Rebuild low side A frames
13 -Nov -03
19 -Nov -03
Project Budget
The total LCRA funding requirement for this project has been estimated by LCRA engineering to
be $613,000. Management Funding is required once expenditures exceed $100,000. Board
approval is required for any additional funds not allocated in the TSIP. Engineering SOWS
should be submitted before July 15, 2003. Construction and materials SOWS should be
submitted before October 1, 2003. The project budget is traceable through a standard budget
log, which includes the distributed budget, the management reserve, the undistributed budget and
the contract changes. The uniform methodology of budgeted cost for work scheduled, budgeted
cost for work performed, and actual cost for work performed variances are used to verify the
project's budgeting system and scheduling system. Performance efficiency is calculated as a
percentage under the cost performance index (CPI) and the schedule performance index (SPI).
7. Risk Management Plan
All team members should identify potential risks and mitigation strategies as soon as possible. At
that point the risks will be evaluated, quantified and addressed as required.
7.1 Assumptions
We are assuming that the CDD covers all of the required work for a complete project. If
additional work is required, it will be addressed per the scope management plan.
7.2 Current Risks, Constraints and Mitigation Plans
The primary risk and constraint of this project is maintaining the schedule for the mobile
transformer for the first three weeks of October. With the limited number of mobile
available for use, any emergency elsewhere on LCRA's system, requiring a mobile, could
adversely effect the schedule of this project.
8. Management Process
Statements of Work will be used to manage the costs and will be used to create LCRA's
schedule. Project reports will be available for management and the project team on a
monthly basis. The monthly report will give status of the schedule and of the budget.
8.1 Scope Management Plan
All scope changes occurring after the completing of the CDD will be reviewed by the
project team and, if approved, incorporated in the budget and schedule accordingly. Note
that post CDD changes will jeopardize the project completion date.
8.2 Schedule Management Plan
Completing and energizing this project is essential to the overall stability of the system in
the service region. Strict schedule tracking will be done on a monthly basis, or as needed.
If a scheduled deliverable is going to miss a delivery date, it must be brought to the project
managers attention as soon as it is realized. Corrective action will be taken at this time.
Scheduled milestones must be met for overall project success.
8.3 Cost Management Plan
Cost budgets will be updated and evaluated on a monthly basis to ensure actual costs do
not exceed funded amounts. Budget to actual cost will be measured and evaluated using
the Earned Value Method and reported by the Cost Performance and Schedule
Performance indexes. Management funding is required for over $100,000 of initial
spending. Management funding will be requested for design and engineering, material
procurement and construction, once these costs have been established, or as needed.
Board funding will be required if overall cost exceeds total project budget.
8.4 Communication Management Plan
Internal communications will be handled in the standard, either by email, fax or verbal.
Formal reports and plans, changes to budget and schedule, ALL communication with
outside contractors and vendors shall be in writing.
Project Reporting — Project reports will be done monthly. These will update the team on
schedule status, budget status, action items and current issues.
8.5 Staffing Management Plan
All staff is internal LCRA employees. If outside staffing is required, PM and work package
manager will evaluate.
8.6 Duality Management Plan
LCRA's quality assurance plan shall be incorporated in this project. The design team to
perform scheduled inspections of all construction activities. All checkout to be scheduled
and documented.
8.7 Procurement Management Plan
If design, engineering or consulting services will be required, they will be addressed with
current LTA's. Construction services will be addressed through the contract services
department, if required. Clear scope definition and clarification will be required from the
project team to eliminate scope discrepancies, cost overruns and schedule delays. All
material purchasing will be handled through the purchasing department and stores. All
procurement should be routed through the project manager for cost and schedule
verification.
8.8 Risk Response Plan
Current mitigation strategies are in place to address known risks at this time.
8.9 Close out Process
Refer to PMP 005 for formal closeout procedures.
4 touncil Meeting Date: August 12, 2003 Item No.
AGENDA ITEM COVER SHEET
SUBJECT
Consideration of an award of the annual bid for flexible base material to First Choice
Transportation in the estimated amount of $55,944.00, and for manufactured sand and rock to
Capitol Aggregates in the estimated amount of $45,300.00.
ITEM SUMMARY
Bids were received to provide the City with standard flex base, washed manufactured sand
and 3/8° rock to be used in the construction and maintenance of the City streets, and water and
electric distribution systems. The base is used for repairing street cuts and new construction, and
the sand and rock is used for bedding pipe before burying. The staff recommendation is to award
this bid to the two low bidders responding, First Choice Transportation of Belton for flexible base
and to Capitol Aggregates of Georgetown for manufactured sand and rock.
The unit prices bid include delivery and stock piling of the material at our facility. Materials
will be ordered by the using departments on as needed basis.
SPECIAL CONSIDERATIONS
bid. Georgetown vendors were given a three percent local preference in the evaluation of this
FINANCIAL IMPACT (cost of item, fund and division name, budgeted amt.)
Total estimated amount of this bid is $55,944.00 to First Choice Transportation and
$22,650.00 to Capitol Aggregates. Funds for this expenditure were budgeted in maintenance of
streets and in water and electric maintenance.
COMMENTS (from City Attorney, staff, boards and commissions)
none
ATTACHMENTS (list individually)
1. Bid Tabulation
auuMmuea oy:
Terry Jones, Support Services Director
Mark Miller, Transportation Manager
Glenn Deshong, Water Services Manager
Jim Briggs, Assistant City Manager
FLEXIBLE BASE MATERIAL, ASTM SAND
& 3/8" ROCK
July 1, 2003 - June 30, 2004
BID NO. 23022
Ur
DESCRIPTION
Lot
Standard Flex Base to meet
specifications for Texas Highway
Dept. No. 247, Type A, Grade 1 Tor
Delivery of Flex Base - Grade 1 Ton
Subtotal Grade 1
Standard Flex Base to meet
specifications for Texas Highway
Dept. No. 247, Type A, Grade 2 Ton
Delivery of Flex Base - Grade 2 Ton
Subtotal Grade 2
Total Lot 1 Grade 1 & 2
Lot
Washed Manufactured Sand
TCS #270 specifications Ton
Delivery of Sand Ton
Total Lot 2
Lot 3
3/8" Rock, Type F. TCS Material
#265 specifications Ton
Delivery of Rock Ton
Total Lot 3
It ANNUAL
EST.QTY
Cepltol
A99re9ates
Centex
ate ala
DSD
r c
Flrat Cholca
Transo.
Georgetown
Transport. Inc
Pope TX Crushec
aterlals sone
6 000
No Bld
4.50
5.00
4.10
3.90
4.10 4.10
6,000
No Bid
No Bid
5.08
57,480.00
3.75
52,500.00
1.84
35,640.00
1.99
35,340.00
1.95 5.50
36,300.00 57,600.00
3,800
No Bid
4.25
5.00
3.80
3.90
4.10 3.80
3,600
No Bid
Bid
5.08
33,588.00
3.75
, .
1.84
20,304.00
1.99
21,204.00
1.95 5.20
21.780.00 32,400.00No
No Bid
91,068.00
84,000.00
55,944.00 `
56,544.00
58,080.00 90,000.00
3,000
5.75
No Bid
7.08
6.90
6.70
6.90 6.90
3,000
1.80
No Bid
3.75
1.74
1.99
1.95 8.50
22,650.00
No Bid
_
32,490.00
25,920.00
26,070.00
26,550.00 46,200.00
3,000
5.75
No Bid
7.08
6.90
6.70
8.90 6.90
3,000 1
1.80
22 Asn nn
No Bid
ni, pia
3.75
1.74
1.99
195
. 8.50
"-""I zo,uiu.uu 26,550.00 46,200.00
Total Estimated Annual Cost $101,244.00
No response
Austin Bridge and Road
Austin Crushed Stone
Odeen Hibbs Trucking Co.
6/25/2003FIexBaseSand23022
City Council Meeting Date: August 12, 2003 Item No.
AGENDA ITEM COVER SHEET
Consideration and possible action to award the contract and enter into contract negotiations
Dr the operation of the City's water and wastewater plants 'or the next five (5) years with a budget
f approximately $2,000,000.00 for fiscal year 2003/2004.
ITEM SUMMARY:
For the last several months, City staff have been evaluating operations and maintenance
contracts from three firms: Severn -Trent (S&T), Brazos River Authority (BRA), and Operations and
Maintenance International (OMI), for the possible contract operations of Georgetown's water and
wastewater treatment plants. As a part of this process, requests for proposals were issued and
proposals were received from each of the three firms mentioned. Two other firms, interested in
submitting proposals failed to submit proposals. Staff has conducted evaluations of the three
Proposals received and has completed background checks on each of the firms, in order to determine
the most appropriate firm to be selected to provide operations and maintenance of our water and
wastewater plants.
Staff evaluations included: technical expertise, financial costs (or economic analysis), as
well as management and oversight skills to handle this particular contract. As a part of the
evaluation process, an interview with each one of the firms was conducted before the Georgetown
Utility System (GUS) Advisory Board, on May 20, 2003. The GUS Board was informed that at that
Particular time, a tentative recommendation by staff would have been the authorization for negotiating
a contract for water operations with OMI and negotiating a contract for wastewater operations with
BRA, pending the outcome of the interview process. GUS Board, hearing the presentation by the three
firms, voted and submitted recommendation to Council for BRA to take both contracts water and
wastewater).
Staff has completed the evaluation of the RFP's and have included an evaluation of the
presentations made on May 20, to the GUS Board. Upon conclusion of the evaluations, staff continues
to recommend that a contract be negotiated with the BRA for operation of the City's wastewater plants,
and a separate contract be negotiated with OMI for operation of the City's water plants. The staff
recommendation is based on the qualifications of the competing firms and the staff evaluation of the
most competent firm for handling each one of these areas.
Subsequently, this is also the most cost-effective option for operating our facilities for the
ixt five years. Attached to this item you will find the economic analysis as well as the rating
Istem used in order to rate each firm in several of the areas (weighted by percentage).
Therefore, City Council has received recommendation by the GUS Board to negotiate and complete
kntracts with the BRA for water and wastewater operations, as well as a recommendation from staff
kat a contract be negotiated with OMI for water operations and that a contract be negotiated with
BRA for wastewater operations.
In closing, anyone of these three firms is certainly capable of operating the water and/or
wastewater treatment facilities. Nevertheless a recommendation must always be made as far as the most
advantageous opportunity for the City in this case. Whether the staff recommendation is taken or the
GUS Board recommendation is accepted by Council, staff will work diligently and completely carry out
the wishes of the Council regarding this issue.
SPECIAL CONSIDERATIONS:
NONE
FINANCIAL IMPACT:
Funds to be paid from the water and wastewater contracts accounts
GUS BOARD RECOMMENDATION:
GUS Board recommended that water and wastewater contracts be awarded to the BRA. Approved 6-1
(Bland opposed)
STAFF RECOMMSENDATION:
Staff recommends that a contract for operations of the City's water treatment plants be
negotiated with OMI and that a contract for operations of the City's wastewater treatment plants be
negotiated with BRA.
COMMENTS:
NONE
AITACKMENTS:
Economic ana
ity
for
Water Services Manager
F-
Plant Operations Proposals
Year 1
Year 2
Year 3
Year 4
Year 5
Total
Severn Trent Services
Water & Wastewater
$1,986,931
$2,029,869
$2,073,566
$2,127,906
$2,183,479
$10,401,751
Water only
$1,229,381
$1,255,367
$1,281,825
$1,314,870
$1,348,679
$6,430,122
Wastewater only
$994,591
$1,016,283
$1,038,360
$1,065,818
$1,093,902
$5,208,954
WW with Wade Crossing
$1,014,121
$1,036,203
$1,058,677
$1,086,644
$1,115,247
$5,310,892
Brazos River Authority
Water & Wastewater
$1,821,267
$1,954,928
$2,059,891
$2,174,974
$2,282,948
$10,294,008
Water only
$953,651
$1,010,787
$1,075,221
$1,146,301
$1,208,010
$5,393,969
Water (excluding LWTP)
$448,812
$467,059
$485,007
$503,756
$523,245
$2,427,879
Water (LWTP)
$504,838
$543,729
$590,213
$642,545
$684,765
$2,966,090
Wastewater only
$867,617
$944,140
$984,671
$1,028,673
$1,074,939
$4,900,039
OMI. Inc.
Water & Wastewater
No inflation or growth
$1,860,430
$1,865,955
$1,871,480
$1,877,005
$1,882,530
$9,357,400
Inflation & growth (city)
$1,860,430
$1,955,962
$2,030,654
$2,123,819
$2,218,384
$10,189,249
Inflation & growth (historical)
$1,860,430
$1,938,187
$2,016,536
$2,102,147
$2,188,873
$10,106,173
Water only
No inflation or growth
$749,207
$751,286
$753,365
$755,443
$757,522
$3,766,823
Inflation & growth (city)
$749,207
$788,555
$825,101
$866,504
$908,584
$4,137,951
Inflation & growth (historical)
$749,207
$780,761
$812,605
$847,323
$882,466
$4,072,362
Wastewater only
No inflation or growth
$1,226,929
$1,230,469
$1,234,008
$1,237,547
$1,241,087
$6,170,040
Inflation & growth (city)
$1,226,929
$1,287,196
$1,329,103
$1,385,137
$1,441,881
$6,670,246
Inflation & growth (historical)
$1,226,929
$1,276,914
$1,327,242
$1,382,281
$1,437,991
$6,651,357
Lowest values
Water & Wastewater
$1,821,267
$1,954,928
$2,030,654
$2,123,819
$2,183,479
$10,189,249
Water only
$749,207
$788,555
$825,101
$866,504
$908,584
$4,137,951
Wastewater only
$867,617
$944,140
$984,671
$1,028,673
$1,074,939
$4,900,039
Lowest water + lowest ww
$1,616,824
$1,732,695
$1,809,772
$1,895,177
$1,983,523
$9,037,990
l7
Water and Wastewater
Compliance
1 Yr 5 Yr
Staff
Operating
Corporate
Financial
Community
Total
Record
Pricing Pricing
Experience
Plan
Experience
Quals
Involvement
Scoring
Severn Trent Services
3
3 3
2 5
3
1.5
1
2
2.425
Brazos River Authority
1.5
1 2
2 5
1 _';
3
3
2
2,15
Operations Management
1.5
2 1
5
1.5
2
2
1-425
Water Only
Compliance
1 Yr 5 Yr
Staff
Operating
Corporate
Financial
Community
Total
Record
Pricing Pricing
Experience
Plan
Experience
Quals
Involvement
Scoring
Severn Trent Services
3
3 3
2
3
1 5
1
2
2-325
Brazos River Authority_
Operations Management
2 2 2
-I I
1
3
15
3
2
2
2
2-15
1225
Wastewater Only
Compliance
1 Yr, "S Yr
Staff
Operating
Corporate
Financial
Community
Total
Record
Pricing Pricing
Experience
Pian ,_
Experience_
Qualls_;.
Involvement
Scoring
Severn Trent Services
3
2 2
3
3
1.5
1
2
2.325
Brazos River Authority
1
1 1
2
1
3
3
2
1.75
Operations Management
2
3 3
1
2
1.5
2
2
1.925
Area
Wei ht
Compliance Record
15%
1 Year Pricing
5%
5 Year Pricing
15%
_
Staff Experience
20%
Operating Plan
15%
Corporate Experience
15%
Financial Qualifications
10%
lCommunity Involvement
5%
r
Council Meeting Date: August 12, 2003 Item No. Y
AGENDA ITEM COVER SHEET
SUBJECT:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GEORGETOWN,
TEXAS SUPPORTING THE ESTABLISHMENT OF A CERTIFICATE OF
CONVENIENCE AND NECESSITY (CCN) FOR WASTEWATER SERVICE BY
THE CITY OF LIBERTY HILL, THE BRAZOS RIVER AUTHORITY, AND THE
LOWER COLORADO RIVER AUTHORITY; ALSO KNOWN AS "THE
ALLIANCE".
ITEM SUMMARY:
The City of Liberty Hill, the Brazos River Authority, and the
Lower Colorado River Authority will be filing a request with the
Texas Commission on Environmental Quality to establish a Certificate
of Convenience and Necessity (CCN) for retail wastewater service.
The proposed area of service is located to the west of the City's
westernmost boundary of future service. Also, the establishment of
this particular CCN area is consistent with the City's future plans
and also supports the Williamson County Regional Wastewater Study
that is currently underway.
SPECIAL CONSIDERATIONS:
NONE
FINANCIAL IMPACT:
NONE
STAFF RECOMMENDATION:
Staff recommends the approval of the Council Resolution.
GUS BOARD RECOMMENDATION:
The Liberty Hill Wastewater CCN was discussed with the Board in its
July 22, 2003 meeting. The GUS Board recommended that staff prepare a
Council resolution in support of Liberty Hill's Wastewater Discharge Permit
and CCN for approval. (Motion by Evans, second by Brown, Approved 7-0)
COMMENTS:
NONE
ATTACHMENTS:
1. Council Re$ io .
1
tted By:dim Drigg$/ G1'Enn W. Disho
istant C'ty Manager Water Services
for Utiliti s
r
I
r,.
iB COLORAM RIVER ALRHORITY BRAZOS RIVER AUTHORITY
LAKE. AUSTIN BOULEVARD 46M COBBS DRIVE
AUSfIN.TX. WACO. TX. 76714
�i� 0i 80nm &a OBERTY HILL
E WASTEWATER C.C.N.
Shut I of I
8
O
\
l
�
W \
T A
r
-
�
f
� of . ��
�
-,` •��
� r
s
I
r,.
iB COLORAM RIVER ALRHORITY BRAZOS RIVER AUTHORITY
LAKE. AUSTIN BOULEVARD 46M COBBS DRIVE
AUSfIN.TX. WACO. TX. 76714
�i� 0i 80nm &a OBERTY HILL
E WASTEWATER C.C.N.
Shut I of I